Participant Status in ChildPlus

POLICY:

NOCAC Child Development will keep a participants enrollment status updated in the ChildPlus database system.

PROCEDURES:

ADD PARTICIPANT RECORD (In ChildPlus under the Enrollment Tab)

1. Once an enrollment application has been verified by a trains NOCAC Staff person it must be determined if the newly added participant will be marked in ChildPlus as:
   1. New
      1. New status is usually used for children who are 2 years of age but will be 3 by their school districts Kindergarten cutoff date and their enrollment application is done at the beginning of the year but for the next program year.
      2. Any family that completes an online application will show up in ChildPlus as New.
   2. Accepted
      1. Accepted status is used when an enrollment slot has been guaranteed to a family/participant.
   3. Waitlisted
      1. Waitlisted status is used for any participant who is age eligible for the current program year regardless of their income status.
2. Enrolling a participant in their program option
   1. Once a participant has received a service their status can be changed to Enrolled.
      1. Service received includes a home visit, virtual/phone visit and the first day a child physically attends their classroom.
      2. When a participant is Enrolled the following must be entered:
         1. First day of Enrolled status
         2. Entry Date
         3. Site
         4. Classroom
         5. Funding
3. Transferring a child from one option to another
   1. When a participant needs to be in another option for whatever reason and a slot becomes available a Transfer needs to take place in ChildPlus.
      1. The information you need for a Transfer is what Site, Classroom and Funding you are transferring the participant to.
4. When a participant needs to be withdrawn from the program it is considered a Drop in ChildPlus.  The information you need to Drop a participant is:
   1. Last day Enrolled
   2. Drop Reason (dropdown box)
   3. Whether or not the participant:
      1. Completed Program Term
      2. Completed Program
      3. Waitlist for Re-enrollment
5. Mark a participant as Abandon when an enrollment application was completed and entered into ChildPlus however the family refuses enrollment or moves out of the service area before any services are received.

Forms and Additional Guidance: