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 ends on 6/30 and begins on 7/1. If your agency or state is set for the 16/17 fiscal year, you may enter data for the 17/18 fiscal year, but continuing PoP records will not populate in 17/18 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 6/23/2016.
  2. She was assessed on 6/23/2017, enrolled on 6/25/2017, and earned 12 hours on 6/29/2017. She is in a PoP.
  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 8/1/2017.
  5. Jill earns .25 hours on 8/11/2017.
  6. Now, Jill's agency rolls over to the next fiscal year.

Her outcome record grid shows:

Why?

  1. Jill's last hours in 16/17 were on 6/29/2017, and her first activity in 17/18 was her enrollment on 8/1/2017. The way to visually indicate a continuing PoP is for the end date in the previous fiscal year PoP to display as 6/30 and the start date of the next fiscal year PoP to display as 7/1.
  2. Also, notice that her hours in the 17/18 PoP are only .25. This is because the number of hours in a continuing PoP only have to be greater than 0 in the next fiscal year.
  3. Because Jill had enough hours in 16/17 to be in a PoP and was NRS reportable, she may be reportable in the 17/18 fiscal year with only .25 hours. This is because her combined hours in the PoP are 12.25, making her eligible to be reported in 17/18.

Student 2: Dave Aadams

  1. Dave entered the program on 5/1/2017.
  2. He earned 17 hours on 5/25/2017, but was never assessed or enrolled. He was not in a PoP in 16/17.
  3. Dave was assessed on 7/31/2017, enrolled on 8/1/2017, and earned 12 hours on 8/24/2017.
  4. Dave's agency is rolled over to 17/18.

His outcome record grid shows:

Why?

  1. Dave had over 12 hours in 16/17 but was not assessed, so he was not reportable in 16/17; his hours in 16/17 do not count in 17/18. Even though his first activity in 17/18 was his assessment on 7/31/2017, his 17/18 PoP start date is 7/1/2017 since this is a continuing PoP.

Last update: 8/6/2020