## Purpose and Scope
Process a new child enrollment through Procare, ensuring the enrollment packet, records, food-program form, calendar, and site-director handoff are complete.
**Roles:** The Billing & Enrollment Specialist handles the administrative workflow; the Site Director schedules the start date, prepares the classroom, and completes the on-site follow-up.
## Procedure
1. **Send the packet.** In Procare, locate the child’s enrollment record, send the enrollment packet and parent handbook, confirm delivery, and record the date sent.
2. **Confirm receipt.** Contact the parent/guardian, explain the required forms, answer questions, and document the communication.
3. **Monitor submissions.** Check Procare for completed forms, verify all required documents are present, and mark the packet received.
4. **Review documents.** Check required fields, signatures, emergency contacts, and other documentation. Request corrections for missing or unclear items.
5. **Enter the child.** Add demographic/contact information and enrollment dates to Procare, save, and compare the record with the source forms.
6. **Process the food-program form.** Verify parent completion, resolve missing fields, file it in the approved location, and confirm compliance requirements are met.
7. Complete the review. Confirm the enrollment record, forms, Procare entry, and food-program form are complete.
8. Notify the Site Director. Send the completion notice with child name, enrollment date, recommended start date, and checklist status.
9. Schedule and prepare. The Site Director confirms classroom placement, adds the start date to the calendar, prepares the classroom, answers remaining parent questions, and verifies the child is ready for the first day.
10. Close the enrollment. Confirm the child appears on the calendar, documents and communication are complete, and the shared enrollment checklist is closed.
## Quality Checklist
[ ] Packet sent and receipt confirmed
- [ ] Forms, signatures, and emergency contacts reviewed
- [ ] Child entered accurately in Procare
- [ ] Food-program form completed and filed
- [ ] Site Director notified
- [ ] Calendar/start-date and first-day preparation complete
- [ ] Enrollment checklist closed
## Notes
Use approved access methods and store records securely. Do not retain passwords or guess missing enrollment information.