Data Topic: Application ChildPlus Tab: Application Objective: Entering/Updating Childplus with new or returning HS and EHS participants. Report #: 4010 – Master List of Families 1520 – Contact Information Notes: Used by during Enrollment process. Enter/Update enrolled child’s emergency contact information and addresses here. New Feature! - Add Child’s Picture here. Entry Procedure: Family Members – Listed in chronological order: Adult (Primary, Secondary, Other) Child (Sibling) Child (Applicant) Family Information General Information Parental Status (One or Two Parent Family) Primary Language at Home Number in Household/Family Family Information Phone Numbers, Addresses Phone Numbers, Current Living Address and Previous Addresses Family Income TANF Status (Yes or No) Supplemental Security Income (Yes or No) Emergency Contacts and Release Authorizations (list only) To Update an Address: In Family Members box, select ‘Family Information’ Under Phone Numbers, Addresses click on ‘Change Living Address’ Select: ‘Add new address’- if family has moved ‘Edit current address’- if entered incorrectly. Make appropriate changes and click ‘Save’. To Add Emergency Contacts and Release Authorizations:(Enrolled only) Select Appropriate Scroll down Application screen to Emergency Contacts and Release Authorizations. ‘Add Contact’ to add to participants Emergency/Release Information. A ‘Contact’ Box will open. Complete a minimum of: Name and Relationship
Family Goal Data Topic: Family Goals ChildPlus Tab: Family Services - Events Objective: To identify the number of goals completed by each family and the completion status during the program year. Report #: 4110 – Family Service History Will show Family Goal and Events associated with them. 4003 – Management Report – Family Services Action Status Shows all Family Service Actions with progression status and action information. Notes: Each goal associated with the family will be as a new event. Entry Procedure: Select Child’s Name Click ‘Add Event’ Complete – Event Details Initial Date – Date family set the goal Type – Family Goal Description – Brief; ex: Housing, Education, Transportation, ext. Service Area – Family Issue – Select most relevant Source of Information – Parent Agency Worker – Staff member who set goal with family Family Members – Who you set the goal with Closure Expected – Target end date Progress – At next teacher contact check on progress Date Closed – Date the goal was accomplished/ended. Outcome Rating – ‘Met Fully’ or ‘Met Partially’ only. Event Notes – Brief description of goal and steps to reach it. Actions Associated with Family Goal: Add Action
Notes: Entry Procedure: Select child’s name Click ‘Add Event’ Complete Event Details Initial Date – Date of contact with parent/guardian. Type – Health Insurance Description – Brief (ex. Family needs Insurance) Service Area - Health Issue – Health Source of Information – select most appropriate Agency Worker – Teacher or FEP Progress – select most appropriate Date Closed – Date child/family began receiving insurance coverage Outcome Rating – select most appropriate Event Notes - Document notes describing progress. Actions Associated with this Health Insurance Add Action Action Type Referral – if referred to another agency. (ex. Outreach office) Direct – Direct contact with family or other agency. Action Date – Date of Referral or Contact Type of Contact – select most appropriate Description – Brief (ex: Health Insurance) Status – select most appropriate Action Notes – Document notes describing progress. Click ‘Save and Close’ Report Directions: Tips! Home Center Based (HS/EHS) Data Topic: Home Visits ChildPlus Tab: Family Services - Events Objective: To determine the number of Educational Home Visits a Center Based child has completed. To determine the number of hours of Home Visits a family has completed in
Transition Activities Data Topic: Transition Activities ChildPlus Tab: Family Services - Events Objective: To document transition activities done on a professional to professional level. Report #: Use to document the following: Connections (communication or coordination) made with school district personnel (including principals, teachers, social workers, and health staff) to facilitate continuity of programming for one or more children. Ex: Having a Principal/Teacher speak at a Parent Meeting. Communication/Coordination with care agencies like DHS, Public Health or others concerning the transition of enrolled children. Professional Learning Communities that you attend. Any joint transition-related training you initiate or attend with school district personnel or other child development staff. Meetings of HS Teachers and Parents and Kindergarten or elementary school teachers to discuss developmental progress and abilities of individual children. Including IEP meetings; continue to document in Disabilities section. Meetings of HS staff and staff from day treatment programs for those children who are dually enrolled, Ex: Bridges Program. Entry Procedure: Select child’s name Click ‘Add Event’ Complete – Event Details Initial Date - Date of Transitioning Activity Event Type – Transition Activities Description – Brief (ex: Kindergarten Transition Meeting, Field Trip) Service Area – Education Agency Worker – Teacher/FEP/HBE Closure Expected – Date of Activity Progress – Completed Date Closed –Date of Activity Outcome Rating – Met Fully Event Notes Document notes describing Transition Activity or event. Actions Associated with this Transition Activity This section is used to document follow up of the stated Type
Report Directions: Tips! Family Outcomes Data Topic: Family Strength Matrix ChildPlus Tab: Family Services – Family Outcomes Objective: The Family Strength Matrix (FSM) is our programs Family Needs Assessment. It is used for assessing family needs leading to positive child outcomes which directly impact a child’s school readiness. Report #: 4210 – Family Outcomes – Assessment Worksheet/Family Strength Matrix 4220 – Family Outcomes Assessment Completion Status 4230 – Family Outcomes – Family Profile 4240 – Family Outcomes Analysis Notes: Preliminary – Complete by October 30 Midyear – Complete by January 31 End of Year – Complete by May 18 Entry Procedure: Select child’s name Ensure correct program year is selected in drop down box. Select - Enter Results or Edit for: Preliminary Midyear End of Year Another screen will populate where you will complete the Assessment findings. Assessment Completed – Enter date FSM was completed/reviewed. Case Worker – Teacher/FEP/HBE who conducted assessment with family. Complete the Scoring Guidance for all areas of the FSM that were completed with the family, entering a 1, 2, 3, 4 or 5 for each option. If the Family Strength Matrix is not completed with the family: Follow Steps 1 and 2 above. Check ‘Not Assessed’ on new screen. Select Reason Why: Family Declined or Scheduling conflict Make at least one attempt to reschedule if parent cancels/doesn’t attend (not limited to one attempt). Click Save (Scroll to bottom of the screen) Report Directions:
A family may not complete the application and mail it in; you can encourage the family to complete it; but if they do not the Services Received column will remain ‘No’. If the family completes the application but does not qualify for assistance, the Services Received column will remain ‘No’. Report Directions: Tips! *Remember* – Document contacts with families in the Family Services Information ‘Family Partnership Notes’ section unless it is tied to a specific Family Event. The “Need Identified” and “Services Received” options are all tied to Family Service Events. You can document progress, and notes, for these in the Family Services section. See page #16 for documentation instruction. The ‘Need Identified/Services Received’ options also should not be changed from a Yes back to a No. For example: If a family at the first checkpoint indicates they need assistance with transportation; but at the second checkpoint no longer needs assistance with transportation, we would still leave the Need Identified as ‘Yes’. *The Family Services Information Tab must be completed for every child enrolled in the program. Information does not roll-over between siblings/participants.
Behavioral/ASQ-SE Data Topic: Behavioral/ASQ-SE (Social Emotional/Mental Health Screening) ChildPlus Tab: Health - Events Objective: Every child is screened for behavioral concerns and social/emotional development. Report #: 3020 – Requirements Assessment Notes: Behavioral/ASQ-SE Screening must be completed, on every enrolled child, within 45 days of the first day of service. Is completed annually for children 2-5 years old; and periodically throughout the first two years of life following EPSDT guidelines. Entry Procedure: Select child’s name Click ‘Add Event’ Select Event Type – Behavioral/ASQ-SE Click ‘Ok’ Complete – Details Event Date – Date completed by Parent/Guardian or staff. Status Failed 2nd Screening, Needs Referral Used when child fails rescreen and referral is needed. Re-Screening, Failed 1st Used when child fails first screening. Passed, No follow-up needed Used when child passes screening. Passed Second Screening Used when child passes rescreen. Description – Brief (ex: ASQ-SE 4 year) Results – ASQ-SE results. (ex. 10/70) Check the ‘Referral’ box if score is elevated or above the cutoff. (Do not check any other boxes in this section for this event type.) Agency Worker – Teacher/FEP/HBE Parents/Guardians Notified – Box Who was notified, By whom, and Date Notified. Event Notes Document any relevant to event type.
Entry Procedure: Select name or pregnant women’s name – depending on timeframe. (See Postpartum Depression Screening P&P for breakdown of due dates.) Click ‘Add Event’ Select Type – Edinburgh Depression Screen Click ‘Ok’ Complete - Event Details Event Date – Date of Screening Status Passed – No Follow up Needed – Parent passes screening Failed 1st Screening, Referral – Parent failed screening or a concern is identified. Description – EPDS Results – Pass or Fail Agency Worker – HBE Parents/Guardians Notified – Check Box Who was notified, By whom, and Date notified. Event Notes Document notes pertaining to screening. If Parent fails screening and a referral is indicated complete: Actions Associated with this Edinburgh Depression Screen. Add Action Action Type – Referral Referred Date – Date parent was referred for follow up. Referred To – Who parent was referred to for follow up. Action Notes – Document any relevant notes regarding screening. Document here when your Mental Health Professional was notified of the screening results. Click ‘Save and Close’ Report Directions: Tips! If referred or information given also document in the Family Services Information PIR section as a Mental Health Services – Need Identified. See page # 32. EPDS should be completed: Once during the 3rd Trimester of Pregnancy And following delivery at: 2 postpartum 2 months postpartum 6 months postpartum 12 months postpartum
Agency Worker – Teacher/FEP/HBE Event Notes Document notes relevant to ICCP. Actions Associated with this Individual Child Care Plan This section is used to document follow up of the stated Event Type ‘Save and Close’ Report Directions: Report 3010 – Health History Tips! Vision Data Topic: Vision Event ChildPlus Tab: Health - Events Objective: Vision Screens are to be completed within the 45 calendar days of enrollment, as required by Head Start Performance Standards. Report #: 3015 – Health Requirements 3065 – Health Status Notes: Due on every child enrolled within the first 45 days of the first day of class or first Home Visit (for Home-Based) Entry Procedure: Select child’s name ‘Add Event’ Select Type – Vision Click ‘Ok’ Complete – Event Details Event Date – Date of Vision Screen Status Passed – No follow up needed Child passed screening Needs Rescreen, Failed 1st Child failed first screening Agency Worker – Teacher/FEP/HBE/or other staff Provider Type – Head Start Staff or Public School Provider Parents/Guardians Notified – Check Box Enter who was notified, by whom, and Date Notified. Event Notes Document any notes relevant to event. If Child Failed Vision Screen complete: Actions Associated with this Vision.
Entry Procedure: Select Entry Express Click on Attendance Select the Site and Classroom Use the calendar to select the date to record attendance Once you click on a date it opens to the selected classroom. Select ‘Classroom Status’ Cancelled – Weather related closings, funerals, staffed, etc. To the right of classroom status is “Classroom Notes” – Document here the reason class was cancelled. Closed – When class is not in session according to program calendar Holiday – when appropriate Open – When class is in session Teacher Workday – as appropriate Select the attendance code you want to assign to each participant: E - Excused (Staff has had contact with the parent; document reason for absence) Excused Absences include: Cultural and religious family activities Doctor/Dentist appointment Family Emergency Funeral/Death Illness (lice, cold, etc.) Ill parent/guardian Moving homes (but not dropping from the program) Family’s car has a flat tire or car would not start. Child is with other custodial parent. Vacationing with Family. Extended vacations require an Attendance Agreement be on file. (Document in Family Services) Parent’s judgment that winter roads are hazardous. N - Not Scheduled (Not counted in present or absent days) Use when: dually enrolled in ECSE or other program. Child has been accepted into program but has not started in the classroom yet. Parents have dual custody and child lives with other parent on a regular set schedule. P - Present (Child is physically present in the room for all or a portion of the day. If attendance has been entered and child arrives late, change status to present) T – Tardy (Optional) (When child arrives to class late; counts as present) U – Unexcused (counted as an unexcused absence) Use when: Child doesn’t want to come Child stayed home with siblings No show/No contact from Parent No response to efforts to contact family didn’t go off Parent didn’t send child or forgot to bring