PoPs Crossing FY

A Period of Participation (PoP) may cross the fiscal year boundary.  This means that a student who had activity at the end of the previous fiscal year, and continues into the next fiscal without a 90+ day gap will have a 'continuous PoP.'  

Remember that a fiscal year begins on 7/1 and ends on 6/30.  If your agency or state is still set for the prior FY but today's date is 7/1 or after, you may enter data for the new fiscal year.  But continuing PoP records from the prior FY will not populate until your agency or state is rolled over.

How continuous PoPs are created in the next fiscal year after the rollover:

• The student must be in a PoP without a 90+ day gap in activity that crosses the fiscal year boundary.

• ~or~

• The student must have activity in the previous fiscal without a PoP, and continue into the next fiscal year for a total of 12+ hours  without a 90+ day gap in activity.

• ~and~

• Assessments must be pushed forward to the next fiscal year, or new assessments entered to set the Entry Level for the new FY.

At the time of the final PoP Summary update after the end of the fiscal year, if the student's overall status is Left, the End Date on the PoP Summary record will be the date of the last hours or assessment.  If the student is still enrolled at the time of the last FY Summary update, the End Date on his PoP will be the last day of the FY.

Examples

Student 1: Jill Aadams

1. Jill entered the program on 6/23/YYYY 

2. She was assessed on 6/23/YYYY, enrolled on 6/25/YYYY and earned 12 hours on 6/29/YYYY.  She is in a PoP for that FY.

3. Jill is going to continue into the next fiscal year. 

4. Her assessment is moved forward, and she is enrolled in a class on 8/1/YYYY. 

5. Jill earns .25 hours on 8/11/YYYY.

6. Now, Jill's agency rolls over to the next fiscal year.

Her outcome record grid shows:

Why?

1. Jill's last hours in the prior FY were on 6/29/YYYY, and her first activity in the new FY was her enrollment on 8/1/YYYY, so there was no gap in activity.  The way to visually indicate a continuing PoP is for the end date in the previous FY PoP to display as 6/30 and the start date of the next FY PoP to display as 7/1.  

2.  Also, notice that her hours in the new FY PoP are only .25.  This is because the number of hours in a continuing PoP only have to be greater than 0 in the new FY.  

3. Because Jill had enough hours in the prior FY to be in a PoP and was NRS reportable, she may be reportable in the new FY with only .25 hours and a moved forward assessment.  This is because her combined hours in the PoP are 12.25 and there was no 90-day gap in activity, making her eligible to be reported in the new FY.

Student 2: Dave Aadams

1. Dave entered the program on 5/1/YYYY.

2. He earned 17 hours on 5/25/YYYY but was never assessed or enrolled.  He was not in a PoP that FY.

3. Dave was assessed on 7/31/YYYY, enrolled on 8/1/YYYY, and earned 12 hours on 8/24/YYYY. 

4. Dave's agency is rolled over to the new FY. 

His outcome record grid shows:

Why?

1. Dave had over 12 hours in the prior FY but was not assessed, so he was not reportable that year;  the hours in the prior FY do not count in the new FY.  Even though his first activity in 17/18 was his assessment on 7/31/2017, he did not have a 90-day gap in activity.  The start date in the new FY PoP start date is 7/1/YYYY since this is a continuing PoP.

Last update: 9/6/2024