Kindergarten Information Management System (KIM)

​KIM is an online ​​system for kindergarten funding applications, data collection, and reporting.

Access the Kindergarten Information Management system Edumail account required

Overview

​​Using information collected through previous reporting cycles, KIM pre-populates funding allocations for each service and only requires services to update information as circumstances change.

KIM is used by funded service providers to:

  • apply for kindergarten funding for children in the year prior to school
  • apply for Early Start Kindergarten funding
  • update service or service provider details
  • complete mandatory data collection processes
  • add and update workforce information
  • add and update program details
  • submit declarations of eligibility for a second year of funded kindergarten
  • commence, re-commence and cease funding to a service.​

Register for KIM

Each funded service provider has one person designated as an organisation administrator who is responsible for inviting other users from their organisation to register for KIM.

For instructions on registering for KIM, see:

Data collection

In order to receive ongoing kindergarten funding, service providers are required by the Department to provide up-to-date information.

Information about the service provider, service, workforce, children and funded kindergarten program must be updated annually and during the year as required.

The Department is committed to protecting the privacy, confidentiality and security of personal information. Personal information is collected, stored and used by the Department in accordance with the Privacy and Data Protection Act 2014, the Health Records Act 2001 and other relevant legislation.

Personal information collected will only be viewed by staff at the service location or by the funded organisation entering the data. All personal information collected will be stored securely on Department servers and converted to non-identifying codes before it is viewed and verified by authorised Department staff.

The de-identified data will be used by authorised Department staff strictly for the purposes for which it is collected. De-identified data may also be provided to research partners of the Department for linkage to other data sets, and for research and reporting on trends in kindergarten attendance, participation and workforce. Reports will only contain aggregated information.

Personal information will otherwise not be passed onto any third parties, except in circumstances where it is required by law.

Annual confirmation of kindergarten program data

Funded service providers must confirm data about the funded kindergarten program through the annual confirmation process.

Data about the early childhood teachers, other educators, the program and enrolments must be submitted in KIM in order to complete the annual confirmation process for a service.

Once all required data is entered in KIM, the data for the service can be confirmed. Actual annual funding will be calculated based on this confirmed data.

Education and occupation data

From 2018 services must collect the occupation and education details from the parents/guardians of all children enrolling in a funded kindergarten program. This is the same information that parents/guardians currently provide when their children reach school. Occupation and education information will be used to determine the amount of additional school readiness funding that individual services will receive.

The parental enrolment form and comprehensive occupation guide will support you to collect this information.

Services can also choose to send out a flyer to families to explain why we are collecting education and occupation information:

Occupation and education information will be a mandatory field in KIM for both parents (except in the case of single parent families), and you will not be able to submit your 2018 kindergarten enrolments into KIM until the occupation and education of parents/guardians has been entered.

Kindergarten census data collection

The kindergarten census data collection is completed in KIM in August each year. Services must provide attendance details for each child enrolled and information on fees paid during the National Kindergarten Census Week. 

Service providers should ensure that their child and teacher data is current prior to commencing the kindergarten census form. Census guidance is available from system support below.

System support

All funded service providers currently delivering a kindergarten program have access to the KIM system. Use the relevant quick reference guides to assist you in accessing, navigating and entering data.

Quick reference guides

Annual confirmation
Kindergarten census
Accessing KIM
Service/program administration
Enrolments
Workforce

Technical support

For specific technical questions or for support in entering data, contact the dedicated Helpdesk on 1800 614 810 or email: HELP.helpdesk@edumail.vic.gov.au

More information