Other Placement Actions

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Other Placement Actions

Introduction

This topic contains step-by-step instructions for actions you may need to take when managing placement activities.

View APT and Answer Questions from Families

You can view the family’s APT from the Manage Care tab. For more information about APT, including what to share with families about their APT estimate, review the APT for Programs handout.

View and Add Comments or IAT Notes

Use Comments and IAT information to view comments entered by families and track communication with families regarding placement activities and any accommodations for care a child may need. Comments entered by a family, program user, or provider can be viewed for any request. While you can view the comments made by families and by other program users (that have shared a comment), families cannot view these comments nor edit a comment made. On the other hand, families can add or edit IAT comments at any time, but families cannot see IAT notes program users and providers have added. IAT notes saved by the family and program users follow the child and can be viewed from the child details page.

COMMENTS

A family can provide additional information about their child when they make a request, and anything they share is shown with the request as a comment. You are encouraged to add comments related to the request to (a) track communication with families, such as attempts to contact the family and the outcome of each attempt (e.g., left message, etc.), (b) document when action is taken on their behalf (e.g., accept or decline an offer, cancel a request), and (c) share information that is relevant and helpful to other programs when making offers and/or understanding more about the child, the family, or the family’s child care needs.

Comments can be added from the household profile, the placement list, the make offer and interview request lists, or the view waitlist screen. Follow the instructions below for each option.

Access Comments in the Household Profile

  1. From My MCC Dashboard, select the Find Household button to open the Household Profile screen.
  2. Select Filter to open the filter options to search for the appropriate household.
  3. Enter search criteria into one or more fields. If you enter information into multiple fields, the search will only return households that match the criteria for all populated fields. For information on how to use the filter, review Search for a Household Profile.
  4. Select Edit link to open the household profile.

To access comments for an active request

  1. Select the Manage Care tab.
    • The Manage Care tab shows a full view of all the family’s active care requests whether the request is with your program or a different program. You can only add comments to requests associated with your program.
    • The requests are grouped into specific care requirements by duty installation then child and care type.
  2. Select the appropriate child and care type, and then expand the window to see all requests by selecting the arrow.
  3. Select the Comments link under the appropriate request to open the comments window.
    Accessing comments for an active request in household profile with comments link highlighted

To access comments for an inactive request (e.g., Cancelled, Complete, Offer Expired)

  1. From the Household Profile, select the History tab.
  2. Select the Comments link for the appropriate child and request.
    Accessing comments for an inactive request in household profile with comments link highlighted

Access Comments from the Placement List

  1. From My MCC Dashboard, select the Manage Placement List button to open the Placement List screen.
  2. Search by child name to locate the appropriate request.
  3. Select the Comments link under the appropriate child’s name.
    Accessing comments from placement list with comments link highlighted

Access Comments from the Make Offer or Interview Request Screen

  1. From My MCC Dashboard, select the Make Offers or Request Interviews button.
  2. Describe the available space and select the Next button.
  3. Select the Comments link under the appropriate child’s name.
    Accessing comments from make offer screen with comments link highlighted

Access Comments from the View Waitlist Screen

  1. From My MCC Dashboard, select the View Waitlist button.
  2. Complete the required filter fields and select the Go button to generate the list.
  3. To see the request details, expand the appropriate child’s row by selecting the arrow next to the child’s name.
  4. Select the Comments link in the DOB column.
    Accessing comments from waitlist view with comments link highlighted

Add Comment

Once you have accessed the Comments link from one of the above locations, take the following steps to add a comment.

  1. Select the Comments link to open the comments window.
  2. Select the Add Comment button to open the Add Comment window.
    Comments screen displaying comments related to a request
  3. Add comment into the text field.
  4. To share the comment with other program, select the Share Comment box. The system defaults to show the comment.
    • When a comment is shared, it will display in the comment log of all requests associated with the care requirement when the ‘Show comments shared by other programs’ is checked.
    • Share comments that are relevant and helpful to other programs when making offers and/or understanding more about the child, the family, or the family’s child care needs. Do not share comments documenting actions you have taken for the family or your communication efforts.
  5. Select the Save button to save the comment and close the window. Select the Cancel link to close the window without saving changes.
    Comments dialogue box with share comment checkbox highlighted

IAT

The purpose of the IAT is to help staff accommodate the children with special needs and to assist programs in securing the necessary support and resources to make appropriate accommodations for their care. A family can enter IAT information when they enter or update child information in their household profile. If a family provides information, the IAT icon will display next to the child’s name on the waitlist. This icon does not necessarily mean that an IAT is required.

Review your waitlist on a regular basis to monitor requests with an IAT icon and determine what, if any, additional action you need to take based on your Service’s guidance. Document the actions taken in IAT Notes, which are shown to other program users but not shared with the family.

You can access IAT notes two different ways, (a) through the Child Details screen accessible from the Make Offer screen (after describing the space), Placement List, or View Waitlist, or (b) through the Household Profile Manage Care tab.

Access IAT notes via Child Details screen

If you are on the Make Offer or Request Interview screen, or have accessed the Manage Placement List or View Waitlist buttons on your dashboard, select the child’s name to open the Child Details screen.

  1. Select the arrow to expand the IAT section.
  2. Select the Add IAT Note button to open the Add IAT Note window.
  3. Add IAT details and select the Save button.
    Child’s name highlighted to expand the Child Details screen with IAT Note

Access IAT notes via Manage Care tab

  1. Select the Find Household button on the dashboard.
  2. Use the filters to search for the appropriate household.
  3. Select Edit link to open the household profile.
  4. Select the Manage Care tab.
    • The Manage Care tab shows a full view of all the family’s active care requests whether the request is with your program or a different program. You can only add comments to requests associated with your program.
    • The requests are grouped by duty installation then child and care type.
  5. Select the child’s name to open the Child Details screen.
  6. Select the arrow to expand the IAT section.
  7. Select the Add IAT Note button to open the Add IAT Note window.
  8. Add IAT details and select the Save button.
    Child details screen with IAT Information expanded add IAT Note functionality selected
Make Out-of-Sequence Offers

The out-of-sequence instructions only apply to offers for full-day care, part-day care (excluding flexible schedule), school year care, and summer camp.

These instructions do not apply to 24/7 care, extended care, or part-day care with a flexible schedule. For these care options, you should make an offer to the first family on the list who matches your available space. The system does not consider this an out-of-sequence offer since you are offering care to the first family whose work schedule matches your space.

CDC, SAC, 24/7 PROGRAMS

An authorized user can make an out-of-sequence offer only after receiving command authorization. You may receive command authorization for such things as mission requirement or family emergency. CDC, SAC, and 24/7 program users are not authorized to make out-of-sequence offers because a family would like to place their children together at the same program. Families should be advised to place a request at an FCC provider if they wish to receive sibling priority.

Once you have received command authorization and you have permissions to make an out-of-sequence offer in the system, follow the steps below to take this action in MCC.

  1. Describe the available space. Review Make Offers for instructions.
  2. Locate the appropriate request on the Make Offer screen. Select the checkbox next to the child’s name, select offerings (e.g., before school) if relevant, and then select the Make Offer button.
  3. On the confirmation window, select the radio button to confirm that you have command authorization to make the out-of-sequence offer, and then select the Yes button. Once you make the offer, the system sends an offer notification to the family, and the offer appears on the Placement List. The process for managing this offer is the same as any other offer. Review Manage Offers to learn more.

Out-of-Sequence Offer window open once commander authorization reason has been selected

FCC PROVIDERS

Out-of-sequence requests to interview can be made after command authorization has been received or to accommodate placement of siblings. By making a request out of sequence, the system will automatically send the family an offer rather than an interview request. The system also sends a notification to the FCC Coordinator. During the request interview process, if you try to request one or more interviews out of sequence, the Out-of-Sequence Interview Request window will display. Follow the steps below to confirm the out-of-sequence request and make the family an offer.

Select the reason for the out-of-sequence interview request.

  1. If you select Sibling Priority, a free-form text field will display to enter the sibling’s name for each of the children receiving an out-of-sequence request to interview. Enter the sibling’s name and select the Confirm button to continue. Once you select the Confirm button, the system will send the family an offer for care notification and update their dashboard.
    Out-of-Sequence Interview Request window with Sibling Priority selected
  2. If you select Command Authorization, you must select the name of the individual at your installation who is responsible for approving the request from the drop-down menu. Select the Confirm button. Once selected, the system will send the (a) FCC Coordinator a notification and update their dashboard, (b) family an interview request notification.
    • If the FCC provider has not received command authorization but makes an out-of-sequence offer for that reason, the FCC Coordinator must take steps outside of MCC to correct the error.
      Out-of-Sequence Interview Request window with Commander Authorization selected
Emergency Placements

In extenuating or emergency circumstances, a command authorization permits the immediate placement of a child in a military child care program. In such cases, the focus is to ensure the family’s immediate care needs are met. The family is not required to take any action in MCC before you place them in care. After the family is enrolled, you must take action to update MCC based on what information is already in MCC. Call the Support Desk for assistance updating or creating the household and/or request.

Update Interview Date (FCC Only)

After scheduling an interview, you can update the interview date until you either (a) make an offer, (b) indicate no interview, or (c) indicate no offer. To update the interview date, follow these steps.

  1. Select the Manage Placement List button from the dashboard.
  2. Find the appropriate child on the Placement List.
  3. Select the Update link to open the Update Interview date window.
  4. Enter the new interview date and select the Update button.
    Placement List with update link selected and update interview date window displayed
Remove Offer

You may need to remove an offer if (a) you accidently made an offer to the wrong family, (b) the family’s military family type in MCC does not match the documentation they bring in when initiating the enrollment process, or (c) the family is not eligible for military child care.

Follow the steps below to remove an offer.

  1. Select the Manage Placement List button from the dashboard.
  2. Find the appropriate offer on the Placement List.
  3. Select the Remove link to open the Remove Offer window.
    Placement List window with remove link highlighted
  4. Select the reason for removing the offer.
    • Family priority Incorrect in the system
    • Offer error
    • Family not eligible for military child care
  5. Select the Yes button to finish removing the offer.
    Remove Offer window
Cancel Request

A family can cancel requests independently on the My Child Care page. You should not cancel a request without approval from the family. For instructions on how a family can cancel their request, review How a Family Manages their Requests. If you need to cancel a family’s request for them, review Cancel a Request for instructions.

Reactivate Request

Under certain circumstances, a user with appropriate permissions may need to reactivate a request. A reactivated request maintains the original RFC date and reappears on the waitlist in the correct sequence. A request may be reactivated within thirty days of cancellation for the reasons listed in the table below. For instructions on (a) how to determine if a family has had their one-time only reactivation after failing to receive a reconfirmation or offer notice, (b) how to reactivate a request, and (c) more information about each reason a request can be reactivated review Reactivate Request within the Take Action on a Family’s Behalf section.

List of reactivation reasons and who can approve the request to reactivate

View Waitlist

You may access the Waitlist View to complete a variety of actions, including (a) identifying demand for schools or requests with missing school information; (b) answering questions from families about whether or not they are on the waitlist; (c) planning for space management, such as determining when to open new classrooms, adjust age configurations of existing rooms, or recruit new providers; (d) identifying children coming up on the waitlist who may have IAT information to review; and (e) exporting the waitlist in preparation for planned outages.

To access the waitlist, select the View Waitlist button on your dashboard. You will see all children who have a request at your program for the care type selected. If a child on your waitlist has requests for the same care requirement at other programs or FCC providers, you will also see those requests, including requests for ‘Any FCC Provider’ who offers the care needed within the search radius provided by the family during the search process.

IDENTIFY DEMAND FOR SCHOOLS OR REQUESTS MISSING SCHOOL INFORMATION

If a family indicates that they need transportation for their school age child, but do not know what school they will attend, the request will not show on the Make Offer list until the school information is updated. To help families remember to update their school information, the system will send them a reminder notification 90 days before the DCN and post a message to their Immediate Action Needed section of their dashboard.

As part of your space management planning, you may want to review your school year care requests to determine the demand for certain schools or to identify families that have not updated their school information. You can use the filter on the View Waitlist to view requests by school or requests with missing school information.

Follow these steps to filter the waitlist by school:

  1. Select the View Waitlist button from the dashboard.
  2. Complete the required fields, and then use the School Served drop-down menu to select the schools you want to view.
  3. Select the Go button to generate the list.View Waitlist filter showing selections for branch, region, installation, school year care and school unknown
  4. Expand the row by selecting the arrow to see the request details.
    View Waitlist screen showing school year requests missing school information
Last revised: 2 Mar 2020
Watch

Out-of-Sequence Offer Process for CDC, 24/7, and School Year Care

In this video, we describe when out-of-sequence offers are authorized and then demonstrate how an authorized user makes an out-of-sequence offer in MCC.

Duration: 
2:40

Out-of-Sequence Offers

Last revised: 19 Nov 2019

Out-of-Sequence Offer Process for FCC

In this video, we describe when out-of-sequence offers are authorized and then demonstrate how an authorized user makes an out-of-sequence offer in MCC.

Duration: 
3:34

FCC Out Of Sequence Offers

Last revised: 19 Nov 2019