TABLE OF CONTENTS

• Stipend Application Enhancements
• CDF Enhancements
• Stipend Track Management Enhancements
• QIP Enhancements
• Coach Log Enhancements
• Fixes & Adjustments

Stipend Application Enhancements

We are excited to announce a significant set of updates to the Stipend Application feature that aim to provide users more flexibility and customization over the stipend application. There are also many updates to improve the functionality and user experience of this feature, including:

• Within the "Configure Stipend Programs" area, we have added several new fields to the "Program Configuration" tab, including:
  • Show Stipend Requirements - This field allows users to show or hide the Stipend Requirements for a Stipend Track that is available for applicants to select in their application. The Stipend Track's Description will always show, but this new field now allows users to select whether to also show the requirements, such as the education or professional development tasks they must complete for that stipend track,
  • Child Age Group Instructions - We have added a new customizable field description for the Child Age Groups the applicant works with field. This will be prep-populated with the description that previously existed for this field, but now users can customize the instructions they wish to provide the applicant with when selecting the age groups (if shown in the application).
  • Job Title Instructions - We have also added a new customizable field description for the Job Title field. Now users can customize the instructions they wish to provide the applicant with when selecting the Job Title (if shown in the application).

• Within the "Configure Stipend Programs" area, we have updated the "Show/Hide Program Fields" tab to display green "Show" badges and grey "Hide" badges for each field to more easily signify which fields are set to show in the application

• We have also added many new fields to the "Show/Hide Program Fields" tab, including:

  • Home Address

  • Home Phone

  • Mobile Phone

  • Personal Email (new field in the application)

  • Federal Employer Identification Number (FEIN) (new field in the application)

  • Age Groups Cared For

  • Job Title

  • Work Email

  • Work Phone (new field in the application)

• There are two new "Show/Hide Program Fields" that we would like to call out specifically, as we have added another layer of customizability within the fields by allowing users to select which drop-down options are presented to the applicant, including:

  • Age Groups Cared For - Users can hide this field group altogether, or hide specific age group options. For example, users can choose to hide School Age and Kindergarten age groups, but keep Infants - TK available as options. Please note, there is a field within the "Program Configuration" tab that allows users to require applicants to select child age groups. If this is enabled, then you will not be able to hide this field altogether from the application, but you may still hide certain options.

  • Job Title - Users can hide this field group altogether, or hide specific job title options. For example, users can now hide all Center-Based titles, if not applicable to their applicant pool.

• There are also a few new fields in the application we noted above, including:

  • FEIN - Within the Personal Information part of the application, there is an "Information for the IRS W-9 Form" section in which users can provide their SSN or FEIN number and information, depending on application configuration. Previously, users could only provide their SSN number and information, but we have now added the ability to select the FEIN option an provide their FEIN and business information. 
    

  • Personal Email - Previously in the application, the email address that applicants used to login to the application was labeled as the "Personal Email / Account Username" email. This field title was not representative to the email address used in every case, since some may use their work and other their personal email address. We have now added a new field titled "Personal Email Address" in which users can denote their personal email, in addition to the "Work Email" field that previously existed - both can be shown or hidden. The login email will now be simply titled "Account User" at the top, with the option to "Change Account Login" if needed.

  • Work Phone - We have added this field to live beside the "Work Email" field, which can be shown or hidden.

• Created a new role titled "Stipend Application Manager." This user's landing page will be the "Stipend Applications" record, and will only be able to view/manage the stipend applications they have been assigned as "Application Manager" to. For those applications they have been assigned, this user will be able to fully access and edit the application, as well as accept the application.

• Updated the "Stipend Coordinator" role to be able to access the "Generate W-9" button within an application overview page.  The ability to generate a W-9 form for the applicant from the information provided within the application will only appear once the user has entered information for their SSN or FEIN number, signed, and dated the W-9 portion of the application (if shown in the application). 

  Note: The "Generate W-9" tool is a feature that must be enabled within your system, please reach out to our support team for assistance with this at support@hubbeinc.com.

• Added new columns to the Stipend Applications grid, including: Name on Check Box 1, and Name on Check Box 2. These columns will show by default immediately after the "Applicant" name column, but can be re-positioned or hidden, if desired.

• We have also added the "Name on Check Box 1" and "Name on Check Box 2" fields to the "Assigned Staff Downloads" export, available within the Stipends > Stipend Management record.

• Within the Stipend Application portal for applicants, we have also updated the "Site" selection field to be a multi-select, rather than a single-select field. Now, when applicants are selecting the site(s) they work for in the application, they can select more than one. Please use the customizable description to provide instructions on how the applicant should make selections here, according to your center's needs.

• Following user feedback, we have adjusted the language used on the Stipend Application interface for both managers and applicants regarding the "Approval" of the application. Now, the application will be "Accepted" rather than "Approved" - this change has been made everywhere "Approved" previously showed up.

• When a stipend application is accepted, we have now created an automatic transfer of the application's uploads to the "County Notes" tab of their staff record, so that any uploads to the application is preserved within the staff's record.

• As a last addition to improve this feature, we have now made it easier for users to access the application portal URL to be shared with interested applicants. When on the Stipend Application record, click "Configure Stipend Programs" and then you will see the application portal link with a "copy" tool button in the top blue text box.
  
  

CDF Enhancements

• Updated the "CDS_Code" column of the CDF Data Management grid to look to the Preschool CDS Code field, rather than the LEA Provider CDS Code field. We have also automatically applied an update to ensure any previously entered codes in the "LEA Provider CDS Code" that matched a "Preschool CDS Code" will be moved to the "Preschool CDS Code" field to ensure there is no disruption to the CDF Reporting process. Likewise, if there were any "Preschool CDS Codes" entered that matched a "LEA Provider CDS Code" then it will be moved to the "LEA Provider CDS Code" field to ensure site Boundary information is correctly configured.
• Updated the CDF XML Report download to ensure the site's phone number matches the required format of XXX-XXX-XXXX. Any leading country codes (+1) or extensions will be automatically removed in the XML Report download that is submitted to the state.
• Updated the "QRIS ID" column on the CDF Data Management grid to only require it for Alternative, FFN, or License Exempt sites. We have also updated the tooltip and title accordingly to reflect this change.
• Fixed one area within the CDF Wizard's Child Counts section to ensure that the "Edit Child Counts" page correctly automates the children's "Demographic Counts" to prevent double-counting children.
• Fixed an issue within a site's CDF Wizard that allowed FCCH centers to add a second session in some cases.
• Fixed an issue reported by users in the "QR Code" login for a site's CDF Wizard, related to a staff's missing email address preventing users to proceed to the next page. Now, users will receive the proper validation message that staff emails are required before proceeding.

Stipend Track Management Enhancements

• Updated the behavior of the mandatory requirements in the Stipend Track feature that works to grey out a requirement in the staff grid and requires Stipend Managers to individually mark a staff as pursuing. Now, staff will need to select the checkbox labeled "Grey out this requirement on the grid for all participants by default and allow stipend managers to mark this requirement as being 'pursued' by select staff" for the stipend requirement in order for it to be greyed out in the staff grid. If the box is left un-checked, then the stipend requirement will be enabled in the grid and automatically show for all participants.
• Updated the QCC Workforce Pathways Report (available from the Stipend Management area) to ensure that all and any stipend or reimbursement amounts that are approved for participants outside of the fiscal year in which the stipend is active for will also be included in the column "Amount of Stipend or Reimbursement Received." In other words, this report will include all approved amounts for the stipend track, regardless of when the amount is approved.

QIP Enhancements

• Updated the QIP feature to automatically archive an entity's QIP goal within a QIP record if the entity has been inactived. For example, if a site is inactivated and the site and its sessions are all added to the QIP record, then that site and its sessions will all be marked as "Archived" in that QIP record. If there are other entities added to that QIP record, their goal will remain active in the QIP.
• We have adjusted the QIP PDF download to ensure that no action steps that include a table within the action step will overflow off of the PDF's page.

Coach Log Enhancements

• Added back the "N/A" option for the "Pathways" field in a Coach Log, which was inadvertently removed when the Pathways field was updated from a single select to a multi-select field.

Fixes & Adjustments

• Updated the "Reports" item in the Data Tools drop-down menu to be named "General Reports." This option will still lead to the same Reporting area.
• We have removed the "QRIS Start" and "QRIS End" columns from the Session Details Report (found within the "Session" tab of the "General Reports" area). These fields had been removed previously in the system so this report has now been updated to reflect that change.