Adding A New Participation Record
A participation record must be created before you can waitlist, accept or enroll an applicant into a program.
Go to ChildPlus Online >> Services >> Select a Participant >> Enrollment >> Participation Records.
Click or tap the green Add Participation Record button.
Complete the following fields (by clicking the drop-down arrow)
FIELD | DESCRIPTION |
|---|---|
Program Term | Select a Program Term to associate with the participation record |
Initial Status | Select the first status the applicant will hold for the Program Term. -- New -- Accepted -- Waitlist |
Status Begin Date | Enter the first day of the initial status. You can enter any date on or prior to the earliest date that the applicant can be enrolled For example, if the applicant was waitlisted on 3/1/2026, their Initial Status would be Waitlisted and their Status Begin date would be 3/1/2026 |
Location Preferences
A participant must have at least one location preference selected.
You can click on the generic < NO SITE> presence to update the first choice.
To add additional preferences, click the Green ADD button
Complete the following fields (by clicking ing the drop-down arrow)
FIELD | DESCRIPTION |
|---|---|
Priority | If the family has more than one Location Preference, use priority to rank each preference |
Site | Select the preferred Site |
Classroom | Select a preferred Classroom or select No Classroom if there is no preference |
Funding | Select the type of Funding. Funding is used to map enrolled participants to the PIR |
Click the green OK button to save your preference selection.
Copying Information From Another Participation Record
If an applicant has already been a participant in a previous program year, or is transitioning from Early Head Start to Preschool, you will need to copy information from the prior Participation Record.
Select YES from the drop-down menu
a. Select a participation record to copy the fields from
b. Select the fields you wish to copy. Use the following chart as an example:
FIELD TO COPY | RETURNING 3rd YEAR STUDENTS | ALL OTHER STUDENTS |
|---|---|---|
Application Date | No | Yes |
CACFP (Date, Income, Per, Status) | Yes | Yes |
Eligibility Assessments | No | No |
Eligibility Criteria (Question, Answers, Points) | No | Yes |
Eligibility Income (Data, Income amount, Status) | No | Yes |
Eligibility Notes | Yes | Yes |
Enrollment Notes | Yes | Yes |
Funding | Yes | Yes |
Location Preferences | No | No |
Needs Assessment and Family Partnership Information | No | No |
PIR Information (except overrides) | No | No |
TOTAL FIELDS TO COPY | 4 | 7 |
Increment Participation Year
If a student has been enrolled LESS THAN 50% of total number of program days for the prior year, then DO NOT increment the participation year (select No)
If a student has been enrolled MORE THAN 50% of the total number of program days for the prior year, then DO increment the participation year (select Yes)
Typically FULL YEAR students need to have completed 182 enrolled program days (including weekends, holidays, teacher workdays, and canceled days) since their enrollment entry date for the program year to be incremented.
Typically PART YEAR students need to have completed 139 enrolled program days (including weekends, holidays, teacher workdays, and canceled days) since their enrollment entry date for the program year to be incremented.
Any student transitioning from Early Head Start to Preschool will NOT increment the participation year. Transitioning students start at year 1 for their first Preschool program term.
Finally, click the green SAVE button to save your new participation record.