LHD Administrative Access to CA School and Childcare Reporting Database

1. LHD Administrative Access to CA School and Childcare Reporting Database

2. Please note: Onlyauthorized users may access the site. Please help ensure data integrity by not disclosing login information to unauthorized users. • Please add this URL to your frequently accessed websites: http://www.calkidshots.org/sa/Admin.aspx

3. Overview • How to access and login to the LHD admin website - Slides 4-6 • How to download: • Child Care delinquent lists - Slides 7-24 • Kindergarten delinquent lists - Slides 25-32 • 7-12th Grade delinquent lists - Slides 33-43 • Contact information - Slide 44

4. Access to the LHD Admin website • Go to the LHD Admin website at: http://www.calkidshots.org/sa/Admin.aspx

5. Type in your User Name. • Type in your Password. • Note: Both are case-sensitive. • Click the Log in button.

6. Successful login will bring you to this screen.

7. Accessing Child Care Delinquent Lists • Click on the Go to ChildCare Assessment hyperlink (circled)

8. This screen opens.

9. In the Submission Status field, select Not Submitted (circled)

10. Select the Export to CSV button (circled).

11. When the File Download pop-up opens and asks whether “to open or save this file?”, select Save.

12. Set the location (circled) and name (arrow) for the saved file. The automatic default name is Output.

13. Keep the file type as Microsoft Excel Comma Separated Value (circled). • Click the Save button (arrow) to save the file to your computer.

14. Once the file download is complete, select Open to open the file in Excel.

15. Columns borders (red) can be expanded to reveal column information. To do so, double click on the ‘right’ column border and column will auto-expand. • This file contains the most recent list of non-reporting Child Care facilities in your county. • The file contains: • Facility Name • Type (Head Start, public, private or unknown) • Physical Address • Mail Address • Contact Phone and Email • Facility Number • Submission Status

16. Follow up on Child Care facilities with possible reporting errors • On main page, choose Submission Status: Submitted - Worksheet Skipped (circled)

17. Then select Facility Status: Active

18. Next, click the Summary hyperlink (circled) for each Child Care facility listed.

19. When the File Download pop-up appears, click the Open button (circled).

20. The Facility Summary report opens.

21. If any information is incorrectly reported, please contact the Child Care facility and ask them to correct their information • The Child Care facility will need to email reporting-help@shotsforschool.org to regain access to correct the summary report

22. Viewing your Child Care County-Level Summary Report On the main screen, select County Level

23. Then click the Generate Reportbutton (circled).

24. Your county-level Summary Report will autocalculate totals. Close out your browser to logout.

25. Accessing Kindergarten Delinquent Lists • Click on the Generate List of Schools not reported hyperlink (circled)

26. Your county-specific delinquent list appears. • Click the Export to CSV button (circled) to export the list.

27. When the File Download pop-up opens and asks whether “to open or save this file?”, select Save.

28. Set the location (circled) and file name (arrow) for the saved file. The default file name is Output, but you can change it to K DelinqList.

29. Keep the file type as Microsoft Excel Comma Separated Value (circled). • Click the Save button (arrow) to save the county delinquent list.

30. Once the download is complete, click the Open button.

31. This file contains the most recent list of non-reporting Kindergarten schools in your county. • The file contains: • CoCode (county code), DistCode (district code), SchCode (school code) • CoName (county name), DistName (district name), SchName (school name) • PhysStreet (phys. street), PhysCity (physical city), PhysZip (physical zip) • MailStreet (mailing street), MailCity (mailing city), MailZip (mailing zip) • AC (area code), Phone (phone number) • Pub/Priv (public or private) • Rep (Field Representative) • Email (email address). Columns borders (red) can be expanded to reveal column information. To do so, double click on the ‘right’ column border and column will auto-expand.

32. Select Log Out (circled) to leave the website.

33. Accessing 7th-12th Grade Delinquent Lists • After login, click on the Go to ChildCare Assessment hyperlink (circled)

34. Click on the Go To 7-12th Grade WebSite hyperlink (circled).

35. For a delinquent list of schools with 7-12th Grades, click the Generate List of Schools not reported hyperlink.

36. Your county-specific 7-12th Grade delinquent list will appear.

37. Select the Export to CSVbutton (circled).

38. When the File Download pop-up menu ask asks whether “to open or save this file?”, click the Save button (circled).

39. Set the location (circled) and file name (arrow) for the saved file. The default file name is Output, but you can change it to 7_12 DelinqList.

40. Keep the file type as Microsoft Excel Comma Separated Value (circled). • Click the Save button (arrow).

41. Once the download is complete, select Open (circled)

42. This file contains the most recent list of non-reporting 7-12th Grade schools in your county. • The file contains: • CoCode (county code), DistCode (district code), SchCode (school code) • CoName (county name), DistName (district name), SchName (school name) • PhysStreet (phys. street), PhysCity (physical city), PhysZip (physical zip) • MailStreet (mailing street), MailCity (mailing city), MailZip (mailing zip) • AC (area code), Phone (phone number) • Pub/Priv (public or private) • Rep (Field Representative) • Email (email address). Columns borders (red) can be expanded to reveal column information. To do so, double click on the ‘right’ column border and column will auto-expand.

43. Select Log Out (circled) to leave the website.

44. For technical help or questions • Call: 510.620.3757 or 510.620.3746