Trainer from Office of Early Childhood outlines how providers should add child records in EC Reporter

A trainer with the Office of Early Childhood walked providers through how to add child records into the EC Reporter system, saying child records “only need to be added for the children who are receiving state funded care.” The tutorial demonstrated login, required fields, enrollment and funding entries, and record verification.

The trainer said users must confirm they have system access and set a password, then read and accept the confidentiality statement before continuing. “By clicking this box, it means that you have read and agreed to the confidentiality agreement,” the trainer said, adding that “failure to comply with this confidentiality agreement may result in your access being revoked.” The session also covered how pop-up messages notify users of system updates and messages.

The demonstration used an example organization, Bad Bunny Child Center, and its program site Baby Bunny to show where providers can find registry IDs, license numbers, funding sources and counts of enrolled children by age group. The trainer pointed out awarded funding spaces and capacities (for example, five preschool spaces awarded under an Early Start Connecticut endowment) and showed that clicking an arrow next to funding spaces expands to list the awarded spaces.

On the child record form the trainer said required fields are marked in dark blue and help tooltips explain what each field expects. Date-of-birth can be typed or chosen from a calendar; birth-certificate options include a U.S. birth certificate, a non-U.S. birth certificate, a passport or “unavailable.” If a provider selects “unavailable,” the trainer said the provider has eight weeks from the enrollment date to upload birth-certificate information.

The tutorial covered the Family Fees and Income tab, where providers enter household size, annual household income and an initial income-determination date. The trainer used 02/02/2026 as an example enrollment and funding start date. On the Enrollment and Funding tab the trainer instructed users to select the correct space type and care level that match awarded spaces; choosing a space or level not awarded will trigger an error pop-up.

The trainer emphasized providers should not delete records for children who have left or aged out. To remove a funded child from the roster, staff must end the enrollment and supply an exit reason and end date; the system will not accept a simple delete for children who completed enrollment. The trainer also explained child assessments are not required at initial enrollment but must be completed twice per contract year and that certain assessment-related questions default to “no” until updated with dates.

Using the example child “Jack Frost,” the trainer verified the record appears on the roster with program (Early Start Connecticut), space type (Early Start Endowment full time), care level and the enrollment start date. The session closed with references to user guides in English and Spanish, FAQs and regularly scheduled office hours for additional help.

The EC Reporter tutorial did not include any policy changes or formal actions; it was a procedural training on system use and data-entry requirements.