How do I use the Programs Section?
To enroll a student in a new program, click on the BOCES Programs or BOCES ESY Programs section heading of the Student Details page. If a program has never been added for a student you will be brought into the Programs Add screen. If programs already exist they will be listed in date range order. Click the “Add” button to add a new program, and complete the required information.
Select a Program Name: Choose from a list of available programs.
Select a Site: Choose from a list of available sites.
Specify Start/End Dates: These are the dates that the student will be enrolled in the program. The Start/End dates should be pre-filled based on the site selection. If the dates do not default when a site is chosen, check to make sure the school district start and end dates have been specified in the BOCES Districts section of Maintenance.
Choose Full-Time/Half-Time: This option allows you to specify whether or not the student is attending BOCES for a full or half-day. Selecting half-time will divide the student’s FTE in half and the student will be billed 50% the normal tuition amount. Most students are full time, and as a result, the default value for this field is set to “Full-time”.
Select a Provider: Choose from a list of available providers. Since this field has no direct impact on billing it is not required in order to add a new program, and can be specified at a later date.
Select a Supervisor: Choose from a list of available supervisors. Since this field has no direct impact on billing it is not required in order to add a new program, and can be specified at a later date.
Save the Program: Saving the program will officially enroll the student in the selected program based on the information that has been provided.
When adding in new programs for a student the system will check to see if related services also exist for that student. If related services already exist, a direct association must be created between the program and related service(s) to ensure accurate billing. At the prompt select the related service(s) to associate with that program, and save. Since related services are often billed under a Program Coser, the association verifies that the student is receiving the related service with the program, and thus, they should be billed together.
When adding
in new programs for a student after billing has started for the year,
the system will verify that the start date of the new program is not in
a month that was already billed. If it is, BOCES Direct will automatically
create an adjustment (debit) for the billing district that the student
belongs to for the days that he/she was enrolled, but was not previously
billed for. The adjustment will appear on the following month’s bill. More
information on adjustments is available in the