How to cease care for a child at your Service

How to cease care for a child at your Service.

This article will assist you with the process to follow when a child is leaving your service.

Overview

There are a couple of times when a child will cease care at your Service.

If the child is ceasing care and may return to care
If a child is ceasing care temporarily eg. going on an extended holiday
Ending the Child's CCS Enrolment not returning to care (allows Guardian to return and add bookings)
If the child is ceasing care permanently at your Service and will not return (this will stop the Family from adding further bookings)

The CCS Enrolment for the child does NOT need to be ended. The Enrolment will automatically change to a ceased status after 14 weeks of non-attendance for each of these processes.

Note: Each provider has their own policies and procedures in relation to the cessation of care. Before ending the care of any child in Xap - please refer to your Organisation's policies and procedures on this very important activity.

Scenario 1 - If the child is ceasing care and may return to care

This process allows you to remove all future bookings for the child, as well as update the CCS enrolment booking details from being recurring, to casual to prevent any CCS Enrolment errors from occurring.

The CCS Enrolment will still remain active using this process.

Select the Family name in the Families screen

Within the Family summary screen, select the Child's name at the top of the screen

The child's summary page will display - select the **Enrolment **tab

Select the 3-dots next to the child's CCS Enrolment, then select Edit

The edit enrolment screen will display. Scroll down until you see the current booking information. Select Edit Sessions

Select the new effective date for the change from "recurring booking" to casual booking

Select the option of Casual
Select Save & Send to CCS

The future recurring bookings now need to be deleted manually. The CCS enrolment will remain active; however, the session information will display the ended recurring booking and new casual start date.

Note: If the current CCSS Enrolment was not configured to Recurring & Casual you will receive the below error.

Flagging a Casual Session Type

Select Cancel on the Warning

Select the + Casual Session button

Select a Session type the child "may" attend if they were casual
Select Save & Send to CCS

The future recurring bookings will now automatically be deleted from the new Casual start date. The CCS enrolment will remain active; however, the session information will display the ended recurring booking and new casual start date.

Scenario 2 - Ceasing care for a period/ temporarily

If a child is only ceasing care for a period of time and may return, you can delete the bookings as required.

Select the Family name in the Families screen

Select the Bookings tab at the top of the screen

The Bookings for the child will be displayed. Use the from and to dates filters to display only required bookings. You can select all bookings using the square on the top left-hand side.

Select the Bulk Action button
Select the option of Delete

From the pop-out menu, select the option of Confirm to delete the selected bookings.

Once the bookings have been deleted, the account balance will be updated to remove any future charged invoices.

Scenario 3 - Ceasing care permanently - End CCSS Arrangement option

If the child is permanently ceasing care at the Service and not returning, you can use the end CCSS Arrangement option.

By choosing to end the CCSS Arrangement for the child this will:

End the current booking patterns for the child
Remove any future charged sessions to update the Account Balance
End the CCSS Arrangement for the future end date, which will change to a ceased status

Select the Family name in the Families screen

Select the name of the child on the top toolbar

Select the Enrolments tab
Select the 3 Dot menu next to the Active Enrolment to end
Select Edit from the drop-down menu

In the Edit Enrolment screen:

Select the Arrangement End Date the Child is ceasing care from:

Note: It is recommended that the end date is for the Sunday date after the child will be ending care. eg. The child finishes care on Wednesday 21/01/26, end the Enrolment for the25/1/26. If the child has a Thursday/Friday booking, these will need to be manually deleted (as required).

Select Save & Send to CCS

Note: If the child's last day of care changes for a future date while the Enrolment is still active, the End date can be adjusted.

What do you do if the child is continuing after the Enrolment end date has been added, but the Enrolment is still Active

If the end date has been added into the CCS Enrolment and you are advised the child is continuing AFTER this date, you will need to:

Edit the CCS Enrolment
Untick the End date
Select *Save and Send to CCS
Create a new booking pattern for the child.

Warning: If a booking pattern is created BEFORE the end date is removed from the CCS Enrolment, this will not update the end date of the Enrolment.

Scenario 4 - Ceasing care permanently - Archive option

If the child is permanently ceasing care at the Service and not returning, you can use the Archive option.

By choosing to Archive a child, this will:

Stop any further bookings being created for the child
Remove any future charged sessions to update the Account Balance

Select the Family name in the Families screen

Select the 3 dots next to the name of the child
Select the option of Archive

Add in the date the Child will be archived from
Select the option of Confirm Archive

To assist you further with this process you can view the video in your Xap University see: How to cease care for a child at your Service

Updated on: 17/09/2025

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