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Developmental Screening, Developmental Outcomes

Assessment, and Kindergarten Transition.

ChildWare 2.0 (CW) is the primary data system for the PHLpreK Program. It allows for reporting

to key stakeholders (Mayor’s Office, City Council, citizens of Philadelphia). Data entry in

ChildWare is required as part of your Provider Agreement.

Table of Contents:

Getting Started……………………………………………………………………………………………………..Page 1

Health Tab…………………………………………………………………………………………………………….Page 2

Adding a Health Event…………………………………………………………………………………………..Page 3

Adding a Developmental Screening Event……………………………………………………………..Page 3

Adding a Developmental Outcomes Assessment Event………………………………………….Page 5

Adding Kindergarten Transition……………………………………………………………………………..Page 7

Uploading Documents……………………………………………………………………………………………Page 11

Getting Started:

Open your Chrome browser

• Type in childware.phmc.org in the url address bar

• Login to ChildWare 2.0 with your user name and password

• Click on the word ChildWare in the upper left corner to access

the navigation menu

• Scroll down to Children

• Choose the child’s name of the record you need to

access/update

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Child’s Record:

Health Tab:

Click on the Health Tab to

Access:

• Care Provider

• Insurance

• Allergy/Food restriction

• Health Development

Concerns

• Medication

• Health/Development

Events

• Notes/Events

(Kindergarten

Transition)

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ADD Health Event:

To add a new Health Event – click on the Add Health Event button.

A new event should be added every time there is an event that needs reporting.

NEVER overwrite a previous Health Event ALWAYS ADD NEW

Returning child: Note entered with the initial screening date and info (must be within 45

calendar days of the previous program yr.)

Child with an IEP: Date the IEP was in receipt (still needs to be within 45 calendar days.)

New Child: Note entered with the initial screening date and info (must be within 45 calendar

days of this program yr.)

Developmental Screening:

As part of the provider agreement, you must conduct at least one initial developmental screening for

each child within 45 calendar days of the child’s program start date using a screening tool that has been

tested for reliability and validity. The note entry is designed to support in demonstrating compliance of

this requirement. Providers must adhere to the guidelines of the selected screening tool for rescreening

throughout the year, if a concern has been identified. Children with IEPs are exempt from this

requirement if there is a copy of a current IEP in the child’s file, a note in Childware should still be

entered. Children that are returning should also have a note entered in Childware with the original date

of the initial screening.

The tool helps to highlight a child’s strengths and concerns as well as highlight results that fall in a

“monitoring zone,” to make it easier to keep track of children at risk. When entering the note you must

use the date, the screening was conducted as well as any supporting notes that may apply.

** Providers must refer any child with an identified concern to Elwyn for assessment within 15 calendar

days after receipt of parent permission to refer. When documenting a referral in the note please check

off concerned identified and referred to LEA with the date of the referral.

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Enter Health Event Details:

Choose Developmental Screening Event Type:

Select Developmental Screening Tool

1. Select Heath Event

2. Type in Event date

3. Select Name in Completed

by dropdown list

4. Select developmental

Screening Tool from

dropdown list

5. Type Note

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Concern Identified/Referred to IEP:

These fields are checked off, if necessary.

Note Section: Example

Completed Record:

Developmental Outcomes Assessment:

As part of the provider agreement, provider must implement programming based on a PA-

approved early learning curriculum that is aligned to the PA Early Learning Standard and

conduct continuous child observation to inform child outcomes using an OCDEL approved

assessment tool twice per year (Fall and Spring)

• A provider must indicate within the note when the child was assessed (Fall 2018 or

Spring 2019). As well as any concerns identified during the assessment

• Assessment is a critical piece in high-quality standards-aligned programs. Parents,

teachers and caregivers are the most qualified to assess young children because they

observe children in authentic environments, and are most familiar with each child’s

development and learning expectations

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1. Access Child’s Record

2. Click on Health Tab

3. Click on Health/Development Events

4. Add Health Event

Select Developmental Outcomes Assessment:

Select Tool:

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Complete Fields:

Completed Outcomes Assessment Record:

Kindergarten Transition:

Kindergarten Transition is the process that prepares students, families, schools (Pre-K and

Kindergarten) and communities to develop knowledge, skills and relationships that help

students move from one educational setting to another.

• It is important for providers to complete all Kindergarten Transition documentation

requested in order to accurately demonstrate the family engagement that has occurred

and to ensure all transitioning PHLpreK students are registered for Kindergarten.

Providers are required to enter three (3) Kindergarten Transition Notes per program

year for each child that is age eligible to transition to kindergarten.

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Childware Entry: #PLAN

• Within 45 days of program start, enter Kindergarten Transition Plan into Childware for

children turning 5years old by September 1st, 2018.

Childware Entry: #Meeting

• Winter 2019- Enter successful Kindergarten transition meeting attendance note into

Childware

Childware Entry: #Registration

• Spring 2019- Confirm that the Kindergarten registration process is completed and

document where the child will be attending in in Childware.

Getting Started: 1. Open your Chrome Browser – type childware.phmc.org in the address bar.

2. On the next screen type in your ChildWare 2.0 username and password.

3. Click on the word ChildWare in the upper left corner to access your navigation menu.

4. Scroll down to Children.

5. Click on the name of the child you want to add a Kindergarten Transition note.

Click on the Health Tab:

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While on the Health Tab, scroll over the additional tabs and click on Note/Event.

Note/Event Tab: A kindergarten note should be entered each time your center receives information

regarding a child’s kindergarten transition. This will require you to add notes throughout the

year. NEVER OVERWRITE a previous note. ALWAYS ADD NEW notes.

To create a new entry for the Kindergarten Transition record of a child -

Click on the Add Kindergarten button

Add Kindergarten: Complete Fields:

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1. Enter date of the event this note is referencing.

2. Select staff member adding note

3. Indicate which Caregiver participated in the activity if any.

4. If the child has registered for Kindergarten, type in date the child registered (should be

on documentation)

5. Type in name of Kindergarten School

6. Add detailed note regard the reason for this note.

7. Upload documents from your computer, if available.

8. Click Add.

You will need to add a minimum of three kindergarten transition notes

in each child’s record. ChildWare Entry: 1st Entry – See example below

Complete within 45days of program start, enter Kindergarten Transition Plan into ChildWare for

children turning 5years old by September 1st, 2019.

2nd Note: – TYPE NOTE DISPLAYED INCLUDING # SYMBOL

Complete in Winter 2019- Enter successful Kindergarten transition meeting attendance note

into ChildWare

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3rd Note: – TYPE NOTE DISPLAYED INCLUDING # SYMBOL

Complete in Spring 2019 - Confirm that the Kindergarten registration process is completed and

document where the child will be attending. (Enter into ChildWare)

Final Screen upon completion of all 3 required case note entries

You may have more than the three notes mentioned above, if you have

more communications with the parent(s) regarding kindergarten transition.

Each interaction requires a note be placed in the child’s record.

Instructions on uploading a file with Kindergarten Transition Note. Uploading documents are optional – you are not required to upload any document.

The document must already be stored on your computer, prior to

uploading the document to ChildWare 2.0.

After completing the Kindergarten Transition Note, click on the Upload

Document button.

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A new image will appear, click on the icon “Click to Add File.”

A new window will open showing you the files on your computer.

Navigate to the file you want to upload and click on it – to choose that file,

click “Open.”

Complete the record:

After you have added the document, click Add. You will receive a success toast, and the new note now appears on the child’s record.

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To view document click on Document Button