Make Offers: SAC

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Make Offers: SAC

Introduction

In this topic, you will find instructions on how to make an offer for the following care options.

Before and After School Care

  • School year care before and after school: Child care services provided to school age children during the school year who attend school full-day (i.e., children enrolled in full-day kindergarten or grades 1-7).
  • School year care – kindergarten before and after school: Child care services provided to kindergarteners who attend a part-day kindergarten program.

School Out and Seasonal Camps

  • School Out: Child care services provided to school age children on days when school is closed (e.g., teacher training days) during the regular school year.
  • Seasonal Camp: Child care services to school age children during school breaks (e.g., Winter Camp, Spring Camp).

Full-Day Kindergarten

  • Full-Day Kindergarten: Child care services to kindergarteners who attend a full-day kindergarten program at the program site rather than at a public or private school.

Summer Camp

  • Summer Camp: Child care services to school age children (i.e., children who have just completed grades K-7) between school years during the summer.
  • Summer Camp by Grade: Child care services to school age children in specific grades (e.g., Completed Kindergarten, Completed Grades 1-5) between school years during the summer.
Before and After School Care

Follow the steps below to make an offer for before or after school care, including before and after care for children who attend a half-day kindergarten program. Note: Seasonal camps and school out days are included when making an offer for before and/or after school care.

DESCRIBE SPACE

Making offers in MCC starts with describing the space you have available. From the dashboard, select the Make Offer link and complete the fields on the page as described next.

  1. Select the appropriate care option from the Care Option drop-down menu.
    • School Year Care
    • Kindergarten School Year Care
  2. Select the appropriate school year. NOTE: Before you can make offers for the school year, it must be set up on the School Information tab in the program profile.
  3. Select Before/After School from the Care Offering drop-down menu.
  4. Select School Age as the Age Group.
  5. Select the Date Care Available.
    • When entering details for a school year that has not started, the Date Care Available defaults to the care option start date (and cannot be changed). If the start date has already passed, the Date Care Available will be blank, and you can enter any date that is between the start and end date of the care option.
  6. Select the School(s) where you have space and transportation available.
    • Select ‘All’ if your program has transportation available for all schools you serve.
    • Select ‘No Transportation Needed’ when you have space available in your program, but cannot offer transportation to or from school. When you select this transportation option, only children who do not need transportation will display on the Make Offer page.
    • Note: The system displays children who qualify for the space who either (a) need transportation from the school specified on the Describe Space page or (b) do not require transportation. Children will not appear on the list if they have not entered school information on their request and they have indicated they need transportation. See the View Waitlist topic to learn how to identify these requests.
  7. Enter the Number of Spaces you have available for before school and the number of available for after school.
    • The number of spaces you have available appears at the top of the Make Offer page. This serves as a guide to help you quickly track the total number of spaces available against the number of offers you plan to make. Note: The number of spaces you enter does not limit the number of requests that appear on the Make Offer page or the number of offers you can make.
  8. Select the Next button to generate the list of requests that match the criteria you entered.

Describe Space page showing before and after school

SELECT ONE OR MORE REQUESTS ON THE MAKE OFFER PAGE

Once you describe the space in MCC, the system generates the Make Offer page that displays all requests that qualify for the space.

  • If you make offers for before or after school care before the school year starts, the list includes all children with a DCN of the care option start date and children with a DCN of 30 days after the start.
  • If you make offers after the care option start date, the list includes all children with a DCN of the date the offer is made or anyone whose DCN is prior to the DCA.
  • The system displays children who qualify for the space who either (a) need transportation from the school specified on the Describe Space page or (b) do not require transportation. Note: Children will not appear on the list if they have not entered school information on their request and they have indicated they need transportation. Families will receive a notification to update their school information 90 days before their DCN if they have indicated they need transportation, but have not selected a school. See the View Waitlist topic to learn how to identify these requests.
  • The system sequences the requests based on set rules, so you can just go down the list to select the requests in sequence.

Follow the steps below to make an offer for before and after school care. If you need to modify the details used to describe the space, select the Update link.

When making an offer for school year care, you can either make full offers or partial offers as described next.

  1. Select the checkbox next to the child’s name to make an offer for all offerings requested or select the checkbox by individual offerings (i.e., before school or after school) based on the available spaces.
  2. Continue checking boxes until you have selected enough requests to fill your available spaces, and then select the Make Offer button. Refer to the Legend at the bottom of the Make Offer list to understand the different icons you may see as you review the requests.

Make Offer page with before and after school care offerings selected

REVIEW THE CONFIRMATION MESSAGE AND SUBMIT THE OFFER

Review the list for accuracy, and then either select (a) the Submit button to confirm the offers or (b) the Cancel link to return to the Make Offer page. Once you select the Submit button, the system sends an offer notification to the family, updates the family’s My MCC Dashboard with the offer information, and opens the placement list.

Review and Submit window showing the names of children and the offerings they will receive

CALL THE FAMILY TO FOLLOW-UP ON THE OFFER

Once you make the offer in MCC, call the family to notify them that space is available. This step expedites the enrollment process and provides the family with important one-on-one customer service and a personal introduction to your program. Note: You can access the family’s contact information by accessing the household via the Find Household link or locating the child on the Placement List page.

During the call, you should:

  1. Verbally confirm the sponsor’s eligibility and spouse’s status. If the eligibility or status information is incorrect, see the Manage Enrollment topic for instructions on how to update the information and recheck the request sequence.
  2. Inform the family about the offer and the offer response timeline of two days, excluding weekends and holidays.
  3. Assess if the family is ready to accept or decline the offer at that time. If they have made a decision, encourage them to respond immediately via MCC. If not, they still have two days to respond to the offer and reconfirm other requests, as needed.
  4. Answer questions the family has on how to respond to the offer and reconfirm other active requests, if needed.
  5. Document your phone call attempt and the conversation with the family in the Comments section. Review Other Placement Actions for instructions on adding a comment.
School Out and Seasonal Camps

Follow the steps below to make an offer for seasonal camp weeks and school out days after confirming which children in your before and after school program plan to attend.

DESCRIBE SPACE

Making offers in MCC starts with describing the space you have available. From the dashboard, select the Make Offer link and complete the fields on the page as described next.

  1. Select the appropriate care option from the Care Option drop-down menu.
    • School Out & Seasonal Camps
    • School Out & Seasonal Camps - Kindergarten
  2. Select the appropriate school year. NOTE: Before you can make offers for the school year, it must be set up on the School Information tab in the program profile.
  3. Select the appropriate Care Offering Type.
    • Seasonal Camp
    • School Out
  4. Select the Month of Care Offering or Care Offering depending on the care offering type selected.
    • Select the appropriate month from the Month of Care Offering drop-down list if the Care Offering Type School Out.
    • Select the name of the seasonal camp from the Care Offering drop-down list.
  5. Select School Age as the Age Group.
  6. The Date Care Available will default to the care option’s start date and cannot be changed.
  7. Enter the Number of Spaces of spaces you have available.
    • The number of spaces you have available appears at the top of the Make Offer page. This serves as a guide to help you quickly track the total number of spaces available against the number of offers you plan to make. Note: The number of spaces you enter does not limit the number of requests that appear on the Make Offer page or the number of offers you can make.

Describe Space page showing school out

Describe space page showing seasonal camp

SELECT ONE OR MORE REQUESTS ON THE MAKE OFFER PAGE

Once you describe the space in MCC, the system generates the Make Offer page that displays all requests that qualify for the space. If you need to modify the details used to describe the space, select the Update link to return to the Describe Space page. Otherwise, select one or more requests (in the order they appear on the list) based on the number of spaces available and then select the Make Offer button.

Make Offer page showing requests selected to make offers for spring camp

REVIEW THE CONFIRMATION MESSAGE AND SUBMIT THE OFFER

Review the list for accuracy, and then either select (a) the Submit button to confirm the offers or (b) the Cancel link to return to the Make Offer page. Once you select the Submit button, the system sends an offer notification to the family, updates the family’s My MCC Dashboard with the offer information, and opens the placement list.

CALL THE FAMILY TO FOLLOW-UP ON THE OFFER

Once you make the offer in MCC, call the family to notify them that space is available. This step expedites the enrollment process and provides the family with important one-on-one customer service and a personal introduction to your program. Note: You can access the family’s contact information by accessing the household via the Find Household link or locating the child on the Placement List page.  

During the call, you should:

  1. Verbally confirm the sponsor’s eligibility and spouse’s status. If the eligibility or status information is incorrect, see the Manage Enrollment topic for instructions on how to update the information and recheck the request sequence.
  2. Inform the family about the offer and the offer response timeline of two days, excluding weekends and holidays.
  3. Assess if the family is ready to accept or decline the offer at that time. If they have made a decision, encourage them to respond immediately via MCC. If not, they still have two days to respond to the offer and reconfirm other requests, as needed.
  4. Answer questions the family has on how to respond to the offer and reconfirm other active requests, if needed.
  5. Document your phone call attempt and the conversation with the family in the Comments section. Review Other Placement Actions for instructions on adding a comment.
Full-Day Kindergarten

Follow the steps below to make an offer for full-day kindergarten.

DESCRIBE SPACE

  1. Select the Full-Day Kindergarten care option from the Care Option drop-down menu.
  2. Select the appropriate school year. NOTE: Before you can make offers for the school year, it must be set up on the School Information tab in the program profile.
  3. Select the Kindergarten Care Offering Type.
  4. Select School Age as the Age Group.
  5. The Date Care Available will default to the care option’s start date and cannot be changed.
    • When entering details for a school year that has not started, the Date Care Available defaults to the care option start date (and cannot be changed). If the start date has already passed, the Date Care Available will be blank, and you can enter any date that is between the start and end date of the care option.
  6. Enter the Number of Spaces of spaces you have available.
    • The number of spaces you have available appears at the top of the Make Offer page. This serves as a guide to help you quickly track the total number of spaces available against the number of offers you plan to make. Note: The number of spaces you enter does not limit the number of requests that appear on the Make Offer page or the number of offers you can make.

Describe space screen for full-day kindergarten

SELECT ONE OR MORE REQUESTS ON THE MAKE OFFER PAGE

Once you describe the space in MCC, the system generates the Make Offer page that displays all requests that qualify for the space. Select one or more requests (in the order they appear on the list) based on the number of spaces available and then select the Make Offer button. If you need to modify the details used to describe the space, select the Update link.

Make offer screen with requests selected for full-day kindergarten

REVIEW THE CONFIRMATION MESSAGE AND SUBMIT THE OFFER

Review the list for accuracy, and then either select (a) the Submit button to confirm the offers or (b) the Cancel link to return to the Make Offer page. Once you select the Submit button, the system sends an offer notification to the family, updates the family’s My MCC Dashboard with the offer information, and opens the placement list.

CALL THE FAMILY TO FOLLOW-UP ON THE OFFER

Once you make the offer in MCC, call the family to notify them that space is available. This step expedites the enrollment process and provides the family with important one-on-one customer service and a personal introduction to your program. Note: You can access the family’s contact information by accessing the household via the Find Household link or locating the child on the Placement List page.

During the call, you should:

  1. Verbally confirm the sponsor’s eligibility and spouse’s status. If the eligibility or status information is incorrect, see the Manage Enrollment topic for instructions on how to update the information and recheck the request sequence.
  2. Inform the family about the offer and the offer response timeline of two days, excluding weekends and holidays.
  3. Assess if the family is ready to accept or decline the offer at that time. If they have made a decision, encourage them to respond immediately via MCC. If not, they still have two days to respond to the offer and reconfirm other requests, as needed.
  4. Answer questions the family has on how to respond to the offer and reconfirm other active requests, if needed.
  5. Document your phone call attempt and the conversation with the family in the Comments section. Review Other Placement Actions for instructions on adding a comment.
Summer Camp

Follow the steps below to make an offer for summer camp.

To streamline summer camp offers, make offers in two or more rounds. In the first round, make just full offers. Any offers that are declined or expired will open up additional spaces that can be offered during the next round, so you may be able to make full offers to more families. In the subsequent rounds, make full offers and partial offers to fill all available spaces.

Select the Manage Summer Camp button from the dashboard and either describe the space to make the first round of offers or select requests from the Make Offer list to make a subsequent round of offers. During the first round of offers, the details you enter in the Describe Space screen are saved and used to generate the Make Offer list you access when you make subsequent offers.

DESCRIBE SPACE

  1. Select Summer Camp or Summer Camp by Grade from the Care Option drop-down menu.
  2. Select School Age as the Age Group.
  3. Enter the Number of Spaces you have available for each week of camp.
    • If the spaces available will be the same for all or most weeks, enter the spaces available in the field above the Spaces Available column and select the Fill button to auto-fill the spaces for all weeks. Then, if necessary, adjust individual weeks in the table.
    • The number of spaces you have available appears at the top of the Make Offer page. This serves as a guide to help you quickly track the total number of spaces available against the number of offers you plan to make. Note: The number of spaces you enter does not limit the number of requests that appear on the Make Offer page or the number of offers you can make.

Describe Space page showing summer camp by week

SELECT ONE OR MORE REQUESTS ON THE MAKE OFFER PAGE

  1. First Round of Offers
    • The 'Show all children' checkbox defaults to selected when you access the Make Offer screen before the start of the care option. You will see all children who have requested the care option.
    • The 'Show all weeks' checkbox defaults to selected when you access the Make Offer screen before the start of the care option.
    • Select the Auto-fill button to have the system select all available weeks for children in sequential order.
  2. Subsequent Rounds of Offers
    • Deselect the 'Show all children' checkbox to see only children who still need an offer. Once the care option has started, the system defaults to show only children still waiting for an offer.
    • If summer camp has started, the system will default to show just those weeks that are in process or have not started. To see all weeks of camp, including those in the past, select the 'Show all weeks' checkbox.
    • Select the 'Allow partial offers when auto-filling' and then select the Auto-fill button to select all available weeks for all children in sequential order.

Make Offer page showing summer camp requests

REVIEW THE CONFIRMATION MESSAGE AND SUBMIT THE OFFER

Review the list for accuracy, and then either select (a) the Submit button to confirm the offers or (b) the Cancel link to return to the Make Offer page. Once you select the Submit button, the system sends an offer notification to the family, updates the family’s My MCC Dashboard with the offer information, and opens the placement list.

Review and Submit window showing summary of summer camp offers

CALL THE FAMILY TO FOLLOW-UP ON THE OFFER

Because of the large number of offers that go out simultaneously, you may not be able to call all families after they have received a summer camp offer. However, after giving families some time to respond to the offer – and before the two-day response window ends – making a call to those families that have not yet responded may increase your response rate. If done during the first round of offers, this may decrease the number of offers you have to make in the second batch. Note: You can access the family’s contact information by accessing the household via the Find Household link or locating the child on the Placement List page.  

During the call, you should:

  1. Verbally confirm the sponsor’s eligibility and spouse’s status. If the eligibility or status information is incorrect, see the Manage Enrollment topic for instructions on how to update the information and recheck the request sequence.
  2. Inform the family about the offer and the offer response timeline of two days, excluding weekends and holidays.
  3. Assess if the family is ready to accept or decline the offer at that time. If they have made a decision, encourage them to respond immediately via MCC. If not, they still have two days to respond to the offer and reconfirm other requests, as needed.
  4. Answer questions the family has on how to respond to the offer and reconfirm other active requests, if needed.
  5. Document your phone call attempt and the conversation with the family in the Comments section. Review Other Placement Actions for instructions on adding a comment.
Last revised: 3 Mar 2020
Watch

Overview of SAC School Year Care Placement Process

This video reflects the program managed waitlist model used by Air Force, DLA, and Navy and demonstrates how a SAC program user completes the placement process for before/after school care.

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Overview of SAC Summer Camp Placement Process

This video reflects the program managed waitlist model used by Air Force, DLA, and Navy and demonstrates how a SAC program user completes the placement process for summer camp.

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Overview of the Summer Camp Placement Process for R&R Staff

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This video reflects the centrally managed waitlist model used by Army and USMC and demonstrates how R&R and PCS staff complete the placement process for full-day care at a CDC program as well as before/after school care at a SAC program.

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Overview of the Summer Camp Placement Process for R&R Staff

This video reflects the centrally managed waitlist model used by Army and USMC and demonstrates how R&R and PCS staff complete the placement process for summer camp at a SAC program. 

Duration: 
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Overview of the Summer Camp Placement Process for R&R Staff

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