01.07.09 - Management of Program Data (COPA Online) Entry Procedure

COPA Online-Date Entry Procedure Policy Number and Last Update (01.07.09/03-2024)

Program information and Documents support of children and families are entered and uploaded into the COPA Online Web site at: https://ilmshs.mycopa.com/

  1. Delegate sends the Grantee office a list of that staff that will be entering data, including their position, and type of data they will be required to enter. Grantee will give ID's and temporary password to new staff, or it will assign one person, per delegate, who is authorized to give access for data entry.
  2. Use the COPA tutorials as a reference and obtain technical assistance, as needed, from the Office Coordinator.

This procedure includes both data entry and document uploading into the COPA system.

1. DATA ENTRY

Delegates are required to enter the following information into the COPA system:

(Note: "Primary Person Responsible" means the person is responsible to monitor that the data gets entered in the system, not necessarily the person responsible to enter the data in the system. Delegates can have Data Entry Person for some, or all the data entry duties. However, even if the duties are assigned to one person, the time frames MUST be met for ALL components)

IMPORTANT NOTE:

  • All fields highlighted in red must be entered in order to show in PIR reports.
  • If the checklist is not completed and checked off, on the child's application, the Head Start Eligibility Verification will not be completed and will not show what documents were considered in the decision and on the child data sheet you will get "documents not verified"
  •  Attendance to remote classrooms must be marked as "RA" (Remote Attendance)
  •  Nonadherence to timelines will result in monitoring findings.
COMPONENT/AREA INFORMATION DATA ENTRY REQUIRED PRIMARY PERSON TIME FRAME
HUMAN RESOURCES General Staff Information.

Personal Info. (Language, background check and Emergency Contacts.)

Employment Information (hiring date, position, salary and funding source)

Credentials

 Program Support

Within 24 hours of hiring date
HUMAN RESOURCES General Staff Information. Medical Record (physical and immunizations) Program Support Within one week of starting date
COPA entry made in: New file: HR/add new staff/staff personal info/employment info/ credential OR Update file: HR/(choose section to update)
ERSEA

Primary & Secondary Care Giver information

(FORM: Eligibility Application)

 General, demographic, family, employment and income information. Family Services Worker or Assigned Staff Within 24 hours of filling paper documents with family
COPA Entry made in: Enrollment/eligibility application
ERSEA

Child information

(FORM: Child Application)

 General information, demographic information, eligibility information, health, and medical coverage (e.g. allergies, medication, etc. must be filled in Health History section). Family Services Worker or Assigned Staff Within 24 hours of filling paper documents with family
COPA Entry made in: Child/data sheet Child/health history
ERSEA

Information of authorized people to pick up the child and to contact in an emergency

(FORM: Emergency contact)

 Name, spoken language, relationship, contact information, emergency contact authorization and release authorization. Family Services Worker or Assigned Staff Within 24 hours of filling paper documents with family
COPA Entry made in: Child/Emergency
ERSEA Verification of Documentation and authorizations of children and families(FORM: Checklist) Check all documents and forms received from families. Family Services Worker or Assigned Staff Within 24 hours of filling paper documents with family
COPA Entry made in: Child/checklist/required documents
ERSEA

Selection criteria verification and child's eligibility approval by the Director

(FORM: Head Start Eligibility Verification)

COPA automatically fills the Head Start Eligibility Verification form.

Blanks spaces should be reviewed and filled out.

 Family Services Worker or Assigned Staff Within 24 hours of filling paper documents with family
COPA Entry made in: Child/child reports/Head Start eligibility verification
ERSEA

Children information of health, medical coverage, immunizations, and nutrition

(FORM: Health History & Nutrition Questionnaire)

 Diseases, developmental history, immunization history, dental information, nutrition information medical coverage. Health Coordinator Within 15 days of child determined eligible
COPA Entry made in: Child/health history Assigned Staff Within 15 days of child determined eligible
ERSEA Eligible Accepted children

Accepted Children in waiting list must be moved to the "Eligible Accepted" List.

Non-Eligible children must be moved to ineligible list.

 Program Support Within 24 hours after child has been accepted
COPA Entry made in: Enrollment/Eligibility Waiting List/Accept Eligible Children OR Enrollment/Eligibility Waiting List/Ineligible
ERSEA Allocation of children in classrooms

Place eligible children in the adequate classroom.

Eligible accepted children must be Pre-enroll in the classroom first.

Choose children by class, select agency, site, and class.

 Program Support Within 24 hours of child being placed in the "Eligible Accepted" list

COPA Entry: made in: Enrollment/pre-enroll list/enrollment date

On the first day of class, the child's status must be changed to 'Enroll.'
ERSEA

Attendance and meals served.

(Note: At the beginning of the season the centers must report the holidays and non-operating days that will be set in COPA for them not to count as attendance days.)

 Daily Attendance record and if necessary absentee reasons. Program Support

Daily

(Note: Person entering attendance will have to call Grantee's Program Support to be given access to enter any missed attendance days-NOTE # of requests will be documented and used to determine monitoring findings)
COPA Entry made in: Agency/Site/Classroom/Daily Attendance
HEALTH & DISABILITY SERVICES Child Immunization record Dates of all immunizations Health Coordinator

Initial information - within one week of enrollment.

Immunization records are reviewed and updated, as applicable
COPA Entry made in: Child/immunization & TB
HEALTH & DISABILITY SERVICES Child Screenings Hearing, dental, vision exams. Health Coordinator

Initial information - within one week of enrollment.

Health records are reviewed and updated, as applicable.
COPA Entry made in: Child/Medical record
HEALTH & DISABILITY SERVICES Disability Service & Progress Notes Child service plan (IEP, IFSP) Additional information, as applicable, must be filled out in Case Notes section Disability Coordinator

Initial information - within one week of enrollment.

Thereafter, bi-weekly and/or as applicable
COPA Entry made in: Child/Disability
HEALTH & DISABILITY SERVICES Child Nutrition Assessment Weight, height, and nutrition Health Coordinator Initial information - within two weeks of enrollment.
HEALTH & DISABILITY SERVICES Child growth and nutrition Recommendation from Nutritionist in Case Notes section Health Coordinator Within 24 hours of nutritionist visit.
COPA Entry made in: Child/growth & nutrition
FAMILY SERVICES Family Referral & Services

Referral Information, Reason, and Referred to sections.

Any referral (internal/external), services provided, training, etc. Must be entered in COPA

Note: Referral Service Area must be checked to reflect in PIR Reporting. Also, status must be marked as completed or Received Service to count in PIR

 Family Services Worker or Assigned Staff Within 1 week of making the referral, service, training.
FAMILY SERVICES Family Visits & Notes Any type of contact with the family such as home visit, phone call, text, email, must be entered in Family Visits tab in COPA under family data sheet Family Services Worker or Assigned Staff Within 1 week of Home Visit or Contact with parent
FAMILY SERVICES Family Goals Goal must be entered in COPA under the family data sheet in Family Goal tab Family Services Worker or Assigned Staff Within 1 week of planning with parent
FAMILY SERVICES Family Assessment Must be uploaded in eDocs in COPA under the family data sheet. FSW or Assigned Staff Within 1 week of completing the Family Assessment

2. UPLOAD OF DOCUMENTS

Documents of families and children must be uploaded within 15 days after the child's services begin.

Required Documents and Forms must be uploaded in E-docs in either the "Children" or "Family's" section, depending on the document.

IMPORTANT NOTE:

Uploading of required documents and forms will affect monitoring findings

TYPE OF DOCUMENT FORM DOCUMENTS TO UPLOAD AND FREQUENCY PRIMARY PERSON RESPONSIBLE WHERE TO UPLOAD DOCUMENTS
Document Type Document Category
FAMILY 1-Eligibility Application Form

Income Verification-Infant/toddlers until they turn 3 years old; Preschoolers Every 2 years:

Once a child is determined eligible and enrolled, their eligibility remains valid through the end of the program year. If the child turns three during the season, no mid-year redetermination is required. The family will need to complete a new eligibility determination only when the child transitions to preschool in the following program season.

  • Form 1040 - copy of all forms and attachments as submitted to IRS, OR
  • W-2's for each job worked, OR
  • Pay stubs totaling yearly income or last pay stub with gross yearly income listed, OR
  • Employer letter stating yearly earnings, OR
  • 1A-Income Chart  AND
  • 1B-Description of Reasonable Effort OR
  • 1C-Employment and Income Verification

Current Agricultural Work Verification-Infant/toddlers Every 3 years; Preschoolers Every 2 years:

-MUST upload at least one type:

*Current Pay stub / to verify place of employment OR

employer letter - verifying employment

 Family Services Worker or Data-Entry Person 1.MSHS Family Income Eligibility
CHILD 2-Child Application Copy of Certificate or Proof of date of birth-Once. Family Services Worker or Data-Entry Person 0.MSHS Birth Certificate Eligibility
CHILD 2-Child Application Copy of child health exam- Yearly Health Services Worker or Data Entry Person 0.MSHS Health Exam Eligibility
CHILD 2-Child Application Copy Immunization record- Yearly Health Services Worker or Data Entry Person 0.MSHS Child Immunization Eligibility
CHILD Head Start Eligibility Verification Form signed by the Director-Infant/toddlers Every 3 years; Preschoolers Every 2 years: Family Services Worker or Data-Entry Person 0.MSHS Eligibility Verification Eligibility
CHILD Child dental exam Child dental exam-Yearly Health Services Worker or Data Entry Person 0.MSHS Dental History Enrollment
CHILD Child Development Screening Copy of most recent IEP or IFSP, if applicable-Yearly Disability Services Worker or Data Entry Person O.MSHS Disability

Further information by topic can be found in COPA https://ilmshs.mycopa.com/ in tutorials section.