When an enrolment is ending at your service there are a few essential things that must be checked BEFORE you alter their end date in the child profile.
1. Clarify with the parent that they are definitely ending care and agree upon the date.
Explain to them that you will be ending the child's enrolment with the government, so if they change their mind they will need to complete a new government enrolment to receive subsidy again.
Sometimes parents change their minds about ending care but by the time they let the centre admin know the enrolment has already been ended. Then they get angry because they have to do the enrolment again.
2. End date the government enrolment.
Go to Child Care Subsidy > Government Enrolments > Search child > Under CCS Government Enrolment click + Actions > Select 'End CCS enrolment' > Enter date > Confirm and Done.
Date it the day of the last physical day of care at the service.
If the child was absent on the last day, end date it the last day they physically attended the service, they are not eligible for subsidy if they did not attend on their last day of care.
3. Check submissions and government subsidy payments are completed for attendances.
Check that the attendances have all been submitted for attended weeks since the 2nd of July (or from whenever they attended).
4. End date the child's profile.
*Only if all the payments have been made to the family and their account is settled. If you end the profile too early, you will be unable to submit for subsidy and rectify the account without adding extra steps for yourself.
If all payments have been made and the child's debt is settled on the account, you may end date the child's profile. Be careful to select the right date in the enrolment end date, if you put the wrong date you may delete all the past bookings for the child, which can cause issues.
If the family account is linked to a payment gateway i.e. Ezidebit or Payal turn of their direct debit details by clicking on "do not debit" under Profiles > Children > Parent/Guardian tab
Turn the account off to inactive. To do so go to Profiles > Children under the child's Enrolment Details.
4. Remove the parent email from the account to stop their Xplor access and so that they do not receive notifications. You can also remove the CRNs for both the child and parent. Further, you may also name the child 'Inactive'.