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To help you find the answer you're looking for, our Technical Support Representatives have compiled a list of the most frequently asked PIR questions in ChildPlus.
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Tip: You can access important PIR Resources directly in the PIR module by clicking PIR Resources.
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According to PIR guidelines, full-year options should begin between August 1st and September 15th and should not exceed 12 months. If your program is year round, you can set up your program terms so they run back-to-back. For example, the Begin Date would be 9/1/2020 and the End Date would go to 8/31/2021, then next year's Begin Date would be 9/1/2021, and so on.
Your PIR enrollment year's Begin Date and End Date should always encompass the program term that participants apply to. For example, if the program term runs 8/15/20 until 5/31/21, then the PIR Begin Date must be on or a little before 8/15/20, and the End Date must be on or after 5/31/21. Otherwise, not all of your participants will be tracked on the PIR.
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Important: Ideally, your PIR enrollment year's Begin Date should be the same as the program term's Begin Date (you can check it by clicking Setup > Agency Configuration > Program Info).
Your PIR enrollment year's End Date must be within 12 months of your PIR enrollment year's Begin Date. Ideally, it should be the same as your program term's End Date (you can check it by clicking Setup > Agency Configuration > Program Info). |
The PIR is divided into four sections: A, B, C and D. We've summarized the information collected in each section below:
| PIR Section | Description |
|---|---|
| A | Section A focuses on Program Information. In this section, you'll find questions about: Enrollment Year, Funded Enrollment, Centers and Classes, Cumulative Enrollment and Transportation. |
| B | Section B focuses on Program Staff and Qualifications. In this section, you'll find questions about: Total Staff, Total Volunteers, Management Staff, Child Development Staff, Non-Supervisory Child Development Staff and Family & Community Partnerships Staff. |
| C | Section C focuses on Child & Family Services. In this section, you'll find questions about: Health Services, Mental Health Services, Disabilities Services, Education and Family & Community Partnerships. |
| D | Section D focuses on Grants. In this section, you'll find questions about Management and Staff information. |
To fully understand how ChildPlus calculates your PIR data, you should have a copy of the ChildPlus PIR Calculation Guide and the actual PIR on hand while working on your PIR. Because these documents change every year, you should always check to make sure you are working with the most recent versions that are available.
In order for children or pregnant women to be included in calculations for A.11, they must have an Enrollment Date that occurs between the PIR enrollment year's Begin Date and End Date. In addition, they need to have the correct funding source and cannot have a drop reason of No Show (do not count on PIR).
Question A.13 is calculated based on the Income Status field in the Eligibility section of the Enrollment module.
In order for a participant to be counted towards C.7, participants need to have met all requirements that are marked to count for C.7 AND the date for each event that fulfills these requirements must occur prior to August 31, 2021 (the date the PIR is due). You can override the way ChildPlus calculates this question for each participant in the Calculation Preferences for C.7, C.27 section of the Health module. For more information on how ChildPlus calculates this question, please refer to the ChildPlus PIR Calculation Guide.
Questions C.7.a.1 and C.8 are frequently lumped together, however, keep in mind that they are separate questions. Question C.7.a.1 asks for the number of children counted for C.7.a, the number who have received or are receiving medical treatment. Question C.8 asks for the number of children diagnosed by a health care professional who received medical treatment for the following chronic health conditions, regardless of when the condition was first diagnosed by a health care professional: Autism, ADHD, Asthma, Seizures, Life-threatening Allergies, Hearing Problems, Vision Problems, High Lead Levels and Diabetes.
Dental Exams are set up by checking the appropriate boxes on the Health and Education Events Setup screen and adding them to your requirements set. The PIR counts dentals towards questions C.18 and/or C.19 as long as the participant had one done prior to the date the PIR is due (for example, August 31, 2021).
PIR question C.26 specifically asks for the number of all newly enrolled children since last year's PIR was reported. For more information on how to use this field, choose the situation that best applies to your agency:
Your agency is new to ChildPlus
If the 2014 - 2015 school year was your agency’s first year using ChildPlus, this field will help you calculate question C.26. Unless you indicate otherwise, ChildPlus will count all of your participants as newly enrolled for C.26.
If you don't want a participant to count as newly enrolled for C.26, simply select Do Not Count in the C.26 - Newly Enrolled field in Health. The good news is that you will only have to do this once. Next year, ChildPlus will automatically calculate this question for you.
Your agency used ChildPlus for your PIR last year
You won't need to use this field unless 2014 - 2015 was your agency's first year using ChildPlus. Instead, ChildPlus will automatically decide whether a participant should be counted towards C.26 by determining whether a participant has an enrollment record for a previous program term.
If you want don't want ChildPlus to decide whether or not a participant should be counted towards C.26, you can always select Newly Enrolled or Not Newly Enrolled in the C.26 - Newly Enrolled field in Health.
In order to be counted towards this question, participants need to be newly enrolled or newly re-enrolled. ChildPlus considers participants newly enrolled if they have never been enrolled in the PIR program that they are being counted for before. For example, if a participant was enrolled in Early Head Start last year but is enrolled in Head Start this year, they would be considered newly enrolled in the Head Start program because they have never been enrolled in a Head Start program before. In order to be considered newly re-enrolled, the participant must have been dropped and then re-enrolled in the same program and program term. When a participant re-enrolls, your agency will have 45 days from the date the participant re-enrolls to complete their required screenings.
In addition to being newly enrolled or newly re-enrolled, participants also need to have a health event that qualifies as a Developmental Screening, Behavioral Screening, Sensory – Auditory Screening or Sensory – Visual Screening event that occurs after the date specified in the Date screening stared for this PIR year field on the PIR Setup tab.
You can have a single event set up to meet all four of the criteria above or you could have 2, 3, or 4 individual health events meet the requirement. As long as some valid combination meets the four screenings, the child will count for C.27. We recommend running 9714 to find a list of children not counting for C.27 and the reason(s) why. This report can then be compared to report 9709, which shows the children counting for C.27 for the PIR year.
You can override the way ChildPlus calculates this question for each participant in the Calculation Preferences for C.7, C.26 C.27 section of the Health module. For more information on how ChildPlus calculates this question, please refer to the ChildPlus PIR Calculation Guide.
You can use the PIR Setup tab to tell ChildPlus how you want it to handle certain codes found throughout the system on the PIR. Click here to learn more about setting up your PIR.
| Mapping the PIR | ||
|---|---|---|
| Code Type | PIR Question | Description |
| Hispanic/Latino | A.25, B.13 | Map which race you want to participants and staff members with a race of Hispanic/Latino to be counted as. |
| Language | A.26, B.15 | Map the different languages in the Language column to those in the PIR Category column. For example,  |
| Participant Drop Codes | A.16, A.18, A.8 | Select each code that you do not want to count as dropped on the PIR. For example, |
| Pregnant Mother's Drop Code | A.19 | Select each drop code that you do not want to count as dropped on the PIR. For example, |
| Migrant Drop Code | A.21 | Select each drop code that you do not want to count as dropped on the PIR. For example, |
| Employment Status | B.1 | Map the different codes in the Employment Status column to those in the PIR Category column. |
| Parent/Former Parent | B.2.a | Select each of the volunteer types that you want to count as being a Parent/Former Parent for PIR question B.2.a. |
| Personnel Termination Codes |
B.18 |
Map the codes in the Personnel Termination Codes column to those in the PIR Category column. |
| Service Amount | C.23.b, C.24.b, C.25 | Map the codes in the Service Amount column to those in the PIR Category column. |
| Adult Occupation | C.36, C.37 | Map the codes in the Description of Adult’s Occupation column to those in the PIR Category column. |
| Adult Education | C.35 | Map the codes in the Education of the Adult column to those in the PIR Category column. |
Once you have set up and saved your PIR in ChildPlus, your next step is to calculate it. To calculate a PIR in ChildPlus, click on the Calculate PIR button located at the top of the PIR module. When you click on this button, ChildPlus will generate your PIR based on the information stored in your database.
As you go through the process of preparing your PIR in ChildPlus, it is likely that will have to calculate your PIR answers multiple times. Each time you calculate your answers, you will have the option of choosing which section you want to calculate. You can either calculate one section at a time or all sections at once, depending on your preferences. Why would I want to only calculate one section at a time?
ChildPlus Software recommends that you should calculate your PIR throughout the school year to check for potential data problems.
No, running PIR report 9700 is not the same as calculating your PIR. Report 9700 only reflects data that has already been calculated. When you run other PIR reports in ChildPlus, however, the data displayed on the report will reflect what's currently stored in your database.
Once you have completed your PIR in ChildPlus, you can export it by clicking on the Export PIR Data button.
). Copy and paste the following link into your browser to access the HSES: https://hses.ohs.acf.hhs.gov/
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After you submit your PIR, make sure that you create an archive. This way, you can keep a permanent record of how your data looked on the day that you turned in your PIR. |
ChildPlus does not track data for all of the questions on the PIR. Click here to view a list of all the questions you will need to manually complete.
To calculate a PIR for a migrant program, choose Migrant as the Program Type option. Migrant program PIR's include data for both Preschool and EHS programs.
We've put together a list important PIR definitions. You can also access these definitions through the Glossary available in ChildPlus Help
Assistant Teachers - For infant and toddler classes, this refers to the third paid staff in a center- based class working as a teacher aide.
At Enrollment - The status of the individual enrollee at the time of his or her enrollment (i.e. include the status of children who were enrolled during the enrollment year).
At End of Enrollment - The status of each enrollee at the end of his or her enrollment in the program. Include the status of those who left the program during the enrollment year.
Center-based option - Services provided to children primarily in classroom settings.
Children's Health Insurance Program - A federal-state partnership administered by the state under broad federal guidelines. The program may be known as "CHIP" or function under a different name.
CHIP enrolled - The child has been officially certified as eligible to receive services covered by the Children's Health Insurance Program. Include children enrolled in CHIP for any length of time.
Chronic Condition - Health conditions that continue over a long period of time. Examples include: allergies, asthma, hearing loss, diabetes, etc.
Class - A group of children that functions as a single unit, including preschool, infants/toddlers, and mixed-age groupings.
Classroom Teachers - Includes all lead teachers and co-lead teachers. Each center-based infant and toddler class must provide one teacher for each group of four children, with a total group size of no more than eight infants and/or toddlers. All infant and toddler classrooms must be staffed by two teachers.
Combination option - Services provided to children in both a center setting and through intensive work with the child's parents and family at home.
Dental Home - An ongoing source of continuous, accessible dental care provided by a dentist.
Dental Services - Includes enrollees who left the program, those that re-enrolled, and late enrollees if they have completed a professional dental examination since last year's PIR was reported.
Dental Treatment - Includes restoration, pulp therapy, or extraction. It does not include fluoride application or cleaning.
Double session option/class - Option or class in which a single teacher is employed to work with one group of children in the morning and a different group of children in the afternoon.
Early Childhood Education Degree - Is an associate, baccalaureate, or advanced degree in early childhood education.
Families - Families will be included only once on the PIR if they have at least one child enrolled under a funding selected on the PIR Setup tab. Children in dual custody situations will have both families show up on the PIR.
Family child care option - Services provided to children receiving child care primarily in the home of a family child care provider or other family-like setting.
Family Child Care Providers - Includes the provider of services in his or her place of residence or in another family-like setting.
Family Child Care Specialist - A child development specialist or other Head Start or delegate agency staff member with responsibilities related to the provision of comprehensive Head Start and Early Head Start services delivered in the family child care option.
Full-calendar year - All of the days of the year other than Saturday, Sunday, and a legal public holiday.
Full-day enrollment - Services provided for more than 6 hours per day.
Full-working-day enrollment - Services provided for not less than 10 hours per day as permitted by State law (including regulation) for the provision of services.
Hispanic/Latino or Latino origin - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of their race.
Home-based option - Services provided to children, primarily in the child's home, through intensive work with the child's parents and family as the primary factor in the growth and development of the child.
Home-based Visitors - Includes home visitors providing child development services in the home-based option only, whether or not they also function as family service workers. Family & community partnerships staff are reported in a separate section.
Homeless - The lack of a fixed, regular, and adequate nighttime residence.
Infant and Toddler Child Development Staff - Refers to child development staff serving Early Head Start program children, child development staff serving Migrant and Seasonal Head Start program infants and/or toddlers, and, where applicable, staff serving pregnant women.
Locally designed option - Services provided through an alternative program variation that has been formally approved by the Office of Head Start.
Medicaid enrolled - The child or pregnant woman has been officially certified as eligible for Medicaid paid services. The term does not include children or pregnant women who are thought to be eligible but have not been officially certified. Include children or pregnant women enrolled in Medicaid for any length of time since last year's PIR was reported.
Medical Home - An ongoing source of continuous, accessible health care.
Medical Treatment - Any service that is required to improve the physical condition of the child, including all forms of medical follow-up.
Part-day enrollment - Services provided for 6 hours a day or less.
Participants -Children that were enrolled at any time during the PIR Begin Date and End Date will be counted only once towards any question on the PIR. Additionally, participants will only be included if their funding matches a funding picked in the PIR Setup. You can update the funding for a participant by editing the enrollment details in the Enrollment module for the participant, or by using the Enrollment Utility to modify the funding for a group of participants.
Personnel -Staff members will be included in the PIR if their initial hire date is filled in, and they have no termination date OR if they are terminated, their Termination Date is between the Date last year’s PIR was reported and the PIR Enrollment Year End Date. Also, the personnel must have a funding record equal to a funding selected in the PIR Setup. You can add a funding to a personnel record via the wage allocation box on the Employment tab in the Personnel module.
Pregnant Women -Pregnant Women will be included in the PIR if they meet the criteria for participants above, and their Expected delivery date or Actual delivery date is between the enrollment year begin and nine months after the enrollment year end date. Questions that state “Children Only” will exclude pregnant women from the count.
Preventive Care - Includes fluoride application, cleaning, sealant application, etc.
Typically, ChildPlus uses the Hispanic/Latino field to calculate ethnicity for question A.25. You can choose Yes if the participant is of Hispanic/Latino or Latino descent or No if they are not. If Hispanic/Latino is available to users as a choice in the Race field (how could this be available as a choice), then you can map which race you want to participants and staff members with a race of Hispanic/Latino to be counted as in the PIR Setup.
The PIR module allows you to collect and view PIR data for participants throughout the school year. This module is divided into 4 different sections that you can use collect PIR information about each participant.
Once you submit your PIR, you can start using the Prepare for Next Program Term tools to get ready for your next program term. Just make sure that you make an archive before using any of the Prepare for Next Program Term tools.
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PIR Questions for EHS Programs and Pregnant Women
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