QRIS Release Notes, Fall 2024

Modified on Fri, Nov 1, 2024 at 2:00 PM

NEW Features

New Staff Education / Professional Development Roll-Up Grids
- The Hubbe System now has a power grid where county QRIS managers can view and download Staff Education records for all staff across all agencies at the county-level as well as for staff at each participating agency. We have added any expired ECE Permit or Certificate records to display as red, with their expiration date bolded, so staff can more easily spot expired records. We have also added a dedicated filter titled “Expired Only” that show only staff education records that have expired. This grid also has the "Columns" feature so that users can surface and export only the desired data on this grid. This is the first time the Hubbe system has surfaced this kind of data in a management grid, and we hope it will make it very easy for county managers to utilize this data to inform your work and report on quality improvement results in terms of ECE staff increasing their education levels year-to-year.
- The Hubbe System has another new grid where county QRIS managers can view and download Staff Professional Development records for all staff across all agencies at the county-level as well as for staff at each participating agency. This feature is just like the one detailed above, but contains 100% of the staff professional development data.
- To both new grids, we have added a multi-select action buttons to allow county managers to update many records at once, such as to updating the status of an education or professional development record from "Pending" to "Approved."
- We have also added a new "Archive" status to staff education records to allow managers to archive/hide records from grids when no longer applicable. This is needed for records like "Certifications" that expire over time. As an example, a staff may have a CPR Certification that has expired. This record can now we "Archived" and a more recent CPR Certificate can be added. We have also added a new filter to show or hide archived records in the Staff Education grid.

New CLASS Assessments
- Created the new CLASS 2nd Edition Assessment and re-labeled previous CLASS assessments as “CLASS Pre-K 2008” assessments. Staff will now be able to select which CLASS version they are creating (2008 or 2nd edition) for the sessions receiving assessments this year.
- Created the new CLASS Environment Assessment. Assessors will now be able to enter these into sessions in Hubbe.

General Enhancements

Added two new data fields to the All Sites grid at the county-level, including a new filter for the “Local End Date” that allows staff to filter for sites with a selected “End Date for QRIS Participation” range, and a new column titled “Site Email Address” that will display the email address designated on the site record
Added several new columns to the All ECE Staff grid, including Home Address fields and a Gender field to support how staff utilize this grid
Added new filters and columns to the All Sessions grid to display/filter for Site QRIS Program Type and Session QRIS Program Type
Added a new column to the All Sessions grid titled “Agency” to allow staff to filter for all sessions in the selected agencies
Added a new column titled "Site License Name" to the All Sites grid, shown by default
Created a new “Filter Presets” tool that allows staff to preset various grid views with column and filter selections, available on the All Agencies, All Sites, All Sessions, All Families, and All Children grids. This tool can be used by managers who frequently require a specific data set to be downloaded from various places within Hubbe. Presets can be set up for these users that select the specific data they frequently need, automating this task for all future data pulls.

CDF Enhancements

Note: The Hubbe Team is currently working on all updates based on the 2024-25 QCC Data Dictionary. This work will be complete at the end of November. We will send out dates for 2024-25 CDF Training after that time. Look for updates on this topic coming soon. The remaining items below were completed over this past summer and are not based on the new updates for this program year.
Update the logic of the CDF Data Management grid so that only active (non-expired) CCL Licenses are pulled into the grid data
Fixed the CDF XML file download to properly handle site funding type codes
Updated the CDF Data Management grid to only include active staff with site and session roles, and to not include inactive staff
Removed CLASS Scores from the CDF Data Management grid and CDF XML report for all sites that are marked as QI Only, as well as for all sites with expired ratings
Updated the CDF Wizard site funding selections area to ensure that any and all site funding selections made in the wizard and automatically updated on the site record itself

QIP Enhancements

Revised the current CLASS Assessment QIP Goal Focus Area options so that the “Classroom Assessment Scoring System” is appended with “2008” and two new areas are added, including: Classroom Assessment Scoring System 2nd Edition, and CLASS Environment Pre-K-K
Updated all grids in the QIP Evaluations record in the Coach Menu to include many more columns to help the coach visually capture more data from the grid, including the linked entities, the QIP evaluation date, the QIP Evaluation title, and more
Re-labeled the “Learning Foundations” Focus Area group to “CA Preschool Learning Foundations” and added new focus areas
Added a new “Email PDF” option to QIP records that allows coaches to easily email a PDF of the QIP to staff who created the goal, including their agency information only
Fixed an issue with the “All Participant Organizations” tab (found by navigating Coaching > All QIPs > All Participant Organizations) to ensure the grid excel can be downloaded
Added new functionality to the “Customize Focus Areas” tab that allows staff to create their own Local Focus Areas

Staff Survey Enhancements

Added a new checkbox to the Staff Survey modal titled “Reset All Passwords” that, when checked, includes the user’s username and password in the email for logging in to complete the survey. We hope this makes it easier for staff to access annual surveys!
Fixed an issue with the text box questions in the Staff Survey to ensure users do not get prompted with any unwanted error messages
Added several new columns to the Staff Survey grid, including “Primary Language,” “Model,” and “Partner” - as well as new filters for these new columns, and another new filter titled “ECE Staff Role” to allow users to filter by agency-level roles

Site Rating Enhancements

Updated the Rating Tier PDF download to not show certain fields if the value is 0, such as the Coaching Hours, Virtual Coaching Hours, Web-Based Learning Hours, PLC Hours, Workshop Hours, and College Coursework Hours. Pertinent fields with a value of 0 will still show, such as the ECE Units, General ED Units, and Total PD Hours fields
Updated the Site Rating logic to count any CLASS Pre-K 2nd Edition Assessment for Element 4, just like the CLASS 2008 Assessment did.

Stipend Enhancements

Updated the staff’s Stipend download available in their staff record to only include high-level stipend information and stipend requirements since stipend descriptions and options are available in the individual stipend application portals
Optimized the Stipend Management grid to expedite grid load time
Updated the “Application Manager” filter to list all users assigned any of the following roles: Stipend Coordinator, Stipend Placement Manager, and Stipend Approver
Surfaced the staff's Primary Language on the Stipend Application grid beside the applicant’s name - staff can use this information to determine which manager to call the individual based on their language needs
Added attachments as a column on the Stipend Applications grid so users can easily access applicant attachments right from the grid
Added a new custom field in the “Configure Stipend Application” area of a stipend track that allows staff to determine ineligibility for an applicant based on prior stipend application statuses. For example, staff can setup a new stipend track that automatically determines applicants ineligible if they were not approved for another stipend track. However, staff can override the ineligibility for certain exception scenarios.

Coaching Enhancements

Updated every “All Coach Logs” grid to automatically show all coach logs for the current fiscal year, though staff can adjust the “Date of Visit” filter to show any selected range of time
Made various updates to the “Coaches” grid that lists all coaches in a county to display First Coach Log dates, Latest Coach Log dates, and a filter that allows staff to show only coaches that have coaching hours logged within the selected date range
Fixed the Coach Log Settings to ensure that the Reflective Coaching minutes field is hidden if the Reflective Coaching field is hidden in Methods of Assistance

Agency Application Enhancements

Reworked the visual display of data in this feature from the county managers view to optimize the user experience and make it easier to view all like-data contained within each application.
Updated the email message templates to automatically include a link to the agency application portal in the automated emails sent from the Agency Application grid so that applicants can easily navigate to the portal
Validation has been removed from agency applications that blocked a site from being imported into Hubbe if an existing site already had the same CCL license.

CLASS Enhancements

Added the "Session ID" column to the All CLASS Assessments grid at the county-level
Added a new setting in the Rating and Assessments tab of the Preferences record that allows users to either show or hide the Assessor name for CLASS assessments - when hidden, the Assessor name will not show on any downloads
Updated the CLASS Notes record to more powerful grids with greater usability, and organized notes into tabs by assessment type so users can easily view and manage CLASS notes
Organized all CLASS assessments on the All CLASS Assessment grids by type, with tabs for Pre-K 2.0, Pre-K 2008, and Environment Pre-K-K
Added the CLASS Environment Pre-K-K certificate type as an option on the Staff Education record
Added a new column titled "Room Number" to the All CLASS Assessments grids to display the Room # entered on the assessment
Removed some validation on CLASS assessments for cycle content and format fields that previously blocked users from being able to mark the assessment as submitted or approved, as requested by users
Created a new CLASS Quick Score feature that allows assessors to enter all numerical scores for all four cycles from the “Edit Cycles” pop-up modal that displays a grid of all four cycle values. Previously, staff needed to enter a cycle to add any numerical scores or notes. We hope this new feature helps assessors to quickly key in scores while looking at their completed paper score sheets. Assessors can use the "TAB" key to move from one score to the next very quickly. When the assessor is ready to enter notes, they can navigate to the Edit Cycle buttons.

Fixes & Adjustments

Removed a duplicated column in the All Session grid, titled “Session Included in CDF Report” to ensure staff can download the grid excel
Made various fixes to the WFR sync
Adjusted the process of inactivating entities so that inactivating an agency also inactivates its sites and session and removes all assigned staff, and accordingly, inactivating a site will inactive its sessions and remove all assigned staff
Updated all staff Professional Development records to have downloads available, since ones created from the WFR sync did not previously have downloads available
Fixed an issue with the “End Date” and “Termination Reason” fields in QRIS Termination records
Fixed an issue with the grid export download for the All Sites grid