One Funded Place Form - Free Kinder Declaration

Each organisation will be able to setup their own One Funded Place Declaration Form Communication.

The content of the email communication to the parents is designed by you (there is an example below). Each organisation will need to select the relevant form for their service and programs offered (links below).

This article will walk through the 4 steps to setup the emails, forms and submission list views.

Please also see below links (in orange) to videos demonstrating the key steps and required actions.

Click for a full video tutorial on all of the following steps or follow the below instructions.

1. Create a new Email Template

See below for suggested email copy for this one funded place email. Please make any edits appropriate for your service and requirements
Add button and hyper link with appropriate form (see links below)
Save email template

Click here for video instruction on how to create a new email template.

Example words for NY (next year) email template

Dear ${Lookup:Parent / Guardian 1 Name.First Name},

We are excited that ${Children.Child Name} will be attending ${Children.Parent Organisation} for ${Children.Upcoming Program Type}.

${Children.Parent Organisation} participates in Free Kinder.

Free Kinder is available in 3 & 4YO Kindergarten programs across Victoria at participating services at both standalone and long day care services. Participating kinder programs will receive funding directly from the Victorian Government, so families are not out of pocket (and don’t have to claim the savings back).

Your child can only access one funded kinder program at a time. This means that only one service can claim kindergarten funding for your child and pass on the Free Kinder savings.

The Department of Education require services to collect a signed declaration form from parents/guardians. This form is called the One Funded Place Form. The Department of Education requires:

"At the beginning of the kindergarten year, service providers must provide written confirmation to all families that tells them their child is receiving a funded kindergarten place at their service.

Services must also make sure that these families have a signed a form to confirm their child is receiving their funded kindergarten program at their service and keep a copy on the child’s record."

Please click on the link below to submit your form for ${Children.First Name}.

Please Note: If you have accepted your one funded place at another service, you will not be able to receive funding for your child. Please contact us to discuss further.

[BUTTON HERE]

If you have any questions, please don't hesitate to contact us.

Kind Regards

${Lookup:Parent Organisation.Signature Name}

${Lookup:Parent Organisation.Signature Title}

${Lookup:Parent Organisation.Organisation Name}

e. ${Lookup:Parent Organisation.Signature Email}

p. ${Lookup:Parent Organisation.Signature Phone}

Example words for TY (this year) email template

Dear ${Lookup:Parent / Guardian 1 Name.First Name},

We are excited that ${Children.Child Name} will be attending ${Children.Parent Organisation} for ${Children.Current Program Type}.

${Children.Parent Organisation} participates in Free Kinder.

Your child can only access one funded kinder program at a time. This means that only one service can claim kindergarten funding for your child and pass on the Free Kinder savings.

The Department of Education require services to collect a signed declaration form from parents/guardians. This form is called the One Funded Place Form. The Department of Education requires:

Please click on the link below to submit to submit your form for ${Children.First Name}.

Please Note: If you have accepted your one funded place at another service, you will not be able to receive funding for your child. Please contact us to discuss further.

[BUTTON HERE]

If you have any questions, please don't hesitate to contact us.

Kind Regards

${Lookup:Parent Organisation.Signature Name}

${Lookup:Parent Organisation.Signature Title}

${Lookup:Parent Organisation.Organisation Name}

e. ${Lookup:Parent Organisation.Signature Email}

p. ${Lookup:Parent Organisation.Signature Phone}

2. Create a Button

Within the edit view of your email template, Select the BUTTON Component and choose your style.
Enter the button name e.g. Funded Kindergarten Place Declaration Form
The Link type should be Web URL
Add the hyper link with appropriate form (see links below)
Save email template

Click here for video instruction on how to create a button within your template

3. Select the Relevant Form

Please select the appropriate form for your service from the options below. You may want to create 2 email template options for both This Year (TY) and Next Year (NY). Alternatively just create a This Year (TY) and send the email in January each year.

One Funded Place - Declaration Form Links

THIS YEAR FORMS:

One Funded Place & Free Kinder (TY) - Sessional Services
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233017962872966&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.This Year}&program_type=${Children.Current Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

One Funded Place & Free Kinder (TY) - Sessional Service - more than 15HRS
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233047129062955&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.This Year}&program_type=${Children.Current Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

One Funded Place & Free Kinder (TY) - Long Day Care
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233046971392965&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.This Year}&program_type=${Children.Current Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

One Funded Place (TY) (not participating in Free Kinder)
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233047587028965&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.This Year}&program_type=${Children.Current Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

NY (NEXT YEAR) FORMS:

One Funded Place & Free Kinder (NY) - Sessional Services
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233017962872966&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.Next Year}&program_type=${Children.Upcoming Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

One Funded Place & Free Kinder (NY) - Sessional Service - more than 15HRS
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233047129062955&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.Next Year}&program_type=${Children.Upcoming Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

One Funded Place & Free Kinder (NY) - Long Day Care
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233046971392965&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.Next Year}&program_type=${Children.Upcoming Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

One Funded Place (NY) (not participating in Free Kinder)
Link to Copy: https://www.enrolnow.com.au/forms?form_id=233047587028965&&child_Name[first]= ${Children.First Name}&child_Name[last]=${Children.Last Name}&parent_1_Name[first]=${Lookup:Parent / Guardian 1 Name.First Name}&parent_1_Name[last]=${Lookup:Parent / Guardian 1 Name.Last Name}&Parent_1_email=${Lookup:Parent / Guardian 1 Name.Email}&childId=${Children.Child Id}&formInput_serviceAllocation=${Children.Parent Organisation}&crm_orgid=${Organization.Organization Id}&carePeriod=${Lookup:Parent Organisation.Next Year}&program_type=${Children.Upcoming Program Type}&organisation=${Lookup:Parent Organisation.Organisation Id}

4. Create List View to send email communication to families

Send the Declaration form out to all enrolled families

Navigate to Children
In the Pre - Filtered Children dropdown menu, find the 'This Year' or 'Next Year' enrolled children or filter by status of children as upcoming or current status is Enrolled (depending when you will send this form out)
Select all children and Mass Email families the composed Funded Place Declaration template.

Extra for Experts 1 - Create a List view for children who HAVE NOT completed the form after sending it out.

Navigate to Children
New custom view
Filter status of children upcoming or current status is Enrolled (Depending when you sent this form out)
Add an additional filter ‘Extra forms submitted’ Does not contain Funded Place 2024

Extra for Experts 2 - Create a List view for children who have indicated they are not claiming funding at your service

Navigate to Children
New custom view
Filter status of children upcoming or current status is Enrolled (Depending when you sent this form out)
Add an additional filter ‘Extra forms submitted’ contains Funded Place 2024 - No

Extra for Experts 3 - Create a List view for children who have indicated they are also attending another service .

Navigate to Children
New custom view
Filter status of children upcoming or current status is Enrolled (Depending when you sent this form out)

Add an additional filter ‘Extra forms submitted’ contains Attending AnotherService

Click here for video instruction on how to create list views