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COPA Rollover

COPA Rollover. At the end of each school year, COPA closes the current school year and initiates the new one . In this process, your database is rolled over to the new school year. Admin Users Preparing to Close Current School Year. Step 1. Complete Child Next Year Preparation

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COPA Rollover

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  1. COPA Rollover At the end of each school year, COPA closes the current school year and initiates the new one. In this process, your database is rolled over to the new school year.

  2. Admin Users Preparing to Close Current School Year Step 1. Complete Child Next Year Preparation Step 2. Complete Family Next Year Preparation Step 3. Post Rollover

  3. Step 1. CompleteChild Next Year Preparation Steps: 1. Click Admin 2. Scroll down to School Year End, click Child Next Year Preparation 3. Select your Agency, Site, Program Option, Program Model and click Filter 4. Mark Returning or Archive for each child shown on the Enrolled Children List (CYS does not utilize the Re-Certify option) 5. Click Submit 6. If you have move than one page click Nextand repeat step 4. 7. To ensureEnrolled Children Listis empty click Enrolled Children List

  4. Step 2. CompleteFamily Next Year Preparation Steps: 1. Click Admin 2. Scroll down to School Year End, click Family Next Year Preparation • Select your Agency, Site, Advocate, Current Status and click Filter 4. Mark Receiving Services, Not Receiving Services or Archive (where available) for each family shown on the All Active Families list 5. Click Submit • If you have more than one page, click Next and repeat step 4 • To ensureAll Active Familiesis empty click All Active Families

  5. Step 3. Post RolloverAdmin Users Update New Class Start and End Dates Steps: 1. Click Admin 2. Scroll down to School Year End click Universal Class Start/End Date 3. You can set dates for all the classroom as group. (If applicable, select Apply to All 4. Select your Agency, Site, type Class Start Date and Class End Date 5. Click Submit (located at the bottom of the screen) Admin Users: Please have your staff who are familiar with the families review the list of children on the Elig/Waiting list, Eligible/Accepted list and Termination list to move any outdated applications to archive. This will update the automated populated options for each child and family down in the preparation tables (screens).

  6. Definitions Archive (children to be archived): These children will be archived by COPA (after rollover occurs) and can be accessed or reactivated at anytime by Super Admin. Children who are current year calculated as PIR age of 5 years or older (School age) are marked under this column (archive) by default, however their designation can be reviewed and adjusted if necessary. Upon final closing of current school year and start of the new school year (i.e. after rollover has taken place), these children are placed on the "Archived List". *Please note that Families without children in the program can be deleted unless their application needs to remain in the system. Archive (families to be archived): These families will be archived by COPA (after rollover occurs) and can be accessed or reactivated at anytime by Super Admin. *Please note that ONLY families with NO ACTIVE CHILDREN can be archived. If a family needs to be archived, children of that family must be archived first. Not-Receiving Services: Those families who are entered as “Not Receiving Services” will be returning with as Discontinued Services Date matching the start of the news school year. Please note that families who are NOT RECEIVING SERVICES, are NOT INCLUDED in family reports that are based on Receiving Services.

  7. Definitions Re-Certified (usually not applicable to HS & EHS): These children are moved and added on to the Eligibility Waiting list (after rollover occurs) Children who are 4 years or younger (School age) but are funded by the "Program Models" that need re-certification, are marked under this column. Upon final closing of the current school year and start of the new school year, these children are placed back on the "Eligibility Waiting List" to determine eligibility. Any child currently on the "Eligibility Waiting List" will remain and be added to this group of children. Receiving Services: Those families who are marked as “Receiving Services” will be returning with a new Start Services Date matching the start of the news school year. We therefore recommend that you mark ALL families of returning children as "Receiving Services" in the Family Next Year Preparation list and Archive families with No Active children. Returning: These children remain eligible and are added on the Eligible/Accepted list. (after rollover occurs). Children who are 4 year or younger (School age) are marked under this column by default, however, their designation should be reviewed and adjusted if necessary. Upon final closing of current school year and start of the new school year, these children are placed back on the Eligible/Accepted List to be enrolled into their new classes. Any child currently on the Eligible/Accepted list will remain and be added to this group of children.

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