Schools: Making a funding claim after termly census

Funding claims for 3 and 4 year olds must be submitted to the Local Authority by a set date each term. This is known as the termly census date. Historically schools have been unable to claim funding for children who present, after the termly census date.  However, we have now put a process in place to allow schools to claim for ‘late arrivals’ where children meet a specific criteria.

Where children are not enrolled and attending by the termly census date, they cannot usually access a funded entitlement place until the start of the next term, however, exceptions to this rule will be permitted in strict accordance with the following criteria:

The child is an eligible 3 or 4 year-old who was not recorded on the Schools’ termly census information because:

  • the child has recently arrived in the Country.
  • the child has recently arrived in Coventry, having resided somewhere else in the UK and has not claimed a funded place elsewhere, during the term for which the funding claim is being made.
  • Exceptional circumstances

What is the process called?

PCH34 - (Post Census/Headcount Claims for eligible 3 and 4 year olds)

Who can use the PCH34 process?

This process is for use by schools, privately run Ofsted registered group settings and childminders offering early years funded entitlement places to eligible 3 and 4 year-olds

Making a Post Census/Headcount claim for an eligible 3 or 4 year old (PCH34)

Schools must seek approval from the Local Authority, prior to adding a child onto the Coventry Schools and Early Years Provider Portal Amendment Task.

Please note; payment will not be made where approval has not been granted through this process.

To request approval, Schools will need to complete the online PCH34 Online Application Form, which can be found on the Early Years & Childcare website pages, under the ‘School led early years provision’ section. Once we have received your PCH34 application you will be contacted by a member of the Early Years Business, Sufficiency and Funding team.  Where approval is granted, the School will need to add the child’s details to the Coventry Schools and Early Years Provider Portal, via the Amendment task, when it opens.

Please note that the ‘Amendment Task’ does not remain open indefinitely throughout the term.    Schools should refer to the Funded Weeks and Payment Schedule to ensure any late requests for funding are submitted to the Early Years Business, Sufficiency and Funding Team prior to the closure of the Amendment Task.  Where this is not the case an administration charge will be made.  Details of the Administration charge can be found on the Funded Weeks and Payment Schedule document

Post Census/Headcount claim for an eligible 2-year-olds (PCH2)

The process for making a post census/headcount claim for children eligible for 2-year funding (PCH2) does not require approval from the Local Authority.

Making a PCH2 Claim

Upload the details of eligible children onto the Coventry Schools and Early Years Provider Portal via the ‘amendment task’ when it opens.

Please note: The amendment task is time limited. Once the task closes, eligible children will not be able to access a place until the start of the next funding period.

For any queries relating to the criteria for Post Census/Headcount claims, please contact us at EYProviderfunding@coventry.gov.uk.

Coventry Business, Sufficiency and Funding Team

Address: PO Box 15
Council House
Earl Street
Coventry
CV1 5RR

Telephone: 024 7697 5451