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Maintain Program Profile

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Maintain Program Profile

Ongoing Maintenance

It is important that your profile is accurate and reflects the most current program information. This is particularly true for information that drives the search, such as address, care options, care offerings, and school information so your program can be accurately matched with the care needs of families searching for care.

WHAT TO REVIEW

Review and update the following content as soon as new information is available:

  • General Information
  • Care Options, including School Information (Reminder: must be updated as soon as you add or remove services from your program’s offerings)

Review and update the following content on an annual basis:

  • Narrative text (Overview Statement, Program Description, Driving Directions, Training)
  • Photo Gallery
  • Resources

WHEN TO REVIEW

Make updates to the General Information, Care Options, and School Information tabs as soon as any changes occur since these changes could immediately affect families searching for care. Otherwise, review and update all content, including narrative text, photos, and resources at least once a year to keep your profile up-to-date and relevant for families. The ideal time to review your program profile depends on your program type.

CDC

If your CDC program has specialized pre-k care options (i.e., VPK or pre-k before and after school), you may want to conduct your annual review at the same time you update your pre-k care options. For other CDC programs, identify a time each year for your annual updates.

SAC

You may want to conduct your annual review of your program profile at the same time you update your school year care options and offerings in MCC (which aligns with distribution of the new school calendar). Remember to review the school information, including adding the new school year dates and making any adjustments to the schools you serve as needed. Once you add the next school year to MCC, any unfulfilled requests for the current school year roll over to the next school year.

FCC Provider

As with other provider profile tasks, the FCC Coordinator or MCC Coordinator is responsible for ensuring the profile for each provider is accurate and up-to-date. For FCC providers that offer school age care, the annual review should occur at the same time as school year care options and offerings are updated (once you receive the new school calendar). Remember to review all school information, including the new school year dates and make any adjustments to the schools served as needed. For FCC providers who do not provide school age care, you may want to conduct an annual profile review during the recertification process, at which time you can review the narrative sections and photos to make sure they reflect any changes in services or activities.

24/7 Center

For 24/7 centers, identify a time each year to conduct your annual review.

FCC Program

FCC Program profiles do not need to be reviewed on an annual basis. The profile content is standard across all Services.

HOW TO REVIEW

You can update the information on the various profile tabs by following the same instructions for setting up the information. Refer to the Review and Approve a Profile topic for a detailed description of what to look for during your review. When you update your content, make sure families only see it after someone has reviewed it. How you do that depends on your program type.

CDC, SAC, or 24/7 Center

Once a CDC, SAC, or 24/7 program profile is active, saved information is immediately visible to a family in the search results. You must draft and review updates outside MCC before saving them to your profile. Any changes made in an active program profile will immediately show to families in the search results once the content is saved, so it is very important that someone reviews the content outside the system before it is entered.

FCC Provider

Once an FCC provider profile is active, any updates must be approved in MCC before they are visible to families. The FCC Coordinator or MCC Coordinator must work with each FCC provider to update content in MCC and use the Approve action to make content visible to families. Only the FCC Coordinator or MCC Coordinator can approve provider content in MCC. Until they approve the new content, the previously approved content will display to families.

Managing Care Options

Care options are visible to families if the program is active, the care option is active, and the care option’s effective date has passed. The care options in MCC should reflect the range of child care services available to families at your program. Care options should be updated in MCC immediately after a change in child care services.

NEW CARE OPTION

Add a care option to your program profile when a new child care service is available at your program so that families can see it in their search results and place a request for care. See the Complete Care Options topic for step-by-step instructions.

CARE OPTION ENDED

The system automatically changes the status to “Ended” for any care option with an end date once the end date has passed. Once the end date has passed, the care option is no longer visible to families on the search and all families with active requests or offers are notified that their requests cannot be fulfilled, and/or their offers have been removed.

DEACTIVATE A CARE OPTION

Deactivate care options that are no longer offered so that families do not see it in their search results and are not able to place a request for care. To deactivate a care option, an authorized user must select the Edit action from the Care Options tab, and then select the “No longer offered” link next to Care Option Status. By selecting No Longer Offered, the status of this care option is set to ended. The care option is no longer visible to families on the search and all families with active requests or offers are notified that their requests cannot be fulfilled, and/or their offers have been removed.

No longer offered option for care option

Managing Closures

If your program suspends child care services or closes, an authorized user must update the program’s status in MCC. MCC provides three different types of program closures:

  • Short-term: program is closing temporarily for at least 15 but not more than 90 days. Note: If a short-term closure extends beyond 90 days, think about when your program will reopen and if/ when you should change the program’s status to long-term closures, which cancels requests.
  • Long-term: program is closing temporarily for more than 90 days or provider is relocating to another installation
  • Permanent:program is closing permanently.

The program type and closure type dictate who may update the program’s status. For FCC provider closures, the FCC Coordinator or MCC Coordinator may update the profile status. For CDC, SAC, and 24/7 centers, the MCC Coordinator may update the profile for a short-term closure, but must submit an email request to the Support Desk via ProgramSupport@militarychildcare.com for long-term and permanent closures. For a summary of who is authorized to change a program’s status, review the table below.

The user authorized to update profile closure type by program type.

For a list of reasons for short-term and temporary closures, review the table below. The Support Desk will coordinate, as necessary, between MCC and IMS.

Approved short-term and long-term closure reasons.

When a program or provider closes, MCC will take automatic system actions. The table below describes how the type of closure impacts various MCC components. Review this table to help inform your decision for which type of closure to choose.

System impact for short-term and long-term temporary closures.

NOTE: If an FCC provider is relocating to another location, update the status to Long-Term Closure. Once the FCC provider is ready to resume services at their new location, the FCC Coordinator or MCC Coordinator at the receiving installation must contact the Support Desk to request access to the program profile.

CLOSE A PROGRAM OR PROVIDER

To close a program or FCC provider:

  1. From the My MCC Dashboard, select the Management menu, and then select either Provider Profile to open the Create/Update Provider summary screen or Program Profile to open the Create/Update Program Information screen.
  2. If needed, use the search filters to limit the number of providers or programs displayed. Note: The screen defaults to show all providers or programs in your area of responsibility.
  3. From the summary list, select the Edit link in the Action column for the program or provider you need to close to open the General Information section.
  4. Scroll to the bottom of the General Information section and select the Close Program link to open the Program Closure window.
  5. Select the closure type, and then enter the closure reason. For FCC providers, you may select Short-term, Long-term, or Permanent Closure. For CDC, SAC, and 24/7 centers, you will only have the option to select Short-term Closure.
  6. Select the Confirm Closure button to update the program’s status and close the confirmation message. Select the Do Not Close button to cancel the action; the profile will stay in Active status.

General Information section with Close Program link selected and Program Closure confirmation window open.

REOPEN A PROGRAM OR PROVIDER

An FCC Coordinator or MCC Coordinator can reopen a provider after a short-term or long-term closure. However, if a provider has relocated to a new installation, the receiving MCC Coordinator or FCC Coordinator should contact the Support Desk to update the provider’s profile.

An MCC Coordinator can reopen a facility-based program after a short-term closure, but must submit a request to the Support Desk ProgramSupport@militarychildcare.com after a long-term closure.

You may want to update the program status before reopening day, so you can create new care options, if relevant, and make offers for care to start when you reopen. Review and update the following profile components before changing your program’s status.

  • Narrative text (e.g., program description)
  • New photos, especially if the program has been renovated
  • Care options

After a long-term temporary closure, once you have reviewed your profile and are ready for it to display to families again, select the Reopen Program link at the bottom of the General Information section. Once selected, the program or provider profile will become active, families can place requests, and you can make offers or request interviews.

Programs and providers with a short-term closure status already appear on the search results and families can make requests. However, you must select the Reopen Program link at the bottom of the General Information section to update the status before you can update your care options and make offers or request interviews.

Last revised: 8 Oct 2020