NSW Digital Hub: Child Details file

Purpose

The Child Details file includes information about children currently or recently enrolled at your preschool, where the family has agreed to share data with the NSW Department of Education.

How is this file created?

This file is automatically generated from the Children module in EnrolNow.

A child is included if:

The child has a submitted enrolment form, and
The “Data Sharing Consent” field is set to “I Agree”

This file is refreshed weekly as part of your regular Digital Hub upload.

✅ Fields automatically included (no action needed)

Digital Hub Field Name	EnrolNow Module	EnrolNow Field Name	Where it Comes From
Preschool’s NQAITS Service ID	Organisation	Service Approval Number
Unique Child Identifier	File Generated
Child’s First Name	Children	First Name	Enrolment form
Child’s Last Name	Children	Last Name	Enrolment form
Date of Birth	Children	Date of Birth	Enrolment form
Child's Place of Birth	Children	Place of Birth	Enrolment form
Child's Country of Birth	Children	Country of Birth	Enrolment form
Child's sex	Children	Gender	Enrolment form
CRN Number	Children	CRN	Enrolment form
Address (Street/Suburb/State/Postcode)	Children	Address (or from Parent 1 if blank)	Enrolment form
Language Used Other than English	Children	Language OTE	Enrolment form
English Language Assistance Required	Children	Language Support Required?	Enrolment form
Other Enrolled Siblings	Children	Other Siblings Enrolled	Enrolment form
Low Income Indicator	Children	Applicable Concessions	Automatically calculated by EnrolNow (1) Based on Enrolment Form
Child Low Income Indicator Change Effective Date	Children	Low Income Change Effective Date	Automatically calculated by EnrolNow (1)
Child’s Aboriginal and/or Torres Strait Islander indicator	Children	Aboriginal / Torres Strait Islander	Enrolment form
Language Background Other Than English Indicator	Children	Language Background OTE	Enrolment form
Triplet Plus Children Enrolled at Same Service	Children	Applicable Concessions	Enrolment form

⚠️ Fields that may need manual updates

Digital Hub Field Name	EnrolNow Module	EnrolNow Field Name	Where it Comes From
Child Name Change Effective Date (2)	Children	Child Name Change Effective Date	Manually entered in the CRM
Child's Address Change Effective Date (2)	Children	Child Address Change Effective Date	Manually entered in the CRM
Face to Face Qualified Teacher Supervision Indicator (3)	Children	Face to Face Qualified Teacher Supervision?	Manually entered in the CRM

Key Definitions

Low Income Indicator: This is automatically calculated based on whether a valid concession (Health Care Card, Pensioner Concession Card, or Department of Veterans Affairs card) is recorded in the child’s enrolment form.
Name or Address Change Date: If a child’s name or address has changed, you can record the effective date of that change in the child’s profile.
Face to Face Qualified Teacher Supervision Indicator: Field indicating if the child needs face-to-face supervision from a qualified teacher. You can record this in the child record