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Rollover Utility

You can use the Rollover Utility to:

• Determine which participants are eligible to return to the program they are currently in and which participants will need to transition to another program.
• Create new participation records for both returning and transitioning participants.
• Update new participation records with the correct application status, enrollment status, participation year, site and classroom assignment, etc.

Click here to print this information.

Before you Begin

Before you use the Rollover Utility, you should:

• Create new program terms for the upcoming program term or school year. Why do I have to do this?Because in order to mark participants as either returning to the same program or transition them into to another program, you are going to have to tell ChildPlus which program term they are going to be returning or transitioning to. Since you cannot create new program terms in the Rollover Utility, you will have to perform this step before you can begin using this utility. Click here to learn how.
• Run report 2030 - PNPT Rollover. This report allows you to generate lists of participants who are either transitioning to another program or eligible to return to the same program. This report can help you as you are performing the rollover process.

Step 1 - Select the participants you want to roll over

The first thing you need to do when using the Rollover Utility is tell ChildPlus which participants you actually want to roll over to the next program term. New participation records will be created for each of participant who is eligible.

1. Open the Rollover Utility by clicking Setup > Data Utilities > Prepare for Next Program Term > Rollover Utility.
2. Click OK to continue.
3. Select the Current Program Term that the participants you want to roll over are associated with. For example, if you want to mark participants who are currently enrolled in the 2014 - 2015 Head Start program term as returning to your Head Start program for another term, then you would select the 2014 - 2015 Head Start program term here.
4. Select returning to if you want to mark participants as returning to the same program OR select transitioning to if you want to mark participants as transitioning to another program.
5. Select the program term that the participants will be returning/transitioning to as their New Program Term.
6. Enter the cut-off age and School Year Cut-off Date that you want to use to determine age eligibility. Participants who are younger than this age on or before the school year cut-off date will be eligible to return for the next program term. If participants are transitioning, they will need to be older than this age on the School Year Cut-off Date.
7. Check the Agency, Site, and Classroom that the participants you want to mark as returning are currently associated with. You can also filter participants by their current status and/or group.
   
   

When using the Rollover Utility, it is usually easier to work with smaller groups of participants. With this in mind, ChildPlus Software recommends that you run this utility for only one site at a time until you are familiar with the process.

Step 2 - How would you like the records for these participants to roll over?

In Step 1, you specified which participants you wanted to roll over and create new participation records for. In this step, you will tell ChildPlus the information that you want each of the new records to contain.

1. Complete the following fields for each Current Status listed (ChildPlus groups the records of the participants you are rolling over by their Current Enrollment Status):
   

Field	Description
New Status	Select the enrollment status that you want to assign to the participants you are rolling over.
New Status Date	Select the enrollment status date that you want to assign to the participants you are rolling over. This will be each participant's enrollment status date in their new participation record.
New Application Status	Select the application status that you want to assign to the participants you are rolling over. This will be each participant's application status in their new participation record.
Select Fields to be Copied	Check the field(s) that you want ChildPlus to copy from the participant's current participation record into their new one. You can choose from the following ChildPlus fields:   Application Date CACFPThe USDA’s Child and Adult Care Food Program (CACFP) provides meals and snacks to eligible children and adults. In centers, participants from households with incomes at or below 130 percent of poverty are eligible for free meals. Participants in centers with household incomes between 130 percent and 185 percent of poverty are eligible for meals at a reduced price. Each institution must determine an enrolled participant’s eligibility for free and reduced price meals served in centers. (Date, Income, Per, Status) California Information Education Assessments (Dates and Scores) Education Dates (Home Visits, Individualized Curriculum, Parent Conferences) Eligibility Criteria Eligibility Income Eligibility Notes Enrollment Notes Funding Location Preferences Needs Assessment and Family Partnership Information PIR Information
Increment Participation Year	Check this box if you want ChildPlus to automatically increment the participation year for the participant you are rolling over. For example, if the child's participation year is currently set to 1, then ChildPlus will increment their participation year to 2 in the new record.
Returning Points	Enter the number of eligibility points you want to carry over from the participant's current participation record. The points value you enter here will automatically be copied into the new participation record.

2. Select whether you want assign the participants to the same Agency, Site, and Classroom that they are currently assigned to. If you select Yes, ChildPlus will automatically assign each participant to their current Agency, Site, and Classroom. If you select No, choose their new Agency, Site, and Classroom assignments. Show me where to find this field in the Rollover Utility.
3. Enter the number of calendar days that you want ChildPlus to use as the cut off when determining whether or not to increment the participation year. This field must be populated and should contain a value greater than 1. Show me where to find this field in the Rollover Utility.

4. Choose Yes if you want ChildPlus to automatically copy the PIR data from the participant's record that you are rolling over and apply the answers to their new participation record as well.

5. Choose Yes if you want ChildPlus to automatically copy each participant's current Needs Assessment and Family Partnership information to their new participation record as well.
   
6. Click Next Step.

Step 3 - Select Participants to Create New Records

In this step, you have to review and select all of the participants that you want to create a new participation record for.

1. Review the names of each participant included in the grid. ChildPlus will create a new participation record for each child whose name is checked. If there is a child that you do not want to create a participation record for, uncheck the box next to his/her name.
2. If you want to print a list of the participants who will be rolled over, click Preview or Print.
   

If you need to make any changes to the participant's new record, you can do so in the next step.

3. Click Next Step.
4. Click Confirm to create a new participation record for each participant in the grid.

Step 4 - Modify Individual Records

In Step 3, you created new participation records for the participants you are rolling over. In Step 4, you'll have the opportunity to modify this information for each participant.

1. Review the names of each participant included in the grid.
2. If you need to modify their new participation record, select the name of the participant whose record you want to adjust and make your changes on the lower half of the screen.
   

Make sure you have the name of the child whose record you want to modify highlighted before you make any changes.

3. Repeat step 2 for each participant whose record you need to modify.
4. Click Finish Editing Records.
5. Do one of the following:
   • Click Roll over more individuals to use the Rollover Utility with additional participants.
   • Click Exit the Rollover Utility to return to the main ChildPlus screen.

TSG

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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
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	Contact Us		Your opinion counts. Vote today!		ChildPlus Help Home Page

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