- Start and end date - make sure all your activities including home visits, enrollments, dismissals are entered within the program start and end dates
- Touchpoints - Use edit to CORRECT a touchpoint (adult information, adult education, child information, child assessment, coordinator information, funding information and home visitor information). Do not take a new touchpoint to CORRECT information. None of those touchpoints listed above should have multiple touchpoints taken in one day. If there are multiple touchpoints taken on the same day the report may reflect gaps where in fact the data is there.
- NOTE: Home Visit touchpoints are not included in that list above because multiple role plays may occur in one day or multiple contacts may be needed to result in one home visit
- Dismissals - make sure all families who drop are dismissed, in both the parent and the child program, and that the dismissal fall within the start and end date range of your program year.
ETO DATA CLEAN UP
This process is for all sites, not just MIECHV sites.
Which are the training courses on Blackboard?
There are five training courses. Each training course has a test to be taken at the end.
- HIPPY Orientation
- IRB Orientation
- Home Visitor Knowledge and Skills Profile
- HIPPYCorps Orientation
- Safety Tips for Home Visitors
What is the Blackboard website?
The Blackboard website is https://learn.unt.edu/ . Blackboard can also be accessed from Basecamp.
How do I take a test?
- Click on the "Content tab" to see the different training modules that you got to take. The training courses are displayed on the right side of the page.
- Click on the training course and read through the entire course details. At the end of each course, there is a test that needs to be taken.
What are the options that Home Visitors use?
Home Visitors will only use the "Content," "Discussions," and "My Grades" options. These options are available on the left menu under the content drop-down tab.
What is my username and password on Blackboard?
The username and password for Blackboard access is same. It is the first initial of first name followed by the full last name.
For example: John Smith will access Blackboard with the username= jsmith and password= jsmith
For example: John Smith will access Blackboard with the username= jsmith and password= jsmith
What do each of these options do?
- The "Content" option has all the training modules and tests that Home Visitors will take.
- The "Discussions" option can be used by home visitors to ask questions or give feedback.
- The "My Grades" option is where home visitors will check how much they scored in tests taken.
What do I do after login into Blackboard?
Click on the "Texas HIPPY" module which is under "My Organization" in the center half of the page.
Which access level should I select while login into the OnCorps system?
It is important to select the correct level of access. After selecting the program year, a page opens up. Look for the HIPPY Texas logo on this page. There are four levels of access. Program Director is the State Office level. It allows us to see activity done by everyone. Regional Coordinator is level given to the Program Manager (such as in Dallas). With this access, a regional coordinator can see activity done by Site Supervisors (Coordinators) that are assigned to them. The Site Supervisor level is the coordinator level. It allows a coordinator to see all the activity and approve hours of the AmeriCorps members (Home Instructors) assigned to them. And finally, all Home Instructors have AmeriCorps member access that allows each one to submit their time and great stories.
What is the difference between REJECT a timesheet and UNLOCK a timesheet?
Site Supervisors reject timesheets and State Office (with Program Directors access) unlock them. Functionally, rejecting and unlocking timesheets are identical functions, both open up the timesheet for member revision and resubmission.
How does the timesheet system work?
Each AmeriCorps Member logs in and fills out timesheet for each payroll period. Once the "Authorize and Submit" button has been clicked, an email is automatically sent to the selected Site Supervisors. The Site Supervisors click on the email link, log in and approve or rejects the timesheet. The State Office (with Program Directors access) can see a list of all approved timesheets for each payroll/reporting period, and if there is a problem, they can Unlock the timesheet and send it back to the AmeriCorps Member for revisions.
My contact information has changed, where can I update it? (OnCorps)
Members, Site Supervisors and Program Directors, Regional Coordinators, and staff can always see and edit their contact information when they are logged in under Directories > My Profile. My Profile can also be accessed via the view/edit profile link in the upper right corner of each page after the user's name.
Who sets up each program's members and Site Supervisors, Service Sites and Regional Coordinators in the system and issues usernames and passwords?
The State Office (with Program Directors access) are the only users who have access at this level. Staff can only set up Staff records, program records, and Program Director records.
I forgot my login username and/or password-what can I do?
If your record has a valid email address, you can enter your email into the text box below the spaces for your login and password on the login page. The system will then send you your login information. If you don't have an email address, or the one on file is incorrect, only your Texas HIPPY State Office (with Program Director role) can access your record and reset your password.
What is my OnCorps username and password?
OnCorps access is granted to all AmeriCorps members and coordinators. The standard username is "first initial of first name followed by the full last name." The password is "texashippy." In order to avoid forgetting your username and password, do not change it.
Where do coordinators add advisory board members?
Coordinators will add their advisory board members in the coordinators program by selecting Add New Entity. Coordinators will select Administrative for entity type and check the advisory board member box. Please add group not individuals. Example: A member for the board is from DISD, I would add DISD as the entity then, under this entity add the individual associated with the entity.
Where can a user Edit/Review work?
A user can view their work by selecting the My Work option on the green navigation menu. A user can view any information they have entered for participants. A coordinator can Edit/Review staff work by selecting program administration on the green navigation menu.
Who can add referral information?
Home Visitors and Coordinators can add referrals for participants. Home visitors can make referrals for all participants they are assigned to. Coordinators can make referrals for participants in their site.
Who should record Parent Group Meetings?
Coordinators should record parent group meetings. The coordinator has access to all participants entered in ETO for their site, which will give them the ability to mark if participants attended or not. Coordinators will record a Group Activities TouchPoint in the Parent Program.
Who can edit, view or change the deadline for TouchPoints?
The person who enters the TouchPoint will have the ability to edit, view, and delete the TouchPoint. If the home visitor that entered the TouchPoint is terminated, the TouchPoint will be inherited by the new assigned home visitor.
*Note: coordinators must notify the TX HIPPY office of any terminations so we can remove the users access to ETO. Staff with coordinator level access will have the same options available. TouchPoints lock 30 days from the day they were entered in ETO. After the 30 day mark, the only options available for the TouchPoint will be to view or delete. If you need to edit a locked TouchPoint you will need to delete and record the TouchPoint with the correct information.
*Note: coordinators must notify the TX HIPPY office of any terminations so we can remove the users access to ETO. Staff with coordinator level access will have the same options available. TouchPoints lock 30 days from the day they were entered in ETO. After the 30 day mark, the only options available for the TouchPoint will be to view or delete. If you need to edit a locked TouchPoint you will need to delete and record the TouchPoint with the correct information.
When serving twins, how should the home visit be recorded?
There should be 1 touchpoint for the home visit. The touchpoint will have a field for the child's first and last name. Enter both names of the twins that received the lesson. If only one child completes a lesson and the other does not, then you will record different touchpoints for the twins.
Do we enter the Practice Child?
YES - If the parent receives any services within HIPPY and completes forms, then enter them in as a regular family. Enter parent and child, assign to home visitor, link family, and record touchpoints.
NO - If the parent does not receive services from HIPPY, then do not enter the parent or child.
This means that YOU decide whether count the practice child or not. If you want to keep this child in your overall count, if they get referrals, or if the parent may take over working with the child at some point you may want to count the child. You may want to leave them off if they are outside of your geographic service area, or would be ineligible because of income, etc.
NO - If the parent does not receive services from HIPPY, then do not enter the parent or child.
This means that YOU decide whether count the practice child or not. If you want to keep this child in your overall count, if they get referrals, or if the parent may take over working with the child at some point you may want to count the child. You may want to leave them off if they are outside of your geographic service area, or would be ineligible because of income, etc.
Can coordinators add participants?
Yes, coordinators have the same capability as home visitors. Home visitors will only be able to view the participants a coordinator assigns to them. If a coordinator enters a participant, make sure the participant is assigned to the correct home visitor.
Do we complete ALL fields on enrollment?
Yes, complete all fields that are on the form - any additional fields in ETO that are not on the form can be left blank.
Can all home visitors view all participants?
No, home visitors can ONLY view participants that are assigned to them by the coordinator.
Transferring your ed award
Interested in transferring your education award to your child or grandchild?
If you are 55 or older when you start service, you can use it yourself or give your award to a child, grandchild, or foster child. (Doesn’t apply to VISTA.)
If you are 55 or older when you start service, you can use it yourself or give your award to a child, grandchild, or foster child. (Doesn’t apply to VISTA.)
If you are considering giving your education award away, there are many things to consider both for yourself and who you are giving it to. For instance, the award expires in 10 years. You wouldn't want to transfer the award to a child that is 7 years old or younger since the award will expire before he/she enters college.
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