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CYMS Operating Manual: Household Records User Guide Child and Youth Management System (CYMS) Operating Manual Household Records User Guide December 2017

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Page 1: CYMS Operating Manual: Household Records User Guide Child ... · CYMS Operating Manual: Household Records User Guide There are a number of scenarios in which a sponsor, spouse, or

CYMS Operating Manual: Household Records User Guide

Child and Youth Management System (CYMS) Operating Manual

Household Records User Guide

December 2017

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Table of Contents i

Table of Contents

2.1 Conducting a Household Record Search ................................................................. 3

2.1.1 Main Menu Screen ................................................................................................................. 3 2.1.2 Global Sales Household Selection Screen .............................................................................. 3 2.1.3 Household Record Search ...................................................................................................... 4

2.2 Sponsor Info Screen ............................................................................................. 12

2.2.1 Sponsor’s First/Last Name & Address (Required) ............................................................... 13 2.2.2 Sponsor’s Housing (Optional), Family Care Plan (Optional), and

Reward Points (Required) .................................................................................................... 13 2.2.3 Employer/Unit Name (Optional) and Work Phone (Required) ........................................... 14 2.2.4 EMail (Required) .................................................................................................................. 14 2.2.5 Status (Required), Branch, and Mil Grade (Required if Applicable) .................................... 15

2.3 Spouse Info Screen .............................................................................................. 17

2.3.1 No Spouse (Required if Applicable) ..................................................................................... 17 2.3.2 Spouse (Required if Applicable) ........................................................................................... 18 2.3.3 Spouse’s First/Last Name & Address (Required) ................................................................. 18 2.3.4 Employer/Unit Name (Optional) and Work Phone (Required) ........................................... 19 2.3.5 Status (Required), Branch, and Mil Grade (Required if Applicable) .................................... 20 2.3.6 Status Change: Dual Military Household ............................................................................. 22 2.3.7 Status Change: Divorce ........................................................................................................ 23

2.4 DOD Financial Screen .......................................................................................... 24

2.4.1 Last USDA Update and FCP Dates (Optional) ...................................................................... 24 2.4.2 Family Size and USDA Income Amount (Optional) .............................................................. 25 2.4.3 Income/Discount Categories (Required for TFI-Based Care) ............................................... 25 2.4.4 Income Categories 1 Through 9 ........................................................................................... 26 2.4.5 Income Category Exceptions ............................................................................................... 26

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2.5 Emerg/Misc Info Screen ...................................................................................... 28

2.5.1 Emergency Contacts Section (Required) ............................................................................. 28 2.5.2 Household Features (Optional)............................................................................................ 30 2.5.3 Household Comments (Optional) ........................................................................................ 32 2.5.4 Household Tickler (Optional) ............................................................................................... 32

2.6 H/H Docs Screen .................................................................................................. 34

2.6.1 Linking H/H Documents ....................................................................................................... 35

3.1 Family Member Listing Screen ............................................................................. 41

3.2 Core (CYMS) Screen for ‘Fam Memb 1’ (Sponsor) ................................................ 43

3.2.1 First and Last Name (Required) ........................................................................................... 44 3.2.2 Relation and Gender (Required) .......................................................................................... 44

3.3 Core (CYMS) Screen for ‘Fam Memb 2’ (Spouse) .................................................. 45

3.3.1 First and Last Name (Required) ........................................................................................... 46 3.3.2 Relation and Gender (Required) .......................................................................................... 47

3.4 Core (CYMS) Screen for ‘Fam Memb 3’ or Higher (Child/ren) ............................... 48

3.4.1 First and Last Name (Required), Nickname (Optional), Relation (Required), and Ethnicity (Optional) ....................................................................................................... 49

3.4.2 Gender (Required) ............................................................................................................... 50 3.4.3 Birthdate (Required) and School Grade (Required if Applicable) ....................................... 50 3.4.4 Family Member Features (Optional) ................................................................................... 51 3.4.5 Comments (Required if Applicable) ..................................................................................... 53 3.4.6 Linking, Verifying, or Replacing a CYMS Key Fob (Required if Applicable) ......................... 53

3.5 Special Needs Screen ........................................................................................... 61

3.5.1 Does the Child Have Special Needs (Required if Applicable) .............................................. 62 3.5.2 Last Sports Physical Date (Required for NAYS) .................................................................... 62 3.5.3 Special Needs Comments (Required if Applicable) ............................................................. 63

3.6 Medical Screen .................................................................................................... 64

3.6.1 Identified Needs Requiring an Emergency Action Plan (EAP) (Required if Applicable) ..... 65 3.6.2 Identified Needs for Medications (Required if Applicable) ................................................. 68 3.6.3 Updating Medication Records for Prescription Refills (Required if Applicable) ................ 70 3.6.4 Basic Care (Optional) ........................................................................................................... 72

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3.7 Allergies Screen ................................................................................................... 73

3.7.1 Identified Needs for a Food Allergen With Emergency Action Plan (EAP) (Required if Applicable) ........................................................................................................................... 73

3.7.2 Identified Needs for a Food Intolerance (Required if Applicable) ....................................... 75 3.7.3 Food Restrictions Based on Family Preference (Required if Applicable) ........................... 77 3.7.4 Identified Needs for Any Allergen – No Emergency Action Plan (EAP) (Required if

Applicable) ........................................................................................................................... 79

3.8 Shots Screen ........................................................................................................ 81

3.8.1 Load Shot Codes Using ‘Load Std Shot’ (Required if Applicable) ........................................ 82 3.8.2 Single Shots – Completed (Required if Applicable) ............................................................. 84 3.8.3 Single Shots – Waived (Required if Applicable) ................................................................... 85 3.8.4 Multiple/Combination Shots (Required if Applicable) ........................................................ 87 3.8.5 Flu Shot/Vaccine (Required if Applicable) ........................................................................... 88

3.9 Illnesses Screen (Optional) .................................................................................. 92

3.10 F/M Docs Screen ................................................................................................. 94

3.10.1 Linking F/M Documents ....................................................................................................... 95

4.1 Validating Data for a Completed Household Record (Recommended) ............... 101

4.2 Validating Newly Entered Identified Needs (Required) ...................................... 104

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Chapter 1: Introduction 1

Introduction

The Child and Youth Management System (CYMS) is the Navy’s official record keeping system and must be used by all Navy Child and Youth Programs (CYPs) as their primary tool for record keeping. CYMS stores electronic data which are called records.

Refer to the program specific Enrollment and Record Keeping Standards for specific guidance on file maintenance (i.e., paper copies of forms and documents) and to identify paper files that are authorized for scanning and those which must be kept in paper form.

To help CYMS users as they learn to set up and maintain Household Records in CYMS, the Useful Tips for Navigating a Household Record resource sheet is available in Appendix A. Instructions for using the scanner to scan and link authorized documentation to Household Records is available in Appendix B.

All information provided in this user guide must be followed unless otherwise noted. All CYP employees entering data into CYMS Household Records must adhere to these instructions.

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Chapter 2: Household Records Information Screens 2

Household Records Information Screens

The first step in creating a Household Record is to first determine if a Household Record already exists in CYMS (refer to Section 2.1). This important step ensures that a duplicate record is not mistakenly created. For CYMS to function properly, each Household Record must be unique (i.e., families should not be entered twice).

A search must be conducted to first determine if a record exists, then either a new Household Record must be created or an existing record updated by entering or updating data on the Household Information screens. Household Information screens contain data that pertain to the entire household, including data about the Sponsor (the person who is eligible to receive Navy CYP services for a child), Spouse, household income, and emergency contacts.

All Families Must Have Household Record to Pay Fees

A Household Record shell must be created if a record does not exist in order for families to pay a deposit.

Instructions – Tips

Step-by-step instructions and screenshots of relevant CYMS screens are provided throughout this guide. All screenshots include the following flags to help the reader better understand the instructions:

Required fields are circled in red. Optional fields are circled in black with a dotted line. Any fields that are not circled are not required or currently used by Navy CYP. CYMS was developed to support several branches of the military, not just the Navy. Therefore, some fields that appear on some of the Household Records screens are not used by the Navy when creating/updating a Household Record. Any fields not used by the Navy are specifically identified throughout this guide.

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2.1 Conducting a Household Record Search

For reference, a screenshot of the Main Menu screen is shown in Screenshot 2.1.1A. Depending on a user’s permissions, the screen may have slightly different buttons.

Click the ‘Global Sales’ button at the top center area of the Main Menu screen (circled in red in Screenshot 2.1.1A).

Screenshot 2.1.1A: CYMS Main Menu Screen

After clicking the ‘Global Sales’ button on the Main Menu screen shown in Screenshot 2.1.1A, the Global Sales Household Selection screen will appear, as shown in Screenshot 2.1.2A. This is the navigation screen

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to search for a Household Record. Since this screen contains several options for searching CYMS, the user must understand how to use this screen to conduct a proper search.

The Household Record search takes place in the Global Sales Household Selection screen because this is where a Pass gets assigned after creating or updating an existing file. CYMS uses the term Pass instead of registration to indicate a family is registered to participate in a CYP. A CYMS Pass is assigned (refer to the CYMS Training Guide CTG-02 for instructions) to indicate that all registration and documentation requirements are completed and the child may participate in any CYP for which he/she is eligible.

All families must register annually (i.e., reregister) and the Pass is renewed annually to allow families to continue participating in the CYP.

Screenshot 2.1.2A: Global Sales Household Selection Screen

To avoid creating a duplicate Household Record, first determine if a sponsor, spouse, or child’s name appears anywhere in the system by performing a three-step name search for both the sponsor and the spouse. A three-step name search checks to see if either the sponsor’s name or spouse’s name appears in any of the three name-related fields in a Household Record: ‘Sponsor Name,’ ‘Secondary Name’ (which captures spouse name), and the names of other family members.

Note: Instructions on how to update a Household Record to capture a sponsor or spouse change are included in Section 2.3.6.

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There are a number of scenarios in which a sponsor, spouse, or child’s name may have been entered incorrectly or the household information has changed since its original creation. The three-step name search process guarantees that the search covers a variety of potential scenarios. To illustrate why a three-step name search is necessary, consider the following scenarios:

The family has a Household Record in CYMS, but the sponsor and spouse have divorced and the spouse is now considered the sponsor.

Four years ago, a CYP created a Household Record for John and Ann Smith. At the time, John was entered as the sponsor and Ann was entered as the spouse. John and Ann Smith are now divorced. Ann has sole custody of the family’s children. Since she is also in the military, Ann is now considered the sponsor. Ann is seeking to register her youngest child for enrollment in a CDC. A search must be conducted in CYMS to determine if a Household Record already exists for this family. In this case, a search by ‘Sponsor Name’ only—Ann—results in no record found since Ann was previously entered as a spouse. The three-step name search ensures a search is also done by using Ann’s name to search by ‘Secondary Name.’ When this search is done, the existing Household Record is found with Ann listed as the spouse.

The family has a Household Record in CYMS but the spouse has obtained a higher military rank and would now be considered the sponsor.

A CYP created a Household Record for Bob and Kate Smith several years ago. At that time, Bob was entered as the sponsor, since he had a higher rank than his wife. Since then, Kate has obtained a higher rank than Bob and would now be considered the sponsor in CYMS. When Bob and Kate try to register one of their children for an YP activity, the program identifies that Kate is the sponsor, given her rank. A search is conducted in CYMS to determine if a Household Record already exists in the system. As in the previous example, using Kate’s name to search by ‘Sponsor Name’ does not find a record since Kate was previously entered as a spouse. However, by using Kate’s name to search by ‘Secondary Name,’ the previous Household Record is found.

The sponsor’s last name changed and was updated only at the Family Member level.

While a sponsor’s name and spouse’s name are captured on the Sponsor Info and Spouse Info screens, respectively, they are also entered into the Core (CYMS) screen at the Family Member level. Accordingly, there may be cases where an CYP employee updates a change in a sponsor/spouse name on the Core (CYMS) screen but forgets to update the corresponding Sponsor or Spouse Info screen. For example, Janet Miller contacted a CYP last year to inform them that she has decided to change her name back to her maiden name, changing it from Janet Miller to Janet Campbell. The CYP updated Janet’s name at the Family Member level only. By forgetting to update the Sponsor Info screen, Janet’s name still appears as Janet Miller at the Sponsor level. Janet is now in the process of enrolling her child in a new CYP after her family has relocated. In this case, if searches for Janet Campbell by just ‘Sponsor Name’ and ‘Secondary Name’ are conducted, Janet Campbell’s Household Record will not be found. However, a search by ‘Family Member’ will find Janet Campbell’s Household Record.

Note: The Household Record must be updated to capture the sponsor’s name change on the Sponsor Info screen.

Scenario 2.1.3A

Scenario 2.1.3B

Scenario 2.1.3C

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A search by child name only requires a one-step name search, since a child would never be considered a sponsor or a spouse. Enter the name of the child in the ‘Lookup’ field of the Global Sales Household Selection screen and then click on the ‘Family Member’ button to search.

The following sections detail the steps required for a complete Household Record search. This includes: (1) a three-step name search for the sponsor’s name, (2) a three-step name search for the spouse’s name, and (3) a one-step name search for each child’s name.

Three-step Name Search for Sponsor’s Name

Conduct a three-step name search for the sponsor’s name by following these steps:

1. Use the sponsor’s name to search by Sponsor Name.

Enter the sponsor’s name (last name,first initial [no space]) in the ‘Lookup’ field of the Global Selection Listing screen (circled in red in Screenshot 2.1.2A).

Example: “Keith Taylor” should be entered as “taylor,k”

Click the ‘Sponsor Name’ button.

2. If the name is not found, use the sponsor’s name to search by Secondary Name.

Click the ‘<<Name Lookup’ button.

Click the ‘Secondary Name’ button.

3. If the name is still not found, use the sponsor’s name to search by Family Member.

Click the ‘<<Name Lookup’ button.

Click the ‘Family Member’ button.

Example: Household Record Is Found When Searching by Sponsor Name

Screenshot 2.1.3A illustrates search results when a Household Record is found after a search by Sponsor Name. In this example, the sponsor (Keith Taylor) is found.

Once it is verified that Household Record already exists for this family, do the following:

Click the ‘Update’ button.

Proceed to Section 2.2 for details on how to begin updating information in an existing record.

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Screenshot 2.1.3A: Sponsor Name Search Result Screen Where a Household Record Is Found

Example: Household Record Not Found Following Search by Sponsor Name

Screenshot 2.1.3B illustrates search results when a Household Record is not found after a search by Sponsor Name. In this example, a Household Record with Sponsor Name Keith Taylor is not found.

Screenshot 2.1.3B: Sponsor Name Search Result Screen With Sponsor Not Found

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Three-Step Name Search for a Spouse’s Name

If a search for a sponsor’s name is unsuccessful, start the three-step name search for the spouse’s name by following these steps:

1. Conduct a search by using the spouse’s name and searching the Sponsor Name field.

Click the ‘<<Name Lookup’ button. This button is located at the bottom right of the Household Listing screen (circled in red in Screenshot 2.1.3B).

Enter the spouse’s name (last name,first initial [no space]) in the ‘Lookup’ field on the Global Sales Household Selection screen (circled in red in Screenshot 2.1.2A).

Example: “Julia Taylor” should be entered as “taylor,j”

Click the ‘Sponsor Name’ button.

2. If the name is not found, use the spouse’s name to search by Secondary Name.

Click the ‘<<Name Lookup’ button.

Click the ‘Secondary Name’ button.

3. If the name is not found after that search, use the spouse’s name to search by Family Member.

Click the ‘<<Name Lookup’ button.

Click the ‘Family Member’ button.

If the Household Record is found, it must be verified that the record pertains to the correct family.

Click the ‘Update’ button.

Refer to Section 2.2 for the details on how to begin updating information in an existing record.

Chapter 2: Household Records Information Screens 8

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Example: Household Record Is Found Following Search for Spouse’s Name in ‘Secondary Name’

Screenshot 2.1.3C illustrates search results when a Household Record is found after a search by Spouse Name. In this example, a Household Record associated with the spouse name Julia Taylor is found.

Screenshot 2.1.3C: Spouse Name Search Result Screen Where a Household Record Is Found

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Example: Household Record Not Found Following Search by Spouse Name

Screenshot 2.1.3D illustrates search results when a Household Record is not found after a search by a spouse’s name. In this example, a Household Record associated with the spouse name Julia Taylor is not found.

Screenshot 2.1.3D: Spouse Name Search Result Screen With Spouse Not Found

If a Household Record is not found after this search, follow these steps to complete a child name search.

One-Step Name Search for a Household Record by Child Name

If a search for a spouse’s name is also unsuccessful, then conduct a search by each child’s name.

Click the ‘<<Name Lookup’ button (circled in red in Screenshot 2.1.3D). Enter the name of the child (last name,first initial [no space]) in the ‘Lookup’ field of the Global Sales Household Selection screen (Screenshot 2.1.2A) and follow the example.

Example: “Kaelie Taylor” should be entered as “taylor,k”

Click the ‘Family Member’ button.

Note: This search should be done for each child in the family.

Example: Household Record Found Following Search by Child Name

Screenshot 2.1.3E illustrates search results when a Household Record is found after a search by a child’s name. In this example, a Household Record associated with the child’s name “Kaelie Taylor” is found.

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Screenshot 2.1.3E: Family Member-Specific Search Result Screen Showing a Household Record

If the Household Record is found after completing the search by child name, verify that the Household Record pertains to this particular family. After the record is verified, complete the following:

Click the ‘Update HH’ button (circled in red in Screenshot 2.1.3E) to begin updating the Household Record.

Proceed to Section 2.2 for the details on how to begin updating information in an existing record.

If the Household Record is not found after completing all of the searches listed above, complete the following:

Click the ‘Auto New HH’ button (circled in red in Screenshot 2.1.3E) to create a new Household Record.

When clicking the ‘Auto New HH’ button, set up a new Household Record, starting with the entry of sponsor information on the Sponsor Info screen (refer to Section 2.2).

The following sections detail the necessary steps to create a new Household Record or update an existing Household Record, starting with the Sponsor Info screen.

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2.2 Sponsor Info Screen The Sponsor Info screen, shown in Screenshot 2.2A, is where information is entered or updated about the sponsor. All required sponsor information that must be entered on the Sponsor Info screen is documented on the Registration Form–CNICCYP 1700/04.

Note: Remember to use proper uppercase and lowercase letters when entering information into CYMS. Proper capitalization is an important part of keeping data accurate and makes it easier to read. It also makes reports consistent and professional in appearance.

Screenshot 2.2A: Sponsor Info Screen

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Screenshot 2.2.1A: Sponsor’s First/Last Name & Address

Enter or update the following required information:

‘F’Name’ (First Name)

‘L’Name’ (Last Name)

‘Addr 1’ (Address)

‘Addr 2’ (Address line 2, if applicable)

‘City/State/Zip’ (If different from the default, update these fields.)

‘HM Ph’ and ‘Cell Ph’

− Enter or update home and cell phone number.

− If only one phone number is provided, enter or update this number in both fields for accurate reporting.

‘Country’

The following fields are not used and do not need to be completed:

− ‘Beeper’

− ‘Cell Provider’

Follow these steps to complete this section of the Sponsor Info screen:

Click the appropriate ‘Housing’ radio button: Select ‘Installation’ if the family lives on base or ‘Off-Installation’ if the family lives off base.

Click the ‘Family Care Plan Required’ checkbox if the family has a Family Care Plan.

− Family Care Plans are optional unless the individual installation command requires one.

Ensure the check box for ‘Allow Household To Earn Reward Points’ is checked.

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Screenshot 2.2.2A: Sponsor’s Housing, Family Care Plan, and Reward Points

Follow these steps to complete this section of the Sponsor Info screen:

Right-click the ‘Name’ field to check if there is a ‘Unit Code Picklist.’

− If there is a picklist, select the appropriate code for Duty Station/Place of Employment.

− If the code does not exist, manually type in the Duty Station/Place of Employment.

Enter or update the work phone number in the ‘WK Ph’ field.

Enter or update a work extension number in the ‘Extension’ field, if applicable.

Screenshot 2.2.3A: Employer/Unit Name and Work Phone

Follow these steps to enter or update the sponsor’s email address:

Click in the ‘EMail’ field and type the sponsor’s email address to enter or update this information.

If the sponsor has several email addresses and would like to include them in the Household Record, do the following:

Enter the information by using commas (with no space) to separate each email address.

Screenshot 2.2.4A: EMail

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The following are examples to illustrate how to enter multiple email addresses:

Example 1: Sponsor provides multiple email addresses. Example: [email protected],[email protected]

Example 2: Sponsor and Spouse each provide an email address. Example: [email protected],[email protected]

Example 3: Sponsor and/or Spouse provide multiple email addresses. Example: [email protected],[email protected],[email protected]

Active Military Sponsor (Status, Branch, and Mil Grade Fields Are Required)

Follow these steps to enter ‘Status’ if the sponsor is active military:

Right-click the ‘Status’ field to launch the ‘Mil Status Code Picklist.’

Select the active military status (any status beginning with an “M”) from the picklist displayed.

Right-click the ‘Branch’ field to launch the ‘Mil Branch Code Picklist.’

Select the branch from the picklist displayed.

Right-click the ‘Mil Grade’ field to launch the ‘Military Branch/Rank/Grade Picklist.’

Select the military grade (Rank/Rate) from the picklist displayed.

All Other Sponsors (Only Status Field Is Required)

Follow these steps to enter ‘Status’ for all other sponsors:

Right-click the ‘Status’ field to launch the ‘Mil Status Code Picklist.’

Select the sponsor’s status (any status not beginning with an ‘M’).

− The ‘Branch’ and ‘Mil Grade’ fields will not be accessible when an active military status is not selected.

Screenshot 2.2.5A: Status, Branch, Mil Grade

Important Reminder About Email Address for CYP Online Services

If multiple email addresses are entered, the first email address listed will be used for CYP Online Services communication. Verify the preferred email with the parent for CYP Online Services communication.

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The following screenshots illustrate completed screens for (1) an active military sponsor, shown in Screenshot 2.2.5B, and (2) all other types of sponsors other than active military (e.g., DoD civilian), shown in Screenshot 2.2.5C.

Screenshot 2.2.5B: Completed Sponsor Info (Active Military Sponsor) Screen

Sponsor is active duty Navy.

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Screenshot 2.2.5C: Completed Sponsor Info (Other Sponsor) Screen

Click the ‘Next’ button to continue to the next screen.

2.3 Spouse Info Screen Individual sections and specific information to be entered are shown, based on whether or not the sponsor has a spouse. All of the required information that must be entered in this section is documented on the Registration Form–CNICCYP 1700/04.

Note: Remember to use proper uppercase and lowercase letters when entering information to make it easy to read and keep reports looking neat and consistent.

The Spouse Info screen will default information from the Sponsor screen, as shown in Screenshot 2.3.2A. If the sponsor has no spouse, leave the Spouse Info screen exactly as it is. Failure to do this can result in inaccurate sponsor and/or spouse data on the annual report.

Click the ‘Next’ button to keep the default settings and continue to the next screen.

Sponsor is a DoD civilian.

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The Spouse Info screen will default with information from the Sponsor screen (Screenshot 2.3.2A). If the sponsor has a spouse, add or update any required information.

Screenshot 2.3.2A: Example Default Spouse Info Screen

Enter or update the following required information:

‘F’Name’ (First Name)

‘L’Name’ (Last Name)

− If the spouse’s last name is different from the sponsor’s last name, update it with the proper last name in this field.

‘Addr 1’ (Address)

‘Addr 2’ (Address line 2, if applicable)

‘City/State/Zip’ (If different from the default, update these fields.)

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‘HM Ph’ and ‘Cell Ph’

− Enter or update home and cell phone numbers.

− If only one phone number is provided, enter or update this number in both fields for accurate reporting.

− ‘Country’

The following fields are not used:

− ‘Beeper’

− ‘Cell Provider’

Screenshot 2.3.3A: Spouse’s First/Last Name & Address

Enter the information in this section by following these steps:

Right-click the ‘Name’ field to check if there is a ‘Unit Code Picklist.’

− Select the appropriate code for Duty Station/Place of Employment.

− If the code does not exist, manually type in the Duty Station or Place of Employment.

Enter or update the work phone number in the ‘WK Ph’ field.

Enter or update a work extension number in the ‘Extension’ field, if applicable.

Screenshot 2.3.4A: Employer/Unit Name and Work Phone

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Active Military Spouse (Status, Branch, and Mil Grade Fields Are Required)

Enter ‘Status’ if the spouse is active duty military by following these steps:

Right-click the ‘Status’ field to launch the ‘Mil Status Code Picklist.’

Select the active military status from the shown picklist.

− All Active Military status beginning with an “M.”

Right-click the ‘Branch’ field to launch the ‘Mil Branch Code Picklist.’

Select the branch from the shown picklist.

Right-click the ‘Mil Grade’ field to launch the ‘Military Branch/Rank/Grade Picklist.’

Select the military grade (Rank/Rate) from the shown picklist.

All Other Spouses (Only Status Field Is Required)

Enter ‘Status’ for all other spouses by following these steps:

Right-click the ‘Status’ field to launch the ‘Mil Status Code Picklist.’

Select the sponsor’s status (any status not beginning with an “M,” such as “O: Student”).

− The ‘Branch’ and ‘Mil Grade’ fields will not be accessible.

Screenshot 2.3.5A: Status, Branch, and Mil Grade

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The following screenshots illustrate completed screens for: (1) an active military spouse shown in Screenshot 2.3.5B and (2) all other types of spouses other than active military (e.g., Student) shown in Screenshot 2.3.5C.

Screenshot 2.3.5B: Completed ‘Spouse Info’ (Active Military Spouse) Screen

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Screenshot 2.3.5C: Completed ‘Spouse Info’ (Other Spouse) Screen

Click the ‘Next’ button to continue to the DOD Financial screen shown in Screenshot 2.4A.

There may be instances when the sponsor of a Household needs to be changed (example scenarios are provided in Section 2.1.3). The following sections provide instruction on how to change the Household sponsor for two common occurrences.

If the spouse becomes the sponsor (e.g., the sponsor leaves the military or dies and the active duty spouse must become the sponsor), the following steps apply:

A user with appropriate access must click the ‘Sponsor/Spouse Switch’ button on the Main Menu screen (Screenshot 2.1.1A).

In the Sponsor/Spouse Switch Household Selection screen enter the Sponsor’s name in the Lookup field and click on Family Member.

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On the Family Member Listing screen find the sponsor or spouse name, highlight it and click the ‘Select’ button.

A Question box will appear, read the message to be sure the correct Sponsor and Spouse are listed and then click Yes.

On the next box that appears click OK.

This process will automatically switch up the Sponsor Info screen and Spouse Info screen and move Family Member 1 to 2 and vice versa (i.e., Core [CYMS] screen for ‘Fam Memb 1’ [Sponsor] and Core [CYMS] screen for ‘Fam Memb 2’ [Spouse]). (Refer to Chapter 3 for more information about the Family Member screens.)

If the couple divorces and the spouse becomes the sponsor, and the former sponsor must be removed from the Household Record, the following steps apply:

A user with appropriate access must click the ‘Sponsor/Spouse Switch’ button on the Main Menu screen (Screenshot 2.1.1A).

In the Sponsor/Spouse Switch Household Selection screen, enter the Sponsor’s name in the Lookup field and click on Family Member.

On the Family Member Listing screen find the sponsor or spouse name, highlight it and click the Select button.

A Question box will appear. Read the message to be sure the correct Sponsor and Spouse are listed and then click Yes.

On the next box that appears, click OK.

This process will automatically switch up the Sponsor Info screen and Spouse Info screen and move Family Member 1 to 2 and vice versa (i.e., Core [CYMS] screen for ‘Fam Memb 1’ [Sponsor] and Core [CYMS] screen for ‘Fam Memb 2’ [Spouse]). (Refer to Chapter 3 for more information about the Family Member screens.)

Since the former sponsor’s information is imported into the Spouse Info screen when the ‘Sponsor/Spouse Switch’ button is used, all of the former sponsor’s information must be manually deleted from the Spouse Info screen, such as home and cell phone, ‘Status,’ ‘Branch,’ and ‘Mil Grade’ (if applicable).

Note: The <F8> key can be used to clear each highlighted field or simply manually overwrite the information in a given field.

Enter “NO” for the Spouse’s first name on the Spouse Info screen and again on the ‘Fam Memb 2’ field on the Core (CYMS) screen.

If the new sponsor has remarried, refer to Section 2.3 for adding a spouse. Keep in mind that Fam Memb 2 has already been created, so a manual update will be needed.

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2.4 DOD Financial Screen The DOD Financial screen, shown in Screenshot 2.4A, is where information about the household’s financial data is entered or updated.

Screenshot 2.4A: DOD Financial Screen

If a family is not requesting TFI-based care and/or USDA or FCP information is not tracked, leave this screen blank.

Click the ‘Next’ button to continue to the next screen (proceed to Section 2.5).

If required by the program, do the following:

Right-click each of the following fields to launch the calendar picklist:

− ‘Last USDA Update’ field (date of the last USDA form submitted to the State)

− ‘FCP Due Date’ field (initial FCP due date)

− ‘FCP Date Signed by Commander’ (date the FCP was signed by the Commander)

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Screenshot 2.4.1A: Last USDA Update and FCP Dates

If required by the program, do the following:

Click the ‘Family Size’ field and enter or update the family size exactly as reported on the USDA eligibility form submitted to the state.

Click the ‘USDA Income Amount’ field and enter or update the annual USDA income as reported on the USDA eligibility form submitted to the state.

Press the <Tab> key on the keyboard to make sure the correct USDA category (Free, Reduced, or Paid) displays in the ‘USDA Fee Category’ field.

Screenshot 2.4.2A: Family Size and USDA Income Amount

For all families in TFI-based care (CDCs, 24/7 Centers, CDH Provider homes, and SAC programs), TFI must be calculated to determine the correct income fee category (CAT1–CAT9A). The fee category determines what amount the family must pay for CYP services. For more information on TFI and fee categories, refer to the CYP Parent Fees Standards.

Note: If the family has another child already enrolled in another CYP, as indicated on the Registration Form–CNICCYP 1700/04, TFI should not be updated until annual reverification. Current TFI and Fee Category should be used for the additional enrollment.

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Screenshot 2.4.3A: Income/Discount Categories

Enter or update the family’s TFI in the ‘Family Income Amount’ field.

Press the <Tab> key on the keyboard to verify the correct income category displays in the ‘DOD Income Fee Category’ field.

− CYMS will automatically assign an income category based on the TFI entered.

Example: $54,238.74 is Income Category 4

Screenshot 2.4.4A: Completed Income/Discount Categories Example

As detailed in the CYP Parent Fees Standards, families must provide proof of income during the enrollment and registration process. If they do not present proof of income, they must be charged the highest fee category, Category 9. DoD Contractors and specified space available (Space A) sponsors whose TFI places them in Category 9, or who choose not to provide proof of income, are required to pay the unsubsidized rate, categorized as 9A, as required in the Navy Fee Policy Letter.

The following sections describe how to enter the income for these families.

FY18 Transition Period for Category 9A Contractors and Specified Space A Sponsors

During FY18, all currently enrolled Contractors and specified Space A sponsors, whose TFI places them in Cat 1 through Cat 8 will still get billed under the applicable category.

Starting February 1, 2018, all new DoD Contractors and Space A sponsors will be billed the unsubsidized Cat9A child care fees. TFI calculation is no longer needed; TFI must be entered as 888,888.88.

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All Sponsors Who Are Not Contractors Or Specified Space Available

Sponsors who are not Contractors or specified Space A and choose not to disclose their income will be billed at a Category 9 rate.

Enter ‘777,777.77’ in the ‘Family Income Amount’ field for Cat 9 (Screenshot 2.4.5A).

Screenshot 2.4.5A: Income Example Cat 9

All Sponsors Who Are Contractors and Specified Space Available

Sponsors who are Contractors or specified Space A must be billed at the Category 9A unsubsidized Contractor Rate, and their TFI must be entered as 888,888.88 in the family income field, if they:

1. Choose not to disclose their income.

2. Have had their TFI calculated as Category 9.

3. Are enrolling on or after February 1, 2018.

Enter ‘888,888.88’ in the ‘Family Income Amount’ field for Cat 9A (Screenshot 2.4.5C).

Screenshot 2.4.5C: Income Example Cat 9A

Click the ‘Next’ button to continue to the next screen.

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2.5 Emerg/Misc Info Screen The Emerg/Misc Info screen includes information for all Emergency Notification Contacts (EMs) and Nonemergency/Release Pick Up Contacts (PUs) designated by the parents, along with Household Features, Household Comments, and Household Tickler sections.

Screenshot 2.5A: Emerg/Misc Info Screen

At least two (2) local emergency contacts, other than the child’s parent(s) or legal guardians must be designated as an Emergency Notification Contact (EM) or Nonemergency Authorized Release/Pick Up Contact (PU).

Click the ‘Add Em’ button on the Emerg/Misc Info screen (circled in red in Screenshot 2.5A).

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Screenshot 2.5.1A: Emergency Contact Update Screen

Enter or update the following information:

− ‘Frst/Last Name’ (First and Last Name)

− ‘Home Phone’

− ‘Work Phone’ and ‘Ext’ (if applicable)

− ‘Cell Phone’

− ‘Relation’ (with either ‘EM’ or ‘PU’ prefix)

For Emergency Notification Contacts (EMs)

Enter “EM” followed by Relationship to Child from the Emergency Notification Contacts section of the Registration Form–CNICCYP 1700/04.

Example: “EM Neighbor” as shown in Screenshot 2.5.1B.

For Non-Emergency Authorized Release/Pick Up Contacts (PUs)

Enter “PU” followed by Relationship to Child from the Non-Emergency Authorized Release/Pick Up Contacts section of the Registration Form–CNICCYP 1700/04.

Example: “PU Co-Worker” as shown in Screenshot 2.5.1C.

Toggle ‘Allow Child Pickup?’

Do not use the following fields. Only phone information is collected on the registration form for Emergency Notification Contacts.

− Mail Address

− City/State

− Zip

− Country

Toggle this

checkbox.

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− Email

− Photo ID

Screenshot 2.5.1B: Completed Emergency Notification Contact (EM) Screen

Screenshot 2.5.1C: Completed Non-Emergency Authorized Release/Pick Up Contact (PU) Screen

Click the ‘Done’ button.

Repeat the previous steps for all emergency and nonemergency contacts (EMs and PUs).

Household Features shown in Screenshot 2.5.2A is an optional field that can be used to track which installation(s) a household is affiliated within a regional database. This is useful in determining where a household balance ‘belongs’ when running the Global Trial Balance II report.

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Screenshot 2.5.2A: Household Features—Blank Screen

To link a Feature:

Click on the code in the ‘Available’ column. (This will highlight the code.)

Screenshot 2.5.2B: Household Features—Highlighted Screen

Click the ‘Feature Desc’ button for the description of the Household Feature.

Screenshot 2.5.2C: Information Screen

Click the ‘Add Feature>>’ button (circled in red in Screenshot 2.5.2B) to move the Feature to the ‘Linked’ column.

Screenshot 2.5.2D: Household Features—Added Feature

Repeat these steps for any other Household Feature that needs to be added.

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The ‘Household Comments’ field is an optional field used to track additional information about the household. All comments must be written in a professional manner and should never include any derogatory, private, or personally identifiable information (e.g., social security numbers) about a family. Comments entered can be seen by other CYP employees and are displayed in various reports. Remember to update/remove comments when they need to be changed or are no longer valid.

The ‘Household Comments’ field shown in Screenshot 2.5.3A is located in the Emerg/Misc Info screen (Screenshot 2.5A).

To add information into the ‘Household Comments’ field, follow these steps:

Click in the ‘Household Comments’ field.

Enter or update any comments or notes about the household followed by the date of entry and staff member’s initials.

Example: “Issued new set of key fobs. 5/2/2016 SSA”

Screenshot 2.5.3A: Household Comments

The ‘Household Tickler’ field is an optional field used to store any comments or notes about the household. It will be displayed any time the Household Record is accessed and during Swipe In/Swipe Out. All comments should be written in a professional manner and should never include any derogatory, private, or personally identifiable information (e.g., social security numbers) about a family. Comments entered can be seen by others, including parents and guardians. Information entered into the ‘Household Tickler’ field must be removed once it is no longer applicable.

The Household Tickler section shown in Screenshot 2.5.4A is located on the Emerg/Misc Info screen (Screenshot 2.5A).

To add information into the Household Tickler box, follow these steps:

Click in the ‘Household Tickler’ field.

Type any comments or notes about the household followed by the date of entry and employee’s initials.

Examples:

− “Need new USDA form. 5/4/16 SSA”

− “Needs Epi-pen on hourly visits (Med form in file). 5/17/16 SSA”

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Screenshot 2.5.4A: Household Tickler

An example of a completed Emerg/Misc Info screen is shown in Screenshot 2.5.4B.

Click the ‘Members’ button to continue (circled in red in Screenshot 2.5.4B) to the Family Member Listing screen (refer to Section 3.1).

Or

Click the ‘Next’ button to go to the H/H Docs screen (Screenshot 2.6A).

Screenshot 2.5.4B: Completed Emerg/Misc Info Screen

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2.6 H/H Docs Screen The Household (H/H) Docs screen (shown in Screenshot 2.6A) is used to link all scanned documents to specific document categories and codes. (Refer to the program-specific Enrollment and Record Keeping Standards to identify the specific documentation/forms required to be scanned.) Document categories and codes allow scanned documents to be organized and ensure they can be properly identified in CYMS.

Scanning and linking documents to a CYMS code allows CYP employees to share the same documents across all CYP programs. Any of the CYPs can access the family’s CYMS record and linked documents to verify all required documentation.

Instructions for scanning and linking processes must be followed exactly as outlined in Appendix B and Section 2.6.1.

Screenshot 2.6A: Blank H/H Docs Screen

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To link authorized Navy CYP documents to the appropriate document category and code in CYMS after they have been scanned (see Appendix B), complete the following steps:

Click on the ‘HH & Member Update’ button on the Main Menu screen (Screenshot 2.1.1A).

Select the Household.

Click on the ‘H/H Docs’ radio button (refer to red arrow in Screenshot 2.6.1A).

Screenshot 2.6.1A: H/H Docs Screen - Linking H/H Docs

Click on the ‘Add Doc’ button (circled in red in Screenshot 2.6.1A). This opens the Household Document Update screen (Screenshot 2.6.1B).

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Screenshot 2.6.1B: Household Document Update Screen

In the ‘Document Description’ field:

Type the document description (e.g., “Withdrawal Notice”).

Right-click in the ‘Document File Name’ field to get to the Documents Library screen shown in Screenshot 2.6.1C.

Double-click on ‘Computer’ (outlined in red in Screenshot 2.6.1C).

Screenshot 2.6.1C: Documents Library Screen

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Double-click on the ‘(C:)’ drive (outlined in red in Screenshot 2.6.1D).

Screenshot 2.6.1D: Hard Drives Window

Double-click on the ‘VSI’ file folder (VSI is Vermont Systems, Inc.; outlined in red in Screenshot 2.6.1E).

Screenshot 2.6.1E: VSI Folder

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Double-click on the ‘scandocs’ file folder (outlined in red in Screenshot 2.6.1F).

Screenshot 2.6.1F: Scandocs Folder

Right-click on the file (e.g., img0005.pdf) and select ‘Rename’ from the ‘Select’ drop-down menu (outlined in red in Screenshot 2.6.1G).

Screenshot 2.6.1G: Choose ‘Rename’ From Select Drop-Down Menu

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Rename the document to sponsor’s first and last name and document type, no spaces.

Example: “JerrySawyerWithdrawal”

Highlight the renamed document.

Click the ‘Open’ button to return to the Household Document Update screen, which will now show the ‘Document Description,’ ‘Document File Name,’ and ‘Doc Link Date.’ (The default date is today’s date.)

Enter the ‘Doc As-Of Date,’ which is the date the document takes effect (e.g., the date the document was signed).

Enter the ‘Doc Exp Date,’ which is the date the document expires. If the document does not expire (e.g., Withdrawal Notice), then this date should be left blank as shown in Screenshot 2.6.1H. (Refer to the list of authorized documents listed in the program-specific Enrollment and Record Keeping Standards.)

‘Right-click in the ‘Doc Category’ field and select the appropriate document/code.

Screenshot 2.6.1H: Completed Household Document Update Screen

Click on the ‘Update’ button to save the document.

Repeat the previous steps until all documents for this household are linked.

Click the ‘Done’ button when finished.

An example of a completed H/H Docs screen is shown in Screenshot 2.6.1.I.

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Screenshot 2.6.1I: Completed H/H Docs Screen

Note: Once a document is linked, it will be deleted from the workstation automatically when shutting down the workstation and will be stored only in the location it was linked to in CYMS.

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Chapter 3: Family Member Information Screens 41

Family Member Information Screens

When all of the information is completed in each of the Household Information screens, the next step is to add or update information for all relevant family members.

3.1 Family Member Listing Screen The Family Member Listing screen lists all existing family members in a Household Record. Follow the guidelines in this section when creating or updating family member information. Failure to do so will result in incorrect data and reporting.

Important: On the Family Member Listing screen, the following rules apply:

Family Member 1 is always the Sponsor.

Family Member 2 is always either the Spouse (Screenshot 3.1A) or a placeholder if there is no Spouse (Screenshot 3.1B).

Family Members 3, 4, 5, etc. are always the children.

Screenshot 3.1A: Family Member Listing Screen for Sponsor With Spouse

Spouse

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For new records, the sponsor (Family Member 1) and spouse (Family Member 2) information will autopopulate on the Family Member Listing screen from the data entered in the Household Information screens. Verify that this information is correct and any additional information by reviewing the Core (CYMS) screens (refer to Sections 3.2 and 3.3). Each child (Family Member 3 and higher) must be added at this point.

Enter data for each child being registered by using the registration paperwork, which includes the: (1) Registration Form–CNICCYP 1700/04, (2) Health Information Form–CNICCYP 1700/52, (3) Permission Statements Form—CNICCYP 1700/41, and (4) Inclusion Support Information and Referral–CNICCYP 1700/42 (for children/youth with identified needs).

If the sponsor has a spouse, the Family Member Listing screen will look similar to the one shown in Screenshot 3.1A. If the sponsor has no spouse, the system defaults with “No” in the ‘First Name’ field in the Family Member 2 position on the second line shown on Screenshot 3.1B.

Screenshot 3.1B: Family Member Listing Screen for Sponsor With No Spouse

No Spouse

Default

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3.2 Core (CYMS) Screen for ‘Fam Memb 1’ (Sponsor) The majority of a sponsor’s information is imported from the Sponsor Info screen (refer to Section 2.2).

Click the sponsor name on the Family Member Listing screen (Screenshot 3.1A), which is Family Member 1. (This will highlight the row blue.)

Click the ‘Change’ button to continue to the next screen.

The Core (CYMS) screen for ‘Fam Memb 1’ (Sponsor) as shown in Screenshot 3.2A has required fields circled in red.

All other fields/sections on this screen must be left at default settings to include any fields that default to blank (i.e., are not automatically imported from the Household screen).

Screenshot 3.2A: Core (CYMS) Screen for ‘Fam Memb 1’ (Sponsor)

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When a new household record is created, the first and last name of the sponsor are automatically imported to the ‘F/L Name’ fields in the Core (CYMS) screen for Family Member 1 from the Sponsor Info screen (Screenshot 2.2A).

Verify or update the ‘F/L Name’ fields with the first and last name of the sponsor.

For an existing household, any changes that are made to the first and last name on the Sponsor Info screen are not automatically imported to the Core (CYMS) screen for Family Member 1. Therefore, this update must be done manually when needed.

Update the ‘F/L Name’ fields with the correct first and last name of the sponsor on the Core (CYMS) screen for Family Member 1.

Example: The sponsor married and her last name changed. Update the sponsor’s name in both the Sponsor Info screen and the Core (CYMS) screen for ‘Family Member 1.’

New household records default with the “Relation’ field blank, and ‘Gender” set to ‘Male.’

Right-click the ‘Relation’ field to bring up the ‘Rel to Sponsor Code Picklist.’

Select ‘Sponsor’ from the ‘Rel to Sponsor Code Picklist.’

Click the appropriate ‘Gender’ radio button for the sponsor – Male or Female.

Note: If the sponsor is female, the gender must be updated to reflect ‘Female.’ The gender must be correct because this information may be viewed by parents when reports are generated and printed.

Click the ‘Done’ button (circled in red in Screenshot 3.2.2A).

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Screenshot 3.2.2A: Completed Core (CYMS) Screen for ‘Fam Memb 1’ (Sponsor)

3.3 Core (CYMS) Screen for ‘Fam Memb 2’ (Spouse) As with the sponsor, the majority of a spouse’s information is imported from the Spouse Info screen (refer to Section 2.3).

If there is no spouse in this family, go directly to Section 3.4 to add the first child’s record.

If there is a spouse in this family, complete the following steps:

Click the Spouse on the Family Member Listing screen, which is always Family Member 2. (This will highlight the row blue.)

Click the ‘Change’ button.

The Core (CYMS) screen for ‘Fam Memb 2’ (Spouse) as shown in Screenshot 3.3A has required fields circled in red.

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All other fields/sections on this screen must be left at default settings to include any fields that default to blank (i.e., are not automatically imported from the Household screen).

Screenshot 3.3A: Core (CYMS) Screen for ‘Fam Memb 2’ (Spouse)

When a new household record is created, the first and last name of the Spouse are automatically imported to the ‘F/L Name’ fields in the Core (CYMS) screen for Family Member 2 from the Spouse Info screen (Screenshot 2.3.2A).

Verify or update the ‘F/L Name’ fields with the first and last name of the Spouse.

For an existing household, any changes that are made to the first and last name on the Spouse Info screen are not automatically imported to the Core (CYMS) screen for Family Member 2. Therefore, this update must be done manually when needed.

Update the ‘F/L Name’ fields with the correct first and last name of the spouse on the Core (CYMS) screen for ‘Fam Memb 2.’

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Example: An ‘Unmarried Partner’ has become the ‘Spouse.’ Her last name has changed. To update an existing record, the Spouse’s last name must be updated in both the Spouse Info screen and the Core (CYMS) screen for ‘Fam Memb 2’ (Spouse).

New household records default with the ‘Relation’ field blank, and ‘Gender’ set to ‘Female.’

Right-click the ‘Relation’ field to bring up the ‘Rel to Sponsor Code Picklist.’

Select appropriate relation from the ‘Rel to Sponsor Code Picklist.’

Click the appropriate ‘Gender’ radio button for the Spouse – Male or Female.

Note: It is important to enter the correct gender because this information may be viewed by parents when reports are generated and printed.

Click the ‘Done’ button (circled in red in Screenshot 3.3.2A).

Screenshot 3.3.2A: Completed Core (CYMS) Screen for ‘Fam Memb 2’ (Spouse)

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3.4 Core (CYMS) Screen for ‘Fam Memb 3’ or Higher (Child/ren) The Core (CYMS) screen for ‘Fam Memb 3’ or higher (Child/ren) is where required information must be entered (for a new Household Record or new family member) or updated (for an existing Household Record) for each child in the family.

Note: For each additional child, repeat instructions outlined in Sections 3.4 - 3.10.

For an existing Family Member 3 or higher, do the following:

Click on the child’s name on the Family Member Listing screen. (This will highlight the row blue.)

Click the ‘Change’ button (Screenshot 3.4A).

To add a new child (Family Member 3 or higher), do the following:

Click on the ‘Add New Member’ button (Screenshot 3.4A).

Screenshot 3.4A: Family Member Listing Screen for Adding a New Child

Add a New Child Record

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Screenshot 3.4B: Core (CYMS) Screen For New ‘Fam Memb 3’ or Higher (Child/ren)

When a new child record is created, the ‘Last Name’ and ‘EMail’ fields are automatically populated from the Sponsor Info screen (Screenshot 2.2.A).

This section of the Core (CYMS) screen is shown in Screenshot 3.4.1A.

Screenshot 3.4.1A: Fam Memb 3 First and Last Name, Nick Name, Relation to Sponsor, and Ethnicity

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Child’s First and Last Name (Required) and Nick Name (Optional)

For an existing household, any changes to the last name on the Sponsor Info screen will not automatically update on the child’s Core (CYMS) screen; if a change in the sponsor’s last name affects the child’s last name, then this field must be updated manually on the child’s Core (CYMS) screen.

Enter the child’s first name in the ‘F/L Name’ field.

If the child’s last name is the same as the sponsor’s, verify that the last name is correct.

If the child’s last name is different from the sponsor’s last name, update this field by entering the child’s correct last name.

Enter the child’s nickname in the ‘Nick Name’ field if the parent wishes to include it.

Child’s Relation to Sponsor

Right-click the ‘Relation’ field.

Select the appropriate relation to the Sponsor from the ‘Rel to Sponsor Code Picklist.’

Child’s Ethnicity

The ‘Ethnicity’ field circled in Screenshot 3.4.1A is an optional field and is not required. However, it may be beneficial for Youth Programs, since the Boys & Girls Clubs of America (BGCA) requests this information on the BGCA Annual Report.

If the program collects this data and the family declines to declare ethnicity, select the ‘Declined to State’ code.

The child’s gender is a required field for reporting purposes.

Click the appropriate ‘Gender’ radio button for the child - Male or Female.

Screenshot 3.4.2.A: Gender

The child’s birthdate is important for enrollment and reporting purposes and is a required field.

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Screenshot 3.4.3.A: Birthdate and School Grade

Enter the child’s date of birth into the ‘Birthdate’ field.

Press the <Tab> key on the keyboard. (This will calculate Age and Age Group.)

Verify the ‘Age Group’ and ‘Age’ display correctly.

The ‘School Grade’ field is applicable only to children who attend school. To change or update a child’s grade, simply delete the old grade and type in the current grade (e.g., delete 1.00 and enter 2.00 if the child is now in second grade).

Note: Since this is a text field, enter 1.00 for grade 1, 2.00 for grade 2, and so forth.

Enter the child’s school grade (1.00 - 12.00).

If the child attends kindergarten, do the following:

Enter the child’s grade as 0.50.

If the child is preschool-age or younger, do the following:

Leave the ‘School Grade’ field at 0.00 (for a new Household Record).

Remove any grade number displayed in error so this field returns to 0.00.

Family Member Features shown in Screenshot 3.4.4A is an optional field used to keep track of which permissions on the Permission Statements Form—CNICCYP 1700/41 were accepted (e.g., Media Release/YES) or declined (e.g., Media Release/NO). To elaborate on any of these codes, the ‘Comments’ field (refer to Section 3.4.5) may be used. When a parent selects Media Release with certain exceptions, the ‘CYP06-Media Release/Exceptions’ code must be selected, and Media Release/Exceptions must be listed in the ‘Comments’ field.

Screenshot 3.4.4A: Family Member Features –Blank Screen

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The following standard codes are available for optional use:

CYP01–All CYP Permissions/YES (May be used instead of linking individual ‘YES’ codes.)

CYP02–Field Trip/Transport YES

CYP03–Topical Application/YES

CYP04–Media Release/YES

CYP05–MFLC/YES

CYP06–Media Release/Exceptions (Use the comment field to list exceptions.)

CYP07–Media Release/NO

CYP08–Topical Application/NO

CYP09–MFLC/NO

CYP10–Field Trip/Transport NO

To link a Feature:

Click on the code in the ‘Available’ column. (This will highlight the code.)

Screenshot 3.4.4B: Family Member Features – Highlighted Screen

Click the ‘Desc’ button for the description of the Feature.

Screenshot 3.4.4C: Information Screen

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Click the ‘Add>>’ button (circled in red in Screenshot 3.4.4B) to move the Feature to the ‘Linked’ column.

Screenshot 3.4.4D: Family Member Features – Added Feature

Repeat these steps for any other Feature that needs to be added.

The Family Member ‘Comments’ field is used to track additional information about the Family Member. (Screenshot 3.4.5A). Any exceptions to the Media Release code must be added here. Do not add any derogatory, private, or personal information about the Family Member here because any comments entered can be seen by other CYP employees and are displayed in various reports. Remember to update/remove comments when they need to be changed or are no longer valid.

Screenshot 3.4.5A: Comments

Click in the Family Member ‘Comments’ box.

Enter or update any information, followed by the date of entry and staff member’s initials.

Example: “Media Exception: Child may have his picture taken, but cannot be videotaped. 5/2/2016SSA”

The Power of Attorney (POA) Date field is not used. Do not enter any information into this field.

Each child in full- and part-time care (excluding Hourly Care) must be linked to a CYMS key fob number. Each family is given a set of three CYMS key fobs (one for the spouse, one for the sponsor, and one spare) associated with their child’s key fob number to swipe the child in and out of the building through CYMS (refer to example shown in Photo 3.4.6A).

The POA Date field is

not used.

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CYMS tracks daily attendance of full- and part-time children through use of the CYMS key fob. With the CYMS key fob, the parent swipes in when entering the facility to drop off the child and swipes out when picking up the child. CYP attendance must be tracked, and the CYMS key fob swipe provides the data to track attendance. CYMS key fob swipes also allow the program to quickly know how many children and which children are in the building at all times, which is very important in case of an emergency or an emergency evacuation. Run an attendance report for all children in care at any time based on the data provided by CYMS key fob swipes.

Photo 3.4.6A: Sample of CYMS Key Fob (#7630648)

Linking a New CYMS Key Fob (No Existing CYMS Key Fob)

If the child has not been previously linked to a CYMS key fob number, use the following steps:

Click the ‘Edit XRef’ button on the bottom of the Core (CYMS) screen for ‘Fam Memb 3’ or higher (Child/ren) shown in Screenshot 3.4B.

Screenshot 3.4.6B: Cross Reference Screen

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Enter the number of the new CYMS key fob by either typing or swiping it into the ‘Cross Reference’ field, as shown in Screenshot 3.4.6C.

Screenshot 3.4.6C: Completed Cross Reference Screen

Verify that the number of the CYMS key fob was entered correctly.

Click the ‘Done’ button (circled in red in Screenshot 3.4.6C) when finished.

Then, ensure that the parent receives that set of CYMS key fobs.

Verifying an Existing CYMS Key Fob(s)

If a parent has a CYMS key fob or a set of key fobs from another CYP, it is possible to reuse them.

Click the ‘Edit XRef’ button on the bottom of the Core (CYMS) screen for ‘Fam Memb 3’ or higher (Child/ren), shown in Screenshot 3.4B.

Screenshot 3.4.6D: Cross Reference Screen with CYMS Key Fob #3333333

In this example, the Cross Reference screen shows the parent has key fob number 3333333.

Verify that the number shown on the screen matches the number on the back of the CYMS key fob (Photo 3.4.6A).

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If the CYMS key fob number matches, complete the following:

Click the ‘Done’ button.

If the CYMS key fob number does not match and should be removed, complete the following:

Click the nonmatching CYMS key fob number from the ‘Select xRef to Edit’ drop-down menu. (This will highlight the number in blue.)

Click the ‘Delete xRef’ button.

Screenshot 3.4.6E: Cross Reference Screen With CYMS Key Fob Number 5555555 Highlighted

Answer the challenge question by clicking the ‘Yes’ button.

Screenshot 3.4.6F: Challenge Question

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Screenshot 3.4.6G: Cross Reference Screen After Deleting the CYMS Key Fob Number

Repeat the previous steps for any CYMS key fob number that needs to be removed.

Select ‘New’ from the ‘Select xRef to Edit’ drop-down menu (Screenshot 3.4.6H).

Enter the parent’s existing CYMS key fob number (still using the example of #3333333).

Screenshot 3.4.6H: Cross Reference Screen After Adding Parent’s CYMS Key Fob Number

Verify that the CYMS key fob number was entered correctly.

Click the ‘Done’ button when finished.

Replacing an Existing CYMS Key Fob

If a parent needs to replace a CYMS key fob (e.g., they lost one or one is worn out or damaged), a new set of CYMS key fobs must be provided to the family. (All three CYMS key fobs must be replaced; it is not advisable to replace only one.)

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Click the ‘Edit XRef’ button on the bottom of the Core (CYMS) screen for ‘Fam Memb 3’ or higher (Child/ren) shown in Screenshot 3.4B.

Screenshot 3.4.6I: Cross Reference Screen With CYMS Key Fob Number to Be Replaced

Delete any existing CYMS key fob number(s) by doing the following:

Click the CYMS key fob number from the ‘Select xRef to Edit’ drop-down menu. (This will highlight the number in blue.)

Click the ‘Delete xRef’ button.

Screenshot 3.4.6J: Cross Reference Screen With CYMS Key Fob Number Highlighted

Answer the challenge question (Screenshot 3.4.6K) by clicking the ‘Yes’ button.

Screenshot 3.4.6K: Challenge Question

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Screenshot 3.4.6L: Cross Reference Screen After Deleting CYMS Key Fob Number

Repeat the previous steps to delete each existing CYMS key fob number associated with this child.

Select ‘New’ from the ‘Select xRef to Edit’ drop-down menu (Screenshot 3.4.6M).

Enter the number of the new CYMS key fob by either typing or swiping it into the ‘Cross Reference’ field.

Screenshot 3.4.6M: Cross Reference Screen After Adding New CYMS Key Fob Number

Verify that the number of the CYMS key fob was entered correctly.

Click the ‘Done’ button when finished.

Ensure the parent receives that set of new CYMS key fobs.

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When all required information on the Core CYMS screen for Family Member 3 (Child) has been completed, follow these steps:

Click the ‘Next’ button (circled in red in Screenshot 3.4.6N) to continue to the Special Needs screen.

OR

Click the ‘Done’ button (Screenshot 3.4.6N) to return to the Family Member Listing screen.

On the Family Member Listing screen, if no further input is needed:

Click the ‘Exit’ button.

Screenshot 3.4.6N: Completed Core (CYMS) Screen for ‘Fam Mem 3’ (Child)

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3.5 Special Needs Screen Navy CYP uses the term identified needs when referring to a child’s medical or special needs; however, CYMS has not yet been updated to reflect this practice. Therefore, all screens labeled ‘Special Needs’ refer to identified needs.

Note: This screen is not used for entering food restrictions. (Refer to Section 3.7.3 for instructions on entering any food restrictions based on family preference.)

If there is NAYS information to add or update, refer to Section 3.5.2.

If the child has no identified needs:

Click the ‘Next’ button to continue to the Medical screen. If the child has identified needs, refer to Section 3.5.1.

Screenshot 3.5A: Special (Identified) Needs Screen

No Identified Needs

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For more specific information about identified needs and services for children with identified needs, refer to the CYP Inclusion Standards, the CYMS Identified Needs Reporting User Guide, and the Inclusion Support Information and Referral–CNICCYP 1700/42.

Screenshot 3.5.1A: Does this child have any ‘Special Needs?’ (Identified Needs)

If the child has any identified needs that require accommodations:

Click the ‘Does this child have any ‘Special Needs’?’ checkbox to indicate ‘yes.’

If the child is enrolled in the Exceptional Family Member Program:

Click the ‘Enrolled in ‘Exceptional Family Member Program’ checkbox to indicate ‘yes.’

If the child was referred to the Inclusion Action Team (IAT), follow these steps:

Right-click in the ‘Spec Needs Rsrc Team Init Review’ field to launch the calendar picklist.

Select the DATE OF INITIAL REVIEW BY IAT documented on the Inclusion Support Information and Referral–CNICCYP 1700/42.

Right-click in the ‘Last Special Needs Rsrc Team Update’ field to launch the calendar picklist.

Select the date indicated in the NEXT SCHEDULED CASE REVIEW DATE section of the Inclusion Support Information and Referral–CNICCYP 1700/42.

The Navy Youth Sports and Fitness (YSF) programs require one parent from each family to complete the Parent Orientation offered online by the National Alliance for Youth Sports (NAYS) before the child may participate in a Navy YSF offering (except for Start Smart). Refer to the YP Enrollment and Record Keeping Standards for details on NAYS requirements.

Enter the date the parent completed the initial certification into the ‘Last Sports Physical Date’ field, replacing the previous date if needed (circled in red in Screenshot 3.5.2A).

Note: The ‘Last Sports Physical Date’ field is used to track NAYS Parent Orientation training because there currently is no designated field for NAYS Parent Orientation training. Enter the completion date, not the expiration date.

Next scheduled case review date.

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Screenshot 3.5.2A: Dates

Do not complete the other date fields in this section; they are not used by the Navy.

The level of a child’s identified need must be documented in the ‘Special Needs Comments’ box.

Click in the ‘Special Needs Comments’ box.

Type the child’s level of need (MILD, MODERATE, or SIGNIFICANT; ALL CAPS must be used for emphasis on applicable reports).

Note: This information is found in SECTION 2: LEVEL OF NEED from the Inclusion Support Information and Referral–CNICCYP 1700/42.

Example: MODERATE (Refer to ‘Special Needs Comments’ field in Screenshot 3.5.3A.)

Screenshot 3.5.3A: Completed Special (Identified) Needs Screen

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When all required information on the Special Needs screen has been completed:

Click the ‘Next’ button (circled in red in Screenshot 3.5.3A) to continue to the Medical screen (Screenshot 3.6A), OR

Click the ‘Done’ button to return to the Family Member Listing screen.

On the Family Member Listing screen, if no further input is needed:

Click the ‘Exit’ button.

3.6 Medical Screen If a child has a medically based identified need, the information must be entered on the Medical screen, shown in Screenshot 3.6A.

Note: All of the information captured on this screen is for medically based identified needs and must come from official documentation provided by health care professionals (e.g., Medication Authorization Form–CNICCYP 1700/08, physician’s signed note or email). This information is included on critical reports that instruct CYP employees on how to treat a child with an Emergency Action Plan (EAP) in the event of a medical emergency. Therefore, ensure that all information must be entered accurately. For descriptions about identified needs and the record keeping requirements, refer to the CYP Inclusion Standards and the program-specific Enrollment and Record Keeping Standards.

Screenshot 3.6A: Medical Screen

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If the child has no medically based identified need:

Click the ‘Next’ button (circled in red in Screenshot 3.6A) to continue to the Allergies screen.

If a child requires an Emergency Action Plan (EAP), the information must be entered on the Med Condition section of the Medical screen shown in Screenshot 3.6.1A. The information entered in this section must come from official documentation provided by health care professionals and the Inclusion Support Information and Referral–CNICCYP 1700/42.

For descriptions about identified needs and record keeping reporting, refer to the CYP Inclusion Standards and the program-specific Enrollment and Record Keeping Standards.

To enter information related to a child’s identified medical need:

Click the ‘Add Med’ button on the Medical screen shown in Screenshot 3.6A.

Screenshot 3.6.1A: Add Med Screen for Med Condition

In the Add Med screen for Med Condition:

Click the ‘Med Condition’ radio button shown in Screenshot 3.6.1A.

Right-click the ‘Med Code.’

Select the code that corresponds to the child’s identified need.

Example: Asthma

Right-click the ‘Orig Date’ field.

Select the date that the identified need (requiring a medical EAP) was first identified.

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Right-click the ‘Next Review’ field to.

Select the NEXT SCHEDULED CASE REVIEW DATE documented on the Inclusion Support Information and Referral–CNICCYP 1700/42.

Click in the ‘Comments’ box and type “EAP” in ALL CAPS followed by a description of symptoms and the treatment documented in the child’s specific EAP.

Example: The following example is for a child with an EAP for respiratory issues.

Screenshot 3.6.1.B: Completed Asthma Screen

Note: The language in Screenshot 3.6.1B is an example. Actual information included in the ‘Comments’ field must come from a child’s EAP.

Click the ‘Update’ button to save the information.

Repeat the previous steps for each additional identified need requiring a medical EAP.

If a child has an identified need requiring a medical accommodation, the information must be entered on the Med Condition section of the Medical screen shown in Screenshot 3.6.1C. This information must come from official documentation provided by health care professionals. For specific information about identified needs, refer to the CYP Inclusion Standards.

To enter information relating to a child’s identified need that requires a medical accommodation:

Click the ‘Add Med’ button on the Medical screen shown in Screenshot 3.6A.

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Screenshot 3.6.1C: Add Med Screen for Med Condition

In the Add Med screen for Med Condition:

Click the ‘Med Condition’ radio button on the screen shown in Screenshot 3.6.1C.

Right-click the ‘Med Code’ field.

Select the code that corresponds to the child’s identified need.

Example: Vision

Right-click the ‘Orig Date’ field.

Select the date the identified need requiring a medical accommodation was first identified.

Right-click the ‘Next Review’ field.

Select the NEXT SCHEDULED CASE REVIEW DATE documented on the Inclusion Support Information and Referral–CNICCYP 1700/42.

Click in the ‘Comments’ box.

Type “ACCOM” (to indicate accommodation) in ALL CAPS followed by a colon and a description of the accommodation followed by the supporting action required by staff in a short summary statement.

Example: A child who must wear glasses for close-up activities as shown in Screenshot 3.6.1D.

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Screenshot 3.6.1D: Completed Vision Screen

Click the ‘Update’ button (circle in red in Screenshot 3.6.1D) to save the information.

Repeat the previous steps for each additional identified need requiring a medical accommodation.

If a child has an identified need for medications, the information must be entered on the Medication section of the Medical screen shown in Screenshot 3.6.2A. This information must come from official documentation provided by a health care professional.

For descriptions about identified needs and the record keeping requirements, refer to the CYP Inclusion Standards and the program-specific Enrollment and Record Keeping Standards.

To enter information related to a child’s identified need that requires a medication as shown on the Medical screen in Screenshot 3.6A:

Click the ‘Add Med’ button on the Medical screen shown in Screenshot 3.6A.

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Screenshot 3.6.2A: Add Med Screen For Medication

In the Add Med Screen for Medication:

Click the ‘Medication’ radio button.

Right-click the ‘Med Code’ field.

Select the code that corresponds to the child’s medication.

Example: Adderall

Right-click the ‘Orig Date’ field.

Select the date the current supply of the medication was prescribed.

Right-click the ‘Next Review’ field.

Select the date the medication expires.

Click in the ‘Comments’ box.

Enter the dosage and frequency as well as any additional information to clarify medication use.

Example: A child who needs a dosage of 2.5 mg once daily at 2:00 p.m. as shown in Screenshot 3.6.2B.

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Screenshot 3.6.2B: Completed Medication Screen

Click the ‘Update’ button to save the information.

Repeat the previous steps for additional identified needs for Medications.

If the child has medication records for prescription refills that require updating, the information must be entered in the Medication section of the Medical screen shown in Screenshot 3.6.3A. This information must come from official documentation provided by health care professionals.

For descriptions about identified needs, refer to the CYP Inclusion Standards and the program-specific Enrollment and Record Keeping Standards.

To enter this information from the Medical screen shown in Screenshot 3.6A:

Click the Medication Record that needs to be updated. (This will highlight the row blue.)

Click the ‘Update Med’ button.

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Screenshot 3.6.3A: Update Med Screen for Medication

In the Update Med screen for Medication:

Right-click in the ‘Orig Date’ field.

Select the new prescription date.

Right-click the ‘Next Review’ field.

Select the new expiration date.

Click in the ‘Comments’ field to add new comments or to modify existing comments.

Screenshot 3.6.3B: Completed Screen for Medication Records

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Click the ‘Update’ button to save the information.

Repeat the previous steps for additional Medication Records for Prescription Refills.

Children occasionally need a topical care product (e.g., diaper cream, sunscreen, insect repellent). Parents give permission for CYP Professionals to use these topical treatments when they sign the Permission Statements Form–CNICCYP 1700/43. Refer to Section 3.4.4 to enter a parent’s permission for these topical care products into CYMS.

If a parent provides basic care instructions directly to the classroom teacher (which are not necessarily covered in the Permission Statements Form–CNICCYP 1700/43), the information may be entered into CYMS. However, tracking these types of basic needs in CYMS is optional.

From the Medical screen shown in Screenshot 3.6A, complete the following steps:

Click the ‘Add Med’ button.

Click the ‘Basic Care’ radio button.

Right-click in the ‘Med Code’ field.

Select the code representing the first ongoing approved Basic Care item.

Right-click the ‘Orig Date’ field.

Select the date when the parent provided instructions.

If the Basic Care item needs to be reviewed, complete the following steps:

Right-click the ‘Next Review Date’ field.

Select the appropriate date (date of the next review).

Click the ‘Update’ button to save the information.

Repeat the previous steps for additional Basic Care.

When all information on the Medical screen has been completed, complete the following steps:

Click the ‘Next’ button to continue to the Allergies screen, OR

Click the ‘Done’ button to return to the Family Member Listing screen.

On the Family Member Listing screen, if no further input is needed, do the following:

Click the ‘Exit’ button.

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3.7 Allergies Screen If a child has allergies, the information must be entered on the Allergies screen. For descriptions about allergies and identified needs, refer to the CYP Inclusion Standards and the program-specific Enrollment and Record Keeping Standards.

Screenshot 3.7A: Allergies Screen

If the child has an Emergency Action Plan (EAP) for a food allergen, the information must be entered in the Add Allergies section (refer to Screenshot 3.7.1A ) of the Allergies screen (refer to Screenshot 3.7A). An example of this would be a child who is allergic to apple juice and reacts with swelling, itching, and difficulty breathing when exposed to apple juice.

Note: All supporting documentation must be signed by a health care professional.

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To enter a food allergy for a child with an EAP, do the following:

Click the ‘Add Allergy’ button on the Allergies screen (refer to Screenshot 3.7A).

Screenshot 3.7.1A: Add Allergies Screen

In the Add Allergies screen, do the following:

Right-click the ‘Allergy Code’ field .

Select the type of ALLERGEN identified for the child from the ‘Medical Code Picklist.’

Example: Apple Juice

Right-click the ‘Orig Date’ field.

Select the appropriate date (this is the date the identified need for a Food Allergen with EAP was first identified).

Right-click the ‘Next Review’ field.

Select the NEXT SCHEDULED CASE REVIEW DATE documented on the Inclusion Support Information and Referral–CNICCYP 1700/42.

Click in the ‘Reaction’ field.

Type “ALLERGEN” in ALL CAPS.

Press the <Enter> key on the keyboard.

Type “CYP must substitute with” followed by a description of what must be substituted to prevent the child from having an allergic reaction, along with symptoms of that reaction.

Example: CYP must substitute with other juices or water to avoid swelling, itching, and difficulty breathing.

Click in the ‘Treatment’ field.

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Describe the treatment in a short summary statement.

Example: EAP for swelling, itching and difficulty breathing, administer Benadryl. If symptoms persist, administer EpiPen in thigh, Call 9-1-1, then call the parents or Emergency Contacts. EpiPen Jr 0.15 mg. Benadryl 50 mg (2 capsules).

Note: The language given is a sample only and not from an actual EAP.

Screenshot 3.7.1B: Completed Screen for Food Allergen With EAP

Click the ‘Update’ button (circled in red in Screenshot 3.7.1B) to save the information.

Repeat the previous steps for additional identified needs for a Food Allergen with EAP.

If the child has an identified food intolerance, the information must be entered in the Add Allergies section (refer to Screenshot 3.7.2A) of the Allergies screen (refer to Screenshot 3.7A). For example, a child has a grain intolerance and consuming this food would cause the child some digestive discomfort; but, it is not life threatening.

Note: This supporting documentation must be signed by a health care professional. For descriptions about food intolerances, refer to the CYP Inclusion Standards.

To enter a food intolerance:

Click the ‘Add Allergy’ button on the Allergies screen shown (refer to Screenshot 3.7A).

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Screenshot 3.7.2A: Add Allergies Screen

In the Add Allergies screen:

Right-click the ‘Allergy Code’ field

Select the type of INTOLERANCE identified for the child from the ‘Medical Code Picklist.’

Example: Grains

Right-click the ‘Orig Date’ field.

Select the date the identified need for a food intolerance was first identified.

Right-click the ‘Next Review’ field.

Select the NEXT SCHEDULED CASE REVIEW DATE documented on the Inclusion Support Information and Referral–CNICCYP 1700/42.

Click in the ‘Reaction’ field.

Type “INTOLERANCE” in ALL CAPS.

Press the <Enter> key on the keyboard.

Type “CYP must substitute with” followed by a description of what should be substituted.

Example: CYP must substitute with corn and rice.

Do not use the ‘Treatment’ field (it is not used for a food intolerance).

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Screenshot 3.7.2B: Completed Screen for Food Intolerance

Click the ‘Update’ button (circled in red in Screenshot 3.7.2B) to save the information.

Repeat the previous steps for additional identified food intolerances.

If the child has a food restriction based on a family preference, the information must be entered in the Add Allergies section (refer to Screenshot 3.7.3A) of the Allergies screen (Screenshot 3.7A). For example, the child must avoid pork for religious reasons.

Food restrictions based on family preference are not an identified need and therefore should not be entered as a ‘mild need’ for tracking and administration purposes. However, all food substitutions must be documented in a clear and easily referenced format. This information is included in the CYP Food Substitution List report that informs the kitchen staff about any food restrictions. For specific information about food restrictions, refer to the CYP Inclusion Standards.

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To enter information about a child’s food restriction:

Click the ‘Add Allergy’ button on the Allergies screen (Screenshot 3.7A).

Screenshot 3.7.3A: Add Allergies Screen

In the Add Allergies screen:

Right-click the ‘Allergy Code’ field.

Select the type of RESTRICTION identified for the child from the ‘Medical Code Picklist.’

Example: Meats

Right-click the ‘Orig Date’ field.

Select the date the family requested the food restriction.

Do not complete the ‘Next Review’ field (it is not used for a food restriction).

Click in the ‘Reaction’ field.

Type “RESTRICTION” in ALL CAPS.

Press the <Enter> key on the keyboard.

Type “Family to substitute with” followed by a description of items.

Example: Family to substitute with beans, tofu, or tempeh.

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Do not use the ‘Treatment’ field. (It is not used for a food restriction.)

Screenshot 3.7.3B: Completed Food Restriction Screen

Click the ‘Update’ button (circled in red in Screenshot 3.7.3B) to save the information.

Repeat the previous steps for any additional food restriction based on family preference.

If the child has an identified need for any allergen but does not require an EAP, the information must be entered in the Add Allergies section of the Allergies screen (Screenshot 3.7A). An example would be if a child had a contact allergy (such as soap) for which the child might develop a mild rash. This situation would require a specific treatment but would not require an EAP because the reaction is not a life-threatening medical emergency.

Note: The supporting documentation must be signed by a health care professional. For specific information about identified needs, refer to the CYP Inclusion Standards.

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Click the ‘Add Allergy’ button on the Allergies screen (Screenshot 3.7A).

Screenshot 3.7.4A: Add Allergies Screen

In the Add Allergies screen, complete the following:

Right-click the ‘Allergy Code’ field.

Select the type of ALLERGEN identified for the child from the ‘Medical Code Picklist.’

Example: Soaps

Right-click the ‘Orig Date’ field.

Select the appropriate date. (This is the date the allergy was first identified.)

Right-click the ‘Next Review’ field.

Select the NEXT SCHEDULED CASE REVIEW DATE documented on the Inclusion Support Information and Referral–CNICCYP 1700/42.

Click in the ‘Reaction’ field.

Type “ALLERGEN” in ALL CAPS.

Press the <Enter> key on the keyboard.

Type a description of symptoms of that reaction.

Example: Rash and skin irritation when exposed to foam soaps.

Click the ‘Treatments’ field.

Describe the treatment in a short summary statement.

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Example: Wash the affected body parts in cold water and apply cold compresses.

Screenshot 3.7.4B: Completed Allergen Screen

Click the ‘Update’ button (circled in red in Screenshot 3.7.4B) to save the information.

Repeat the previous steps for additional identified needs for any Allergen - NO Emergency Action Plan (EAP).

When all information on the Allergies screen is completed, complete the following steps:

Click the ‘Next’ button to continue to the Shots screen, OR

Click the ‘Done’ button to return to the Family Member Listing screen.

On the Family Member Listing screen, if no further input is needed, do the following:

Click the ‘Exit’ button.

3.8 Shots Screen The Shots screen captures all information regarding a child’s immunizations which gets entered from the child’s immunization record.

Note: For more guidance relating to immunization requirements, refer to the program-specific Enrollment and Record Keeping Standards.

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Screenshot 3.8A: Shots Screen

In order to begin entering a child’s immunization information, all standard shot codes must get loaded with the ‘Load Std Shot’ button. Shot lists will vary depending on the time of year due to seasonal flu vaccine requirements (the flu shot code will not show up outside of flu season when loading the standard shot codes). Refer to Section 3.8.5 for more information about the flu vaccine.

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Click the ‘Load Std Shot’ button (circled in red in Screenshot 3.8A).

Screenshot 3.8.1A: Standard Shots Outside of Flu Season Screen

Screenshot 3.8.1B: Standard Shots During Flu Season Screen

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Note: Due dates for vaccinations are automatically calculated using the child’s birthdate with the exception of the flu vaccine. The flu vaccine is required annually for all ages and therefore cannot be calculated using the child’s birthdate (refer to Section 3.8.5). All shots that are coming due or are overdue automatically pop up during swipe-in or when the family makes an Hourly Care reservation. This alert can be used to follow up immediately with the family to remind them of their child’s immunization requirements.

If the child has received a shot that was administered as a single shot (not as a multiple or combination shot), enter this shot information in the Updating Shots section (refer to Screenshot 3.8.2A) of the Shots screen (Screenshot 3.8A).

If the Shots screen is blank, go to Section 3.8.1 for instructions on how to load shot codes.

From the Shots screen:

Click the ‘Due Date’ column header to sort the list by due date.

Click the ‘Shot/Immunization Code’ that needs to be updated. (This will highlight the row blue.)

Click the ‘Update Shot’ button.

Screenshot 3.8.2A: Updating Shots

Right-click the ‘Shot Date.’

Select the date the shot was given.

Click the ‘Update’ button to save the information.

Repeat the previous steps as needed or go to the appropriate section for other shot scenarios.

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Parents who need to waive an immunization requirement must complete an Immunization Child/Youth Waiver Request–CNICCYP 1700/46B for their child. Refer to the program-specific Enrollment and Record Keeping Standards for instructions about completing a waiver request. Document this information in the Updating Shots section (Screenshot 3.8.3A) of the Shots screen (Screenshot 3.8A) by clicking on the ‘Waive This Shot?’ checkbox.

If the Shots screen is blank, go to Section 3.8.1 to load shot codes.

From the Shots screen, do the following:

Click the ‘Due Date’ column header to sort the list by due date.

Click the ‘Shot/Immunization Code’ that needs to be updated. (This will highlight the row blue.)

Click the ‘Update Shot’ button.

Screenshot 3.8.3A: Updating Shots

If a shot was not received because of a medical reason or religious objection, the family must submit an Immunization Child/Youth Waiver Request–CNICCYP 1700/46B. This must be documented in the system as follows:

Click the ‘Waive This Shot?’ checkbox.

Click in the ‘Shot Comments’ box and enter the required wording indicated in double quotes from one of the applicable scenarios for when a waiver may be necessary.

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A child has an allergy to the vaccine.

A child had an allergic reaction to a vaccine in the past and his/her physician provided the parent with a medical statement confirming the allergy. In this instance, complete these steps:

Click the ‘Waive This Shot?’ checkbox.

In the ‘Shot Comments’ field, type “The Child has a medical waiver on file,” followed by the date of entry and staff member’s initials.

Example: The Child has a medical waiver on file. 9/9/2015 – SSA

Ensure waiver is scanned and linked to child’s Household Record.

A child is not eligible for the vaccine.

A child is registered in CYP at 3 years old and the parent does not have documentation that the child received the rotavirus vaccine. The rotavirus vaccine cannot be given if the child did not receive it as an infant. In this instance, follow these steps:

Click the ‘Waive This Shot?’ checkbox.

In the ‘Shot Comments’ field, type “The child is 3 years old and was registered on MM/DD/YY. The child is no longer eligible to receive the vaccine,” followed by the date of entry and staff member’s initials.

Example: The child is 3 years old and was registered on 3/12/15. The child is no longer eligible to receive the vaccine. 3/15/2015 – SSA

Documentation from a physician is not required.

The vaccine is a two-shot versus three part rotavirus series.

The rotavirus vaccine series is typically given as a three-part series. Some medical facilities use a two-shot series. In these cases, the completed dates for the two shots should be entered under RV1 and RV2, and the following should be done for the RV3 code:

Click the ‘Waive This Shot?’ checkbox.

In the ‘Shot Comments’ field, type “Rotavirus two-shot series completed,” followed by the date of entry and staff member’s initials.

Example: Rotavirus two-shot series completed. 11/3/15 – SSA

Documentation from a physician is not required.

A child is school-age and not homeschooled (in SAC or any CYP).

If a child in SAC or school-age child in any CYP who is not homeschooled has overdue shots, the shot documentation requirements should be waived.

Click the ‘Waive This Shot?’ checkbox.

Scenario 3.8.3A

Scenario 3.8.3B

Scenario 3.8.3C

Scenario 3.8.3D

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In the ‘Shot Comments’ field, type “The child is now in school, and CYP no longer needs to track shots.” followed by the date of entry and staff member’s initials.

Example: The child is now in school, and CYP no longer needs to track shots. 11/3/15 – SSA

Documentation from a physician is not required.

Repeat the previous steps as needed or go to the appropriate section for other shot scenarios.

The steps in this section can be used to enter several shots given individually on the same day or shots that were given as part of a combination shot in bulk. (Bulk refers to multiple or combination shots given at the same time.) For combination shots, the name of the combination shot must be tracked.

If the Shots screen is blank, go to Section 3.8.1 to load shot codes.

From the Shots screen:

Click the ‘Due Date’ column header to sort the list by due date.

Press and hold the <Ctrl> key on the keyboard.

Click each ‘Shot/Immunization Code’ that was given on the same date or part of a combination shot. (This will highlight the shots in blue.)

Right-click the ‘Multiple Shot Date’ field.

Select the date the shots were given.

Click the ‘Apply Date’ button.

Screenshot 3.8.4A: Completed Shots in Bulk Screen

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To track the name of the combination shot for any shots that were given as part of a combination shot:

Click the first ‘Shot/Immunization Code’ that was part of the combination shot. (This will highlight the row blue.)

Click the ‘Update Shot’ button (circled in red in Screenshot 3.8.4A).

Screenshot 3.8.4B: Updating Shots Screen

Click in the ‘Shot Comments’ field (circled in red in Screenshot 3.8.4B).

Type the name of the combination shot.

Example: Pediarix

Click the ‘Update’ button (circled in red in Screenshot 3.8.4B) to save the information.

Repeat the previous steps for all combination shots or go to the appropriate section for other shot scenarios.

CNIC Process for Loading Flu Shot

By August 31 of each year, CNIC will add the current season flu shot code to all CYMS databases as a standard code. This code will upload along with all required shots when using the ‘Load Std Shot’ button (Screenshot 3.8.1A). Additionally, the code is added to all currently enrolled children with a due date of November 30 of the current year.

Because the flu shot (vaccine) is an annual requirement for all ages, it cannot be calculated using the child’s birthdate like all other required vaccines (Section 3.8.1). When shots get loaded for new households, the flu shot will default to the child’s birthdate and must be changed to the current season’s due date, which must always be November 30.

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By March 31 of each year, CNIC will change the season flu shot code for the flu season that is ending to a non-standard code, which will no longer upload with all required shots using the ‘Load Std Shot’ button.

Screenshot 3.8.5A: Standard Shots Screen With Flu Shot Code

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Screenshot 3.8.5B: Standard Shots Screen Without Flu Shot Code

How to Process Flu Shot

Enter a child’s flu vaccine information by following detailed instructions from these possible flu vaccine scenarios

A child is registered during flu season and has not yet received a flu vaccine.

In this instance, follow these steps:

Click the current season flu shot code. (This will highlight the row blue.)

Example: FLU2015 for flu season September 2015 through March 2016.

Click the ‘Update Shot’ button.

Right-click the ‘Due Date’ field to launch the calendar picklist.

Select 11/30 of current flu season even if the date has already passed.

Example: 11/30/2015

Click the ‘Update’ button to save the information.

Once the child receives the flu vaccine and provides the appropriate documentation, refer to Section 3.8.2 to enter it into the Shot screen.

Scenario 3.8.5A

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A child is registered after flu season but received a flu vaccine during the flu season.

Click the ‘Add Shot’ button.

Right-click in the ‘Shot Code’ field.

Select the code for the appropriate flu season.

Example: FLU2015 for vaccine given during flu season September 2015 through March 2016.

Right-click the ‘Due Date’ field to launch the calendar picklist.

Select 11/30 of current flu season even if the date has already passed.

Example: 11/30/2015

Right-click the ‘Shot Date’ field to launch the calendar picklist.

Select the date the vaccine was given.

Example: 10/23/2015

Click the ‘Update’ button to save the information.

A child is registered after flu season and did not receive a flu vaccine during the flu season.

No action required.

An infant is registered during flu season but will not turn 6 months old until the flu season is over.

Click the current season flu shot code. (This will highlight the row blue.)

Example: FLU2015 for flu season September 2015 through March 2016.

Click the ‘Update Shot’ button.

Right-click the ‘Due Date’ field to launch the calendar picklist.

Select 11/30 of the current flu season even if the date has already passed.

Example: 11/30/2015

Click the ‘Waive this Shot?’ checkbox.

Click in the ‘Shot Comments’ field.

Type “Child enrolled as an infant on (enter date) and will not reach age requirement during current flu season” followed by the date of entry and staff member’s initials.

Example: “Child enrolled as an infant on 1/4/2016 and will not reach age requirement during current flu season. 1/7/2016 – SSA”

Scenario 3.8.5B

Scenario 3.8.5C

Scenario 3.8.5D

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A flu vaccine is found past due after any action can be taken

The flu vaccine is listed in a child’s shot file with a due date of 11/30/2015, and this is discovered at a time when the flu vaccine is no longer available.

Unfortunately, at this point, this is a discrepancy.

Keep the ‘Shot Date’ field blank.

Do not click the ‘Waive This Shot?’ checkbox.

Click the past due Flu Shot code. (This will highlight the row blue.)

Example: FLU2015 for flu season September 2015 through March 2016.

Click the ‘Update Shot’ button.

Click in the ‘Shot Comments’ box.

Type the following comment followed by the date of entry and staff member’s initials.

Example: “This discrepancy was found after the flu season ended and the flu vaccine is no longer required. Procedures have been put into place to prevent this from happening in the future. 04/15/2016 – SSA”

When all required information on the Shots screen has been completed, do the following:

Click the ‘Next’ button to continue to the next screen, OR

Click the ‘Done’ button to return to the Family Member Listing screen.

On the Family Member Listing screen, if no further input is needed, do the following:

Click the ‘Exit’ button.

3.9 Illnesses Screen (Optional) If an illness affects a child’s care in the program (e.g., the child is sent home sick), it may need to be documented the illness in the Illnesses screen if required by the installation (Screenshot 3.9A).

Scenario 3.8.5E

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Screenshot 3.9A: Illnesses Screen

Click the ‘Add Illness’ button.

Screenshot 3.9B: Add Illness Code Screen

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In the Add Illness Code screen, do the following:

Right-click the ‘Illness Code’ field.

Select the appropriate illness/injury from the ‘CYMS Medical Code Picklist.’

Right-click the ‘Orig Date’ field.

Select the illness/injury date.

Click in the ‘Comments’ field.

Enter any comments that provide additional information about the child’s illness or injury.

Click the ‘Update’ button to save the information.

Repeat the previous steps to enter additional illnesses for the child.

When all information on the Illnesses screen has been completed, do the following:

Click the ‘Next’ button to continue to the F/M Docs screen, OR

Click the ‘Done’ button to return to the Family Member Listing screen.

On the Family Member Listing screen, if no further input is needed, do the following:

Click the ‘Exit’ button.

3.10 F/M Docs Screen The Family Member (F/M) Docs screen is used to link all scanned documents to Family Member 3 and higher. (Refer to program-specific Enrollment and Record Keeping Standards for documentation authorized for scanning and linking to the F/M Docs screen.)

Scanning and linking documents to a CYMS code allows CYP employees to share the same documents across all CYP programs. Any CYP can access the family’s CYMS record and linked documents to verify all required documentation. Instructions for scanning and linking processes must be followed exactly as outlined in Appendix B and Section 3.10.1.

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Screenshot 3.10A: Blank F/M Docs Screen

To link authorized Navy CYP documents to the appropriate document category and code in CYMS after they have been scanned (see Appendix B), complete the following steps:

Click on ‘HH & Member Update’ button on the Main Menu screen (Screenshot 2.1.1A).

Select the Household.

Click on the ‘Members’ button to get to the Family Member Listing screen.

Click on the Family Member. (This will highlight the row blue.)

Click on the ‘Change’ button.

Click on the ‘F/M Docs’ radio button (red arrow in Screenshot 3.10.1A).

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Screenshot 3.10.1A: F/M Docs Screen - Linking F/M Documents

Click on the ‘Add Doc’ button (circled in red in Screenshot 3.10.1A).

Screenshot 3.10.1B: Family Member Document Update Screen

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In the ‘Document Description’ field:

Type the document description (e.g., “Immunization Record”).

Right-click in the ‘Document File Name’ field to get to the Documents Library screen shown in Screenshot 3.10.1C.

Double-click on ‘Computer’ (outlined in red in Screenshot 3.10.1C).

Screenshot 3.10.1C: Documents Library Screen

Double-click on the ‘(C:)’ drive (outlined in red in Screenshot 3.10.1D).

Screenshot 3.10.1D: Hard Drives Window

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Double-click on the ‘VSI’ file folder (VSI is Vermont Systems, Inc.; outlined in red in Screenshot 3.10.1E).

Screenshot 3.10.1E: VSI Folder

Double-click on the ‘scandocs’ file folder (outlined in red in Screenshot 3.10.1F).

Screenshot 3.10.1F: Scandocs Folder

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Right-click on the file (e.g., img0005.pdf) and select ‘Rename’ from the ‘Select’ drop-down menu (outlined in red in Screenshot 3.10.1G).

Screenshot 3.10.1G: Choose ‘Rename’ From Select Drop-Down Menu

Rename the document to child’s first and last name and document type, with no spaces.

Example: ‘MiaSawyerImmunization’

Highlight the renamed document.

Click the ‘Open’ button to return to the Family Member Document Update screen (Screenshot 3.10.1H), which will now show the ‘Document Description,’ ‘Document File Name,’ and ‘Link Date’ (the default date, which is the date the document was scanned/linked).

Enter the ‘As-Of Date,’ which is the date the document takes effect (e.g., the date the document was signed).

Enter the ‘Expiration Date,’ which is the date the document expires.

− If the document does not expire (e.g., Immunization Record), then this date should be left blank as shown in Screenshot 3.10.1H. (Refer to the program-specific Enrollment and Record Keeping Standards for a list of authorized documents.)

Right-click in the ‘Doc Category’ field and select the appropriate document/code.

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Screenshot 3.10.1H: Completed Family Member Document Update Screen

Click the ‘Update’ button to save the document.

Repeat the previous steps until all documents for the Family Member are linked.

Click the ‘Done’ button when finished.

Screenshot 3.10.1I: Completed F/M Docs Screen

Note: Once a document is linked, it will be deleted from the workstation automatically when shutting down the workstation and will be stored only in the location it was linked to in CYMS.

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Chapter 4: Data Entry Validation 101

Data Entry Validation

Navy CYP recommends to validate data entry each time information has been either entered into CYMS to create a new Household Record or added/edited in an existing Household Record. The CYP Management Team must validate all related data to a child’s identified needs by cross-checking it against required forms.

4.1 Validating Data for a Completed Household Record (Recommended) Instructions to create a household profile report that allows all of the data entered in a Household Record to be viewed and validated for accuracy are as follows.

From the Main Menu screen (Screenshot 2.1.1A), do the following:

Click the ‘Household Inquiry’ button to get to the H/H Inquiry Household Selection screen (Screenshot 4.1A).

Enter the child’s last name,first initial (no space) in the ‘Lookup’ field.

Example: Susan Taylor is ‘taylor,s’

Click the ‘Family Member’ button (circled in red).

Screenshot 4.1A: H/H Inquiry Household Selection Screen

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To find and select the household, follow these steps:

Click the appropriate child’s name in the Household Listing screen (Screenshot 4.1B). (This will highlight the row blue.)

Click the ‘Select’ button (circled in red).

Screenshot 4.1B: Household Listing Screen

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Click the ‘Profile Prt’ button on the Primary Contact screen (circled in red).

Screenshot 4.1C: Primary Contact Screen

Leave all default toggles on.

Click the ‘All Members’ radio button on the Profile Print Details screen (circled in red).

Screenshot 4.1D: Profile Print Details Screen

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Click the ‘Print’ button.

In the Output Selection screen:

Click the ‘Preview’ checkbox (circled in red).

Click the ‘Finish’ button (circled in red).

Screenshot 4.1E: Output Selection Screen

Once the ‘Finish’ button on the Output Selection screen is clicked, CYMS generates the household profile report. Now print and cross-check the report against the household’s forms.

4.2 Validating Newly Entered Identified Needs (Required) The CYP Management Team and the Training & Curriculum Specialist (as needed) must validate all identified needs data for a child when newly entered into CYMS against any applicable inclusion forms to ensure accuracy. Refer to the program-specific Enrollment and Record Keeping Standards for guidance on the required forms for children with identified needs or medical conditions.

The following steps detail how to generate the profile of a child with identified needs so that it may be cross-checked with a child’s required forms.

From the Main Menu screen (Screenshot 2.1.1A):

Click the ‘Household Inquiry’ button to get to the H/H Inquiry Household Selection screen.

Enter the child’s last name,first initial (no space) in the ‘Lookup’ field.

Example: Susan Taylor is taylor,s

Click the ‘Family Member’ button.

Click the appropriate child’s name in the Household Listing screen. (This will highlight the row blue.)

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Click the ‘Select’ button.

Click the child’s name (This will highlight the row blue.)

Click the ‘Profile Prt’ button on the Primary Contact screen (circled in red in Screenshot 4.2A).

Screenshot 4.2A: Primary Contact Screen

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Untoggle selection boxes to match the settings in the Profile Print Details screen (Screenshot 4.2B).

Click the ‘Print’ button (circled in red).

Screenshot 4.2B: Profile Print Details Screen

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In the Output Selection screen:

Click only the ‘Preview’ checkbox (circled in red).

Click the ‘Finish’ button (circled in red).

Screenshot 4.2C: Output Selection Screen

Once the ‘Finish’ button on the Output Selection screen is clicked, CYMS generates the report summarizing the profile of a child with identified needs. The profile summary can be viewed on the screen or printed in order to cross-check it with a child’s inclusion paperwork.

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Appendix A: Useful Tips for Navigating a Household Record A-1

Appendix A: Useful Tips for Navigating a Household Record This resource describes keyboard strokes that are useful for efficiently navigating a Household Record and quickly accessing field selections:

Picklists are popups that can be accessed by right-clicking or pressing the <F9> key on the keyboard

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

Examples of picklists are shown in Screenshot A.0A and Screenshot A.0B.

Screenshot A.0A: Calendar Picklist

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Screenshot A.0B: Mil Branch Code Picklist

To select an item on a picklist, highlight the item and follow these steps:

Click the ‘Select’ button or double-click the item.

Use the <Tab> key on the keyboard to advance to the next field. To return to the previous field, press both the <Shift> + <Tab> keys on the keyboard.

Press the <F1> key on the keyboard from any screen to obtain field-level help for each task.

− This keystroke will take the user to online help, which can be accessed when logged into CYMS at all CYPs.

− Information is entered into CYMS in data fields. Therefore, field-level help provides information for each field in the current screen the user is viewing.

Press the <F5> key on the keyboard to refresh a listing on the screen, which will start the list at the top.

− This keystroke applies to all picklists and browsers and allows the user to jump back to the top of a screen. This is useful for situations where a long listing of codes is being viewed and the user would like to quickly return to the top of the list.

Press the <F8> key on the keyboard to clear the contents of a date field.

− The <F8> key is the only way to delete a date in CYMS. However, it will also remove other data from other fields.

Note: In order to ensure data integrity, use proper capitalization (lowercase and uppercase) when entering data into the Household Record.

If any CYP employee has any questions about how to navigate the Household Record,

contact the CYMS SME for assistance.

Appendix A: Useful Tips for Navigating a Household Record A-2

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Appendix B: Step-by-Step Instructions for Scanning Authorized Documents B-1

Appendix B: Step-by-Step Instructions for Scanning Documents This resource provides step-by-step instructions for scanning Navy CYP-approved (authorized) documents.

Each CYP scanner can scan in color and allows double-sided scanning.

Each document that requires scanning must be scanned separately in order to be linked to its respective system code. If a document consists of more than one page, place all pages on the scanner.

Place the document(s) facedown onto the scanner feeder tray shown in Screenshot B.0A.

Screenshot B.0A: Scanner With White Scanner Feeder Tray

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Press the ‘Scan/Enter’ button of the scanner (outlined in red in Screenshot B.0B).

Screenshot B.0B: Scan/Enter Button

The PaperStream Capture program will automatically start on the Point of Sale (POS) terminal.

Once all document(s) placed onto the feeder are scanned, the PaperStream Capture screen shown in Screenshot B.0C will display. Remember to scan each type of document separately so each is linked to its respective code.

Note: Scanned multiple pages will all display on this screen and are linked as one document.

Click the ‘Release’ button (outlined in red in Screenshot B.0C) to finish the scanning process.

Appendix B: Step-by-Step Instructions for Scanning Authorized Documents B-2

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Screenshot B.0C: PaperStream Capture Page

Click the ‘Yes’ button (outlined in red) to the “The batch job will be released. Do you want to continue?” prompt shown in Screenshot B.0D.

Screenshot B.0D: Paper Stream Capture Popup Window Prompt

After scanning is completed, do the following:

Close the PaperStream Capture screen by clicking the ‘X’ (Exit) on the upper right-hand corner (circled in red in Screenshot B.0C).

Appendix B: Step-by-Step Instructions for Scanning Authorized Documents B-3