CCS: Organisation Arrangement (OA)

 Overview: 
  • A parent may be able to receive free child care on behalf of a third party. Some examples include Adult Migrant English Program (AMEP) or a workplace. 
  • This article will help you to manage affected children in Xplor.
  • It is recommended that the affected child has two profiles on Xplor to separate session fees covered by the parent/guardian and the session fees covered by the third party.
  • In terms of CCS enrolments, the child's third party profile should have an "OA Enrolment" created for it. The child's original profile should have either an "RA Enrolment" or "CWA enrolment" with comments added in the "Special Conditions" (depending on whether the parent is eligible for CCS.
  • Ensure that child's sessions are separated according to who will be covering the child's sessions at the time (parent or third party). 

 

Cloning the child's Xplor profile

The purpose of cloning the child on Xplor is to separate the account statements from fees covered by the third party and fees covered by the parent/guardian. In this example, we will use a child receiving free care on behalf of AMEP

1. Clone the child's profile on Xplor.

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2. Update the child's name with "(AMEP)" at the end of their surname e.g. John Smith (AMEP) to  distinguish the AMEP profile from the child's original profile, then click "Save".

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3. Click on "Parent/Guardian" then "Create New Parent" for this profile named "AMEP". Click "Save".


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4. Tick "Primary Carer" on the AMEP parent account. Click "Save".  

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5. Link the existing parent's account to the child's profile so that the parent is able to sign the child in and out, as well as view any observations.

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6. Click "Save" to save all changes made.

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Government enrolment steps for AMEP profile

If the child's fees will be covered by AMEP completely, you will need to create an "Organisation Arrangement (OA)" enrolment. 

1. Child Care Subsidy > Government Enrolments > select child > + New CCS Enrolment

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2. Select "Organisation Arrangement (OA)", add in submission reason, then "Create.

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In addition to the "OA" enrolment, if the child's fees will be split between AMEP and the parent/guardian and the parent is eligible for CCS, you will need to create a CWA enrolment with comments added in "Additional Conditions".

1. Child Care Subsidy > Government Enrolments > select child > + New CCS Enrolment

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2. Select "Complying Written Agreement (CWA)" and add in comments in "Additional Conditions" to indicate that the child will have part/all fees funded by AMEP.


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If the parent is not eligible for CCS, create an Relative Arrangement (RA) instead of a CWA enrolment for the child.

How to manage bookings for AMEP children
Ensure that the child's bookings are separated in accordance to who will be covering the fees for that session. Any sessions that AMEP will cover should be recorded on the AMEP profile. Any sessions that the parent will cover should be covered on the child's original profile. See below for an example. 

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