TABLE OF CONTENTS

• Exceptional Needs - Updates to Attendance Reporting
• New Absence Type - Non-Service Day
• Attendance Enhancements
• Enrollment Dashboard Enhancements
• Family Billing Enhancements
• ASES/ELOP Enhancements
• Head Start Updates
• General Enhancements
• Role Permission Updates
• Fixes & Adjustments

Exceptional Needs - Updates to Attendance Reporting

• General Child Care and Development (CCTR) program requirements state that children who are designated as Exceptional Needs must have documentation of a statement signed by a legally qualified professional for their IEP/IFSP. To support this program requirement, we have added a new field to the IEP/IFSP record that users can use to mark whether the child has a signed statement on file. The adjustment factor code for CCTR students has been updated to require that a child have this field marked as "Yes" to be designated as Exceptional Needs. This new logic has been implemented on the Application for Services form, the Enrollment and Attendance Register (EAR), Enrollment Category Report, Enrollment Counts by Adjustment Factor Report, and the 9500 (CDPR) report.
  • Please note that this field will be set to "Yes" for all existing IEP/IFSP records to maintain the Exceptional Needs designation for any students already placed into this category. The field will be blank for any newly created IEP/IFSP records and will require the "Yes" selection for CCTR students to be designated as Exceptional Needs.

• Within the IEP/IFSP record for a child, we have added "Instructions for 8501 (CPARIS)" and "Instructions for 9500 (CDPR)" that will explain the data that must be entered to designate the child as Exceptional Needs in each attendance report.

New Absence Type - Non-Service Day (FCCH Only)

• We have added the absence type "Non-Service Day (FCCH Only)." This new type is for the scenario where CCTR, CSPP, or CFCC contractors have set a day of operation, but a provider in their FCCHEN had no families attend and closed for the day. This can be managed in the Customize Absence Reasons area within Agency Preferences, and then selected as the absence type when managing absences. The EAR, 8501, and 9500 reports have been updated to ensure that "Non-Service Day (FCCH Only)" absences are not counted as Days of Enrollment or Days of Attendance. 
  • Please note that users will need to first create an Absence Reason with this new Absence Type selected, and then manage/process a student's absence record with this new Absence Type for the "NS" day to appear in attendance reports.

Attendance Enhancements

• Updated the Absence Counts for a student's cumulative absences for the fiscal year across all schedules in several places, as follows:
  • Managing Absences - When managing/processing a student's absence within the Manage Absences/Attendance record, the count of Excused, Best Interest, and Unexcused absences will follow the same logic as described above - this means that the staff will be able to easily view how many Best Interest days the student has for the fiscal year across all schedules to prevent from processing more than 10 Best Interest Days in one year.
  • Attendance Monthly - On the student's Attendance - Monthly record, there is a "2024-25 Cumulative Absence Counts" chart that will display the cumulative absences across all schedules for the fiscal year. For example, if the student was scheduled to Bears AM from July 2024 - November 2024, and then to Joeys Full Day from November 2024 - June 2025, then the absence counts will look to both schedules to tally up the Best Interest, Excused, Excused, and Unprocessed absences.
  • eSignature Attendance Download - On the student's monthly eSignature Attendance download, the "Absence Count" table in the top right hand corner is now labeled "FY Absence Count" and will include all absences across all schedules for the fiscal year up until the last day of the attendance month. For example, if you have downloaded an eSignature Attendance sheet for May 2025, then the absences from July 1, 2024 - May 31, 2025 will be included in the absence counts.

Enrollment Dashboard Enhancements

• We have created new PDF, Excel, and CSV exports for the Enrollment Counts by Adjustment Factor Report, found within the Enrollment Dashboard feature.

• The Enrollment Counts by Hour tab of the Enrollment Dashboard has been updated to allow users to run the report for more than one session at a time. For example, if staff were interested in determining the number of students enrolled at a site by hour, then they can now select the site and generate a report of the enrollment counts for the entire site across all sessions per hour.
• To the Enrollment Counts by Hour report, we have also added a new filter titled "Hide Session Capacity" that allows users to display or hide the enrollment capacity for the selected sessions per hour. If this filter is set to "Yes" to hide the capacity, then the grid will display results such as "45" rather than "45/50", with 50 denoting the sessions' cumulative enrollment capacity.
• To the Enrollment Counts by Hour report, we have also added new columns for the half-hours, such as 11:30 am. These columns will be hidden by default, and can be selected to show in the grid.

• Updated the Enrollment Counts by Session tab of the Enrollment Dashboard so that the "Active Students" column only includes actively scheduled students to the session for the Start and End Dates selected on the grid.

Family Billing Enhancements

• On the Billing Statements record, within a Billing Period we have updated the column that previously listed the "Billing Period ID" (i.e., BP102345) to now list the "Billing Period", such as "May 2025."

• Updated the "Run Billing" modal that provides details such as the "Number of fees that will be generated" and the "Dollar amount of fees that will be generated" for the selected Billing Period to ensure the counts will project exactly what will be generated.

• Updated the Billing Statement to display the "Description" for payments, rather than the payment type. Previously, if a credit/payment record was entered as type "Admin Credit", then the Billing Statement would list the payment as "Admin Credit" only. Now, it will list the payment with the "Description" on the Billing Statement.

ASES/ELOP Enhancements

• To support ASES/ELOP programs, we offer a feature to request "Early Release" or "Late Arrival" codes from parents if they sign their child out/in a certain amount of time before/after the session start or end time. We have now updated this feature to ensure that if an attendance event that generated an "Attendance Exception" (i.e., the student was signed in 15 minutes before the start time) is deleted/removed, then the associated "Attendance Exception" record is also deleted/removed.

Head Start Updates

• Added hyperlinks to all IDs/Names in the "Source Date" modals within the Head Start PIR Report, so users can easily click to view the student/parent/staff/etc. record contributing to that section's counts.

General Enhancements

• Added a new field to the session record titled "CAPSDAC ID" which will feed into several fields of the CAPSDAC Report, including: ClassroomID (found in the Classroom Data tab), ClassroomAssignments (found in the Staff Data tab), and FullTimeEnrollment/PartTimeEnrollments (found in the Child Data tab). This new field will be automatically populated with the session's existing Session ID in Hubbe, but users can manually edit the CAPSDAC ID on the session record or right from the CAPSDAC report in the ClassroomID column of the Classroom Data tab. Users can also find this new field in the Sessions import/export to update existing session CAPSDAC IDs.

• Added new columns to the All Schedules grid at each level (Agency, Site, Session) for "Created On" and "Created By" so users can view when a schedule was created as well as when a schedule was updated last from the grid. There will also be a new filter titled "Scheduled Created On" that will allow users to filter for schedules created within a selected date range.
• As requested by users, we have updated the student Sensory Screening records for both the Hearing Screening and Vision Screening so that the "Next Screening Due Date" will be automatically populated to be one year from the "Date of Screening" entered, though staff can easily change it before saving, if needed. For example, if the "Date of Screening" is selected to be 5/19/2025, then the "Next Screening Due Date" will be set as 5/19/2026.
• As requested by users, we have created a second Daily Meal Count template download option without the Student ID column. Users can now select the template with or without the Student ID column on the Daily Meal Count download.

Role Permission Updates

• Updated the permissions for the role Intake & Eligibility Coordinator to ensure they have full access to the Head Start enrollment record within a family's account. This will allow the user with this role the permissions to edit family data pertinent to the form and create the Head Start Eligibility Verification forms for the family.
• Update the permissions for the Agency Viewer role to ensure they can view the Family Contract Management grid (within the Families and Parents sub-menu) and view/download family contracts from the grid.
• Updated the permissions for the roles Agency Fiscal Admin and Billing Manager to allow them to use the "Remove Selected Fees" button in the "Drafted Fees" and "Posted Fees" tabs of the Manage Billing area, so that these users can also remove generated fees, if needed.

Fixes & Adjustments

• Fixed an issue within the DRDP rating tool at the session level when teachers were trying to add an Observation without any students selected. Now, teachers may still add the Observation Draft without students selected, and add students later.
• Fixed an issue with the Enrollment and Attendance Register (EAR) report Excel and CSV export options to ensure they properly report the MHCS column as "Yes" for all students in a session that is reported as MHCS for the report month.
• Adjusted the format of the columns on the Daily Meal Count template download available on the session-level Meal Counts record, so that the columns for each meal are in line with the "Total Children" counts below them.