This screen enables you to enter all the details for a new child registered with your service.
If this is an existing child, and you are editing or viewing the data for this child, click the relevant tab (Summary, Contacts, Timetable, Notes, Photos, Immunisation, History, Transfer, Accounts or Child Returning).
To edit/modify the information for a child, click the "Edit" button at the top right of the screen.
To delete this child from the system, click the "Delete" button at the top right of the screen. Please note that you will not be allowed to delete a child who appears on any sign in sheets, or who has any financial data associated with them.
When entering names for children, you are able to enter the child's preferred names; however, the Ministry of Education requires that you also record the official names for the child and 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
When entering details for a new child, or editing details for an existing child, the following fields are
available. Fields marked with * are mandatory and must be completed.
The information is entered in stages/sections. Once you have entered the required data for each section, click "Update" at the bottom of the screen.
First Name
This is the child's preferred first name. Enter the name here. In rare cases, a child may only have one name.
The 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.
Middle Name
If the child has a preferred middle name, enter it here
Middle Name 2
If the child has a preferred second middle name, enter it here.
Last Name
This is the child's preferred last name. Enter the last name here. The 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 First Name (Only required if different to preferred names)
If the child's official first name is different to the preferred name, enter the official name as it appears on the identification document here. The 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 Middle Name (Only required if different to preferred names)
If the child's official middle name is different to the preferred name, enter the official name as it appears on the identification document here.
Official Middle Name 2 (Only required if different to preferred names)
If the child's second official middle name is different to the preferred name, enter the official name as it appears on the identification document here.
Official Last Name (Only required if different to preferred names)
If the child's official last name is different to the preferred name, enter the official name as it appears on the identification document here. The 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.
Identification Sighted
Please select the appropriate identity document option from the drop down list for this child.
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
If you have NOT selected "Input Manually", begin typing the address into this field. As you type, address matches will be suggested 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.
Address Line 1
This field is only required to be entered if you have opted to input the address manually.
Address Line 2
This field is only required to be entered if you have opted to input the address manually.
City
This field is only required to be entered if you have opted to input the address manually.
Postal Code
This field is 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, enter it here. Begin typing the address into this field. As you type, address matches will be suggested 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
This field is inly required to be entered if you have opted to input the address manually.
Address Line 2
This field is only required to be entered if you have opted to input the address manually.
City
This field is only required to be entered if you have opted to input the address manually.
Postal Code
This field is only required to be entered if you have opted to input the address manually.
Country
This is automatically populated as New Zealand.
Ethnicity 1
Select the appropriate ethnic description for the child from the drop down box.
Ethnicity 2
If the child has more than one ethnic description, select the alternative ethnic description from the
drop down box.
Ethnicity 3
If the child has more than two ethnic descriptions, select the alternative ethnic description from the drop down box.
Iwi 1
If the child is of Māori origin, select the iwi from the drop down box.
Iwi 2
If the child is of Māori origin and has more than one iwi, select the second Iwi from the drop down box.
Iwi 3
If the child is of Māori origin and has more than two iwi, select the third Iwi from the drop down box.
Home Language 1
Select the child's home language from the drop down box.
Home Language 2
If the child has more than one home language, select the second home language from the drop down box.
Home Language 3
If the child has more than two home languages, select the third home language from the drop down box.
Standard of English
If the language selected in Home Language 1 is anything other than English, select the standard of the child's English from the drop down box.
Birth Date
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
Enter the date which the child applied to enrol with your service.
Starting Date
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 select the leaving date required.
If you are modifying this child's leaving date, you can update it in the "Leaving Date" fields.
Enrolled Times
If you are editing or viewing a child who has already been entered into the system, the child's enrolled times and number of booked hours based on their current timetable will be displayed. These times cannot be edited or modified here. To add a new timetable or to modify an existing timetable for the child, select the "Children" drop down menu, click on the name of the appropriate child, and select the timetable tab.
If you are entering a new child, the enrolled times can be entered on a screen which will be presented later.
Attendance
Select the basis under which the child attends your service 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"; or, 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 is concerned, a casual enrolment for a child is one who comes on a completely ad-hoc basis. You may have children enrolled at your service 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
Select from the drop down box the source where this child found out about your service.
Reason for Leaving
Enter from the drop down box the reason why this child left your service.
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 service, enter the name here.
Holiday Entitlement
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.
Categories
If "Categories" has been set up, select the various user defined categories to which this child belongs.
Select Doctor
Click on the drop-down box to display previously added doctors. If there is a match for the child, click on it and the “Enter Doctor, Address, and Telephone” fields will be automatically populated.
Enter Doctor
Enter the name of the doctor who should be contacted in the event of any medical requirement for this child.
Address
Enter the address associated with the doctor for this child.
Telephone
Enter the telephone number of the doctor for this child.
Allergies
Enter details of any allergies that this child has. If the child does not have any allergies, leave this field blank.
Special Diet
Enter any special dietary requirements for this child. If the child does not have any special dietary requirements, leave this field blank.
Childhood Diseases
Enter details of any childhood diseases which this child has had (e.g., measles).
Medical Comments
Enter any comments relating to the medical situation of this child.
Routines
Enter any special routines associated with this child that should be noted by service staff.
User Defined Flags
Check any of the user defined flags that apply to this child.
User Defined Fields for Children
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.
For further information or assistance call
0508 INFOCARE (0508 463622) or email [email protected]