COPA Rollover How to successfully complete the COPA School Year End Rollover from 2006-2007 to 2007-2008

The COPA System Rollover is performed online by the COPA system Developers. At the designated year end, the system files are backed up and the records that need to be stored are kept while others are removed from the system. Rollover is done on the designated school year end date, as shown on your Class profile. You can still enroll or pre-enroll children into the COPA system, right up to the day designated as the school year end date. You must be sure to enter your attendance – each and every day – right up to the school year end date. You will not be able to access these dates via the ‘attendance and meal counts’ screens after the rollover is completed and the new school year has begun. There is no grace period. You should not enter any new family assessments in the COPA screens. These screens will be reset to ‘blank’ for the first day of the new school year after rollover is completed. Rollover is an ADMIN function in the COPA system. However, teachers and family advocates are the best resource for determining if a child should be designated as returning, terminated or archived prior to preparing the rollover screens. Have them complete the COPA terminations and prepare their lists of returning or archived children for your use in completing this ADMIN task. Rollover requires that the children and the family are set up for rollover. Don’t forget to complete the Child Next Year and Family Next Year preparation screens for each of your sites.

P R E P S T E P S F O R R O L L O V E R STEP 1: Maintain your reports for 2006-2007 To rest assured that you will have all of the backup documentation that you’ll need for the COPA school year of 2006 – 2007, be sure to run and keep a copy (printed or saved to your computer files) of any reports that you normally refer to. Everyone should keep a copy of the #250-Class Roster report, #201-Monthly Attendance Report, #203-Enrollment List Report, #204-Detailed Enrollment Report, #206-Meal Count / Attendance Report, 300 series Demographic Reports and any reports that your site frequently uses to report by and use as quick reference. STEP 2: Clean up the Elig./Waiting List Children shown on the Eligibility / Waiting List should be viewed by the users at the site level to determine whether the child should be pre-enrolled for the start of the next COPA School Year or whether the child will not be enrolling and needs to be shown as ineligible for next year. Careful! If you delete any non-enrolled child, the family still may not need to be deleted. The family may have enrolled siblings that you will need to keep. Do not delete the Family until you have reviewed all children shown for that family and determined that all children and the family should be deleted. Where a family has other children in attendance at any site, you will want to keep the data sheet for that family and continue ‘receiving services’ for the Family.

P R E P S T E P S F O R R O L L O V E R continued . . . STEP 3: Clean up the Eligibility / Acceptance List Children shown on the Eligibility / Accepted List should be viewed by the users at the site level to determine whether the child should be pre-enrolled, enrolled into a classroom now, terminated or designated as ineligible. When the rollover is completed, having the Eligibility / Accepted List cleaned up will allow the users at your sites to be able to block enroll the returning children in groups by classroom more readily. The current class rosters, if printed prior to rollover, can be used to move the children back to the classroom as selected - screen by screen. STEP 4: Determine the final Rollover designations for the Enrolled children and families The ADMIN user needs to review and make final determinations on the status of currently enrolled children whether they will be returning, terminated or archived. As childcare programs are now on COPA, remember to terminate the School Aged children. Archiving them causes delays in that staff from CYS has to return them from archive in order for the children to be wait listed for any new enrolling site.

P R E P S T E P S F O R R O L L O V E R continued . . . 5. How should you handle new enrollees for Next Year? a. You can enter the applications and mark them for "Next School Year" (instead of "Current Year") and place these children on the waiting list and even make them eligible. Once your new school year starts, you can assign them (enroll them) to the classrooms from the Eligible/Accepted list. b. You may also want to place these children on the "Pre-enrollment" list so that you can enroll them all with one click, by class selection, after the new COPA school year starts. The COPA Pre-Enrollment feature is a convenience tool. (Note: "Pre-Enrollment" is a link found in the "Enrollment" tab.)

Ready, Set, Rollover ! ! ! More info on Rollover issues can be found in the Frequently Asked Questions section of the Training and Resources link in COPA.

Select the Admin Tab. Proceed to the bottom of the screen which displays the agencies. Under the School Year End heading are the Rollover Option links. Begin Here

Child Next Year Preparation The Enrolled Children will need to be placed on one of the following lists: Returning Children List or Archive Children List. Use your left mouse button to click and designate which list the child should be placed on. Children will not be re-certified at this time. This list should remain empty throughout the rollover. The Enrolled Children list will be empty subsequent to the completion of the entire rollover process for all sites at your agency.

Be sure to do the following: Sort the list when you are reviewing the children to be able to designate returning children by program model appropriately. Archive only where the children will no longer be eligible for any additional CYS program services. Terminate children from your site to remove them from the enrolled children list used during the Rollover process. Select the ‘submit’ button at the bottom of each screen full of changes for the children shown.

Family Next Year Preparation The Families with enrolled children will need to be placed on one of the following lists. Use your left mouse button to click the radio button across from the family name to designate which list the family will be placed on. Note that you can filter your list by the Advocate assignment or by receiving vs. not receiving services.

When you have finished processing all of the families, they will have been moved from the ‘All Active Families’ list shown for each Site to the ‘Ready for Update’ list as shown by selecting the links at the top of the Family Next Year Preparation screens. Ready for Update All Active Families

Almost Finished ! ! ! One more thing to do before the last day of the COPA School Year for CYS sites!

Universal Class Start / End Dates should be set for each Class after you have prepared ALL children and ALL families for rollover. This can best be done on the first day of the new School year. Otherwise no Attendance edits can be entered in the COPA system until these dates for 2007-2008 are in effect. The filters shown can be used to set the dates for the classrooms more than one site at a time.

Again this year, the COPA developers have provided the ADMIN users with direct online email support. Please first try following the instructions as provided here and in the CYS provided FAQ’s link. If you still need assistance, feel free to complete the SUPPORT email form and copy the CYS Help Desk at cysmis@cityofchicago.org with your inquiry.

As Always, you may receive assistance at our CYS Help Desk Hotline and Thanks for your Continued Partnership! 1 / 866 – 647 - 2489