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Rollover Child to Next Program Year

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Rollover Child to Next Program Year

Rollover Child to Next Program Year

The ERSEA Manager performs the rollover of returning families into the next program year starting in April, after the Centers let them know where they expect the returning families will attend by completing the Returning Family Checklist in ChildPlus. [Link to CP: CP-Complete Returning Family Checklist]

1. On the Setup tab, click the Data Utilities menu > Prepare for Next Program Term > Rollover Utility.

In the first set of fields you will select the group of children to be rolled over to the next program term.

2. Select the Current Program Term from the drop-down list.
3. Select the Returning to radio button and select the relevant New Program Term.
4. Enter the Age and School Year Cut-off Date.
5. Select our Agency.
6. Select the relevant Sites and Classrooms where the children are currently enrolled.
7. In the Status field, select the Enrolled
8. At the bottom of the screen, click Next Step.

On the next screen, you will select how you want the records to roll over.

9. Select the New Status of “Accepted” from the drop-down list.
10. Enter the New Status Date.
11. In the Returning field, enter “1000,” which indicates the number of priority points a returning family receives.
12. Select “Yes” in the individuals should be assigned the same Agency, Site and Classroom that their current participation record is assigned to

Notes:

• Children moving from Early Head Start to Head Start will not be able to be assigned to their existing site and/or classroom.
• You will individualize the records in a later step only if you choose “No.” If you choose “Yes,” you will need to go to each child individually or you may be able to use Entry Express Enrollment utility to change their first-choice preference only.

13. In the Only increment the participation year… field, enter the number of days the child was enrolled.

Note: Head Start participants must be enrolled for more than half a program term. Early Head Start participants must be enrolled for 183 days.

14. At the bottom of the screen, click Next Step.

Next, select the children to be rolled over into the new program term.

15. Select the checkboxes next to the children’s names who will be rolled over to the new program term.

Note: Use the Check All or Uncheck All buttons beneath the table as needed.

16. Click Next Step.

17. Click Confirm.

Note: It may take several minutes to create the new records.

Now that the new records are created, you can edit the location preference as needed.

18. Click on the child record in the table to select it.
19. Beneath the table in the Enrollment section, scroll down to the Enrollment History.
20. Click Manage Location Preferences.

21. Add or Delete Location Preferences as needed.
22. Move Up or Move Down a location preference as needed.
23. When you have finished updating the location preference, click Save.

24. Back on the previous screen, when you have finished making the edits to the child record, click Finish Editing Records.

25. Click on either Roll over more individuals or Exit the Rollover Utility to finish this procedure.