When you select Arrival Export in the Children module, EnrolNow builds the Multiple Child Upload file for the Department of Education's Arrival system. Each column in that file is filled from a field in your EnrolNow records, and some are converted into the exact format Arrival expects (for example capitals and underscores).
This article lists every column, the EnrolNow field it comes from, and how the data is converted. Use it to check that the right fields are filled in on your child and parent/guardian records before you export, so you get fewer validation errors in Arrival.
New to the export? See Multiple Child Upload file for Annual Confirmation upload in Arrival for the steps to create and upload the file.
Before you export: a quick checklist
- Program and service allocations: children need to be allocated to the correct program, with a status of enrolled. The Service Offering, Group Name and Service Name columns all come from these allocations.
- First Day at Service: this becomes the Child's enrolment start date.
- Address: if a child's address is blank, EnrolNow uses Parent / Guardian 1's address instead.
- Parent / Guardian 1 and 2: make sure country of birth, highest schooling, qualification and occupation group are filled in. Blank schooling and qualification are sent as DID_NOT_PROVIDE_A_RESPONSE.
- Concessions and expiry dates: concession cards only count when the expiry date is in the future.
General formatting rules applied to the file
- Names and street address are trimmed to 50 characters (minimum 2).
- Dates are shown as DD/MM/YYYY.
- Many options are shown in capitals with underscores (for example NON_INDIGENOUS), exactly as Arrival requires
- Do not change the file type. It must stay a .csv.
Column by column
Open a section to see each Arrival Export column heading, the EnrolNow field it comes from, and how the data is shown.
▶ Child columns
| Arrival Export column heading | EnrolNow field it comes from | How the data is shown |
|---|---|---|
| First Name | Children > First Name | Trimmed to a maximum of 50 characters (minimum 2). |
| Middle Name/s | Children > Middle Name | Trimmed to a maximum of 50 characters (minimum 2). Left blank if not present |
| Last Name | Children > Last Name | Trimmed to a maximum of 50 characters (minimum 2). |
| Preferred Name | Children > Preferred Name | Trimmed to a maximum of 50 characters (minimum 2). |
| Gender | Children > Child's Gender | Male becomes MALE and Female becomes FEMALE. Any other option becomes DIFFERENT_TERM. |
| Gender (Please Specify) | Children > Child's Gender | Only filled in when the gender is not Male or Female. It shows the gender recorded on the child's record. |
| Date of Birth | Children > Date of Birth | Shown as DD/MM/YYYY. Arrival only accepts children who are older than 2 and younger than 7. |
| Multiple Birth | Children > Applicable Concessions | YES if Triplets or Quadruplets is selected, otherwise NO. |
| Aboriginal and/or Torres Strait Islander person | Children > Aboriginal / Torres Strait Islander | Aboriginal becomes ABORIGINAL, Torres Strait Islander becomes TORRES_STRAIT_ISLANDER, Both becomes BOTH_ABORIGINAL_TORRES. Anything else becomes NON_INDIGENOUS. |
| Child's street address | Children > Street. If blank, Parent / Guardian 1 > Street | Trimmed to a maximum of 50 characters. |
| Child's suburb | Children > Suburb. If blank, Parent / Guardian 1 > Suburb | Trimmed to a maximum of 50 characters. |
| Child's state | Children > State. If blank, Parent / Guardian 1 > State | Abbreviated, for example VIC. |
| Child's postcode | Children > Postcode. If blank, Parent / Guardian 1 > Postcode | Arrival checks that the suburb, state and postcode match. |
| Child's living arrangement | Children > Living Arrangement | Parent(s), Parent / Guardian 1 and Parent / Guardian 2 become PARENTS. Informal Kinship Care, Foster Care, Permanent Care and Residential Care become INFORMAL_KINSHIP_CARE, FOSTER_CARE, PERMANENT_CARE and RESIDENTIAL_CARE. Anything else (including Formal Kinship Care) becomes OTHER. |
| Vaccination Status | Children > Has your child been immunised up to date. If not, Children > Not Immunised Reason | If Has your child been immunised up to date is Yes becomes CHILD_UP_TO_DATE. Otherwise the Not immunised Reason is used: recognised catch-up schedule becomes CHILD_RECOGNISE_CATCH_UP_SCHEDULE, medical exemption becomes CHILD_MEDICAL_CONDITION_PREVENTING, grace period with a catch-up schedule becomes CHILD_ENROLLED_SUPPORT_PERIOD_RECOGNISE_CATCH_UP_SCHEDULE, and grace period without a catch-up schedule becomes CHILD_ENROLLED_SUPPORT_PERIOD. |
| Child Disability Health Care Card | Children > Applicable Concessions OR Children . Health Care Card, plus Children > Health Care Expiry Date | YES if the child has a Health Care Card (recorded in either Health Care Card or Applicable Concessions) and the expiry date is in the future, otherwise NO. |
| Child's country of birth | Children > Country of Birth | Capitals, with spaces and brackets replaced by underscores and apostrophes removed. Gaza Strip and West Bank becomes OCCUPIED_PALESTINIAN_TERRITORIES. |
| Child's year of arrival in Australia (if not born in Australia) | Children > Year of Arrival | Arrival needs a full date, so this is shown as 1 January of the year of arrival (DD/MM/YYYY), or the child's date of birth if that is later. |
| Child's main language spoken at home | Children > Languages Spoken at Home | Capitals, with spaces and brackets replaced by underscores and apostrophes removed, for example MANDARIN. |
| Child's first language | Children > Languages Spoken at Home | Uses the same value as the main language spoken at home. |
| Child requiring an interpreter | Not pulled from EnrolNow | Always left blank. |
| Refugee or Asylum Seeker | Children > Applicable Concessions | YES if a Visa option is selected, otherwise NO. |
| Refugee or Asylum Seeker Visa Type | Children > Applicable Concessions | When Refugee or Asylum Seeker is YES, the matching visa is shown (for example PROTECTION_VISA_866). If nothing matches, OTHER is shown. |
| Child Protection Indicator | Children > Child or Family at risk | YES or NO, as recorded. |
| Additional Needs | Children > Additional Needs? | YES or NO, as recorded. |
| Kindergarten Inclusion Support Program | Children > KIS Funded | YES if ticked, otherwise NO. |
| AEL Supported | Children > AEL | YES if ticked, otherwise NO. |
| Access to Early Learning (AEL) supported site name | Children > AEL | TBC if AEL is ticked, otherwise blank. Please replace TBC with your AEL site name from the list in the Arrival template before uploading. |
| Child's enrolment start date | Children > First Day at Service | Shown as DD/MM/YYYY. |
| Program model | Not pulled from EnrolNow | Always SESSIONAL. |
| Service offering | Children > Current Program Type (Upcoming Program Type for a Next Year export), plus the Pre Prep Group setting on the child's program | 3 Year Old becomes THREE_YO. 4 Year Old becomes PRE_PREP if the program is marked as a Pre Prep Group, otherwise FOUR_YO. Anything else is blank. |
| Child's number of hours for integrated long day care kindergarten | Not pulled from EnrolNow | Left blank. Integrated services will need to add this in Arrival. |
| Child's number of minutes for integrated long day care kindergarten | Not pulled from EnrolNow | Left blank. Integrated services will need to add this in Arrival. |
| Group Name (for filtering only) | Program name from the child's most recent Program Allocation for the care period (current or upcoming) | Not uploaded to Arrival. Delete this column before you upload. |
| Service Name (for filtering only) | Organisation name from the child's most recent Service Allocation for the care period (current or upcoming) | Not uploaded to Arrival. Delete this column before you upload. |
▶ Parent / Guardian 1 columns
Populated from the parent or guardian recorded as Parent / Guardian 1 on the child's record.
| Arrival Export column heading | EnrolNow field it comes from | How the data is shown |
|---|---|---|
| Parent/guardian 1's relationship to the child | Parent / Guardian 1 > Relationship to the Child | Parent, Mother or Father becomes PARENT. Anything else becomes GUARDIAN. |
| Parent/guardian 1's commonwealth concession card | Parent / Guardian 1 > Health Care Card, Pensioner Concession Card and DVA Card, plus their expiry dates; also the child's Pensioner Concession Card and DVA Card | YES if any of these cards is ticked and the expiry date is in the future, otherwise NO. |
| Parent/guardian 1's commonwealth concession card type/s | Parent / Guardian 1 > Health Care Card, Pensioner Concession Card and DVA Card | Only filled in when the concession card column is YES. Health Care Card becomes COMMONWEALTH_HEALTH_CARE_CARD, Pensioner Concession Card becomes COMMONWEALTH_PENSIONER_CONCESSION_CARD, and DVA Card becomes DEPARTMENT_OF_VETERANS_AFFAIRS_GOLD_CARD. |
| Parent/guardian 1's commonwealth concession card type other | Not pulled from EnrolNow | Always left blank. |
| Parent/guardian 1's country of birth | Parent / Guardian 1 > Country of Birth | Capitals, with spaces and brackets replaced by underscores and apostrophes removed. Gaza Strip and West Bank becomes OCCUPIED_PALESTINIAN_TERRITORIES. |
| Parent/guardian 1's year of arrival in Australia (if not born in Australia) | Parent / Guardian 1 > Year of Arrival | Shown as 1 January of the year of arrival (DD/MM/YYYY). |
| Parent/guardian 1's highest year of school | Parent / Guardian 1 > Highest Schooling | Capitals with underscores, for example YEAR_12_OR_EQUIVALENT. If blank, DID_NOT_PROVIDE_A_RESPONSE is shown. |
| Parent/guardian 1's highest qualification | Parent / Guardian 1 > Max Qualification | Capitals with underscores, for example CERT_I_TO_IV or BACHELOR_DEGREE_OR_ABOVE. If blank, DID_NOT_PROVIDE_A_RESPONSE is shown. |
| Parent/guardian 1's occupation group | Parent / Guardian 1 > Occupation Group | The occupation group letter (A, B, C, D, N, H or U) as recorded. |
▶ Parent / Guardian 2 columns
Populated from the parent or guardian recorded as Parent / Guardian 2. Parent 2 is optional in Arrival, but if any Parent 2 detail is entered, the same details as Parent 1 are needed.
| Arrival Export column heading | EnrolNow field it comes from | How the data is shown |
|---|---|---|
| Parent/guardian 2's relationship to the child | Parent / Guardian 2 > Relationship to the Child | Parent, Mother or Father becomes PARENT. Anything else becomes GUARDIAN. |
| Parent/guardian 2's commonwealth concession card | Parent / Guardian 2 > Health Care Card, Pensioner Concession Card and DVA Card, plus their expiry dates | YES if any of these cards is ticked and the expiry date is in the future, otherwise NO. |
| Parent/guardian 2's commonwealth concession card type/s | Parent / Guardian 2 > Health Care Card, Pensioner Concession Card and DVA Card | Only filled in when the concession card column is YES. Health Care Card becomes COMMONWEALTH_HEALTH_CARE_CARD, Pensioner Concession Card becomes COMMONWEALTH_PENSIONER_CONCESSION_CARD, and DVA Card becomes DEPARTMENT_OF_VETERANS_AFFAIRS_GOLD_CARD. |
| Parent/guardian 2's commonwealth concession card type other | Not pulled from EnrolNow | Always left blank. |
| Parent/guardian 2's country of birth | Parent / Guardian 2 > Country of Birth | Capitals, with spaces and brackets replaced by underscores and apostrophes removed. Gaza Strip and West Bank becomes OCCUPIED_PALESTINIAN_TERRITORIES. |
| Parent/guardian 2's year of arrival in Australia (if not born in Australia) | Parent / Guardian 2 > Year of Arrival | Shown as 1 January of the year of arrival (DD/MM/YYYY). |
| Parent/guardian 2's highest year of school | Parent / Guardian 2 > Highest Schooling | Capitals with underscores, for example YEAR_12_OR_EQUIVALENT. If blank, DID_NOT_PROVIDE_A_RESPONSE is shown. |
| Parent/guardian 2's highest qualification | Parent / Guardian 2 > Max Qualification | Capitals with underscores, for example CERT_I_TO_IV or BACHELOR_DEGREE_OR_ABOVE. If blank, DID_NOT_PROVIDE_A_RESPONSE is shown. |
| Parent/guardian 2's occupation group | Parent / Guardian 2 > Occupation Group | The occupation group letter (A, B, C, D, N, H or U) as recorded. |
Details that are not in the export
The export does not include parent/guardian phone numbers or Authorised Nominee names and phone numbers. Services using the DE Arrival system for attendances can export these separately and add them to the file. Full steps are in this article.
What if something looks wrong in Arrival?
- Find the column heading in the tables above and check the EnrolNow field it comes from.
- Update the child or parent/guardian record in EnrolNow.
- Run the Arrival Export again and re-upload.
Still stuck? Email support@enrolnow.com.au with the child's name and the column you are checking, and our Customer Support Team will take a look for you.
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