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Office of Head Start skip to primary page contentActing Director Patricia Brown

Information Memorandums (IMs) - 2006

Reporting Instructions: End of Month Enrollment (EOM) Reporting System
[Attachment for Information Memorandum] ACF-IM-HS-06-04

General Rules for Reporting

Grantees are required to enter the grant-wide End of Month Enrollment totals no later than two weeks following the close of the requested month.

  • Report the total number of enrollees on the last operating day of the month for the grantee agency (if the grantee operates a program) plus the enrollees in any delegate agencies that are operated. Note: Report the number of enrollees, not the number of attendees, on the last operating day.
  • Report both Head Start enrollment and Early Head Start enrollment if you are funded to operate both under the grant. The reporting screen provides space for reporting both; you will not be required to enter more than one report.

Accessing the End of Month Enrollment Reporting System

  1. Log on to the EOM Enrollment Reporting Site at https://pirweb.net/EOM.
    1. Username is your grant number in the alphanumeric format (ex. 01CH1111-000). Although we are collecting information for the entire grant, you will still need to enter the -000 delegate ID extension.
  2. Enter your grantee Username
    1. Your Password is the same password that is used by your program for the PIR report. If you have forgotten the password, click on "Forgot My Password" for assistance.
    2. The default password for first time users (grantees that have not completed a PIR online) is "program". Once you have entered the system, you will be prompted to change the password to one of your choosing.
  3. Enter your grantee Password

Your Home Page

The EOM Enrollment Home Page provides summary information on your grant, including Grant Number, Grantee Name, and the enrollment year on which you are reporting. The Home Page also provides information on upcoming reporting deadlines and highlights the key dates when current and future EOM reports will be collected.

  1. Verify that the Grant Number and Grantee Name displayed on the screen are correct.
  2. Click on "Continue EOM" to proceed to the data entry screen.

Enter Your EOM Enrollment Totals

The Funded Enrollment for your grant is displayed at the top of the EOM Enrollment Reporting Screen. The Funded Enrollment total is drawn from the most recent Funds Planning System data, and is broken out for Head Start and Early Head Start. Review the number(s) for accuracy. If a discrepancy is found, contact Xtria at 1-866-868-0719 for assistance.

The EOM Enrollment Reporting screen provides space for entering the grant-wide enrollment on the last operating days of October, January, and March. All programs are required to report on the three specified months, except for Migrant and Seasonal Branch programs that were not operating in one or more of the required months. Migrant programs that were not operating in a specified month may use the "Select A Month" option to choose an alternative month.

  1. Enter the total number of children (and pregnant women in Early Head Start programs) who were enrolled on the last operating day of the requested month.
    1. Report the total number of Head Start enrollees and total number of Early Head Start enrollees separately in the designated fields.

      Note: Vacancies less than 30 days old on the last operating day should be counted as enrolled children.

  2. Check your entry carefully before proceeding to "Submit" because you will not be able to change the totals after you have clicked on the "Submit" button.
    1. If at any time you determine a mistake has been made in your report, contact your Program Specialist in the Regional Office to request a correction. The contractor, Xtria, will make any necessary changes once notification is received from the Regional Office.

Enter Required Comments

Comments are required for any month in which the number of enrollees is less than 90% of your program's total funded enrollment or more than 105% of the total funded enrollment. If the EOM enrollment total is less than 90% (or more than 105%) of the total funded enrollment you were awarded, the system will prompt you to enter a comment in the "Comments" field for the corresponding month.

View Your Results

Once you have submitted your data, the summary of the current and any past EOM data reported will be displayed. The summary report will include the EOM enrollment totals reported to date in raw number and percentage form. The cumulative "Full Enrollment" percentage is calculated by comparing the average of the EOM enrollment levels reported for your grant to your funded enrollment level for the year.

Support and Technical Assistance

Technical questions about the End of Month Enrollment Reporting System should be directed to Xtria at 1-866-868-0719.

Corrections to any EOM data will require the approval of the grantee's Regional Office before Xtria can make a change in the system. Contact your Program Specialist for assistance, if you feel you have submitted an incorrect number.

See also:
     On-line Enrollment Reporting Beginning in November, 2006