Group Services

Programs and services are what the 21st Century Learning Centers provide to the public. Examples of programs and services may be tutoring, field trips, recreational activities, and enrichment seminars. Along with information and records for individuals participating in programs, information on programs will comprise the bulk of the 21st CCLC Data Entry and Reporting System.

The Group Services Main Page

By clicking on the Group Services tab on the Main Menu, the Group Services Main Page will be displayed. Services will be listed in alphabetical order, and their Begin and End dates will also be shown. This will be the page to start from when you want to add new services and programs, or to edit information about programs such as scheduling, category, and staffing.

Creating a New Service Program

1. Once you are at the Group Services Main Page, click on the Add Service button at the top right corner of the page. You will be brought to the Group Service Page for your new service.
2. Enter a unique Service Name. To avoid getting programs mixed up, we recommend you create a unique name for each service per program cycle. This also makes it easier to add and drop youth when the program cycle ends.
   • For example, if you were creating an African Dance class, you would type in African Dance Winter '00. When the summer program began, you would create a new service called African Dance Summer '00.
3. Choose the Service Category(ies).
4. Choose the Activity Type(s).
5. Select the Time(s) Offered.
6. Choose the Staffing Level. The ratios next to each option ([O], [S], [M], [L]) denotes the number of staff persons to a participant. For example, if you were entering this information for a day care service in which two staff members are taking care of 30 children, then you would select the [M] option, since there will be an average ratio of 1 staff member to 15 children.
7. Choose the Staffing Type(s).
8. Choose the Grade Level(s).
9. Click on Save & Proceed to finish entering the data on this newly created service.

You will now see the Group Service page for the service program you have just created. From this page, you can edit/change information about the specific activity by clicking on any of the underlined links.

This page is accessible by clicking on the name of the activity from the Group Services Main Page.

Viewing a Service

Once you have created more programs, you might want to pull up a particular service's information to view or change the general information, enrollment and attendance, or to create reports for that program.

There are several options for viewing services:

• View by Service: This is the default viewing option. The names of all programs will be displayed, and from this list you can select the program whose information you wish to see. Click on the Group Services tab on the Main Menu, and then click on the name of the service in order to view this information. You will then see the service's general information page.
• View by Date: This allows you to view all programs that occur within a certain time period. This provides a useful way to manipulate program information for specific periods of time, such as quarters and semesters of the school year, or the summer months. Click on the View by Date tab at the top of the Group Services Main Page. Then click on a date to display a list of programs that occur on this date.
• View by Initial: At the Group Services Main Page, click on the letter of the alphabet that the name of the service begins with. This will display a page of programs whose names begin with this letter. In this way, you can search for a program by name without having to look through all the service names in the View by Service option.

Once you are at a program's information page, also known as the Group Service page, click on the yellow tabs at the top of the page to view information on enrollment, attendance, and to create reports. The Group List tab brings you back to the Group Services Main Page.

Editing a Service's Basic Information

As focus and target groups for services change, you will need to edit the information about services. This can be accomplished by editing the service's basic information.

Basic information for a service can be divided into three main sections: Name, Category, and Service Properties, and are displayed on the service's general information page. Service Properties also Activity Type, Time Offered, Staffing Level, Staffing Type and Grade Level. You can view this information quickly again by clicking on the service's name from the Programs Main Page.

To edit, click on the yellow Edit buttons that appear next to these sections, and then edit the information as necessary. Remember to click on Save & Proceed to save the changes and return to the service's general information page.

Assigning a Schedule to a Service

In this section, you will learn how to assign a schedule to a service that has been created, but does not have a schedule yet. The directions below apply to services that have no schedule yet. If the service already has a schedule, then you will need to follow the directions for editing a service schedule.

1. First, go to the service's general information page by clicking on the name of the service from the Group Services Main Page.
2. Click on the link that says, "Click here to Create Service Schedule." You can also click on the yellow Edit button at the Schedule section. You will now be at the page entitled "Add Date(s) to Schedule." Enter in the schedule of the service.
   • You may only enter in either single dates or multiple dates at one time. The multiple dates process weekly services over a set time span.
   • Dates should be entered in the following format: MM/DD/YY
   • Times should be entered by using the provided pull down menus. Times are preset to be scheduled in 15 minute intervals.
3. After you have entered in the proper date(s) and time(s), click on either Add Single Date or Add Multiple Dates depending on which schedule you are entering information into. Clicking one of these buttons will take you to a page entitled "Schedule" which display the date(s) you have entered.
   
   NOTE: If the dates and/or times are entered incorrectly (i.e., if they are not sequential), then the information will not be registered into the database.

Editing a Service Schedule

Once a service schedule has been created, you may wish to go back and edit the schedule when necessary.

1. Go to the service's general information page.
2. Click on the yellow Edit button at the Schedule section of the general information page to bring you to the Schedule page.

To add date(s):

• Click on Add Date(s). Then add the dates as outlined in the section Assigning a Schedule to a Service.

To change a time for a specific date:

• At the Schedule page, click on the Time link next to the date for which you wish to change the time.
• Select the new Begin and End times for this day.
• Click on Return to save the change and return to the Schedule page.

To delete date(s):

• Click on the boxes next to the dates that you want deleted from the schedule.
• Click on Delete Selected.

Assigning Staff to a Service

To assign a new staff member to a service:

1. Go to the service's Group Service Page.
2. Click on the "Click here to add service staff" link, or the yellow Edit button at this section.
3. Select a staff member from the pull-down menu. Remember that the staff member must be already in the database in order to be assigned. If the staff member is not already entered in the database, enter them into the database first. The steps for entering a new staff member can be found in the Creating an Individual section of this user's guide.
4. Select the appropriate role for this staff member from the pull-down menu, and then click on the Assign Staff Now button. You may only add one staff member at a time. Once you select a staff member the software will automatically return you to the Assign or Edit page, which will display your changes.
5. Click on Return to go back to the Group Service page.

To change a staff's role:

1. Go to the program's Group Service Page.
2. Click on the yellow Edit button at the Staff section of the Group Service Page.
3. Select the staff's new role from the pull-down menu, and click Update when you are done.
4. Click Return to return to the Group Service page, which will display your changes.

To remove a staff member from a service:

1. Go the program's Group Service Page.
2. Click on the yellow Edit button at the Staff section of the Group Service Page.
3. Click on the Remove button next to the name of the staff member..

Assigning Agencies to a Service

Partners, or Agencies, include organizations which are related to or are providing a particular service. They may be classified as a Service Provider, Service Funder, School, or Community Group. When you designate a partner for a specific service, this should reflect the relationship the partner has with the service. For example, the YMCA is running a swim club; therefore, you should assign the YMCA as the partner providing this service.

To assign an partner to a specific service:

1. Go to the Group Service page.
2. Click on the link to Assign agencies under the Agency section of the Group Service page, or the yellow Edit button. This will bring you to the Assign/Edit Agency page.
3. Select the agencies name from the pull-down menu.

NOTE: The agency you want to add must be already entered into the database. If you haven't done this yet, please enter the agency first before assigning it. The steps to do so are under the Creating a New Partner section of this user's guide.

1. Select the role for the agency. You may only add one partner at a time. Once you select a partner, the database will automatically return you to the Assign/Edit Agency page, which will display your changes.

To change the role of an agency.

1. Go to the Group Service page.
2. Click on Edit at the Agency section of the Group Service Page.
3. Select the new role for the agency from the pull-down menu next to the agency's name.
4. Click on Update to save your changes.
   

To remove an partner from a specific service:

1. Go to the Group Service page.
2. Click on the Edit button at the Agency section of the Group Service page.
3. Click Remove next to the name of the agency you wish to remove and you will return to the Group Service page, which will display your changes.

Assigning Rooms to a Service

Rooms refer to the locations where services will be held. These can be classrooms in a school, conference rooms, specific rooms in recreation centers, and so forth. Assigning rooms to a service makes it easier to coordinate and organize where services will be held for more efficient use of space.

Assigning a new room:

1. At the service's main page, click on the link at the Room section of the Group Service page, or the yellow Edit button. This takes you to the Assign/Edit Room page.
2. Click on the room you want to assign to the service. Note that only one room may be assigned.

NOTE: If the room has not been entered into the database yet, you won't see a link for the room. You may proceed to enter the new room into the database from the Assign/Edit Room page by clicking on the link at the bottom of the page. This will take you to the Rooms Main Page, where you can then add the room to the database.

Changing a room:

1. To change the room, go back to the Group Service page, and then click on the yellow Edit button next to the Room label.
2. Click on the new room you want to assign.

Removing a room:

1. To remove a room, click on the Edit button
2. Click on the Remove button next to the room's name.

Assigning a Service Description to a Service

You can write a narrative description of the service. In some of the reports, this description appears so that readers get a general understanding of the service activities provided.

1. Under the "Service Description" section of the Group Service Page, click on Edit.
2. Create the service description, then click on Save.
3. Click on Return to get back to the Group Service page.

Enrolling Participants in a Service

To enroll participants into a specific service:

1. Go to the Group Service page.
2. Click Enrollment at the top of the screen. You will see a list of participants that have been enrolled in the class. If no participants have been added, the screen will be empty.
3. Click Enroll Participant. You will see a page that allows you to enter into the participant's name.
4. Type in the first and last name of the participant you'd like to enroll and click Find Person. You will see a list of the people in the database that match what you have typed. You can also find the participant by using the Find by Last Initial option.
   
   NOTE: You will not be able to add a participant unless the person has already been entered into the database.
5. Click on the name of the person you would like to add. You may only add one person at a time. You will then see a list of all the participants enrolled in the class.
6. To add another participant, repeat steps 3-5 above. Click Return to return to the Group Service page.

To remove participants from a specific service:

1. Go to the Group Service page.
2. Click Enrollment at the top of the screen. You will see a list of all the participants enrolled in the class.
3. Click the Drop link next to the participant you would like to remove from the class.
4. If the participant already has attendance records (that is, s/he was marked present or absent for one or more days), then the participant may be dropped from the class, but will remain on the enrollment list with the status of "Dropped."
5. If the participant does not have attendance records, then s/he will be dropped completely from the class list.
6. Click Drop Participant to confirm the drop.

To re-enroll a dropped participant with "Dropped" status:

1. Go to the Group Services page.
2. Click Enrollment at the top of the screen. You will see a list of all the participants enrolled in the class.
3. Click the Add link next to the inactive participant you would like to re-enroll from the class. The participant's status will immediately change to "Enrolled."
4. If you would like to re-enroll a dropped participant who has been completely dropped from the class list, follow the instructions for adding a new participant at the beginning of this section.
   
   

Tracking Attendance for a Service

Tracking Attendance for today's date:

1. Go to the Group Service Page.
2. Click on Attendance at the top of the page.
3. Once you are at the Attendance page, you can record attendance for today's date by clicking on the link. You will then see a page listing all participant names, and you can mark the attendance for each. Clicking on All Present marks all participants present, thereby circumventing having to manually mark each participant present.
4. Click on Save to record the attendance.

You can also view past attendance for participants from the Attendance page. There are three options for viewing aggregate dates:

• View All Dates: By clicking the View All Dates link, you will see a page that displays all the dates for the service. From here, you can choose dates to view attendance for. This can be useful as a way to browse and get a general idea of attendance for a service, perhaps after a service's term has ended. (A more precise and thorough survey can be made through creating a report, which is discussed the Average Daily Attendance section of this user's guide).
• View All Thru Today: This allows you to view all attendance up until today's date. Dates for both entered and empty (incompleted) attendance sheets will be displayed.
• View Empty Thru Today: This is the easiest way to view Dates for which attendance sheets have not been completed. If you want to go back and fill in attendance for these dates:
  1. Click on the View Empty Thru Today link on the Attendance page.
  2. Click on a date.
  3. Enter the attendance information.
  4. Click on Save.
  5. Click on Return to go back to the page which lists all dates with empty attendance records.

Entering Grades, Scores and Achievements

Grades, Scores and Achievements provide ways of tracking and quantifying participant progress, and the software allows you to record these progress markers easily. Clicking on the Grades/Scores link on the Main Menu to bring up the Grades/Scores Main Page. To clarify, here are quick descriptions of each category and what the software does with each:

• Grades: These are the classic letter grades participants may receive for classes. The software allows you to record grades of A+ to F.
• Scores: Participants may take standardized tests such as the SAT, and thus score within certain percentiles. You can record what percentile a participant falls under.
• Achievements: Track the skill level a participant possesses. Namely, a participant may be achieving at, below or above grade level for a particular subject.

• To add a new grade, score, or achievement:

1. Go to the Participants & Staff Main Page.
2. Type in the Participants first and last name and click on Find Person.
3. Click on the name of the person you want to enter the grade for. This will bring you to the participant's registration and general information page.
4. Click on Grades/Scores at the top of the page. This will bring you to the Grades/Scores page.
5. Select Grades, Scores, or Achievement by clicking on its link.
6. From the pull-down menus, select the grade, score, or achievement.
7. Enter the date.
8. Select the subject for which this grade/achievement is for.
9. Finally, click on Add Record.

• To edit a grade, score or achievement:

1. Go to the participant's Grades/Scores page.
2. Click on the link for either grades, scores or achievements.
3. Enter the new grade.
4. Click on Add Record.
5. Delete the old record.

• To delete a grade, score, or achievement:

1. Go to the Participant's Grades/Scores page.
2. Choose the category you want to edit (grades, scores, achievements).
3. Click on Delete next to the record you want to delete.

Generating Reports

The database allows you to generate five different printable reports for specific services:

• Schedule, a general information sheet that includes the schedule of the service
• Enrollment, an enrollment sheet with details about each participant
• Attendance, an attendance sheet that allows you to mark participants present or absent
• Mail Labels, a form that prints mail labels for all individuals affiliated with the service on Avery labels
• Demographic, an information sheet breaking down age, gender, ethnicity, and other information about participants

To generate these reports:

1. Go to the Group Service page.
2. Click on Reports at the top of the page.
3. Click Select next to the type of report you would like to generate. You may only generate one report at a time.
4. The report will generate within Adobe Acrobat in a different browser window. This may take a few minutes on some computers, so please be patient. After the report generates, you may print it using the Adobe Acrobat Reader's print option rather than the browser's print option you would normally use. Adobe Acrobat Reader's print option may be found directly above the report screen on Adobe Acrobat Reader's toolbar.

NOTE: Some computers may not have the program used to view generated reports, Adobe Acrobat Reader. Before attempting to generate reports, please make sure your computer already has the program. Adobe Acrobat Reader is available for free download online at: [http://www.adobe.com/products/acrobat/main.html#].

Deleting a Service

When programs are no longer in service, you may wish to delete a service from the database. To do so,

1. Click on Group Services on the Main Menu.
2. Go to the group service's main page.
3. Click on the yellow Edit button by the Name/Categories section. This will bring you to the Service Details page.
4. Click on the yellow Delete button at the top of the page.
5. You will then see a page that asks you to confirm this deletion. Click on Confirm to delete the service, or cancel to return to the Service Details page.