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Closeout Program Term Utility

Teaching Strategies GOLD Users   If you are a Teaching Strategies GOLD user, please make sure that all of your data and reporting for the year has been completed in Teaching Strategies GOLD before running this utility.

You can use the Closeout Program Term Utility in ChildPlus to close out your program terms when the program term or school year ends. Closing out your program terms is important because doing so allows you to free up the licenses of the participants who have been dropped so you can use them for the next program term. Using this utility, you can:

• Quickly mark all the participants who were enrolled in a program term as complete.
• Assign a Drop Date and Drop Reason to the records of participants who you are terminating.
• Add Transition Notes (if applicable) to the records of participants who are transitioning to another program.

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The Closeout Program Term Utility gives you the flexibility of working with either Returning or Transitioning participants. You can also work with both types of participants at the same time, which is especially helpful if you want to close out returning participants differently than transitioning participants. What is the difference between the Closeout Program Term Utility and the Rollover Utility?The Closeout Program Term Utility is typically used to after a program term or school year ends to mark large groups of participants as having completed the program term. You typically use the Rollover Utility when you are getting ready for enrollment to create new participation records for both your returning and transitioning participants.

Opening the Closeout Program Term Utility

 

1. Click Setup > Data Utilities > Prepare for Next Program Term.
2. Click on Closeout Program Term Utility.

 

Closing out a program term in ChildPlus

 

1. Select the program term you want to closeout from the Program Term list.
2. Select the locations you want to closeout by checking each applicable agency, site, classroom, and group.
3. Select the participants you want to closeout by checking those who are returning and/or those who are transitioning.
4. Enter the age that participants must be younger than in order to return to the program.
5. Enter the birthday cut off for returning participants.
6. Click Go to Next Step.
7. Verify that ChildPlus assigned each of the participants listed with the correct status (either Returning or Transitioning). If you want to change a participant's status, you can use the drop down arrow next to the status to change it.Show me how.
   
   

If you do not want to include a participant in the closeout, uncheck the box next to their name.

8. At the bottom of the screen you will see two areas. The first is for the returning participants and the second is for transitioning participants. Complete each of the following fields for each group of Returning and/or Transitioning participants. Show me. Click on the fields link in this step to view a complete description of each of the fields available on this screen.Need help completing this task?
   

Field	Description
Drop Date	Select how you want ChildPlus to calculate the participant's drop date. You can either: Use each participant's classroom end date Use selected date for all participants (if you choose this open, make sure you enter the date you want to use)
Drop Reason	Select the Drop Reason that you want to assign to each participant in the group. ChildPlus uses this field to calculate question A.19 on the PIR.
Completed Program Term	Select this option to mark each participant in the group as having completed the program term.
Completed Program	Select this option to mark each participant in the group as having completed the program.

9. Click Add transition comments for multiple individuals to write up comments that will apply to each of the transitioning participants (if applicable).
   
   

To add comments for each participant individually, click on the Comments link in the Transition column for each participant you want to add a comment for. Show me how.

10. Click Closeout Records.
11. Confirm that you want to mark the selected records complete by clicking Mark as complete.

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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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