Welcome Back ELAP Team!
The end of the Annual Refresh is drawing near! We hope you are as excited as SWORPS IS to get this program year started. In order to make sure everyone is ready for the reopen, we wanted to touch base on a few important steps to getting started.
Opening ELAP for the New Program Year
Project Directors – As ELAP is now open for you to access, please take some time to review the steps that need to be completed before your staff can access ELAP for attendee enrollment and data entry. It’s also important to let your staff know that requests for account approval from anyone other than the Project Director will not be approved. ALL account requests should come from PDs only. Reach out to the Help Desk if you have any questions or issues.
Step 1: Site Certification
Certify your grantee and centers (or sites) using the Site Certification Guide PY 2024 – 2025. This may take a while depending on how many sites you have. It is important that we capture any missing or incorrect data for each site – address, site coordinator, phone number, email address, etc. Please remember – spelling and information accuracy matters!
Step 2: Site Schedules
Enter the schedule for each center (site) using the How-To Guide: Entering Center Schedules PY24-25. Again, this may take a while depending on how many centers (sites) you have, but it is important to accurately record your sites operating times.
*As a reminder TDOE expects LEAPs sites to be open a minimum of 15 hours a week and 21st CCLC MS/HS programs a minimum of 10 hours a week and 21st CCLC Elementary a minimum of 12 hours a week.
Step 3: User Account Registration & Activation
Collect all new and returning users’ account information using the New & Returning User Activation Request Spreadsheet. Submit the completed spreadsheet to the Help Desk. Please note, new users should only create their accounts after Site Certification has been completed.
*Any new user account registered before site certification was completed has been deleted and users will need to register for a new account making sure they are selecting the correct grantee and site(s).
Step 4: Enrollment Time!
Time for attendee enrollment and reenrollment! Use our Enrollment Checklist to ensure you have all required data handy before getting started.
And don’t forget – save your work often!
FYI
PDs – If you do not have an ELAP account, you will need to register for a user account as soon as possible. You will not be able to complete any of the required steps to open if you do not have an account. Register using this link https://elap.sworps.tennessee.edu/account/register or by visiting our website. Once you have registered, contact the Help Desk for approval and activation.
Miss TDOE's Extended Learning Hours Meeting?
Don’t worry! You can download a PDF copy or watch the recorded version of SWORPS’ Opening the New Program Year: ELAP Best Practices & Attendee Enrollment session before or on August 15th by visiting our online Resource Center.
SWORPS Needs Your Help
We want to gather your input on scheduling SWORPS Office Hours for the new program year. In order to make sure we are able to reach as many folks as possible, it’s important you take some time to complete our survey by clicking this link: https://forms.office.com/r/irQiKLnBzr or by scanning the QR code with your mobile device.
