Homebased: Educator Profile Set Up

• Create a new staff profile
• Teacher Certifications
• Homes Tab
• Associates Tab
• Children Tab
• Assigning Educators to Coordinators

When your Discover Homebased service is created, it will include a default educator.

If you are using the Digital Enrolment Form, we recommend keeping the default educator. When a parent submits an enrolment form, the child is automatically enrolled with this educator, ensuring the enrolment is successfully created.

Once the child has been added to the system and a place is available with their allocated educator, you can update the enrolment and assign the child to the correct educator.

Understanding Educators in a Homebased Service

In a Homebased service, educators function like rooms in a Centre-based service. Each educator must have their capacity, age group, and other details configured before they can accept enrolments.

A simple way to think about it is that each educator is like a small service within your overall Homebased service. Every educator has their own capacity, enrolments, and availability, so each one needs to be set up individually before children can be assigned to them.

Create a new staff profile:

1. Navigate to the Staff tab via the left-side menu.
2. Select 'Staff & Educators'.
3. In the Staff list, to the bottom left, click the green 'Create New' button.
4. Input the relevant information to build out the core of this new staff profile.
5. Under 'Employment Details', select 'Educator' in the 'Staff Member Type' field. (This is a must!)
   For Coordinators select 'Coordinator' in the 'Staff Member Type' Field (This is a must!) 
6. Press save at the bottom right of the screen.

Please note: Once you have saved the profile, you can re-enter by clicking on the Educators name from the Staff list, to add further details to their record.

If the profile does not save, please be sure to check all mandatory fields have been entered in the profile. A red outline will be displayed for any required fields that have been missed.

Teacher Certifications

We advise keeping records of staff members' qualifications and the period in which they were effective. This ensures Discover can specifically calculate ratios with the relevant qualification throughout the day.

As a staff member gains a new or updates an existing qualification, please ensure they are updated in Discover with the relevant dates that they cover.

1. Navigate to the Staff Profile.
2. Click the 'Teacher Certifications' tab.
3. Click 'Create New'.
4. Enter the type of certification, the effective date and expiration.
5. Type in the qualification name in the Qualification field (only if 'Other' has been selected in the dropdown above).
6. Type in any comments (optional).
7. Click 'Create'.

Homes Tab

The Homes tab functions as a type of 'Personal License' for Educators. 

When enrolling children, the Home record for the educator will be the room assigned*.

Once your Educator profile has been created, navigate to the Homes tab at the top of the record.

1. Select 'Create New'.

2. Enter the Educator's details, including capacity, age range, address and absentee option.

3. Select 'Create'.

4. You will not be able to Enrol Children under an educator unless the Homes Tab is set up

* Make sure there is text in the Payment Details Field. Even if it is ** before you save.

*If there are any difficulties in enrolling a child, the Homes tab is a useful place to check all details are correct. Regarding funding troubleshooting, the 'Exclude from funding' checkbox is of particular note here.

Associates Tab

Educators for homebased services are required to declare any adults/children aged 16+ that live in the premises they are caring for the children in. 

These adults are also required to undergo police checks and be vetted appropriately, regardless of whether they are present in the home during operating hours normally.  

To help services track who these associates are and make sure these checks are up to date, they can be added via the Associates tab on the Educator's profile.

1. Click 'Create New'.

2. Enter the Associate's details.

3. Click 'Save'.

An existing contact within Discover can be added by clicking on 'Link Associate'.

Children Tab