Adding Participants Part 1

Greetings from the flight deck and welcome to CenterPilot ready to fly buckle up take off maybe bumpy as you learn your wings, but we're confident. You'll be soaring through clear skies and Landing smoothly soon. So sit back relax, and enjoy your flight. In CenterPilot, it's easy to fly through the entire enrollment process including adding and editing participant information managing enrollment expirations and creating and storing 100% electronic enrollment documents. In this flight training, we will review the process for adding and editing participants only managing enrollment expirations and creating and storing electronic documents with electronic signatures will be addressed in another training session.

Note that we will first watch a short complimentary in-flight video, then we'll review each step in detail. Then the video will replay again at the end. Before we go into details. Let's take a look at the participant information screen and become familiar with the functions. On this screen new participants may be added already enrolled participants may be viewed or edited and drop participants may be viewed and/or reactivated. When logged in on the center level the name of the center or site will already be selected in greyed out.

to select an already enrolled participant click on select participant to enroll a new participant skip this step and begin adding information for the new participant on the right hand side. To view a drop participant click in the circle for dropped let the screen refresh then choose the drop participant from the drop-down list. To Inner siblings for a participant already entered select use this participant for copy the address home phone number and parent Guardian information will be copied to the newly entered sibling automatically.

Copying siblings will be covered in more detail in a separate training. Select reset form to clear the screen when entering more than one participant at a time. to print a blank enrollment for a parent or Guardian to complete by hand check this box and then select any participant After entering new information or edits click here to save. To enter a new student begin entering information on the left. Special diet details including the type of alternate milk may be entered here if applicable how to manage special diets will be covered in detail in a separate training.

Times the participant is in care may be entered once in this area and copy to all applicable days on the day's attending tab. The participant eligibility tab will show free reduced paid eligibility for the participant and applicable dates, but is only editable by the sponsoring organization. The guardian information tab will show contact information for the parent or Guardian the address and home phone number entered on the participant screen will automatically copy over to this tab. Ready? Let's add a new participant from the main menu ribbon select participants.

Then the first choice participant information. Remember that the first two rows must be completed before a save is allowed. On the first row enter the participants first name last name and birth date on the second row enter the participants facility enroll date original cacfp or food program date and the current cacfp date note that for a new participant these three dates will most likely match as the years progress only the current cacfp date will change. At this point select save participant information on the left.

That the minimum amount of information that must be entered to save a participant a quick add may be done to get the participant into CenterPilot. So that Mila tenances may be taken immediately. Center staff may then return at a later time to continue entering the remaining information. Notice that after saving the first two lines become unavailable for editing if a mistake was made in entering the name birth date or any of the other dates. Please contact your sponsor to correct the fields for you.

Please do not attempt to re-add the same participant. When you are ready continue entering the remaining information for the new participant saving often as you go the more information added the more the reporting functions will work CenterPilot cannot pull information into reports if it is not entered. Enter the address including the city state and zip code and the home or primary phone number. The classroom may be assigned here or maybe assigned later using the managing classrooms function under facility information.

Note that for the participant to show up in a classroom. So that militants may be taken the room should be assigned as soon as possible. Enter the participants race ethnicity and gender. When a correct birthday is entered for a participant CenterPilot automatically assigns the participants to an age group. This cell is grayed out. If you feel the age group reflected is not correct recheck the birth date and contact your sponsor if edits are needed. CenterPilot also automatically sets the cacfp expiration date to exactly one year after the current cacfp date.

This date is not editable. If it is incorrect again, contact your sponsor to correct the current cacfp date. The drop date is the exact date participants are dropped in CenterPilot is populated automatically and is not editable for this reason. It is important for centers to drop participants in CenterPilot in a timely manner. However, if the date shown here is not the exact or correct date. You may also include an alternate drop date that may be loaded into participant export reports. Dropping and reactivating participants will be covered in more detail in a separate training since most participants attend care the same time on most days simply check the box to use the same time in from Monday through Friday, then select the time in and time out.

This information will be copied to the days attending tab. If the participant attends on the weekend repeat this process using the other checkbox and enter the time in and timeout for weekend care. The lowest grid on the right side is the participant summary area which shows an at a glance summary of the participant information from most tabs from here. You may print the pre-populated enrollment in eligibility documents for further completion and parent Guardian signatures. Finally an electronic parent Guardian signature may be added and stored in CenterPilot note that this information will be covered in a separate training if your Center has a goal to be 100% electronic.

Please watch part 2 of this training soon. Don't forget to save your work as you progress and before leaving the screen. Let's take a look at the days attending tab on this tab days and times in care are automatically populated from the main participant information tab, or if nothing is entered by center staff the arrival and departure times will default to the times the Center opens and closes. All information on times in and out is completely editable if they participant doesn't attend on every weekday a day may be unselected and the times on that day deleted as is the case on Wednesday in this example likewise if they participant attends at various times on various days, the information may be displayed correctly and this example times on Saturday differ from the other days and finally if a participant arrives in the morning then leaves for school and returns two shifts may be reflected days and times entered are the normal days and times and care.

The meals that the participant normally attends are also documented on this screen in this example, the participant attends for breakfast lunch and afternoon snack when school is not in session on school days. The participant is normally in attendance for breakfast and afternoon snack participants may still be marked in attendance for meals outside of their normal days and hours when unscheduled or scheduled changes occur. Finally, let's take a quick look at the guardian information tab on this tab contact information for the parent or Guardian is documented.

The address city state ZIP code and home phone number are copied over from the main participant information tab. Enter the first and last name of the parent or Guardian the work phone cell phone and email address may also be entered note that this information may be entered at any time but must be present to print complete enrollment documents and complete export reports. In the participant summary grid note that red text next to the form icons reads incomplete when new participants are added when your sponsor receives and approves the enrollment and eligibility documents.

The text will turn to black and will read complete the red incomplete text will return in a year when the enrollment documents expire. To print enrollment documents for further completion and signatures click on the enrollment form and eligibility form icons then send your documents to the printer. The enrollment form is a generic form that contains the minimum enrollment requirements for Most states CenterPilot will pre-populate the top section of the enrollment form with data elements that are entered for the participant in the participant information screen all data showing on this screen was pre-populated by CenterPilot.

Be sure to enter all required components including contact information race ethnicity days and times and Care Mills attending and parent Guardian information. So that the enrollment form will pre-populate with that information the middle section of the generic enrollment form is where parents May accept or decline formula and food offered by the facility if their child is under one year of age parents may also give instructions for infant feeding preferences as required by some states. Notice that the name of the formula offered by the center will pre-populate on this form if it is entered in the facility information all other information must be entered on the form by the parent.

The bottom section of the enrollment form is the parent statement and USDA nondiscrimination statement. The name of the sponsoring organization will pre-populate here to inform the parent of the center's food program sponsor. And finally, this is the section the parent Guardian will sign and date to certify the enrollment notify that in a separate training. We will address how to add electronic signatures to enrollment documents. The eligibility form is the approved USDA meal benefit income eligibility form that is accepted by Most states.

If your state has a mandated eligibility form that is different than this form, or if your state has a combined enrollment eligibility form CenterPilot should automatically generate the correct form based on what your sponsor has requested. If you do not see the correct forms, please contact your sponsor. The top portion of this form will pre-populate with the name of the enrolled participant and the parent Guardian name the parent may add additional household names as appropriate. The remainder of the form should be completed by the parent who should add household information to demonstrate categorical eligibility for free or reduced Mills or eligibility based on household size and income.

And there you have it now, you know how to add and edit participant information when you are ready. Please progress to the next training adding participants part 2 As we make our Final Approach To The Runway, please. Enjoy our in-flight video one more time. We thank you for flying with us today. And as always, thank you for choosing CenterPilot.

Transcript generated from the video’s captions.