< back to welcome page 1 Recruitment 2 Eligibility 3 Selection 4 Enrollment

4.1Preparing Child Files

4.2Preparing for the Enrollment Meeting

4.3Conducting the Enrollment Meeting

4.6Processing IFSPs and IEPs

5 Receiving (or Providing) Services 6 Transition 7 Admin/Operations 8 ChildPlus 9 Learning Paths

4.1.3

Child File Check-In Process

The Family Worker or Home Visitor will

• Gather and bundle all required child files in accordance with SOP 4.1.2 – Closing Child Files, Child File Packaging Requirements
• Place each program year’s bundled files into the manila envelopes provided by the Family Services Department.
• Clearly and correctly label each envelope, ensuring the program year information matches the requirements outlined in SOP 4.1.2 – Closing Child Files.

• Verify Enrollment History
  Using the Enrollment History section in ChildPlus, the FW/HV will verify that files for every program year are accounted for.
• If files are missing, contact the Family Worker/Home Visitor responsible for prior years or the Data Systems Coordinator.

 

Example: A child enrolled for three program years should have three separate program-year file sets.

Using this example, this participant should have 3 sets of files to be bundled together.

• Rubber-band each program year’s file set separately. Once all program years are individually bundled, use an additional rubber band to bundle all years together.
• Schedule an appointment with the Data Systems Coordinator to drop off the files. The Family Worker/Home Visitor is expected to remain present while the Data Systems Coordinator reviews the files for completeness, accuracy, and proper bundling.

 

 

File Check-Out Note

If a Family Worker needs to check out a file from the Admin Center, they must contact the Data Systems Coordinator to schedule an appointment for file transfer.