Category Archives: Child_Record


The Financial tab enables users to review and record financial transactions for each child. The tab includes a Financial History grid that displays all billing and payment transactions for the child. A billing transaction will appear in the Financial History grid when family billing has been processed (accessible via Billing on the main menu).

The Balances bar that displays across the child record reflects both the child balance and the family balance. Family balance is the sum of all child balances for the primary billing contact. For sites requiring deposits, deposit charge and balance on file are also included in the Balances bar.

Individual financial transactions can be recorded using the ‘Add Financial Transaction’ button, invoices can be produced using the ‘Print Invoice’ button and the financial history may be printed or exported using the ‘Print/Export List’ button.

financial tab

Record a new transaction using the ‘Add Financial Transaction’ button.  Fields appear to document transaction category (payment/credit, charge or transfer), transaction type, billing contact, date, amount paid, payment method, receipt number and notes. If no receipt number if entered, the system will generate a unique receipt number once the transaction is saved.

A charge may be added in the event of a deposit requirement, field trip, late fee or refund, for example.

Click ‘OK’ to save the transaction.

add transaction

Click the ‘Print Receipt’ button to produce a paper receipt for the transaction.

payment receipt

Click ‘Select’ to the right of a transaction in the Financial History grid to review its details. To correct an error in a recorded transaction, make your changes and click ‘OK’ for the update to be reflected in the Financial History grid.

select transaction

To print an invoice for a family, select ‘Date Range’ from the ‘View or Search By’ filter and enter the range in the ‘From’ and ‘To’ fields. Click ‘Search’ to view transactions for this period.

view or search by filter

When the transaction records appear for the date range selected, click ‘Print Invoice’ to produce a family invoice for all billing and payment transactions for that period. The invoice will include starting balance, fees,  payments and ending balance.

search and print invoice

family invoiceUse the ‘Print/Export List’ button to export all transactions in the Financial History grid.

child financial list



The Services tab stores data related to billing and scheduling. It also includes other data that may change over time, such as care level or classroom assignment. The main portion of the tab provides a summary of data stored on the current service profile.

To view the details behind the summary, select the service profile from the Service Profile History grid. To add or edit the service profile record, click the ‘Add/Change Current Service Profile’ button.

services tab

The Service Profile includes three sections: Services, Subsidies/Scholarships, and Costs/Payments. The Services area displays the care type, scheduled days, time in and time out, classroom, care level, meals and family financial information (including meal subsidies) for the selected service profile. The expected schedule is used to create attendance and meal rosters. The schedule and expected meals prepopulate in the attendance and meals roster based on the active service profile within that range. If you subscribe to ChildWare PLUS, the system uses this  data to mark the child absent. Read more about Attendance tracking here.

service profile_services area

Note: If a child has aged out of their original care level, the system will display a reminder to review the care level.

review care level

The Subsidies/Scholarships grid contains all subsidies or scholarships associated with the service profile, along with subsidy care level, subsidy rate and frequency, and copay and copay frequency details. Use the ‘Add Subsidy/Scholarship’ button to document a new subsidy or scholarship or click ‘Select’ to the left of the subsidy to review details of the record.


subsidy details

Children are automatically assigned a private tuition rate based on care type, scheduled days and care level. If the child pays privately, this fee will be billed in the parent payment schedule. You can apply discounts as needed.

private pay summary

If a child has a subsidy, the tuition rate listed serves simply as a reference to the cost of care. If there is a difference between private rates and subsidy reimbursement, you can charge an additional copay or leave as a subsidy discount. The parent payment schedule will include the subsidy copay and any other additional recurring charges.

cost and payment



The Health tab assembles information about each child’s physical and cognitive development. Because there are many categories of health data, this tab has been divided into the following six subtabs:


Insurance & Providers is the first health subtab and is where a child’s primary care physician, dentist and insurance details can be added and updated.

Records that appear in the Providers and Insurance grids are verified records, and those details become read-only. If there is an data entry error, the original verification record should be deleted and a new verification should be added.

health tab

Verified provider and insurance information is especially important for Head Start programs and their end of year Program Information Report (PIR). As part of the PIR, programs are required to report the number of children who:

  • enrolled with or without insurance
  • enrolled with or without a medical home
  • enrolled with or without a dental home
  • received insurance coverage or a provider during the program year
  • lost provider care or insurance coverage by the end of enrollment

Add a provider record via the ‘Add Provider Verification’ button. In the Provider screen, use the ‘Provider Type’ menu to indicate if you are adding a Primary Care or Dental Care provider verification.  If the child does not have a Primary Care or Dental Care home, check the ‘No Primary Care Home’ or ‘No Dental Care Home’ checkbox. It is important to verify that the child does not have primary care or dental care for the PIR.

adding provider verification

A list of existing doctors will be available to choose from or you may add a new doctor. Be sure to look through the available list of provider records (accessible via Admin on the main menu) before creating a new one to avoid duplicate data in the provider list.

provider type and provider list

Once an existing provider is chosen,  address, telephone and practice details appear. Click ‘OK’ to save.

Insurance coverage information is added using the ‘Add Insurance Verification’ button. The ‘Insurance Type’ and ‘Insurance’ drop-downs contain options to indicate what type of insurance the child has (for example, dental or primary health coverage) and the specific insurance provider (such as Medicaid or private insurance). Policy number and group number fields are also included.

If a child does not have insurance coverage, the ‘Has No Insurance’ checkbox should be checked. As with provider verifications, it is important to document if a child does not have insurance for Head Start reporting.

add insurance verification


Many young children may have diagnosed allergies or food restrictions.  The Allergies & Nutrition tab enables providers to document these conditions, their severity and any ongoing treatment or food substitution plans. The Allergies & Nutrition tab is organized into three areas: Infants/Toddlers, Allergies/Food Restrictions and Nutritional Events.

The first section, Infants/Toddlers, includes fields that are relevant to very young children; here you can record formula consent (along with a place to upload consent forms), formula choice, diaper size and other information.

allergies and nutritionThe Allergies/Food Restrictions grid displays allergies or special diet information.  When a new allergy is diagnosed or food substitution is requested, use the ‘Add Allergy/Food Restriction’ button to record this information.

To add an allergy, select ‘Allergy’ from the ‘Type’ menu, which prompts the ‘Severity’ field to appear. A notes field provides a place to record action plans.

adding allergy

Record a food restriction/special diet by selecting ‘Food Restriction’ from the ‘Type’ menu. A ‘Reason’ menu appears to specify if this special diet is for religious or health reasons. Meal substitution plans or other details may be recorded in the notes field.

food restriction

Click ‘OK’ to save.

The last area in the Allergies & Nutrition tab is the Nutritional Events grid, where completed nutrition questionnaires and nutrition consultations are displayed. Click the ‘Add Nutritional Event’ button to record a nutrition event.

nutritional eventThe date of assessment, event type (Nutrition Questionnaire or Nutrition Consultation), name of the staff member and relevant plans/recommendations can be noted. When creating a Nutrition Questionnaire, a checkbox appears to indicate if the event has resulted in an identified concern and details of the concern. After saving the assessment, corresponding documentation can be uploaded.


Assessments & Screenings is the next health subtab and it includes both health and mental health screenings.  The Assessments and Screenings grid displays all screening/assessments for a child, screening date, screening results and notes.

assessments and screenings tab

Document a new assessment or screening by clicking the ‘Add Assessment/Screening’ button.

The ‘Type’ drop-down determines which assessment-specific fields appear.  For example, selecting ‘BMI Assessment’ causes height, weight, BMI and weight category fields to display. Be sure to select the correct type based on the paper documentation. For example, the drop-down list includes dental assessments and dental screenings, which differ based on who conducted the exam/screening. An assessment is a formal examination completed by a doctor or dentist while a screening may be conducted by non-medical staff.

adding screening assessment

Note: a link to the CDC’s child BMI/weight category calculator is included in the BMI assessment. The CDC’s calculator requires screening date, child’s date of birth, sex, height and weight to produce the correct BMI and weight category.

bmi assessment as example

Other screening types–such as hearing, vision and dental screenings–are enabled to record a concern that was identified through the screening.

Click ‘OK’ to save the assessment/screening.


In the Special Needs subtab, providers can document physical, developmental and mental health needs as well as prescribed medications and completed IEP/IFSPs.

special needs tab

The Special Needs grid displays all special needs for a child, any accommodations for that need and when the need was entered. Click ‘Select’ to the left of the special need to review it or record a new special need using the ‘Add Special Need’ button.

review or add special need

Diagnosis date, special need type, accommodations and treatment fields are included. If a child is not receiving treatment, a ‘reason’ field will appear to explain why treatment/service has not been provided. It is important to complete the full form for Head Start reporting.

adding special need

Click ‘OK’ to save.

In the Special Needs subtab, the Medication grid contains medication a child is taking. Document a new medication using the ‘Add Medication’ button.

add medicationTo record a medication, add the name of the medication, if it is a prescription, dosage amount, administration time and whether or not the medication is required on an ongoing basis or during a period of time (start date/end date). Click ‘OK’ to save. adding medication administration info

Finally, the Special Needs tab also includes an area to record IEP/IFSPs, which can be added via the ‘Add IEP/IFSP’ button.

add iep_ifsp

The IEP/IFSP add screen includes start date,  end date, diagnosed primary disability, caseworker and service provider fields. If the child recently transferred to your program, they may have an IEP or IFSP but may not be currently receiving services. It is important to note this for Head Start reporting.

adding iep

Click ‘OK’ to save. Once saved, the IEP/IFSP will appear in the IEP/IFSP grid to review at any time.


Immunizations are housed within the Vaccines subtab, which includes a chart of required vaccines/expected schedule for administration, a vaccine history grid, and an area to record temporary or permanent vaccine exemption.

Document a new vaccine with the ‘Add Vaccine’ button.

vaccines tab

Record a dose by selecting from the ‘Vaccine’ drop-down. Based on the vaccine chosen, the disease name will appear in the ‘Vaccine/Dosage Information’ section. The system will calculate the next required dose, while you will record the date the dose was given. Add any useful notes in the ‘Comment’ field and click ‘OK’ to save. To save time during the data entry process, the page will refresh and set to the next dose of that immunization type. After you have saved your last dose, click ‘Return’ to return to the child’s record.

Note: If all required doses have been administered, the vaccine will not appear in the ‘Vaccine’ drop-down.

add vaccinationOnce saved, the dose will appear in the Vaccine history grid.

Record a temporary or permanent immunization exemption in the ‘Vaccine Exemptions’ section of the Vaccines subtab.


The final health subtab tracks EPSDT (Early and Periodic Screening, Diagnostic or Treatment) status according to state guidelines. This tab contains three sections: an Assessment/Screening Summary, a Vaccines grid and an area to record EPSDT Verifications.

EPSDT verification is especially important for Head Start programs’ Program Information Report (PIR). Head Start programs are required to report the number of children who were up-to-date on EPSDT as of enrollment and the number who were up-to-date on EPSDT at the end of enrollment. The Assessment/Screening Summary and Vaccines grid will help you decide whether the child is up-to-date, as it summarizes data entered in the Assessments & Screenings tab and the Vaccines tab.

Record a verification record via the ‘Add  Verification’ button.


Fields appear to document verification date, EPSDT area (general health, dental health or immunizations), EPSDT status (up-to-date, not up-to-date or on an immunization catch-up schedule), verifier’s name and notes.

add epsdt verification

Click ‘OK’ to save.

The EPSDT verification record will then display in the Verifications grid. If there is an data entry error, the original verification record should be deleted and a new verification should be added.

Documents (ChildWare PLUS)

Note: The Documents tab will only appear for agencies subscribed to ChildWare PLUS. To learn more about the additional system features available through an expanded subscription, visit the ChildWare PLUS page.

To quickly view and add a large variety of documents for each child record, navigate to the Documents tab. This tab compiles documents uploaded here and on several other tabs on the child’s record. Please note: anywhere you see a document icon, as with the Admin tab, you can retrieve or upload documents.

admin tab

From the Documents tab you can:

  • add a new document (using the ‘Add Child Document’ button); and
  • print a report of all documents for a child (using the ‘Print Document List’ button)

documents tab

To view or add a comment to an existing document, click ‘Select’ next to the document you would like to edit.

add comment to existing document

You can to view the uploaded document by clicking ‘View Document’ or record a comment for this document. Remember to press ‘OK’ if you’ve added a comment in the text field.

existing document_add comment_view_document

While in the Documents tab, you may also want to upload a new document using the ‘Add Child Document’ button.

add child document

The Document Type menu contains many options listed in alphabetical order to help find the document you want to add. Single data fields, such as the Child Service Agreement, do not require further specification. Data found in grids, such as General Health Assessments, will require you to select the specific health assessment. After selecting a document type, upload your document (see instructions for uploading files here).

selecting document type

additional fields to select assessment_adding child document

uploading document

Press ‘OK’ when you are ready to save the new document.

The Documents tab allows you to print a report of all saved documents for a child with the ‘Print Document List’ button. The report will open as a new tab or window in your browser and can be reviewed or printed, as needed.

print document list

document list

HS Eligibility

The Head Start Eligibility tab houses the Head Start-specific selection criteria and eligibility information that is initially entered when adding a child record. This is the family, financial and employment information that determines eligibility and priority for a Head Start enrollment slot. The HS Eligibility tab also provides a spot for recording special circumstances experienced by a child during his/her enrollment.

HS eligibility tabYou can add a new eligibility verification record or select an existing record. The eligibility record includes detailed information about the family at the time of enrollment and includes a scoring system to ensure you are serving children with the highest need for services.

eligibility verification

eligibility vertification

The eligibility verification record includes a completion and verification date. Once the record is verified, it cannot be edited. To edit, you will need to delete and re-add the record. Note: not all users have permission to delete data from ChildWare. If you do not have permission to delete, seek out the help of someone from your agency/site to discuss if this data should removed.

add delete eligibility verificationDirectly below the Eligibility Verification section on the HS Eligibility tab is the Special Circumstances area, where significant family circumstances should be recorded. It is very important to record Special Circumstances as they become known because these events are included in the end-of-year Program Information Report (PIR) required by the Office of Head Start.

Click the ‘Add Special Circumstances’ button to create a new record.

add special circumstanceThe Circumstance drop-down contains significant events or crises that a child may experience, though an ‘Other’ option allows  users to record circumstances that are not included in the list.

circumstance menu options

Based on the circumstance chosen, additional fields will appear to record date and other applicable details if follow-up is necessary. As an example, after choosing the ‘Homelessness’ option from the Circumstance menu, two date fields appear to record the effective date of homelessness and the date housing was acquired.

fields that appear after selecting circumstanceJust as it is important to record special circumstances for Head Start children as they occur, it is equally important to update special circumstances as situations improve or change. For example, the PIR will report not only that a child experienced homelessness during that program year but also if the homelessness need was addressed and resolved within the program year.

After adding the special circumstance details, click ‘OK’ to save.


The Relationships tab stores a list of adult (contact) and child (sibling) relationships. Each person (adult or child) has their own record in the system, so contact records can be accessed via the Contact Data menu (under Child/Family) and siblings can be accessed from the Child Data grid.

From the Relationships tab you can:


You can store an unlimited number of contact relationships to the child via the Relationships tab. The first contact added is automatically assigned as the primary contact. The primary contact indicates who will be billed for services and who is the head of household for Head Start. The secondary contact designation indicates the second person listed on a family invoice and is a household member for Head Start reporting. To expand on the contact’s profile, press ‘Select’ to the left of their name. To add a new contact to the child, click the ‘Add Contact’ button.

contacts grid


The Add Contact screen fields to record basic information—like name, relationship and a phone number—for the contact. You may choose from a list of existing contacts or add a new contact. Click ‘OK’ to save the contact.

add contact recordTo add additional demographic data, address, contact and emergency contact/pick-up details to the contact record, click ‘Select’ next to the contact in the Contacts grid. The contact’s name will be displayed at the top of this screen, along with the child they are associated with.


To delete a contact record, click ‘Delete’ in the Contacts grid. A pop-up message will appear to confirm that you’d like to delete. Note: If that contact is only associated with one child, the contact will be deleted from the system. If the contact has multiple relationships, ‘Delete’ will remove the relationship association only.

delete contact

The Contact Record is organized into the following tabs:


The Main tab in the contact record displays demographic, contact and relationship information.

contact mainThe ‘Relationship to [Child Name]’ section at the bottom of this screen contains fields that are important to complete, such as:

    • if this contact is considered an emergency contact;
    • if they reside with the child;
    • if the contact should be included on a mailing list;
    • if they are allowed to pick-up (and, if so, under what circumstances); and
    • what order they should appear within the Billing Contact menus elsewhere in ChildWare

relationship areaYou may also add a photo for each contact in the Main tab. To do so, follow the same instructions as you would to add a child photo.

Note: you can navigate to other tabs within this contact’s profile without pressing ‘OK’ after editing each tab; however, press ‘OK’ when you have finished editing this contact record before moving on to the next contact.


Within the contact’s profile, the Children tab displays all child relationships for that contact within ChildWare.

children tabThe Child Relationships grid includes information to understand at-a-glance whether or not this adult

    • has pick-up permission;
    • is an emergency contact;
    • resides with the child; and
    • receives mailings from your agency

To create another child relationship for this contact, click the ‘Add Child Relationship’ button where you can connect this adult to another child in the system and define their relationship, pick-up, emergency contact, residency and mailing details. You can also create this relationship from that child’s Relationship tab.


Here you can record employer and/or school status information for this contact. Multiple employers or schools may be added for each contact.

Note: Head Start programs will also need to document employment and school status on the child’s Eligibility Record.

employment school info tab


Note: The Family Partnership tab is specific to Head Start and, therefore, will only appear for contacts whose children are enrolled in a Head Start program.

The Family Partnership tab stores Family Partnership Agreements and Family Strengths & Needs Assessments.

To record a Family Partnership Agreement, press the ‘Add Family Partnership Agreement’ button; to record a Family Strengths Assessment for the contact, press the ‘Add Family Strength and Needs Assessment’ button.

family partnership tabWithin the Family Strengths and Needs Assessment, there are opportunities to record family strengths/supports that currently exist from the guardian’s perspective as well as areas the family would like support, training or resources that relate to housing, adult education, employment, parenting, health and volunteering. To save, press ‘OK’.


The Family Partnership Agreement (FPA) provides a place to build family goals based on the information learned through the Family Strengths Assessment. After an FPA has been saved, goals can be created for the family by clicking the ‘Add Goal’ button.


From there, the goal is described and given a target achievement date. To meet the goal’s deadline, action steps and progress updates can be assigned as benchmarks.



To enter an event for a contact, navigate to the Events tab and click the ‘Add Event’ button.

events tabNext, you be will asked to select from Event type drop-down, record an event date and any corresponding notes that may be important to save. You may also set reminders  that may be necessary as a result of the event, for example a referral follow-up reminder.

adding eventRead more about Contact Events here.


The final tab in the contact profile is the Log, which functions as a place to review the history of updates made to the contact’s data. For more on the Log, visit the Log overview.

contact log tab



The last tab available within the Child Record is the Log, which captures and displays the history of updates made to the child’s data in ChildWare. Please note: not all changes to the record are recorded in the log. If you subscribe to ChildWare PLUS, you will also have an attendance log which records arrival and departure times for the child. Click here to view the full Attendance and Time Tracker tutorial.

log tab

This tab is especially helpful to investigate the details of an update or deletion to the child’s record. The grid display includes:

  • the type of change that occurred (either ‘Update’ or ‘Delete’);
  • the tab and field which was changed;
  • the old and new value of the field that was changed;
  • the date that the change occurred; and
  • the user who made the change

The Log tab can also be a powerful training tool to identify any users that may need support or clarification  on system modules, especially if patterns of mistaken updates/deletions start to occur.


The Administration or ‘Admin’ tab includes important date and corresponding data associated with mandatory paperwork such as media release, consent or emergency contact forms. Because the system is designed to track Pennsylvania state regulations, you can run reports and To Do List processing to find out which children need updated paperwork prior to your next DHS inspection. Click here to learn more about setting up your To Do List.

admin tabAttachments are represented with the blue and white document icon. If you subscribe to ChildWare PLUS, you can add PDF attachments.

attachment iconsIf the attachment icon is white with a blue outline, there is no document attached; if the attachment icon is all blue, a document has been uploaded. Click on the attachment icon to view the uploaded file.

To  attach a corresponding documentation in the Admin tab (or anywhere within ChildWare), click on the attachment icon and select the file that you would like to upload.

document upload_1

document upload_2When you are ready to save the attachment, click ‘OK’ at the top of the screen.

saving uploaded documentNow, you will be brought to back to the Admin tab where the attachment icon for the selected document is now blue to show that a file has been uploaded.

saved document attachment icon


Reenrolling a Child

To reenroll a child who has been discharged, find the child via the View or Search by filter in the Child Data screen. Press ‘Select’ next to the child’s name.

search for discharged child

At the bottom of the Main tab on the child’s record, in the Referral/Enrollment History grid, click ‘Add Referral/Enrollment’.

add referral button

In the Referral/Enrollment Add screen you can enter important referral information for the new enrollment record, along with a status for the record and an enrollment date. If the child is not yet reenrolling, you can add a referral date only and mark the child as pending, interested, waitlist or waitlist (Head Start). You can return to this record and add an enrollment date at a later time.

Click ‘OK’ to save.

referral enrollment details

When you return to the child’s Main tab, you will see the new enrollment record in the Referral/Enrollment History grid. You should review the newly-created service profile for the reenrolling child as the new profile is simply a copy of the last profile on file for the child. To make changes to a service profile, click ‘Select’ next to the new enrollment record. The service profile is listed at the bottom of the screen.

Note: you can also access the Service Profile from the Services tab.

second enrollment record

If any aspect of the service profile has changed, such as schedule, care type or parent copay amount, click ‘Select’ for the service profile to edit these details.

reviewing service profile_1

review service profile_2When you have completed your changes, click ‘OK’ at the top of the screen. Any changes to the service profile will apply to the new enrollment record, and this child will now appear in the list of ‘active’ children in the Child Data screen.

Congratulations on successfully reenrolling a returning child!

Discharging a Child

To discharge a child, go to the Child Data screen and select the child’s record you would like to discharge.

select child

At the bottom of the Main tab is the Referral/Enrollment History grid, which displays all referral/enrollment records for the child. Click ‘Select’ for the record you would like to discharge.

discharge_enrollment history

The Referral/Enrollment screen includes recruitment, intake and Head Start enrollment details, as well as including an area to record discharges or transfers. To discharge a child, begin by recording a discharge date. The ‘Reason’ drop-down includes a robust list of potential reasons for discharge to choose from, and you may also want to record additional information in the Notes field to describe the reason or circumstance for the discharge.

discharge info

Next, press ‘OK’ at the top of this screen.  You will be redirected to the child’s Main tab, where the discharge date and reason that were just saved now appear in the Referral/Enrollment History grid.

discharge grid

When a child has been successfully discharged, his/her name will no longer be included in the list of active children on the Child Data screen. To view any discharged children, click on the ‘View or Search by’ menu and select ‘discharged’ to filter the search results.

Note: if a discharge date is in the future, the child will be listed in the ‘active’ list until the discharge date.

view by discharged