Information Captured Throughout the Process - Help Center

This guide provides a complete overview of all information captured throughout the funding process. Understanding what data is collected helps with compliance, transparency, and answering parent queries.

1. Child Information

Basic details about the child for identification and funding purposes.

Field	Description	Required
First Name	Child's legal first name	Yes
Middle Names	Any middle names	No
Last Name	Child's surname	Yes
Known As	Preferred name if different	No
Date of Birth	Child's date of birth (determines funding eligibility)	Yes
Gender	Male, Female, or Other	Yes
NHS Number	10-digit NHS identification number	No
Internal Reference	Nursery's internal ID for the child	No
Start Date	When the child started at the nursery	Yes
End Date	When the child left (if applicable)	No
Reason for Leaving	Why the child is no longer attending	No

2. Child Address

The child's residential address for local authority verification.

Field	Description	Required
House Number/Name	Building number or name	Yes
Address Line 1	Street name	Yes
Address Line 2	Additional address info	No
Address Line 3	Additional address info	No
Town/City	Town or city name	Yes
County	County name	No
Postcode	UK postcode	Yes

3. Demographics & Language

Ethnicity and language information required by DfE for census reporting.

Field	Description	Required
Ethnic Group	DfE ethnicity code (21 categories)	Yes
First Language	Child's primary spoken language	Yes

4. Special Educational Needs

Information about special needs and support requirements.

Field	Description	Required
Has SEND	Whether child has special educational needs	Yes
SEND Details	Description of needs (if applicable)	If SEND
Has EHCP	Whether child has Education, Health & Care Plan	Yes
Has Support Workers	Whether child has assigned support workers	Yes
Support Worker Details	Names/contact details of support workers	If applicable
Looked After Status	Never, Currently, or Previously looked after	Yes

5. Legal Identity Document

Documentation to verify the child's identity for funding purposes.

Field	Description	Required
Document Type	Birth Certificate, Passport, Adoption Certificate, or Other	Yes (if required)
Document Number	Official document reference number	Yes (except 'Other')
Document File	Scanned/photographed copy (PDF, JPEG, PNG, GIF)	Yes (if required)

6. Medical & Health Information

Health details for child safety and emergency response.

Field	Description	Required
Has Allergies	Whether child has any allergies	Yes
Allergy Details	List of allergies and reactions	If allergies
Has Medical Conditions	Whether child has medical conditions	Yes
Medical Condition Details	Description of conditions	If conditions
Takes Regular Medication	Whether child takes regular medication	Yes
Medication Details	Medication names and dosages	If medication
Dietary Requirements	Any dietary restrictions or preferences	No
Additional Health Notes	Any other health-related information	No

7. Emergency Contacts

Contact details for emergencies (separate from primary parent).

Field	Description	Required
Contact 1 Name	First emergency contact name	Yes (if medical)
Contact 1 Phone	First emergency contact number	Yes (if medical)
Contact 1 Relationship	Relationship to child	Yes (if medical)
Contact 2 Name	Second emergency contact name	No
Contact 2 Phone	Second emergency contact number	No
Contact 2 Relationship	Relationship to child	No

8. Healthcare Professionals

Details of medical and support professionals involved with the child.

Field	Description	Required
Doctor Name	Child's GP name	No
Surgery Name	GP surgery name	No
Surgery Phone	Surgery contact number	No
Health Visitor Name	Assigned health visitor	No
Health Visitor Phone	Health visitor contact	No
Social Worker Name	Assigned social worker (if applicable)	No
Social Worker Phone	Social worker contact	No

9. Consents

Parental consents for medical treatment and medication administration.

Field	Description	Required
Consent to Administer Medicine	Permission to give prescribed/named medication	Yes (if medical)
Consent for Emergency Treatment	Permission for emergency medical treatment	Yes (if medical)

10. Parent/Carer Information

Details about the parent or carer completing the funding declaration.

Field	Description	Required
Title	Mr, Mrs, Miss, Ms, etc.	Yes
First Name	Parent's first name	Yes
Last Name	Parent's surname	Yes
Date of Birth	Parent's date of birth	Yes
Gender	Parent's gender	Yes
Email Address	Contact email for notifications	Yes
Mobile Number	UK mobile for SMS notifications	No
National Insurance Number	NI number for eligibility verification	Conditional
Relationship to Child	Mother, Father, Guardian, etc.	Yes
Is Legally Responsible	Whether parent has legal responsibility	Yes
Lives at Same Address	Whether parent lives with child	Yes
Is Asylum Seeker	For special eligibility criteria	Yes
Asylum Reference Number	NASS reference (if applicable)	If asylum seeker
Receives Universal Credit	For EYPP eligibility	Yes

11. Parent Address

Parent's residential address (if different from child's address).

Field	Description	Required
House Number/Name	Building number or name	If not same address
Address Line 1	Street name	If not same address
Address Line 2	Additional address info	No
Address Line 3	Additional address info	No
Town/City	Town or city name	If not same address
County	County name	No
Postcode	UK postcode	If not same address

12. Funding Details

Information about the funding claim being made.

Field	Description	Required
Funding Type	Universal (15 hours) or Extended (30 hours)	Yes
Hours Per Week	Number of funded hours claimed	Yes
Eligibility Criteria	Reason for funding eligibility	Yes
30-Hour Code	11-digit HMRC code for extended hours	If extended
30-Hour Code Expiry	When the 30-hour code expires	If extended
2-Year-Old Code	LA code for disadvantaged 2-year-olds	If 2YO eligible
2-Year-Old Code Expiry	When the 2-year-old code expires	If 2YO eligible
Session Claim Type	Term-time only or Stretched	Yes
Attendance Pattern	Days and times of attendance	Yes

13. Funding Consents

Parent consents related to funding and data sharing.

Field	Description	Required
Consent for EYPP	Permission to apply for Early Years Pupil Premium	Yes
Consent for DAF	Permission to apply for Disability Access Fund	Yes
Consent for Data Sharing	Permission to share data with local authority	Yes
Accessing Another Provider	Whether using funded hours elsewhere	Yes
Other Provider Details	Name/hours at other provider	If applicable

14. Additional Extras

Chargeable items in addition to funded hours.

Field	Description	Required
Extra Type	Meals, Activities, Trips, Consumables, Other	No
Quantity	Number of items/sessions	If extras
Cost Per Unit	Price per item/session	If extras
Notes	Description of the extra	No

15. Digital Signature

Information captured when the parent signs the declaration.

Field	Description	Purpose
Signature Data	Drawn signature image	Legal declaration
Signed At	Date and time of signature	Audit trail
IP Address	Network address	Fraud prevention
Geolocation	GPS coordinates (if consented)	Fraud prevention
Device Type	Desktop, Mobile, Tablet	Audit trail
Browser	Web browser used	Audit trail
Canvas Fingerprint	Device identification hash	Fraud prevention
Verification Code	12-character certificate reference	Document verification

Data Retention

All data is retained in accordance with GDPR and early years funding requirements. Default retention periods are: Submissions (24 months after export), Audit logs (36 months), Notifications (12 months).

Privacy Notice

Parents are informed of data collection and usage before signing. All documents clearly state what data is collected and how it will be used. Consent must be obtained for data sharing with local authorities.