For campus administrators and staff.
This article explains how to use the Heritage Enrollment Tracker to check whether a child's enrollment paperwork is complete.
What the Tracker Is
The Heritage Enrollment Tracker (v2) is an Excel workbook kept on the company SharePoint. It is the main record for:
Each campus roster
Each child's weekly schedule
Parent pay / copay and subsidy pay
Weekly totals
Whether all enrollment paperwork is complete
The Childcare App is still where the live roster, billing, attendance, and invoices are kept. The tracker and the Childcare App do different jobs, and both need to be kept up to date.
Note: The banner at the top of the sheet still reads "HERITAGE EARLY LEARNING — ENROLLMENT TRACKER." That is an old name. It is the correct Heritage file.
Tabs
| Tab | What it's for | |-----|---------------| | Barnesville Enrollment Tracker | Barnesville campus roster | | St Clairsville Enrollment Track | St. Clairsville campus roster | | Dashboard | Summary view |
Use the tab for your campus.
How the Campus Tabs Are Laid Out
Both campus tabs use the same layout:
Row 1: Title and Total Weekly Income
Row 3: Schedule and ratio legend
Row 5: Column headers
Children are listed under room banner rows, such as Infant, Older Toddler, and School Age.
Row 5 column headers (columns A through V):
| Column | Header | |--------|--------| | A | # | | B | Child's Full Name | | C | Date of Birth | | D | Enrolled Since | | E | Age | | F | Mos | | G | Move-Up Date | | H – Q | MON, TUE, WED, THU, FRI (Before and After for each day) | | R | Parent Pay / Copay | | S | Subsidy Pay | | T | All Papework Complete | | U | Total Weekly | | V | Notes |
Checking "All Paperwork Complete" (Column T)
"All paperwork complete" is not a separate sheet or table. It is column T on each campus tab. The header is in cell T5.
Search tip: The header in the file is spelled "All Papework Complete" (missing the "r"). If you use Find, search for that exact spelling. Please don't rename the header.
Steps
Open the Heritage Enrollment Tracker from the company SharePoint.
Click the tab for your campus: Barnesville Enrollment Tracker or St Clairsville Enrollment Track.
Find the child's row by name in column B.
Look at that child's cell in column T:
Filled in: the child's enrollment packet is marked complete.
Blank: the packet is not marked complete.
If the cell is blank, check what paperwork is still missing before you treat the child as fully enrolled.
Things to Remember
Column T is separate from the Childcare App. A child can be enrolled in the Childcare App and still have a blank column T. Always check column T to confirm paperwork.
Keep the tracker matched to the Childcare App. The children on your campus tab should be the children currently enrolled in the Childcare App.
Use only this tracker. Don't start a separate paperwork tracker in another app or spreadsheet.
This is not the collections sheet. The unpaid-balance (collections) spreadsheet is a different file and does not track paperwork.
Paperwork Reviews With Families
Before a child's first day, the Center Administrator meets with the family to review all required paperwork, policies, and the Enrollment Agreement. Families must also review their child's paperwork every year and sign off that it is correct. There is no fee for the annual review.
Privacy
Do not copy full child enrollment packets into other apps. Keep enrollment records in the tracker and the Childcare App.
