1. Adding Participants

2. Adding Participants To Add Participants
Choose Participants/Participant Information from the menu ribbon
Enter the participant’s information in the first two rows. The following information must be entered before the entry will save:
First Name
Last Name
Birth Date
Facility Enroll Date
Original CACFP Date
Current CACFP Date
Click on Save Participant Information
Facility Enroll Date is the date the child enrolled in the facility
Original CACFP Date is the date the child first enrolled in the food program
Current CACFP Date is the date your facility updated the enrollment and eligibility forms on the child if the child is not new to your facility
A new child will most likely have the same date for all three dates
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3. Adding Participants
After the initial save of the first two rows, continue adding information for the participant as needed. Additional information includes:
Address (this will copy to the guardian screen)
Phone number (this will copy to the guardian screen)
Classroom (if you choose to assign it here, otherwise use Manage Classrooms)
Gender (male or female)
Race
Ethnicity (Hispanic or Not Hispanic)
REMEMBER TO SAVE!
After saving:
the Age Group of the child will automatically calculate
The CACFP expiration date will automatically calculate to be 1 year from the current CACFP date (this is when the facility will need to update enrollment and eligibility information for this participant)
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4. Adding Participants
On the Participant Information Screen, you may track special diets and alternate milk
If the participant is on a special diet:
Click the box to indicate a special diet is required
Describe the special diet by typing in the special diet box
If the participant requires alternate milk:
Choose the required milk from the drop down menu
Alternate milk planned and served to this participant will be tracked
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5. Adding Participants
To enter the times in care only once and have it save for Monday – Friday
On the Participant Information Screen in the Participation Times grid:
Check the “Use for M-F” box
Use the drop down time picker to choose the time in (or enter manually)
Use the drop down time picker to choose the time out (or enter manually)
Repeat if the participant attends on the weekends by checking the “Use for S-S” box and choosing the weekend times in and out from the additional drop down menus
If the participant leaves and returns, enter the 2nd times in and out in 2nd boxes
REMEMBER TO SAVE!
This information will transfer to the Days Attending Tab
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6. Adding Participants
The 2nd Tab on the Participant Information Screen is Participant Eligibility. After adding a new participant, the participant will remain as PAID until the sponsor validates the information from the Meal Benefit Eligibility form.
The only field accessible to the facility is the CACFP Drop Date which is an alternate drop date field to track a non-automated drop date for participants.
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7. Adding Participants
The 3rd Tab on the Participant Information Screen is Days Attending. This screen captures:
Days in Care
Arrival Time
Departure Time
If the times in and out already show up, they were entered from the main screen.
Meals the Child will Receive
Meals attended will default to the meals the facility is approved to serve. Uncheck any meals the participant will not have.
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8. Adding Participants
The final tab on the Participant Information Screen is Guardian Information. The address and home phone will self populate from the participant information. Information entered here will self populate on the enrollment form and Meal Benefit Eligibility Form. For complete information, enter:
Guardian First & Last Name
Work Phone
Cell Phone
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9. Adding Participants PRINTING FORMS FOR PARENT SIGNATURES
PARTICIPANT SUMMARY:
Once all information on the participant is complete, return to the main Participant Information screen and review the Participant Summary. If any information is not correct, you can edit it now and save changes.
PRINTING FORMS FOR PARENT SIGNATURES
Notice that both the Enrollment Form and the Eligibility Form are showing as IMCOMPLETE in the Participant Summary. They will show as COMPLETE once your sponsor validates that the forms are received and complete. To print the self-filled forms for parent signatures, click on the icons, verify the correct information is showing and send the forms to your printer.
Both the Enrollment Form and the Eligibility Form must be completed and signed by the parent if your state has separate Enrollment and Eligibility Forms. If your state combines these forms, all information is included on the Enrollment Form.
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10. Adding Participants Adding Siblings:
If there is more than one participant from the same family, it is easy to copy the family information from the first participant.
Find the participant you wish to copy from
Click on “Use This Participant For Copy”
When the Participant to Copy grid appears, enter the name and date of birth of the sibling and the classroom, then click OK.
When the screen refreshes, all other information has copied over.
BE SURE TO CLICK ON SAVE PARTICIPANT INFORMATION!
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11. Adding Participants
This completes the Training of Adding Participants. Please continue with the next training on Creating Pre-Saved Meals.
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