Accessing the NJ CCAP Attendance Calendar

How do I access the NJ CCAP Attendance Calendar?
All child care providers who are receiving DFD child care assistance funding will see a link to the calendar on their Program Profile in their E-Child Care Provider Web Portal.  
 
What browsers can I use to access the NJ CCAP Attendance Calendar?
You can use any browser except for Internet Explorer. The NJ CCAP Attendance Calendar will not work using Internet Explorer.

Using the NJ CCAP Attendance Calendar

How do I add or remove the children from the NJ CCAP Attendance Calendar?
The monthly NJ CCAP Attendance Calendar reflects all authorized agreements for the specified month. If you find any discrepancies, please notify your local CCR&R.

Can I email my attendance?
No, you must utilize the NJ CCAP Attendance Calendar to record all facility closures and child absences.

If I have submitted my calendar of program closures to my local CCR&R, do I have to submit our calendar to the CCR&R again?
You are still required to provide your local CCR&R with your school calendar. The NJ CCAP Attendance Calendar will record your closures and absences only on a monthly basis.
 
‚ÄčDo parents also have to complete the NJ CCAP Attendance Calendar?
No, the NJ CCAP Attendance Calendar was created for providers to report facility closures and child absences.

Will parents need to use their swipe card with the NJ CCAP Attendance Calendar?
No, utilization of the EPPIC Cards and POS device/IVR have been on hold as of March 2020.  Providers must not use the POS or IVR attendance recording method at this time. Please continue to hold on to your EPPIC Cards and POS equipment until further notice.

Do we need to record the child’s time of arrival and departure on the NJ CCAP Attendance Calendar?
No.  The NJ CCAP Attendance Calendar captures your facility closures and child absences for the month.
 
Does the NJ CCAP Attendance Calendar recording requirement apply to before- and after-school programs as well?
Yes.  All providers who receive NJ CCAP funding are required to record facility closures and absences.
 
I have a CPS child in my program, am I required to submit a NJ CCAP Attendance Calendar for that child?
Yes.  All children who you are receiving New Jersey Child Care Assistance Program subsidy for are subject to recording of absences and closures on the NJ CCAP Attendance Calendar.
 
What do I do if a child has excessive absences?
If a child has excessive absences, the Provider should notify their local CCR&R.  The local CCR&R will conduct the appropriate outreach to the parent to determine child care needs.

If a NJ CCAP child is on vacation, what type of absence should I select?
The reason “Absent” should be selected when entering the child’s absence in the Calendar.

Which reason should I select for “Facility Closure” if my facility is closed due to me taking a vacation?
Please select the reason that most closely resembles the reason for your facility closure. A vacation can be marked as “Scheduled closure day” on the “Facility Closed” tab. Please contact your local CCR&R if you have any questions about the applicable reason to select.
 
Does the NJ CCAP Attendance Calendar have to be completed day by day, week by week, once a month, etc.?
You can enter the NJ CCAP Attendance Calendar at any time and you can make any changes to the data you entered before you submit the absences for the month or the deadline passes to submit the calendar.

When do I need to submit my monthly child absences and facility closings in the NJ CCAP Attendance Calendar?
The NJ CCAP Attendance Calendar records data for the previous month. For example, if you log in anytime between September 19 and October 18, you will see August enrollment. You will have approximately one month to record data. 

Once you submit your recorded data for the month, you can no longer make changes to that month’s recorded closings or absences. However, you do have the ability to view the data you submitted for prior months.
It is important to ensure that your program’s email address is current in NJCCIS in order to ensure you receive the email reminders and any alerts.

Will I be able to view my closure dates that I submitted to the local CCR&R in the NJ CCAP Attendance Calendar?
No, your school-year program schedule of closures will not be auto-populated in the NJ CCAP Attendance Calendar.

What will happen if I miss a month of attendance reporting?
If you miss a month of attendance, please notify your local CCR&R.  In addition, your local CCR&R will conduct outreach to you to assist in targeted technical assistance. Repeated failures to submit attendance on the NJ CCAP Attendance Calendar may result in a progressive NJ CCAP program violation.

Am I able to download a copy of all the data I entered into the NJ CCAP Attendance Calendar as a summary or spreadsheet?
The system does not allow providers to download a summary of the absences or closure days entered into the Calendar. To review the information submitted, you can click on the day you would like to review, as well as view previous months’ data.
 
When can I no longer make changes to the data I entered into the NJ CCAP Attendance Calendar? When is the last day to submit data?
You can make as many changes as you would like to the data you entered into the NJ CCAP Attendance Calendar before you click “Submit Absences for this Month” or the deadline passes for the month. The deadline is usually towards the middle of the next month. Reminder emails are sent to providers to the email addresses on file in NJCCIS to inform of the deadline to submit the current month’s data.
 
Does the calendar automatically save data that I enter?
The NJ CCAP Attendance Calendar does not automatically save changes made. You must click on “Save” after each change that is made to ensure the data is correctly saved.

Do I have to mark weekends as facility closure days if I am only operating from Monday to Friday?
Yes, if you are only open Mondays to Fridays, you must still mark Saturdays and Sundays as facility closure days.

Am I able to submit multiple closure days at once?
No – you must enter facility closure days one day at a time.

If a provider speaks Spanish, can they leave notes in the Notes section of the NJ CCAP Attendance Calendar in Spanish?
Yes, provider can leave notes in the NJ CCAP Attendance Calendar in Spanish.
 
Do home-based providers who take care of a child in the family have to complete the NJ CCAP Attendance Calendar?
Yes, all home-based providers who receive funding from the NJ CCAP including registered family child care providers and approved homes (in-home providers and Family, Friend and Neighbor (FFN) Providers) are required to complete the NJ CCAP Attendance Calendar.

How far back can we record absences/closures?
You are only able to enter absence and facility closure data for the current month that is available. You can review previous month submissions but can not make any changes after the deadline has passed or you have clicked on “Submit Absences for this Month”.

Updating Child Enrollment Information

Do I still need to communicate any agreements changes, submit logs, etc. to my local Child Care and Resource and Referral (CCR&R) agency?
Yes. You will still continue to conduct normal child care assistance business with your local CCR&R including reporting any changes to your NJ Child Care Assistance Program (CCAP) enrolled children. 

What do I do if a child is no longer enrolled and attending my program?
Providers are required to notify their local CCR&R to inform if a child is no longer enrolled and attending their program.

Additional Help

If I would like more in-depth technical assistance, how can I set this up?
Please contact Your local CCR&R for individualized technical assistance.

For E-Child Care (ECC) Provider Web Portal disabled password resets, contact:
Follow the steps in the Password Reset Instructions or call the Provider Help Line at 1-877-516-5776.
  
For child agreements questions and enrollment changes, contact:
Your local CCR&R.
 
For specific questions about the NJ CCAP Attendance Calendar including questions about data collection and system concerns, contact:
Email: [email protected]
Phone: 1-609-588-7500
Please allow up to two business days for a response.

Where can I find resources to help me in completing the NJ CCAP Attendance Calendar?
Resources, such as a user guide and tutorial video are available on the Attendance Reporting page.
 
Where can I find a recording of the webinar?
A recording of the webinar is available on the Attendance Reporting page.
 
Are there resources and information on the NJ CCAP Attendance Calendar in Spanish?
Spanish resources and information are available on the Attendance Reporting page, or you may use the Google Translate button found at the top right of the page to translate web text.