Program Management Help and Instructions

Revised: 04/24/12

Program Management Overview

The buckleupnc.org Program Management Restricted Access site is designed to collect maintain, and use information on local CPS - and occupant restraint-related programs and resources in North Carolina. Another component of this system is the NC Safe Kids Buckle Up (BUK) and Permanent Checking Stations (PCS) online reporting system used to track local CPS program activities and BUK seats distributed through local programs.

This is being done so that program and contact information is centralized for sharing by the NC Department of Insurance Office of State Fire Marshal (OSFM), the NC Governor’s Highway Safety Program (GHSP), and the UNC Highway Safety Research Center (HSRC).

NOTE: Program coordinators are able - and encouraged - to enter events into the "NC CPS Events and Activities" calendar. In the case of CPS clinics, coordinators will be asked to indicate if an Instructor will be available for skills sign-offs. The NC CPS Training Committee will be promoting this as a place that Technicians can go to in order to find a clinic to work at and get their skills verified for recertification.

How do I....

Create Account
Create a new Individual Account?
Create a new program?
Know which type of program to create?

Edit Personal Account Information
Retrieve a forgotten password?
Change my password?
Edit my account information/change my email address/change my phone number/etc?

Edit Program Information
Edit my existing program?
Add a new location to my existing program?
Change the primary or secondary contact person associated with my program?

Calendar Events
Submit an event for the calendar?
Edit/Delete an existing calendar event?

Reports
Submit a new report?
Edit a previously submitted report?

 

If you require more detailed instructions than provided below, click here.

 

How do I create a new individual account?

An individual profile in the system is required to access the Program Management and Reporting area where new programs are created, existing programs are updated or modified, and where Buckle Up Kids and Permanent Checking Stations submit reports.

From the main Program Management Page, click on "Create a New Individual Account (Personal Contact Information). Fill in all required information and click "Submit." Fields marked with an asterisk (*) are required. Fields with bold labels gather information that will be displayed to the public on the buckleupnc.org website.

After clicking on the "Submit" button, an email will be sent to your email address with a login name and password. You will be able to change your password to one other than the one randomly generated and assigned when accounts are created. Refer to "Edit My Personal Information" in the Detailed Help and Instructions page for more information on passwords.

Once you receive a login and password, you can login by clicking "Login - Program Creation, Management, and Reporting."

 

How do I create a new program?

Once you have created an individual account, log into the Program Management system using the username and password emailed to you.

Next under the Programs heading, click 'Create a new Buckle Up Kids, Permanent Checking Station, or Safe Kids Program.

Fill out the required and requested information and click Submit. Fields marked with an asterisk (*) are required.

IMPORTANT NOTES:

  • Any organization can submit a Permanent Checking Station application at any time.
  • Buckle Up Kids and Safe Kids program applications should not be submitted unless instructed to do so by an OSFM Injury Prevention Program representative.
  • New programs will not be approved and will not be listed on the buckleupnc.org site until signed agreements are received by OSFM (for BUK and Safe Kids programs) or by UNC HSRC (for PCS applications).

NOTE: To edit an existing program see 'How do I edit my existing program?'

 

How do I know which type of program to create?

When logged into the Program Management system, you will have the option to create 3 different types of programs: Permanent Checking Station, Buckle Up Kids, or Safe Kids. It is imperative that you choose the correct program type when creating your program.

Permanent Checking Stations: Locations where parents/caregivers can receive information about child passenger safety (CPS) and have their child restraints and seat belts checked to be sure they are installed and used correctly. There is no limit to the number of Permanent Checking Stations a county can have. For more information about PCS programs, contact Bevan Kirley (kirley@hsrc.unc.edu).

Buckle Up Kids: These programs assist parents and other caregivers by providing a limited number of low-cost child restraints and education on their use to qualifying families. Child restraints distributed by BUK programs are purchased through funding from the North Carolina Governor's Highway Safety Program. There is only ONE Buckle Up Kids program per county (excluding military bases which may have their own) and you must have approval prior to creating a BUK program. Do not create a BUK program if one already exists in your county. For more information about BUK programs, contact Allison Cummings (allison.cummings@ncdoi.gov).

Safe Kids: Safe Kids coalitions are affiliated with Safe Kids Worldwide to combat the causes of deaths among children caused by unintentional injuries and focus on the major unintentional risk areas of traffic incidents, fire/burns, drowning, falls, poisonings, and choking/suffocation. Local Safe Kids coalitions conduct a number of child passenger safety clinics and educational events throughout the year. There is only ONE Safe Kids program per county and you must have approval prior to creating a Safe Kids program. Do not create a Safe Kids program if one already exists in your county. For more information about Safe Kids programs, contact Pamela Becker (pamela.becker@ncdoi.gov)

 

How do I add a new location to my existing PCS program?

Once you've logged into the Program Management system, click 'Edit Program or Service Location Information for Existing BUK, PCS, or SK Program'

Click the 'View Locations' action item next to the PCS program you'd like to edit. Click 'Add new Service Location for this Program'. Fill out the required information and click Submit.

 

How do I retrieve a forgotten password?

To retrieve a forgotten password, click forgot/retrieve my password from the Program Management Page.

Enter the email address you used to register your account to have your password emailed to you.

If your email address is in the system, a “Your request has been processed” message will be displayed and your login information will be sent to the email address entered in the request form. If you do not see an email from cps@hsrc.unc.edu within the next few minutes, check your junk or spam folders to determine whether your email client prevented the message from being delivered to your inbox. If the message is in your spam folder you will need to set up your email client to allow emails from this sender (cps@hsrc.unc.edu).

If your email address is NOT in the system, a “the email address you have entered could not be found” message will be displayed. If you receive this message, go back to the retrieve password form, check your email address and resubmit the request. If you continue to receive this message, this indicates that you do not already have an account or that the email address listed in your profile is incorrect (assuming the email address entered in the Forgotten/Retrieve Password Form is current and correct) or that the the Program Management system is experiencing problems. For assistance, send an email listing your name, agency and program you work with to cps@hsrc.unc.edu. You can also try calling 800-672-4527 x2 during regular business hours.

 

How do I change my password?

To change your password, login to the system from the main Program Management Page. Under the "Account Information" heading click, 'Edit my Personal Information.' Change your password. Click Submit.

NOTE: Passwords must be at least 6 characters long and contain at least 1 uppercase letter, 1 lowercase letter, 1 numeral from 1 to 9, and one of the following special characters: @ # $ % ^ &

 

How do I edit my account information/change my email address/change my phone number/etc?

To change any of your personal account information including email address, phone number, name, etc, login to the system from the main Program Management Page. Under the "Account Information" heading click, 'Edit my Personal Information.' Change the necessary information and click Submit.

 

How do I edit my existing program?

To edit an existing program, login to the system from the main Program Management Page. Under the Program heading, click 'Edit Program or Service Location Information for Existing BUK, PCS, or SK Program'

To edit the PROGRAM (including sponsoring agency, primary or secondary contact, etc) choose "Edit Program,"edit the necessary information, and click Submit.

NOTE: In order to be designated a Primary or Secondary contacts, you must have a profile in the system. If the person you want to designate as Primary or Secondary contact does not appear on the drop down list, they do not have an online profile. Instruct them to follow the instructions to create a new individual account before proceeding.

To edit the SERVICE LOCATION (including location hours, public phone number, etc) choose "View Locations" and then "Edit Location Information" next to the location you need to edit. Edit the necessary information and click Submit.

 

How do I change the primary or secondary contact person associated with my program?

to change the primary or secondary contact person associated with your program, login to the main Program Management Page.

Under the Program heading, click 'Edit Program or Service Location Information for Existing BUK, PCS, or SK Program'

To edit the PROGRAM (including sponsoring agency, primary or secondary contact, etc) choose "Edit Program,"edit the necessary information, and click Submit.

NOTE: In order to be designated a Primary or Secondary contacts, you must have a profile in the system. If the person you want to designate as Primary or Secondary contact does not appear on the drop down list, they do not have an online profile. Instruct them to follow the instructions to create a new individual account before proceeding.

 

How do I submit an event for the calendar?

To submit a new calendar event, login to the system from the main Program Management Page. Under the "Events" heading click 'Submit an Event for the Calendar." Enter the required information and click Submit.

The event type is the type of event being listed. If your event type is not listed, choose 'other' and enter the event type in the "Other Event Type" box.

The contact name/phone are the name and phone number for the public to contact for more information about the event. Both field will default to the name of the person submitting the event unless alternate information is entered.

Submit - Once the event is submitted, relevant administrators will be notified of the submission. Once the event is reviewed for completeness and clarity and is approved by an administrator, it will be displayed to the public on the "NC CPS Events and Activities" page on the buckleupne.org website.

 

How do I edit or delete an existing event?

To edit an existing calendar event, login to the system from the main Program Management Page. Under the "Events" heading click 'Edit or Delete Calendar Event." Choose the event you want to edit/delete and edit the necessary information. Click Submit.

 

How do I submit a new BUK or PCS Quarterly Report?

To submit a new BUK or PCS quarterly report, login to the system from the main Program Management Page. Under the "Reports" heading, choose 'Submit new BUK or PCS quarterly report'

Click 'Submit Quarterly Report' next to the correct program. Enter the required information and click Submit.

Quarterly reporting follows the federal fiscal year and are therefore due by the 5th of January, April, July, and October (the federal fiscal year begins on October 1 and ends on September 30). Reports are to be submitted on-line through the buckleupnc.org Program Management system, but individuals submitting BUK reports are asked to please mail or e-mail any news articles about child passenger safety efforts in the county to NC DOI-OSFM, Attn: Allison Cummings; 1202 Mail Service Center; Raleigh, NC 27699-1202; allison.cummings@ncdoi.gov in conjunction with submitting your on-line report.

The BUK primary contact is responsible for ensuring that each report is submitted on-line by the required deadline.

If there have been no CPS activities or child restraints distributed during a reporting period, a quarterly report must still be submitted on-line to NC DOI-OSFM. A policy has been established that all quarterly reports must be submitted by the designated deadline or there will be no shipment of additional child restraints. Funding for this program is provided from the NC Governor’s Highway Safety Program (GHSP). To receive this funding, NC DOI-OSFM must provide quarterly reports to GHSP. NC DOI-OSFM must have each BUK counties quarterly reports for our quarterly reports to GHSP. Failure to supply these reports to our office will result in ineligibility for future grant funding for child restraints.

 

How do I edit an existing BUK or PCS Quarterly Report?

To edit an existing BUK or PCS quarterly report, login to the system from the main Program Management Page. Under the "Reports" heading, choose 'Edit or View Previously Submitted BUK or PCS quarterly report'

You will be given a list of reports to choose from. Select the appropriate report and edit as needed. Note that when a report is edited, the database records who edits the report and records the date the report is edited.

If you require more detailed instructions than provided above, click here.