This screen is used to view a list of children with a pattern of Frequent Absences for a selected month/year.

Report Details

To display the frequent absence report:

Use the Date field to select the Month and Year to run the report. To select the previous month or the next month click the   icons.

To review a list of children who have the potential to lose funding for breaking frequent absence rules, select No from the Use MoE Best Practice drop down list.

If the Service is part of a Group, Area, Region, or Subgroup, and you have the correct access level, you can use the Select Centre drop down list to select the service you wish to run the report for.

To change the order children’s names are displayed, select the preferrred option from the Sort Order drop down list.

To display the report to your screen, click the Print button. To print a hard copy of the report, click the Print to Printer button.

The frequent absence report will show a table with a list of children where frequent absence rules have been broken. For each child listed, next to the child's name there are three columns titled Rule 1, Rule 2, and 
Rule 3.  Where applicable, the number of consecutive months that the child has broken frequent absence rules will be shown within the cell.

The cells within the Frequent Absence report may have a coloured hightlight to assist with understanding the information displayed. There is a key at the bottom of the table showing the explanation of rules & colours.

Yellow - indicates that the Three Week Rule has been invoked.

Pink - indicates that the child has "Special Needs" exemption selected on their current timetable.

Orange - indicates that the rule has been broken in a previous month. 

Red - indicates that the rule has been broken in the fourth month. 

Green - indicates that the rule has been broken in the fourth month and funding is not being claimed. 

P - Means the child was present

A - Means the child was absent

? - hover over the question mark to show the childs booked and attended times for the particular day

The number that appears in the cell for each date in the month refers to the rule that has been broken. eg: where it shows the number 1 the child has broken rule one on that particular day. Where it shows number 1 and number 2 (12) the child has broken rule one and rule two on that particular day.

NOTE: The Frequent Absence rules are not applied to children who have Special Needs selected on their timetables.

If the Service is part of a group, and you have the correct access level, the report can be run for the entire group as a batch process by clicking the Create File Tonight button. The process will be run over night and a .csv file will be created which will be available to access the following day. To access this file, log into the centre where the Create File Tonight button was selected and go to "Utilities" and "File Download".

Where a child has broken frequent absence rules and a confirmation of enrolment is required, click on the child's name to print the confirmation of enrolment for the parent to complete and sign.

Frequent Absence Rule Clarification

For more information on the Frequent Absence Rule, refer to Chapters 6-7 of the ECE Funding Handbook: 

6-7 The Frequent Absence Rule - Ministry of Education 

See “HOW TO APPLY THE FREQUENT ABSENCE RULE”

The Frequent Absence Rules are:

Rule-1 - The child is absent on the same enrolled day or days of the week for more than half of these days in a calendar month.

Rule-2 - The child attends for fewer days per week than they are enrolled to attend, in more than half of the weeks in a calendar month.

Rule-3 - The child attends fewer hours than they are enrolled to attend, on more than half of their enrolled days in a calendar month.

For further information please refer to the Funding Handbook or contact the Ministry of Education.

The MoE suggest reviewing/applying the Frequent Absence rules for all children regardless of how many hours in a day they attend, even when it may not impact funding. Select Yes from the Use MoE Best Practice drop down list to run the Frequent Absence report for all children who have attended fewer hours than they are enrolled to attend. 

Applying Frequent Absence Rules

If you have selected No from the Use MoE Best Practice drop down list, you will be able to Apply the Frequent Absence rules for the selected month to children who have broken the rules by selecting the "Apply Rules" button. When apply rules is selected, a message will prompt the User to choose whether to proceed with applying the rules.

NOTE: The cells within the Frequent absence report will be highlighted green when funding has been removed for children who have broken frequent absence rules. 

NOTE: The apply rules button is not available if you have selected yes for "Use MoE Best Practice"

Automate - Apply Rules

It is also possible to Automate the application of the Frequent Absence rules by selecting the Automate button and entering the date for Infocare to apply Frequent Absence rules each month. 

Please be aware that if you want to submit your RS7 on the 1st of the month, and you have selected the automation date as the 7th of the month, the rules would not have been automatically applied, the "Apply Rules" button will need to be selected before submitting your RS7. 
NOTE: To ensure frequent absence rules have been applied before submitting the RS7, check that the cells within the Frequent absence report are highlighted green. This indicates that funding has been removed for children who have broken frequent absence rules. 

If the Automate button is selected you will be asked to enter a date for Infocare to automatically apply the frequent absence rules. Enter the date to begin automation of the Frequent Absence rules and click Continue. Whichever day you select, the rules will be applied on the same day of the month for each month in the future. 
For example: if you select 5th April 2021 and click continue, the rules will be applied on the 5th of each month thereafter.

To stop the automation of the Frequent Absence rules, remove the Automation Date fields by selecting the blank space at the top of the list and click Continue.


For further information or assistance call


0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz 

 

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