Offboarding from Discover

Here’s what to do:

These tasks need to be actioned BEFORE the last day of operations:

1. Remove any calendar entries that fall after the centre’s closure date 

As data syncs through to MoE throughout the day, these need to remove as an indication that the centre has in fact closed.

Knowledge Base Article: How to remove Calendar Entries

2. Remove any Roster Entries that fall after the Centre's closure date

Any future Rosters need to be removed from Discover as information is synced twice daily to relevant departments. We need to ensure that the closure events and data matches.

Knowledge Base Article: How to remove Roster Entries

3. Add a leave date for all staff records

Record the last day of operation for each staff member.

Knowledge Base Article: How to add Leave Dates to Staff Profiles

4. Add a leave date for all child enrolments

Enter the last day of operation as the leave date for each enrolled child.

Knowledge Base Article: How to End Child Enrolments  

5. Confirm Eli

Your Data goes through to Eli 2 x daily. Discover asks you to confirm Eli monthly, to ensure the information is correct that has been sent through.

Knowledge Base Article: Ministry: ELI Confirmation

Please note: Once your service has been offboarded, or has had a change of ownership, the connection to ELI/MoE is disabled for your service. 

These tasks can be actioned AFTER the last day of operations:

1. Untick Automated Invoicing & Tick on Automate Quarterly Boost Statements 

If you use Automated Invoicing, you will need to ensure that this option has been disabled.

If you tick on Automate Quarterly Boost Statements you won't need to remember to sign in to Discover and send them at the end of the Quarter.

Knowledge Base Article: Offboarding Invoicing & Parent Payments Instructions

2. Download Relevant Reports

If you are opting out of Archived Access you will need to download any Reports you require. Especially any you will require for any audits that can go back up to 7 years.

Knowledge Base Article: Reports in Discover

3. Remove Enrolment/Enquiry Widget from the Service Website

If you are using the Widgets on your website, these will need to be removed. 

4. Update Enquiry/Enrolment Settings

This will prevent future enrolments from being created past the closure date.

Knowledge Base Article: How to update Enquiry, Enrolment & Waitlist Settings

5. Download your Centre Funding Report

Save a copy of the Centre Funding Report for the upcoming RS7 funding round. Please provide this to the new owner.

Go to Reports > Finance Reports > Centre Funding Report > Select the dates, Settings etc > Get  Report.

RS7 Funding Submission

• Change of Ownership / Closing the Service - last day of operation is last day of funding round

If your last day of operations is the last day of the funding round, We need you to submit your RS7 within 3 business days. Then we will disable your ELI connection,

and Enable the New Owner's Service.

If this has not been actioned by then, you will need to submit this via the Paper Form see instructions here 

• Change of Ownership / Closing the Centre - At any other time of the Funding Round:

If your Change of Ownership is mid funding cycle, you will need to provide the Centre Funding Report to the New Owner. 

They will submit the prior information via email, and their Ownership period via Discover. 

Any washups are worked out outside of Discover.

See here for further information.

• Change of Ownership – Census

The original owner must submit the census for their final week. If portal access has transferred to the new owner, the Ministry may grant an exemption case-by-case or provide the old owner with a paper census to complete.

New owners can’t submit previous data.

Licence number remains unchanged.

No penalty applies to the new owner.

Contact the Ministry if an exemption is needed.