Enrolments – please remember when Regional Funding Administrators email these to your Centre you must print them and have them signed by the parent/caregiver and your centre representative in the required fields, before filing securely at the centre for future reference. To make this process as smooth as possible, it is a good idea for centres to have a printer at the centre that can be accessed for regular printing, either wirelessly or via a laptop/computer. The Ministry of Education funding your centre receives should be used for this type of equipment, or external grants can be applied for.
These above requirements also apply to the Change of Enrolment form which must be signed by the parent prior to requesting your Regional Funding Administrator to make the changes – this is the preferred and easiest option. If changes are requested without using this standard form, then your Regional Funding Administrator will make the requested change when all information is provided, then email to Centre the Discover ‘confirmation of enrolment’ form which must be printed for the parent/caregiver to sign and then a copy/photo is to be emailed back to your Regional Funding Administrator. In all cases the parent’s/caregiver’s signature relating to this change must be recorded and this additional paperwork should also be filed/attached with the original enrolment form at the centre for future reference.
Monthly Attendance reports emailed from your Regional Funding Administrator must also be printed and signed by all parents with children still enrolled at the centre in a timely manner, before being filed away securely at the centre for future reference.
Our Discover system provides a PIN number for Parents and Children to sign in and out with, which should only be used by the parent attending the session on that day. PIN lists are provided to the centre by your Regional Funding Administrator for convenience if a new parent forgets their PIN number, and these should not be used by others to sign in a parent/child. Ensure these PINs are used to both sign in and sign out of sessions for that day to ensure data for funding is claimed correctly for the Centre.
All these requirements are set by the Ministry of Education who can visit and review information at any time, so we need to ensure all these processes are followed so the Centre is not in a situation of having to lose/payback funding as paperwork has not been completed correctly.
Thank you to everyone for ensuring these above processes are followed by your Centre and for any centres who require clarification please contact your Regional Funding Administrator.