USER GUIDE - Province of Manitoba - Province du Manitoba

manitoba.ca/OnlineChildCareRegistry

USER GUIDE for Families Looking for Licensed Child

Care

9/22/2010

This document explains how to use the Online Child Care Registry. It is intended for families or people who are seeking licensed child care in Manitoba.


User Guide for Families

[email protected] manitoba.ca/OnlineChildCareRegistry

Table of Contents Getting Started .............................................................................................................................................. 1

System Requirements ............................................................................................................................... 1

Step 1: Starting the process ...................................................................................................................... 2

Step 2: Adding your contact information ................................................................................................. 3

Step 3: Adding other contacts................................................................................................................... 4

Step 4: Adding your child’s information ................................................................................................... 5

Step 5: Picking where you want care ........................................................................................................ 7

Step 6: Adding your child care requirements ........................................................................................... 8

Step 7: Picking the hours of care you need ............................................................................................ 10

Step 8: Picking the child care centres ..................................................................................................... 12

Step 9: Picking the home child care providers ........................................................................................ 14

Step 10: Registering other children ........................................................................................................ 15

Step 11: Submitting your registration ..................................................................................................... 16

Step 12: Getting your online account information ................................................................................. 17

Information for users with an online account ............................................................................................ 19

How to log in ........................................................................................................................................... 19

How to change your password ............................................................................................................... 20

How to update your information ............................................................................................................ 20

How to get a copy of your online information ....................................................................................... 21

How to log out ........................................................................................................................................ 21

Questions .................................................................................................................................................... 22



Getting Started The OnlineChildCareRegistry is an online tool that allows you to search for and register with

licensed child care providers that meet your specific needs. You may place your child’s name on

as many different lists as you choose. It also allows you to update information (address, phone

number, etc.) at the same time with every licensed child care provider in Manitoba. Your place

on any wait list will be determined by the date you submit your online application.

System Requirements

The OnlineChildCareRegistry uses the standard Internet browsers installed on most home

computers. The registry has been designed to work with the following browsers:

Internet Explorer (IE) versions 6.0, 7.0 and 8.0

Safari version 2.0 or higher (MAC users)

Mozilla Firefox version 2.0 or higher

The registry may not work properly if you are using older version of the browsers or different

browsers.


User Guide for Families Page 2


Step 1: Starting the process

This [Figure 2-1 below] is the first page of the OnlineChildCareRegistry. To ensure a successful

registration, it is highly recommended that you read through these instructions.

[Figure 2-1]

1. Stage of Completion - The green bar near the top of each page shows how far you are from

completing the registration.

2. Navigation Buttons - These buttons are used to navigate forward and backward during the

registration. These buttons work in sync with the Stage of Completion bar at the top of each

page.

Do not use the forward and back buttons on your browser.

To start the Registration Process, you must click on Next button found on the OnlineChildCareRegistry

home page.

1. Navigation Buttons

2. Stage of Completion




You are brought to the Contact Information page [Figure 2-2 below].

Step 2: Adding your contact information Required fields are bolded and have an asterisk (*) beside them. Example: Relation* You will need to fill

in these fields to move onto the next step.

[Figure 2-2]

Email: The email address added here will become your user-name. It will also be the way that you receive your password, child registration confirmation, and any updates made to your child care request(s). The child registry confirmation will list all the providers you have selected for your child. It is a handy reference to have later on when they call you to make an enrolment appointment.

The email field will ask you to confirm your email address by requesting you to re-type it. This is to

ensure that the correct email address is collected.

After you have completed filling out all of the required information fields, click the Next button.

The Communication field

chosen will be the way the

Online Child Care Registry will

contact you in the future.




Step 3: Adding other contacts

Complete this page only if you wish to add a second contact to the registration. Child care providers will

use this information if the first contact cannot be reached. If you do not wish to add a second contact,

select the No Other Contact checkbox near the top left hand side of the page [Figure 2-3 below], and

click the Next button.

[Figure 2-3]

This page will automatically set all contact information to be the same as the primary contact. If this is

not the case, you will need to uncheck the Same as Primary Contact checkbox [Figure 2-5 below], to add

different information. If you are adding another contact you will need to complete the bolded fields. If

you do not wish to add a second contact, select the No Other Contact checkbox near the top left hand

side of the page [Figure 2-4 below], and click the Next button.

Required fields are bolded and have an asterisk (*) beside them.

[Figure 2-4] [Figure 2-5]




Step 4: Adding your child’s information

The Child Information page is where you enter all necessary information about your child.

The last name field is automatically taken from the contact information page, but you can

change this by typing over the information in that field.

The birth date will be used to determine which child care program your child may be eligible for.

Required fields are bolded and have an asterisk (*) beside them. Example: Child’s First Name*

Hints:

When filling in the Child’s First Name field, if the child is not yet born, you may enter “Baby”.

When filling out the Gender field, if the child is not yet born, enter “Unknown”.

When filling in the Date of Birth field use the date your child was born. o If the child is not yet born, provide estimated due date.

[Figure 2-6]

The calendar button next to the date of birth and date care required will open a calendar tool (see figure

2-6a) that you can use to find the right dates. Or you can enter the information in the YYYY/MM/DD

style.




[Figure 2-6a]

Near the bottom of the page, you will find a checkbox labelled “Check here if your child has special requirements.” If selected this box will notify prospective child care providers that there is an important matter that you want to discuss with them before your child is placed.

After you have completed filling out all required fields, click the Next button.




Step 5: Picking where you want care

On this page you select the locations where you are looking for child care. First start by selecting a

region in the Available Regions list box [Figure 2-7 below], then click the forward arrow button ( )

to add it to the Selected Regions list [Figure 2-7 below]. After selecting the region, available areas within

that region will appear in the Available Areas box.

You may select as many regions as you are interested in.

Repeat the process if you would like to select more regions.

[Figure 2-7]

The next step is to select an area from the Available Areas list box [Figure 2-8 below]. Click the forward

arrow button ( ) to add it to the Selected Areas list box [Figure 2-8 below].

Repeat this process until you have selected all the areas in which you would like to apply for child care.

[Figure 2-8]

After you have completed selecting your areas, click the Next button.




Step 6: Adding your child care requirements

This page is to collect specific information about the type of care you require. There are several fields on

this page that you will want to take note of:

Workplace/post-secondary institution child care – This information will be used to associate a child

care request with a workplace or secondary school. Some child care providers will give priority to child

care requests associated with certain institutions. This should be discussed with the child care provider

when they contact you.

[Figure 2-9a]

If you qualify and select this box, please make sure to select the right place from the list.

My child is/will be attending school – Select this checkbox if your child will be attending school

during the period you require child care. If you provide information about your child’s school, your child

care choices displayed in the next step will include information about whether transportation is

available between the school and the child care centre(s).

[Figure 2-10]

If your child is going to school select this box and please make sure to select the right place

from the list.

Languages of Care – Select the language(s) that you would like to receive child care in.

[Figure 2-11]

By selecting a language of care to something other than ‘All’ you are limiting the choices to only

those providers that offer that particular option.

Details on any specialized language care needs should be discussed with the provider at the

time of enrolment.




Care Type – Centre-based Child Care includes any providers that provide child care in a public facility

such as a school or place of business. Child Care Homes include providers that provide child care out of

their personal home. You must select at least one type of care.

[Figure 2-12]

Program Type – There are four different age classifications of child care:

Infant Care: Includes children 12 weeks to 2 years old.

Preschool: Includes children 2 years to 6 years old.

Nursery School Care: Includes children 2 years to 6 years old where care is typically provided for

2 or 3 hours/day in a morning or afternoon session to preschool children.

School Age: Includes children 6 years to 12 years old.

[Figure 2-12]

The system will calculate the earliest date which your child can start any type of care based on their

birth date and the provincial eligibility rules. You can pick a date later than that if you need is for later.

Also, to avoid creating lists too far into the future, children who are infants cannot be added to school

age program lists until they are at least 2 years of age.




I want other centres to contact me if they have space available - By checking this box, you give

permission for your information to be shared with all providers in the areas where you are looking for

child care if they met your requirements and have space available.

[Figure 2-13]

This option allows providers you may not have originally considered the ability to contact you if they

have an upcoming opening that your child may fit into.

This option will improve your chances of finding a spot.

After you have completed filling out all of the fields, click the Next button.

Step 7: Picking the hours of care you need

The Select Hours page allows you to choose the hours of care you require. There are several fields on

this page you should take note of:

Select hours (Mon-Fri, Early, AM, PM, Late): This is where you will be selecting the specific hours of care

you require. If you require full-time care, you can click on the text “click here” near the top of the page

to automatically fill in all fulltime hours.

[Figure 2-14]




The full-time care option is the most common that parents need and is also the most common that

providers will offer.

Shift-work schedule / on call – no overnights: Shift schedules are difficult for some child care programs

to accommodate. If you check this box [Figure 2-15 below], consider choosing both centre based and

home child care, as well as additional areas to expand your search results.

Shift-work schedule / on call - with overnights: Overnight spaces are limited. If you check this box

[Figure 2-15 below], please ensure that you also choose home child care providers to expand your

search results.

[Figure 2-15]

Note for shift work or over night:

If the search results that are coming on the next step do not find any providers, the system will give you

a message that no one was found.

You can go back by clicking the back button and change you shift information on this page or move

further back in the registry and maybe select some additional areas and neighbourhoods.

I am only interested in summer holidays and/or school breaks: School break refers to spring break,

Christmas break and school in-services.

I am flexible and will consider any opening: If your child care needs are more flexible check this box

[Figure 2-16 below]. If you are willing to accept a different schedule, it may give you more child care

options and retrieve a larger search.

[Figure 2-16]

After you have completed selecting the hours of care you require, click the Next button.




Step 8: Picking the child care centres

The select child care centers page is where you select child care centres that you would like your child to

be registered with. This page will only be displayed if you said you want to consider Child Care Centres.

It is basically a list you can sort and organize to find your best choices for care.

There are three buttons beside each centre:

[Figure 2-17]

Details - If you would like to find information about each child care centre, including the hours of

operation and licensing information, click on the Details button. Please note that the details button will

not work unless you allow pop-ups in your browser.

Website- For more information about each child care facility, click the website button. If the website

button does not work for the name of the provider, it may be because the provider does not have a

website. Please note that the website button will not work unless you allow pop-ups in your browser.

Map- To see the location of a child care centre on a map, click on the Map button.

By default, all centres are listed by program type. You can change the list order by click the column header for Program Type, Child Care Centre, Area, or Neighbourhood.

[Figure 2-18]




Note if the list is long:

Sorting the list order by using the column headers means you can view the potential providers in various

ways.

You can group by care program to compare that way.

You can organize them by name (Child Care Centre) to find a particular provider.

You can organize them by Area & Neighbourhoods if you selected multiple places in the

province; that way you can see who is close to each other and to you.

To actually pick a provider you have to check the Select box on their row.

After you have completed selecting the child care centres you would like to register your child with, click

the Next button.




Step 9: Picking the home child care providers

The select Home child cares page is where you can select child care homes that you would like your child

to be registered with. This page will only be displayed if you said you want to consider Home Child Care.

There are three buttons beside each centre:

[Figure 2-19]

Details - If you would like to find information about each child care home, including the hours of

operation and licensing information, click on the Details button. Please note that the details button will

not work unless you allow pop-ups in your browser.

Website- For more information about each child care home, click the website button. If the website

button does not work for the name of the provider, it may be because the provider does not have a

website. Please note that the website button will not work unless you allow pop-ups in your browser.

Map- To see the location of a child care home on a map, click on the Map button. Please note, for

security reasons, some providers have disabled their mapping function. If they have requested to hide

their address, the map button will not appear.

By default, all home child cares are listed by program type. You can change the list order by click the column header for Program Type, Home Child Care, Area, or Neighbourhood.




[Figure 2-20]

Note if the list is long:

Sorting the list order by using the column headers means you can view the potential providers in various

ways.

You can group by care program to compare that way.

You can organize them by name (Home Child Care) to find a particular provider.

You can organize them by Area & Neighbourhoods if you selected multiple places in the

province; that way you can see who is close to each other and to you.

To actually pick a provider you have to check the Select box on their row.

After you have completed selecting the child care centres you would like to register your child with, click

the Next button.

Step 10: Registering other children

At this point of the registration we have collected all the information necessary to place your child on

the waitlists of the providers you have chosen. The Registration Complete page has all the information

you need to know about what will happen from this point on; it is highly recommended to read through

this page thoroughly.

If you would like to register another child, click the Register another Child button [Figure 2-21 below]

found near the top of the page with the navigation buttons.

[Figure 2-21]

If you do click the register Another Child Button, you will repeat the registration process for the next

child starting at the Child Information page or step 4.

After you have read the page and no longer wish to register any additional children, click the Next

button.




Step 11: Submitting your registration

You have reached the final page of the registration process.

Please read the Notice and Consent information.

[Figure 2-22]

Note: on ‘I Don’t Agree’

If you select the I Don’t Agree option, we in fact CAN NOT process your registration. If you close the

page at this point, all the information you entered will be lost. We do not keep a working copy, if you

change your mind at a later date you will have to re-start the whole process from the beginning.

After you have read the page and selected I Agree [Figure 2-22], click the Submit button to finish the

registration.

If you select “I agree” on the English language page, all correspondence will be sent to you in English, and if you select “I agree” on the French language page, all correspondence will be sent to you in French.




Step 12: Getting your online account information

If you provided an email address, after you register, you will be emailed your new account username

and password. Using these credentials you can log onto the OnlineChildCareRegistry to update your

information.

You can login from the first page of the Online Child Care Registry.

[Figure 3-1]:

It is recommended that you log in to your new account immediately after registering to change your password.

Log In area for returning users.

Use the same eMail that you entered when

you first signed up.

Your default password was sent to your

eMail.




After you logged in you will be brought to the following Family Profile page [Figure 3-1a]:

[Figure 3-1a]




Information for users with an online account

To create and manage an account, you need an active email address and you must have completed the

child care registration process. After completing the registration process, if you supplied an active email

address, you will have been emailed your user name and password. This will allow you to return to the

OnlineChildCareRegistry to manage your account. It is recommended that you log in to your new

account immediately after registering to change your password.

If you do not have an email address, you can still register by calling (204) 945-0776 in Winnipeg or

1 (888) 213-4754 (Toll Free in Manitoba).

How to log in

1. Go to the manitoba.ca/OnlineChildCareRegistry and open the registry. On the left side

you will find the login area [see figure 1-1 below].

[Figure 1-1]

2. Enter your user name in the User Name (Email) textbox.

3. Enter your password in the Password textbox.

4. Click the Login button.

5. If you have entered your user name and password correctly, you will have

successfully logged in and will then automatically be redirected to the Family Profile

page.




How to change your password

To change your password you must first log in. Once logged in, near the bottom of the page you will find

the following [see figure 1-2 below].

[Figure 1-2]

1. Enter your new password in the New Password field. Your new password must be 6 – 20

characters long. It is recommended that you include at least 1 number, and one uppercase letter

in the password.

2. Enter your new password in the Confirm Password field.

3. Click the Submit button. You should receive a popup saying that your password was updated.

How to update your information

On the Family Profile page you will find a table with Edit buttons beside Primary Contact, Other Contact,

and beside each child you registered. If you wish to review/update your information, simply select the

Edit button beside the profile you wish to edit.

Clicking an Edit button will launch the same registration tool that you used the first time, but now all

your information is already filled in. Move back and forth in the tool to the section you want to work

with and make the needed changes. You will have to move forward to the submit button for any

changes to your selected providers to actually be processed. A new registration summary will be

emailed to you upon completion.




How to get a copy of your online information

If you want to have your registration details emailed to you, simply enter your email address into the

Email Profile [Figure 3-2] field and select the Submit button.

How to log out

Logging out is automatically handled by the website. If you close the webpage/browser window or you

remain inactive for a set amount of time, the site will automatically log you out. This is to protect your

information and to help keep the process secure.




Questions If you have questions or problems using the OnlineChildCareRegistry you may contact us by:

Email: OnlineChildCareRegistry @gov.mb.ca

Telephone: In Winnipeg at (204) 945-0776

Outside Winnipeg at 1 (888) 213-4754 (Toll Free in Manitoba)

USER GUIDE - Province of Manitoba - Province du Manitoba

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