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Table of Contents
General
1. What does ETO stand for?
2. What does this ETO terminology mean?
3. Can I access information on participants from other programs within my
organization?
4. Can I access information on participants from programs outside of my organization?
Navigating the ETO Site
5. Where is the Home page? / How do I get to the Home Page?
6. How do I switch programs (from one location/model to a different one) on ETO?
7. How do I access a collection that has been created?
Participants (Students)
8. How do I search for a specific participant within my program?
9. How do I search for a participant who may have been enrolled in a program within
my organization but is not currently enrolled in my specific program?
10. How do I search for a list of ALL participants who are currently enrolled in my
program?
11. I want to enroll a participant in my program but I am not sure if they have been
previously enrolled in any program within my organization. How do I find this out?
12. What should I do if there are duplicate participants?
13. What do I do if I dismissed a participant by mistake?
TOUCHPOINTS / FORMS / DEMOGRAPHICS
14. My organization collects additional demographic/participant contact information
which is not currently available on the participant View/Edit page. Is there a way to
add these fields to ETO?
15. My organization has TouchPoints (forms) that we collect that are not currently in
ETO. Can we add new TouchPoints to ETO?
16. A participant in my program attends a school that is not in the ETO system. What do
I do?
GENERAL
1. What does ETO stand for?
Efforts to Outcomes.
2. What do these ETO terms mean?
Participant = student participating in an OST program
ASAP Club
OST Group
PCAPS Group
Structured Activities Project
Note: ASAP, OST, and PCAPS collection types are used primarily for attendance
whereas Structured Activities Projects are used by DHS-funded OST providers in
combination with the Structured Activities Rubric.
PARTICIPANTS
8. How do I search for a specific participant within my program?
First, make sure that you are working in the correct program in ETO. For how to switch
between programs, see question 6.
In the quick search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(note: if the boxes are not there click on the green Quick Search Tab)
1. Enter all or part of the participants name) into the first search box.
2. Make sure that Participant is selected for the second box (if not use the dropdown arrow and select Participant)
3. Make sure that your programs name is selected in the third box.
4. Click search button.
The participant should show up in the Quick Search Results below. If the
participant does not show up, this means that the participant is not currently
enrolled within your specific program.
9. How do I search for a participant who may have been enrolled in a program
within my organization but is not currently enrolled in my specific program?
In the quick search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(note: if the boxes are not there click on the green Quick Search Tab)
1. Enter all or part of the participants name) into the first search box.
2. Make sure that Participant is selected for the second box (if not use the dropdown arrow and select Participant)
3. Using the drop-down arrow in the third search box, select your organizations
name (this should be the second item in the drop-down list).
4. Click search button.
The participant should show up in the Quick Search Results below. If the
participant does not show up, this means that the participant has never been
enrolled in any of the programs within your organization. If you need to enroll
this participant, you will first need to add them to the system via the Add New
Participant to ETO link on My Dashboard.
10. How do I search for a list of ALL the participants who are currently enrolled in
my program?
In the quick search boxes at the top left corner of the page is the following:
Enter Search Term(s)_________within __________in ______.
(Note: if the boxes are not there, click on the green Quick Search Tab)
1.
2.
3.
4.
11. I want to enroll a participant in my program but I am not sure if they have been
previously enrolled in any program within my organization. How do I find this
out?
*Make sure you are on the My Dashboard tab (found in the top left of your screen)
1. Below the Enroll/Add column, select Enroll Participant to Program. A
Search Participant section will appear with different search boxes. (Last Name,
First NameFamily Name)
2. Fill in the First Name and/or Last Name search boxes and click Search
button
If the participant is NOT currently enrolled in your specific program but was either
1) previously enrolled in it OR 2) is currently or has previously been enrolled in
another program within your organization, then his or her name will show up in
the Search Results section below.
Note: If more than one name comes up, you will need to check the DOB and/or
Case Number to make sure you have the correct participant.
3. Select the check box corresponding to the participant you wish to enroll, select a
Program Start Date, and click Submit
***If Participants are coming from PCAPS, the duplicate must be fixed within PCAPS
rather than ETO.***
For ETO Site managers:
Merging duplicate participant records will only keep the demographic information for
the record which is selected as the Master record. But all TouchPoints, program
enrollments, and collection memberships will be preserved and connected to the
Master record.
First, check to make sure the demographics of the duplicates match.
1. Open a separate window/tab on your internet browser (or open up a different
internet browser). Sign into ETO again and select your organization and
program.
2. In the Quick Search, (of both ETO windows) enter:
i. [ last name of the participant] within Participant in [programs
name]
(Participants with that last name will show up in the results
below.)
3. In both ETO windows, select the duplicated name you were searching for and
click the View/Edit link. The participant demographics should appear.
4. Make sure that you selected different duplicate records. To do this, compare
the Case Number for each record and make sure they are different. If the
Case Numbers match, then you likely selected the same duplicate participant
record in both windows. If so, switch records in one of the windows.
5. Compare demographics information from duplicate participants and make sure
they match.
a. If there is more information in one of these duplicate records, you want
to make this the MASTER Participant record when you merge the
duplicates. Copy over any information that is missing from the record
which you select as the MASTER record but present in the other
duplicate record.
b. If one of the two duplicate participants has a misspelled last name, be
sure to correct this at this stage in the process.
6. Take note of Case Number of participant you will make the MASTER.
Once you are sure the participant is a duplicate and know which record (and case
number) will be the MASTER:
1. Open the expanding side menu (found by clicking small green arrow on far
right of we web page)
2. Expand Site Administration label and select Merge Duplicates.
3. Enter last name of duplicate participant.
4. Select the two duplicates you want to merge and click Continue at the
bottom of the page.
Yes, it is possible to add additional demographic fields at the organization level, though
the PhillyBOOST team may or may not be able to provide you with immediate access to
reports that include this information. If you would like an additional demographic field
added for your organization, please contact Gulal Nakati at Gulal.Nakati@phila.gov.
15. My organization has TouchPoints (forms) that we collect that are not currently in
ETO. Can we add new TouchPoints to ETO?
New TouchPoints can potentially be added to ETO, as long as the information which
they collect falls within the PhillyBOOST Project Scope of Work (it must be directly
related to Out-of-School Time). To inquire about adding a new TouchPoint for your
organization, contact Gulal Nakati at Gulal.Nakati@phila.gov.
16. A participant in my program attends a school that is not in the ETO system.
What do I do?
First try any alternate names for the school which you can think of to see if you can find it.
For example, if the school is named after a person, try both the first and last name of this
person (typically for school names in ETO the last name will come first), or if it is a charter
school, try typing in the name of the organization which runs the school if applicable. If you
still cannot find the school, contact Jeremy Keim-Shenk at Jeremy.Keim-Shenk@phila.gov
and let him know the school is not in ETO. The school name will be added to the system
by the PhillyBOOST team and we will contact you when it has been added. In the
meantime, leave the school field blank.