Purpose and scope
Provide one documented process for schedule changes and disenrollment requests. Keep request records, Brightwheel enrollment and schedule data, and billing synchronized. Requests must come through the designated QR code or form rather than an informal verbal request.
Tools and ownership
QR code and JotForm/Google Form: collect the official request
- Email: route the submission to the assigned processor
- Brightwheel: update enrollment, schedules, and billing
- Assigned processor: review the request, update Brightwheel, review billing, and document completion
Procedure
Direct families to the designated QR code and request form. If a request is made verbally, ask the family to submit the appropriate form so it is documented.
2. Review the submission for the family and child names, request type, effective date, current schedule, requested schedule when applicable, and all required information. Request clarification before making a change when details are missing.
3. For a schedule change, verify the child’s current enrollment, schedule, and billing arrangement. Update Brightwheel with the approved schedule and effective date, review the billing impact, and document completion.
4. For disenrollment, verify the written notice date and requested effective date. Apply the required two-week notice period, update Brightwheel, and confirm billing for the notice period. For subsidized families, follow the approved DHS billing arrangement.
Record the request received, review, Brightwheel update, billing review, and completion. Retain the submitted form according to recordkeeping procedures.
Notify the family that the request was received or completed, including the effective date and any applicable notice-period billing. Do not waive or change notice requirements without management authorization.Quality checklist
[ ] Official form submitted and complete
- [ ] Request type and effective date verified
- [ ] Brightwheel enrollment or schedule updated correctly
- [ ] Billing impact reviewed
- [ ] Two-week notice handled for disenrollment
- [ ] Subsidy/DHS billing treatment checked when applicable
- [ ] Completion documented and family notified
Use the organization’s approved password manager for system access. Never place credentials in the article or task notes.