KIMS (Kindergarten Information Management System) Guide

About The KIMS (Kindergarten Information Management System) 

The Kindergarten Information Management System (KIM) is used to request funding from and provide information to the Department of Education and Training (the Department) about your organisation and the service(s) it operates.

Help Desk & Support

• For KIM technical support call the Health and Early Learning Practitioners Helpdesk on 1800 614 810 or email: HELP.Helpdesk@edumail.vic.gov.au
• When logged into the KIMS (Kindergarten Information Management System) select the tab "Help & Support" to access support articles

You can use KIM to:

update service or service provider details (please note that KIM is separate from NQA ITS and the Funded Agency Channel so please remember to update these systems simultaneously)

• add and adjust enrolments in the funded kindergarten program in the year before school
• add and update workforce information
• add and update the funded kindergarten program details
• complete the two mandatory data collection processes (annual confirmation of data and kindergarten census)
• apply for supplementary funding

The Goal

Woodlands Leadership Team uses the KIMS (Kindergarten Information Management System) to add, manage, and link Kindergarten Children Enrolments with the State Government to receive Kindergarten funding for Woodlands Long Day Care & Kindergarten which is utilized for Kindergarten resources only.  

 

1) Funding Information Breakdown

1) Standard Kindergarten Per Capita Grant/Funding
The kindergarten per capita grant is the main type of funding available from the Department. Service providers can apply to receive a grant for each eligible child who is enrolled and attending a funded kindergarten program in the year before school provided that the child:

• is at least four years old on 30 April of the year in which they are enrolled to attend the funded kindergarten program (unless they have applied for early entry – refer to page 44)
• is enrolled for at least 15 hours per week or 600 hours per year
• is not enrolled at a funded kindergarten program at another service.
• Children do not have to be Australian citizens in order to be eligible for the kindergarten per capita grant

 

2) School Readiness Funding 

• Why is the Department funding this activity? School Readiness Funding (Funding) is focused on reducing educational disadvantage by improving outcomes for children. Funding provides kindergartens with additional resources in recognition of the importance of early years education.
• Funding start date and end date Funding will be allocated to kindergarten services for all funded kindergarten programs on an annual basis and Funding must be spent and acquitted in the year it is provided.
• What is the Funding for? The Department has developed a menu of evidence-informed programs and supports (Menu) for kindergarten services to spend their allocated Funding. The menu includes a range of supports that aim to improve outcomes for children in the priority areas and are aligned to the VEYLDF. All Funding allocations exclude GST.
• For services allocated less than $5,000 Funding must be spent on items from the Menu of evidence-informed programs and supports available at this link: www.education.vic.gov.au/srfmenu.
• The Department will provide an additional $250 allowance on administration activities to support the planning and implementation of Funding, in each calendar year. This additional top-up allowance will be paid with the first instalment of Funding.
• In addition, services have access to a Department-purchased allied health arrangement that includes phone/online support, at no cost. This support is not available to service providers that have opted to deliver their own allied health arrangements.
• For services allocated more than $5,000, The majority of Funding (minimum 75 per cent) is to be spent on items from the menu, available at this link: www.education.vic.gov.au/srfmenu. Services may elect to spend up to 25 per cent of their total Funding flexibly on local priorities not listed on the Menu. These priorities must meet the criteria outlined under the Funding requirements section of this document and be included in yearly planning.
• Services allocated more than $5,000 in Funding in a given year can spend up to five per cent of the
  Funding (capped at $10,000 per service) on administration activities to support the planning and
  implementation of Funding.
• Services allocated more than $5,000 in Funding in a given year will be allocated a percentage of
  Funding notionally in the form of a multi-disciplinary allied health arrangement purchased by the
  Department (as detailed in Attachment B). Service providers that have opted to deliver their own
  allied health arrangements to services through Funding will not have access to support purchased by the Department. Service providers will be advised of each service’s entitlement to allied health
  sessions and the amount of funding that will be provided notionally each year in Attachment B.
  Where services become newly funded after annual confirmation they may not receive allied health
  sessions for the following year
• Courses Link: https://www.education.vic.gov.au/childhood/providers/funding/Pages/SRFmenu.aspx 
• Courses are not limited to Kindergarten Staff 

 

2) Funding Payments

Funding Payments

• All Kindergarten funding is paid directly to Woodlands Long Day Care & Kindergarten and does not need to be recorded onto the parent's statements or accounts as this funding is for Woodlands to reinvest into educational resources for the Woodlands Kindergarten Program.  
• When payment has been made to Woodlands from the State Government, the Government will send us an (EFT Remittance Advice) example is pictured below. This record is to log under the Woodlands Income Report found on https://woodlandelc.com/woodlands-online-forms/

 

 

3) How to Access The KIMS (Kindergarten Information Management System) 

• Log in via this URL: https://kim.eduweb.vic.gov.au (Woodlands Campus Login) 
• The password be under the Woodlands Airtable Password Table

 

4) Kindergarten Enrolments 

About Woodlands Enrolments

Woodlands requires new Families that are enrolling at Woodnads and into the (3 & 4-Year-Old) Woodlands Kindergarten Program to complete two separate enrolment forms. 

1) Woodlands Enrolment Form (Example Form - Do Not Use)  https://prodadmin.myxplor.com/enrollment_v2/centre/jEFmX243561vLdRtEbU824356D7cyA

2) Woodlands Kindergarten Enrolment (Example Form - Do Not Use)  https://airtable.com/shr5vKwAqOrao88FV

 

Please Note:

• All new enrollments are completed through the Woodlands Hubspot and include the templates to send to families when enrolling into the Woodlands Long Day Care & Kindergarten and the Woodlands Kindergarten Enrolment. The reason why there are two Enrolment Forms is Woodlands requires different and current information about our Kinder children when enrolling and beginning in the (3 & 4-Year-Old) Woodlands Kindergarten Program. 
• Existing families at Woodlands Long Day Care & Kindergarten that are transitioning into the (3 & 4-Year-Old) Woodlands Kindergarten Program can be sent the following email via G-Mail.
• Below is the Woodlands Kindergarten Enrolment Temple Communication for existing Woodland families transiting into the (3 & 4-Year-Old) Woodlands Kindergarten Program
• Once a family has completed the Woodlands Kindergarten Enrolment Form, this information will be stored in the Woodlands Campus Airtable under (Kindergarten Enrolments). This information will need to be maintained and updated in Airtable before transferring this information across into the KIMS (Kindergarten Information Management System). 

Email Template (Woodlands Kindergarten Enrolment Temple Communication) 

 

Where To See & View Woodlands Kindergarten Enrolments After Submission

Once a family has completed the Woodlands Kindergarten Enrolment Form, this information will be stored in the Woodlands Campus Airtable under (Kindergarten Enrolments). This information will need to be maintained and updated in Airtable before transferring this information across into the KIMS (Kindergarten Information Management System). 

 

5) How to Access The KIMS (Kindergarten Information Management System) 

• Log in via this URL: https://kim.eduweb.vic.gov.au (Woodlands Campus Login) 
• The password be under the Woodlands Airtable Password Table

 

6) Kindergarten Funding Criteria

• Only one Registered Kindergarten can apply for the funding for a child, which means if a child is attending two Kindergartens, the parent will need to nominate and confirm the Kindergarten they wish to receive the Kindergarten Funding. (The first assessment of this will be in the Kindergarten Enrolment Form which provides the opportunity for the parents to communicate if they are attending another service or Kindergarten in which further investigation is required, including the confirmation of which Kindergarten will be receiving the Kindergarten Funding. 
• Kindergarten funding can only be claimed for children attending 2 days and more (Minimum 15 Hours A Week) 

 

7) Enrolments In The KIMS (Kindergarten Information Management System)

Once a family has completed the Woodlands Kindergarten Enrolment Form, this information will be stored in the Woodlands Campus Airtable under (Kindergarten Enrolments). This information will need to be assessed, maintained, and updated in Airtable before transferring this information across into the KIMS (Kindergarten Information Management System).

Instructions on how to add Enrolments into the KIMS (Kindergarten Information Management System) From the Woodlands Airtable (Kindergarten Enrolments) 

 

1) login via this URL: https://kim.eduweb.vic.gov.au (Woodlands Campus Login) The password be under the Woodlands Airtable Password Table

 

2) Select the Children Tab > Select New Child > Enter Details 

 

3) Once the basic information has been entered, being the child's First Name. Surname Name, and so on, you will need to enter the rest of the details for the enrolment to be completed in the KIMS (Kindergarten Information Management System).  

 

4) Ensure the (Completion Indicator) Flag is Green and this will ensure the State Government funding will be paid to Woodlands Long Day Care & Kindergarten.  

 

Please Note: 

• Once the child (Completion Indicator) Flag is Green the funding will automatically be applied
• Ensure if a child ceases their enrolment at Woodlands and are either in the (3 or 4-Year-Old) Woodlands Kindergarten Program, the child is removed from the active KIMS (Kindergarten Information Management System) list, We have specific obligations to abide by with being a registered Kindergarten with the State Government and one of these obligations is ensuring children's status is up to date in the KIMS (Kindergarten Information Management System) 
• To remove a child from the KIMS (Kindergarten Information Management System) - Select The Children's Tab > Select Childs Name > Top Right > Select Remove > Confirm
• You can add children into the KIMS (Kindergarten Information Management System) for the following year in preparation for the rooms/classroom transitions. 

 

Possible Enrolment Error Messages
Data entry error - funding application should not have been made for this child	This error message means the child is enrolled at another Registered Kindergarten

 

8) Kindergarten Teachers 
Within the KIMS (Kindergarten Information Management System) the Kindergarten Teachers details will be required to be added under the (Teacher/Educators) Tab. This includes any permanent staff located in the Kindergarten classroom. Please use information in the Xplor Office to enter information and details.