Overview
Sometimes an Agency Contract will be renewed for a new term or school year and often the same students will return for services in that new contract term or school year. This article outlines how to set up the new term to keep hours separate for each contract.
Article Sections
- Different Agency Program Requirements
- Create New Program and Copy Locations
- Duplicate & Archive Returning Students
- Edit New Students
- Deactivate old Agency Program
- Set up new Program Page
Different Agency Program Requirements
SES from PPA - New Program NOT required, Student Archive & Duplicate required
SES from Budget - New Program required, Student Archive & Duplicate required
ELT (standard or multiple tutors) - New Program required, Student Archive & Duplicate required
Create New Program and Copy Locations
1. When you are ready to set up the new Agency Contract first create a new Program if the program is SES from Budget or ELT. You can create a new program for SES from PPA if you want a fresh program but this is not a requirement.
2. Go to: Setup > Locations > Programs/Locations > Select State.
3. If the program being retired does not contain any indicator then press on the name and add an indicator. This is usually a school year or contract number.
4. Press the plus sign at the top of the list to add a new program. The new program will go in at the top of the list. Press on New Program and name your new program, including an indicator.
5. At the top of the page press Apply Changes, select your state again and confirm that both programs are there.
6. To copy the active locations from the old program to the new, press on the check mark for the old program. If you will need any inactive locations for your new program make them active at this time by pressing the red x next to the name so it changes to a green check.
7. Confirm the correct program name is displayed top right. Then press on the blue copy icon.
8. Again confirm the correct program is displayed in the prompt then select the name of the new program to copy the locations. Press Copy. This will copy any locations not already in your new program to the new program.
9. Press on the check mark to the left of your new program and confirm that the locations copied. Deactivate the In Home location that is created by Oases as a placeholder if not required for your program by pressing the green check to the left of In Home to make it a red x.
10. Press Apply Changes at the top of the page. Leave both programs active at this time and log out and back in to Oases.
Duplicate & Archive Returning Students
11. If any of the students are returning you can Archive them and duplicate for the new contract term/school year. Usually you have made your students inactive at the end of an agency contract so go to: People > Students > Filter > Select old Program ALL > Select Inactive. You can also press the shuffle icon should you wish to check the student ID or other information.
Note: Keep in mind shuffle data will not show if you have opted to display ALL records at the bottom of the page. So work in batches of 500 for a large program if you need the shuffle data.
12. Check off the students who are returning for the new contract term.
13. In the Actions menu type the word Archive and then select Archive and Duplicate. This will Archive the old students and create new Active students in your new program.
14. If you did not create a new program for SES from PPA leave the selection empty. If you created a new program, select it in the drop down.
15. If you want to Archive & Duplicate by School/Location place a check mark in Include Locations to copy students to a specific location within your new program. Then select that school/location in the drop down. This is helpful if you are working with a school district that includes graduating students moving from elementary to middle school etc. Leaving this check mark off will place students in the Program with a location with the same name as their prior program if it exists.
16. Press Archive & Duplicate.
17. The Inactive students will now be Archived and have a notation in the name in the student record. The date is the calendar year they were archived.
18. Change the filters in your Student list to show your new program and Active students.
Edit New Students
19. You can now increase the student grade by one year if required and not already done. Press the shuffle key to show student grade, check off your students and type grade in the Actions menu.
20. Select Increment Student Grade. Check your grades increased.
21. You can also bulk add or remove student tags at this point using the Action menu.
Deactivate old Agency Program
22. When your students have been Archived you can deactivate the Agency program from last year if required.
23. Go to: Setup > Locations > Programs/Locations > Select State. Press on the green check mark for the program to be deactivated. On the right press the red check mark to deactivate all locations which will deactivate the program.
24. Press Apply changes.
25. Once this is done you will no longer be able to filter the old students by the old program. So if the school sends a second roster you can search your inactive students by name, or temporarily reactivate the old program in setup.
Set up new Program Page
26. If you created a new Program in the main menu go to: Locations > Select Program and set up the program hours and budget, invoice rates etc.
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SS02. Contract Service Hours & Per Pupil Allocation for Agency Programs