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CHAPTER 3 – CHILD AND FAMILY INFORMATION

TABLE OF CONTENTS

PART II

Section C: Child Record (Cont.)

Section C5: Child Record – Health Tab 37 Adding Allergies and Food Restrictions

Section C6: Child Record – Special Needs Tab 40 Tracking Early Intervention Participation Tracking Social Work Involvement Adding a Special Need to the Child’s Record

Medication Administration

Section C7: Child Record – Enrollment/Consents Tab 44 Enrollment Records Enrolling a Pending or Waitlisted Child Discharging a Child / Transferring within Agency Re-enrolling a Child Consents and Required Documents

Section C8: Child Record – Events Tab 54 Adding an Event to a Child’s Record Injury and Illness Tracking

Section C9: Child Record – Other Info Tab 58

Section C10: Child Record – CACFP Tab 59

Section C11: Child Record – Log Tab 60

Section D: Contacts

61

Section D1: Adding/Removing Contacts 61 Add a New Contact to a Child’s Record Removing a Contact from a Child’s Record

Section D2: Billing Contacts 65

Section D3: Viewing a Contact’s Record 66

Section D4: Contact Record 68 Main Tab Children Tab Employer/School Information Tab

Section E: Siblings

71

Add Sibling Relationship to a Child’s Record


ChildWare Manual 8/06/2012 Chapter 3 – Child & Family Data Page 37

Section C5: Child Record – Health Tab The Health Tab displays information related to the child’s health care, including screenings and food allergies and restrictions. Next to it is the Special Needs Tab which also includes health-related information. Information of children’s allergies and food restrictions can be added on this tab. See the next page for information.

Add an adult contact to the child’s record. See “Add Contact” for details.

Specify a primary and secondary billing contact for the child. See “Add Contact” for details about Billing Contacts.

Open a sibling or adult contact’s record to view, edit or add information.

The date of the child’s most recent Health Assessment should be recorded here. This information is used to generate a report of overdue and soon-to-be overdue child health assessments. See “Reports” for details.


ChildWare Manual 8/06/2012 Chapter 3 – Child & Family Data 8

Section C5: Child Record – Health Tab

Adding Allergies and Food Restrictions

1. Click “Add Allergy/ Food Restriction”.

2. Select the relevant item from the drop-down list. You can also select “Other” if the item is not in the drop-down list.



Section C5: Child Record – Health Tab Adding Allergies and Food Restrictions (cont.)

4. Don’t forget to click “OK” to save your work. You will be taken back to the child’s “Health” Tab.

3. Add details about the child’s reaction, potential treatment, and any other information that might be relevant.



Section C6: Child Record – Special Needs Tab The Special Needs Tab allows you to track information about the child’s participation in the Early Intervention Program, if desired. It also allows you to record information relating to social work involvement and any special needs the child may have.

Tracking Early Intervention Participation

3. Click this check box if your center has been given permission to share information about the child’s EIP participation with other agencies and professionals working with the child.

1. Click this check box to indicate that the child is participating in the Early Intervention Program.

2. If your center has access to the child’s IFSP or IEP, you may want to keep track of the expiration date using this field. The system will create a To-Do List Item when the IEP/IFSP is about to expire. See Chapter 8 for information about the To-Do List.



Section C6: Child Record – Special Needs Tab Tracking Social Work Involvement

If the child receives social work services, you can add the name and contact information for that child’s case manager. You can also record the case number and any other information relating to social work involvement in the comment field.



Section C6: Child Record – Special Needs Tab Adding a Special Need to the Child’s Record

1. Click “Add Special Need”.

2. Select the appropriate Special Need from the drop-down list.



Section C6: Child Record – Special Needs Tab Adding a Special Need to the Child’s Record

Medication Administration You can also use the Special Needs Tab to track students to whom you need to administer medication. Select “Medication Administration” from the “Special Need” drop-down list and enter instructions/details in the “Accommodations” field. You can generate a report of all children receiving medication in your center.

3. Use the space below to document any

special accommodations or instructions.

4. Don’t forget to click “OK” to save your work. You will be taken back to the child’s Special Needs Tab.



Section C7: Child Record – Enrollment/Consents Tab Enrollment Records

Click “Select” to open and view or edit the child’s most recent enrollment record. The most recent record will be at the top of the list. If the child is currently enrolled, it will also be the only one without a discharge date. From the enrollment record, you can:

Discharge a child Enroll a child from the Waiting List Update the pre-enrollment information

for a child on the Waiting List

The Enrollment/Consents Tab features an Enrollment Summary, which is a quick snapshot of enrollment-related information for the child. You cannot edit the fields on this screen; see below for instructions on updating this information.

Or, if you want to re-enroll a child that has been previously discharged from your center, click the “Add Referral/Discharge” button to create a new referral record.



Section C7: Child Record – Enrollment/Consents Tab Enrolling a Pending or Wait-listed Child

If a child enrollment status is pending or she is on the waiting list, only a subset of the tabs will appear. The other tabs are not necessary until the child has been enrolled.

1. To enroll a child from the waiting list, select her enrollment record.



Section C7: Child Record – Enrollment/Consents Tab Enrolling a Pending or Wait-listed Child (cont.)

2. Change status to Enrolled.

3. Update the Enrollment Date. If you work at a multi-site agency, select the Site where that child will be enrolling if it has not already

been established.

4. Remember to click “OK” to save.



Section C7: Child Record – Enrollment/Consents Tab Discharging a Child / Transferring within Agency

1. To discharge or transfer an enrolled child, select her enrollment record.

2. If the child is currently enrolled and will be discharged, you can add a Discharge Date and a Discharge Reason. If the child is being transferred, skip to step 3.



Section C7: Child Record – Enrollment/Consents Tab Discharging a Child / Transferring within Agency (cont.)

3. For multi-site agencies, you also have the option of transferring the child to a different site. Add a Discharge Date and select the Reason: Transferred within agency. A new field will appear that will allow you to select the site where that child will be enrolled. A new referral/discharge history record will automatically be created. The enrollment date will be the day after the discharge date in this record.

4. Click “Ok” to save.

5. If you have already billed the child under the current enrollment record, a popup will notify you that transferring the child will delete all billing transactions prior to the discharge date. If this is your intention, click “Yes.” If you wish to double check the child’s financial records before saving, click “No.”



Section C7: Child Record – Enrollment/Consents Tab Re-enrolling a Child

1. Search by “discharged” to view a list of your discharged students.

2. Select the child that is re-enrolling.

3. From the Enrollment/Consents Tab, click “Add Referral/Discharge”.



Section C7: Child Record – Enrollment/Consents Tab Re-enrolling a Child (cont.)

4. Enter the new referral and enrollment dates along with the child’s enrollment status.

5. Click “OK” to save the new information.

6. You will navigate to the new enrollment record where you can add more information about re-enrollment, such as why they decided to re-enroll. Click “Ok” to return to the Enrollments/Consents Tab.




Now you can see that this child has two enrollment records. To view information for the prior enrollment, click “Select.”




The older enrollment record will include information on any service profiles that were active during that time period. The Services tab will only display service profiles in the current enrollment period. To view a service profile during an old enrollment period, click “Select.”



Section C7: Child Record – Enrollment/Consents Tab Consents and Required Documents The Enrollment/Consents Tab also tracks the completion of the appropriate consent forms and releases for children in your center. Many options are provided; use the ones most relevant to your center.

Track dates that parent’s signed specific consent forms such as consent for Field Trips, Transportation, and First Aid.

Photo and Media Releases Record dates the caregiver signed releases allowing photos and videos of the child, and/or copies of the child's work, to be used by the agency. The system allows you to separately track releases for the agency's newsletter, the agency's web site, and media coverage of the agency. If your center just has a basic media release, you can fill in the date for the All Media field instead of entering dates for each specific type.

You can also record dates of specific state-required forms. Each of these items has a To Do List tickler that lets you know when the next form is due. For example, Emergency Contact Forms must be resubmitted every 6 months. For more information, see Chapter 8: To Do List.



Section C8: Child Record – Events Tab The Events Tab allows you to keep a record of key incidents that may occur during a child’s stay in your program. These may include injuries, observations, parent conferences, etc. There is a large note field where you can record details of the event. Health and injury events for all children are grouped together in an Injury and Illness Tracking Report for your center. Parent conferences are also reported on via the Parent Teacher Conference Report. See Chapter 7: Reports for more details. Event types that have To-Do List action items associated include observation and redetermination. Observation appears only for Pennsylvania providers and should be recorded for all children within 45 days of enrollment. The To-Do List item appears when you enroll a child and have not documented the observation in ChildWare. Redetermination is specific to New Jersey providers and expires every six months. The To-Do List item appears four months after the last redetermination event or four months after the enrollment date if no redetermination event is on file.

Adding an Event to a Child’s Record

1. On the Events Tab, click “Add Event”.



Section C8: Child Record – Events Tab Adding an Event to a Child’s Record

3. Add details about the event in the “Note” field.

4. Click “OK” to save the event information. You will be taken back to the main Events Tab.

2. Enter the date of the event and select the appropriate event type from the drop-down list.



Section C8: Child Record – Events Tab Injury and Illness Tracking When you select Injury or Illness as the event type, a new set of fields will be available to help you record important information relating to that child’s illness. You can run several reports in ChildWare which will help you identify health and safety concerns, patterns and program structure problems. Below is an example of an Injury record.

Event Type, Date, and Type of Injury are required fields for adding an injury event. While the other fields are not required, many of them will be useful to you when analyzing data.



Injury and Illness Tracking (cont.) There are a different set of fields available when you select Illness as the event type.

Event Type, Date, and Illness Type are required fields for adding an illness event. While the other fields are not required, many of them will be useful to you when analyzing data.



Section C9: Child Record – Other Info Tab The Other Info Tab is only viewable to Pennsylvania providers. This information has been used for reporting on Early Learning Network (ELN) data for the state.

Record additional information on the child’s household such as the language spoken at home, and the reading frequency of the child.

When you are finished editing, click “OK”.

You can also add useful information specific to the child, such as their potty training status.



Section C10: Child Record – CACFP Tab The CACFP Tab is only viewable to providers located in New Jersey. Here you can document information relating to the Child and Adult Care Food Program.

1. Add the date that the CACFP eligibility application was completed as well as the official date the child was enrolled into or withdrew from the program.

2. The Meal Subsidy Status will be a read-only field that has been retrieved from the most recent Service Profile. In order to modify the status, see Section C3: Services Tab.

3. If you serve infants at your center, you can distinguish if they are receiving formula from your center, or whether they are bringing in formula or breast milk from home.

4. When you are finished editing, click “OK”.



Section C11: Child Record – Log Tab The Log Tab displays a record of updates made to key fields as well as the date the fields were updated and the person that made the update. This helps track errors.



Section D: Contacts Contacts are adults associated with children in your center. These include immediate and extended family, emergency contacts, and adults authorized to pick up children, such as babysitters and neighbors. Each child can have an unlimited number of contacts. Contact records can be accessed through child records or independently. However, contacts can only be added through the Child Record. Section D1: Adding/Removing Contacts Add a New Contact to a Child’s Record

1. On the Relationships Tab in the Child Record, click “Add Contact”.



Section D1: Adding/Removing Contacts Add a New Contact to a Child’s Record (cont.)

2. If the contact is already in your system, select their name from the “Existing Contact” drop-down list.

3. If the contact is not yet in the system, enter basic

information about the contact.



Section D1: Adding/Removing Contacts Add a New Contact to a Child’s Record (cont.)

If you forgot to check to see that the contact record already existed in ChildWare and entered in a new record, the system will recognize contacts with the same name.

Click “Yes” to view the duplicate record in the system. Click “No” if

you want to override and create a new record.

4. Add details about the contact’s relationship to the child. Only the “Relationship” field is required.

5. Don’t forget to click “OK” to save your work. You will be asked to confirm that you want to add this contact to the child’s record. After confirmation, you will be taken to the

contact’s record where you can add or edit information.



Section D1: Adding/Removing Contacts Removing a Contact from a Child’s Record

On the Relationships Tab, you can remove the database connection between a child and a contact by clicking “Delete”. This does not delete the contact’s record; it simply removes the link between the child and that contact in the database. You cannot delete a contact relationship if the contact is designated

as a Billing Contact. See Section D2: Billing Contacts for more information on Billing Contacts.



Section D2: Billing Contacts

Each child in the system must have at least one Billing Contact. The system will designate the first contact you add for the child as the Billing Contact. However, you can change Billing Contacts at any time. The name(s) of Billing Contacts will appear on system-generated invoices for parents/guardians. In order to facilitate family billing, each child in the family must have the same contact designated as the Primary Billing Contact. To facilitate the wide variety of familial relationships of children in your centers, children designated as siblings are not automatically billed jointly. Joint billing becomes effective only if the children have the same Primary Billing Contact. The Secondary Billing Contact will be added to the invoice, but this relationship is not necessary to run family billing.



Section D3: Viewing a Contact’s Record

1. Click “Contacts”.

2. Click “Select” beside the name of the

contact whose record you want to view.



Section D3: Viewing a Contact’s Record

3. By default the system will display a list of active contacts. The list can be filtered using the drop-down box.



Section D4: Contact Record Main Tab The Contact Record is organized into three tabs. The Main Tab displays general information about the contact including sex, date of birth, and contact information.

Note that the Relationship to Child section only appears when you access a contact’s record through the child’s record. See Section C2: Child Record – Child Relationships Tab for information on viewing a contact’s record from the

child’s record.



Section D4: Contact Record “Relationship to Child” Section

Children Tab

Instead of deleting contact records, we recommend you uncheck the Active box to

mark them as “Inactive”.

Use this field to indicate if this contact’s address is also the child’s official mailing address.

Determines the order in which contacts are displayed on a child’s record. The two highest priority contacts are displayed on the Main Tab

of the Child Record.

Use this field to indicate which contacts should receive mailings from your center. The system will generate mailing labels only for those contacts that have this box checked.

Use this field to indicate if the adult is among those listed on the child’s official Emergency

Contact Form.

The Children Tab displays a list of all the children at your center associated with this contact. From this screen you can click “Select” to view a child’s record or “Delete” to remove the link between this contact and the child listed.



Section D4: Contact Record Employer/School Information Tab This tab can be used to record information about the contact’s work and school activities. This tab is entirely optional.



Section E: Siblings Add Sibling Relationship to a Child’s Record

1. On the Relationships Tab, click “Add Sibling Relationship”.

2. Select the sibling’s name from the drop-down list. In order to establish a sibling relationship, both children’s records should already be entered. You cannot enter a new child through the

addition of a sibling relationship.



Section E: Siblings Add Sibling Relationship to a Child’s Record

3. Select the appropriate relationship

type from the drop-down list.

4. Click “OK” to save your work. You will be taken

back to the Relationships Tab.