To add a new child to the system, click the ‘Add Child’ button. You will be brought to the Child Add Form. The form collects data on two tabs: one labeled “Main”, the other labeled “Head Start”.
The Main screen is where baseline information for each child is entered, such as the child’s first and last name, date of birth, gender, primary contact, referral date, expected enrollment schedule, classroom and care level.
In the Primary Contact Information section of the Main screen, there is the option to connect the child to a new family or to an existing family within the system. Selecting the Existing Family option will prompt all existing contacts within the system to appear in the Billing Contact menu, where an existing contact or guardian can be chosen.
If your site offers Head Start programming, the Head Start begin date and funder should be completed on the Main tab and Head Start Eligibility information should be completed on the Head Start tab to save the child’s profile.
Save the child’s record by clicking ‘OK’. If any required fields are accidentally left blank, the system will identify all required fields with a red asterisk. After saving this record, the information entered in the Child Add Form will be distributed throughout a series of new tabs on the full child’s record. You can add additional information not available on the Child Add Form, or click ‘OK’ to return to Child Data.
The Child Main tab provides a place to record basic information about a child, including details on birth date, DOB verification, race & ethnicity and the languages spoken at home. This tab also houses the Referral/Enrollment History grid, where each enrollment record for the child is accessible.
Aside from capturing DOB, race, ethnicity and language information for a child here, the Main tab also serves as the place in the system to upload a photo for the child. To add a child photo, click the ‘Choose File’ button under the Photo box.
Select the image file that you would like to use for this child’s photo.
Before the photo can be uploaded to the Main tab, you will need to crop the photo into a square. Drag your cursor over the portion of the photo that you want to include in the image. Then, press ‘Crop & Save’.
When you are ready to save all of your changes to this child’s Main tab, press ‘OK’.
- Date: Date the child and parent attended the pedestrian safety training. This defaults to today’s date so be sure to update it if you are entering an event a few days later.
- Note: Enter specific details here.
Pedestrian Safety Training is a Head Start Requirement. When you add this event type to a child’s record, you can track the status of this requirement utilizing the Head Start Post Enrollment Deadlines or Deadline Tracking reports.
There are eight types of Case Notes.
For all but the Attendance Case Note, there are only four fields:
- Staff Person
For Attendance Case Notes, you can also specify if the Case Note is related to Late Arrival or Late Pickup.
From the main menu, select ‘Child & Family’ and then ‘Child Data’ to navigate to the list of children.
From the Child Data screen you can:
The Child Record stores important information about the child such as demographics, emergency contacts and health data. The information is organized by the following tabs:
The Events and Case Notes tab provides a place to track information you want to keep as part of the child’s record. There are multiple types of both Case Notes and Events. For both Events and Case Notes you can set optional reminders to follow up on a particular issue.
From the Events and Case Notes tab you can view, search, add, or edit Events and/or Case Notes. You can also:
- View Case Notes or Events only
- View only specific types of Case Notes or Events
- View Case Notes and Events for a specific date range
- Search the text of all Case Notes and Events to find what you’re looking for.
- Print a list of the Events or Case Notes displayed on the screen
What’s the difference between a Case Note and an Event?
Case Notes are more general and brief, whereas events are more specific and detailed. Many events automatically feed into reports and the To-Do list whereas Case Notes do not.