Ohio ECC Caretaker Web Based Training Script

Transcription

1 Ohio ECC Caretaker Web Based Training Script Slide 1 Welcome to the Ohio Electronic Child Care System This is an introduction for Caretakers to Ohio E C C. Slide 2 Image of Ohio E C C swipe card Title of Slide: Caretaker (Parent) Swipe Card Training The purpose of this presentation is to assist you, the caretaker, in learning about the new Ohio Electronic Child Care System called Ohio E C C. Ohio E C C is a new way to record attendance for families receiving publicly funded child care. Slide 3 Image of Mother Father and Child. The Ohio Department of Job and Family Services (O D J F S) is excited to announce a new Electronic Child care system called Ohio E C C. Ohio E C C will be implemented across the state through the remainder of 2011 and into This system puts you, the child s parent or caretaker, in charge of reporting your child s attendance. Slide 4 Image of Ohio Swipe Card With the Ohio E C C system, you will receive a swipe card that looks like the one pictured below. The primary caretaker listed on the case will be issued two cards. All other caretakers listed on the case will be issued one card. You will use this card to check your children in and out of child care every day. Your card will work for all child care providers or if you child receives care from more than one provider. The swipe card can only be used with providers who have submitted a provider agreement with O D J F S. Page 1

2 Slide 5 Image of a point of service P O S terminal You will swipe your card through a card reading device. This is called a Point of Service or P O S device. It looks similar to a debit or credit card reader used in stores. Slide 6 Image of card carrier mailed to caretakers You will receive your card in the mail with a card carrier. The card carrier looks like this: Slide 7 Image of bottom portion of card carrier containing tip sheet instructions. Located at the bottom of the card carrier is a tip sheet. This is to assist you when using your new Ohio E C C card. The bottom section is perforated for you to tear off and keep with your card. The tip sheet includes step by step instructions for how to report attendance and a previous days attendance using the P O S device. Slide 8 Image showing instructions found on the card carrier. Before you can use your new card you must select a Personal Identification Number called a PIN. Your PIN must have four digits no more and no less. The digits must be numbers and cannot be letters. Slide 9 Title of Slide: How to Activate Your Card To activate your card and select your 4 digit PIN, you must call the Ohio E C C Caretaker Helpline. You will sometimes hear this called the Interactive Voice Response System or I V R. When you call the Caretaker Helpline, simply follow the prompts. The phone number for the Ohio E C C Caretaker Helpline is If you are hearing impaired and use a TTY machine, call These phone numbers are listed in the information that comes with your card. Page 2

3 Slide 10 Title of Slide: How to Use Your Card It is important that you keep your card and 4 digit pin safe. Do not leave your card with your child care provider or allow the provider to swipe your card. Do not give your 4 digit pin to your child care provider. Memorize your 4 digit pin. You may designate someone other than a child care provider to record attendance on your behalf. Remember, giving your swipe card to a child care provider can result in termination of your child care benefits. Slide 11 Image of child numbers on card carrier Each child will be assigned a unique child number. The number will have two digits. For example 01, 02, or 03. You will use this assigned child number when you check your child in or out of care. The card number can be found on the card carrier you receive with your swipe card. The child number will also be on regular notices you receive from the county. Slide 12 Image of four children laying on grass Let s see an example of how to check your child into care. Page 3

4 Slide 13 Title of Slide: How Your Swipe Card Works With the Provider s P O S Device 1. Swipe you card through the P O S device 2. Enter your 4 digit PIN 3. Select the attendance type check in or check out 4. Enter the two digit child number, for example 01, and press the green enter button. 5. If you are recording the same action for more than one child, enter the next two digit child number and press the enter button. 6. When finished, press the enter again to complete. If you need to exit at any time press the red cancel button. Slide 14 Image of P O S Swipe Card screen When you first look at the P O S device, you will see a screen that looks like this. To check your child into care, start by swiping your card through the P O S device. Slide 15 Image of P O S PIN Entry Screen. After swiping your card, the screen looks like this: Enter your 4 digit pin on the keypad and press the green enter button. Slide 16 Image of P O S attendance type screen Next you will see the screen pictured below. You will need to choose the attendance type. Press 1 on the keypad to select check in. Slide 17 Image of P O S Check in screen. Next you will enter the child s assigned two digit number. The screen will look like this. Enter the assigned two digit number for the child you are checking into care then press the green enter button. Page 4

5 Slide 18 Image of P O S additional child screen Sometimes, you might be checking in more than one child. You can do that all at once. After you enter the first child s assigned two digit number, the P O S device will show you a screen that looks like this. If you are checking in another child, key in the assigned 2 digit child number for the second child and press the green enter button. You can repeat this step as many times as you need based on how many children you are checking in. When you are finished checking in your children, just press the green enter button. Slide 19 Image of woman holding a child on her lap. You are now done checking your child into card. When you return to your child care provider, you will use the same process to check your child out. Just swipe your card, select the Check out option, and follow the screen instructions. Slide 20 Image of P O S device with hand swiping card. If you did not check your child in or out of care using your swipe card, you can record attendance for that day by using the Previous Check in or Previous Check out feature. This is called a back swipe and must be completed within a certain period of time called the back swipe period. The back swipe period includes the current week of service plus the previous two weeks. You cannot check in again until you have checked out for a previous day. Let s see an example of how to do a back swipe. Slide 21 Image of P O S Swipe card screen To start the previous check in, swipe your card through the P O S device. Page 5

6 Slide 22 Image of P O S pin select screen After swiping your card, the screen looks like this: Enter your 4 digit pin on the keypad and press the green enter button Slide 23 Image of P O S attendance type entry screen Next you will see the screen pictured below. You will need to choose the attendance type. This Is the same screen you saw earlier when we reviewed the check in process. But this time, you will press 3 on the keypad to select the previous check in option. Slide 24 Image of P O S Previous Check In screen You will always have to enter two digits for the month and two digits for the day when completing a back swipe. The screen will look like this for a Previous Check In. Enter two digits for the month and day. For example, for May 2 nd, end on the keypad and press the enter button. Next, record the time by entering the hour and the minute. For example, to record 8:07, enter on the keypad and press the Enter button. Next, enter 1 for A M or 2 for P M on the keypad. Slide 25 Image of the P O S Check In Child number screen After you have entered the date and time, you will enter the child s assigned two digit number just like the Check In process. Enter the child s assigned 2 digit number and press the green enter button. Page 6

7 Slide 26 Image of the P O S Check In Child number screen After you enter the first child s assigned two digit number, you will see a screen that looks like this. If you are only checking in one child, press the green enter button again and you are done. If you are doing a Previous Check In for more than one child for the same day and time, you must key in each child number and press the green enter button. Press the enter button again when you are finished entering all children for that specific day and time. Slide 27 Image of the P O S Attendance Type entry screen In this presentation, we reviewed how to do a check in and a previous check in. To do a check out or a previous check out, the steps are the same. Choose Option two or four on this screen. Slide 28 Table showing steps for Check in and Previous Check in. Let s take a look at these processes side by side. Step Check In Previous Check In 1 Swipe Ohio ECC Card Swipe Ohio ECC Card 2 Enter PIN Enter PIN 3 Select Check In or Check Out Select Check In or Check Out 4 Enter Child Number Enter Date and Time 5 Press Enter to submit information Enter Child Number 6 Press Enter to submit information Page 7

8 Slide 29 Title of Slide: Please Remember These Important Tips. 1. Keep you child care caseworkers up to date on any address or phone number changes, or any changes that may affect eligibility. 2. Notify your child care caseworker prior to starting care at a new provider. 3. An authorization must be made to a specific provider in order for the provider to be paid for child care services. 4. Providers have the right to deny child care services if you do not have a current authorization or if you do not have your card. 5. Call the Ohio E C C Caretaker Helpline at if You need to activate your card You forget your PIN Your card is lost, stolen, or damaged 6. Do not give your card to your child care provider. This can result in termination of your child care benefits. Slide 30 Thank you for viewing this Ohio E C C online presentation. Page 8