Tag Archives: enrollment


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


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.

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!

Adding a New Child

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”.

add child

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.

add child_main

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.

main tab_existing family

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.

add child_head start

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.

saving new child