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Developmental Screening, Developmental Outcomes
Assessment, and Kindergarten Transition.
ChildWare 2.0 (CW) is the primary data system for the PHLpreK Program. It allows for reporting to key
stakeholders (Mayor’s Office, City Council, citizens of Philadelphia). Data entry in ChildWare is required
as part of your Provider Agreement.
Table of Contents:
Getting Started……………………………………………………………………………………………………..Page 1
Health Tab…………………………………………………………………………………………………………….Page 2
Adding a Health Event…………………………………………………………………………………………..Page 3
Adding a Developmental Screening Event……………………………………………………………..Page 3
Adding a Developmental Outcomes Assessment Event………………………………………….Page 6
Adding Kindergarten Transition……………………………………………………………………………..Page 9
Uploading Documents……………………………………………………………………………………………Page 13
Getting Started:
Open your Chrome browser
• Type in childware.phmc.org in the url address bar
• Login to ChildWare 2.0 with your user name and password
• Click on the word ChildWare in the upper left corner to access
the navigation menu
• Scroll down to Children
• Choose the child’s name of the record you need to
access/update
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Child’s Record:
Health Tab:
Click on the Health Tab to
Access:
• Care Provider
• Insurance
• Allergy/Food restriction
• Health Development
Concerns
• Medication
• Health/Development
Events
• Notes/Events
(Kindergarten
Transition)
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ADD Health Event:
To add a new Health Event – click on the Add Health Event button.
A new event should be added every time there is an event that needs reporting.
1) Health Tab
2) Health/Development Events Tab
3) Review General Health Assessment Guidelines
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4) Add New Health Event
NEVER overwrite a previous Health Event ALWAYS ADD NEW
Returning child: Note entered with the initial screening date and info (must be within 45 calendar days
of the previous program yr.)
Child with an IEP: Date the IEP was in receipt (still needs to be within 45 calendar days.)
New Child: Note entered with the initial screening date and info (must be within 45 calendar days of
this program yr.)
Developmental Screening:
As part of the provider agreement, you must conduct at least one initial developmental screening for each child
within 45 calendar days of the child’s program start date using a screening tool that has been tested for
reliability and validity. The note entry is designed to support in demonstrating compliance of this requirement.
Providers must adhere to the guidelines of the selected screening tool for rescreening throughout the year, if a
concern has been identified. Children with IEPs are exempt from this requirement if there is a copy of a current
IEP in the child’s file, a note in Childware should still be entered. Children that are returning should also have a
note entered in Childware with the original date of the initial screening.
The tool helps to highlight a child’s strengths and concerns as well as highlight results that fall in a “monitoring
zone,” to make it easier to keep track of children at risk. When entering the note you must use the date, the
screening was conducted as well as any supporting notes that may apply.
** Providers must refer any child with an identified concern to Elwyn for assessment within 15 calendar days
after receipt of parent permission to refer. When documenting a referral in the note please check off concerned
identified and referred to LEA with the date of the referral.
Enter Health Event Details:
1. Select Heath Event
2. Type in Event date
3. Select Name in Completed
by dropdown list
4. Select developmental
Screening Tool from
dropdown list
5. Type Note
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Choose Developmental Screening Event Type:
Select Developmental Screening Tool
Concern Identified/Referred to IEP:
These fields are checked off, if necessary.
Note Section: Example
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Completed Record:
Developmental Outcomes Assessment:
As part of the provider agreement, provider must implement programming based on a PA-approved
early learning curriculum that is aligned to the PA Early Learning Standard and conduct continuous
child observation to inform child outcomes using an OCDEL approved assessment tool twice per year
(Fall and Spring)
• A provider must indicate within the note when the child was assessed (Fall 2018 or Spring
2019). As well as any concerns identified during the assessment
• Assessment is a critical piece in high-quality standards-aligned programs. Parents, teachers and
caregivers are the most qualified to assess young children because they observe children in
authentic environments, and are most familiar with each child’s development and learning
expectations
1. Access Child’s Record
2. Click on Health Tab
3. Click on Health/Development Events
4. Add Health Event
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Select Developmental Outcomes Assessment:
Select Tool:
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Complete Fields:
Completed Outcomes Assessment Record:
Kindergarten Transition:
Kindergarten Transition is the process that prepares students, families, schools (Pre-K and
Kindergarten) and communities to develop knowledge, skills and relationships that help students
move from one educational setting to another.
• It is important for providers to complete all Kindergarten Transition documentation requested
in order to accurately demonstrate the family engagement that has occurred and to ensure all
transitioning PHLpreK students are registered for Kindergarten. Providers are required to enter
three (3) Kindergarten Transition Notes per program year for each child that is age eligible to
transition to kindergarten.
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Kindergarten Note: Transition Plan
• Within 45 days of program start, enter Kindergarten Transition Plan into Childware for children
turning 5 years old before the next school year.
Kindergarten Note: Transition Meeting
• Winter 2020 (after January 1) - Enter successful Kindergarten transition meeting attendance
note into Childware
Kindergarten Note: K Registration
• Spring 2020 - Confirm that the Kindergarten registration process is completed and document
where the child will be attending in in Childware.
Kindergarten Note: Other K Transition – any additional notes added to child’s account from
conversations with parents about kindergarten transition.
Getting Started: 1. Open your Chrome Browser – type childware.phmc.org in the address bar.
2. On the next screen type in your ChildWare 2.0 username and password.
3. Click on the word ChildWare in the upper left corner to access your navigation menu.
4. Scroll down to Children.
5. Click on the name of the child you want to add a Kindergarten Transition note.
Click on the Health Tab:
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While on the Health Tab, scroll over the additional tabs and click on Note/Event.
Note/Event Tab: A kindergarten note should be entered each time your center receives information regarding a
child’s kindergarten transition. This will require you to add notes throughout the year. NEVER
OVERWRITE a previous note. ALWAYS ADD NEW notes.
To create a new entry for the Kindergarten Transition record of a child -
Click on the Add Kindergarten button
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Add Kindergarten: Complete Fields:
1. Enter date of the event this note is referencing.
2. Select staff member adding note
3. Indicate which Caregiver participated in the activity if any.
4. If the child has registered for Kindergarten, type in date the child registered (should be on
documentation)
5. Type in name of Kindergarten School
6. Add detailed note regard the reason for this note.
7. Click Add.
You will need to add a minimum of three kindergarten transition notes
in each child’s record. ChildWare Entry: Transition Plan
Complete within 45 days of program start, enter Kindergarten Transition Plan into ChildWare for
children turning 5years old by September 1st, 2019.
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2nd Note: – Transition Meeting
Complete in Winter 2020- Enter successful Kindergarten transition meeting attendance note into
ChildWare
3rd Note: – Kindergarten Registration
Complete in Spring 2020 - Confirm that the Kindergarten registration process is completed and
document where the child will be attending. (Enter into ChildWare)
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Final Screen upon completion of all 3 required case note entries
You may have more than the three notes mentioned above, if you have more
communications with the parent(s) regarding kindergarten transition.
Each interaction requires a note be placed in the child’s record. For additional
meetings – use the Other K Transition Note Type.
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Instructions on uploading a file with Kindergarten Transition Note. Uploading documents are optional – you are not required to upload any document.
The document must already be stored on your computer as a PDF, prior to
uploading the document to ChildWare 2.0.
After completing the Kindergarten Transition Note, click on the Upload Document
button.
A new image will appear, click on the icon “Click to Add File.”
A new window will open showing you the files on your computer.
Navigate to the file you want to upload and click on it – to choose that file, click
“Open.”
Complete the record:
After you have added the document, click Add.
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You will receive a success toast, and the new note now appears on the child’s record.
To view document click on Document Button