a copy of the Participant Tracking System User Manual

a copy of the Participant Tracking System User Manual
THP-PLUS PARTICIPANT
TRACKING SYSTEM
ONLINE SYSTEM USER MANUAL
John Burton Foundation
235 Montgomery Street, Suite 1142
San Francisco, CA 94104
(415) 348-0011
www.thpplus.org
TABLE OF CONTENTS
SECTION ONE:
Introduction .
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Security Features .
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System Organization .
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How to Collect Data .
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Data Collection Schedule .
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Getting More Help .
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Login, Main Menu & System Navigation .
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Accessing Participant Records .
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How to Create a New Participant Record .
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How to Add a Case Manager .
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SECTION TWO:
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Participant Overview – Participant Tab
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Participant Overview – Forms Tab .
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Entrance Form & Instructions
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Six-Month Follow-Up Form & Instructions .
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Twelve-Month Follow-Up Form & Instructions .
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Quarterly Update Form & Instructions
Exit Form & Instructions
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SECTION ONE
INTRODUCTION TO THE THP-PLUS PARTICIPANT TRACKING SYSTEM
The THP-Plus Participant Tracking System is a structured and stable means of gathering data
regarding participants in THP-Plus programs statewide. Its primary purpose is to facilitate timely and
consistent evaluations of program effectiveness. Counties and providers want to be able to measure
the impact of THP-Plus, and program regulations also require reporting on participant outcomes.
However, very few counties and providers have comprehensive systems that can track this information.
Using the THP-Plus Participant Tracking System, counties and programs can work together towards
continuous program improvement, as well as document their successes as reflected in improvements in
participants’ lives.
The specific data elements tracked by the system were selected in consultation with counties and
providers that have implemented THP-Plus, and dovetail with other data-collection requirements and
efforts related to former foster youth. The system tracks data about individual THP-Plus participants,
with the ability to aggregate data for reports at the program, county and statewide levels. Information
tracked includes:
• Basic participant demographics, such as age and race/ethnicity;
• Type of THP-Plus model, such as scattered-site or single-site; and
• Basic participant outcomes in the areas of housing, employment and income, education and
training, and assets.
Information is collected about THP-Plus participants at program enrollment, then updated quarterly, at
program exit and at six- and twelve-month follow-ups. This process allows measurement of young
people’s progress from program entrance to exit and beyond, while also providing “snapshot”
information about all participants in the program during any given quarter.
Use of the Participant Tracking System is voluntary, but all counties and providers implementing THPPlus are strongly encouraged to participate. The system will facilitate reporting on participant and
program outcomes, and data can be used at the local level to monitor and improve THP-Plus programs,
with no direct costs for participating counties and providers.
There is no fee for using the system, which is being developed and will initially be maintained by the
John Burton Foundation. Participating counties and providers need to sign a “use agreement” which
outlines system requirements, confidentiality protections and other specifications.
The online system is designed to be intuitively navigable and to provide easy access to data about
THP-Plus program performance and participant status. The system also incorporates safeguards to
protect the minimal personal and identifying information necessary to track individual participants over
time, as well as features to maintain the system information in a streamlined, well-organized database.
(Note: counties participating in the California Connected by 25 Initiative through the Annie E. Casey
Foundation’s Family to Family program can choose to track the same information about THP-Plus
participants through the CC25I reports in the ETO database. Data from CC25I counties collected
through ETO is compatible with data from the THP-Plus system and will be combined to generate
statewide reports for THP-Plus.)
Please note that although the User Manual is designed for use by THP-Plus service providers
and counties, the screen shots and screen-by-screen instructions are geared for service
provider users, who are responsible for entering participant level data.
1
SECURITY FEATURES
The THP-Plus Participant Tracking System includes a number of features to protect the security of the
participant data collected and stored in the system.
•
Limited data collection. The system does not collect the Social Security number, driver’s
license number, address, telephone number or email address of participants.
•
User access levels. There are two different levels of access to the system: County and
Service Provider. Each user account will be assigned one and only one of these access
levels. Permissions to read and write data will be restricted based on the user’s access level.
o County users may view only the data of participants served by certified THP-Plus providers
funded by that county, in order to monitor services and to track the progress of individual
participants.
o Service Provider users may view only the data of participants served by that certified THPPlus service provider. Service providers enter and maintain data on all active participants.
The system can be used for a service provider’s internal case-management needs, to
monitor the progress of individual participants and to evaluate the effectiveness of the
program overall.
•
Restricted access. The system is only available to approved users with a valid login name and
password. Once logged in, the user may log out at any time. If the user has not requested a
new page for several minutes, the system will automatically end the session and the user will be
asked to log in again before any data may be accessed. When a user leaves an agency, the
password can be reset by the administrator so that only active users have access to the system.
•
Encrypted data. The system implements HTTP over Secure Socket Layers, or HTTPS. This
technology encrypts data passing between the browser and the server.
User Safeguards
In addition to the security protection features of the system, there are a number of user safeguards that
are recommended. These safeguards should be used each time the system is accessed, and are the
responsibility of all users.
•
Maintain the secrecy of your login and password at all times. Login and password
information should be stored in a secure place and should not be shared with unauthorized
users.
•
Log off when your session is complete. Each screen includes a Log Off button that
allows users to log off from any point in the system.
•
Keep your computers updated with antivirus software and software updates/security
patches. Regularly check for updates from the manufacturers of your operating system,
web browser, and antivirus software. Many programs do this automatically.
2
SYSTEM ORGANIZATION
The system is accessed through the webpage https://www.thpplusdata.org. Users log in to the system
to access the Main Menu, from which they may view or create participant records according to their
system privileges.
User Privileges
There are two categories of system users, each with access to different sets of data.
•
•
•
County
Used by staff at county agencies that fund and/or supervise THP-Plus activities
Can find and view (read-only) every case for every service provider within the specified county
only
Access to selected reports and exports based on data for service providers within the specified
county
(NOTE: county-level users cannot access participant or service-provider data from other
counties.)
•
•
•
•
Service Provider
Used by staff at agencies that provide THP-Plus programming
Can find, view and edit participant records created by staff at your agency. (If the service
provider works in multiple counties, service-provider-level users will only be able to access
records for their home county)
A few administrative functions (e.g. editing lists of case managers for the specified service
provider)
Access to selected reports and exports based on data for the specified service provider
(NOTE: service-provider-level users cannot access participant or service-provider data from
other THP-Plus service providers.)
Records, Forms & Tabs
The Participant Tracking System stores the information that Service Providers enter about a given
participant in a Participant Record. The record contains all forms created for the selected participant.
The questions on each form are organized into categories that are accessed through Tabs on the given
form.
Users access a Participant Record through the Select a Participant screen for their Service Provider
or County (See Section 2, Page 6). Access to records is limited as described above.
A Participant Record contains all of the forms created for a selected participant. The forms used to
collect data are:
•
•
•
•
•
Entrance Form
Quarterly Update Form(s)
Exit Form
Six-Month Follow-Up Form
Twelve-Month Follow-Up Form
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The Entrance Form is created automatically when you create a new participant record. The Quarterly
Update, Exit and Follow-Up Forms are created when data is manually entered to reflect a
participant’s status at each of those points in time.
The forms are accessed through the Forms Tab on the Participant Overview screen (see also:
Section 2, Page 13)
Each of the Forms comprises several pages. The pages are accessible by Tabs on the main screen
for a given form:
The Entrance Form has four tabbed pages:
• Demographics/Housing
• Employment/Income
• Education/Training
• Add’l Info
The Quarterly Update Form has three tabbed pages:
• Employment/Income
• Education/Training
• Add’l Info
The Exit Form has five tabbed pages:
• Demographics
• Housing
• Employment/Income
• Education/Training
• Add’l Info
The Six-Month Follow-Up Form and Twelve-Month Follow Up Forms each have four tabbed pages:
• Demographics/Housing
• Employment/Income
• Education/Training
• Add’l Info
The questions on each Tabbed Page are almost identical from one form to the next, though the wording
on specific questions is adjusted to reflect the time period covered by each form.
HOW TO COLLECT DATA
The most accurate data will be collected by case managers in conversation with youth participants. It is
recommended that data be collected in one of two ways:
•
Case managers print out the paper forms and complete them in conversation with the youth.
Case managers or program administrative staff then enter the data into the online system
following the data collection schedule.
•
Case managers enter the data directly into the system with the youth present.
4
DATA COLLECTION SCHEDULE
Providers will complete a baseline assessment of each THP-Plus participant at program entrance by
collecting information about the participant’s demographic characteristics, housing, employment,
income, education and more. At the end of each quarter, providers will update the housing,
employment, income, education and other information for each continuing participant, providing a
snapshot of participants at a point in time. At program exit, the participant information will be updated
once more; this data will be used to show the participant’s progress from entrance to exit. Additional
updates will be completed at follow-up periods of six and twelve months after program exit, to measure
longer-term impact of the program.
Specific data collection forms and schedules include:
Entrance Form and Participant Profile
•
•
•
Data collected at program enrollment
Forms due by 15 days after enrollment
Assessment based on information about the participant at the point in time when he/she is
enrolling in the THP-Plus program
Quarterly Update Form
•
•
•
Data collected at the end of each quarter:
o September 30 (for July 1 – September 30)
o December 31 (for October 1 – December 31)
o March 31 (for January 1 – March 31)
o June 30 (for April 1 – June 30)
Forms due by the 15th of the following month (October 15, January 15, April 15, July 15)
Contains information about participant status on the last day of the quarterly reporting period
Exit Form
•
•
•
Data collected at program exit
Forms due by 15 days after exit
Contains information about participant status upon exiting the THP-Plus program (if information
is not available due to an unplanned exit, check the appropriate box on the Participant Overview
screen and leave all responses blank)
Six-Month Follow-Up Form
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•
•
Data collected six months after program exit
Forms due by 15 days after six-month mark
Contains information about participant status six months after exit from the THP-Plus program
(if information is not available due to an unplanned exit, check the appropriate box on the
Participant Overview screen and leave all responses blank)
Twelve-Month Follow-Up Form
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•
•
Data collected twelve months after program exit
Forms due by 15 days after twelve-month mark
Contains information about participant status twelve months after exit from the THP-Plus
program (if information is not available due to an unplanned exit, check the appropriate box on
the Participant Overview screen and leave all responses blank)
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(NOTE: If determined necessary, obtaining and storing written consent from individual THP-Plus
participants to release and store their information in the Tracking System shall be the sole responsibility
of the User and/or its THP-Plus contractors.)
6
GETTING MORE HELP
Online
Help topics for every screen in the Participant Tracking System are accessible by clicking on the Get
Help shortcut in the upper right corner of the screen (see section 2, page 2). Help screens are
presented in pop-up windows – users should enable pop-ups for the thpplusdata.org website.
By Email
Feel free to send questions by email to Reed Connell of the John Burton Foundation at
[email protected]; or to Michele Byrnes, THP-Plus Statewide Implementation Project
Manager at [email protected]
By Phone
John Burton Foundation staff is available to answer questions about the system from 10:00 a.m. to 4:00
p.m., Monday through Thursday, at (415) 348-0011.
For Additional Information
More information about the THP-Plus Participant Tracking System is available on the THP-Plus website
at www.thpplus.org, under Training – Resources – Tracking System. There you may download a
recording of a web seminar which includes a demo of the system, as well as this document in Adobe
Acrobat PDF format.
If you have any further questions about the THP-Plus Participant Tracking System, please contact:
Reed Connell
John Burton Foundation
(415) 693-1326
[email protected]
Michele Byrnes
John Burton Foundation
(415) 693-1323
[email protected]
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8
SECTION TWO:
Screen-by-Screen Instructions
THP-PLUS PARTICIPANT TRACKING SYSTEM
SECTION TWO
LOGIN PAGE
When you enter www.thpplusdata.org into your internet browser, you will be directed to the Login
page, which appears below.
Enter your Login and Password.
Clicking on Forgot your login or password? will allow you to enter the email address associated with
your login. If the system recognizes that address, it will send you an email with your login and
password.
Please contact Michele Byrnes by email at [email protected] or by phone at
(415) 693-1323 if:
•
•
You need to set up an account so you can access this system
You need to change the details on your account
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THP-PLUS PARTICIPANT TRACKING SYSTEM
MAIN MENU & BASIC SYSTEM NAVIGATION
Once you log on to the system, you will see the Main Menu:
System Shortcuts
At upper right are three shortcuts used for basic site navigation. These shortcuts are visible and active
on every screen in the system.
Log Off
Main Menu
Get Help
Clicking the Log Off link will
log you off from the system
and return you to the login
screen.
The Main Menu link will return
you to the main system menu
from any point in the system.
Get Help will open a pop-up window with
detailed information on the particular screen
you are using.
Participant Record, Reports & Administrative Links
Under the headline listing your login and agency name are three links:
•
Clicking on Find or create a participant record drops down a text box on the same screen,
and asks you to search for a participant by last name. NOTE: To help prevent duplicate entries,
you must use this search box, even before creating a new participant record. Per the dropdown
menu, you may use “*” as a wild card. You may also leave the text box blank, and simply click
the “GO” button. Doing so will take you to the Select a participant screen, which will list all
participants entered through your agency login.
•
Clicking on Reports: This function will be available in early 2009. The John Burton Foundation
will announce the roll out of the Reports features, and will provide an online training.
•
Clicking on Administrative options will take you to the Administrative options menu and allow
you to enter Case Manager information (see page 6).
2
THP-PLUS PARTICIPANT TRACKING SYSTEM
System Navigation Bar
At upper left, below the THP-Plus logo and solid blue bar, is the System Navigation Bar. You’ll see
the bar on every screen in the system. The visible and active links depend upon where you are in the
system.
Example:
This is the primary way to make your way around the system. NOTE: Please do not use your
browser’s back and forward buttons within the system, as unsaved data will be lost. As you click on
links to move through the system, the System Navigation Bar lists each screen you have moved
through. To return to a previous screen, such as Participant Overview, simply click on the underlined
text. If you have entered any information, the system will prompt you to save before leaving the screen
or form you are viewing.
3
THP-PLUS PARTICIPANT TRACKING SYSTEM
ACCESSING PARTICIPANT RECORDS
From the Main Menu, click on the Find or create a participant record link
1. A text box will appear that asks you to search for a participant by last name
2. The search box will recognize partial names and initials. You may use “*” as a wild card. To
access all participant records, you may also leave the text box blank, and simply click the “GO”
button.
3. The system will direct you to the Select a participant screen, that lists all participant records
created through your agency login
4. If a participant is already in the system, you can access their record by clicking on their name.
5. It is possible that you will see multiple records for a single participant who exited and reentered
the same program (see Service Provider View or County View explanations, below).
Select a Participant Screen
Below is an explanation of the information that you see on this screen. First, there is a table listing
basic participant information.
Name
Birth date
Intake
Exit
Service
County
provider
County that
Agency
Date of
Date that the
Participant’s
Participant’s
the program in
participant exit associated
participant
birth date as
legal name:
which the
with the login
from the
entered this
entered on
used to create participant
program
creation of the THP Plus
Last, First
the participant resides is
(if applicable)
program
participant
located
record.
record
Below the table are two orange buttons, one to “Create” a new participant record, and the second to
“Cancel” the current search and return to the Main Menu.
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THP-PLUS PARTICIPANT TRACKING SYSTEM
Notes:
•
•
•
•
Criteria used in the search will be listed above the table.
If no criteria were used (the text box under the Find or create a participant record link on the
Main Menu was left blank), the criteria listed will simply be the county and program associated
with the user login. In this case, all past and current participants will be listed in the table.
Participant names are links to their individual records.
Once entered, the information in this table can be changed in the Participant Tab on the
Participant Overview screen.
Service Provider view:
• Participants who exit and reenter the same program will be listed twice, once for each period of
participation.
County view:
• Participants who exit and reenter the same program will be listed twice, once for each period of
participation.
• Participants who exit one program in the county and enter another will be listed twice, once for
each program.
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THP-PLUS PARTICIPANT TRACKING SYSTEM
6
THP-PLUS PARTICIPANT TRACKING SYSTEM
HOW TO CREATE A NEW PARTICIPANT RECORD
There are several steps to creating a new Participant Record:
1. From the Main Menu page, click on the Find or create a participant record link
2. A text box will appear that asks you to search for a participant by last name
3. NOTE: Before creating a new record you must perform a search operation (this will alleviate
duplicate entries). The search box will recognize partial names and initials. You may use “*” as a
wild card. You may also leave the text box blank, and simply click the “GO” button.
4. The system will direct you to the Select a participant screen, that lists all participant records
created through your agency login
7
THP-PLUS PARTICIPANT TRACKING SYSTEM
If the participant record does not yet exist, you may create a new participant record by completing the
following steps:
1. Click the orange “Create” button. The system will take you to the Key participant data screen
Note: You must make valid entries in each text box in order to proceed
2. Click the orange “Create” button. The system will create a Participant Record, and an Entry
Form, and take you to the Participant Overview screen (see page 10)
3. If necessary, add a Case Manager to the Case Manager dropdown menu on the Participant
Tab of the Participant Overview screen (see page 8). Case Manager information is included
to assist providers in maintaining complete records by facilitating easy identification of the party
responsible for collecting data. To add a Case Manager to the dropdown menu, return to the
Main Menu by clicking Main Menu on the System Navigation Bar or by using the Main Menu
shortcut at upper right. The system will prompt you to save any changes to the Participant
Record before taking you to the Main Menu.
8
THP-PLUS PARTICIPANT TRACKING SYSTEM
HOW TO ADD A CASE MANAGER
The system is organized so that every participant record includes the name of the participant’s case
manager, allowing agencies to keep track of who is responsible for collecting information on a particular
participant.
When creating new participant records or entering data into the system for the first time, Service
Providers should use the Administrative options link on the Main Menu to add individual Case
Manager’s names to that dropdown menu:
1. From the Main Menu, select Administrative options
2. Select Maintain case managers
You’ll see the following screen:
3. Click on the orange “Create” button
4. Enter the Case Manager’s first and last name and click the orange “Create” button
5. Confirm the Case Manager’s name. The system defaults to the “Active?” box being checked.
Click “Save” to save the information. If you are entering historical data and the Case Manager
is no longer active in that role, simply uncheck the box and click “Save.”
9
THP-PLUS PARTICIPANT TRACKING SYSTEM
6. You may change the “Active?” status on any Case Manager in the system at any time, and may
also delete their record entirely. However, it is recommended that all Case Managers
associated with any Participant Record remain in the system. The delete function should be
used only to remove erroneous entries.
10
THP-PLUS PARTICIPANT TRACKING SYSTEM
Participant Overview – Participant Tab
Once you have selected a participant to view, you’ll be taken to the Participant Overview screen, from
where you can access complete participant record information. Select the Participant Tab to see the
participant’s basic identifying information. This information should be entered upon creation of a new
participant record.
Most of the information on the Participant Tab generally does not change over time, though Service
Providers do have the option to make changes. Changes made to the basic identifying information
entered when creating the participant record (First Name, Last Name, Date of Birth, Entry Date) will be
made when you click the orange “Save” button at the bottom of the page.
Detailed information about the participant is contained on several different forms (Entrance, Quarterly
Update, Exit, Six-Month Follow-Up and Twelve-Month Follow-Up). Click on the Forms Tab to switch to
a table listing all of the forms created for this participant. For more information on the Forms Tab, click
on the Get Help link while viewing that tab.
The questions on this screen are found on page 1 of the Paper Entrance Form
11
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Case Manager
Name of organization or
agency
First Name
Last Name
Date of Birth
CWS/CMS Client ID#
Is the participant unable
to be located and lost to
follow up?
County of jurisdiction at
emancipation
Prior to emancipation,
was the participant an
ILP-eligible probation
ward?
Gender
LGBTQ
Hispanic or Latino
Ethnicity?
Race
Select the participant’s case manager from the drop down menu. Users
with Service Provider logins may add new case managers to the list
through the Administrative options link on the Main Menu. Once
created, case manager names may not be deleted, but may be
designated “inactive.”
This field will be filled in automatically by the system, to reflect the
agency associated with the user login used to create the record.
You may change the participant’s full legal first name if necessary.
You may change the participant’s full legal last name if necessary.
You may change the participant’s date of birth if necessary.
Enter the CWS/CMS Client ID number (note that this is different from the
CWS/CMS Case ID number). The county can provide the CWS/CMS
Client ID number when screening a participant for THP-Plus eligibility. If
the participant’s CWS/CMS Client ID number is unknown, enter 0.
Select Yes if, on the date data is entered the participant is no longer in
contact with the THP-Plus program completing the form and it will likely
not be possible to locate the youth for follow up. Select No if the
participant is still living in or in contact with the program.
Enter the county that was supervising the participant’s child-welfare
and/or probation case at the time that the participant emancipated or was
last living in out-of-home care as a minor. The THP-Plus county can
provide this information.
Select Yes if the youth was a ward of the county probation department
and living in out-of-home placement immediately before emancipation.
Select the gender with which the participant self-identifies. For
transgender participants, select male, female or other, depending on the
participant’s self-identification.
Select Yes if the participant self-identifies as lesbian, gay, bisexual,
transgender, or as questioning his/her sexual orientation. Select no if the
participant self-identifies as heterosexual. Select Unknown/decline to
answer if the participant chooses not to self-identify either way.
Note that the ethnicity/race categories follow the format used in the U.S.
Census. If the participant self-identifies as Hispanic/Latino ethnicity (of
any “race” – white, African American, Asian, etc.), check Yes.
Select all racial categories with which the participant self-identifies. At
least one of these choices must be selected, even for participants
identified above as Hispanic/Latino.
Orange Buttons
Below the Participant Tab are three orange buttons:
Clears any changes made to
this form since your last
save.
Deletes the ENTIRE participant
record, including all associated
forms. The system will prompt
you to confirm that decision.
Saves all responses on the
Participant Tab only.
12
THP-PLUS PARTICIPANT TRACKING SYSTEM
Participant Overview – Forms Tab
13
THP-PLUS PARTICIPANT TRACKING SYSTEM
The Forms Tab on the Participant Overview screen displays basic identifying information and a table
listing all Forms created for the participant. Forms provide deeper information about the participant,
and include the Quarterly Update, Exit, Six-Month and Twelve-Month Follow-Up Forms. The system
automatically creates a blank Entrance Form when creating a new participant record. The table
displays:
Form type
Clicking on any form listed
takes the user to that form
(e.g. Quarterly Update,
Exit, Six-Month or TwelveMonth Follow-Up Forms)
Event date
This is the date for which the
Form provides information (i.e.
the entry and/or exit date, the
end of the quarter), not the
creation date
Entered by
The user login initials of the party
that created the form
How to Create New Forms
Below the Forms Tab are four purple buttons, used to create the data forms contained within the
system. Only those buttons linking to forms relevant to the participant’s program status are active –
i.e., providers may create Quarterly Update Forms and Exit Forms for participants who are still enrolled
in THP-Plus, but not for those who have exited. Users may create Six-Month and Twelve-Month
Follow-Up Forms only for those participants who have exited THP-Plus.
14
THP-PLUS PARTICIPANT TRACKING SYSTEM
15
THP-PLUS PARTICIPANT TRACKING SYSTEM
ENTRANCE FORM & INSTRUCTIONS
The Entrance Form is generated automatically when you create a new participant record. It contains
four tabbed pages: Demographics/Housing, Employment/Income, Education/Training and Add’l Info.
Entrance Form – Demographics /Housing Tab
This screen in the online Participant Tracking System corresponds to pages 2
and 3 of the Paper Entrance Form. After entering data on this page, click on the
blue “Next page” arrow in the lower right corner to be brought to the next tab.
16
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Demographics
Date of enrollment in
this THP-Plus program
Is the participant reentering this THP-Plus
program after previously
exiting this THP-Plus
program?
Has the participant
given birth to or fathered
one or more children?
Is the participant a
custodial parent (i.e.
one or more of his/her
children living with the
participant)?
Used to calculate length of stay. This should be the date the participant
entered the THP-Plus program caseload and began receiving services,
even if he/she does not move into the THP-Plus housing until a later
date.
Select Yes if the participant has previously participated in this THP-Plus
program (operated by the same agency/provider). Select No if the
participant has never participated in THP-Plus. Also select No if the
participant was previously in a different THP-Plus program (funded by a
different county or operated by a different agency/provider).
Select Yes if the participant has given birth to or fathered one or more
children at any point previous to the date of data collection. Select No if
this is not the case. Select Unknown/decline to answer if the
information is unknown or the youth declines to state. Do not include
unborn children, i.e. current pregnancy.
Select Yes only if one or more children are in the custody of the
participant at the point of program entrance (i.e. children who will be
living with the participant in the program). Select No if this is not the
case.
Housing
Immediately prior to
enrolling in this THPPlus program, what type
of housing did the
participant live in?
Was housing
subsidized? (Section 8,
public housing,
affordable housing
development, receiving
rental subsidy, etc.?)
County where
participant was living
Had the participant
experienced one or
more nights of
homelessness after
exiting foster care and
prior to entering this
THP-Plus program?
Select only one. Select the type of housing the participant was living in
immediately before enrolling in the THP-Plus program. If none of the
choices apply, write the type of housing in the Other field.
Select Yes if the housing the participant was living in immediately before
enrolling in the THP-Plus program was subsidized through a formal
program such as a Section 8 voucher, public housing, affordable housing
development, rental subsidy or other subsidy program. Select Yes if the
participant was living in a THP-Plus program. Select No if the housing
was not subsidized through a formal program (even if the participant’s
family member/friend was assisting with the rent). If the participant was
living in some type of institutional housing – including foster care of any
kind, or a shelter, jail, hospital or similar setting – or was homeless,
couch-surfing, etc. select N/A (not applicable).
Select the county where the participant was living or staying immediately
before enrolling in the THP-Plus program. Select Out-of-state if the
participant was not living in California (includes outside of the country).
Select Yes if the participant had ever been homeless (includes sleeping
on the street, in a car, in a homeless shelter, couch-surfing) for one or
more nights after leaving foster care and before entering this THP-Plus
program.
17
THP-PLUS PARTICIPANT TRACKING SYSTEM
What housing model is
the participant moving
into for this THP-Plus
program?
Does the participant
have the option of
remaining in the same
housing unit after
completion of this THPPlus program?
Select the THP-Plus housing model. Scattered-site means single or
small clusters of apartments/units/dorm rooms located among non-THPPlus units. Single site – Apartments means an apartment building or
complex where all of the apartments/units are occupied by THP-Plus
participants (possibly with on-site staff). Single site – Single family
home means a single family home or duplex shared by two or more
THP-Plus participants, where all residents of the home are THP-Plus
participants (possibly with on-site staff). Host family means that the
participant lives in the home of an adult he/she has identified as a lifelong
connection.
Select Yes if the participant will have the opportunity to keep or take over
the lease on the same housing unit, or remain with the host family, after
completing this THP-Plus program (even if he/she may need to formally
apply for a new lease or may choose not to remain in the unit). Select
No if the participant must vacate the housing after completing this THPPlus program (i.e. there is no possibility of remaining in the same unit).
18
THP-PLUS PARTICIPANT TRACKING SYSTEM
Entrance Form – Employment/Income Tab
This screen in the online Participant Tracking System corresponds to page 3 of
the Paper Entrance Form. After entering data on this page, click on the blue
“Next page” arrow in the lower right corner of the screen to be brought to the next
tab.
19
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Employment and Income
Employment at entrance
to this THP-Plus
program
(SELECT ONE)
Hourly wage at entrance
to this THP-Plus
program
Receiving public
benefits at entrance to
this THP-Plus program
(SELECT ALL THAT
APPLY)
Receiving other
financial support at
entrance to this THPPlus program (SELECT
ALL THAT APPLY)
Total monthly income
from all sources at
entrance to this THPPlus program
Select the choice that best describes the participant’s employment status
at the time of program entrance. Include only hours worked in legal
employment (not informal/under-the-table work).
Enter the hourly wage earned in legal employment by the participant at
the time of entrance to this THP-Plus program. If the participant has
multiple jobs, enter the average hourly wage. Include tips in calculating
the hourly wage. Do not include wages earned in informal/under-thetable work.
Select all public benefits that the participant is receiving at the time of
program entrance. If the participant is receiving a benefit not included in
the listed choices, write it in the Other field. If the participant is not
receiving any public benefits, choose Not applicable.
Select all sources that apply. If the participant has another source of
income besides wages, public benefits and the other sources of support
listed – such as paid informal/under-the-table work – write it in the Other
field. If the participant is not receiving any other financial support, choose
Not applicable.
Enter the participant’s total monthly income from all sources, including
wages, public benefits, financial aid, child support, family member
contributions, informal work or any other sources of financial support at
the time of program entrance. Include only income received as cash or
cash equivalents (e.g. wages, CalWORKS payments, Food Stamps) – do
not include the value of in-kind benefits not received as cash equivalents
(such as MediCal).
20
THP-PLUS PARTICIPANT TRACKING SYSTEM
Entrance Form – Education/Training Tab
This screen in the online Participant Tracking System corresponds to page 4 of
the Paper Entrance Form. After entering data on this page, click on the blue
“Next page” arrow in the lower right corner of the screen to be brought to the next
tab.
21
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Education and Training
Educational status at
entrance to this THPPlus program
(SELECT ONE)
Highest level of
education completed
(SELECT ONE)
Vocational training
status at entrance to
this THP-Plus program
(SELECT ONE)
Other training status
(military / JobCorps /
CCC / AmeriCorps) at
entrance to this THPPlus program
(SELECT ONE)
Select the choice that best describes the participant’s status at the time
of program entrance with respect to enrollment in or graduation from high
school, GED or high-school equivalency program; 2-year college
program; or 4-year college program. Select Unknown if none of the
options apply.
Select the choice that indicates the highest level of education completed
by the participant prior to program entrance. Select Unknown if none of
the options apply.
Select the choice that best describes the participant’s status at the time
of program entrance with respect to enrollment in or graduation from a
vocational training program. Completed vocational training or
Received vocational certificate or license means finished the full
course of training and received a recognized formal professional
certification or license (e.g. a CNA, licensed phlebotomist, etc. – not a
“job readiness certificate” or other informal certification). If none of the
choices apply, choose Not applicable. Select Unknown if status is
unknown.
Select the choice that describes the participant’s status at the time of
program entrance with respect to enlistment in, completion of or dropping
out of these types of training. If none of the choices apply, choose Not
applicable.
22
THP-PLUS PARTICIPANT TRACKING SYSTEM
Entrance Form – Add’l Info Tab
This screen in the online Participant Tracking System corresponds to page 5 of
the Paper Entrance Form. After entering data on this page, click on the blue
“Finished” arrow in the lower right corner of the screen. You will be brought back
to the Forms page of the Participant Overview Screen.
23
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Additional Information
Does the participant
have a checking
account, savings
account or IDA at
entrance to this THPPlus program?
Does the participant
have health insurance
(through Medi-Cal,
employer or other
source) at entrance to
this THP-Plus program?
Has the participant been
involved with the adult
criminal justice system
prior to entering this
THP-Plus program?
Participant reports
permanent connection
with at least one adult
for support, advice,
guidance?
Select Yes if the participant has one or more of these types of banking
accounts. IDA (Individual Development Account) means an account
where the participant’s deposits are matched by another organization;
typically the funds can only be withdrawn for specified expenses such as
education. Select No if the youth has no formal banking account at the
time of entry. Select Unknown if the youth does not know.
Select Yes if, on the day of program entry, the participant has health
coverage of any kind, from any source. Select No if they do not. Select
Unknown if the youth does not know.
Include only involvement with the adult criminal justice system prior to
entering the program – do not include juvenile convictions.
Incarcerated/detained means held in a jail or other detention facility for
any period of time, even if not ultimately charged or convicted. Select
Yes if this is the case, select No if it is not and Unknown if the youth is
unsure. Adult criminal conviction means that the youth was charged
with and convicted of a crime, no matter their plea at arraignment. Select
Unknown if the youth is unsure. Select None if the youth has never
been convicted of either a misdemeanor or felony. If the youth was
convicted of a crime as an adult, select Adult misdemeanor conviction
or Adult felony conviction as applicable.
Select Yes or No based on the participant’s self-report at the time of
program entrance. Select Unknown if they are unsure.
24
THP-PLUS PARTICIPANT TRACKING SYSTEM
25
THP-PLUS PARTICIPANT TRACKING SYSTEM
Quarterly Update Form & Instructions
26
THP-PLUS PARTICIPANT TRACKING SYSTEM
QUARTERLY UPDATE FORM & INSTRUCTIONS
This form creates a quarterly snapshot of the participant’s information. To create a Quarterly Update
Form, select the Forms Tab on the Participant Overview screen. Select the first blue button at
bottom left, “Create a Quarterly Update Form.” You will see the screen below:
You must first define the quarter you are reporting on:
Last day of quarterly
reporting period
Select the day and month of the last day of the 3-month quarterly
reporting period. For the quarter from July-September, select September
30. For the quarter from October-December, select December 31. For
the quarter from January to March, select March 31. For the quarter from
April to June, select June 30. Enter the year in four digits (i.e. 2008,
2009) in the blank.
Clicking the orange “Create” button will take you to the Quarterly Update Form. This form contains
three tabs: Employment/Income, Education/Training and Add’l Info.
This screen in the online Participant Tracking System corresponds to page 1 of
the Quarterly Update Paper Form.
27
THP-PLUS PARTICIPANT TRACKING SYSTEM
28
THP-PLUS PARTICIPANT TRACKING SYSTEM
Quarterly Update Form – Employment/Income Tab
This screen in the online Participant Tracking System corresponds to pages 1
and 2 of the Quarterly Update Paper Form. After entering data on this page,
click on the blue “Next page” arrow in the lower right corner of the screen to be
brought to the next tab.
29
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Is the participant a
custodial parent? (i.e.
one or more of his/her
children living with the
participant)
Select Yes only if one or more children are in the custody of the
participant at the point of data collection (i.e. children who are living with
the participant in the program). Select No if this is not the case.
Employment and Income
Employment status
Hourly wage
Receiving public
benefits (SELECT ALL
THAT APPLY):
Receiving other
financial support
(SELECT ALL THAT
APPLY)
Total monthly income
from all sources
Select the choice that best describes the participant’s employment status
at the end of this reporting period. Include only hours worked in legal
employment (not informal/under-the-table work).
Enter the hourly wage earned in legal employment by the participant at
the end of this reporting period. If the participant has multiple jobs, enter
the average hourly wage. Include tips in calculating the hourly wage. Do
not include wages earned in informal/under-the-table work.
Select all public benefits that the participant is receiving at the end of this
reporting period. If the participant is receiving a benefit not included in
the listed choices, write it in the Other field. If the participant is not
receiving any public benefits, choose Not applicable.
Select all sources that the participant is receiving from at the end of this
reporting period. If the participant has another source of income besides
wages, public benefits and the other sources of support listed – such as
paid informal/under-the-table work – write it in the Other field. If the
participant is not receiving any other financial support, choose Not
applicable.
Enter the participant’s total monthly income at the end of this reporting
period from all sources, including wages, public benefits, financial aid,
child support, family member contributions, informal work or any other
sources of financial support. Include only income received as cash or
cash equivalents (e.g. wages, CalWORKS payments, Food Stamps).
Include any cash or cash equivalent provided as a stipend by a THP-Plus
program. Do not include the value of in-kind benefits not received as
cash equivalents (such as MediCal).
30
THP-PLUS PARTICIPANT TRACKING SYSTEM
Quarterly Update Form – Education/Training Tab
This screen in the online Participant Tracking System corresponds to page 3 of
the Quarterly Update Paper Form. After entering data on this page, click on the
blue “Next page” arrow in the lower right corner of the screen to be brought to the
next tab.
31
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Education and Training
Educational status
(SELECT ONE)
Highest level of
education completed
(SELECT ONE)
Vocational training
status (SELECT ONE)
Other training status
(military / JobCorps /
CCC / AmeriCorps)
(SELECT ONE)
Select the choice that best describes the participant’s status at the end of
this reporting period with respect to enrollment in or graduation from high
school, GED or high-school equivalency program; or 2-year or 4-year
college program. Select Unknown if none of the options apply.
Select the choice that indicates the highest level of education completed
by the participant at the end of this reporting period. Select Unknown if
none of the options apply.
Select the choice that best describes the participant’s status at the end of
this reporting period with respect to enrollment in or graduation from a
vocational training program. Completed vocational training or
Received vocational certificate or license means finished the full
course of training and received a recognized formal professional
certification or license (e.g. a CNA, licensed phlebotomist, etc. – not a
“job readiness certificate” or other informal certification). If none of the
choices apply, choose Not applicable. Select Unknown if status is
unknown.
Select the choice that describes the participant’s status at the end of this
reporting period with respect to enlistment in, completion of or dropping
out of these types of training. If none of the choices apply, choose Not
applicable. Select Unknown if status is unknown.
32
THP-PLUS PARTICIPANT TRACKING SYSTEM
Quarterly Update Form – Add’l Info Tab
This screen in the online Participant Tracking System corresponds to page 4 of
the Paper Quarterly Update Form. After entering data on this page, click on the
blue “Finished” arrow in the lower right corner of the screen. You will be brought
back to the Forms page of the Participant Overview Screen.
33
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Additional Information
Does the participant
have a checking
account, savings
account or IDA at
entrance to this THPPlus program?
Does the participant
have health insurance
(through Medi-Cal,
employer or other
source) at the end of
this reporting period?
Has the participant been
involved with the adult
criminal justice system
since entering this THPPlus Program?
Participant reports
permanent connection
with at least one adult
for support, advice,
guidance?
Select Yes if the participant does have one or more of these types of
banking accounts. This includes the THP-Plus Emancipation Fund.
IDA (Individual Development Account) means an account where the
participant’s deposits are matched by another organization; typically the
funds can only be withdrawn for specified expenses such as education.
Select No if the youth has no formal banking account at the time of this
update. Select Unknown if the youth does not know.
Select Yes if, at the end of the reporting period, the participant has health
coverage of any kind, from any source. Select No if they do not. Select
Unknown if the youth does not know.
Include only involvement with the adult criminal justice system. The
system only records whether or not a youth had criminal justice system
involvement during the reporting period, not the date of involvement.
Incarcerated/detained means held in a jail or other detention facility for
any period of time, even if not ultimately charged or convicted. Select
Yes if this is the case, select No if it is not, and Unknown if the youth is
unsure.
Adult criminal conviction means that the youth was charged with and
convicted of a crime, no matter their plea at arraignment. Select
Unknown if the youth is unsure, select None if the youth has never been
convicted of either a misdemeanor or felony. If the youth was convicted
of a crime as an adult, select Adult misdemeanor conviction or Adult
felony conviction as applicable.
Select Yes or No based on the participant’s self-report at the time of this
reporting. Select Unknown if they are unsure.
34
THP-PLUS PARTICIPANT TRACKING SYSTEM
35
THP-PLUS PARTICIPANT TRACKING SYSTEM
EXIT FORM & INSTRUCTIONS
This form records information about participant status at exit from THP-Plus. To create an Exit Form,
select the Forms Tab on the Participant Overview screen. Select the second blue button at bottom
left, “Create an Exit Form.” You will see the screen below:
You must first define the date of participant’s exit:
Date of exit from this
THP-Plus program
Enter the date that the participant officially exited the THP-Plus program.
This data is used to calculate length of stay.
Clicking the orange “Create” button will take you to the Exit Form. This form contains five tabs:
Demographics, Housing, Employment/Income, Education/Training and Add’l Info.
The questions on this screen in the online Participant Tracking System are found
on page 1 of the Paper Exit Form.
36
THP-PLUS PARTICIPANT TRACKING SYSTEM
Exit Form – Demographics Tab
The questions on this screen in the online Participant Tracking System are found
on page 1 of the Paper Exit Form. After entering data on this page, click on the
blue “Next page” arrow in the lower right corner of the screen to be brought to the
next tab.
37
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Demographics
Date of exit from this
THP-Plus program
Has the participant
given birth to or fathered
one or more NEW
children since entering
this THP-Plus program?
Is the participant a
custodial parent (i.e.
one or more of his/her
children living with the
participant) at THP-Plus
program exit?
Used to calculate length of stay.
Select Yes only if the participant has given birth to or fathered one or
more children since entering the program. This includes from “current
pregnancies” at the time of entry. Select No if this is not the case, and
select Unknown if the youth does not know or declines to state.
Select Yes only if one or more children are in the custody of the
participant at the point of program exit (i.e. children who will be living with
the participant in their next housing arrangement). Include children for
whom the participant has shared custody, if they are living with the
participant at least part-time. Select No if this is not the case.
38
THP-PLUS PARTICIPANT TRACKING SYSTEM
Exit Form – Housing Tab
The questions on this screen in the online Participant Tracking System are found
on page 2 of the Paper Exit Form. After entering data on this page, click on the
blue “Next page” arrow in the lower right corner of the screen to be brought to the
next tab.
39
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Housing
Has the participant
experienced one or
more nights of
homelessness since
entering this THP-Plus
program?
Exit from THP-Plus was:
Is the participant staying
in the same housing unit
occupied during this
THP-Plus program?
What type of housing
will the participant live in
after exiting this THPPlus program?
(SELECT ONE)
Will housing be
subsidized (Section 8,
public housing,
affordable housing
development, receiving
rental subsidy, etc.)?
Monthly rent participant
will be paying (include
only the amount paid by
the participant)
Select Yes if the participant was homeless (includes sleeping on the
street, in a car, in a homeless shelter, couch-surfing) for one or more
nights since the end of the last reporting period.
Select Voluntary if the participant exited voluntarily, for example
because he/she reached the program time limit, preferred to move to
another housing situation, or left voluntarily for some other reason.
Select Involuntary but no legal eviction if the participant exited
because he/she had violated program or lease requirements and was
asked to leave, but no legal eviction was finalized; also select this option
if the participant exited due to incarceration. Select Legal eviction if the
participant exited as a result of a finalized formal legal eviction (i.e. Notice
of Unlawful Detainer was served).
If the participant is keeping or taking over the lease on his/her THP-Plus
housing unit select Yes. If he/she is in the host family model and will
continue living with the same host family after exiting THP-Plus, select
Yes. If the participant is moving into some other housing unit, select No.
Select the type of housing the participant is moving into after exiting the
program. If none of the choices apply, write the type of housing in the
Other field.
Select Yes if the participant is moving into housing that is subsidized
through a formal program such as a Section 8 voucher, public housing,
affordable housing development, rental subsidy or other subsidy
program. Select Yes if the participant will be living in a THP-Plus
program. Select No if the housing is not subsidized through a formal
program (even if the participant’s family member/friend is assisting with
the rent). Select Not applicable – not paying rent in all other known
cases, including if the participant will be living in some type of institutional
housing – including a shelter, jail, hospital or similar setting – or is
homeless, couch-surfing, etc. Select Unknown in any other case.
Enter the total monthly rent the participant will be paying for the housing
they are moving into. Do not include any portion of the rent that is not
paid by the participant directly (e.g. portions paid through a Section 8
voucher, by a roommate, etc.). If the participant will not be paying any
rent, enter 0.
40
THP-PLUS PARTICIPANT TRACKING SYSTEM
Exit Form – Employment/Income Tab
The questions on this screen in the online Participant Tracking System are found
on page 3 of the Paper Exit Form. After entering data on this page, click on the
blue “Next page” arrow in the lower right corner of the screen to be brought to the
next tab.
41
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Employment and Income
Employment status at
program exit
(SELECT ONE)
Hourly wage at program
exit
Receiving public
benefits at program exit
(SELECT ALL THAT
APPLY)
Receiving other
financial support at
program exit (SELECT
ALL THAT APPLY)
Total monthly income
from all sources at
program exit
Select the choice that best describes the participant’s employment status
at program exit. Include only hours worked in legal employment (not
informal/under-the-table work).
Enter the hourly wage earned in legal employment by the participant at
program exit. If the participant has multiple jobs, enter the average
hourly wage. Include tips in calculating the hourly wage. Do not include
wages earned in informal/under-the-table work.
Select all public benefits that the participant is receiving at program exit.
If the participant is receiving a benefit not included in the listed choices,
write it in the Other field.
Select all sources that the participant is from receiving at program exit. If
the participant has another source of income besides wages, public
benefits and the other sources of support listed – such as paid
informal/under-the-table work – write it in the Other field.
Enter the participant’s total monthly income at program exit from all
sources, including wages, public benefits, financial aid, child support,
family member contributions, informal work or any other sources of
financial support. Include only income received as cash or cash
equivalents (e.g. wages, CalWORKS payments, Food Stamps) – do not
include the value of in-kind benefits not received as cash equivalents
(such as MediCal).
42
THP-PLUS PARTICIPANT TRACKING SYSTEM
Exit Form – Education/Training Tab
The questions on this screen in the online Participant Tracking System are found
on page 4 of the Paper Exit Form. After entering data on this page, click on the
blue “Next page” arrow in the lower right corner of the screen to be brought to the
next tab.
43
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Education and Training
Educational status at
exit from this THP-Plus
program
(SELECT ONE)
Highest level of
education completed
(SELECT ONE)
Vocational training
status at exit from this
THP-Plus program
(SELECT ONE)
Other training status
(military / JobCorps /
CCC / AmeriCorps) at
exit from this THP-Plus
program
(SELECT ONE)
Select the choice that best describes the participant’s status at exit from
this THP-Plus program with respect to enrollment in or graduation from
high school, GED, or high-school equivalency program; or 2-year or 4year college program. Select Unknown if none of the options apply.
Select the choice that indicates the highest level of education completed
by the participant prior to program exit. Select Unknown if none of the
options apply.
Select the choice that best describes the participant’s status at the time
of program exit with respect to enrollment in or graduation from a
vocational training program. Completed vocational training or
Received certificate or license means finished the full course of training
and received a recognized formal professional certification or license
(e.g. a CNA, licensed phlebotomist, etc. – not a “job readiness certificate”
or other informal certification). If none of the choices apply, choose Not
applicable. Select Unknown if status is unknown.
Select the choice that describes the participant’s status at exit from this
THP-Plus program with respect to enlistment in, completion of or
dropping out of these types of training. If none of the choices apply,
choose Not applicable. Select Unknown if status is unknown.
44
THP-PLUS PARTICIPANT TRACKING SYSTEM
Exit Form – Add’l Info Tab
The questions on this screen in the online Participant Tracking System are found
on page 5 of the Paper Exit Form. After entering data on this page, click on the
blue “Finished” arrow in the lower right corner of the screen. You will be brought
back to the Forms page of the Participant Overview Screen.
45
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Additional Information
Does the participant
have a checking
account, savings
account or IDA at exit
from this THP-Plus
program?
Does the participant
have health insurance
(through Medi-Cal,
employer or other
source) at exit from this
THP-Plus program?
Has the participant been
involved with the adult
criminal justice system
since entering this THPPlus program?
Does the participant
report having a
permanent connection
to at least one adult to
whom he/she can go for
support, advice and
guidance at exit from
this THP-Plus program?
Is the participant
receiving services or
treatment for mental
health needs at program
exit?
Is the participant
receiving services or
treatment for substance
abuse at program exit?
Is the participant
receiving services or
treatment for an
educational or learning
disability at program
exit?
Select Yes if the participant does have one or more of these types of
banking accounts. IDA (Individual Development Account) means an
account where the participant’s deposits are matched by another
organization; typically the funds can only be withdrawn for specified
expenses such as education. Select No if the youth has no formal
banking account at the time of exit. Select Unknown if the youth does
not know.
Select Yes if, at the end of the reporting period, the participant has health
coverage of any kind, from any source. Select No if they do not. Select
Unknown if the youth does not know.
Include only involvement with the adult criminal justice system during this
reporting period. Incarcerated/detained means held in a jail or other
detention facility for any period of time, even if not ultimately charged or
convicted. Select Yes if this is the case, select No if it is not, and
Unknown if the youth is unsure.
Adult criminal conviction means that the youth was charged with and
convicted of a crime, no matter their plea at arraignment. Select
Unknown if the youth is unsure, select None if the youth has never been
convicted of either a misdemeanor or felony. If the youth was convicted
of a crime as an adult, select Adult misdemeanor conviction or Adult
felony conviction as applicable.
Select Yes or No based on the participant’s self-report at the time of this
reporting. Select Unknown if they are unsure.
Select Yes if the participant is receiving services or treatment for mental
health needs at program exit. Select No if this is not the case.
Otherwise, select Unknown.
Select Yes if the participant is receiving services for substance abuse at
program exit. Select No if this is not the case. Otherwise, select
Unknown.
Select Yes if the participant is receiving services or treatment for an
educational or learning disability at program exit. Select No if this is not
the case. Otherwise, select Unknown.
46
THP-PLUS PARTICIPANT TRACKING SYSTEM
Is the participant
receiving services or
treatment for a
developmental disability
at program exit?
Is the participant
receiving services or
treatment for a physical
disability at program
exit?
Select Yes if the participant is receiving services or treatment for a
developmental disability at program exit. Select No if this is not the case.
Otherwise, select Unknown.
Select Yes if the participant is receiving services or treatment for a
physical disability at program exit. Select No if this is not the case.
Otherwise, select Unknown.
47
THP-PLUS PARTICIPANT TRACKING SYSTEM
Six-Month Follow-Up Form & Instructions
48
THP-PLUS PARTICIPANT TRACKING SYSTEM
SIX-MONTH FOLLOW-UP FORM & INSTRUCTIONS
This form creates a snapshot of the participant’s information six months after he/she has left the
program. To create a Six-Month Follow-Up Form, select the Forms Tab on the Participant
Overview screen. Select the third blue button at bottom, “Create a Six-Month Follow-Up Form.” This
form contains four tabs: Demographics/Housing, Employment/Income, Education/Training and Add’l
Info.
Six-Month Follow-Up Form – Demographics/Housing Tab
The questions on this screen in the online Participant Tracking System are found
on page 1 & 2 of the Paper Six-Month Follow-Up Form. After entering data on
this page, click on the blue “Next page” arrow in the lower right corner of the
screen to be brought to the next tab.
49
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Demographics
Has the participant
given birth to or fathered
one or more NEW
children since EXITING
this THP-Plus program?
Is the participant a
custodial parent (i.e. one
or more of his/her
children living with the
participant)?
Select Yes only if the participant has given birth to or fathered one or
more children since exiting the program. This includes from “current
pregnancies” at the time of exit. Select No if this is not the case and
select Unknown if the youth does not know or declines to state.
Select Yes only if one or more children are in the custody of the
participant at the point of follow-up (i.e. children who are living with the
participant in their housing arrangement). Include children for whom the
participant has shared custody, if they are living with the participant at
least part-time. Select No if this is not the case.
Housing
Has the participant
experienced one or
more nights of
homelessness since
exiting the THP-Plus
program?
Is the participant living
in the same housing unit
occupied during THPPlus program
participation?
What type of housing is
the participant living in
currently?
(SELECT ONE)
Is housing subsidized
(Section 8, public
housing, affordable
housing development,
receiving rental subsidy,
etc.)?
Monthly rent participant
is paying
Select Yes if the participant was homeless (includes sleeping on the
street, in a car, in a homeless shelter, couch-surfing) for one or more
nights since program exit.
If the participant is still living in his/her THP-Plus housing unit, select Yes.
If he/she was in the host family model and is still living with the same host
family, select Yes. If the participant is living in some other housing unit,
select No.
Select the type of housing the participant is living in. If none of the
choices apply, write the type of housing in the Other field.
Select Yes if the participant is living in housing that is subsidized through
a formal program such as a Section 8 voucher, public housing, affordable
housing development, rental subsidy or other subsidy program. Select
Yes if the participant is living in a THP-Plus program. Select No if the
housing is not subsidized through a formal program (even if the
participant’s family member/friend is assisting with the rent). Select Not
applicable – not paying rent in all other known cases, including if the
participant will be living in some type of institutional housing – including a
shelter, jail, hospital or similar setting – or is homeless, couch-surfing,
etc. Select Unknown in any other case.
Enter the total monthly rent the participant is paying for his/her housing.
Do not include any portion of the rent that is not paid by the participant
directly (e.g. portions paid through a Section 8 voucher, by a roommate,
etc.). If the participant is not paying any rent, enter 0.
50
THP-PLUS PARTICIPANT TRACKING SYSTEM
Six-Month Follow-Up Form – Employment/Income Tab
The questions on this screen in the online Participant Tracking System are found
on page 3 of the Paper Six-Month Follow-Up Form. After entering data on this
page, click on the blue “Next page” arrow in the lower right corner of the screen
to be brought to the next tab.
51
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Employment and Income
Employment status
Hourly wage
Receiving public
benefits
(SELECT ALL THAT
APPLY)
Receiving other
financial support
(SELECT ALL THAT
APPLY)
Total monthly income
from all sources
Select the choice that best describes the participant’s employment status
at the end of this reporting period. Include only hours worked in legal
employment (not informal/under-the-table work).
Enter the hourly wage earned in legal employment by the participant at
the end of this reporting period. If the participant has multiple jobs, enter
the average hourly wage. Include tips in calculating the hourly wage. Do
not include wages earned in informal/under-the-table work.
Select all public benefits that the participant is receiving at the end of this
reporting period. If the participant is receiving a benefit not included in
the listed choices, write it in the Other field. If the participant is not
receiving any public benefits, choose Not applicable.
Select all sources that the participant is receiving from at the end of this
reporting period. If the participant has another source of income besides
wages, public benefits and the other sources of support listed – such as
paid informal/under-the-table work – write it in the Other field. If the
participant is not receiving any other financial support, choose Not
applicable.
Enter the participant’s total monthly income at the end of this reporting
period from all sources, including wages, public benefits, financial aid,
child support, family member contributions, informal work or any other
sources of financial support. Include only income received as cash or
cash equivalents (e.g. wages, CalWORKS payments, Food Stamps)
Include any cash or cash equivalent provided as a stipend by a THP-Plus
program. Do not include the value of in-kind benefits not received as
cash equivalents (such as MediCal).
52
THP-PLUS PARTICIPANT TRACKING SYSTEM
Six-Month Follow-Up Form – Education/Training Tab
The questions on this screen in the online Participant Tracking System are found
on page 4 of the Paper Six-Month Follow-Up Form.
After entering data on this page, click on the blue “Next page” arrow in the lower
right corner of the screen to be brought to the next tab.
53
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Education and Training
Educational status
(SELECT ONE)
Highest level of
education completed
(SELECT ONE)
Vocational training
status
(SELECT ONE)
Other training status
(military / JobCorps /
CCC / AmeriCorps)
(SELECT ONE)
Select the choice that best describes the participant’s status at the end of
this reporting period with respect to enrollment in or graduation from high
school, GED or high-school equivalency program; or 2-year or 4-year
college program. Select Unknown if none of the options apply.
Select the choice that indicates the highest level of education completed
by the participant at the end of this reporting period. Select Unknown if
none of the options apply.
Select the choice that best describes the participant’s status at the end of
this reporting period with respect to enrollment in or graduation from a
vocational training program. Completed vocational training or
Received vocational certificate or license means finished the full
course of training and received a recognized formal professional
certification or license (e.g. a CNA, licensed phlebotomist, etc. – not a
“job readiness certificate” or other informal certification). If none of the
choices apply, choose Not applicable. Select Unknown if status is
unknown.
Select the choice that describes the participant’s status at the end of this
reporting period with respect to enlistment in, completion of or dropping
out of these types of training. If none of the choices apply, choose Not
applicable. Select Unknown if status is unknown.
54
THP-PLUS PARTICIPANT TRACKING SYSTEM
Six-Month Follow-Up Form – Add’l Info Tab
The questions on this screen in the online Participant Tracking System are found
on page 5 of the Paper Six-Month Follow-Up Form. After entering data on this
page, click on the blue “Finished” arrow in the lower right corner of the screen.
You will be brought back to the Forms page of the Participant Overview Screen.
55
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Additional Information
Does the participant
have a checking
account, savings
account, or IDA?
Does the participant
have health insurance
(through Medi-Cal,
employer, or other
source)?
Has the participant been
involved with the adult
criminal justice system
since exiting this THPPlus program?
Does the participant
report having a
permanent connection
to at least one adult to
whom he/she can go for
support, advice and
guidance?
Select Yes if the participant does have one or more of these types of
banking accounts. IDA (Individual Development Account) means an
account where the participant’s deposits are matched by another
organization; typically the funds can only be withdrawn for specified
expenses such as education. Select No if the youth has no formal
banking account. Select Unknown if the youth does not know.
Select Yes if the participant has health coverage of any kind, from any
source. Select No if they do not. Select Unknown if the youth does not
know.
Include only involvement with the adult criminal justice system.
Incarcerated/detained means held in a jail or other detention facility for
any period of time, even if not ultimately charged or convicted. Select
Yes if this is the case, select No if it is not, and Unknown if the youth is
unsure.
Adult criminal conviction means that they youth was charged with and
convicted of a crime, no matter their plea at arraignment. Select
Unknown if the youth is unsure, select None if the youth has never been
convicted of either a misdemeanor or felony. If the youth was convicted
of a crime as an adult, select Adult misdemeanor conviction or Adult
felony conviction as applicable.
Select Yes or No based on the participant’s self-report at the time of this
reporting. Select Unknown if they are unsure.
56
THP-PLUS PARTICIPANT TRACKING SYSTEM
57
THP-PLUS PARTICIPANT TRACKING SYSTEM
Twelve-Month Follow-Up Form & Instructions
58
THP-PLUS PARTICIPANT TRACKING SYSTEM
TWELVE-MONTH FOLLOW-UP FORM & INSTRUCTIONS
This form creates a snapshot of the participant’s information twelve months after he/she has left the
program. To create a Twelve-Month Follow-Up Form, select the Forms Tab on the Participant
Overview screen. Select the last blue button at bottom, “Create a 12-Month Follow-Up Form.” This
form contains four tabs: Demographics/Housing, Employment/Income, Education/Training and Add’l
Info. Creating a Twelve-Month Follow-Up Form takes you directly to the Demographics/Housing tab.
Twelve-Month Follow-Up Form – Demographics/Housing Tab
Questions on this screen in the online Participant Tracking System are found on
pages 1 & 2 of the Paper Twelve-Month Follow-Up Form. After entering data
on this page, click on the blue “Next page” arrow in the lower right corner of the
screen to be brought to the next tab.
59
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Demographics
Has the participant
given birth to or
fathered one or more
NEW children since
EXITING this THP-Plus
program?
Is the participant a
custodial parent (i.e.
one or more of his/her
children living with the
participant)?
Select Yes only if the participant has given birth to or fathered one or more
children since exiting the program. This includes from “current pregnancies”
at the time of exit. Select No if this is not the case and select Unknown if
the youth does not know or declines to state.
Select Yes only if one or more children are in the custody of the participant
at the point of follow-up (i.e. children who are living with the participant in
their housing arrangement). Include children for whom the participant has
shared custody, if they are living with the participant at least part-time.
Select No if this is not the case.
Housing
Has the participant
experienced one or
more nights of
homelessness since the
six-month follow-up?
Is the participant living
in the same housing unit
occupied during THPPlus program
participation?
What type of housing is
the participant living in
currently?
(SELECT ONE)
Is housing subsidized
(Section 8, public
housing, affordable
housing development,
receiving rental subsidy,
etc.)?
Monthly rent participant
is paying
Select Yes if the participant was homeless (includes sleeping on the
street, in a car, in a homeless shelter, couch-surfing) for one or more
nights since the six-month follow-up.
If the participant is still living in his/her THP-Plus housing unit, select Yes.
If he/she was in the host family model and is still living with the same host
family, select Yes. If the participant is living in some other housing unit,
select No.
Select the type of housing the participant is living in. If none of the
choices apply, write the type of housing in the Other field.
Select Yes if the participant is living in housing that is subsidized through
a formal program such as a Section 8 voucher, public housing, affordable
housing development, rental subsidy or other subsidy program. Select
Yes if the participant is living in a THP-Plus program. Select No if the
housing is not subsidized through a formal program (even if the
participant’s family member/friend is assisting with the rent). Select Not
applicable – not paying rent in all other known cases, including if the
participant is living in some type of institutional housing – including a
shelter, jail, hospital, or similar setting – or is homeless, couch-surfing,
etc. Select Unknown in any other case.
Enter the total monthly rent the participant is paying for his/her housing.
Do not include any portion of the rent that is not paid by the participant
directly (e.g. portions paid through a Section 8 voucher, by a roommate,
etc.). If the participant is not paying any rent, enter 0.
60
THP-PLUS PARTICIPANT TRACKING SYSTEM
Twelve-Month Follow-Up Form – Employment/Income Tab
Questions on this screen in the online Participant Tracking System are found on
page 3 of the Paper Twelve-Month Follow-Up Form. After entering data on this
page, click on the blue “Next page” arrow in the lower right corner of the screen
to be brought to the next tab.
61
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Employment and Income
Employment status
Hourly wage
Receiving public
benefits
(SELECT ALL THAT
APPLY)
Receiving other
financial support
(SELECT ALL THAT
APPLY)
Total monthly income
from all sources
Select the choice that best describes the participant’s employment status
at the end of this reporting period. Include only hours worked in legal
employment (not informal/under-the-table work).
Enter the hourly wage earned in legal employment by the participant at
the end of this reporting period. If the participant has multiple jobs, enter
the average hourly wage. Include tips in calculating the hourly wage. Do
not include wages earned in informal/under-the-table work.
Select all public benefits that the participant is receiving at the end of this
reporting period. If the participant is receiving a benefit not included in
the listed choices, write it in the Other field. If the participant is not
receiving any public benefits, choose Not applicable.
Select all sources that the participant is receiving from at the end of this
reporting period. If the participant has another source of income besides
wages, public benefits and the other sources of support listed – such as
paid informal/under-the-table work – write it in the Other field. If the
participant is not receiving any other financial support, choose Not
applicable.
Enter the participant’s total monthly income at the end of this reporting
period from all sources, including wages, public benefits, financial aid,
child support, family member contributions, informal work or any other
sources of financial support. Include only income received as cash or
cash equivalents (e.g. wages, CalWORKS payments, Food Stamps).
Include any cash or cash equivalent provided as a stipend by a THP-Plus
program. Do not include the value of in-kind benefits not received as
cash equivalents (such as MediCal).
62
THP-PLUS PARTICIPANT TRACKING SYSTEM
Twelve-Month Follow-Up Form – Education/Training Tab
Questions on this screen in the online Participant Tracking System are found on
page 4 of the Paper Twelve-Month Follow-Up Form. After entering data on this
page, click on the blue “Next page” arrow in the lower right corner of the screen
to be brought to the next tab.
63
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Education and Training
Educational status
(SELECT ONE)
Highest level of
education completed
(SELECT ONE)
Vocational training
status
(SELECT ONE)
Other training status
(military / JobCorps /
CCC / AmeriCorps)
(SELECT ONE)
Select the choice that best describes the participant’s status at the end of
this reporting period with respect to enrollment in or graduation from high
school, GED or high-school equivalency program; or 2-year or 4-year
college program. Select Unknown if none of the options apply.
Select the choice that indicates the highest level of education completed
by the participant at the end of this reporting period. Select Unknown if
none of the options apply.
Select the choice that best describes the participant’s status at the end of
this reporting period with respect to enrollment in or graduation from a
vocational training program. Completed vocational training or
Received vocational certificate or license means finished the full
course of training and received a recognized formal professional
certification or license (e.g. a CNA, licensed phlebotomist, etc. – not a
“job readiness certificate” or other informal certification). If none of the
choices apply, choose Not applicable. Select Unknown if status is
unknown.
Select the choice that describes the participant’s status at the end of this
reporting period with respect to enlistment in, completion of or dropping
out of these types of training. If none of the choices apply, choose Not
applicable. Select Unknown if status is unknown.
64
THP-PLUS PARTICIPANT TRACKING SYSTEM
Twelve-Month Follow-Up Form – Add’l Info Tab
Questions on this screen in the online Participant Tracking System are found on
page 5 of the Paper Twelve-Month Follow-Up Form. After entering data on this
page, click on the blue “Finished” arrow in the lower right corner of the screen.
You will be brought back to the Forms page of the Participant Overview Screen.
65
THP-PLUS PARTICIPANT TRACKING SYSTEM
LINE-BY-LINE INSTRUCTIONS FOR QUESTIONS ON THIS SCREEN:
Additional Information
Does the participant
have a checking
account, savings
account or IDA?
Does the participant
have health insurance
(through Medi-Cal,
employer or other
source)?
Has the participant been
involved with the adult
criminal justice system
since the six-month
follow-up?
Does the participant
report having a
permanent connection
to at least one adult to
whom he/she can go for
support, advice and
guidance?
Select Yes if the participant does have one or more of these types of
banking accounts. IDA (Individual Development Account) means an
account where the participant’s deposits are matched by another
organization; typically the funds can only be withdrawn for specified
expenses such as education. Select No if the youth has no formal
banking account. Select Unknown if the youth does not know.
Select Yes if the participant has health coverage of any kind, from any
source. Select No if they do not. Select Unknown if the youth does not
know.
Include only involvement with the adult criminal justice system.
Incarcerated/detained means held in a jail or other detention facility for
any period of time, even if not ultimately charged or convicted. Select
Yes if this is the case, select No if it is not, and Unknown if the youth is
unsure.
Adult criminal conviction means that the youth was charged with and
convicted of a crime, no matter their plea at arraignment. Select
Unknown if the youth is unsure, select None if the youth has never been
convicted of either a misdemeanor or felony. If the youth was convicted
of a crime as an adult, select Adult misdemeanor conviction or Adult
felony conviction as applicable.
Select Yes or No based on the participant’s self-report at the time of this
reporting. Select Unknown if they are unsure.
66
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