4240.0.55.001 - National Early Childhood Education and Care Collection Manual, 2010
ARCHIVED ISSUE Released at 11:30 AM (CANBERRA TIME) 05/04/2011 First Issue
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PERSON/CHILD LEVEL DATA ELEMENTS - URL
Exclusions: The post office box or other non-residential address of the child's parent or guardian. Representation class: Text Data type: String Format: [x(180)] 0 -180 characters, for example: Unit 1, 10 High Street. Maximum character length: 180 Supplementary responses: 'Unknown' responses reported as '9999899'. Counting rules:
Additional information:
If a jurisdiction is able to accurately code address to CD and provide detailed information on coding process and validations made, there is no requirement to provide this data element. Area of usual residence Technical name: Person - area of usual residence, geographical location CD code (ASGC 2009) NNNNNNN METeOR identifier: 397211 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/397211> Related aggregate data element: Service provider organisation - Geographic location of organisation (CD) Definition: The geographical location of the usual residence of the person, using a seven-digit numerical code which indicates the CD within the state or territory of Australia. Components: The seven-digit ASGC code which identifies the area of usual residence of the child's parent or guardian, comprising a single-digit code to indicate state or territory, and a six-digit code for the Collection District (CD) within the state/territory. Rationale: The CD code is used to determine the socio-economic status of the area in which the child resides. This information assists in the derivation of disadvantage status and the disaggregation of Indigenous children by geographic location. Inclusions: The ASGC CD code indicating the area of usual residence of the child's parent or guardian. Exclusions: The CD code for the post office box or other non-residential address of the child's parent or guardian. Classification scheme: Australian Standard Geographical Classification Representation class: Code Data type: Number Format: NNNNNNN, for example: 4052030 Maximum character length: 7 Supplementary values: For unknown CD code, the following 9 digit values should be used:
299999899 - Victoria - unknown CD 399999899 - Queensland - unknown CD 499999899 - South Australia - unknown CD 599999899 - Western Australia - unknown CD 699999899 - Tasmania - unknown CD 799999899 - Northern Territory - unknown CD 899999899 - Australian Capital Territory - unknown CD 999999899 - Other Territories - unknown CD Counting rules:
Additional information:
MapInfo Professional is the Geographic Information System (GIS) software that is most widely used within the ABS for coding addresses to CD. Jurisdictions wishing to undertake their own coding should contact the ABS for further information about this product. Australian state/territory identifier Technical name: Person - Australian state/territory identifier, code N METeOR identifier: 286919 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/286919> Related aggregate data element: Service provider organisation - Australian state/territory identifier Definition: The Australian state or territory where a person can be located, as represented by a code. Components: The Australian state or territory which identifies the place of usual residence of the child's parent or guardian. Rationale: To record the state or territory which identifies the place of usual residence of the child's parent or guardian. When combined with the 'suburb/town/locality', 'postcode' and 'address line', this information enables identification of the 'area of usual residence (CD)' code. Inclusions: All Australian states and territories including Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory. Exclusions: Nil Representation class: Code Data type: Number Format: N, for example: 2 Maximum character length: 1 Permissible values:
2 - Victoria 3 - Queensland 4 - South Australia 5 - Western Australia 6 - Tasmania 7 - Northern Territory 8 - Australian Capital Territory 9 - Other Australian territories Counting rules:
Additional information: When collecting the geographical location of a person's usual place of residence, the ABS recommends that 'usual' be defined as: 'the place where the person has or intends to live for 6 months of more, or the place that the person regards as their main residence, or where the person has no other residence, the place they currently reside.' Date of birth Technical name: Person - date of birth, DDMMYYYY METeOR identifier: 287007 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/287007> Related aggregate data element: Person - age Definition: The date of birth of the person. Components: The date of birth of the child. Rationale: To identify and record the date of birth of the child, which will be used to derive the child's age as at 1 July of the collection year. Inclusions: The day, month and year of birth of the child, concatenated in that order to form the child's date of birth. Exclusions: Nil Representation class: Date Data type: Date/time Format: DDMMYYYY, for example: 21012005 Maximum character length: 8 Supplementary response: 'Unknown' response reported as 999 - for instances where the date of birth of the child is unknown. Counting rules:
Additional information: As a quality check at the time of enrolment, service providers should check that the date of birth provided by the parent or guardian corresponds to the date of birth on the child's birth certificate. Where the date of birth is unknown, identify the reason for the unknown response and document any follow up processes undertaken. Eligibility for subsidy indicator Technical name: Child - eligibility for subsidy indicator, code N METeOR identifier: 401343 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/401343> Related aggregate data element: Service provider organisation - eligibility for subsidy indicator Definition: Whether the child is receiving subsidies that are not available generally to other children who are attending preschool at this service, as represented by a code. Components: Subsidies paid on behalf of the child, to reduce out of pocket costs for preschool programs. Rationale: To identify and record whether the child is eligible for subsidies that are not generally available to all other children who are attending the preschool program. Inclusions:
Exclusions: Subsidies available to all children attending the preschool program. Representation class: Code Data type: Boolean Format: N, for example: 1 Maximum character length: 1 Permissible values:
2 - No: the child is not eligible for a subsidy in relation to the preschool program. Counting rules: Where the response for this indicator is unknown, identify the reason for the unknown response and document any follow-up processes undertaken. Additional information: Eligible subsidies: Operational subsidies paid to service providers on behalf of a child to reduce the running costs of preschool programs. Service providers must receive operational subsidies on a per child basis, subject to Commonwealth, state/territory and local government eligibility criteria. The subsidy must be in relation to the preschool program, must not be accessible to all children and must reduce the cost of the child attending the preschool program during the reference period. For example, the Child Care Benefit (CCB) is a means tested Australian government payment to assist working families meet the costs of child care, which in some cases is paid directly to the service provider and flows on to families through a reduction in fees payable. CCB, Child Care Rebate (CCR) and other subsidies must also be included if paid directly to the child's parent or guardian by the responsible government agency and if the service provider is aware of these subsidies. Ineligible subsidies: Subsidies available to all children attending the preschool program. Social assistance benefits such as pensions and carer allowances. The eligibility for subsidy indicator will undergo further development for the 2011 collection. Fees charged in the census week Technical name: Child - fees charged in the census week, total Australian currency N[N(8)] METeOR identifier: 401478 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/401478> Related aggregate data elements:
Definition: The actual tuition fees charged per week for the child to attend preschool at this service, measured in Australian dollars (AU$). Components: Net weekly costs (i.e. tuition fees only) charged for the child to attend the preschool program. Rationale: To identify and record the affordability of preschool programs by identifying out of pocket costs to the parent or guardian towards the payment of tuition fees for the child to attend the preschool program. Inclusions: Services should report their standard fee, that is, the tuition fee only, charged to each child to attend the preschool program. Exclusions: Exclude fees charged for the child to attend other non-preschool programs with the service provider, such as out of school hours care. Exclude other fees which are not tuition fees such as application fee, enrolment fee, resources fee, IT fee, capital fee, credit card fee, uniform, books, stationary and library fees, etc. Representation class: Total Data type: Currency Format: N[NNNNNN].NN, for example: $12.55 Maximum character length: 9 Unit of measure: Australian currency (AU$) Supplementary values: NA - If there are no fees payable for the child to attend the preschool program. Counting rules:
Additional information: The ABS has requested that the relevant reference period for the data is also provided. For example, some jurisdictions may record term fees, whilst others may record weekly fees. This needs to be specified so that the ABS can derive fees to a weekly reference period if necessary. Jurisdictions may collect this information over multiple weeks due to variable delivery methods. This may mean that presenting the data over a week period will necessitate an average statistic being derived. Indigenous status Technical name: Person - Indigenous status, code N METeOR identifier: 291036 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/291036> Related aggregate data elements:
Definition: Whether a person identifies as being of Aboriginal or Torres Strait Islander origin, as represented by a code. Components: Report whether the child's parent or guardian identifies the child as being of Aboriginal and/or Torres Strait Islander origin in accordance with the ABS standard for Indigenous status (ABS, 1999) classified as:
Rationale: To identify and record children who identify as Aboriginal and/or Torres Strait Islander origin, as identified by the child's parent or guardian. Inclusions: Whether the child's parent or guardian identifies the child as being Indigenous or non-Indigenous. Exclusions: Nil Representation class: Code Data type: Number Format: N, for example: 3 Maximum character length: 1 Permissible values:
2 - Torres Strait Islander, but not Aboriginal origin 3 - Both Aboriginal and Torres Strait Islander origin 4 - Neither Aboriginal or Torres Strait Islander origin Supplementary values:
9 - Not stated/inadequately described Counting rules:
Additional information: The standard classification for Indigenous status has a hierarchical structure comprising two levels. There are 4 categories at the detailed level of the classification which are grouped into two categories at the broader level. The classification is as follows: Indigenous:
2 - Torres Strait Islander but not Aboriginal origin 3 - Both Aboriginal and Torres Strait Islander origin Non-Indigenous:
Letters of family name Technical name: Person - letters of family name, text XXX METeOR identifier: 349481 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/349481> Definition: The combination of the 2nd, 3rd and 5th letters of a person's family name. Components: Collect the child's family name or surname. Rationale: The 2nd, 3rd, and 5th letters of the child's family name are used to compose a section of the Statistical Linkage Key (SLK) 581. The selected 'Letters of family name' can be used in combination with 'Letters of given name', 'Date of birth' and 'Sex' to develop a SLK for the child to facilitate the linkage of records for statistical purposes only. Inclusions: The 2nd, 3rd, and 5th letters of the child's family name or surname. Exclusions: The 1st, 4th, 6th, and any subsequent letters of the child's family name. Representation class: Text Data type: String Format: XXX, for example: HOP Maximum character length: 3 Supplementary values: 999 - Not stated/inadequately described Counting rules:
Additional information: Where the name is unknown, identify the reason for the unknown response and document any follow up processes undertaken. Letters of given name Technical name: Person - letters of given name, text XX METeOR identifier: 349483 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/349483> Definition: The combination of the 2nd and 3rd letters of a person's given name. Components: Collect the child's full given name or first name. Rationale: The 2nd and 3rd letters of the child's given name are used to compose a section of the Statistical Linkage Key (SLK) 581. The selected 'Letters of given name' can be used in combination with 'Letters of family name', 'Date of birth' and 'Sex' to develop a SLK to facilitate the linkage of records for statistical purposes only. Inclusions: The 2nd and 3rd letters of the child's given name. Exclusions: The 1st, 4th, and any subsequent letters of the child's given name. Representation class: Text Data type: String Format: XX Maximum character length: 2 Supplementary values: 99 - Not stated/inadequately described Counting rules:
Additional information: Where the name is unknown, identify the reason for the unknown response and document any follow up processes undertaken. Maximum preschool program hours available per week Technical name: Child - maximum preschool program hours available per week, total hours N[N] METeOR identifier: 397151 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/397151> Related aggregate data element: Service provider organisation - maximum preschool program hours available per week Definition: The maximum number of hours of preschool program available to the child at this service per week, in total hours from 0 to 60. Components: The maximum hours available per week for the child to attend the preschool program at the service. Rationale: To identify and record the maximum hours available per week for the child to attend the preschool program. This will allow identification of the proportion of children enrolled in preschool programs that are available for at least 15 hours per week. Inclusions: Total hours available per week for the child to attend the preschool program at the service, up to a maximum of 60 hours. Exclusions: Exclude non-preschool program hours. Where the facility provides other integrated child care services, the hours associated with these services should be excluded. Representation class: Total Data type: Number Format: N[N], for example: 15 Maximum character length: 2 Unit of measure: Hour (h) Counting rules:
Additional information: The maximum hours available may be less than or equal to the opening hours of the service, but may exceed the number of hours the child is enrolled for at the service. This number may also be greater than the hours actually attended in the reference period. The maximum preschool program hours available to the child are the maximum hours for which the child could enrol in the reference period at that service. The maximum preschool program hours available could be impacted by a range of factors such as the structure of the preschool program, resources available at the service, the age and preschool readiness of the child and so on. Parents may choose to enrol the child for hours that are equal to or less than the maximum hours the preschool program is available. Ensure that reported values fall between 0 and 60 hours per week. Hours in excess of 60 hours per week should be manually capped at 60 by the jurisdiction. Jurisdictions may collect this information over multiple weeks due to variable delivery methods. This may mean that presenting the data over a week period will necessitate an average statistic being derived. Postcode Technical name: Person (address) - Australian postcode, code (Postcode datafile) {NNNN} METeOR identifier: 287224 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/287224> Related aggregate data element: Service provider organisation (address) - postcode - Australian Definition: The numeric descriptor for a postal delivery area, aligned with locality, suburb or place for the address of a person. Components: Report the postcode which identifies the place of usual residence of the child's parent or guardian. Postcode data involves a conversion from postcodes to the Australian Bureau of Statistics postal area. Rationale: To identify and record the postcode that identifies the place of usual residence of the child's parent or guardian. This information, when combined with the 'address line', 'suburb/town/locality' and 'Australian state/territory identifier' child level data elements, can be used to identify the 'area of usual residence (CD)' code. Inclusions: Include the postcode which identifies the place of usual residence of the child's parent or guardian. Exclusions: Exclude the postcode for a post office box or other non-residential address of the child's parent or guardian. Classification scheme: Postcode datafile Representation class: Code Data type: Number Format: {NNNN}, for example: 5118 Maximum character length: 4 Supplementary value: 9999 - Unknown Counting rules:
Additional information: When collecting the geographical location of a person's usual place of residence, the ABS recommends that 'usual' be defined as: 'the place where the person has or intends to live for 6 months of more, or the place that the person regards as their main residence, or where the person has no other residence, the place they currently reside.' If a jurisdiction is able to accurately code address to CD and provide detailed information on coding process and validations made, there is no requirement to provide this data element. Preschool program hours attended Technical name: Child - preschool program hours attended per week, total hours N[N] METeOR identifier: 390310 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/390310> Related aggregate data element: Service provider organisation - total preschool attendance hours Definition: The number of hours of a preschool program that a child has attended in the census week, in total hours from 0 to 60. Components: Report the total hours of preschool program attendance only for the child in the reference period. Rationale: To identify and record the number of hours that a child has attended a preschool program in the reference period. Inclusions: Include the total hours, from 0 to 60 hours, that the child actually attended the preschool program in the reference period. Exclusions: Exclude non-preschool program hours. Where the facility provides other integrated child care services, the hours associated with these services should be excluded. Exclude hours that the child was absent. Representation class: Total Data type: Number Format: N[N], for example: 15 Maximum character length: 2 Unit of measure: Hour (h) Counting rules:
Additional information: The number of hours that the child is in attendance at the preschool program is obtained by the service provider initially recording start and finish times for each child's attendance and then rounding to whole hours. Ensure that reported values fall between 0 and 60 hours per week. Hours in excess of 60 hours per week should be manually capped at 60 by the jurisdiction. The ABS has requested that the relevant reference period for the data is also provided. For example, some jurisdictions may record fortnightly attendance hours, whilst others may record weekly attendance hours. This needs to be specified so that the ABS can derive hours to a weekly reference period if necessary. Jurisdictions may collect this information over multiple weeks due to variable delivery methods. This may mean that presenting the data over a week period will necessitate an average statistic being derived. Preschool program hours enrolled Technical name: Child - preschool program hours enrolled per week, total hours N[N] METeOR identifier: 390305 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/390305> Related aggregate data element: Service provider organisation - number of preschool program hours enrolled per week Definition: The number of hours of a preschool program that a child is enrolled to receive, in the reference week, in total hours. Components: Report the total hours that the child is enrolled at the preschool program. Rationale: To identify and record the total hours that the child is enrolled to receive the preschool program. Inclusions: Include the total hours, from 0 to 60 hours, that the child is enrolled in the preschool program in the reference period. Exclusions: Exclude non-preschool program hours. Where the facility provides other integrated child care services, the hours the child is enrolled with these services should be excluded. Representation class: Total Data type: Number Format: N[N], for example: 15 Maximum character length: 2 Unit of measure: Hour (h) Counting rules:
Additional information: The hours the child is enrolled may be less than or equal to the maximum number of hours available for the child to attend the preschool program, but may exceed the number of hours the child attended the program during the reference period. Ensure that reported values fall between 0 and 60 hours per week. Hours in excess of 60 hours per week should be manually capped at 60 by the jurisdiction. The ABS has requested that the relevant reference period for the data is also provided. For example, some jurisdictions may record fortnightly enrolment hours, whilst others may record weekly enrolment hours. This needs to be specified so that the ABS can derive hours to a weekly reference period if necessary. Jurisdictions may collect this information over multiple weeks due to variable delivery methods. This may mean that presenting the data over a week period will necessitate an average statistic being derived. Preschool service enrolment indicator Technical name: Child - preschool service enrolment indicator, code N METeOR identifier: 387977 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/387977> Related aggregate data element: Service provider organisation - number of preschool enrolments at the service provider level Definition: Whether the child was enrolled in a preschool program, as represented by a code. Components: Indicate whether the child is enrolled in the preschool program. Rationale: This data element identifies whether the child is enrolled and actively attending in the preschool program. Inclusions: Indicate whether the child is enrolled and actively attending the preschool program.
Exclusions: Nil Representation class: Code Data type: Boolean Format: N, for example: 1 Maximum character length: 1 Permissible values:
2 - No: child is not enrolled in the preschool program. Counting rules:
Additional information: Nil Preschool service received indicator Technical name: Child - preschool service received indicator, code N METeOR identifier: 357010 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/357010> Related aggregate data element: Service provider organisation - number of children attending preschool Definition: Whether a child received a preschool service, as represented by a code. Components: Indicate whether the child attended a preschool program during the reference period. Rationale: This data element identifies whether the child attended a preschool program during the reference period. Inclusions: Indicate whether the child attended the preschool program during the reference period.
Exclusions: Exclude children attending only for other child care services at LDCs with an integrated preschool program. Representation class: Code Data type: Boolean Format: N, for example: 1 Maximum character length: 1 Permissible values:
2 - No: child did not attend a preschool program during the reference period. Counting rules:
Additional information: Nil Preschool program received by teacher indicator Technical name: Child - preschool program received by teacher indicator, code N METeOR identifier: No corresponding METeOR identifier. This is an additional requested data element. Related aggregate data element: Person (employed) - preschool program delivered by teacher indicator Definition: An indicator that the child received face to face delivery of a preschool program by a teacher with a relevant university qualification, as represented by a code. Components: Report whether or not the preschool program received by the child was delivered (face to face) by a teacher with a relevant university qualification. Rationale: To identify and record whether or not the child received a structured, play-based, educational preschool program, delivered by a teacher with a relevant university qualification. Inclusions: Indicate whether the child received a preschool program that was delivered by a teacher with a relevant university qualification:
Exclusions: Exclude other programs that the child is receiving at the service that are non-preschool programs. Representation class: Code Data type: Number Format: N, for example: 1 Maximum character length: 1 Permissible values:
2 - No: The child received a preschool program that was not delivered by a person with a relevant university qualification. Supplementary values: 9 - Not stated/inadequately described Counting rules:
Additional information: Where the indicator response is unknown, identify the reason for the unknown response and document any follow-up processes undertaken. Sex Technical name: Person - sex, code N METeOR identifier: 287316 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/287316> Related aggregate data element: Person - sex Definition: The biological distinction between male and female, as represented by a code. Components: Report the sex of the child. Rationale: To identify the sex of the child which is a component of the SLK. Inclusions: Indicate the sex of the child. Exclusions: Nil Representation class: Code Data type: Number Format: N, for example: 2 Maximum character length: 1 Permissible values:
2 - Female 3 - Intersex or indeterminate Supplementary values:
Additional information: Where the sex is unknown, identify the reason for the unknown response and document any follow-up processes undertaken. The intersex or indeterminate classification is normally used for babies for whom sex has not been determined for whatever reason. It should not generally be used on data collection forms completed by the respondent. It should only be used if the person or respondent volunteers that the person is intersex or where it otherwise becomes clear during the collection process that the individual is neither male nor female. Statistical Linkage Key 581 Technical name: Record - linkage key, code 581 XXXXXDDMMYYYYN METeOR identifier: 349895 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/349895> Definition: A key that enables two or more records belonging to the same individual to be brought together. It is represented by a code consisting of the 2nd, 3rd and 5th characters of a person's family name, the 2nd and 3rd letters of the persons' given name, the day, month and year that the person was born and the sex of the person, concatenated in that order. Components: Report the statistical linkage key for the child. Rationale: The intention of this data element is to create a unique key for each child, however in practice, it is possible for more than one child to have identical SLK. This level of accuracy still allows the SLK to be used in data linkage for statistical analysis, for which 100% accuracy in matching is not required, however it is not possible to use the SLK in data matching for administrative purposes. Inclusions: Include in the following order:
Exclusions: Exclude the following components:
Representation class: Code Data type: String Format: XXXXXDDMMYYYYN, for example BGRUK021120072 Maximum character length: 14 Counting rules:
Additional information: The linkage key makes it possible to count the number of children and the services they received, without counting the same child more than once. It can also be used for linking to other related data collections. Suburb/town/locality Technical name: Person (address) - suburb/town/locality name, text [A(50)] METeOR identifier: 287326 METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/287326> Related aggregate data element: Service provider organisation - suburb/town/locality name Definition: The full name of the locality contained within the specific address of a person, as represented by text. Components: Report the suburb/town/locality name which identifies the place of usual residence of the child's parent or guardian. Rationale: To identify and record the place of usual residence of the child's parent or guardian. This information, when combined with the 'address line', 'postcode' and 'Australian state/territory identifier' child level data elements, can be used to identify the corresponding 'area of usual residence (CD)' code. Inclusions: Include the suburb, town or locality name which identifies the place of usual residence of the child's parent or guardian. Exclusions: The suburb of a post office box or other non-residential address of the child's parent or guardian. Representation class: Text Data type: String Format: [A(50)], for example, Gawler Maximum character length: 50 Supplementary inputs:
Counting rules:
Additional information: When collecting the geographical location of a person's usual place of residence, the ABS recommends that 'usual' be defined as: 'the place where the person has or intends to live for 6 months of more, or the place that the person regards as their main residence, or where the person has no other residence, the place they currently reside.' If a jurisdiction is able to accurately code address to CD and provide detailed information on coding process and validations made, there is no requirement to provide this data element. Where the address is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.
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