Data Field

Description

Additional details

Child's first name

The child's first name.

Helps to identify a child’s record.

Child’s last name

The child's last name.

Helps to identify a child’s record.

Child name change effective date

Date from which the change to name is effective.

Helps to identify and transition a child’s record, should they change names or move services.

Child’s date of birth (DOB)

The child's date of birth in format dd/mm/yyyy.

Helps to identify a child’s record.

Child’s place of birth

Name of city/town where child was born.

Helps ensure accuracy when there may be multiple children with the same name or DOB.

Child’s country of birth

Country of birth.

Helps ensure accuracy when there may be multiple children with the same name or DOB.

Child’s sex

Child’s sex.

Helps ensure accuracy when there may be multiple children with the same name or DOB.

Child’s CRN number from Centrelink

Unique number associated with the child (optional for Community Preschools).

Helps identify a child’s record when there may be multiple children with similar details.

Child’s residential address

Address where the child primarily resides (not a PO Box).

Helps identify a child’s record.

Child’s suburb/town/locality of residence

Suburb or town where the child primarily resides (not a PO Box).

Helps identify a child’s record and for reporting.

Child’s residential state

State/Territory of child’s residence.

Helps identify a child’s record and for reporting.

Child’s residential postcode

Postcode of the address where the child resides (not a PO Box).

Helps identify a child’s record and for reporting.

Child’s address change date

Date from which a change to address is effective.

Helps identify and transition a child’s record if address changes.

Low income indicator

Indicator if child is from a family holding a Health Care Card, Pensioner Concession Card, or Veteran Card (where child is named dependent).

Helps identify potential funding support for children.

Health Care Card for child with disability

Identifies if the child’s family has a Health Care Card that also includes a child with disability.

Helps identify potential funding support for children.

Child low-income indicator change effective date

Date from which the change to the low-income indicator is effective.

Ensures records remain consistent and funding accurate.

Child’s Aboriginal and/or Torres Strait Islander indicator

Whether the child is of Aboriginal and/or Torres Strait Islander origin.

Helps identify potential funding support for children.

Language background other than English (LBOTE) indicator

Whether the child has a language background other than English.

Helps identify potential funding support for children.

English language assistance required

Whether the child requires assistance with English language needs (e.g. interpreter, sign language, visual aids).

Helps identify support and potential funding.

Languages used other than English

If English assistance is required, list the languages used other than English.

Helps identify support needs.

Triplets/quadruplets indicator

Indicates if the child is from a higher-order multiple birth (triplets, quadruplets, etc.) enrolled at the same service.

Helps identify potential funding support for children.

Face-to-face qualified teacher supervision required indicator

Indicates if the child needs face-to-face supervision from a qualified teacher.

Helps identify potential funding support for children.

Child’s disability type

Type of disability (drop-down list).

Helps identify potential funding support for children.

Other disability type

Free text if “Other” is selected for disability type.

Helps identify potential funding support for children.

NDIS Plan indicator

Indicates if the child has an NDIS plan.

Helps identify potential funding support for children.

Evidence Assessment indicator

Indicates if a professional diagnosis or assessment has been provided by an approved professional.

Provides evidence for funding.

Approved High Learning Support Needs (HLSN) application

Whether the child has an approved HLSN application under the NSW Disability and Inclusion program.

Provides evidence for funding.

NDIS Reference Number

Child’s 9-digit NDIS reference number (no spaces).

Provides evidence for funding.

Diagnosed or assessed by (full name)

Name of the professional who made the diagnosis or assessment.

Provides evidence for funding.

Diagnosing profession/role

Professional role of the person who made the diagnosis or assessment.

Provides evidence for funding.

Other diagnosing profession/role

Free text if “Other” is selected for diagnosing profession.

Provides evidence for funding.

Diagnosis or assessment date

Date when the child’s disability was diagnosed or assessed.

Provides evidence for funding.

High Learning Support Needs (HLSN) application number

HLSN application number under the NSW Disability and Inclusion program.

Provides evidence for funding.

Child Disability Change Effective Date

Date from which the change in disability is effective.

Helps identify potential funding support for children.

Data Field

Description

Additional details

Enrolment start date

Start date of the child’s enrolment in the service (enrolled date for calendar year).

Contributes to reporting of early childhood education and care.

Enrolment end date

End date of the child’s enrolment in the service (enrolled date for calendar year).

Contributes to reporting of early childhood education and care.

Days of week enrolled

Days in the week that the child is enrolled.

Helps identify potential funding support for children.

Signed consent to collect & share information form indicator

Whether the parent/legal guardian has signed the Department of Education’s template consent form to collect and share information. Service should retain a physical copy.

Helps identify potential funding support for children.

Date of signing consent to collect & share information form

Date on which the above consent form was signed.

Helps identify potential funding support for children.

Exemption certificate indicator

For children 6 years and above, indicator that the parent/guardian has provided a signed “Exemption from school procedures” form to the service provider.

Helps identify potential funding support for children.

Date of signing exemption certificate

Date on which the above exemption form was signed. Service should retain a physical copy.

Helps identify potential funding support for children.

Fee relief declaration indicator

Indicates whether the child receives fee relief under the Start Strong for Community Preschools or Mobile Preschool Funding Program at this service.

Helps identify potential funding support for children.

Date of signing fee relief declaration

Date on which the fee relief declaration was signed.

Helps identify potential funding support for children.

Per child per date enrolled duration

Indicator of whether the enrolment per day is a full day or half day.

Helps identify potential funding support for children.

Data Field

Description

Additional details

Log in time

The time the child signs in or arrives at the service.

Contributes to attendance and funding reporting.

Log out time

The time the child signs out or departs from the service.

Contributes to attendance and funding reporting.

Preschool session start time

The time the preschool program session starts.

Used to calculate sessional attendance and funding reporting.

Preschool session end time

The time the preschool program session ends.

Used to calculate sessional attendance and funding reporting.

Data Field

Description

Additional details

Service approval number

Unique service approval ID assigned to an education and care service upon approval.

Identifies the site/premises and the type of care provided.

Venue service approval ID

Venue service approval ID used to identify if the service is a mobile service and has more than one service location.

Each location must record and submit its own data.

Date of service operation

The current date of the service’s operation.

Helps identify potential funding and operational status.

Start time of service operation

The time the service begins offering the preschool program for a fixed daily fee (including where fees are fully subsidised).

Extended hours for optional care should not be included.

Close time of service operation

The time the preschool program ends.

Extended optional care hours should not be included.

Open status

Indicates if the service is open or closed.

Helps identify potential funding and operational status.

Data Field

Description

Additional details

Transaction date

The date for which the fee is applicable.

Contributes to reporting and financial reconciliation.

Transaction period start date

The start date of the period for which the fee was charged.

Contributes to reporting and financial reconciliation.

Transaction period end date

The end date of the period for which the fee was charged.

Contributes to reporting and financial reconciliation.

Total Child Care Subsidy (CCS)

The total CCS deductions (if applicable) applied to service fees for this child in that transaction period.

Contributes to funding and reporting.

Total Additional Child Care Subsidy (ACCS)

The total ACCS deductions (if applicable) applied to service fees for this child in that transaction period.

Contributes to funding and reporting.

Total fee relief reduction

The total amount of fee relief granted in that transaction period as a weekly reduction to a session or gap fee.

Contributes to reporting and funding validation.

Total fee charged

The total fee charged before fee relief is applied. If discretionary discounts apply that are not related to Start Strong fee relief, total fee charged equals the standard fee minus those discounts before applying Start Strong fee relief.

Contributes to reporting and transparency of fee structure.

Date of first fee relief payment

The date that fee relief was first applied within the calendar year.

Contributes to reporting and tracking fee relief eligibility.

Date of last fee relief payment

The date that fee relief was last applied within the calendar year.

Contributes to reporting and tracking fee relief eligibility.