Contact events help monitor who attended parent involvement events, volunteered with your program, expressed an interest or need, and received services. This information is important for Head Start programs to ensure compliance with Head Start standards.
Contact events are located on the contact record on the Events tab.
Contact event types include:
NOTE: Events stored on the primary and secondary contacts will be the only events tracked on PIR reporting. Primary contact and secondary contact designation is specified on each child’s relationship tab (primary contact = head of household).
This guide provides step-by-step instructions on setting up and using your To Do List.
Most To Do List items are associated with federal, state and quality regulations. The To Do List helps you identify records that missing, expired, or due to expire. To set your own deadlines, see Customized Event Reminders How-to.
1. Navigate to To Do List Setup on the To Do List Menu.
2. Click “Edit Setup.”
3. Select the To Do List Category. For a full list of categories and items, scroll down to To Do List Definitions.
4. Select items that you would like to keep track of in ChildWare. Items selected will appear on you To Do List accessed via the Main Menu.
5. Select items that you would like to see on your home page. This serves as an additional reminder each time you log in to the system.
6. Select items that you would like to include in your weekly To Do List email. This serves as an additional reminder every week to complete selected items.
7. Click “Ok” to save your selections.
*You can use the Select and Deselect All Buttons above each column to speed up the sign up process.
8. Repeat steps 3-6 for each category.
The To Do List Definitions grid provides you with details about each To Do item, including when each item appears on your list. Most To Do List items are linked with federal, state and quality (STARS) regulations. If there is a change to regulations, contact the ChildWare Team and we will update the system immediately.
1. Navigate to To Do List Definitions on the To Do List Menu.
2. Each To Do List item is one row of the definitions grid. This grid tells you the category and subcategory of each item, and when the item will appear for each child, contact, staff or site record.
For example, “CACFP expired” notification displays for each child 1 year after the of the prior CACFP enrollment application (Entered as a CACFP Enrollment Application Event). “CACFP due to expire” notifications display after 10 months of the prior application.
Now that you have learned how to setup your to do list and when each To Do List item displays, you can begin updating information in the system to keep up with important deadlines.
1. Navigate to To Do List on the To Do List Menu.
2. You can view the full list of To Dos or filter by To Do Category, Specific To Do item, or by Classroom (Child/Room List).
3. As with other grids in ChildWare, you can click the column headers to sort by that specific column.
4. Print the To Do List by item. This option will organize the list by to do item and list all associated child, contact, staff or site records.
5. Print the To Do List by individual record. This option will organize the list by child, contact, staff or site record.
6. To make updates to individual records, select the record from the list. After making edits, the system will navigate you back to the To Do List to continue making updates to additional records.
Weekly emails are sent to you every Sunday. The email includes a summary of all To Do items that you signed up for under To Do List Setup.
Pedestrian Safety Training is a Head Start Requirement. When you add this event type to a child’s record, you can track the status of this requirement utilizing the Head Start Post Enrollment Deadlines or Deadline Tracking reports.
From the main menu, select ‘Staff’ and then ‘Staff Data’ to navigate to the list of staff.
From the Staff Data screen, create a staff record via the ‘Add Staff Person’ button. Basic information is required to create a new employee, such as work location, employee first name and last name, hire date, title, full-time or part-time status, as well as an opportunity to indicate if this is a Head Start staff member and if they are filling a vacant position.
Click ‘OK’ to save the staff record.
The Staff Record stores important information about each employee such as demographics, credentials and clearances, contact information, professional development and schedule. The information is organized in the following tabs:
Contacts are adult relationships of children enrolled in your program. Children can have an unlimited number of contacts. A contact record includes up to five tabs of information:
There are eight types of Case Notes.
For all but the Attendance Case Note, there are only four fields:
For Attendance Case Notes, you can also specify if the Case Note is related to Late Arrival or Late Pickup.
From the main menu, select ‘Child & Family’ and then ‘Child Data’ to navigate to the list of children.
From the Child Data screen you can:
The Child Record stores important information about the child such as demographics, emergency contacts and health data. The information is organized by the following tabs:
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