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Creating a Child Application and Enrollment in ChildWare

Once you have a completed application and related documents for a child, you can start the application process in ChildWare.

Table of Contents Getting Started ............................................................................................................................................. 1

Waiting List ................................................................................................................................................... 3

Slot Assignments .......................................................................................................................................... 3

Updating Start Time and Hours in the Funding Allotment ......................................................................... 4

Child General Tab ......................................................................................................................................... 5

Applying a Child to a Site ............................................................................................................................. 7

Checking a Child’s Eligibility for the PHLpreK Program ............................................................................... 8

Checking Eligibility ........................................................................................................................................ 9

Reviewing the Applicant List ...................................................................................................................... 10

Enrollment History ..................................................................................................................................... 11

Enrolling a Child .......................................................................................................................................... 12

Getting Started • Open the Chrome browser and type childware.phmc.org in the

address bar.

• Login to ChildWare, using your username and ChildWare

password.

Make sure you have a copy of the PHLpreK Application next to you BEFORE trying to Apply or Enroll a child to your site.

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Click on the icon to enter ChildWare 2.0. Scroll down to Children.

Click on CHILDREN on the left navigation menu. A list of the children at your agency/site appears.

You can sort the information in the columns by clicking on the headings. You can also find a child quickly by using the Search Children feature, just type in a few letters of their first or last name.

When you Add Family and complete the data input the child will appear on your Children’s List. They will stay on your Children’s list until you apply them to a site, which then adds that child to your center’s waiting list.

Count of Children at Agency/Site

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Waiting List

Any child with the status of Applicant is considered a member of your Waiting List. These children have not been enrolled in a classroom; therefore, they ARE NOT taking up a PHLpreK SLOT.

Slot Assignments

YOU CANNOT ENROLL A CHILD UNTIL YOUR SLOTS HAVE BEEN ASSIGNED BY PHLpreK

You will receive a correspondence from PHLpreK regarding your slot assignment and when they will be available. Once slots have been assigned to your Agency/Site, you will need to update your start time and hours prior to enrolling any children in classrooms.

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Updating Start Time and Hours in the Funding Allotment

Navigate to Site on Navigation Menu. Scroll down and click on Site.

Pick the Site you want to update. Click on the Funding Allotment Tab If the Start Time and Hours area are blank. Click on Edit button at the end of the row.

A new dialogue box will open.

It is VERY IMPORTANT that your Start Time and Hours are completed in your Funding Allotment Tab on your Site Information. If this information is not completed:

• You will NOT SEE a child’s ELIGIBILITY

• You will not see your FUNDING SERVICE

(Slots)

• You cannot change a child’s classrooms

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Add the Start Time and Hours and click SAVE.

Now that the site has the proper start time and hours

you are ready to enroll children in their classroom.

Child General Tab

To start the application process, open a child’s record by clicking on the child’s name. You can click anywhere in the child’s row and their record will open. In the Child’s record, review the information to ensure that everything on the general tab and address tab is up to date and correct based on the PHLpreK application you have on hand. If the address information is not correct, refer to instructions for updating the child’s address.

Tip – Before trying to enroll a child make sure you have the child’s PHLpreK application form and related documents on hand.

You will need information from the PHLpreK application

to complete the enrollment process.

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NOTE: There are two NEW fields to complete from the PHLpreK Application form. Custody Agreement: If there is a custody agreement for a child – this box must be checked off. Consent for Screening: The PHLpreK Application requires parents to give permission for performing any type of screening processes with the child. EX: Developmental Screening and Developmental Outcomes Assessment. If the parent has given consent on the PHLpreK Application, this field must be checked off.

ALL CHILDREN must have this required information on their record. This information is found on the PHLpreK Application that the parent completes.

After completing the updates to the General Tab, you can continue with the enrollment process.

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Click on the Application and Enrollment Tab on the Child’s Record

Applying a Child to a Site After you have chosen a child to apply to your site. Click on the New Application

Button on the Application/Enrollment Tab in the Child’s Record.

This opens a pop-up screen. Use the drop down to select a site – you will see all the sites associated with your agency.

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Choose a site, and then enter a referral date (date on PHLpreK application)

You will now see that the child has a new application on their record. Note that the “Application Date” in the record is generated by the system and

cannot be edited.

Congratulations – YOU have successfully applied a child to a site.

Checking a Child’s Eligibility for the PHLpreK Program The child must be the proper age and must reside in the county of Philadelphia to be eligible for the PHLpreK program. Proper age: The child’s DOB needs to show that they are three or four on or before the start date of the PHLpreK Program. Your PHLpreK contract contains information regarding age and county requirements. There are also web-based tools you can use to calculate age eligibility.

BEFORE ENROLLING A CHILD – CHECK THEIR ELIGIBILITY!

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Use the age calculator at https://www.calculator.net/age-calculator.html to confirm child is

eligible for the program.

Checking Eligibility

On the Application/Enrollment tab of the Child’s record, click on the Eligibility button to confirm that the child is eligible for the PHLpreK program year.

All GREEN √’s = Child is Eligible

Tip: If there are any RED X’s in the Age or Residency columns then the child has aged out, has the wrong birthdate, or the child’s caregiver does not have the proper County (Philadelphia) listed in their Address tab. Refer to the Troubleshooting Enrollment documentation for easy to follow instructions on correcting these issues.

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Reviewing the Applicant List Open the Main Navigation Menu Select Application from the Menu. This will open the Application List

Find the child you want to enroll in a classroom on the Application list by sorting the list or using the search box feature. Remember that for returning children, you will see the name 2x – once for the current enrollment and again for the new application. Click on the row that has the status as APPLICANT.

The most recently entered child is at the top of the list. Remember that you can click any of the column headers to sort the information or use the quick search to find what you are looking for.

Status will include Applicant, Enrolled, Discharged, and Pre-Enrolled

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If you do not see APPLICANT as a status or if there is a Discharge Reason on the record.

Every Returning Children must go through the Application Process BEFORE being Enrolled.

If there are no errors, continue to enroll the child.

Enrollment History Children should only have one active enrollment in ChildWare at a time. If this is a returning child, you will see a previous enrollment record (start date, discharge date, discharge reason) in the Enrollment/Pre-Enrollment section of the enrollment screen.

Enrollment History is a new feature in ChildWare. All previous enrollment records should reside in the Enrollment History section.

This Photo by Unknown Author is licensed under CC

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This section keeps a record of changes in the child’s enrollment. Changes listed include a change in the start dates or classroom for the child. The most current information will be on the top section, above the enrollment history.

Enrolling a Child

1. Click on your Navigation Menu and scroll down and click on the Application

List.

2. Click on the select query arrow and scroll down to Applicants.

3. This will sort your Children’s List and show you only the children who are

Applicants (also known as children on your waiting list)

4. Find the child you want to enroll and click on the ELIGIILITY button.

a. If Eligible – click the enrollment button

Click on the Enroll button in the child’s Application/Enrollment field.

If the line below the headings is blank –proceed with the enrollment process.

1. Click the Enroll button at the bottom of the screen, a new window appears.

2. Start by selecting a service. When you click on this drop-down, you will see

a list of available funding slots. Choose the appropriate service slot. Make

sure that the service refers to the correct program year.

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3. Continue completing the information regarding classroom, start date, and

schedule.

4. Review the start and end times – these defaults are based on the

information entered in your Site’s Funding Allocation tab. If it is blank –

Update your Funding Start Time and number of hours in your Site Funding

Information.

5. Select a classroom from the drop down and enter the child’s intended start

date.

6. For the days of the week, you can click on individual days or click the

“Weekdays On” button on the far right to automatically select Monday

through Friday.

7. Click the Submit button.

8. This will open a new pop-up that contains application questions from the

PHLpreK application. Complete all the questions and then click Save.

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9. You will see a SUCCESS toast message pop up.

10. You will automatically be returned to the 1st Enrollment screen. You will

now notice that there is enrollment information in the table at the bottom

of the screen.

Congrats! You have successfully enrolled the Child!