Changing Parent 1 on Enrolment.

If you've mistakenly set up enrolment under the wrong parent's name and need to correct this to reflect the appropriate parent as the primary account holder, here are the steps you can take to resolve the issue. This guide is based on a real-life scenario where an enrolment initially made under the mother's name needed to be changed to the father's name.

Scenario Overview: Mum filled out the childs application with her details as Parent , the service approved the application and created an enrolment for the child. Mum later realised she was not receiving CCS, so she contacted Centrelink and realised the claim was made by Dad, using his CRN in the initial application. Mum then called the childcare service to change the childs enrolment so that attendances could be submitted under Dads CRN since he is the claimant.

Step-by-Step Resolution:

1. Identify the Correct Family Enrolment Details:
   • Determine the correct parent and CRN/DOB combination to be associated with the enrolment. These details should be for the parent that made the application for CCS and can be found on the parents MyGov account as well as the confirmation of CCS letter the parent would have received. 
     
     
2. Submit a New Application or Add New Parent Manually.

• The correct parent should submit a new application with their details listed as Parent 1 to ensure that the enrolment correctly reflects the primary claimant for CCS. This step is essential for ensuring that subsidies are correctly applied.

Alternatively, staff can access the child's profile in the system and create a new parent entry manually. 

3. Submit the Enrolment with the correct parent from initial start date.

• If the parent submitted a new application, approve the new application and submit the enrolment.
  
  If the parent was added manually, create a new enrolment for this child linking the correct parent.
  
  It is important to use the initial start date, this would be the same date used on the incorrect enrolment. Doing this will mean you are able to claim on past attendances.
  
  * Keep in mind back pay may go directly to the parents account bypassing SmartCentral. You can check the “Session Subsidy” from the childs enrolments and look at “Indivi” (Individual) to see if any payments have gone from CCS directly to the parent (rather than via the service).
   

4. End the Incorrect Enrolment:
   • Navigate to the original enrolment
   • End date any bookings on the incorrect enrolment.
      end-date the incorrect enrolment to prevent future confusion or billing issues. You can go to the incorrect parents profile and in the “Name” box, type (do not use) beside the parents name to prevent it mistakenly being used again. 
     
     
5. Transfer Attendances (If Applicable):
   • If the child only attended for a short period of time you can add sessions to the new enrolment manually. Read “Adding a Session”, for a guide on how to do this step.
   • SmartCentral Support are able to do this in bulk if a large number of sessions need to be transferred. Contact our support team for help with this. 
     
     
6. Update Child's Profile:
   • Go to the child’s profile and update the parental information to reflect the correct "Parent 2" or the secondary parent, ensuring those details are still linked to the child's profile for communication and emergency purposes.
     
     
7. Final Confirmation:
   • Advise the parent to confirm the updated enrolment details on MyGov, in order to begin receiving CCS.
     
     
   • Conclusion: Following these steps will help you correct any enrolment details mistakenly set up under the wrong parent's name. It's crucial to double-check all changes for accuracy and ensure that all relevant parties are informed of the updates to maintain clear communication and avoid any future issues.