Funding Submissions

Employee Assisted Submissions

How to complete funding declarations on behalf of parents who need assistance

assisted employee help in-person support supportive

What is Employee Assisted Submission?

Employee Assisted Submission allows nursery staff to complete funding declarations on behalf of parents who need help. This is useful when:

  • A parent has difficulty using computers or the internet
  • A parent prefers to complete the declaration in person at the nursery
  • Language barriers make online completion challenging
  • A parent has accessibility needs that make the online process difficult
  • Time constraints require staff assistance to meet deadlines

Starting Assisted Mode

To begin an assisted submission:

  1. Navigate to the submission's Details page
  2. In the Quick Actions section, click 'Start Assisted Mode'
  3. The submission will move to 'Parent In Progress' state in assisted mode
  4. You'll be taken to the Assisted Submission Dashboard

Important: Only use assisted mode when the parent is present or has given explicit verbal consent for you to complete the form on their behalf.

The Assisted Submission Workflow

The assisted submission follows a step-by-step process:

Step 1: Child Details

Review and update the child's information including:

  • Identity details (name, date of birth, known name)
  • Address information
  • Demographics (ethnicity, first language)
  • SEND information if applicable
  • Looked after child status

Step 2: View Agreement

Display the GOV PDF funding agreement form for the parent to review. The parent must confirm they have read and understood the agreement before proceeding.

Step 3: Medical Information (if required)

If the submission requires medical information, complete:

  • Allergies and dietary requirements
  • Medical conditions and medications
  • Emergency contact details
  • Doctor and surgery information
  • Consent for medicine administration and emergency treatment

Step 4: Legal ID (if required)

If legal ID verification is required:

  • Confirm you have seen the child's identification document
  • Select the document type (birth certificate, passport, or other)
  • Enter the document number
  • Optionally upload a copy of the document

Step 5: Parent Details

Capture the parent's information:

  • Personal details (name, date of birth, gender)
  • Contact information (email, phone)
  • National Insurance number
  • Address (can copy from child's address)
  • Funding codes if applicable (30-hour code, 2-year-old code)
  • Consent declarations

Step 6: Sign Declaration

The final step captures the parent's signature:

  • Review the declaration summary
  • Confirm you have read the declarations to the parent
  • Confirm the parent is present and has given consent
  • Capture the parent's signature (drawn or typed)
  • Submit the completed declaration

Audit Trail: All assisted submissions are recorded in the audit trail with your user ID, the timestamp, and your IP address. This provides accountability and traceability for assisted completions.

Enabling Assisted Mode (Managers)

If a submission is already 'Sent to Parent' or 'Parent In Progress' (started by the parent themselves), managers can enable assisted mode:

  1. Navigate to the submission Details page
  2. In Quick Actions, click 'Enable Assisted Mode'
  3. Confirm the action
  4. The submission remains in its current state but is now flagged for employee assistance
  5. Click 'Continue Assisted Mode' to proceed with the submission

Reverting Approved Submissions (Administrators)

Head Office administrators can revert an approved submission back to review state if corrections are needed:

  1. Navigate to the approved submission's Details page
  2. Click 'Revert to Review' in Quick Actions
  3. Enter a reason for the reversion (required for audit purposes)
  4. Confirm the action
  5. The submission returns to 'Employee Review' state for corrections

Note: Reverting submissions should only be done when necessary and the reason is recorded in the audit log.

Best Practices

  • Parent Present: Always ensure the parent is present when completing an assisted submission
  • Read Aloud: Read all declarations and agreements aloud to the parent
  • Verify Understanding: Confirm the parent understands what they are agreeing to
  • Accurate Information: Only enter information provided by the parent
  • Signature Consent: Ensure the parent genuinely consents before capturing their signature
  • Privacy: Conduct assisted submissions in a private area to protect sensitive information

Frequently Asked Questions

Can I complete an assisted submission without the parent present?
No, the parent must be present or have given explicit verbal consent (documented) for you to complete the submission on their behalf. This is required for compliance and audit purposes.
What happens to the audit trail for assisted submissions?
All assisted submissions are recorded with the employee's user ID, timestamp, IP address, and are clearly marked as employee-assisted. This provides full traceability for compliance and audit reviews.
Can a parent complete a submission themselves after I've started assisted mode?
Once assisted mode is enabled, the submission is flagged for employee completion. If the parent wants to complete it themselves, a manager would need to send a new verification link, though this is not the standard workflow.
Who can revert an approved submission?
Only Head Office administrators have permission to revert approved submissions back to review state. A reason must be provided and is recorded in the audit log.
Last updated: December 12, 2025
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