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Data Management

Find Data Management resources information here. It is our goal that you are able to use technology to its maximum potential to improve the quality of services for children and families.

data management POLICIES & PROCEDURES

FAMILY CHILD CARE HOMES (FCCH) REQUEST FORM
This document is a request for that allows FCCH to be added as a partner or provider to an agency or network.  This document should be submitted with a slot reallocation request to the program administration unit. 

STAFF TURNOVER TRACKER FORM 
This document allows agencies to track in detail staff turnover. This document should be submitted every quarter to your monitoring team supervisor.  

COPA PIR SUPPLEMENTARY DATA ENTRY FORM
This document is used to resolve data conflicts in final delegate agency PIR reporting. This document should be submitted annually by June 1st to your monitoring team supervisor.

COPA HR MODULE GUIDE
Agencies must enter all staff into COPA. This document serves as a quick reference support for using the COPA HR Module. It is not an all-inclusive list of data entry procedures, and the examples provided do not include all program requirements, funding collaborations, job positions, or credential requirements. 

TIPS AND CLARIFICATION ON ADDING STAFF IN THE COPA HR MODULE 
This document provides clarification and steps on how new hires must be entered into COPA HR immediately upon employment including temporary contracted staff. 

CRIMINAL BACKGROUND CHECK DOCUMENTATION COPA ENTRY GUIDE  
This guide serves as a reference support for effectively entering CRC data and documenting that staff have completed their CRCs.  Please note all Head Start, Early Head Start, Early Head Start Child Care Partnership staff must have completed CRCs before beginning to work under their respective Head Start grants. 

COPA ADMIN TIPS USER MANUAL
The manual provides quick tips to help you manage users by adding new users, un-blocking users with inactivity, deactivating users that are no longer employed with your delegate agency and much more. Delegate Agencies COPA Admin Users should conduct a routine maintenance to ensure the COPA users assigned are still valid.

RESOURCES

COPA PRE AND POST ROLLOVER PROCESS, RE-ENROLLMENT AND ATTENDANCE WEBINAR
Powerpoint - COPA Rollover Webinar
YouTube Link: https://www.youtube.com/watch?v=_v9-tVSsBCo&feature=youtu.be