When you have finished reviewing this help documentation, please close this window.
This screen enables you to enter all the details for a new child registered with your centre. You will need to scroll down to see all the details required.
When entering names for children, you are able to enter the child's preferred names; however the Ministry of Education require that you also record the official names for the child and also sight an identification document for the child.
The following link provides more information on National Student Number early allocation and the identification requirements:
http://www.lead.ece.govt.nz/ProgrammesAndInitiatives/NationalStudentNumberAllocation.aspx
First Name
This is the child's preferred first name. Please enter the name here. In rare cases a child may only have one name.
Ministry of Education ELI system will only allow characters a-z A-Z - " ~ diacritics.
Infocare will ensure that only these characters have been entered into any of the official name fields. If the official names have not been used, then this validation is applied to the preferred name fields.
In some cultures, the first name is not used. In this case you should enter a single ~ into the official first name field.
Last Name
This is the child's Preferred last name. Please enter the last name here. Ministry of Education ELI system will only allow characters a-z A-Z - " ~ diacritics.
Infocare will ensure that only these characters have been entered into any of the official name fields. If the official names have not been used, then this validation is applied to the preferred name fields.
Middle Name
If the child has a preferred middle name, please enter it here.
Identification Sighted
Please select the appropriate option from the drop-down list for the type of identity document for this child.
Official First Name
If the child's official first name is different to the preferred name, then enter the official name as it appears on the identification document here. Ministry of Education ELI system will only allow characters a-z A-Z - " ~ diacritics.
Infocare will ensure that only these characters have been entered into any of the official name fields. If the official names have not been used, then this validation is applied to the preferred name fields.
In some cultures, the first name is not used. In this case you should enter a single ~ into the official first name field.
Official Last Name
If the child's official last name is different to the preferred name, then enter the official name as it appears on the identification document here. Ministry of Education ELI system will only allow characters a-z A-Z - " ~ diacritics.
Infocare will ensure that only these characters have been entered into any of the official name fields. If the official names have not been used, then this validation is applied to the preferred name fields.
Official Middle Name
If the child's official middle name is different to the preferred name, then enter the official name as it appears on the identification document here.
Gender
Please select the appropriate gender for this child from the drop-down box.
General Comments
Please enter any general comments you wish to record about this child.
Residential Address
Begin typing the address into this field. As you type, the system will suggest addresses from a list of valid New Zealand addresses. Click on the correct address suggested and the remainder of the address fields will be automatically populated.
Input address manually
Check this box if the address is not available in the “auto-complete” Address field.
Address Line 1
Only required to be entered if you have opted to input the address manually.
Address Line 2
Only required to be entered if you have opted to input the address manually.
City
Only required to be entered if you have opted to input the address manually.
Postal Code
Only required to be entered if you have opted to input the address manually.
Country
This is automatically populated as New Zealand.
Alternative Address
If the child has an alternative contact address, please enter it here. Begin typing the address into this field. As you type, the system will suggest addresses from a list of valid New Zealand addresses. Click on the correct address suggested and the remainder of the address fields will be automatically populated.
Input address manually
Check this box if the address is not available in the “auto-complete” Address field.
Address Line 1
Only required to be entered if you have opted to input the address manually.
Address Line 2
Only required to be entered if you have opted to input the address manually.
City
Only required to be entered if you have opted to input the address manually.
Postal Code
Only required to be entered if you have opted to input the address manually.
Country
This is automatically populated as New Zealand.
Ethnicity 1
Please select the appropriate ethnic description for the child from the drop-down box.
Ethnicity 2
If the child has more than one ethnic description, please select the alternative ethnic description from the drop-down box.
Ethnicity 3
If the child has more than two ethnic descriptions, please select the alternative ethnic description from the drop-down box.
Iwi 1
If the child is from Māori origin, please select the Iwi from the drop-down box.
Iwi 2
If the child is from Māori origin and has more than one Iwi, please select the second Iwi from the drop-down box.
Iwi 3
If the child is from Māori origin and has more than two Iwi, please select the third Iwi from the drop-down box.
Home Language 1
Please select the child's home language from the drop-down box.
Home Language 2
If the child has more than one home language, please select the second home language from the drop-down box.
Home Language 3
If the child has more than two home languages, please select the third home language from the drop-down box.
Standard of English
If the language selected in Home Language is anything other than English, please select the standard of the child's English from the drop-down box.
Birth Date
Please enter the child's date of birth. This field is not required if you are adding a child to the "Waiting List" category.
Application Date
Please enter the date which the child applied to enrol with your service.
Starting Date
Please enter the date on which the Child started or is due to start at your service. This field is not required if you are adding a child to the "Waiting List" category.
Leaving Date
When adding a new child, you have the option to:
Select the "Leave when 5" radio button,
Select the "Leave when 6" radio button, or
If you wish to enter a specific leaving date for this child, select the "Enter date" radio button and then select the leaving date required.
If you are modifying this child's leaving date, you can simply update it in the "Leaving Date" fields.
Attendance
Please select the basis under which the Child attends your centre from the drop-down box.
The Ministry of Education will only pay funding for children who have a casual enrolment based on their actual attendance. If they are absent, the system will set the "Funding Type" on the sign in sheet to "No Funding", of if the child did attend, claim funding for the hours the child actually attended.
Your definition of 'casual' may differ from that of the Ministry of Education. As far as the Ministry of Education are concerned, a casual enrolment for a child is one who comes on a completely ad-hoc basis. You may have children enrolled at your centre who are permanent enrolments, but do not attend on regular days. In this case, you should set the child to "Regular enrolment" and leave the timetable blank. These children will have to be added to Daily Sign In Sheets on the days which they attend.
Learned From
Please select from the drop-down box the source where this child found out about your centre.
Reason for Leaving
Please enter from the drop-down box the reason why this child left your centre.
Select School
If you have previously entered the name of a school that a child will be attending, all of those school names will be available from the selection box. If there are no names available or if the name of the school you want does not appear in the list, enter the name in the "Enter School" field.
Enter School
If you wish to record the name of the school that the child will be attending when they leave your centre, please enter the name here.
Holiday Entitlement
Please enter the number of days per calendar year of holiday entitlement for this child. If this is left blank, the limit will be the "Maximum" as set in the "Centre Options Update" screen.
Category 1 to 4
If "Categories" have been set up, please select the various user defined categories which this child belongs to.
Select Doctor
Please click on the drop-down box to display previously added Doctors. If there is a match for the child, click on this and the “Enter Doctor, Address and Telephone” fields will populate.
Doctors Name
Please enter the name of the doctor who should be contacted in the event of any medical requirement for this child.
Doctors Address
Please enter the address associated with the doctor for this child.
Doctors Telephone Number
Please enter the telephone number of the doctor for this child.
Allergies
Please enter details of any allergies that this child has. If the child does not have any allergies, leave this field blank.
Special Diet
Please enter any special dietary requirements for this child. If the child does not have any special dietary requirements, leave this field blank.
Childhood Diseases
Please enter details of any childhood diseases which this child has had e.g. Measles.
Medical Comments
Please enter any comments relating to the medical situation of this child.
Routines
Please enter any special routines associated with this child which should be noted by centre personnel.
Optional Check Boxes
Please check any of the user defined checkboxes that apply to this child.
Optional Fields for Children
Please populate any of the user defined fields that apply to this child.
Update
Click on this button once you are satisfied that the information entered on this screen is correct. Once you have clicked on his button, the details for this child will be updated with the information on this screen.
Cancel
If you want to discard the information you have entered on this screen and return to the previous screen, click the "Cancel" button.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
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