Catechist Y/M

To access the Catechist Y/M module click the “Catechist Y/M” link on the main menu. You will then be prompted to login, your screen should look similar to this:

Enter you password and click login to continue. You will now be prompted to enter your name, and select the location that you wish to update. Your name will be used for tracking changes. Once you have entered your name and selected the appropriate location from the drop down menu, click Continue and you will be taken to the Questionnaire form. Please note that it is not necessary to enter your name and select a location if you are only trying to download forms. The Forms/Articles link is available at this point. For information regarding how to browse the forms, see the forms overview here.

After you have entered you name, location and clicked continue, you will be prompted with the Questionnaire form. Your form should look similar to this:

On the top left are the links to the individual tally sheets for each grade level. Please note, that the links to the tally sheets will not be available untill you specify that a program is available for that grade level. On the top left is the link to the Forms/Articles section. The area outlined in red is for administrators only and is used to track when paperwork is received from a location for each program. The next column called “Program Offered” is a flag to specify whether a program is offered at that grade level. Selecting No on this field will automatically set the English and Spanish flags to No as well. The next two fields “English” and “Spanish” are flag to specify whether the program offered is available in English or Spanish respectively. Selecting Yes on either of these fields will force the “Program Offered” flag to change to Yes. The next two fields, “Start Date” and “End Date”, are for specifying when the program will start and end for the grade level. These fields are not required when initially filling out the form, and can be updated at any time. The next three fields are required if a program is offered. These are the primary contact fields for the program at that grade level. A name, phone number and email address is needed. The last two columns to let the user know whether a tally is required, and if that tally has been entered. Please note, that the program cannot tell if the tally has been completed in full, only if it has any information entered. So, always remember to check the tally sheets to ensure accuracy. Once you have entered the information click “Save” to save the changes. The information will be stored and an update record will be added. After saving the questionnaire form, links to the tally sheets will become available for any grade level that “Program Offered” was set to yes.

Once you have filled out the required information on the main questionnaire form, you will be able to enter the tally information for each grade level that offers the program. Below is an example of the tally sheet for a PreK-5th English program.

The tally sheet is laid out in a simple spreadsheet format. There are three rows for each grade. The first row is the number of students that attended the program in that grade. Below that is the number that missed the program due to absence and finally the number of students that did not receive training because their parents' opted out. As you are entering numbers in each of the fields, the “Total” columns will update automatically. On the lower right hand side of the page, number of expected participants is displayed. This is the number that was entered on the questionnaire form. Below that is the total number of students entered on this tally form. If the numbers do not match it is recommended that comments are entered in the comment box to explain the difference. It is important to note that the screen shot above is for a PreK-5 program that only offers English courses. If Spanish were also offered, there would be two tally forms for you to enter numbers. Once you are finished entering the numbers and filling any needed comments, click “Save”. The information will be stored, an update record will be added and you will be directed back to the main questionnaire form with a message displayed at the top “Tally Updated”.