> For the complete documentation index, see [llms.txt](https://dcyf.gitbook.io/cmshandbook/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://dcyf.gitbook.io/cmshandbook/appendix/appendix-e-cms-to-ems-transfer-guide.md). # Appendix E: CMS to EMS Transfer Guide {% hint style="warning" icon="file-pdf" %} Access a PDF version of this appendix in the CMS Resources page. {% endhint %} ## Overview Beacon Initiative programs along with Elementary, Middle, and K-8 programs that receive DCYF funding are required to report participant attendance in both the Contract Management (CMS) System and the ExCEL Contract Management (EMS) System. Programs reporting the same participant attendance in both systems may select to transfer activities entered in CMS through the *CMS to EMS Transfer*. The CMS to EMS Transfer duplicates eligible CMS activities in EMS and transfers SFUSD participant attendance. High School programs interested in transferring attendance from CMS to EMS must contact SFUSD ExCEL. *** ## CMS to EMS Transfer Requirements Activities and participant attendance transferring from CMS to EMS must fulfill the requirements described below. The transfer requirements are informed by allowable programming eligible for reimbursement as defined by the California Department of Education (CDE) and alternative funding sources (e.g., ASES, 21st Century, ESSER). 1. **Public School (In-Person) Service Location:** The CMS activity *Service Site\_is a public school and corresponds with the school in EMS*. View or edit an activity’s *Service Site* in the Activity *Details* page. Approved service sites and services are listed in CMS Workplans within the Services & Projections form. 2. ***ExCEL – Transfer Activity to EMS***** Activity Category:** Activities created in CMS must have the *ExCEL – Transfer Activity to EMS* Activity Category selected in addition to at least one other Activity Category. Select one or more of the following *Activity Categories* as applicable: **DCYF CMS Activity Categories** ☐ Barrier Removal ☐ Comprehensive Afterschool ☐ Family Supports ☐ School Day ☐ Learning Supports ☐ Comprehensive Summer ☐ Referrals/Connections to Services ☐ Events ☐ Mentorship ☐ Other\* ☐ Enrichment/Skill Building ☐ Food & Other Basic Needs Distribution\* ☐ Enrichment/Skill Building - Partner Agency ☐ ExCEL – Transfer Activity to EMS\*\* ☐ Wellness and Mental Health Supports \*Food & Other Basic Needs Distribution and Other only activities will not transfer from CMS to EMS.\ \*\*Selection required for CMS to EMS Transfer 3. **Participant Type & School Enrollment:** The student is registered in CMS as a SFUSD participant-type and the participant’s CMS *School Attending* field corresponds with the EMS school. Participants registered as Non-SFUSD in CMS are ineligible for CMS to EMS transfers. 4. **Attendance submitted in CMS by the EMS lock dates**: The EMS refreshes nightly to reflect eligible CMS activities and attendance submitted by posted EMS deadlines. EMS will lock attendance transfers biannually on December 30 and at the end of each school year on July 7. If you missed a deadline, added or edited attendance after a deadline, complete an [EMS Request Form](https://docs.google.com/forms/d/e/1FAIpQLSeMl6oklhRPZ-QEuhLFcIkzNwIH8ZeSLvXcvmnwtA2EQoX9Dw/viewform). *** ## CMS to EMS Transfer Troubleshooting Programs participating in the CMS to EMS Transfer must regularly review the activities and attendance transferred to EMS. Attendance transfers from CMS to EMS nightly for dates of attendance unlocked in EMS. Refer to the following checklist to troubleshoot CMS or attendance discrepancies between data entered in CMS and attendance transferred to EMS. #### 1. Activity Creation in CMS Requires an Approved DCYF Workplan To create activities in CMS, your program’s DCYF Workplan must be submitted and approved. Refer to the Workplan status located in the CMS Workplan Overview form or on the Agency Programs page. *** #### 2. Activity Instances must be connected to an in-person Public School location, corresponding with the EMS school Virtual/remote activities are ineligible for CMS to EMS transfers. DCYF-approved service site locations and projected services are located in the Services & Projections Workplan form. Contact your DCYF Program Specialist if you need to edit the sites or services listed in the approved Workplan. * [x] **Check Activity Instance(s) & their Site Locations** 1. Select the CMS Activities module from the left-hand menu. 2. Select the activity transferring to EMS. 3. Navigate to the activity Details page. 4. Review the activity Service Site. 5. If your Service Site indicates the correct public-school location, review the additional troubleshooting checklist items. 6. Repeat the steps above for all activities transferring to EMS. Attendance will transfer for all unlocked dates of attendance in EMS. To request attendance transfers for locked dates, submit EMS Request Form. Once SFUSD ExCEL confirms that the requested dates have been unlocked, wait for the nightly CMS-EMS transfer and review your EMS activities the following day. 1. **Edit Activity Instance(s) & their Site Locations** 2. If the Service Site is incorrect, edit the activity details by selecting the blue edit icon on the top, right-hand corner of the activity Details page. 3. Select the correct Service Site in the drop-down menu and save the activity Details page. 4. Attendance will transfer for all unlocked dates of attendance in EMS. Note, site locations and services are approved by DCYF in the Workplan Services & Projections form. Contact your DCYF Program Specialist for questions or edits to your program’s Workplan. *** #### 3. Selected Activity Categories fulfill the CMS to EMS Transfer Requirements Review the CMS to EMS Transfer Requirements section above for a list of acceptable categories. * [x] **Check & Edit Activity Categories** 1. Select the CMS Activities module from the left-hand menu. 2. Select the activity transferring to EMS. 3. Navigate to the activity Details page. 4. Review your activity’s selected Activity Categories. 5. If the activity does not have the ExCEL – Transfer Activity to EMS category selected, or if the only selected categories as Other and/or Food and Other Basic Needs Distribution, update the Activity Category selections to align with the CMS to EMS transfer requirements. 6. Repeat the steps above for all activities that need to transfer to EMS. Attendance will transfer for all unlocked dates of attendance in EMS. To request attendance transfers for locked dates, submit EMS Request Form. Once SFUSD ExCEL confirms that the requested dates have been unlocked, wait for the nightly CMS-EMS transfer and review your EMS activities the following day. *** #### 4. Transferring attendance from 1 program in CMS to multiple schools in EMS. A subset of CMS programs offer services to multiple public schools and therefore require a multi-school attendance transfer. Refer to the following guidelines when setting up and reporting attendance in CMS. * Create distinct activities for each public school. * Enroll participants in CMS activities that coincide with the school they attend. For example, if your program serves both Wallenberg High School and Washington High School students, you must create 2 activities in CMS - one where you report attendance for Washington HS students and another for Wallenberg HS students. * A single activity in CMS cannot be connected to multiple service site locations. * Review your program’s projected site locations and services by accessing the Services & Projections form of the approved DCYF Workplan. *** ## Resources & Additional Considerations * **CMS to EMS transfer rules are subject to change** per requirements communicated by California Department of Education and other funding sources. * **Attendance must be submitted in CMS by the posted EMS Deadlines.** EMS will lock attendance transfers biannually on December 30 and at the end of each school year on July 7. If you need to change participant attendance in CMS after an EMS deadline has passed, please complete an EMS Request Form. * **Access participant registration and activity reporting instructions in the FY2024-2029 CMS Handbook, located in the CMS Resources page.** *** ## Have Questions or Need Additional Support? For CMS troubleshooting and transfer issues, check out the CMS to EMS Troubleshooting section above or contact: * (SFUSD ExCEL - EMS). * (DCYF - CMS). For other questions about your DCYF-funded program, please contact your DCYF Program Specialist.