School Year Care is a care type associated with the SAC and FCC provider program types. CDC and 24/7 programs that provide school year care must add a secondary program type of SAC in order to add a school year care option to their profile. Review the table for detailed information about the care options associated with the School Year care type.
NOTE: Installations serving school age children through 8th grade must receive approval from their Service Representative.
Prior to setting up a school year care option, you must complete the School Information tab on your program profile to identify the schools your program serves and their associated school year dates. School Year Care only displays as an available option on the Care Type list after you complete the School Information tab. All programs that offer School Year Care, including Seasonal Camps and School Out Days, should enter their upcoming school year in MCC as soon as the school year’s start and end dates are available. While this information is not required for families to place a request for the next school year, it must be entered before program users can make offers. Refer to Complete School Information for detailed instructions on setting up the School Information tab. See the School Year Care Annual Update job aid for instructions on how to update school year care options when new school year dates are available.
SCHOOL YEAR CARE WITH BEFORE AND AFTER SCHOOL CARE OFFERINGS
Follow the steps below to set up a school year care option.
- From the Care Option tab, select add Care Option to open the Add Care Option page.
- Select School Year Care from the Care Type drop-down list.
- Select the relevant care option name from the Care Option Name drop-down list.
- School Year Care
- School Year Care - Kindergarten
- Select the grades you serve with the care option.
- For School Year Care, select each grade you serve. Include all the grades you serve (i.e., grades K through 6) in this one care option rather than create a care option for each age group.
- For School Year Care – Kindergarten, you can only select Kindergarten.
- Set the care option’s effective date.
- The care option effective date reflects the date families can see the care option in the search results and request care. Make the care option effective immediately, so families transferring into the area can see this information as soon as possible.
- If your installation has more than one SAC program, set the effective date for all care options to the same date. This ensures that families will be able to see all of them at the same time in their search results (provided the care option meets their care needs).
- School Year is defaulted to show the school year dates in the School Information tab.
- Once the initial school year care option is created, you must add the new school year dates to the School Information tab so it is included in the care option. If you need to add a school year or update the dates of an existing school year, select the Cancel action, then update the school year information following the instructions in the Complete School Information topic.
- Select the appropriate operating schedule for the care option. This should be the earliest time a family can drop off their child and the latest time they can pick them up at the end of the day, even though the child will leave during the day to attend school.
- Select Next to open the Setup Care Offerings page.
- Select which Before/After school care offerings you provide.
- Select the school(s) served by your care option.
- As a reminder, the schools listed are those selected in the School Information tab on your program profile. When describing the space available before making an offer, you can indicate which school has space, so only requests associated with a particular school will show on the Make Offer list. If a school is not listed, select the Cancel action, then either update the schools served information or inform your manager of the issue.
- Select Next to review and confirm your care option setup.
- Review and confirm the care option. If the information is correct, select the Save button. To make additional edits to the care option, select the Previous button to return to the Add Care Option page. Select the Cancel link to delete all care option details you entered.
SCHOOL OUT DAYS AND SEASONAL CAMPS
Follow the steps below to set up a school out days and seasonal camps care option.
- From the Care Option tab, select add Care Option to open the Add Care Option page.
- Select School Year Care from the Care Type drop-down list.
- Select the relevant care option name from the Care Option Name drop-down list.
- School Out Days and Seasonal Camps
- School Out Days and Seasonal Camps - Kindergarten
- Select the grades you serve with the care option.
- For School Out Days and Seasonal Camps, select each grade you serve. Include all the grades you serve (i.e., grades K through 6) in this one care option rather than create a care option for each age group. During the offer process, you can refine the age group or age range to describe the specific space you have available in order to see requests with a child age that matches your space (pending update).
- For School Out Days and Seasonal Camps – Kindergarten, you can only select Kindergarten.
- Set the care option’s effective date.
- The care option effective date reflects the date families can see the care option in the search results and request care. Make the care option effective immediately, so families transferring into the area can see this information as soon as possible.
- If your installation has more than one SAC program, set the effective date for all care options to the same date. This ensures that families will be able to see all of them at the same time in their search results (provided the care option meets their care needs).
- School Year is defaulted to show the school year dates in the School Information tab.
- Once the initial school year care option is created, you must add the new school year dates to the School Information tab so it is included in the care option. If you need to add a school year or update the dates of an existing school year, select the Cancel action, then update the school year information following the instructions in the Complete School Information topic.
- Select the appropriate operating schedule for the care option. This should be the earliest time a family can drop offer their child and the latest time they can pick them up at the end of the day.
- Select Next to open the Setup Care Offerings page.
- Select if you provide seasonal camps or school out day care offerings, or both, then select Next.
Seasonal Camps
The care option can have multiple seasonal camps, but you must add each one separately (i.e., Fall Camp, Winter Camp, Spring Camp). If you serve multiple school districts with different school calendars, you can add more than one seasonal camp with the same camp name. During the offer process, you will be able to indicate the seasonal camp when describing the space available. Follow these steps to add each seasonal camp:
- Select the Add a Camp button to open the Add a Seasonal Camp window.
- Select the camp name from the Seasonal Camp drop-down menu and then select the Add button to enter the start and end date for the camp.
- Enter the camp’s start date and end date. Select the Add a Camp button to add another camp.
- Once you have entered all seasonal camps, select the Next button to set up the school out days. If you do not offer school out days, you will go directly to the Review and Confirm screen.
School Out Days
School out days capture the care you provide on days when school is closed (e.g., teacher training days) during the regular school year. Since there are many school out days during the school year, you may support several school out days throughout the school year. For example, you may offer care during school closures for teacher work-days. You must add each day or block of days separately. Follow these steps to add school out days:
- Select the month from the calendar. The calendar will open to the current month. To select a different month, use the month and year drop down menus or the right and left navigations arrows at the top of the calendar.
- Select the date or date range and then select the Save Date Button. (To select a single day, select the date twice and then the Save Date button)
- Once you have entered all school out days, select the Next button to review and confirm your care option setup.
Note: If you are an FCC provider, you also have the option to select ‘Unspecified School Out Days’ to indicate you are willing to work with a family to determine what school out days the family needs and whether you can accommodate each of those days. For example, rather than specify the specific holidays, you may work with families whose children attend different schools with different closure days to determine what days they need that you can accommodate or you may be able to accommodate unplanned school closures for snow days. If individual dates are selected, you cannot select ‘Unspecified School Out Days’.
- Review and confirm the care option. If the information is correct, select the Save button. To make additional edits to the care option, select the Previous button to return to the Add Care Option page. Select the Cancel link to delete all care option details you entered.
FULL-DAY KINDERGARTEN
Follow the steps below to set up a full-day kindergarten care option.
- From the Care Option tab, select add Care Option to open the Add Care Option page.
- Select School Year Care from the Care Type drop-down list.
- Select Full-Day Kindergarten from the Care Option Name drop-down list.
- You can only select Kindergarten as the grade you serve.
- Set the care option’s effective date.
- The care option effective date reflects the date families can see the care option in the search results and request care. Make the care option effective immediately, so families transferring into the area can see this information as soon as possible.
- If your installation has more than one SAC program, set the effective date for all care options to the same date. This ensures that families will be able to see all of them at the same time in their search results (provided the care option meets their care needs).
- Full-Day Kindergarten is defaulted to show the school year dates in the School Information tab.
- Once the initial school year care option is created, you must add the new school year dates to the School Information tab so it is included in the care option. If you need to add a school year or update the dates of an existing school year, select the Cancel action, then update the school year information following the instructions in the Complete School Information topic.
- Select the appropriate operating schedule for the care option. This should be the earliest time a family can drop offer their child and the latest time they can pick them up at the end of the day.
- Select Next to open the Setup Care Offerings page.
- Select that you provide Kindergarten, select Full-Day Kindergarten, and then select the Next button to review and confirm your care option setup.
- Review and confirm the care option. If the information is correct, select the Save button. To make additional edits to the care option, select the Previous button to return to the Add Care Option page. Select the Cancel link to delete all care option details you entered.