Covid-19 How to end enrolments during COVID-19 Hotspots

Overview

The current process with CCSS is when a CCSS enrolment is ended and there are absences at the end of care, CCSS usually isn't applied.
see: DESE Absence Information

However this rule won’t apply for families that choose to end their enrolment during a Commonwealth-declared COVID-19 Hotspot of more than 7 days, from 12 July 2021.
see: DESE - How to end Enrolments during COVID-19 Hotspots

What CCSS enrolments are eligible

To be eligible, the family must end the enrolment:

By arrangement during a state and territory lockdown in a Commonwealth declared hotspot of more than 7 days,
On or after 12 July 2021.

The enrolment must either be:

At a service that is located in an area subject to a Commonwealth hotspot declaration, or
For a child that lives in an area that is subject to a Commonwealth hotspot declaration.

You can find out if you or your families are in a Commonwealth declared COVID-19 Hotspot on the Department of Health website.

Enrolments that ceased due to non-attendance in this period are not eligible.

What do you need to do

Identify any enrolments that may be eligible.

Create a new Operational Profile from Monday 12th July 2021

a) Effective date from 12/07/2021 to allow you to edit attendances from this date if required
b) Start Time - Services Normal Start Time eg. 06:00
c) End Time 22:15

Note: For CBC and VAC Services - This will only need to be done once. For OSHC Services that provide ASC, BSC & VAC you only need to change this for ASC & VAC. Ensure this is for every day your Service is operational.

See: How to manage your Operational Profile - CBC or How to manage your Operational Profile - OSHC & VAC

If the Operational time has not been changed to the 22:15 End time you will not be able to submit sessions under the new fee as it will be "Outside of your Services Operational Times"



Create a new Session Fee with:

a) The session description is COVID-19 last day of care
b) Session start time is 10:00pm = 22:00
c) Session end time is 10:15pm = 22:15
d) Fixed Rate Charge Type
e) Effective Date 20/9/21
f) Normal, Absence and Casual all to be $0.00

See: Creating a new Session/Fee



Add a Casual Day for the child on the last day of the enrolment, ensuring that:
The child is booked under the new COVID-19 last day of care fee
The attendance is marked as an Attendance

If the $0 session time conflicts with an absence, change the start and end times to any other time in the day where there is no conflict. If the session conflicts with an actual attendance, you don’t need to do anything, this policy does not affect you.

Advise families of the action taken and ensure they receive the benefit of the payments.

Important Information

Marking Attendances

Important Note: The Casual session that has been added under the COVID-19 last day of care session/fee need to be marked as ATTENDING.

Backdating

You can backdate sessions for children with a Ceased Enrolment if:

The enrolment ceased on or after 12th July 2021 due to the arrangement end date being reached (so prior to 14 weeks)
AND either the Service or associated family is located in an area subject to a Commonwealth declared hotspot of more than 7 days.

Scenario

An enrolment has been ended due the arrangement end date being reached on 25 August at a Service in the ACT.
The Service can backdate and add a $0 session to 25 August to have those absences prior be eligible for CCS (pursuant to normal absence balance rules, payment rules etc).

In this scenario, then a $0 session can be submitted on the last day of the enrolment to enable the absences prior to be eligible to CCS.

See: How to Withdraw CCSS Sessions

Reports

The below reports will assist you with viewing relevant information.

Child Enrolment Report
This report will assist you with viewing the current status of a CCSS enrolment eg. Ceased

Absent Attendances Report
This report will assist you with viewing if a child who has left care or is leaving care will be finishing on an Absence.
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