NSW Digital Hub: Enrolment Data file

Purpose

The Enrolment Data file shares key enrolment details about each child at your preschool with the NSW Department of Education. This helps the department understand how, when, and where children are accessing preschool programs across the state.

How is this file created?

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

A child’s enrolment data will be included if:

Their enrolment form has been submitted
The “Data Sharing Consent” field is set to “I Agree”

Enrolment records for each eligible child are refreshed and included in the file every week as part of the Digital Hub upload.

What do you need to do to ensure this is accurate?

To ensure the file is complete and accurate:

Check that program information (such as first day at service, last day at service) has been entered and kept up to date
Check that child information (such as allocation, and inputs for fee relief ) has been entered and kept up to date
If a child’s enrolment changes during the year, update their record promptly in EnrolNow

⚠️ Fields that require manual updates

Digital Hub Field Name	EnrolNow Module	EnrolNow Field Name	Where it Comes From
Date of Signing Exemption Certificate	Children	Exemption Certificate Date for 6YO and over	Manually entered in the CRM

✅ Fields automatically included (no action needed)

Digital Hub Field Name	EnrolNow Module	EnrolNow Field Name	Where it Comes From
Transaction Date	File Generated		Each calendar date that falls within the reporting period which is defined as 1Jan of the current year through to Sunday of the current week.
Unique Child Identifier	File Generated
Unique Service Identifier	Organisation	Service Approval Number
Enrolment Start Date	Children	First Day at service	Automatically calculated by EnrolNow, based on the later of the enrolment date or the first day at service on the program
Enrolment End Date	Children	Last Day at service	Automatically calculated by EnrolNow, based on the date a child is updated to care no longer required status
Days Of Week Enrolled	Children	Current Allocated Days	Based on the Programs module or manual entry depending on service model
Date Of Signing Consent Form	Children	Enrolment Form Submitted Date	Automatically calculated by EnrolNow
Exemption Certificate Indicator	Children	Exemption Certificate Date for 6YO and over	Automatically calculated by EnrolNow as Yes if the field is filled
Fee Relief Declaration Indicator	Children	Latest Date of Signing Fee Relief Declaration	Automatically calculated by EnrolNow as Yes if the field is filled
Date of Signing Fee Relief Declaration	Children	Latest Date of Signing Fee Relief Declaration	Automatically calculated by EnrolNow
Per child per date enrolled duration	File Generated		Automatically calculated by EnrolNow
Per child per date enrolled Indicator	File Generated		Automatically calculated by EnrolNow
Per child per date enrolled Indicator change effective date	Children	TY - Allocation Change Date	Automatically calculated by EnrolNow whenever a change to the Current Allocated days occurs