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Adding a New Program Term

1. Open the Program Information screen. How do I do this?Click Setup > Agency Configuration > Program Info.
2. Select the program that you want to add a program term to. You can choose from the list of programs on the left side of the screen.
   
   
3. Click Add Another Program Term.
   
   
4. Choose one of the following options:
   • Add a New Blank Program Term (this option lets you create a program term from scratch)
   • Add a Copy of... (this time saving option lets you copy all the settings and classrooms for an existing program term)
     
5. Complete each of the applicable fields for the program term on the General Program Term Info tab. If you copied an existing program term, make the necessary changes to these fields so they reflect your new program term.

Item	Description
Program Term Name	Enter the name of the program term. For example, Head Start 2014 - 2015.
Active	Leave this box checked if you want the program term to be active. Active program terms display as choices in drop-down lists throughout the system.   If you ever want to inactivate this program term, simply uncheck this box. If a program term is inactive, however, it will not be available for selection in drop down lists.
Locked	Check this box to lock the program term.   Once a program term is locked, users will no longer be able edit data associated with it. This includes data in the PIR module as well as data in other modules such as Enrollment, Family Services, Health, Immunizations and Pregnancy.
School Year	Select the School Year that you want to associate with the program term.
Funded Enrollment	Enter the number of participants that this program term is funded for.
Begin Date	Enter the A program term should last no more than 12 months (for full-year programs). Programs with part-year options should use the first and last dates on which classes begin and end to specify their program term dates.date that this program term begins.
End Date	Enter the A program term should last no more than 12 months (for full-year programs). Programs with part-year options should use the first and last dates on which classes begin and end to specify their program term dates.date that this program term ends.
School Year Cut-off Date	The date in which a participant must have attained a certain age in order to be enrolled in the program term. For example, a participant must reach the age of 3 prior to September 1 in order to be enrolled in the 2014 - 2015 Head Start program term.
Health Requirement Set	Select the Health Requirement Set that you want to associate with the program term. Associating a requirement set with a program term lets ChildPlus know which health requirements you want to use for program tracking and compliance.
Poverty level for a one-person family For each additional person add	Type in the poverty level amount you want to use for a one person family participating in the program. Then, for each additional person in the family, type the amount you want to add to the one-person total.   Visit https://aspe.hhs.gov/poverty-guidelines to view the most recent poverty guideline information. ChildPlus uses this information to calculate the % of Poverty Level data on the Enrollment screen.
Does this Program Term use the option from Section 645(a)(1)(B)(II) to include an additional 35% of participants that are Over Income but below 130% of the poverty guidelines?	Choose Yes if you want the 101-130% option to be available as an Income Status for participants who are Over Income but below 130% of the poverty guidelines. The Income Status field, available to users in the Enrollment and Family Application (when adding a new family) modules, is used to determine a participant's eligibility for a program. It is also used in PIR calculations.
If yes, how should ChildPlus set the income status of participants that meet this criteria?	If you answered Yes to the above question, choose whether you want ChildPlus to set the Income Status of participants who are Over Income (but below 130% of the poverty guidelines) as 101-130% or Over Income.

6. Click on the Classrooms tab.
7. Click Add Classrooms to associate a classroom with the program term.
8. Select each classroom that you want to add.

Tip:    Don't see the classroom you are looking for? Go to Setup > Agency Configuration > Agency Info > Sites tab > Classrooms tab to make sure it's active. Click here if the classroom doesn't exist and you need to add it.

9. If you need to make changes to the classroom's Program Option, Funded Enrollment, Minimum Age and/or Maximum Age, you can do so on the Options tab.
10. Click on the Staffing tab and complete each of the following fields:
    

Item	Description
Teachers PIR	Select each of the Teachers assigned to this classroom.
Aides	Select each of the Aide(s) assigned to this classroom.

11. Click on the Operating Days and Hours tab and complete each of the following fields:
    

Item	Description
Days the Classroom Operates	Check each day of the week that the classroom operates.  ChildPlus will use the information you provide here to determine the default days that are checked for each participant in the Participation Days and Meals section of the Services > Attendance screen.
Provides Services for Full Calendar Year (all days of the year other than Saturday, Sunday, and a legal public holiday) PIR	Check this box if the program option provides services for the full calendar year.
Hours the Classroom Operates	Set the normal Begin Time and End Time for the classroom.
Provides Services for Full Working Day (not less than 10 hours per day) PIR	Check this box if the program option provides services for ten or more hours per day.

12. Click on the Meals Served tab and complete each of the following fields:
    

Item	Description
Meals Served for this Classroom	Check each of the meals that are served in the classroom on a daily basis. Are you using Attendance Scanning? If so, make sure you also set the Begin Time and the End Time of each meal that is served.

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Tip:   When you enroll a participant in a program, ChildPlus will automatically use the operating day and meals served for this classroom and apply them to the participant's attendance record.  For example, if you configure the classroom as operating Monday - Friday and a snack and lunch being served daily, then the participant will be marked as attending Monday - Friday and eating a snack and lunch. If this information is not accurate for the participant, you can uncheck each option that does not apply.

13. Click Save.

Want to learn more? Click on one of these additional topics:

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	Getting Started		PIR Resources		Get Ready for Next Year
	What's New in This Version?		PIR Calculations Guide		Archive your Database
	ChildPlus e-books		PIR Reports		Create New Program Term
	Blank Paper Applications		ChildPlus PIR User Guide		Rollover - PNPT
	Frequently Asked Questions		2020-2021 PIR (OHS)		Closeout - PNPT
	Common Monthly Reports		PIR Frequently Asked Questions		Purge Previous Program Terms
	Teaching Strategies GOLD
	Contact Us		Your opinion counts. Vote today!		ChildPlus Help Home Page

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