Registering Participants in CMS
Registering Participants in CMS
Grantees must create complete records or profiles of participants in the CMS before information on their participation in group, individual, or job placement activities can be reported. The process of creating participant records is also referred to as registering participants in the system. Participant records include personal information (name, date of birth, home address), demographic information (race/ethnicity, gender identity, sexual orientation), and education information (level of schooling completed, school, grade level). Appendix B provides a sample participant intake form with the system’s required demographic fields and response options. Grantees may administer their own intake forms but may need to recode or adapt data when entering information into the CMS.
Agency Youth
To register new participants or manage existing registrations, access the Agency Youth page by clicking on the Participants & Staff link in the lefthand navigation menu and selecting Youth. The Agency Youth page displays a list of participants across all programs and includes search criteria and dropdown menus that can be used to filter the list. To view a profile, click on the name or registration status of a participant in the list. To register new participants, click on the Add from SFUSD or Add Non-SFUSD button at the top of the page. Before participants can be enrolled in activities, they must have a Complete registration status. Participant profiles with an incomplete registration will have a Finish Registration link in the list.
Participant Record Types
Two types of participant records exist in the CMS: (1) SFUSD and (2) Non-SFUSD. SFUSD participant records are for SFUSD students and are preloaded with select information from SFUSD systems, including name, date of birth, home address, school, and grade level. These records automatically update when this information changes in SFUSD systems. As described in the Confidentiality and Consent section above, grantees must have an active contract or MOU with SFUSD or collect consent forms that authorize data sharing prior to accessing SFUSD student data through the CMS.
Non-SFUSD participants (e.g., private school students, youth participants not in school, etc.) should be registered using the Non-SFUSD record type. All data for these records must be entered by the grantee. Non-SFUSD profiles must be updated each year to reflect the most recent educational attainment information for each participant.
During the summer and early in the school year when many students change schools and enter or leave SFUSD, grantees may run into challenges finding SFUSD students in the CMS and adding new SFUSD participant records. Although the CMS is updated each day with new information from SFUSD systems, it may take some time for changes to officially be reflected in SFUSD’s electronic systems. Please be patient and try registering participants again after a few days have passed. After several unsuccessful registration attempts and as a last resort, SFUSD participants may be registered in the CMS using the Non-SFUSD record type. Please select “SFUSD Student Record not in Enrollment Directory” as the school and write-in the name of the SFUSD school in the Specify School Attending field.
Step-by-Step Registration Process
Log into CMS at https://contracts.dcyf.org.
Navigate into a program and click on the Participants & Staff link in the lefthand menu.
Select Youth to access the Agency Youth list.
Search for the participant on the Agency Youth page to avoid creating duplicate records.
If the participant has an existing profile, ensure the registration status is Complete. If your participant has an incomplete registration status, click on Finish Registration to submit missing information. If your participant cannot be found, proceed to Step 5 to create a new record.
Register the participant by clicking on the Add from SFUSD or Add Non-SFUSD button.
SFUSD Participants: After selecting Add from SFUSD, search for the student by name, date of birth, and school.
If your initial search is unsuccessful, try varying your search criteria, e.g., remove a few characters from the student’s name or remove the school and date of birth. Once you have found the student, select Register to add the student to your Agency Youth list. If the student has already been registered, a View Record link will appear.
Non-SFUSD Participants. After selecting Add Non-SFUSD, enter the participant’s name and date of birth.
If an existing participant with the same name is found, you will be asked to confirm that you are not creating a duplicate record before completing the participant profile.
Save the participant profile by clicking on the Save button.
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