Enrollment Training

• Includes– Family Services– Health– Nutrition– Licensing (GRANTEE ONLY)

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1. To Start: You should be under the Application highlighting the name of the child completing the enrollment.

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Hand out bus training tips to parent. With child’s name selected, scroll to bottom of screen to number five. Agency Specific Information

To change the name you To change the name you have to push this arrowhave to push this arrow

1. Enter the date 2. Check the Bus Ped

Safety Training box

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You will UPDATE this, if there is already a date listed (change the date). It is not PIR and will not effect current enrollment information.

Make sure the address and phone are correct. 1.If the phone number is not correct, click add Phone number (in blue) and update the information.2.If the address is not correct, click on Change Living Address and update the information. (same with mailing address if needed)3.Verify Primary Guardian’s e-mail address and update as needed.

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1. Make sure Family Information is highlighted

2. Review Emergency Contacts. Add more or edit if needed

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1. Make sure the child’s name is highlighted in the Health Tab.

2. Verify child has doctor and dental home.

1. Make sure the child’s name is highlighted in the Health Tab.

2. Verify child has doctor and dental home.

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Verify Child’s Health Care Coverage. Make sure you have the correct program term checked and If they have different coverage change it to current coverage in the end of enrollment box.

Complete all at enrollment questions.

Don’t touch at enrollment

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Make sure correct year is selectedMake sure correct year is selected

Needs

• Include documentation regarding needs and referrals in contact note.

• Complete the Parent’s Pledge Form with Parent (It will need to be scanned into child plus under the family service tab and then given back to the parent.)

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• Complete Health/Nutrition Forms• Enter Health/Nutrition Forms Under Health

Tab• Complete Licensing Forms (GRANTEE SITES

ONLY)

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ENROLLMENTCONTACT NOTE

Use the clock and add notes regarding any changes or needed information from the enrollment, such as needs, or referrals.

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1. Enrollment Tab2. Enrollment Notes 1. Enrollment Tab2. Enrollment Notes

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Order of Documents Child Plus forms

Family InformationFamily Member InformationEnrollment Information

Parent Pledge (scanned) Diet History Lead Risk Questionnaire Medical and Dental Emergency Consent/ History Form Parent Consent for Services TB Questionnaire Consent for Lead and/or Hematocrit Testing using a Finger stick

Method Consent Form for physician Consent Form for dentist

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• Print Application– Family Information– Family Member Information– Enrollment Information

• Get Parent’s signature & Your signature• Staple & Place in purple Child Plus Folder• Email Mary/Kenna

– Child’s Name, Entry Date, Classroom

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Enrollment Process

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• Parent completes paperwork with HS Staff• Staff emails Mary/Kenna; status is changed to enrolled

and waiting on monitors• Application is verified by Monitors• IF there are no errors-Application is status is changed to Complete

– Monitors will scan in:• Application – to Family Information Tab• Health Forms

• IF there are errors-Application will be incomplete– For GRANTEE sites, child cannot start school until application is complete

Incomplete Process

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• Enrollment is incomplete on 1st visit by monitor- FSW has 1 week to correct

• Enrollment is incomplete on 2nd visit (with the same errors) FSW has 1 week to correct

• FSW/HBV supervisor (SM/TL/HBC) must be present for 3rd visit by monitors.

• IF enrollment is incomplete on 3rd visit (with the same errors) The corrections have to be fixed on site. If they cannot be fixed that day, then the supervisor will have to be present for the next monitoring visit.

EHS Pregnant Women who deliver & new born takes spot

• Email Mary/Kenna, PW has delivered and 2 week appt for infant has occurred– Break Down PW folder, keeping the Recruitment

as it was how the child was determined eligible, so will now be used as part of the child’s application.

• Add a child to family-complete general information– Income: you do not add another; you use what was used

to determine Mother’s eligibility– You will need to request a copy of the babies birth

certificate (the enrollment can be completed without it, but you will need to help family get it)

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• Then with child selected, go to enrollment tab• Add participation record for EHS program

term ONLY time you will select COPY– Eligibility Criteria (must match Mother’s)

• Then go to Health Tab-Complete Health Information• Then you will need to complete all Health/Nutrition

Enrollment Forms & the rest of the Enrollment process as mentioned before.

EHS Pregnant Women who deliver & new born takes spot

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