Enrolment File Checklist[ATS1]

Office Use Only

Child’s Name: / Xxx[ATS2]
Child’s Age: / Xxx[ATS3]
Child’s Date of Birth: / xxx[ATS4]
Class Allocated: / Xxx[ATS5]
Starting Date: / Xxx[ATS6]
Full / Half Day Care: / Xxx[ATS7]
Allergies/Dietary Requirements:[ATS8] / xxx
Task / Admin Sign-Off[ATS9] / Finance Sign-Off[ATS10]
Admin: Child’s personal file opened
Admin: Enrolment Form filled in and returned by parents
Admin: Enrolment Contract completed and every page initialed/signed by parents and Principal
Admin: Parent’s ID documents received
Admin: Child’s Birth Certificate received
Admin: Database record created[ATS11]
Admin: Rolodex /phone number record updated[ATS12]
Admin: Stationery given
Admin: Emergency File updated
Admin: Allergy List updated and distributed
Admin: Special Needs List updated and distributed
Admin: Gate tags issued[ATS13]
Admin: Introductory letter/Parent’s Handbook given/emailed to parent
Admin: Mattress covers given
Finance: Gate tags charged for
Admin: My School Card [ATS14]processed and given to parents
Admin: Printed locker names given to teacher
Admin: Printed art names given to teacher
Admin: Attendance Register updated
Admin: Birthday names given to teacher
Admin: Aftercare Register updated
Admin: Pigeon hole name printed and stuck on
Admin: Parents added to distribution list/email system
Admin: Printed assessment sheets given to teacher
Finance: First month/term fee received
Finance: Registration fee and deposit received
Finance: Stationery charged for
Finance: Fees spreadsheet updated
Finance: Mattress covers charged for
Finance: Accounting system updated
Finance: Invoice given/emailed to the parents
Principal’s Sign-Off:
Principal’s Name / Principal’s Signature / Date

[ATS1]

  1. This checklist is used when every your enrol a new child.
  2. Read the comment in the blue boxes and then click the ‘x’ in the top right corner. The box and mark-up on the text in the document will disappear. Make the change to the document.
  3. Save the file as Enrolment Checklist Master.docx on your hard drive.
  4. Edit each line item to suit the requirements of your school. Delete which ever is not applicable and add what you need.
  5. When compiling a new child’s file, this checklist is printed out and as each task is completed the relevant person signs the task off.
  6. When everything has been done, the child’s file is signed off by the Principal and filed safely and confidentially.
  7. If this is the first time you are using this form, it’s a good idea to print one out for each child and do an audit of their files.

[ATS2]Insert child’s name

[ATS3]Insert the child’s age upon enrolment

[ATS4]Insert the child’s date of birth

[ATS5]Insert the name of the class the child is going to

[ATS6]Insert the date the child will commence at the school

[ATS7]Insert full day, half day, aftercare or any other type of care

[ATS8]Insert any allergies or dietary requirements the child may have. NB: Remember to update the Allergy List and circulate it.

[ATS9]Admin signs off the tasks.

[ATS10]Finance signs off their tasks.

[ATS11]This could be an electronic, manual or Excel database.

[ATS12]Edit this to correctly reflect how you store the parent’s telephone numbers.

[ATS13]Edit this to reflect your security measure/s. If there are none, delete the row.

[ATS14]Delete if not applicable.