HOW TO CREATE A SPREADSHEET TO UPLOAD MULTIPLE ENROLMENTS FOR A SINGLE SERVICE
You are required to provide details of all children enrolled and attending a funded
kindergarten program for children in the year before school via the Kindergarten
Information Management system (KIM).
KIM allows you to add multiple enrolments for a single service by uploading a
spreadsheet that you have prepared in advance.
In order to add multiple enrolments successfully, it is important that the enrolments
spreadsheet is formatted correctly and then saved as a .csv file type. This Quick
Reference Guide provides instructions for preparing your enrolments spread sheet.
Column order
Ensure that the enrolments CSV spread sheet you want to upload contains the
following column headings and formatting in this specific order. Do not include any
commas, apostrophes or special characters in your data such as: @, *, $. Hyphens (-)
are accepted. See Appendix 1 of this document for more information.
1.
ServiceName: must be exactly the same as the service name in KIM
2.
GivenName: UPPER or lower case or Mixed case. Can include a hyphen but
not an apostrophe (‘)
3.
FamilyName: UPPER or lower case or Mixed case. Can include a hyphen but
not an apostrophe (‘)
4.
Gender: use a capital M or F only
5.
DOB: Date of Birth must be DD/MM/YYYY format only e.g. 26/01/2010
6.
AddressUnitNumber: Child’s unit number. Or leave blank if none.
7.
AddressStreetNumber: The child’s street number.
8.
AddressStreetName: The child’s street name. Can include a hyphen but not
an apostrophe (‘)
9.
AddressStreetType: must be all capital letters (see page 6 – Valid Street
Types)
Download the CSV template
Download the CSV template from under the Enrolments tab to ensure that you start
with the correct spreadsheet template.
When you have completed the following steps and are ready to upload your
spreadsheet, it is important that you then follow the instructions in the Quick
Reference Guide: How to add, edit or remove an enrolment in the year before school.
QUICK REFERENCE GUIDE
10. AddressSuburb: The child’s suburb.
11. AddressState: must be all capital letters e.g. VIC
12. DateCommenced: The date the child commenced the funded kindergarten
program in the current calendar year. DD/MM/YYYY format only e.g.
28/01/2015
There must be no SPACES before the first character or after the last character in any
cell of the CSV file. Spaces between words are allowed.
Kindergarten Information Management
Helpdesk: 1800 614 810
[email protected]
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HOW TO CREATE A SPREADSHEET TO UPLOAD MULTIPLE ENROLMENTS FOR A SINGLE SERVICE
QUICK REFERENCE GUIDE
Examples
Correct formatting:

Incorrect formatting:

Kindergarten Information Management
Helpdesk: 1800 614 810
[email protected]
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HOW TO CREATE A SPREADSHEET TO UPLOAD MULTIPLE ENROLMENTS FOR A SINGLE SERVICE
QUICK REFERENCE GUIDE
Document format
Mac users:
Once the spread sheet is completed and the cells are correctly formatted, the file must
be saved as the file type .csv before uploading it in KIM.
1. Mac users: click on the ‘Save as type’ field and select ‘Windows Comma
Separated (.csv)’ then click ‘Save’
If you are using the CSV template from KIM, it is already in a .csv file type format.
Select ‘File’ and ‘Save’ in Excel. You are now ready to upload this file.
If you did not use the CSV template from KIM, the spreadsheet must be saved in .csv
file format in order to upload it to KIM. To save the document in .csv file format follow
these instructions:
Windows PC Microsoft Office users:
1. Open the spreadsheet, select ‘File’, then ‘Save As’
2. The ‘File Save’ menu opens, then browse to the location you want to Save to.
3. Click on the ‘Save as type’ field and select ‘CSV (Comma delimited)’ then click
‘Save’
NOTE:
– Do not enter future commencement dates
– Do not include spaces before the first or after the last character in each cell
– Do not enter apostrophes or symbols in the cells eg: ‘ “ @ $ % =
– Hyphens and spaces between names are permitted e.g. Mary-Louise
– Ensure all dates are formatted DD/MM/YYYY e.g. 16/02/2014
– Ensure Gender, AddressStreetType and AddressState are ALL UPPERCASE
If you are unable to upload the CSV file, please contact the HELP desk for assistance
Phone: 1800 614 810 Email: [email protected]
Kindergarten Information Management
Helpdesk: 1800 614 810
[email protected]
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HOW TO CREATE A SPREADSHEET TO UPLOAD MULTIPLE ENROLMENTS FOR A SINGLE SERVICE
Appendix 1 – Mandatory Fields
QUICK REFERENCE GUIDE
Note: Apostrophes (‘) must not be entered in any field
Column
Mandatory Type
Values / Format
Example
Description
ServiceName
Y
UPPER or lower case or
Mixed or hyphen
Appletree Kinder
The name of the service attended by the
child
GivenName
Y
Text
Text
UPPER or lower case or
Mixed or hyphenated
APPLETREE KINDER
Apple-tree kinder
NOTE: This must be an exact match of
the service name in KIM
Mary
Child’s First Name
Mary-Jo
Mary Anne
FamilyName
Gender
Y
Y
Text
Text
UPPER or lower case or
Mixed or hyphenated
Smith
‘-‘ or space only
Smith Hart
M or F (UPPERCASE only)
M for Male
Child’s Last Name
Smith-Hart
Child’s Gender
F for Female
DOB
Y
Date
dd/mm/yyyy
23/02/2010
Child’s DOB
AddressUnitNumber
N
Text
Blank if not required
Blank
Child’s Address Unit Number
2
A
2A
AddressStreetNumber
Y
Text
Numbers , letters
1
Child’s Address Street Number
1A
10-12
AddressStreetName
Y
Text
UPPER or lower case or
Mixed or hyphenated
Alexandra Park
ALEXANDRA PARK
Alexandra-Park
Kindergarten Information Management
Child’s Address Street Name
Helpdesk: 1800 614 810
[email protected]
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HOW TO CREATE A SPREADSHEET TO UPLOAD MULTIPLE ENROLMENTS FOR A SINGLE SERVICE
QUICK REFERENCE GUIDE
Column
Mandatory Type
Values / Format
Example
Description
AddressStreetType
Y
UPPER only - refer
Appendix 2 for valid street
types
STREET
Child’s Address Street Type
Text
Street types must exactly match the valid
street types in Appendix 2
AddressSuburb
Y
Text
UPPER or lower case or
Mixed or hyphenated
Northcote or Box Hill
NORTHCOTE or BOX HILL
Northcote or Box-Hill
Child’s Address Suburb
AddressPostCode
Y
Number
Must be 4 numbers only
3182
Child’s Address Postcode
AddressState
Y
Text
State code
VIC, NSW, QLD, SA, WA, ACT, NT, TAS
Child’s Address State
DateCommenced
Y
Date
dd/mm/yyyy
28/01/2015
The date the child commenced at this
service
Kindergarten Information Management
Helpdesk: 1800 614 810
[email protected]
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HOW TO CREATE A SPREADSHEET TO UPLOAD MULTIPLE ENROLMENTS FOR A SINGLE SERVICE
QUICK REFERENCE GUIDE
Appendix 2 – Valid Street Types
Street Type
ACCESS
ALLEY
APPROACH
ARCADE
ARTERY
AVENUE (AVE)
BANK
BASIN
BAY
BEACH
BEND
BUILDING (BLDG)
BOULEVARD (BLVD)
BOARDWALK
BOWL
BRACE
BRAE
BREAK
BRIDGE
BROADWAY
BROOK
BROW
BYPASS
CANAL
CAUSEWAY
CENTRE
CENTREWAY
CHASE
CIRCLE
CIRCLET
CIRCUIT
CIRCUS
Street Type
CLOSE (CL)
COMMON
CONCOURSE
COPSE
CORNER
CORSO
COURSE
COURT
COURTYARD
COVE
CRESCENT (CRES)
CREST
CRIEF
CROSS
CROSSING
CULDESAC
CURVE
DALE
DEVIATION
DIP
DOWNS
DRIVE (DR)
DRIVEWAY
EASEMENT
EDGE
ELBOW
END
ENTRANCE
ESPLANADE
ESTATE
EXPRESSWAY (EXPWAY)
EXTENSION
Street Type
FAIRWAY
FIRETRAIL
FOLLOW
FORD
FORMATION
FREEWAY
FRONT
FRONTAGE
GAP
GARDEN
GARDENS
GATE
GATES
GATEWAY
GLADE
GLEN
GRANGE
GREEN
GROUND
GROVE
GROVET
HAVEN
HEATH
HEIGHTS
HILL
HUB
HIGHWAY (HWY)
INTERCHANGE (INTER)
ISLAND
JUNCTION
KEY
KNOLL
Street Type
LANE (LA)
LINE
LANEWAY
LINK
LOOKOUT
LOOP
LOWER
MALL
MEAD
MEANDER
MEWS
MOTORWAY
NOOK
OUTLOOK
OVERPASS
PROPERTY (P)
PARK
PARKLANDS
PARKWAY
PASS
PATH
PATHWAY
PARADE (PDE)
PIER
PLACE (PL)
PLAZA
POCKET
POINT
PORT
PROMENADE
PURSUIT
QUAD
Street Type
QUADRANT
QUAY
QUAYS
RAMBLE
ROAD (RD)
REACH
RESERVE
REST
RETREAT
RETURN
RIDE
RIDGE
RING
RISE
RISING
ROADWAY
ROTARY
ROUND
ROUTE
ROW
RUN
SERVICEWAY (SERWAY)
SIDING
SLOPE
SPUR
SQUARE
STEPS
STRAND
STREET (ST)
STRIP
SUBWAY
TARN
Kindergarten Information Management
Street Type
TERRACE (TCE)
THROUGHWAY (THROWAY)
TOLLWAY
TOP
TOR
TRACK
TRAIL
TURN
UNDERPASS
VALE
VALLEY
VIEW
VISTA
WALK
WALKWAY
WAY
WHARF
WYND
Helpdesk: 1800 614 810
[email protected]
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