Overview of Placement Activities

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Overview of Placement Activities

Overview

Placement activities allow you to fill vacancies at your program, and include the offer process (e.g., making offers) and other request-specific actions (e.g., reactivating requests) to ensure your waitlist is up to date. Completing these activities in a timely and consistent manner helps you optimize program enrollment and support mission readiness by providing families with access to quality child care.

In this section, you will learn about each placement activity step illustrated in the diagram below.

Placement activities managed in MCC include: make offer, manage offer, manage enrollments and complete offers

Manage Placement Activities via My Dashboard

You will manage placement activities through a series of screens that are accessible from your My MCC Dashboard. From the dashboard, you can access the following screens:

  1. Make Offer/Request Interview
    • Make Offer: Select this button to describe your available space and make offers (CDC, SAC, or 24/7 programs only).
    • Request Interview: Select this button to describe your available space and request an interview. If you do not need to interview a family, you will have an option to skip the interview (FCC providers only).
  2. Manage Summer Camp: Select this button to make offers for summer camps managed by weeks. You will either access the Describe Space screen to start the process to make initial offers or the Make Offer grid to make subsequent summer camp offers (SAC programs only).
  3. Manage Placement List: Use the Placement List to track, manage, and complete offers you have made.
  4. Find Household: Select this button to access a household with requests for your program to (a) view all requests for the family, including those made at programs other than yours, (b) access the family’s request and offer history, or (c) make updates to requests for your program on behalf of families.
  5. View Waitlist: The View Waitlist provides a comprehensive list of all children on your waitlist and their requests, including those for other programs or FCC providers. Use the Waitlist to identify (1) children with IAT information, (2) wounded warriors who may need authorization, and (3) requests with missing school information (since offers cannot be made until this information is provided). However, do not use the Waitlist to make offers or request interviews. To determine accurate sequencing for offers and interview requests based on the date care available, select the Make Offer or Request Interview tiles from the My MCC Dashboard.

View of dashboard with placement activity buttons

Tips to Help Manage Placement Activities

This topic highlights some of the tools you can use during the placement process, including

  • Icons: to help you quickly identify important information about a request including:
    • Combat-Related Wounded Warrior icons: to identify the status of CRWW requests (e.g., if Installation Commander approval is needed)
    • IAT icon: to determine if any action is needed to support the child’s placement
  • Comments: to learn more about a child or to add comments, as needed, based on actions you have taken
  • Children on the Cusp: to ensure children within 30 days of the next age group or age range can be placed directly into the older age group if they are first in sequence for that age group, rather than placing them into the younger age group and transitioning them soon after enrollment
  • Duplicate households: to understand what action to take if you think you have identified a duplicate household

ICONS

Requests may contain one or more icons (e.g., IAT, Comments) to help you quickly identify important information related to a request. You will see an onscreen legend that provides information on what each icon means. The chart below summarizes additional information for each icon visible on one of the placement activity pages (e.g., Make Offer, Manage Placement List, or View Waitlist).

List of icons that appear on the placement list with the icon’s meaning

COMBAT-RELATED WOUNDED WARRIOR APPROVAL PROCESS

To qualify as an Active Duty Combat-Related Wounded Warrior (CRWW), the sponsor must be in active duty status and require hospitalization, extensive rehabilitation, or significant care from a spouse or care provider and require full-time child care. Prior to receiving an offer for care, (a) the sponsor must confirm on their household profile that they meet the definition, (b) an authorized program user at the installation must obtain approval from the Installation Commander to prioritize the family as an Active Duty Combat-Related Wounded Warrior, and (c) an authorized program user must update MCC to document they have received Installation Commander approval. If the family does not meet the DoD definition for CRWW, the household profile must be updated to reflect the correct family type. Review The Military Family Type is Incorrect topic for instructions on updating the family type.

Program users must use View Waitlist to monitor for and identify CRWW households that have been added to the program’s waitlist and need Installation Commander approval. To help identify CRWW households and what actions are required, one of two icons appear next to the family’s priority: CRWW form needed icon Combat-Related Wounded Warrior form needed icon and CRWW approved icon Combat-Related Wounded Warrior approved icon.

View Waitlist screen with CRWW icons highlighted in legend and in Priority column

Once you identify a CRWW household requiring authorization, notify your MCC Coordinator to request the necessary approval from the Installation Commander (this authority cannot be delegated) certifying that the sponsor can be prioritized as an Active Duty Combat-Related Wounded Warrior. If a CRWW family places a request at more than one Installation, you must coordinate with the other installation, including those at other Services, to determine who will obtain Installation Commander Approval. Note: The default view of the waitlist includes immediate requests, so when reviewing the waitlist for CRWW families, update the filter to include families with projected requests as well. Offers and interview requests cannot be made until the approval is received and a CRWW form completed in MCC for each child, so it’s important to start the approval process early.

Once approval is received, an authorized program user must complete the CRWW form in MCC for each request associated with the family. To access the form, navigate to View Waitlist and identify the appropriate child with the ‘CRWW form needed’ icon CRWW form needed iconnext to the family’s priority and select the priority hyperlink to open the form. Once the form is open, enter the installation name where approval was received and the date of approval. Select ‘Yes’ to confirm that the Installation Commander authorized that the sponsor’s family type be an Active Duty Combat-Related Wounded Warrior. Use the Search By feature to determine if the family has more than one child with a request so you can complete the CRWW form for each child.

Once Installation Commander authorization has been obtained for a specific family, the CRWW approved icon Combat-related wounded warrior approved iconappears next to the family’s priority. This authorization will be applicable for 6 months across all installations and Services. After 6 months past the Installation Commander’s approval, the CRWW form needed icon will appear again next to the family’s priority.

Combat-related wounded warrior modal

Once the CRWW form is saved in MCC, the program user who created the form can edit it by selecting the priority hyperlink. The form will open, and the installation name and/or approval date can be modified. When a program user other than the one who initially created the form accesses the link, a modal will appear (see below) informing them that authorization has been obtained, and where and when authorization was obtained.

Combat-related wounded warrior authorization confirmation window

If you do not have permission to complete the CRWW form, you will see the modal window below. Contact your manager to complete the form.

Combat-related wounded warrior approval needed, non-manager

After saving the form, you can view the details of the form by selecting View History Log for the request on the household’s Manage Care page.

Combat-related wounded warrior approval seen on Manage Care tab

You can also view the details of the form on the Child Details screen, which can be accessed from the Placement List, the View Waitlist, or from the Make Offer/Request Interview page.

Combat-related wounded warrior approval, child details screen

IAT

The purpose of the IAT is to help CYP staff accommodate the special needs of children and to assist programs in securing the necessary support and resources to make appropriate accommodations for their care. When families create a household profile, they are required to answer the question:

  • Is there any information that we need to know to support your child’s participation in the program (for example, medical, learning or behavioral needs)?

If a family provides information in response to the question, 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 is needed based on your Service’s guidance.

If you collect additional information from the family, you can add your comments as an IAT note. Notes added by you and other program users are not shared with parents, but are available for other program users with requests for the same child. For step-by-step instructions on how to view and add IAT notes, review View and Add Comments or IAT Notes.

COMMENTS

The Comments section contains comments made by the family when a request is submitted. You can add comments and choose to share (or not share) these comments with other programs that have a request from the same family. You are encouraged to add comments 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.

While you can view the comments made by families and by other program users, families cannot view these comments. For step-by-step instructions on how to view and add comments, review View and Add Comments or IAT Notes.

CHILDREN ON THE CUSP

The Make Offer List includes children on the cusp (i.e., within 30 days) of the age group or age range of the described space as of the date care is available. These same children display on the Make Offer List for their current age group as well. For example:

  • Because the pretoddler age group is defined as children from 12-23 months, when space is described for pretoddler (as shown in the screenshot below), children approximately 11 months but not yet 12 months will be included and flagged as on the cusp. These same children (11 months old) will also be included when describing space for an infant.
  • When space is described for the custom age of 18-24 months, children approximately 17 months but not yet 18 months will be included and flagged as on the cusp. These same children (17 months old) will also be included when describing a space for 12-18 month olds.

This allows program users to place a child on the cusp directly into the older age group if they are first in sequence for that age group, rather than placing them into the younger age group and transitioning them soon after enrollment.

Any child on the cusp will be flagged using a star in the Age Group at DCA column. 

Program users must always make offers to the first child in sequence for the identified space, regardless of whether that child is on the cusp. Out of sequence offers are not authorized for children on the cusp. Therefore, the person making the offer must follow these business rules:

  • If the child sequenced first for a younger age group is a child on the cusp, you must make an offer to that child.
  • If the child sequenced first for an older age group is a child on the cusp, you must make an offer to that child.
  • If a child on the cusp is sequenced first for BOTH the younger and older age groups, you should work with the family to determine which placement is best. Note: You will not know if the child is sequenced first on both lists unless you generate the Make Offer list for both age groups, which you only need to do if you have a space available for both. Once you make an offer for the preferred placement, the child will no longer appear on the Make Offer list for the other age group.

If you make an offer to a child on the cusp and the family does not think it’s a good fit for their child, the family can defer the offer. See Help Families Respond to an Offer for details on deferring an offer.

If during enrollment program staff learn that the child is not developmentally ready for the older space, you should follow your existing internal procedures to determine how best to support the child (e.g., engage the inclusion action team).

DUPLICATE MANAGEMENT

MCC prevents a family from creating a duplicate request; however, you may see duplicate households in the system that look like duplicate requests on your Waitlist or Make Offer screen. For instance, if you see a child with the same or similar name, the same date of birth, and two or more requests for the same program and care option, this may be due to a duplicate household (e.g., the same request was placed in each household).

You can help minimize duplication of data and keep the system up-to-date by notifying the MCC Support Desk of potential duplicates as they are identified. Duplicate management is a complex process that may involve transferring requests from one household to another, backdating requests, updating contact information, or making other updates to the household profile and account on behalf of the family. The Support Desk is responsible for investigating all potential duplicates, contacting families when needed to confirm household and request details, and removing duplicate household profiles from the system. When sharing a potential duplicate household with the Support Desk, provide the sponsor’s first and last name and the primary email associated with each household.

Last revised: 27 Sep 2021