HOW TO COMPLETE THE KINDERGARTEN CENSUS
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About the Kindergarten Census
How to complete the Census
The Kindergarten Census collects information required to fulfil Victoria’s reporting
requirements under the National Partnership for Early Childhood Education. The
Department also uses the Kindergarten Census to ensure services continue to comply
with policies outlined in The Kindergarten Guide 2014.
1. On the KIM Home screen, under the Funding Applications menu and New
Applications tab, click on the Data Collection – kindergarten census form.
The Kindergarten Census is undertaken in the week of the first Friday in August each
year.
The Data Collection – kindergarten census form summarises information
previously provided by the service provider and asks the service provider to confirm
this information and provide attendance details for the census week in August.
Before starting the Kindergarten Census
Result: the Data Collection – kindergarten census form displays.
You must enter information in KIM about your organisation and the services it
operates prior to starting the Data Collection – kindergarten census form. You will
have submitted this data as part of the annual confirmation data collection. If there
have been any changes to enrolments, programs, teachers or other educators, please
update the information from the KIM Home page prior to starting the Data Collection
– kindergarten census form.
Information previously submitted in KIM about teachers, enrolments, program details
and other educators will automatically appear in some sections of this form.
Different sections of the form and different information requests display depending on
the selections made and the responses provided in the form.
Handy Hint
Using the Save & Close button regularly throughout the census form will make sure
that any data already entered will be saved and easily retrievable. This is helpful in
case of distractions. The Save & Close button can be found at the bottom of each
page of the form. The saved census form can be reopened at any time from the
Saved tab under the Funding Applications menu.
Help Desk: 1800 614 810
[email protected]
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HOW TO COMPLETE THE KINDERGARTEN CENSUS
2. In the Contact Person section, enter contact details of the person who should be
contacted in case of queries about the information provided in the form and click
Next.
3. Result: the next page of the form is displayed.
4. In the Service Details section, from the drop down list select the service that you
are completing the census for.
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When the information is updated, open a new census form by navigating to the
Funding Applications menu, New Applications tab and click on Data
Collection – kindergarten census.
If all details are correct, click Next
Result: the next page of the form is displayed.
8. This section requires you to complete the details of children who were absent
during the census week. The format of this page is different depending on
whether the kindergarten program is delivered using a sessional model, is
integrated into a long day care program or is delivered using both a sessional and
integrated long day care program.
Completing child absence for a sessional model
1. The first section of the page Session Kindergarten Program – Session Times is
pre-populated with information about the kindergarten program that you have
previously entered in KIM (refer to the Quick Reference Guide: How to provide
and update program details for more information).
Result: the selected service’s details will display.
5. The section Funded Kindergarten Hours Offered is pre-populated with
information you have previously provided. Click Next.
Result: the next page of the form is displayed.
6. The section Programs Offered is pre-populated with information you have
provided previously. Click Next.
Result: a summary page of enrolments, teachers and assistants is displayed.
7. If the information displayed on this page is incorrect, click on Close. Amend the
incorrect information from the KIM Home page.
Help Desk: 1800 614 810
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HOW TO COMPLETE THE KINDERGARTEN CENSUS
2. The next section, Sessional Kindergarten Program - Child Attendance and
Fees Paid in Census Week displays a table of all the children currently enrolled
in the kindergarten program.
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4. The days the child normally attends the kindergarten program are marked with a
tick. For each day the child did not attend the kindergarten program during the
census week (first week in August), un-tick the corresponding day. If the child
attended for the whole of census week, leave all days ticked. If the child did not
attend for the full census week (therefore all days are un-ticked), you will be
required to answer further question(s) that will appear, about the child’s absence.
5. Enter the Fee Paid by the family for the child to attend the kindergarten program
(after any subsidies or discounts). If the fee paid was zero, enter ‘0’.
6. Select the fee Period (Term, Daily, Hourly or Weekly).
7. Click Update.
8. Repeat steps 3 to 7 for every child.
Note: There may be multiple pages of children – click on the page numbers below
the table of children to complete all pages.
9. When you have edited every child, click Next.
3. For the first child listed, click Edit.
Result: a table with the child’s details displays.
Please note your census form will show the child’s complete name.
Help Desk: 1800 614 810
[email protected]
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HOW TO COMPLETE THE KINDERGARTEN CENSUS
Completing child absence for an integrated long day care model
1. The first section of the page Integrated Long Day Care Program – Qualified
Early Childhood Teacher Shifts is prepopulated with information about the early
childhood teacher hours that you have previously entered in the Programs tab on
the KIM Home page (refer to the Quick Reference Guide: How to provide and
update program details for more information).
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5. Scroll down to the section Integrated Long Day Care Program – Attendance at
kindergarten program during census week.
6. All children enrolled and attending a kindergarten program at your service will be
listed.
7. For the first child listed, click Edit.
Result: a table with the child’s details displays.
2. If an early childhood teacher’s hours were different during the census week, you
must change the hours associated with that teacher.
3. To change the teacher hours, click Edit Teacher next to the teacher name.
Result: A table with the teacher’s details displays.
Please note your census form will show the child’s complete name.
4. Update the teacher hours by modifying the Start and End times and click Update.
8. For each child, enter the total hours and minutes they attended the funded
kindergarten program during the census week (first week in August). If the child
was absent during census week, the hours and minutes should remain as ‘0’.
Help Desk: 1800 614 810
[email protected]
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HOW TO COMPLETE THE KINDERGARTEN CENSUS
QUICK REFERENCE GUIDE
9. If the child did not attend for the full census week (therefore all hours and minutes
are ‘0’), you will be required to answer further question(s) about the child’s
absence.
Certification
10. Enter the Fee Paid by the family for the child to attend the overall long day care
program (after CCB is applied but before CCR and any other discounts they may
be eligible for) ONLY for the period covering the census week. If the fee paid was
zero, enter ‘0’.
2. On the Certification page, check the box “I warrant that I am duly authorised to
submit the form behalf of the organisation and that the information provided is true
and correct”.
11. After LDC & Kindergarten Hours & Mins in Census week, enter the total hours
and minutes the child attended the overall long day care program (long day care
plus the funded kindergarten program) during the census week.
4. Enter the date of submission and any further comments, if required.
12. Click Update.
13. Repeat steps 7 to 12 for every child.
1. The final step in completing the kindergarten census is to certify that the
information provided is true and correct.
3. Enter the name and position of the authorised person.
5. Click Submit once only and wait until you are re-directed to the Home page.
Result: the data submitted is automatically approved. The Data Collection –
kindergarten census form now displays under the Funding Applications menu,
Approved tab on the KIM Home page.
Note: There may be multiple pages of children – click on the page numbers below
the table of children to complete all pages.
14. When you have edited every child, click Next.
Organisations with 2-step approval
If your organisation has 2-step approval enabled, the submitted census form will
display on the KIM Home page, under the Funding Applications menu, Pending
Service Provider Approval tab.
Help Desk: 1800 614 810
[email protected]
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HOW TO COMPLETE THE KINDERGARTEN CENSUS
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1. Open the submitted form by clicking on the form name.
Result: the submitted form opens as ‘Read Only’.
2. Check the submitted data.
3. If the data requires editing, close the form and click the action to Approve the
submitted form.
4. Select the option to Require Clarification and click OK.
Result: the form will re-set to Saved and can be re-opened, edited and resubmitted from on the KIM Home page, under the Funding Applications menu,
Saved tab.
5. If the data is correct, close the form and click the action to Approve the submitted
form.
6. Select the option Approve and click OK.
Result: the data submitted is automatically approved. The Data Collection –
kindergarten census form now displays on the KIM Home page, under the
Funding Applications menu, Approved tab.
Help Desk: 1800 614 810
[email protected]
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