Hubbe resource page

The majority of our center-based programs will soon begin to use Hubbe as their database for enrollment, case management, parent communication and attendance, and meal monitoring. Hubbe is a cloud-based software system designed for early learning and school-age programs. The objective for programs to begin utilizing Hubbe is that it will provide consistency and uniformity for enrollment into our programs. As with centralized intake, this change will provide us the opportunity to improve our families' experiences, optimize database and reporting capabilities, and better assess the demand for services. This includes electronic enrollments, electronic sign-in/out for parents, electronic meal claiming, and centralized parent communication.

Frequently asked questions

We hope the information below will provide helpful answers to the most frequently asked questions about specific aspects of the new Hubbe database.

Which programs will be switching over to Hubbe?

All of Options for Learning center-based programs will implement Hubbe in phases over the next six months. The goal is that all programs will eventually make the switch, as Hubbe is committed to working with Options for Learning to manage all funding sources, including federal funding. Options for Learning's Head Start programs are participating in discovery calls with Hubbe as they develop their database to meet the specific reporting needs for Head Start.

What is the timeline for the implementation of Hubbe?

Hubbe will roll out in phases, with the first phase beginning March 15, 2023, for Full-day Preschool, Enrichment Program, Empowered Learning, and Surround Care. Programs began utilizing Hubbe for enrollment, recertification, changes, sign-in/out, and meal counts on May 1.

State Preschool will begin enrolling for the 2023-24 school year in Hubbe this spring, and teachers/parents will begin utilizing features in the new school year. As Hubbe develops Head Start features, the goal would be for Head Start programs to begin using Hubbe as of July 1. Training for Head Start and Early Head Start staff will begin June 2023.

What does “electronic” enrollment mean?

As a result of the COVID-19 pandemic, several programs began a process of electronic enrollments, where documents are submitted to staff via email, text, or website upload. Application documents are sent to parents to sign electronically through services such as DocuSign. Hubbe will be a place where the entire enrollment process can be completed from start to finish. Through Hubbe’s Parent Portal, parents can upload necessary documents, and enrollment staff can send application paperwork to parents to sign electronically. Options for Learning staff will work to develop a framework for enrollment processes to eliminate the need to print paper files.

Will teachers need to use paper sign-in sheets and meal count sheets?

No. Hubbe has an easy-to-use app for parents/authorized adults to sign their children in and out for the day, as well as a way for teachers to easily claim meals for children at point of service. This will save teachers much-needed time to focus on their children and parents, rather than prepping and sorting paperwork. We have been working with Terry Talavera, Child Care Services operations/Food Program division director, to ensure claiming and reporting are aligned with regulations.

Will data be shared between divisions?

Yes. Staff will have appropriate permissions to view information based on their position, program, and/or classroom assignment. If families are shared between programs (e.g. a parent has children enrolled in both early learning and school-age), family service staff from both programs will be able to see family information. When changes are made for these families, it will be made for both programs so parents are not asked to contact different family service staff for the same issue.

If you have questions, please refer to the Hubbe Training Questions and Answers document below. If your questions is not listed there, please use the link below to submit it.

Hubbe Training Questions Overview, Meal Counts, Sign-in:out