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Need PHLpreK assistance (policy/procedure) - email PHLreK@phmc.org or contact your Contract
Specialist Need ChildWare technical assistance - email helpdesk@phmc.org or click on the BUG icon . Visit www.childware.org > Providers Support>PHLperK Providers for additional documentation
Adding Kindergarten Transition Notes Kindergarten Transition is the process that prepares students, families, schools (Pre-K and Kindergarten) and communities to develop knowledge, skills and relationships that help students move from one educational setting to another. It is important for providers to complete all Kindergarten Transition documentation requested in order to accurately demonstrate the family engagement that has occurred and to ensure all transitioning PHLpreK students are registered for Kindergarten. Providers are required to enter three (3) Kindergarten Transition Notes per program year for each child that is age eligible to transition to kindergarten. Kindergarten Note: Transition Plan • Within 45 days of program start, enter Kindergarten Transition Plan into Childware for children turning 5 years old before the next school year. Kindergarten Note: Transition Meeting • Winter 2020 (after January 1) - Enter successful Kindergarten transition meeting attendance note into Childware Kindergarten Note: K Registration • Spring 2020 - Confirm that the Kindergarten registration process is completed and document where the child will be attending in in Childware. Kindergarten Note: Other K Transition – any additional notes added to child’s account from
conversations with parents about kindergarten transition.
** Please contact your contract specialist or review the PHLpreK newsletter for specific deadlines.
Getting Started: 1. Open your Chrome Browser – type childware.phmc.org in the address bar.
2. On the next screen type in your ChildWare 2.0 username and password.
3. Click on the word ChildWare in the upper left corner to access your navigation menu.
4. Scroll down to Children.
5. Click on the name of the child you want to add a Kindergarten Transition note.
Need PHLpreK assistance (policy/procedure) - email PHLreK@phmc.org or contact your Contract
Specialist Need ChildWare technical assistance - email helpdesk@phmc.org or click on the BUG icon . Visit www.childware.org > Providers Support>PHLperK Providers for additional documentation
Example: Princess Ariel
Click on the Health Tab:
While on the Health Tab, scroll over the additional tabs and click on Note/Event.
Note/Event Tab: A kindergarten note should be entered each time your center receives information
regarding a child’s kindergarten transition. This will require you to add notes throughout the
year. NEVER OVERWRITE a previous note. ALWAYS ADD NEW notes
Need PHLpreK assistance (policy/procedure) - email PHLreK@phmc.org or contact your Contract
Specialist Need ChildWare technical assistance - email helpdesk@phmc.org or click on the BUG icon . Visit www.childware.org > Providers Support>PHLperK Providers for additional documentation
To create a new entry for the Kindergarten Transition record of a child
Click on the Add Kindergarten button
Add Kindergarten: Complete Fields:
1. Enter date of the event this note is referencing.
2. Select staff member adding note
3. Indicate which Caregiver participated in the activity, if any
4. If the child has registered for Kindergarten, type in date the child registered
(should be on documentation)
5. Type in name of Kindergarten School
6. Add detailed note regard the reason for this note
7. Click Add
You will need to add a minimum of three kindergarten transition notes
on each child’s record.
Need PHLpreK assistance (policy/procedure) - email PHLreK@phmc.org or contact your Contract
Specialist Need ChildWare technical assistance - email helpdesk@phmc.org or click on the BUG icon . Visit www.childware.org > Providers Support>PHLperK Providers for additional documentation
ChildWare Entry: Transition Plan 1st Note:
Complete within 45 days of program start, enter Kindergarten Transition Plan into
ChildWare for children turning 5years.
2nd Note: – Transition Meeting
Complete in the winter - Enter successful Kindergarten transition meeting
attendance note into ChildWare
3rd Note: – Kindergarten Registration
Complete in the spring - Confirm that the Kindergarten registration process is
completed and document where the child will be attending. (Enter into
ChildWare)
Need PHLpreK assistance (policy/procedure) - email PHLreK@phmc.org or contact your Contract
Specialist Need ChildWare technical assistance - email helpdesk@phmc.org or click on the BUG icon . Visit www.childware.org > Providers Support>PHLperK Providers for additional documentation
You may have more than the three notes mentioned above, if you have more
communications with the parent(s) regarding kindergarten transition.
Each interaction requires a note be placed in the child’s record. For additional
meetings – use the Other K Transition Note Type.
Final Screen upon completion of all 3 required case note entries
Uploading a File Uploading documents are optional – you are not required to upload any document.
The document must already be stored on your computer as a PDF, prior to
uploading the document to ChildWare 2.0.
DO NOT TAKE pictures using your PHONE – the file will be TOO BIG and will not load.
After completing the Kindergarten Transition Note, click on the Upload Document
button.
A new image will appear, click on the icon “Click to Add File.”
Need PHLpreK assistance (policy/procedure) - email PHLreK@phmc.org or contact your Contract
Specialist Need ChildWare technical assistance - email helpdesk@phmc.org or click on the BUG icon . Visit www.childware.org > Providers Support>PHLperK Providers for additional documentation
A new window will open showing you the files on your computer.
Navigate to the file you want to upload and click on it – to choose that file, click
“Open.”
Complete the record: After you have added the document, click Add.
You will receive a success toast, and the new note now appears on the child’s record.
To view the document, click on Document Button
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