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  • Together for Children Sunderland (TfC)

    User Guide for Completing Headcount

  • Together for Children Sunderland (TfC)

    Contents SECTION 1 – LOGIN TO HEADCOUNT PORTAL ........................................................................... 3

    SECTION 2 – HEADCOUNT PORTAL NAVIGATION ...................................................................... 5

    SECTION 3 – MESSAGES ............................................................................................................. 7

    SECTION 4 – TASKS ..................................................................................................................... 8

    REVIEWING AND CHANGING CHILD DETAILS ...................................................................... 10

    ADDING CHILDREN TO YOUR HEADCOUNT TASK ................................................................ 11

    ADDING FUNDED HOURS TO CHILDREN .............................................................................. 16

    CLAIMING FUNDED HOURS FOR 2 YEAR OLDS .................................................................... 20

    SECTION 5 - SUBMISSION......................................................................................................... 22

    SECTION 6 – REPORTS .............................................................................................................. 23

    Section 7- DOWNLOAD HEADCOUNT ...................................................................................... 24

  • Together for Children Sunderland (TfC)

    SECTION 1 – LOGIN TO HEADCOUNT PORTAL

    Using the Web Address provided in your email. Select the address or copy and paste into your Internet Browser address bar. https://emsonline.sunderland.gov.uk/CCSProviderPortal_LIVE /Account/Account/Login Login to Headcount Portal by completing the user name and password fields on the login box; then select.

    Note: If you cannot remember either your Username or Password you can Select the links below the Login button and follow the instructions.

    The first time you login you will be redirected to an information page and an email will be sent to you with a confirmation Web Address, this is to ensure security.

    You will need to close your internet browser at this point.

    Each subsequent login to the Headcount Portal you will be directed to the Homepage as detailed in Section 2.

    After following the Web Address sent in the confirmation email you will see the confirmation message displayed.

    https://emsonline.sunderland.gov.uk/CCSProviderPortal_LIVE/Account/Account/Login https://emsonline.sunderland.gov.uk/CCSProviderPortal_LIVE/Account/Account/Login

  • Together for Children Sunderland (TfC)

    During this login you will be prompted to change your password to a memorable one, this must contain at least 10 characters; and must contain Upper Case, Lower Case, a Special Character and Two Numbers. E.g. Password01@

    Please do not use Password01@ as your new password this is only an example.

    Complete the current password, new password, confirm new password fields; and select.

    You will now see confirmation that your password has changed: At the Security Details prompt select a secret question and provide a memorable answer; then select.

    You will now see confirmation that your security details have been updated. Select

    Congratulations you have now successfully logged in for the first time, and will have access to the Headcount Portal.

  • Together for Children Sunderland (TfC)

    SECTION 2 – HEADCOUNT PORTAL NAVIGATION

    The Announcements page will be visible at every login, please read these

    carefully; select to proceed to the Homepage.

    Your home page will show a number of tiles including 30 hours free childcare, Headcount and Two year Old Funding.

    Clicking the headcount button to complete and submit census information.

  • Together for Children Sunderland (TfC)

    On initial login you may not have any Tasks to complete or Messages to read, the image below shows an empty new users page.

    Selecting on your name; Top Right, brings up a menu where you can change your own password or secret question, and log out securely.

  • Together for Children Sunderland (TfC)

    SECTION 3 – MESSAGES

    When a Message has been issued to your Nursery, all relevant users will receive an email informing them to login. Once you login to the Headcount Portal you will see the Message on your Homepage.

    Selecting a Message in the list allows you to read and; if required, delete this message.

    Note: You do not have to delete messages, but they will stay in your Message list and show

    that you have read them by the icon changing to . The red icon shows how many Tasks or Messages are outstanding.

  • Together for Children Sunderland (TfC)

    SECTION 4 – TASKS

    When a Headcount Task has been issued to your Nursery, all relevant users will receive an email informing them to login. Once you login to the Headcount Portal you will see the Task on your Homepage.

    The task has a Due Date shown in the lozenge, the colour and information on this lozenge changes to show the current status, it will change to Amber and Red the nearer it gets to the Due Date, changing to Grey when the Due Date expires; examples below.

    Note: Selecting an expired Task allows you to look at historic information however you won’t be able to change or re-submit any data after the task deadline date.

    Selecting a Task opens the task. The headcount task will look like this once opened.

  • Together for Children Sunderland (TfC)

  • Together for Children Sunderland (TfC)

    REVIEWING AND CHANGING CHILD DETAILS

    To view and edit details relating to a child, select the blue or pink icon at the start of their row.

    Do not use this to delete child records for any other reason (i.e if they have left your setting).

    Important: You must review the personal details for all your existing children at every headcount, and make any amendments to their home addresses, changes of name etc. as necessary.

  • Together for Children Sunderland (TfC)

    ADDING CHILDREN TO YOUR HEADCOUNT TASK The task will automatically be populated with children submitted as part of any previous data collection.

    To add your children to this Headcount Task Select

    Complete the relevant fields with the child’s Legal Forename and Surname

    and select

    Note: If a child already exists with the same Forename and Surname you’ll be presented with a duplicate child warning.

    - Cancel - will not add the child to headcount and return user back to the main task screen.

    - Start Again - will return the user to the add child screen

    - Add new child - will enable the user to a new child with the same name as child already on headcount

    If no children exist with the same forename and surname you will be able to populate further information about the child.

  • Together for Children Sunderland (TfC)

    If the correct Address is returned select it in the list.

    Note: If no suitable Addresses are returned you can select and type the new address in. You can also check the validity of the Postcode by clicking on the link above the Postcode box in the screenshot.

    Choose the child’s Gender and enter their Date of Birth, Ethnicity, First Language (and SEND Status if relevant).

    If the 30 hour eligibility check has been made for an existing child and they are eligible the code will populate automatically, with the eligibility and grace period dates showing alongside.

    Complete the Postcode field and Select all available addresses will be returned.

  • Together for Children Sunderland (TfC)

    Once you have completed the child information select to store the details.

    Note: If the child is 3 or 4 years old you will be prompted with a message to add the Carer information

    Selecting will expand the Carer entry page and prompt you to provide the details

    Note: you can select to proceed without the carer details, but you will not receive EYPP (Early Years Pupil Premium) funding for this child. These details can be provided at a later date.

    When a new Task is issued to you, any 3 and 4 year old children highlighted in RED will need to have either the Carer added or Declined for EYPP before submission, this can be achieved by selecting at the start of the row containing the Child’s details. There will be icons showing Eligibility for EYPP and if a Child has Shared Funding where relevant.

  • Together for Children Sunderland (TfC)

    Populate the Carer Name, Gender, Date of Birth, Relationship, Parental Responsibility, NI or NASS Number,

    Address, and any Additional Carers by selecting before completing the process by selecting

  • Together for Children Sunderland (TfC)

    Note: Keep repeating this process until you have added all relevant children.

  • Together for Children Sunderland (TfC)

    ADDING FUNDED HOURS TO CHILDREN