CHAPTER 5 ATTENDANCE & MEALS TABLE OF CONTENTS · CHAPTER 5 – ATTENDANCE & MEALS ChildWare Manual 6/15/2012 Chapter 5 – Attendance & Meal Tracking Page 10 Section E: Re-open the

CHAPTER 5 – ATTENDANCE & MEALS TABLE OF CONTENTS

Section A: Attendance and Meals Overview 1

Section B: Overview of the Weekly Meals/Attendance Screen

3

Section C: Marking a Child as Absent or Sick

5

Section D: Mark the Center as Closed

6

Section E: Re-open the Center

9

Section F: Completing and Attendance Week

11

CHAPTER 5 – ATTENDANCE & MEALS

ChildWare Manual 6/15/2012 Chapter 5 – Attendance & Meal Tracking Page 1

Section A: Attendance & Meals Overview The Attendance and Meals section of ChildWare allows you to track each child’s attendance and meal counts at your center. Attendance/meal rosters are preloaded with expected attendance and meal schedules as indicated on each child’s service profile. By defaulting to the expected attendance and meals, the system saves you time on data entry because you need only update absences and meals missed. There are multiple reports for meal and attendance tracking such as the Meals Summary which totals the meals served according to meal type and meal subsidy status of each child for the Child and Adult Food Care Program (CACFP). For a full set of reports, see Chapter 7: Reports.

Click “Attendance/Meals”.



Section A: Attendance & Meals Overview Attendance and meals are tracked on a weekly basis in ChildWare. The main screen in the Attendance/Meals section is organized into three areas.

1. In the first section, you can choose the week for which you want to begin recording attendance

and meals.

To view or modify attendance weeks, click “Select” next to the week you want to view.

2. This section lists attendance weeks that you have already started working on, but have not yet marked

them as complete.

3. This section lists attendance weeks that you have marked as complete. Attendance weeks marked

as complete are no longer editable.



Section B: Overview of the Weekly Attendance/Meals Screen Once you have selected or created the week, you can begin updating the roster. If your center has an enrollment greater than 100 children, the roster will open up to the first classroom on the list rather than the entire center. This speeds up the loading time of the page.

In addition to filtering the attendance/meals list by classroom, you can also view children by:

Funding Source (e.g. CCIS, WFNJ, private pay)

Care Level (e.g. older toddler, preschool)

Meal Subsidy Status (e.g. free, reduced, paid)

Individual Child

Attendance codes are listed at the top of the

screen.

Additional codes Att: Attendance L: Lunch B: Breakfast PM: PM Snack AM: AM Snack S: Supper

If you make a mistake and want to reset the child’s attendance and meal counts based on his/her expected schedule, click “Reset.”

Each time you open this screen the roster will refresh, letting you know if new children have enrolled, or if

children are missing room assignments.



Section B: Overview of the Weekly Attendance/Meals Screen (cont’d)

OK: Save changes and exit. Cancel: Exit without saving changes. Refresh: Save changes and remain on screen.

Closing: Close the center or a classroom.

You can use the “complete” checkbox to track your progress while working

on an attendance week.

When you are finished editing a roster, you can mark it as complete by adding a completion date and selecting the staff member from the dropdown list that has completed or approved it.

You can click on a child’s name to view his/her profile. Be sure to click Refresh prior to leaving

this screen if you want to save your work.



Section C: Marking a Child as Absent or Sick

Click “Refresh” to save and continue working on the roster. For days marked as absent or

sick, meals will automatically be removed.

To mark a child as absent, click on the attendance for that day. Highlight the “P” and type “A.” You can also mark children as sick, or present if they were not originally scheduled for that day using the specified attendance codes.

To add or remove individual meals, click on the check box. You will only be able to add meals on days when the child

is marked as “P” present.

Remember, if you make a mistake and want to reset the child’s attendance and meal counts based on his/her

expected schedule, click “Reset.”



Section D: Mark the Center as Closed On days when your center is closed for a holiday or an emergency, you can use the closing feature to remove all meals and attendance for a specific day.

1. Click “Closing.”

2. Select whether it is a scheduled or emergency closing. You can also use this feature to re-open a day that you closed.



Section D: Mark the Center as Closed (cont’d)

3. Select the date of the closing.

4. Click “Ok” to continue. 3. If you are closing the entire center, leave the classroom filter as “All Classrooms.” If you want to close a single

classroom, select it from the list.



Section D: Mark the Center as Closed (cont’d)

5. Confirm the closing by clicking “Yes.”

6. All meals and attendance will be removed

for the day of the closing.



Section E: Re-open the Center If you closed the center or a classroom for a particular day and need to undo the closing, you can use the re-open feature. Re-opening a day will populate the roster with the children’s expected attendance and meals for that day.

1. Click “Closing.”

2. Select “Re-open Day” from the dropdown, and enter in the date you want to re-open. Be sure the center is closed on that day.

4. Click “Ok” to continue.



Section E: Re-open the Center

5. Confirm the re-opening by clicking “Yes.”

6. Re-opening a day will populate the screen with the children’s expected attendance and meals for that day.



Section F: Completing an Attendance Week When you finish updating the attendance and meal roster for the week, you can mark it as complete.

The week that you mark as completed will shift from the “Weeks In Process” section to the “Weeks Completed” section.

Select the staff member who is completing or approving the roster

and add the date of completion.

Click “Ok” to save.



Section D: Complete an Attendance Week Completed weeks cannot be edited.

If you need to edit data, you’ll need to switch the attendance week back to “Weeks In Process” by removing the staff name and date.

Documents

CHAPTER 5 ATTENDANCE & MEALS TABLE OF CONTENTS · CHAPTER 5 – ATTENDANCE & MEALS ChildWare Manual 6/15/2012 Chapter 5 – Attendance & Meal Tracking Page 10 Section E: Re-open the