eForms
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      1. Centers and Center Sponsors
      2. Sponsors of Centers
      3. eForms

      eForms Getting Started & Setup

      Table of Contents

      In This Article

      Learn About eForms

      eForms is an all-in-one enrollment process for the food program that eliminates paper forms for centers and your back-office. With this feature, you can send enrollment invitations directly to parents, track enrollment status, and approve and renew child enrollment with a single click

      1. Add a Signature to KidKare: Each form you approve and renew through eForms requires your signature. Before you approve and renew forms, add your signature to KidKare.
      2. Adjust eForms Settings: When you allow your centers to use eForms for enrollments, you can further customize the actions they can take. For example, you can specify that your centers must review and approve enrollments before forms are sent to you for final approval/renewal. These settings are located on the Settings page in KidKare.
      3. Enable Centers for eForms: Give centers access to the eForms feature. Centers remain enabled until you disable them.
      4. Send Invitations: Send invitations to parents/centers to update child enrollment forms. Use filters to select the centers/children to which to send invitations. Parents with an email address on file automatically receive an email that invites them to update child enrollment and/or income eligibility information online.
      5. Centers: Centers can view a list of all sent invitations, which allows them to follow-up with parents, have parents update enrollments online using a device at the center, cancel invitations (if needed), or even fill out paper forms (centers can then mark the form as completed on-site). Depending on your settings, centers must approve each enrollment before sponsors can renew it.
      6. View Invitation Status: You can see how many new enrollment forms and/or income eligibility forms have been completed, started (but not finished), canceled, and so on. The eForms feature provides an overview of all statuses across all centers who use the eForms feature.
      7. Approve & Renew: Once the enrollments are complete,  review them by comparing the old forms to the new forms.  You can also view parent signatures. Once you've reviewed the data, update the information in KidKare with the click of a button.

       

      eForms Setup Video

       

      eForms Settings

      When you allow your centers to use eForms for enrollments, you can further customize the actions they can take. These settings are located on the Settings page.

      1. Click . The Settings page opens.

      2. In the Center Access section, set eForms to Yes to allow your centers to access eForms in KidKare. If you need to customize this permission for specific centers, you can do so on the Enable Centers page.

      3. In the eForms Settings section, click  next to each option to enable it. You can change settings for the following:

        • Would you like to require sites to approve enrollment forms? 

        • Would you like to require sites to approve income eligibility forms?

        • Who can send new enrollment requests?

        • Are sites allowed to send new enrollment requests to parents?

        • If a parent completes infant feeding details, do you want to indicate that the infant form is on file for the child?

        • If a parent indicates they participate in SNAP, would you like to require them to provide their SNAP number for validation?

        • Would you like to require SNAP/TANF number validation for parents to submit their forms?

          • If so, would you like to disallow or warn the parent of incorrect formatting?

          • If you require your sites to approve either form type, ensure that they add a signature to KidKare. 

          • If you select "SITE" under the first two approval settings, the sponsor will not be able to approve or renew any eForms.  If you select "SPONSOR" under the first two approval settings, the site will not be able to approve or renew any eForms.  Use the option "BOTH" in order to allow the sites and/or sponsor to make final approvals on eForms.

      4. Your changes are saved automatically.

      You can only change the approval dropdown options in eForms settings if there are no current eForms pending. If there are eForms pending, those must be approved or cancelled in order to adjust these settings.

       

      Add a Signature for eForms

       

      Each form you approve and renew through eForms requires your signature. Before you approve and renew forms, add your signature to KidKare in the Add Signature popup.

      1. Click Welcome in the top-right corner, and select Add Signature.

      2. Click the Type Signature box and type your name.

      3. Using your mouse, finger, or stylus, sign the E-Signature box.

      4. Click Accept & Sign.

      If your settings are setup to require your sites to approve either form type, ensure that they add a signature to KidKare. 

       

      Enable SNAP/TANF Validation for eForms

      You can require that SNAP/TANF numbers be validated before parents can submit their forms. Validation ensures that the parent provided a correctly formatted SNAP/TANF number when completing income eligibility information. 

      When you enable this feature, you can also specify whether the parent is warned and able to submit their forms or whether parents cannot continue completing their forms until the number is formatted correctly.

      To do so:

      1. Click . The Settings page opens.

      2. In the eForms Settings section, click  next to Would you like to require SNAP/TANF number validation for parents to submit their forms? This enables SNAP/TANF validation.

      3. Next, specify what to do when a parent inputs an invalid SNAP/TANF number:

        • Warn: The parent will receive a message advising them that the provided SNAP/TANF number is invalid, but they will be able to complete and submit the form.

        • Disallow: The parent will receive a message advising them that the provided SNAP/TANF number is invalid, and they will be unable to complete and submit the form until they correct it.