March 2017 1

PROMISDataEntry:EarlyHeadStartPrenatal Demographics Keep living address, mailing address, phone number(s) and email address(es) up to date. To update address: Go to Demographics tab. Mother/Father/Guardian tab (or Eligible Child tab if the family also has a child enrolled). Scroll down to Address section of the page. End Date: Enter the end date for the old living and/or mailing address. Click Add New to enter the new living and/or mailing address. The start date must be the day after the end date of the old address (“one day to the next”).

To update phone number(s): Go to Demographics tab. If the phone number is recorded in the Home Phone field, go to Mother/Father/Guardian tab (or Eligible Child tab if the family also has a child enrolled). Scroll down to Address section of the page. Edit the home phone number. If the phone number is recorded as a Mobile Phone, go to Mother/Father/Guardian tab. Edit the mobile phone number. Note: If the only phone number is a cell phone, the phone number may be stored as the Home Phone (part of the address box) OR as the Mobile Phone (part of the Demographic box for parent). DO NOT record the same phone number in both the home phone field and the mobile phone field. If there are two parents, and only one cell phone number DO NOT record the same phone number for both parents. To update an email address: Go to Demographics tab. Mother/Father/Guardian tab. Edit Email. Note: You must click the Save button. Updates to the demographic information do not save automatically. For legal name changes, turn the change form in to the Early Learning Admin Assistant who will update PROMIS and

the admin file.

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Attendance (PIR A14) For Early Head Start Center Based:

Enter “Present” for the attendance date that is the prenatal mom’s first day of service, even when the first day of service is during the summer program.

If the prenatal enrollment continues in to the next program year, enter “Present” for the first day EHS services are provided on or after 8/1 of the new program year.

For Early Head Start Home Based:

Enter Home Visit participation by following the instructions for PROMIS Data Entry: Home Visits for Home Visitors.

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Health Services Under the Health tab, you will enter information about the prenatal mom’s medical insurance, dental health, pregnancy history, and prenatal services.

Medical Insurance (PIR C3, C4) Go to Health tab. General Health tab. Insurance/Doctors/Dentists tab. In medical insurance box, click Add new medical insurance. A new row will open. Insurance Type: Choose the type of primary insurance the prenatal mom has. If she does not have insurance, choose No Coverage. Effective: Enter the enrollment date. Primary Insurance?: Click in the field and check Yes. Click to Save.

Note: When a prenatal mom does not have medical insurance, choose

No Coverage from the Insurance Type drop down menu. If Insurance Type is Other Health Insurance (i.e. Military),

you must specify the type. See next page.

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If Insurance Type is Other Health Insurance, you must specify whether it is Military Health, Indian Health or Migrant Health by clicking in the Provider field. Click Select button. Select correct type of “other” insurance.

Note: If there is already a medical insurance record in PROMIS that is accurate, you do not need to add a new record. If the

existing record is not accurate, click in the Expiration Date field of the existing record and enter the date that is one day before the current enrollment date. Also, change Primary Insurance? to No. Then proceed to add your new medical insurance record.

If there is a loss in insurance coverage, go to the current medical insurance record, click in the Expiration Date field and enter the date child lost insurance coverage.

If/when medical insurance is reinstated, add a new record to document Insurance Type, Effective Date and check Yes for Primary Insurance. There can only be one type of insurance as the primary insurance, so you will need to click in the primary insurance field of the expired insurance record and select No.

Dental Exam (PIR C21) Go to Health tab. Dental Health tab. Click Add new dental health. Date: Enter date of the visit to the dentist (or the date of parent report). Type: Examination Preventative Services Received: Click in the field to open the box, if preventative services were received, check the box. Received Dental Treatment: Click in the field to open the box, if dental treatment was received, check the box. Click to Save.

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Pregnancy History – High Risk Pregnancy (PIR C16) If prenatal mom is experiencing a high-risk pregnancy that was not previously reported on the enrollment form, you must document it in PROMIS. Go to Health tab. Pregnancy History tab. Locate the record for the current pregnancy. High Risk?: Click in the High Risk? field and choose Yes. Click to Save.

Prenatal Services (PIR C14) Record any of the following PIR reportable prenatal services received while enrolled in Early Head Start.

Prenatal health care Postpartum health care Mental health interventions and follow up Substance abuse prevention Substance abuse treatment Prenatal education on fetal development Information on the benefits of breastfeeding

Go to Services tab. Click Add new and the following box will open. Select Service or Referral as appropriate.

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Date: Today’s date will automatically load. Change to date of service or date referral made Type: Choose For one person Family Person: Always select prenatal mom General Service: Always select Reproductive Health Detail Service: Select the item from the drop down menu that is on the list above for PIR prenatal services. Result: Select Service Completed or Service Ongoing Result Date: Today’s date will automatically load. You can keep today’s date as long as it falls within the program year (i.e. prior to July 31) or you can change the date according to the result of the service or referral.

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Family Partnerships Data entered in relation to family partnerships includes family needs assessment, IFPA, family services, father engagement and updates to the family information collected on the enrollment form. Family Needs Assessment (PIR C50 column 1). Go to Family Development tab. Needs Assessment tab. Click Add new needs and a new row will open. Date: Enter date of the family needs assessment Type: Choose For one person Family Person: Choose prenatal mom

After you Save, a box will open for you to enter any expressed interest or identified need. General Category: Choose from the drop down Detailed Category: Choose from the drop down (optional) Strength/Need: Select I to record an expressed interest or Select N to record an identified need

Note: If/when the family receives a service that is directly linked to an expressed interest or identified need, the service or referral must be recorded as part of the family needs assessment. To do this, go to the Needs Assessment tab.

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Family Partnership Agreement (IFPA) Family Development tab. IFPA tab. Click Add New Goal button. A box will open for data entry.

Date: Enter the date of the IFPA Goal: Type in the goal Expected Completion Date: Enter the expected completion date

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When the goal is achieved or is no longer applicable, you must record this in PROMIS. Go to the IFPA tab and click on the tab of the goal that has been achieved or is no longer applicable. Click on the Progress: […] button. A box will open. Click Add New Goal Progress. Another box will open. Progress Date: Enter the date goal achieved or is no longer applicable. Progress: Click the radio button for Goal Achieved or No Longer Applicable. Click to Save.

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Family Services (PIR C50 column 2) Definition from the Office of Head Start PIR: In column 2, include families that received services directly through the program or through program referrals. In terms of services, please count only those families that actually received the services, not those that were referred and either did not go or were not yet able to receive the services due to denial or postponement. Families who attend educational presentations on the items clearly labeled as education may be counted as receiving the relevant type of education service. Informational brochures and pamphlets distributed to all families are not counted in the PIR. The PIR reportable family services:

Note: If you need to enter a service that is directly related to an expressed interest or identified need in the family needs assessment, enter the service or referral note as part of the family needs assessment record. See pages 7 & 8.

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To enter family services not directly related to the family needs assessment, go to Services tab. Click Add new and the box will open.

Select Service or Referral as appropriate. Date: Today’s date will automatically load. Change to date of service or date referral made Type: Choose For the entire family or For one person as appropriate Family Person: If you chose For one person, select the person otherwise skip General Service: Select the PIR General Service (See list below for PIR reportable Family Services) Detail Service: Select the item from the drop down menu as appropriate (optional) Result: Select Service Completed or Service Ongoing Result Date: Today’s date will automatically load. You can keep today’s date as long as it falls within the program year (i.e. prior to July 31) or you can change the date according to the result of the service or referral.

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Father engagement (PIR C52) Information from Office of Head Start: This section examines the participation of father/father figures across program activities open to all parents/guardians. Specifically, the question asks about father/father figure participation in the following program activities:

a. Family assessment b. Family goal setting c. Involvement in child’s Head Start child development experiences (e.g. home visits, parent-teacher

conferences, etc.) d. Head Start program governance, such as participation in the Policy Council or policy committees e. Parenting education workshops

Note: If the father/father figure participating in one or more of the above program activities was not an enrolling parent, you must enter this person as an Involved Adult before you can enter the father engagement data. See the next page for instructions on how to add an Involved Adult. Go to Services tab. Click Add New button. A box will open to enter the father engagement data. Date: Enter the date of participation Type: Choose For one person and select the father/father figure or the involved adult General Service: Always choose Father Engagement Activities Detail Service: Choose from the drop down menu Result: Choose Service Completed or Service Ongoing, as appropriate Result Date: PROMIS will autofill today’s date. You can change the date to match with the activity you are recording or you can accept the default date as long as this date is prior to 7/31 of the current program year.

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Adding an Involved Adult

Go to Demographics tab. Summary tab. Locate Involved adults section and click Add a new involved adult. The following box will open. Click on Enter a brand new family member to open the data entry box.

First Name Last Name Gender: Male Role in Household: Involved Adult

Move down to Relationship to this Pregnant Mother box. Click Add new relationship to this pregnant mother. The row will open. Choose the prenatal mom, select the relationship and relationship detail that best describes the involved adult. Here is one example:

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Click to save the relationship information AND Click to save changes made to the demographics page. At the end of the program year or at exit, the following data entry must be done if applicable. 1. Federal or other assistance (PIR C41, C42, C43, C44) For a family that did not receive TANF, SSI, WIC or SNAP at the time of enrollment, did the family receive one or more of these services during the program year? If no, skip to #2. If yes, enter data as follows:

Go to Demographics tab. Family Information tab. Types of Services or Financial Assistance Received: Click on to open a data entry box to record assistance received during the program year. (The services showing up in bold are the services in place at enrollment.)

Click Add new Types of Services or Financial Assistance Received. The row will open. Choose the new service from the drop down menu. PROMIS will load today’s date. As long as the date is within the program year, you do not need to change it.

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2. School (PIR C47) Did the parent complete a grade level or receive a degree during the program year? If no, skip to #3. If yes, enter the following data: Go to Demographics tab. Mother/Father/Guardian tab. Click on tab of the parent whose level of education changed. Scroll down to Education box. Click Add new education. A new row will open. Education Level: Select the new education level from the drop down menu. Completion Date: Enter the date parent reports or date of exit from the program. Click to Save.

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3. Job training (PIR C48) Did the parent complete a job training program, professional certificate or license during the program year? Go to Demographics tab. Mother/Father/Guardian tab. Click on tab of the parent who completed a job training program, professional certificate or license. Scroll down to the Job Training, Certificate and License box. Click Add new job training, certificate and license. A new row will open. Type: Select the appropriate item from the drop down menu (job training, license or professional certificate) Start Date: Enter date parent reports starting the job training or certificate program. End Date: Enter date parent reports or the exit date from the program. Click to Save.

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4. Homelessness services (PIR C53, C54, C55) Homelessness Part 1: If the family was homeless at the time of enrollment, did they acquire housing during the program year? If no, there is nothing to update in PROMIS. If yes, enter the following data:

Go to Demographics tab. Family Information tab. Click after Family Acquired Housing During Enrollment Year. A box will open. Click Add new Family Acquired Housing During Enrollment Year. The row will open. Mark Yes. Enter the date family acquired housing. Click to Save.

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Homelessness Part 2: Did the family become homeless during the program year? If yes, you will record this in PROMIS. And, if the family also acquired housing during the program year, you will update PROMIS.

Go to Demographics tab. Family Information tab. Click after Family is homeless: (green arrow below). A data entry box will open to record the date family became homeless. Family is homeless: Choose Yes. From: Enter date family became homeless. Click to Save.

If the family acquired housing during the program year, click after Family Acquired Housing During Enrollment Year: (blue arrow above). A data entry box will open. Click Add new Family Acquired Housing During Enrollment Year. The row will open. Mark Yes. Enter the date family acquired housing. Click to Save.