Difference between revisions of "Homeless Service Log"
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| − | '''This program will provide the user a way to see a list of all students who are coded homeless and the services they receive. Homeless services can be | + | '''This program will provide the user a way to see a list of all students who are coded homeless and the services they receive. Homeless services can also be added for any homeless student using this program and also the [[Student Master - Programs | Programs]] tab in [[Student Master]].''' |
| − | *If you don't see a specific student in the list, it means they are not coded | + | *If you don't see a specific student in the list, it means they are not coded in the [[Student Master]] as '''homeless on the Programs''' tab with correct Begin/End Dates. Or the student is not enrolled with the '''HT (Homeless Infant) Entry code'''. Note that the HT enrollment code is a NR (Not Reported) and is not sent to the state. |
| − | *Once you see the student, click the count in the "Services" field to view all services a student has received. | + | *Once a student is homeless, they are considered that for the whole year. |
| − | + | *Once you see the student, click on the count in the "Services" field to view all services a student has received. If field is empty, still click the column field to add new services. There is a '''Add''' button at the bottom of the student record to add services. '''NOTE''' that students flagged as Homeless but don't have any services entered, will not be submitted to EDLink with any homeless services. | |
| − | *The homeless services will be sent via [[LA EDLink Reporting]] since HTS is shut down. | + | *The homeless services will be sent via [[LA EDLink Reporting]] since HTS (Homeless Tracking System from LEADS) is shut down. To send services, check off "Include Homeless Service" on the EDLink Student tab options in [[LA EDLink Reporting]] |
==Menu== | ==Menu== | ||
| − | + | '''Student > Reports > Homeless Service Log''' | |
==Setup Options== | ==Setup Options== | ||
| − | [[File: | + | [[File:homelessservlogsetup.png]] |
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list. | '''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list. | ||
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*If checked, it will consult the student`s exit date to remove the student from the list. | *If checked, it will consult the student`s exit date to remove the student from the list. | ||
| − | '''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field. | + | '''Service Begin Date''' - Date service began. This will automatically default to the beginning date of school. |
| + | |||
| + | '''Service End Date''' - Date service ended. This will automatically default to the end date of school. | ||
| + | |||
| + | '''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field. Note that Active Only has to be unchecked, to see data in the Leave Code and Leave Date fields. | ||
'''OK''' - Click to continue. | '''OK''' - Click to continue. | ||
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==Main== | ==Main== | ||
| − | [[File: | + | ===Service Log Screen=== |
| + | |||
| + | [[File:homelessservlogmain3.png]] | ||
===Column Headers=== | ===Column Headers=== | ||
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'''Sch''' - Student's school of enrollment. | '''Sch''' - Student's school of enrollment. | ||
| − | ''' | + | '''GD''' - Student's grade of enrollment. |
'''Gender''' - Student's gender. | '''Gender''' - Student's gender. | ||
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'''Homeless Code''' - Student's homeless code. | '''Homeless Code''' - Student's homeless code. | ||
| − | ''' | + | '''Unaccompanied Youth''' - At least one of the student's listed homeless program code has the begin type of Unaccompanied Youth. |
| − | '''Services''' - Count of Homeless services the student currently has. Clicking on this number will display a list of the student's services. | + | '''Services''' - Count of Homeless services the student currently has. Clicking on this number count will display a list of the student's services. If the user has "Homeless Service Log" permission, then the user can add, edit or delete services from this list. |
| + | '''Entry Date''' - Student's entry date into the school. | ||
| + | |||
| + | '''Entry Code''' - Student's entry code into the school. | ||
| + | |||
| + | '''Leave Date''' - Student's leave date from the school. Note that Active Only has to be unchecked, to see data in the Leave Code and Leave Date fields. | ||
| + | |||
| + | '''Leave Code''' - Student's leave code from the school. Note that Active Only has to be unchecked, to see data in the Leave Code and Leave Date fields. | ||
[[File:homelessservices.png]] | [[File:homelessservices.png]] | ||
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[[File:LogDialog.png]] | [[File:LogDialog.png]] | ||
| − | '''Service''' - | + | '''Service''' - Add the Homeless service provided. This will only apply to program records with a homeless code of 48 - 51. |
'''Provider''' - Click here to select service provider's name. | '''Provider''' - Click here to select service provider's name. | ||
| − | '''Log Start Date''' - Click here to select log start date. | + | '''Log Start Date''' - Click here to select log start date. The Log Start Date cannot be in the future but can be current date or anytime in the past. It will also display the time. The Log Start and Log End Dates should reflect when the service was provided. |
| − | '''Log End Date''' - Click here to select log end date. | + | '''Log End Date''' - Click here to select log end date. The Log End Date cannot be before the start date but can be the same date as the start date or anytime in the future. It will also display the time. The Log Start and Log End Dates should reflect when the service was provided. |
'''Note''' - Click here to input notes on the service provided. | '''Note''' - Click here to input notes on the service provided. | ||
| + | To find definitions of commonly used column headers, follow this link: [[Common Column Headers]]. | ||
| + | |||
| + | ==Main== | ||
| + | |||
| + | ===By Month Screen=== | ||
| − | + | [[File:homelessservlogbymonthmain.png]] | |
| + | |||
| + | '''Month''' - All months. | ||
| + | |||
| + | '''# Students''' - Number of students by month. | ||
==Bottom== | ==Bottom== | ||
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'''Help''' - Click to view written instructions and/or videos. | '''Help''' - Click to view written instructions and/or videos. | ||
| + | |||
| + | |||
| + | '''Q & A''' | ||
| + | |||
| + | '''Q - How are the Homeless services records being built for EdLink? Do we need to enter start and end dates each time a service is provided? Or can we enter a date range and you will send the service for each month within that date range, as of the current month? What will it do if the begin and end date is the same? How do you handle a future end date and do you consider the current date and not send for future months? ''' | ||
| + | |||
| + | '''A''' - The program looks at the individual homeless service record begin and end dates and loops through each month between the start and end dates. It marks each month with a "Y" in between the two dates for the given service code. If you do not have begin and end dates the program kicks the record out as an error and will think the service is for one day. The EDLink layout has a record per service and then the Months the service was offered in. So if there was one service 01 for one day in April only (no other service records) then one EDLink record for service 01 with a "Y" in April's field would be generated. Right now we just build the service record by advancing through the months from the start date. So we send all months that apply to the service record. I have not encountered (or been reported) an EDLink audit about future service months. | ||
| + | |||
| + | |||
| + | '''Q - Can you please confirm whether all homeless services need to have a Log Start and Log End Date in order to be included in the EdLink file build?''' | ||
| + | |||
| + | '''A''' - The service needs a start and end date to correctly report. | ||
| + | |||
| + | |||
| + | |||
| + | |||
| + | '''NOTE''' - For any student that is underage homeless, we are not sending an enrollment record for. We send those students only in the homeless_services file with a type of "02". | ||
| + | |||
| + | Any student that has a enrollment record is sent as type "01" in the homeless_services. If the student was originally homeless underage and then became an enrolled student, we send type "01" only in the homeless_services. | ||
| + | |||
| + | |||
Latest revision as of 13:37, 14 July 2023
This program will provide the user a way to see a list of all students who are coded homeless and the services they receive. Homeless services can also be added for any homeless student using this program and also the Programs tab in Student Master.
- If you don't see a specific student in the list, it means they are not coded in the Student Master as homeless on the Programs tab with correct Begin/End Dates. Or the student is not enrolled with the HT (Homeless Infant) Entry code. Note that the HT enrollment code is a NR (Not Reported) and is not sent to the state.
- Once a student is homeless, they are considered that for the whole year.
- Once you see the student, click on the count in the "Services" field to view all services a student has received. If field is empty, still click the column field to add new services. There is a Add button at the bottom of the student record to add services. NOTE that students flagged as Homeless but don't have any services entered, will not be submitted to EDLink with any homeless services.
- The homeless services will be sent via LA EDLink Reporting since HTS (Homeless Tracking System from LEADS) is shut down. To send services, check off "Include Homeless Service" on the EDLink Student tab options in LA EDLink Reporting
Menu
Student > Reports > Homeless Service Log
Setup Options
Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
District - Default value is based on the user's security settings. It will be limited to the user's district only.
School - Default value is based on the user’s security settings. If the user is assigned to a school, the school default value will be their school site code.
Homeless Code - Click inside the box for a list to choose from.
Unaccompanied Youth - This option limits the students listed in the main table to only those that have at least one homeless program code with a Begin Type of Unaccompanied Youth.
Active Only - This will work in conjunction with the 'As of Date' option below.
- If 'Active Only' is not checked then it shows every student at any point in the year that was homeless regardless of exit information.
- If checked, it will consult the student`s exit date to remove the student from the list.
Service Begin Date - Date service began. This will automatically default to the beginning date of school.
Service End Date - Date service ended. This will automatically default to the end date of school.
As of Date - This choice will list only those students who are actively enrolled as of the date selected in the date field. Note that Active Only has to be unchecked, to see data in the Leave Code and Leave Date fields.
OK - Click to continue.
Filters
Grade - Leave blank or select all to include all grades. Otherwise, choose the desired grade.
Gender - Leave blank or select all to include all genders. Otherwise, choose the desired gender.
Pri Ethnic - Leave blank or select all to include all ethnicities. Otherwise, choose the desired ethnicity.
Special Codes - Leave blank if all special codes are to be included in the report. Otherwise, choose the desired special code.
Custom Codes - Select Custom Codes created in the Custom Codes Management to filter the student list.
Program - Leave blank if all program codes are to be included in the report. Otherwise, choose the desired program code.
Clubs - Leave blank if all clubs are to be included in the report. Otherwise, choose the desired club code.
Sports - Leave blank if all sports are to be included in the report. Otherwise, choose the desired sport code.
Sped:
All - Select this to show all students.
Sped Only - Select this to show Sped only students.
Non Sped - Select this to show Non Sped students.
504:
All - Select this to show all students.
504 Only - Select this to show 504 only students.
Non 504 - Select this to show Non 504 students.
LEP:
All - Select this to show all students.
LEP Only - Select this to show LEP only students.
Non LEP - Select this to show Non LEP students.
Military:
All - Select this to show all students.
Military Only - Select this to show Military only students.
Non Military - Select this to show Non Military students.
OK - Click to continue.
To find definitions for standard setup values, follow this link: Standard Setup Options.
Main
Service Log Screen
Column Headers
Student Name - Student's full name.
SIDNO - Student's school identification number.
SASID - State assigned identification number.
Sch - Student's school of enrollment.
GD - Student's grade of enrollment.
Gender - Student's gender.
Ethnic - Student's ethnicity.
Homeless Code - Student's homeless code.
Unaccompanied Youth - At least one of the student's listed homeless program code has the begin type of Unaccompanied Youth.
Services - Count of Homeless services the student currently has. Clicking on this number count will display a list of the student's services. If the user has "Homeless Service Log" permission, then the user can add, edit or delete services from this list.
Entry Date - Student's entry date into the school.
Entry Code - Student's entry code into the school.
Leave Date - Student's leave date from the school. Note that Active Only has to be unchecked, to see data in the Leave Code and Leave Date fields.
Leave Code - Student's leave code from the school. Note that Active Only has to be unchecked, to see data in the Leave Code and Leave Date fields.
Column Headers
Delete - Click to remove the service. The user will be prompted with a message and an option to click Yes or No to permanently delete the service log record for the student. If Yes is selected the user will be prompted to enter a reason that the service is being deleted and will record the data in the delete log.
Service - Service provided.
Log Start Date - Service start date.
Log End Date - Service end date.
Provider - Service provider's name.
Notes - Notes on the service provided.
Create Who - User who created the record.
Create Date - Date the record was created.
Change Who - User who changed the record.
Change Date - Date the record was changed.
Print - Prints the list of homeless services provided for the student.
Add - Adds new service log for the student.
Service - Add the Homeless service provided. This will only apply to program records with a homeless code of 48 - 51.
Provider - Click here to select service provider's name.
Log Start Date - Click here to select log start date. The Log Start Date cannot be in the future but can be current date or anytime in the past. It will also display the time. The Log Start and Log End Dates should reflect when the service was provided.
Log End Date - Click here to select log end date. The Log End Date cannot be before the start date but can be the same date as the start date or anytime in the future. It will also display the time. The Log Start and Log End Dates should reflect when the service was provided.
Note - Click here to input notes on the service provided.
To find definitions of commonly used column headers, follow this link: Common Column Headers.
Main
By Month Screen
Month - All months.
# Students - Number of students by month.
Bottom
Setup - Click to go back to the Setup box.
Print - This will allow the user to print the report.
Help - Click to view written instructions and/or videos.
Q & A
Q - How are the Homeless services records being built for EdLink? Do we need to enter start and end dates each time a service is provided? Or can we enter a date range and you will send the service for each month within that date range, as of the current month? What will it do if the begin and end date is the same? How do you handle a future end date and do you consider the current date and not send for future months?
A - The program looks at the individual homeless service record begin and end dates and loops through each month between the start and end dates. It marks each month with a "Y" in between the two dates for the given service code. If you do not have begin and end dates the program kicks the record out as an error and will think the service is for one day. The EDLink layout has a record per service and then the Months the service was offered in. So if there was one service 01 for one day in April only (no other service records) then one EDLink record for service 01 with a "Y" in April's field would be generated. Right now we just build the service record by advancing through the months from the start date. So we send all months that apply to the service record. I have not encountered (or been reported) an EDLink audit about future service months.
Q - Can you please confirm whether all homeless services need to have a Log Start and Log End Date in order to be included in the EdLink file build?
A - The service needs a start and end date to correctly report.
NOTE - For any student that is underage homeless, we are not sending an enrollment record for. We send those students only in the homeless_services file with a type of "02".
Any student that has a enrollment record is sent as type "01" in the homeless_services. If the student was originally homeless underage and then became an enrolled student, we send type "01" only in the homeless_services.
