Table of Contents

• New EED-9600 Appendix Form & Certification Wizard Enhancements
• New All State Forms Grid
• New Health Status Management Grid & Head Start Updates
• ASQ Enhancements
• All IEPs/IFSPs Grid Enhancements
• CACFP Enhancements
• CAPSDAC Enhancements
• Application & Enrollment Dashboard Enhancements
• ASES/ELOP Attendance Enhancements
• Billing and Payments Enhancements
• Fixes & Adjustments

New EED-9600 Appendix Form & Certification Wizard Enhancements

We have created the EED-9600 Appendix Form within the Hubbe system. The appendix form will be available in the family's Subsidized Certification area. Users can download the form, with or without instructions appended, for any child with a CSPP schedule in the family. The form will include details about the selected child, their parents/guardians, mailing address information, and family language instrument responses. CDE recommends that CSPP contractors use this appendix document to assist in gathering the required information for reporting, such as for the CAPSDAC Report. We're also making several updates to the Certification Wizard to improve the certification process for CDE and CDSS contractors:

• Added a new field labeled "CalWORKS Recipient" in the top Family card
• Added parent "Highest Education Level" to the Parent Card
• Separated the highest education level option for "Completed a Baccalaureate or Advanced Degree" into two separate options: Completed a Baccalaureate Degree / College Graduate and Completed a Graduate Degree or Higher
• Moved the current "State Forms" card below the "Children Needing Enrollment" card, since these forms are typically completed after children are scheduled
• Added the following fields to the "Children Needing Enrollment" card for each child in the family: Country of Birth, State of Birth, City of Birth, and Family Language Instrument Questions. There is now an option in the "Actions" button drop-down for each student labeled "Edit Family Language Instrument."
• Added a card for "Family Language and Interest Interviews" to give staff the ability to document interview answers during the certification/enrollment process. 

New All State Forms Grid

We've added a new roll-up grid at the agency level for all state licensing forms. Users can see the status of the forms, send forms to the parent portal, send reminder emails, see schedule information, and batch download forms from this new grid. The grid will be added as the last tab on the Intake, Eligibility, and Enrollment > CDE/CDSS Certification Management page.

New Health Status Management Grid & Head Start Updates

• We've created a new "Health Status Management" grid for Head Start staff to track 30-day, 45-day, and 90-day deadlines from the child's first attendance or Home Visit date. The grid now lives on the Agency Menu under Health > Health Status Management. The new grid has been added as the first tab on this page, labeled "Health Status at Enrollment. The grid will populate a "No" value for any requirements that haven't been completed yet for the child. There is an "Actions" button located in the first column of the grid, where users can create any health record or add case notes to document communication with families about these deadlines on the child's record. The "Medical Periodicity Schedule" grid has been added as the second tab on this page, and can be used to track the child's health status for their age. This grid will allow staff to see what new screenings, assessments, etc. are due for the child based on their age. Click on the link below to watch a short tutorial video about how this new grid works:

Click the link below if you're having trouble opening this video in a new tab:

https://drive.google.com/file/d/1bHAspYQdLmi6rBGNsGggO7X4IFiMmbGH/view?usp=sharing

• Vision and Hearing Screening records now have an "Attachments" space where users can add screening documentation.
• Added new columns to the "Source Data" pop-up modal in the Head Start PIR Report, Section A.10 Cumulative Enrollment by Age, including: Funding Contract, Site, Session, Drop Date (from a Head Start Program Assignment), and the Participation Year (of the child).

ASQ Enhancements

• Removed many of the required field settings that were blocking users from saving ASQ records without completing certain fields. Now, users can create the ASQ and save at any point without being blocked by validation warnings.
• Updated the ASQ Cover Sheet download to include the parents' preferred language so staff can easily view which ASQ booklet language to provide to the family.
• Updated the ASQ Cover Sheet download from a Word document to a PDF.

All IEPs/IFSPs Grid Enhancements

• Added a new column to the grid for "Agency Program." If a child has been made inactive, then the columns relating to their schedule details, including Agency Program and Funding Contract, will show their most recent schedule's details.
• Added a new column to the grid for "Qualified Statement" with an accompanying filter for users to manage and follow up on IEPs/IFSPs that are missing this statement. This field impacts whether students are counted under the "Exceptional Needs" category for CCTR and CMIG contractors reporting their CDPR.
• Updated the "Site" and "Session" filters of the grid to include date range selection fields that allow staff to filter for students who were/are scheduled to a site or session during a specific date range.
• Added new columns for every "Session" and "Student" custom field (configured in Agency Menu > Agency Setup > Custom Fields record). If the student and/or their scheduled session have responses entered for these custom fields, they will display in these new columns.
• Created a new warning badge for when a child's IEP/IFSP has an "Expiration Date" within the next 30 days from the present day. Now, users will see a yellow badge warning staff that the child's IEP/IFSP is close to expiring, and a red badge when the date has passed.
• Updated the criteria for which IEP/IFSP records appear in this grid. Given that the IEP/IFSP record was updated to include many more pieces of data in the last year, many IEP/IFSP records are missing an "Expiration Date," even though the student's record is now inactive. The "All IEPs & IFSPs" grid will now exclude children whose student record has been marked as "Inactive" in the past fiscal year or previous, even if their "Expiration Date" is blank. Please note that children whose student records are still "Active" will not be excluded from this grid, as well as inactive students who were active at some point during the current fiscal year.

CACFP Enhancements

• We have updated how the CACFP Monthly Roster (available within the Meals and Snacks Data grids) displays schedules for children with multiple schedules during the filtered date range. Now, if a child has two schedules during the filtered date range, we will only display the schedule that is active on the last day of the filtered period (as opposed to displaying both). If the child has multiple active schedules on the last day of the filtered schedule period, then both schedules will still be displayed. This update will improve CACFP reporting accuracy by displaying the session that the child has transferred to.
• We have updated the Meal Counts feature to prevent the "Served Outside Meal Time" flag from appearing for infants (children less than 12 months old). We added a teal "Infant"  badge beside any child's name who is under 12 months old. When a child turns 11 months old, the badge will turn yellow to remind staff that they must be served during the mealtime window after their first birthday.
• We have updated the CACFP Meal Benefit Forms grid so the field titled "Eligibility Expiration Date" retrieves data from the "Current Eligibility Expiration Date" field on the family record, rather than from the program year that the report grid is filtered to. We have also added a new filter to this grid for "Current Eligibility Expiration Date Range" to allow users to see the families whose eligibility is expiring soon.

CAPSDAC / CDE-CDMIS 801A Report Enhancements

• We have added a new field to the student record to support CAPSDAC Report accuracy. Previously, the Hubbe system would automatically populate a "DateOfEnrollmentEnd" in the CAPSDAC Report for a child once they had been marked as "Inactive" with a CSPP-funded schedule. However, we have now transitioned to a date field that users can enter and manage right from the CAPSDAC Report for any child. This new field will also live on the student record in a new "Enrollment Information" section. In the "Enrollment Information" section of the student record, we have also moved the field previously titled "Date the child started at this agency" from the "General Information" section and re-titled it to be "Enrollment Date." Please note that any date previously entered for the "Date the child started at this agency" will be preserved in the "Enrollment Date" field. Additionally, students who are "Inactive" with a CSPP-funded schedule that has ended at the time this update is released will be automatically assigned their "CSPP End of Enrollment Date" based on their last CSPP schedule's "End Date." Following the push, the field will then need to be manually entered by staff from the CAPSDAC Report or the student's record.

• Updated the code for "CalWORKS Recipient" in the CDE 801A Report to ensure the export submits successfully for users.

Application & Enrollment Dashboard Enhancements

• We have updated the "Invite Families to Re-Apply" grid to prevent "Inactive Families" from being invited. Re-applications for "inactive" families were being created without the "Inactive" parents or students being listed in the household. This was causing the creation of duplicate records in the application, which would commonly prompt the following error: "A parent/student with the same first and last name already exists in the family". This update should prevent this issue from happening in the future.
• Updated the "Enrollment Counts by Session" report found within the Enrollment Dashboard to display IEP/IFSP information. We're adding a column titled "IEP/IFSP" that will display the count of children who have an active IEP or IFSP during the report's date range - "active" means the "Initial Date" of the IEP/IFSP is before the start date of the report period and the "Expiration Date" is either blank or is after the end date of the report period.

ASES/ELOP Attendance Enhancements

• Updated the Late Arrival and Early Release options list to be customizable per agency. Users can now add reasons in addition to the existing eight default reasons. As users add a new custom reason, they can also select the site location(s) where this reason is used.

• Added an option for staff to bypass the late arrival/early release reason on the staff sign-in/out modal. We've added this option in case a student must be signed out and back into their afterschool session. In scenarios where the reason isn't needed, staff can now "skip" the reason code selection as they sign the child in/out. 

Billing and Payments Enhancements

• Added a new field to the "Post Fees" and "Schedule Fees" to post action modals for the fee "Due Date" so that users can select a date to set as the fees' "Due Date" when posting to all selected family accounts. The field will pre-populate with the first of the month, but can be changed by the user before posting to family accounts.

• Updated the last two columns on the Manage Billing overview grid, titled "Last Updated By" and "Most Recent Date Billing Run," to ensure they are stamped with the staff's name and time of action when last run. Both the "Run Billing" and "Run Pending Billing" actions will update these columns.
• Updated the Manage Billing record at the Agency, Site, and Family levels to allow users to select from a drop-down list of all fiscal years that have Billing Periods. This will better allow staff to prepare billing for the upcoming school year.
• Added a new field to the Schedule Fee and Non-Schedule Fee Templates in the "Family Fees Setup" record for "MySchoolBucks GL Account ID." Systems with MySchoolBucks (MSB) enabled with single sign-on for parents will now be able to select from a pre-populated list of GL Account IDs in the client's MSB account. Any schedule or non-schedule fee with a GL Account ID will be assigned that GL Account ID in their MSB account. This update only applies to users with the MSB SSO & Invoicing integration enabled.
  
• Added a "View" button for Pending Fees on the Manage Billing grid.

• Updated the family's Fee Plan with a "Monthly View" where users can see all fees that a family will have in each month of the Fiscal Year selected at the top of the page. Users can still access the previous version of the Fee Plan by clicking on the "Detailed View" tab.

Fixes & Adjustments

• Updated the Staff Hubbe mobile app to ensure that the "Open eSignature Portal" button available in the session's eSignature Attendance record opens the attendance portal login page with a valid QR Code login if the "Automatically Refreshing" QR Code setting is enabled.
• Updated the validation for processing "Best Interest" absence days to ensure a student cannot be processed with more than 10 Best Interest days within a fiscal year. This update followed a report by users who managed absences in a batch and were able to process more than 10 Best Interest days for a child if the child had zero Best Interest Days.
• Fixed an issue with the new Enrollment and Attendance Register (EAR) Report warning for duplicated attendance events for a child. Users reported seeing the red warning symbol beside days without duplicated attendance events at the agency level, which will no longer be shown.
• Fixed an issue on the Chronic Absences Excel download in which the header for "Unprocessed Absences" was missing.
• Fixed an issue with the batch download action of eSignature Attendance sheets at the site and session level "Sign-In Sheets" records.
• Fixed an issue with the student-level Sign-In Sign-Out Template Word document, where multiple sign-in sheets were downloading for months when the student only had one schedule.
• Optimized the Enrollment Category Report to ensure the report can be generated for a significantly large data set.
• Updated the link to the CDC's Child and Teen BMI Categories information, available in Hubbe within the Agency BMI, Site BMI, and Student BMI grids

• Updated the "Certified Families" tab of the CDE/CDSS Certification Management grid to list a child once per family the child is assigned to. This means that a child can be listed in the grid twice if the child has a schedule assigned to two households, and each respective household's eligibility will contribute towards the "Charts" enrollment counts by eligibility.
• Updated the field "Authorized to add, edit, or remove emergency contacts in the Parent Portal" on the parent record to be the overriding permission that determines whether that parent can update emergency contacts in their portal. Users can enable an Agency Setting to set this field to Yes/No for all parents to edit emergency contacts in their parent portal accounts. Users can still manually disable specific parent accounts from editing emergency contacts by using the aforementioned field on their parent record.
• Fixed an issue in the Application for Services form for subsidized families in which the parent employer's "Address Line 2" (e.g., Suite 401, Apt 2, etc.) was not showing on the form view or download.
• Fixed an issue with the CCD-26 download option for a subsidized family's Application for Services form to ensure that the "Protective Services or At-Risk" eligibility type is checked when applicable within the "Section II: Family Eligibility and Reason for Needing Service" section of the CCD-26 form.
• Fixed an issue where the Family Application wouldn't allow .jpeg file types to be uploaded for parent, student, and contact photos.
• Added a new column to the Student Import/Export templates and Data Dictionary file for the student's "Other" Health Condition, if any. Now, the Student export will include the "Other Condition" description text in which parents or staff denote the type of condition the child has (i.e., Dyslexia), which can also be imported to the student's record.
• Optimized the message notifications feature that alerts staff to the number of message threads with an unread message, mostly reducing backend processes that may have slowed down user experiences.
• Fixed an issue with the "Initial Subsidized Service Date" field within the household record to ensure that it auto-populates during the certification process for a new family. This date feeds the 801A Report and was reported as missing for new families by users.