TABLE OF CONTENTS

• Provider Invoicing Enhancements
• Meal Benefit Forms Enhancements
• CAPSDAC Report Updates
• Inclusion Enhancements
• CLASS Assessment Enhancements
• ASES/ELOP Enhancements
• New Education Specialist Calendars Menu Item
• General Enhancements
• AQS Enhancements
• Family Engagement Updates
• State Reporting Updates
• Role Permission Updates
• Fixes & Adjustments

Provider Invoicing Enhancements

• We've added a new "Provider" menu item to the Site Menu for users with the role of Agency Admin. Now users can navigate to a site to manage the provider setup and invoicing for that site only. Here, users will be able to add/adjust provider rates assigned to the site, assign the Provider at this FCCH, and add/edit Purchase Order numbers for the site.

Meal Benefit Forms Enhancements

• We have added the option for users to edit the "Program Year" of the Meal Benefit Form when it is in a "Sent to Parent" status, before the parent has signed. In the event that the form is created with the wrong year selected or staff wish to re-purpose a previously created form that has yet to be signed, they will be able to edit the form and change the selected "Program Year" and its applicable income eligibility table used to calculate the family's eligibility. Again, this option will only be available for forms in the "Sent to Parents" status, as this is when the form has been created but not yet signed by parents or staff.

• Updated the Parent Portal side of the Meal Benefit Form signature process to ensure the form is mobile-friendly and fully visible on various screen sizes for parents when entering income and signing their forms.
  
• For the "Enrolled in HS/EHS" column in step 1 of the Meal Benefit Form, students will now be marked as "Yes" if they have an active or future schedule in a Head Start or Early Head Start program. This update assists with staff certifying a family who will begin Head Start services in the future. Please note, this column must be enabled on the Agency Menu > CACFP > Configure Meals and Snacks page by enabling the setting to "Include Head Start Fields on the CACFP Meal Benefit Form."

• Added three new columns to the "CACFP Monthly Roster" tab of the Meals and Snacks Data record at the agency level, including: Meal Benefit Form Staff Signature Date (displays the date staff signed and certified the form), Meal Benefit Form Income (displays the certified income from the form), and Meal Benefit Form Family Size (displays the family size from the certified form).

CAPSDAC Report Updates

Our team has been working diligently to create the new CAPSDAC 2.0 Report for LEA CSPP contractors. We will continue to release updates to the Hubbe system to ensure it supports all new report data included in the CAPSDAC 2.0. Our team will be participating in the Beta testing process at the end of November. This week, we're releasing the following updates to support the CAPSDAC 2.0 Report:

• On the Student record: 
  • Added a new field titled "California State Preschool Program Identification Number" (CSPPID) found within the "General Information" section of the student record.
  • Added a new field titled "Suffix Name" found within the "General Information" section of the student record.
  • Added a new "Teacher Designation Date" field to the Family Language Instrument form in a student record. To help with data management, if the "Teacher Designation" field is currently marked as "Yes" upon release of this update, then we have automatically populated this new date field with the existing Family Language Instrument Date. 
  • These fields have been added to the relevant Import/Export for data management purposes.

• On the Staff record:
  • Added a new field labeled "Job Classification" found within the "Employment Information" section of the staff record. To help with data migration, we have auto-populated Job Classifications for staff according to their role(s) assigned based on the following mappings (Role: Job Classification):
    
    • Instructional Assistant: Paraprofessional/ Instructional Aide
    • Lead Teacher, Teacher: Teacher
    • Education Specialist: Administrator - Staff development
    • Agency Admin, Program Director: Administrator - Program Coordinator
  • Added a new field labeled "CAPSDAC Race" found within the "Demographic Information" section of the staff record. This new field has been added to the Staff Import/Export.
  • On the staff Education records, we added "Local Assignment Waiver" as an option to select for both Permits and Credentials. This option has been added to the Education Import/Export. 
  • Removed the current field "Has a Local Assignment Waiver" from the Staff Employment record, as this data will now be collected from the permits/credentials. If staff have this field marked as "Yes", we are automatically creating an Approved Permit with the type of "Local Assignment Waiver."

• We have also updated the logic of the current CAPSDAC report. Now, validation for the Permit and SEID columns will only show for Staff who are "Lead Teachers" (i.e., their StaffRole column has a "1" value). In addition, if staff have a local assignment waiver, the Permit and SEID will be left blank and shaded green to indicate that validation has been satisfied. Lastly, if the local assignment waiver permit has expired, the SEID column will display red to indicate missing or incorrect data.

Inclusion Enhancements

• We have updated the All IEPs & IFSPs grid (available at the agency level) to include the following new filter options: Agency Program, Region (if enabled), County (if enabled), School District (if enabled), and any Session Custom Fields. We have also added a new "Charts" tool that displays the percentage of IEPs and IFSPs by Eligibility Type, using the "Primary Disabilities" selected on the IEP/IFSP records. The filters applied to the grid will influence the data shown in the pie chart. For example, users can filter to a single site at their agency to view the percentage of IEPs or IFSPs by eligibility type at that one site location.

CLASS Assessment Enhancements

• Updated the Cycles within a CLASS Assessment to allow users to select a "Format" for each content area individually (i.e., Arts, Literacy, Math, etc.) rather than one "Format" type for the cycle. For CLASS Assessments that existed before this update, any "Format" selections have been preserved and will be included in the view mode and PDF download of the assessment.

• Added a new filter to the All CLASS Assessments grid that will show "Assessed Sessions Only" by default. Users can now filter to "Unassessed Sessions Only" or "Both Assessed and Unassessed Sessions" to easily track the percentage of CSPP classrooms that have an annual CLASS assessment completed. Previously, this grid only listed the CLASS records created, so now the grids will list both the CLASS records created and the sessions without a CLASS record. Please refer to the images below to see the new update, and for a reminder on the CLASS Assessment requirements for CSPP contractors in MB 23-10.

ASES/ELOP Enhancements

• For sessions funded by ASES or ELOP, parents and staff can select reasons why a child arrived late or was released early from their before or after-school services. As parents and staff select these reasons, they're reported in a Manage Sign-In/Out Events grid as what's called an "Attendance Exception" event. We're adding the ability for staff to delete attendance exceptions in this grid and in the "Signature History" modal, where attendance events can be edited for a student. Deleting the attendance exception event will also remove it from the Attendance sheet downloads and ASES/ELOP  attendance reports.

New Education Specialist Calendars Menu Item

• Added a new menu item within the QIP and Coaching drop-down menu at the agency level, titled "Education Specialist Calendars." This new menu item will be accessible to Agency Admins, allowing them to view the work calendar for all Education Specialists at their agency. The grid on this new page will list all Education Specialists at the agency, and will allow Agency Admins to click on the name of the Education Specialist whose calendar they wish to review.

General Enhancements

• Added a "Preferred Contact Method" tag beside the parents' preferred contact method on several new system pages, including the following: 
  • Session Menu > Family Engagement> Parents & Contacts
  • Student Record > Parents Tab
• Updated the "Certified Families" grid within the CDE/CDSS Certification Management grid to set two default filters when initially loading the grid: Student Status (Active), and Funding Contract (all California State Contracts, e.g., CSPP, CCTR, etc.). We have also added date ranges to the "Funding Contract" and "Program Name" filters so users can filter for students enrolled under a contract or program during a specified period.

• Updated the multi-select filter options in the General Ledger to a new checkbox style that allows for easier selection in the drop-down list.
• Updated the filter options in the Enrollment Dashboard's "Enrollment Category Report" at the agency level to a new multi-select style that allows for easier selection in the drop-down list. We have also added a new multi-select filter for "Subsidy Type."
• Updated the "Assign to Checklist" action within the Household record's "Family Documents" tab. Now, when a document checklist is selected and the user opts to send an invite email to the family, the checklist's template email message will automatically populate in the subject and body fields of the email. If more than one checklist is selected, where each checklist has an email template, users will have the option to select which template they wish to use.
• Updated the Inventory feature to allow users to add attachments to each inventory record, such as an image of the device when provided to a classroom.

AQS Enhancements

• Implemented the following updates to both the ASQ-3 and ASQ:SE-2 record types:
  • Added a pop-over message beside the "Date Completed" field to provide additional information to users about this field and its implications, specifically that the field will be used to determine if the newly enrolled child completed the required screenings within 45 days  - this is a data value used in the Head Start PIR Report.
  • Added a new status badge beside the "Follow Up Needed" field that will read either "Scored Above Cutoff" or "Scored Below Cutoff" to indicate where the child has scored.
  • Added a new column and filter for "Status" (Scored Above Cutoff/Scored Below Cutoff) and "Follow Up Needed" (Yes/No) to the ASQ-3 and ASQ:SE-2 Progress grids.
  • Updated the ASQ-3 and ASQ:SE-2 Progress grids to ensure the Percentage Complete shows for all assessments, as users reported the percentage was missing for some students 
  • Updated the ASQ-3 and ASQ:SE-2 Progress grids to ensure the "Recommended Version" column will always display a value for staff to easily view on the grid and on the ASQ Cover Sheet downloads. The grids will also now show "N/A" for children who have aged above the highest version recommendation of 60 months.
• Implemented the following updates to only the ASQ-3 record type:
  • Added a new column and filter for "Action Needed" (Rescreening/Referral) and "Rescreening Date."
    
  • Within the "Reviewer Notes" section of the ASQ-3 record, we have added new fields and actions beside the "Follow Up Needed" field to assist staff with the next step. 
    • If a child has scored below the cutoff but the child doesn't need follow-up, then a new field will appear to indicate whether the child has an IEP or IFSP. 
    • If the user has selected that the child requires follow-up, then a new field will appear to indicate whether the follow-up that's needed is either a rescreening or a referral. 
      • In the case of a referral, the user will have the option to create the referral record right from the ASQ-3 record with specific fields populated by default based on the results of their ASQ.

Family Engagement Updates

• Updated all Family Service Activities grids by adding the following columns: Site, Session, Family ID, and Family Name. The Site and Session columns will retrieve data from the student's schedule(s) that were active at the time of the service activity; however, if the service activity only includes parents, then it will show all schedules that were active for the family at the time of the service activity. We hope these columns assist users when reviewing data for their annual Head Start PIR.

State Reporting Updates

• Updated the 801A Report so that the modal that appears for users when any column containing schedule details is clicked will only display schedules that were active for the student during the selected report period. This way, when users need to modify or view schedules that provide the data in the report, they will see all applicable schedules for the period.
• Updated the 801A Report's TXT and Excel export files to ensure the "Type of Care Code" column displays a blank value if the child's scheduled site is license-exempt.
• We have updated the 8501 (CPARIS) and 9500 (CDPR) Attendance Reports to account for an issue reported by users regarding non-certified students being duplicated in the reports when more than one funding contract with the same subsidy type (i.e., CSPP, CCTR, CMIG) was used to schedule certified students in the same session.

Role Permission Updates

• Added a new Agency Preference labeled "Allow Site Admins to Edit Site Notes" that will allow users with the role of Site Admin or Agency Wide Site Admin to create and/or edit "Site Notes" on the Site Record. This permission will be automatically set to "No" upon release so that Site Admins will not have this access unless the setting is adjusted in Agency Menu > Agency Setup > Preferences > General Agency Preferences tab.
  

• We have permitted the role Agency Attendance Manager to access the student-level "Move Attendance" record. This allows users with this role to move student attendance data between sessions. For example, some users have notified us to help with attendance being made for the wrong session, so now these users will be able to move the attendance records over to the correct schedule.

• We've updated Agency Admin permissions in the Import/Export portal to allow access to the "Site CCL License" import for sites within their agency.

Fixes & Adjustments

• Updated the Parent Survey submission page to better show where missing information may be in the survey so the user can navigate to those question(s) and complete the required fields to submit the survey.
• Fixed an issue reported by users in which a student's meal served was being duplicated during a period in which their schedule was transferred from one session to another. We also made sure that the count of meals served does not exceed the number of present and served students in that session for that day.
• Added a pop-up when exporting data in the Import/Export Portal so that users can easily see the progress of the export file and the time elapsed during download. We have also made several visual improvements to the Import/Export portal.
• Updated the "Create Custom Event" action for users with the role of Education Specialist so that the "Attendees" field lists all staff at their agency. Now, Education Specialists can create a Custom Event from their calendar and add any agency attendees from this field.