TABLE OF CONTENTS

• New Hubbe Attendance App Resources
• NEW Case Notes Management Grids
• Billing Statement Enhancements
• MHCS Reporting Updates
• Family Application Enhancements
• Head Start Updates
• General Enhancements
• Fixes & Adjustments

New Hubbe Attendance App Resources

• We've added a new instruction sheet and new tutorial videos to the Attendance App Setup agency and site menus. The new instruction sheet, titled "Syncing Data on the Attendance App," was created to guide staff through the sync process. You can access this instruction sheet and the new tutorial videos by clicking on the link below, or by clicking on Help > Instructions and Training Videos while on the Hubbe Attendance App Setup record.

https://help.sishubbe.com/Pinwheel_HubbeOffline_SiteSetup.aspx

NEW Case Notes Management Grids

• We are excited to announce the release of new Case Notes grids available at the Agency level for Family, Student, and Staff case notes. Users with the Agency Admin role will be able to view all case notes for families, students, and/or staff at their agency. These grids contain many of our common data grid tools, including Filters, Filter Presets, state-saving views for column selections, and an Excel export. Agency Admins will have access to edit notes and manage attachments from this grid using the Actions button in the first column.

• Added new tabs at the Site and Session levels titled "Site Notes" and "Session Notes", respectively. Users with the role of Agency Admin will be able to add/manage notes within this tab for the site/session. Users with the role of Site Admin will be able to view the notes within the tabs at the site and session level.

Billing Statement Enhancements

• Updated the Billing Statement for families to include the Agency's logo, color preferences, and more language to assist with families using it for reimbursement purposes. 
• In addition to the changes above to the appearance of the Billing Statement, we have also made a few updates to improve the way that fees and payments get placed into the Billing Statement. The "Transaction Date" will be used to determine which Billing Statement fees and payments will be placed into, as well as the order for the Ledger.
  • Schedule Fees - When billing is run for any month at any time, the "Transaction Date" will be set to the first day of the billing period month. For example, if I am running June 2025 billing today, then each fee generated will be given a "Transaction Date" of 6/01/2025.
  • Non-Schedule Fees - When creating a non-schedule fee, the date selected as the "Transaction Date" will determine the statement it will be placed into. For example, if the "Transaction Date" is set to be 4/05/2025, then the fee will be placed into the April 2025 Billing Statement.
  • Discounts/Waived Fee Credits - Any discount or credit applied to a schedule fee upon posting the fee to the family's account will be given a "Transaction Date" of the first day of the billing period month. For example, if a Schedule Fee has a Discount for 10%, then when that fee is posted for May 2025, then both the Schedule Fee and the Discount Credit will be given a "Transaction Date" of 5/01/2025 and placed into the May 2025 Billing Statement together. Additionally, if a fee is waived, then the credit created to cover the balance of the fee will be given a "Transaction Date" of 5/01/2025 and placed into the May 2025 Billing Statement with the fee it waives.
  • Payments - Any payment record entered by staff or made by parents online will continue to be placed into Billing Statements according to their "Payment Date" which will always be reflected by the "Transaction Date" on the Ledger.

MHCS Reporting Updates

• We have updated how students are calculated as MHCS on the state attendance reports - the EAR, 8501, 9500, and Enrollment Dashboard. On a child's record, we have Start Date and End Date fields for when a child is receiving Mental Health Consultation Services. These dates have now been incorporated into the mentioned attendance reports so that each individual day is calculated correctly based on whether students are receiving services within the start/end date period. For example, if a student's "Receives Mental Health Consultation Services" field has a "Start Date" of 5/15/2025, then the student, along with all other students in their session, will start being placed into the MHCS report on 5/15/2025 and on, or until the End Date provided.

Family Application Enhancements

• Updated the sibling enrollment option "Intake Individual Children in the Application" so that any Document Checklist assignments to the original application with all of the students are kept on the intaken application record. The new application record that is created for the siblings that were not enrolled at the time and placed on the waitlist will not have any Document Checklist assignments, so staff can assign new checklists for the next enrollment when that comes. 

Head Start Updates

• Added all the necessary fields to the "General Information" tab of the Head Start PIR Report, including Grant Number, Delegate Number, Program Type, and other Program information applicable to the report.

• Updated the Head Start Eligibility Verification Form to ensure that only one primary eligibility criterion is selected for the form. We have also added the criteria that the participants would be eligible for based on data found in the household in a blue text box above the criteria options - for example, if the household income is at or below 100% of the poverty guidelines, then that criteria will be listed in the blue text box to assist with staff making a selection.

General Enhancements

• Added a new field to the Site record within the "Boundaries" area for the LEA Provider Preschool CDS Code. To enter a value, users can select the new option titled "Manually Enter Preschool CDS Code" and enter the 14 digit code. We also have plans to add a drop-down of Preschool options to select from, coming soon.

Fixes & Adjustments

• Updated the Notice of Action (NOA) to ensure that the CDSS or CDE designation is correctly used to determine the selected students' Adjustment Factor Code. Additionally, if a student is transferred then the NOA created from the transfer will use the new schedule to determine the CDE/CDSS designation; if a student is dropped, then the dropped schedule will be used to determine the CDE/CDSS designation of the NOA.
• Fixed an issue with Discounts on CDE/CDSS subsidized schedule fees to ensure they will be listed on the family's Fee Plan and generate with the schedule fee when billing is ran.
• When in a Billing Period from the Manage Billing record, users will now see a "Child ID" column in all three tabs (Drafted Fees, Scheduled Fees, Posted Fees) right before the "Child" name column.
• Added a new column option titled "Street Address" to the Main Column Cluster on the All Sites grid that users can select to show on the grid. This column will display "Site Address Line 1" from the site's address information, and will be hidden by default from the grid.