Child and Youth Management System (CYMS) User Guides Staff ... · Important: When an employee leaves, the status under ‘Job Codes’ will also have to be changed! Please see section

Child and Youth Management System (CYMS) User Guides

Staff Records User Guide

July 2018

CYMS User Guides: Staff Records User Guide

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Table of Contents

Chapter 1: Introduction to Staff Records _____________________________ 3

Chapter 2: Staff Module ___________________________________________ 4

2.1 General Information for Creating a New Record ................................................. 6

2.1.1 Staff Maintenance Screen ....................................................................................................7

2.2 Adding a New Employee/Volunteer Record........................................................ 8

2.2.1 New Staff ID (Required) .......................................................................................................8

2.2.2 Employee Personal Information (Required) ......................................................................10

2.2.3 Permissions List (Required) ................................................................................................11

2.2.4 Employment Status for Core Information (Required) .......................................................12

2.2.5 Employee Date of Birth Field (Required) ...........................................................................13

2.2.6 Ethnicity (Optional) ............................................................................................................13

2.3 Emergency Contact Information (Required)...................................................... 15

2.3.1 Spouse Military Details (Required if Applicable) ...............................................................16

2.4 Job Codes (Required) ....................................................................................... 17

2.4.1 Job Code/Job Title (Required) ............................................................................................19

2.4.2 Employee/Volunteer Classification (Required)..................................................................20

2.4.3 Employment Status for Job Codes (Required) ...................................................................23

2.4.4 Appointment Type (Required) ...........................................................................................24

2.4.5 Hire Date (Required) ..........................................................................................................25

2.4.6 Last Eval/Appraisal (Required) ...........................................................................................25

2.4.7 Location (Required)............................................................................................................25

2.4.8 Pay Plan/Grade, Pay Assignment, Job Series (Required) ...................................................26

2.4.9 Update Job Codes (Required when applicable) .................................................................28

Chapter 3: Staff Record Maintenance ______________________________ 30

3.1 Load Std Codes (Optional for New Staff Records) ............................................. 31

3.2 Background Checks (Required if Applicable) ..................................................... 32


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3.2.1 Add a Background Check Code ..........................................................................................33

3.2.2 Update a Background Check for New and Existing Employees .........................................34

3.2.3 Update a Background Check Code that has been Initiated ...............................................35

3.2.4 Update a Background Check Code that has been Completed...........................................36

3.2.5 Completed Background Check Screen ...............................................................................38

3.3 Credential/Eval (Required) ............................................................................... 39

3.3.1 Update an Existing Credential Code ..................................................................................40

3.3.2 Update initial Standard Credential Codes..........................................................................41

3.3.3 Add a Credential Code .......................................................................................................42

3.4 Medical (Required)........................................................................................... 44

3.4.1 Update an Existing Medical Type Code .............................................................................45

3.4.2 Update initial Standard Medical Codes .............................................................................46

3.4.3 Add a Medical Code ...........................................................................................................47

3.5 Training (Required) .......................................................................................... 48

3.6 Comments (Optional) ....................................................................................... 49

3.6.1 Add a Comment .................................................................................................................50

3.7 Room Visits (Optional) ..................................................................................... 51

3.7.1 Add a Room Visit ................................................................................................................51

3.8 Print and Preview (Optional) ............................................................................ 53


Chapter 1: Introduction to Staff Records 3

Introduction to Staff Records The Child and Youth Management System (CYMS) is the Navy’s official system of record, unless

otherwise noted within this document. Consequently, all Navy Child and Youth Programs (CYP)

must use CYMS as their primary record keeping management system for all staff records and must

ensure that these files are up-to-date and accurate.

Personnel files and records that must be maintained for each CYP Professional, Volunteer, and

Contractor are explained in more detail in each program-specific Enrollment and Record Keeping

Standards. This CYMS Staff Records User Guide provides steps and instructions on how information

is to be added and maintained in the CYMS Staff Module.

Note: Report templates created for the Inspection Team within the Staff Module for Staff Listing II

reports, and Staff Completed-Due reports, are also available to CYP Professionals. On the main

screen of either report, click on ‘Default Settings’, click on the ‘Templates’ button, highlight one of

the report templates, click on ‘Apply Template Settings’, then run report as usual.

Important Reminder

In order to have accurate reporting data, it is critical to keep information in CYMS current.


Chapter 2: Staff Module 4

Staff Module A CYMS Staff Record must be created for each CYP Professional, Volunteer, and Contractor.

Because the CYMS Staff Record only contains part of the required personnel documentation,

management and training personnel should refer to the program-specific Enrollment and Record

Keeping Standards for details.

An example of a CYMS Main Menu screen is shown in Screenshot 2.0A. Depending on a user’s

permissions, the screen may have slightly different buttons.

Click the ‘My Staff’ button on the Main Menu Screen (circled in Screenshot 2.0A).

Screenshot 2.0A: Example Main Menu Screen



Click the ‘Staff Maintenance’ button on the My Staff Screen (circled in Screenshot 2.0B).

Screenshot 2.0B: My Staff Screen



2.1 General Information for Creating a New Record

To have accurate reporting data, user must ensure all information in CYMS is accurate and kept

current.

All codes within the Staff Module have been standardized across the Navy by CNIC and must

not be changed in any way unless approved by HQ.

When entering information into the CYMS database, use proper capitalization (lower and

upper case).

Picklists are pop-ups that can be accessed by right-clicking or pressing the ‘F9’ key from

within any field with a dual arrow next to it: .

To select an item on a picklist, double-click on it, or highlight the item and click the ‘Select’

button.

Use the ‘Tab’ key to advance to the next field. To return to the previous field, press both the

‘Shift’ + ‘Tab’ keys.

Press the ‘F1’ key from any screen in CYMS to obtain field-level help for each task.

Press the ‘F5’ key to refresh a listing on the screen, which will start the list at the top.

Press the ‘F8’ key to clear the contents of a date field.

Throughout this document, information that is required, optional, or not used by the Navy is indicated as follows:

Required information is circled in red.

Optional information is circled in black with a dotted line.

Any information not circled is not used.

The Child and Youth Management System (CYMS) was developed to serve several branches of the military, not just the Navy. This is why information that is not required by the Navy when creating/updating a record appears on the Staff Maintenance screen.



2.1.1 Staff Maintenance Screen

The Staff Maintenance Screen, shown in Screenshot 2.1.1A is used for both, to create a staff record,

and to maintain/update existing records.

Note: If a CYP Professional has worked at another Navy CYP facility, or comes to the program

through the Navy Employee Transfer Program (ETP), do not create a new record, rather request the

record to be transferred.

Screenshot 2.1.1A: Staff Maintenance Screen



2.2 Adding a New Employee/Volunteer Record

2.2.1 New Staff ID (Required)

Click the ‘Add’ button on the Staff Maintenance screen (circled in Screenshot 2.1.1A).

The ‘New Staff ID Add’ pop-up box will appear (shown in Screenshot 2.2.1A).

Screenshot 2.2.1A: New Staff ID

In the ‘New Staff ID’ field, type the first five letters of the employee’s last name and a hyphen (-),

followed by the first two letters of the employee’s first name, with no spaces.

Example: “Mary Smith” is SMITH-MA (shown in Screenshot 2.2.1A).

If there are two employees with similar names (e.g., Mary Smith and Martha Smith), enter as

follows:

Mary Smith: SMITH-MA

Martha Smith: SMITH-M1

If the employee’s last name is shorter than five letters, enter the entire last name followed by a

hyphen (-), followed by the first two letters of the employee’s first name, with no spaces.

John Lee: LEE-JO

Click the ‘OK’ button.

The ‘New Staff Record’ screen will appear (shown in Screenshot 2.2.1B)

Note: Some Regions choose to add a numerical indicator with a New Staff ID, which is acceptable,

but may create problems with duplicate staff records.



Screenshot 2.2.1B: New Staff Record Core Information Screen

Note: When entering information into the required fields, use proper capitalization (Upper and

lower case).



2.2.2 Employee Personal Information (Required)

Screenshot 2.2.2A: Employee’s Personal Information

Personal information is entered in the ‘Name and Address’ section of the New Staff Record screen:

Enter information in the following fields:

Name (First Name, Last Name)

Address

Email Address

Phone number for the employee.

Only one phone number is required; however, both may be entered.

Enter ‘HM Phone’ and/or ‘Cell’

The ‘Cell Provider’ field is not used.



2.2.3 Permissions List (Required)

Screenshot 2.2.3A: Permissions List

The ‘Permissions List’ is a required field which controls who is responsible for overseeing and

updating the record.

Right-click the ‘Permissions List’ field and select the appropriate Permissions code from the

picklist pop-up window.

Important Reminder

The ‘Permissions List’ code must be selected. If the field is left blank, it will default to ‘EVRY1’, meaning EVERYONE working with CYMS staff records within that database will be able to access the record until the appropriate code is selected. This may result in deletion of the record by someone who does not recognize the employee’s name.



2.2.4 Employment Status for Core Information (Required)

Screenshot 2.2.4A: Employee Status Drop Down Menu

Leave the Status as ‘Active’ to indicate that the employee is currently employed by CYP.

- The ‘Inactive’ code refers to an individual who is no longer employed by the organization.

When an employee leaves, change their status from ‘Active’ to ‘Inactive’, and add the

last day of employment into the ‘Inactv Date’ field.

To retrieve or view an ‘Inactive’ staff record, click the ‘Include Inactive Staff in

Browser?’ checkbox, which is located at the bottom left area below the browser of the

Staff Maintenance screen (circled in Screenshot 2.2.4B).

Important: When an employee leaves, the status under ‘Job Codes’ will also have to be changed!

Please see section 2.4.3 Employment Status in the Job Codes chapter for more details.

Screenshot 2.2.4B: Staff Maintenance Screen ‘Include Inactive Staff in Browser?’ Checkbox

Important Reminder

A CYMS staff record should never be deleted when a CYP Professional leaves.



2.2.5 Employee Date of Birth Field (Required)

Screenshot 2.2.5A: Employee Date Fields

The calendar picklist pop up window opens by right-clicking any field requiring a date.

‘Service Computation Date’ (Optional)

‘Staff Person Date of Birth’ (Required)

2.2.6 Ethnicity (Optional)

Screenshot 2.2.6A: Ethnicity

The ‘Ethnicity’ field (circled in Screenshot 2.2.6A) is an optional field and not required to be tracked.

However, this information can be collected at the discretion of the Region/Installation. Boys & Girls

Clubs of America (BGCA) does ask for this information on the BGCA Annual Report.

If the employee declines to declare ethnicity, select the ‘Declined to State’ code, which equates to

‘Unknown’ on the BOYS & GIRLS CLUBS OF AMERICA ANNUAL REPORT – MILITARY

ORGANIZATIONS.

Important Recommendation

It is highly recommended that dates are entered by using the calendar picklist pop up rather than manually entering the date to avoid input errors.



Click the ‘Emergency Info’ button on the New Staff Record screen (circled in Screenshot

2.2.6B).

Ignore the History button (information on an employee’s history is not used).

Screenshot 2.2.6B: Completed New Staff Record Screen



2.3 Emergency Contact Information (Required)

Enter required information in the following fields (circled in Screenshot 2.3A):

‘Emerg F/L Name’ (First and Last Name)

‘Phone’

‘Ext’ (if applicable)

‘Relationship’

Screenshot 2.3A: Emergency Information Screen



2.3.1 Spouse Military Details (Required if Applicable)

Screenshot 2.3.1A: Spouse Military Details

If the employee’s spouse is in the military, the information in the ‘SPOUSE Military Details’ section

is required.

Add all applicable information in the fields.

Click ‘Done’ to save your changes and return to the Staff Maintenance screen.



2.4 Job Codes (Required)

A newly created staff record is not completed without adding the following information. Any staff

member, volunteer, or contractor not linked to a Job Code will not be included in any Staff reports,

therefore it is very important to finish this step.

Highlight the Staff Member and click the ‘Job Codes’ button on the Staff Maintenance screen

(circled in Screenshot 2.4A) which will open the Staff Job Codes Screen (refer to Screenshot

2.4B).

Screenshot 2.4A: Staff Maintenance screen ‘Job Codes’ button

Click the ‘Add’ button (circled in Screenshot 2.4B) which will open the Staff Job Codes Data

Screen (refer to Screenshot 2.4C).



Screenshot 2.4B: Staff Job Codes Screen



Screenshot 2.4C: Staff Job Codes Data Screen

Note: Leave the following fields blank (or at default): Full Time Equivalent, Pay Lane, Funding

Source, and Paid Job Title.

2.4.1 Job Code/Job Title (Required)

Screenshot 2.4.1A: Job Code and Description

Find and select the ‘Job Code’ in the browser that matches the employee’s PD (refer to

Screenshot 2.4.8A), or select the applicable code for Volunteer (refer to the list shown in Table

2.4.2B).



2.4.2 Employee/Volunteer Classification (Required)

Screenshot 2.4.2A: Classification Field

A comprehensive list of job titles and corresponding classifications for all PDs is shown in Table

2.4.2B. The “CYMS Code” in the far left column is also the “PD Number.” Volunteer codes can be

found at the bottom of the list (codes are in alphabetical order).

Click the ‘Classification’ drop-down menu.

Select the classification relating to the Job Title.

Table 2.4.2B: Navy Job Titles and matching Classifications

Navy Job Titles (CYP13 codes are NAF and NV52 codes are GS)

CYMS Code

(PD Number) Description Classification

CAMPADV Camp Adventure Staff Contractor

CYP13-01 CYP Assistant - Entry Direct Care/Non-Supervisory

CYP13-02 CYP Assistant - Intermediate Direct Care/Non-Supervisory

CYP13-03 CYP Assistant Direct Care/Non-Supervisory

CYP13-04 CDH Dir - Large CDH Supervisor

CYP13-05 Regional T&C Specialist Admin/Support

CYP13-06 CDH Dir w/CYP Oversight Lg CDH Supervisor

CYP13-07 CYP School Liaison Officer - Small Admin/Support

CYP13-08 CYP School Liaison Officer - Med/Lg Admin/Support

CYP13-09 Regional CYP School Liaison Officer Admin/Support

CYP13-10 CYP Training & Curriculum Specialist Admin/Support

CYP13-11 CYP Teen & Fitness Coordinator Direct Care/Non-Supervisory

CYP13-12 CYP Youth & Fitness Coordinator Direct Care/Non-Supervisory

CYP13-13 Regional CYP Manager Supervisor



Navy Job Titles

(CYP13 codes are NAF and NV52 codes are GS)

CYMS Code


CYP13-14 Regional Resource & Referral Dir Supervisor

CYP13-15 Regional Program Analyst Admin/Support

CYP13-16 Regional CYP Director Supervisor

CYP13-17 Regional CDH Director Supervisor

CYP13-18 Installation CYP Director Supervisor

CYP13-19 CDC Dir w/CYP Oversight Lg CDC Supervisor

CYP13-20 CDC Dir w/CYP Oversight Med CDC Supervisor

CYP13-21 CDC Dir w/CYP Oversight Small CDC Supervisor

CYP13-22 CDC Dir - Large CDC Supervisor

CYP13-23 CDC Dir - Sm/Med CDC Supervisor

CYP13-24 CDH Dir w/CYP Oversight Sm/Med Supervisor

CYP13-25 CDH Dir - Sm/Med CDH Supervisor

CYP13-26 Youth Dir w/CYP Oversight Lg SAC/Y Supervisor

CYP13-27 Youth Dir w/CYP Oversight Med SAC/Y Supervisor

CYP13-28 Youth Dir w/CYP Oversight Sm SAC/Y Supervisor

CYP13-29 Youth Dir - Large SAC/Y Supervisor

CYP13-30 Youth Dir - Sm/Med SAC/Y Supervisor

CYP13-31 CYP Supervisor (Annex) Supervisor

CYP13-32 CYP Assistant Director Supervisor

CYP13-33 CYP Teen Coordinator Admin/Support

CYP13-34 CDH Monitor Admin/Support

CYP13-35 CYP Leader Direct Care/Non-Supervisory

CYP13-36 CYP Assistant T&C Specialist Admin/Support

CYP13-37 CYP Operations Clerk Admin/Support

CYP13-38 CYP Food Mgmt Assistant Admin/Support

CYP13-39 CYP Custodian Admin/Support

CYP13-40 CYP Cook Admin/Support

CYP13-41 CYP Food Service Worker Admin/Support



Navy Job Titles


CYMS Code


CYP13-42 CYP Training Specialist Admin/Support

CYP13-43 Regional Program Analyst (ISM) Admin/Support

CYP13-44 USDA Clerk Admin/Support

CYP13-45 Rec Aide (Teen Employment) Other

NV52008 CYP Assistant Direct Care/Non-Supervisory

NV52009 CYP Assistant - Intermediate Direct Care/Non-Supervisory

NV52010 CYP Assistant - Entry Direct Care/Non-Supervisory

NV52011 CDH Dir - Large CDH Supervisor

NV52012 Regional T&C Specialist Admin/Support

NV52013 Regional CYP School Liaison Officer Admin/Support

NV52014 CYP School Liaison Officer - Med/Lg Admin/Support

NV52015 CYP School Liaison Officer - Small Admin/Support

NV52016 CYP Training & Curriculum Specialist Admin/Support

NV52017 CDH Dir w/CYP Oversight Lg CDH Supervisor

NV52018 CDH Dir w/CYP Oversight Sm/Med Supervisor

NV52019 CDH Dir - Sm/Med CDH Supervisor

NV52020 CYP Teen Coordinator Direct Care/Non-Supervisory

NV52023 CDC Dir w/CYP Oversight Med CDC Supervisor

NV52024 CDC Dir w/CYP Oversight Lg CDC Supervisor

NV52025 CDC Dir w/CYP Oversight Small CDC Supervisor

NV52026 CDC Dir - Large CDC Supervisor

NV52027 CDC Dir - Sm/Med CDC Supervisor

NV52028 Regional Program Analyst Admin/Support

NV52029 CYP Operations Clerk Admin/Support

NV52030 Regional CYP Manager Supervisor

NV52031 CYP Assistant Director Supervisor

NV52032 CDH Monitor Admin/Support

NV52033 CYP Leader Direct Care/Non-Supervisory



Navy Job Titles


CYMS Code


NV52034 Regional CDH Director Supervisor

NV52035 Regional CYP Director Supervisor

NV52036 Youth Dir w/CYP Oversight Sm SAC/Y Supervisor

NV52037 Youth Dir w/CYP Oversight Med SAC/Y Supervisor

NV52038 Youth Dir w/CYP Oversight Lg SAC/Y Supervisor

NV52039 Youth Dir - Large SAC/Y Supervisor

NV52040 Youth Dir - Sm/Med SAC/Y Supervisor

NV52041 Regional Resource & Referral Dir Supervisor

NV52042 CYP Teen & Fitness Coordinator Direct Care/Non-Supervisory

NV52043 CYP Youth & Fitness Coordinator Direct Care/Non-Supervisory

NV52044 Installation CYP Director Supervisor

PDI15-01 Educational Technician/PDI Direct Care/Non-Supervisory

VOL-NOSP Volunteer Non-Specified Volunteer

VOL-SP Volunteer Specified Volunteer

VOL-SPAD VolSpec-Active Duty Volunteer

2.4.3 Employment Status for Job Codes (Required)

Screenshot 2.4.3A: Status

Click the appropriate ‘Status’ radio button for the employee’s current CYP Position:

The ‘Active’ code is used to indicate that an employee is currently employed by CYP.

The ‘LWOP’ (Leave without pay) code is used to indicate that an employee is still employed

but is on an extended absence such as disability or leave for spouse transferring with active

duty member.

If the ‘LWOP’ code is used, the employee is removed from the Active Employee

listing.



The ‘Inactv Date’ field does not apply to ‘LWOP’ and should not be filled in.

Once the employee returns to work, change the ‘Status’ back to ‘Active.’

If the employee resigns their positon or transfers to another location, change the

‘Status’ to ‘Resigned.’

The ‘Resigned’ code refers to an individual who is no longer employed under the current

CYP Position, or has left the organization.

Selecting ‘Resigned’ will remove the employee from appearing on the Active

Employee listing (unless another CYP Position was added under Job Codes).

Fill in the ‘Inactv Date’ field with the employee’s last day of employment (last day of

pay).

When an employee leaves, change their status from ‘Active’ to ‘Resigned.’

Important: When an employee resigns their position, or transfers to another Region, the

status on the ‘Core Information’ screen will also have to be changed! Please see section 2.2.4

Employment Status in the ‘Adding a new Employee/Volunteer Record’ chapter for more

details.

2.4.4 Appointment Type (Required)

Screenshot 2.4.4A: Appt

Click the appropriate ‘Appt’ radio button to choose the employee’s appointment type:

‘Full’ (the employee is a full-time employee).

‘Part’ (the employee is a part-time employee).

‘Flex’ (the employee is a regular Flex employee).

‘Seasonal’ (the employee is hired for any seasonal camp (summer, winter, spring) as a Seasonal

Flex employee. This includes Camp Adventure Seasonal employees and Volunteers.)



2.4.5 Hire Date (Required)

Screenshot 2.4.5A: Hire Date

Right-click in the ‘Hire Date’ field to launch the calendar.

Select the correct Date of Hire.

2.4.6 Last Eval/Appraisal (Required)

Screenshot 2.4.6A: Last Eval/Appraisal

Right-click in the ‘Last Eval/Appraisal’ field to launch the calendar.

Select the correct Date as applicable.

2.4.7 Location (Required)

Screenshot 2.4.7A: Location

Right-click in the ‘Location’ field to launch the picklist pop-up window.

Select the correct code of the employee’s (primary) location from the picklist.

When an employee works in multiple CY Programs, the employee’s file must be maintained

in the facility where the employee’s supervisor is assigned. An employee typically spends the

majority of the workday in the same facility as his/her supervisor.



Example: An employee spends the first 2 hours of their work schedule at the before school

program at the YP and the remaining 6 hours are spent working at the CDC. In this case, the

employee’s file would be maintained at the CDC where they spend the majority of their time.

2.4.8 Pay Plan/Grade, Pay Assignment, Job Series (Required)

Pay Plan/Grade, Job Series, and Job Title are found in the Position Description cover sheet (example

shown in Screenshot 2.4.8A), and must be updated in CYMS any time an employee changes

positions.

Screenshot 2.4.8A Position Description (PD) Cover Sheet

Important Reminder

When the employee’s primary ‘Location’ is not selected, the employee will not appear on any associated reports which use this field to filter data.



Pay Plan/Grade (not applicable for Volunteer records)

Screenshot 2.4.8B: Pay Plan/Grade

Right-click the ‘Pay Plan/Grade’ field to launch the ‘Staff Pay Plan/Grade Code Picklist’ pop-up

window.

Select the appropriate code to match the Pay Plan/Grade found on the employee’s PD.

- Pay Plan/Grade selection would be ‘NF-02 – NAF Employee-02’ for the PD example shown

in Screenshot 2.4.8A.

Pay Assignment (not applicable for Volunteer records)

Screenshot 2.4.8D: Pay Assignment

Right-click the ‘Pay Assignment’ field to launch the ‘Staff Pay Assignment Code Picklist’ pop -up

window.

Select the CYP program the employee works for (CDC, SAC, etc.). This is the program where

the employee spends the majority of their time. If the employee works in multiple programs,

refer to Section 2.4.7 - Location.

Job Series (not applicable for Volunteer records)

Screenshot 2.4.8F



Right-click the ‘Job Series’ field to launch the ‘Staff Job Series Code Picklist’ pop -up window.

Select the appropriate Job Series from the ‘Occupational Code’ field found on the employee’s PD

(refer to Screenshot 2.4.8A).

- Job Series selection would be ‘0303 – Job Series 303’ for the PD example shown in Screenshot

2.4.8A.

2.4.9 Update Job Codes (Required when applicable)

It is important to add Job Code information for a newly created staff record, as well as updating

existing information when applicable.

Note: If the employee started out in one position, then gets hired for another, and the historical data

is needed, change the Status for the first Job Code to ‘Resigned’, and enter an ‘Inactive Date’. Then

add the new position information as described in the beginning of this section.

Click the Job Code to be updated (this will highlight the row in blue).

Click the ‘Change’ button on the Job Codes screen (this will activate the lower half of the screen

as shown in Screenshot 2.4.9A).



Screenshot 2.4.9A: Job Codes Details Screen (lower half activated)

Update applicable fields as needed.

Click the ‘Save’ button.

If the employee has resigned from a position, change the Status for the Job Code to

‘Resigned’, and enter an ‘Inactive Date’ (see section 2.4.3 Employment Status for Job Codes).

Status for the record will also have to be changed to ‘Inactive’ on the Staff Record’s Core

Information screen (see section 2.2.4 Employment Status for Core Information).


Chapter 3: Employee Record Maintenance 30

Staff Record Maintenance Anytime employee/volunteer information changes in a required field, updates must be made in

CYMS as soon as possible. Add information as applicable using the required buttons (circled in

Screenshot 3.0A).

Screenshot 3.0A: Staff Maintenance Screen



3.1 Load Std Codes (Optional for New Staff Records)

Required standard codes pertaining to employees regardless of position have been established for

medical, credentials, education, and also include all ‘CY’ orientation training codes. These codes

automatically populate when the ‘Load Std Codes’ button is used. Please read following information

in its entirety before using the ‘Load Std Codes’ button.

Important: There are now specific orientation training codes for specific jobs. Depending on the job

title, the list of orientation training codes will have to be manually adjusted when using the ‘Load Std

Codes’ button. Please see ‘Standard Training codes by Job Title’ document for detailed list of needed

training.

Job Titles that require ALL ‘CY’ orientation training codes: CDH Monitor, Admin Clerk, Direct

Care Staff, Managers, Training & Curriculum Specialist (T&C), Teen Coordinator, Teen & Fitness

Coordinator, and Youth & Fitness Coordinator.

Job Titles that do NOT require all ‘CY’ orientation training codes (Some ‘CY’ codes need to be

deleted, and specific orientation training needs to be added manually): Contractor, Custodial, Bus

Driver, Food Service, Volunteers and Coaches, PDI Staff, School Liaison Officer (SLO), and Teen

Employee.

To load all standard codes for a new employee record:

Highlight the record just created and click the optional ‘Load Std Codes’ button (circled in

Screenshot 3.0A).

Update each of the following screens*:

Credential/Eval

Medical

Training

*No dates are associated with pre-loaded codes; therefore, as applicable, dates must be added

manually.

Note: Instead of using the ‘Load Std Codes’ button, all required codes may be added manually to a

new staff record.

As a reminder, all codes within the Staff Module have been standardized across the Navy by

CNIC and must not be changed in any way unless approved by HQ.

https://elibrary.cnic-n9portal.net/document-library/?id=620



3.2 Background Checks (Required if Applicable)

Required background checks are not included in the Load Standard codes process and must be added

manually as applicable.

Screenshot 3.2A: Background Checks Screen

Descriptions for the background check screen in Screenshot 3.2A above:

‘Missing Completed Dates Only’ checkbox (When this checkbox is checked, the system will

turn on a filter so that it will display only background checks with a missing completed date.)

‘Add’ (Add a background check code.)

‘Change’ (Update a background check code. This button activates the lower half of the screen

for any applicable input/updates.)

‘Delete’ (Use only as indicated throughout this manual.)

‘View Document’ and ‘Print Document’ (Use for those programs that have implemented

the scanning and linking of documents.)

‘<<Staff’ (Return to Staff Maintenance screen.)



‘Exit’ (Exit the Staff Module completely and return to the main screen.)

3.2.1 Add a Background Check Code

Click the ‘Add’ button on the Background Checks Screen (circled in Screenshot 3.2A above).

Select the Background Check(s) to be added (this will highlight the row in blue).

Hold the ‘ctrl’ key on the keyboard when selecting more than one code.

Screenshot 3.2.1A: Background Checks Selection Screen (several codes selected)

When adding a single Background Code (dates may be added on this screen):

Enter the ‘Due Date’ if a completed check is due again (or ‘Initial Date’ for newly created record).

Set the ‘Status’ to ‘Pending.’


When adding several Background Codes (dates will be added on Background Checks screen

for each code as applicable) :

Set the ‘Status’ to ‘Pending.’




Screenshot 3.2.1B: Background Checks Screen (several codes added)

3.2.2 Update a Background Check for New and Existing Employees

Click the Background check code to update (this will highlight the row in blue).

Click the ‘Change’ button - this will activate the lower half of the screen to allow updates to the

Background Check code (refer to Screenshot 3.2.2A below).

Enter information as applicable.




Screenshot 3.2.2A: Background Checks screen (lower part activated)

3.2.3 Update a Background Check Code that has been Initiated

Click the Background Check code to update (this will highlight the row in blue).


Background Check code (refer to Screenshot 3.2.2A above).

Leave the ‘Due Date’ as is (for reporting purposes). For newly created staff records, this date may

be blank (refer to Screenshot 3.2.3A below).

Enter the ‘Date Initiated.’

Leave ‘Status’ as ‘Pending.’




Screenshot 3.2.3A: Newly Created Staff Record CNACI Initiated - Example

3.2.4 Update a Background Check Code that has been Completed

Click the Background check code to update (this will highlight the row in blue).


Background Check code (refer to screenshot 3.2.2A above).

Enter ‘Date Completed.’

Do not delete ‘Date Initiated’ (this keeps a record of the process length for the background

check). See example in Screenshot 3.2.4A below.

Change ‘Status’ from ‘Pending’ to ‘Satisfactory.’


If this Background Check is due again, see section 3.2.1 Add a Background Check Code.



Screenshot 3.2.4A: Background Check CNACI Completed and Due Again - Example



3.2.5 Completed Background Check Screen

This screenshot contains most of the required codes entered, due to the fixed CYMS screen size the

92CNACI code is not shown with the new due date. A newly created staff record should have a

similar background check screen.

Screenshot 3.2.5: Completed Background Check Screen Example



3.3 Credential/Eval (Required)

Standard credential codes required for each staff record (circled in Screenshot 3.3A) will upload when

the ‘Load Std Codes’ button is used (refer to section 3.1 – Load Std Codes). If ‘Load Std Codes’ is not

used, required codes must be added manually.

Screenshot 3.3A: Credential/Evaluations Screen

Update these codes by completing the required dates. Any other required code applicable to the

employee’s position must be added manually (refer to Section 3.3.3 – Add a Credential Code).

Descriptions for the Credential/Evaluations screen in Screenshot 3.3A:

‘Missing Cred Dates Only’ checkbox (When this checkbox is checked, the system will turn

on a filter so that it will display only credential codes with a missing credential date.)

‘Add’ (Add a credential code).

‘Change’ (Update a credential code. This button activates the lower half of the screen for any

applicable input/updates.)






‘<<Staff’ (Return to Staff Maintenance screen.)


3.3.1 Update an Existing Credential Code

Click the credential code to be updated (This highlights the row in blue.)

Click the ‘Change’ button to activate the lower half of the screen to allow updates to the

Credential Code.

Screenshot 3.3.1A: Credential/Evaluations (lower half activated)

Enter the ‘Due Date’ with ‘Date Completed’ (for initial hire). If the code already has a due date,

enter only the ‘Date Completed’ – leave due date as is.




Enter the same code again with the appropriate due date if applicable.

3.3.2 Update Initial Standard Credential Codes

CPR Certificate (C-CPR) and First Aid Certificate (C-FIRSTA) Codes

The required CPR Certificate and First Aid Certificate have future Due Dates stored in this section

and Refresher Training dates stored in the Training section.

For initial (required) codes, enter ‘Due Date’ and ‘Date Completed’ (these dates may be the same

date for both fields).

Add both codes (‘C-CPR’ and ‘C-FIRSTA’) again.

Add a ‘Due Date’ of two (2) years from the ‘Date Completed’ for each code.

Example: If the initial CPR and First Aid Certificates were completed on 3/25/2017, then the

next CPR and First Aid Certificate codes would have a ‘Due Date’ of 3/25/2019.

Screenshot 3.3.2A: Completed CPR Certificate and First Aid Certificate Screen

Education Verif (E1-HSGED) Code

Add the date the degree was earned in the ‘Date Completed’ field.

Screenshot 3.3.2B: Completed Education Verif Check with HSGED Screen

Note: All other codes are to be added manually as needed.



3.3.3 Add a Credential Code

Additional Credential codes (circled in Screenshot 3.3.3A) are specific to each employee and must be

added manually:

Click the ‘Add’ button on the main Credential/Evaluations screen (see Screenshot 3.3A).

Screenshot 3.3.3A: Credential/Evaluations Selection Screen

Click the ‘Credential Code’ to be added.

Enter the ‘Due Date’ or ‘Date Completed’ for each Credential if applicable.




Other Credential/Eval codes (Associate, Bachelor, Advanced degrees) for Verification of Education

All of the non-standard education qualification codes (Associate, Bachelor, and Advanced degrees) are

added manually in the Credential/Eval section in CYMS and updated as needed for each employee.

Follow the steps below to add this information:

Enter only the ‘Date Completed’ (This is the date the degree was earned), and state specific field

of study in the comment section.

If necessary, such as for CDA and MSA, add the code again and enter a ‘Due Date’ reflecting the

expiration date of the credential.



3.4 Medical (Required)

Standard medical codes required for each staff record (circled in Screenshot 3.4A) will upload when

the ‘Load Std Codes’ button is used (refer to section 3.1 – Load Std Codes). If ‘Load Std Codes’ is not

used, required codes must be added manually.

Screenshot 3.4A: Medical Requirements Screen

Update each of these fields manually by completing the required dates. Any other required code

applicable to the employee’s position must be added manually (refer to Section 3.4.3 – Add a Medical

Code).

Descriptions for the Medical Requirements screen in Screenshot 3.4A:

‘No Completed Dates Only’ checkbox (When this check box is checked, the system will

turn on a filter so that it will display only medical codes with a missing completed date.)

‘Add’ (Add a ‘Medical Type Code.’)

‘Change’ (Update medical codes in the screen. This button activates the lower portion of the

screen for any applicable input/updates.)






‘<<Staff’ (Return to the Staff Maintenance screen.)


3.4.1 Update an Existing Medical Type Code

Click the medical code to be updated (this highlights the row in blue).

Click the ‘Change’ button to activate the lower half of the screen to allow updates to the Medical

Code.

Screenshot 3.4.1A: Medical Requirements Screen (lower half activated)

Enter the ‘Due Date’ with ‘Date Completed’ (for initial hire). If the code already has a due date,

enter only the ‘Date Completed’ – leave due date as is.




Enter the same code again with the appropriate due date if applicable.

3.4.2 Update Initial Standard Medical Codes

Health Screen (MEDICAL) and Flu Shot (SHOTS) Codes

For initial (required) codes*, enter ‘Due Date’ and ‘Date Completed’ (these dates may be the same

date for both fields).

Add both codes (‘MEDICAL’ and ‘SHOTS’) again.

Add a ‘Due Date’ of one (1) year from the ‘Date Completed’ for each code.

Example: If an employee’s annual Health Screen was completed on 3/25/2018, then the next

annual Health Screen would have a ‘Due Date’ of 3/25/2019.

*The initial flu shot will only be given if it is flu season. If it is not flu season, set the date to 11/30 of

current year.

Example: A new employee who starts in December or January—after the November 30 flu vaccine

due date but still during flu season—must get the flu shot. An employee who starts in June—after the

November 30 due date from the prior year but before flu season has begun for the current year—

should wait until flu season begins to get the flu shot. Enter due date for the flu shot code as 11/30 of

current year.

Screenshot 3.4.2A: Example Health and Flu Shot Screen



3.4.3 Add a Medical Code

Additional Medical codes (circled in Screenshot 3.4.3A) are specific to some employees and must be

added manually.

Click the ‘Add’ button on the main Medical Requirements screen (see Screenshot 3.4A).

Screenshot 3.4.3A: Medical Codes Selection Screen

Click the ‘Medical Type’ code to be added.

Enter the ‘Due Date’ or ‘Date Completed’ for each Medical Type code if applicable.




Immunization Waivers

If the employee submits an ‘Employee Immunization Waiver Request-CNICCYP1700/46A’ for

exemption from any or all of the immunization requirements:

Click the ‘Add’ button and select the ‘WAIVER’ code.

Enter the date the waiver was signed in the ‘Date Completed’ field.

Type one of the following as applicable in the comment field:

Medical or Religious Immunization Waiver on File

Example: “Medical WAIVER for Flu shot.”


Note: If an Immunization Waiver for the Flu shot is on file and the ‘WAIVER’ code was added,

delete the ‘SHOTS’ code.

CDL (Commercial Drivers License) Physical

This code applies to CDL drivers when a separate physical is needed. Add this code with complete

and due dates to the employee’s file if applicable.

3.5 Training (Required)

The Training Specialist enters and tracks all training completed by each CYP Professional/Volunteer

in this section of the Staff Maintenance screen. Refer to CTG-61a Staff-Training 103 Navy, located in

the E-Library for additional information on how to add training.

For a listing on required training by Job Title, refer to ‘Standard Training codes by Job Title.’

https://elibrary.cnic-n9portal.net/document-library/?idocumentlibraryaction=view&id=688





3.6 Comments (Optional)

The comments field (circled in Screenshot 3.6A) is an optional field used to track additional

information regarding the employee, which does not apply to any other area of the Staff Module. Do

not add any derogatory information here, or in any section of the Staff Module.

Screenshot 3.6A: Comments Screen



3.6.1 Add a Comment

Click the ‘Comments’ button (circled in Screenshot 3.0A: Staff Maintenance Screen) to view the

Comments Screen (shown in Screenshot 3.6A).

Click the ‘Add’ button.

‘Comment Date’ (Defaults to today’s date and can be updated as needed).

‘Author’s User ID’ (Defaults to the currently logged-in User and is not editable).

Enter the comment.

Do not add any derogatory information here, or in any section of the Staff Module.

Press the ‘Shift’ and ‘F7’ keys together to run a spell check.


‘<<Staff’ (return to the Staff Maintenance screen).

‘Exit’ (exit the Staff Module completely and return to the main screen).



3.7 Room Visits (Optional)

The Room Visits section is used to track classroom observations.

Screenshot 3.7A: Room Visits Screen

3.7.1 Add a Room Visit

Click the ‘Room Visits’ button (circled in Screenshot 3.0A: Staff Maintenance Screen) to view

the Room Visits screen (shown in Screenshot 3.7A).

Click the ‘Add’ button (circled in Screenshot 3.7A) to go to the Room Visits Details Screen (refer

to Screenshot 3.7.1A).



Screenshot 3.7.1A: Room Visits Details Screen

Click the appropriate ‘Visit Code’ (circled in Screenshot 3.7.1A).

‘Visit Date’ (right-click to select the applicable date).

‘Beg Time’ (enter the time the visit began).

‘End Time’ (enter the time the visit ended).

‘Due Date’ (leave blank).

‘Staff User ID’ (defaults to the ID of the logged-in user and is not editable).

Click the ‘OK’ button to save the record.





3.8 Print and Preview (Optional)

Any and all of the employee’s records entered in the Staff Module can be viewed or printed in a

report to verify that all data entered is correct and accurate.

Click the ‘Print’ button (circled in Screenshot 3.0A: Staff Maintenance Screen) to go to the print

screen (shown in Screenshot 3.8A)

Screenshot 3.8A: Print Screen

‘All On’ (view all of the employee’s data).

‘All Off’ (reset the options).

Click a checkbox to view just that information



Click the ‘Print’ button to go to the Output Selection screen (shown in Screenshot 3.8B):



Screenshot 3.8B: Output Selection

‘Print’ checkbox (prepares the report for printing to the printer that is listed in the drop

down menu).

‘Preview’ checkbox (view the information in report format).

It is highly recommended to preview before printing.

Click the ‘Finish’ button.

Documents

Child and Youth Management System (CYMS) User Guides Staff ... · Important: When an employee leaves, the status under ‘Job Codes’ will also have to be changed! Please see section