---
title: Manage Child Information
description: As a sponsor you have access to review and edit child information whether you are updating a guardian email address, adding a new allergy, or updating enrollment information.  Note that at Step 6, the
---

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# Manage Child Information

Table of Contents

## In This Article

### Edit Child Information as a Sponsor

As a sponsor you have access to review and edit child information whether you are updating a guardian email address, adding a new allergy, or updating enrollment information.  Note that at **Step 6,** these are the same steps a center would follow to edit child information.

1. From the menu to the left, click **Children**.
2. Click **Manage Child Information.**
3. In the top right corner, select the Center for the child that needs to be updated.
4. Use the filters to narrow down your search.
   
     1. Choose whether this participant is **Active**, **Pending**, or **Withdrawn.**
     2. If you choose **Withdrawn**, you must enter a date into the **After** date field.  This is to search for all children withdrawn after the date you select.
5. Use the **Select a Child** drop down to choose the child to edit.
6. From this screen, use the orange **Edit** buttons to edit the child information.  
   ![manage-child-info](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/manage-child-info.png?width=688&height=360&name=manage-child-info.png)
7. Click **Save**.

---

### Change Child Status to Pending

When a participant is missing enrollment, income eligibility, or any other required information, sponsors have the ability to put them back into a **Pending** status. When a child is in pending status, it will alert the sponsor on the claim that there are children that are pending and may need information updated prior to processing the claim.  

1. From the menu to the left, click **Children**.
2. Click **Manage Child Information**.
3. **Select the Center** the participant attends in the top right corner of the page.
4. Choose the participant needing to be moved to **Pending** Status.
5. In the top left section of the child information screen, click the orange **Make Pending** button.
6. Click **Yes** to confirm status change.
7. When a participant is ready to be made **Active** again, repeat this step by using the green **Activate** button or see **[Activate Pending Participants](https://knowledge.kidkare.com/centers/activate-children?hsLang=en).**

 

---

### How to Withdraw Children

When a child leaves a child care center, they should be withdrawn  from the program. Withdrawing a child removes them from future rosters. However,  you can still access a withdrawn child's information and claim history. 

1. From the menu to the left, click **Activate Children**.
2. Use the **Find Records** section to filter the records that display.
   
     1. Choose whether to withdraw children for **All Active Centers** or the **Selected Center**. If you choose the **Selected Center** option, click the **Select Center** drop-down menu at the top of this page and select the center.
     2. Click the **Exclude Children if Enrollment Finalized** drop-down menu, select **Before** or **After**, and then select a date in the corresponding date field.
     3. Click **Go** to apply your filters.
3. Check the box next to the child(ren) to withdraw.
4. Click **Withdraw**.
5. At the **Are You Sure** prompt, click **Yes**.

 

---

### Mark Infants as Developmentally Ready

The day an infant becomes developmentally ready for solid foods, it should be entered into KidKare in order to ensure the infant is fed the proper components based on the USDA meal pattern.  The center can add this date if they have permissions to edit child information. This can also be added at the sponsor level. 

To add the Developmentally Ready For Solid Foods date for an infant:

1. From the menu to the left, click on **Children** and then **Manage Child Information.**
2. Select the center the infant attends in the drop down at the top of the screen.
3. Select the infant's name in the child drop down. The **Child Information** screen loads.
4. In the bottom half of the page, click on the Allergies/Conditions tab.
5. Click the orange **Edit** button.
6. Enter the date the infant started eating solid foods in the field labeled **Developmentally Ready For Solid Foods**.
7. Click **Save**.

The **Developmentally Ready** date can also be entered when enrolling new infants that are already eating solid foods.  The date field can be found under the **Special** section on the first page of child enrollment.

#### Sponsor Preferences for Developmentally Ready Foods

**Policy M.19** can be set to **Ignore**, **Warn** or **Disallow** if an infant is marked as developmentally ready for solid foods, but not enough components were served in a meal.  This policy follows the USDA meal pattern for infants.  

When set to **Disallow**, if an infant who was marked as developmentally ready but was not served solid foods, **Error 111** appears on the Office Error report. Meals are checked starting from the first day the infant was marked developmentally ready at a meal in KidKare. This error will disallow meals by child based on the criteria below:

- If a child is marked as developmentally ready and they are 6 months or older, the sponsor will see a **disallow** error on the claim if the child is not served the required 3 components based on the USDA meal patterns.

 

---

### Manage Allergies/Conditions

Indicate any known allergies or conditions in the Allergies/Conditions tab on the View Participant page. This is especially important if the participant requires any substitutions at meal time.

1. From the menu to the left, click **Children.**
2. Click **Manage Child Information.**
3. In the top right, select the center of the child you are updating.
4. Use the filters and choose the child name in the drop down.  The **Manage Child Information** screen pops up.![](https://knowledge.kidkare.com/hs-fs/hubfs/undefined.png?width=535&height=83&name=undefined.png)
5. Click the **Allergies/Conditions** tab at the bottom of the window.
6. Click **Edit**.
7. Click ![slider-btn-Jun-27-2025-09-40-04-0672-PM](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/slider-btn-Jun-27-2025-09-40-04-0672-PM.png?width=24&height=40&name=slider-btn-Jun-27-2025-09-40-04-0672-PM.png) next to **Special Diet** if the participant has a special diet. If you set this to **Yes**:
   
     - The **Milk Allergy** option displays. Click ![slider-btn-Jun-27-2025-09-40-04-0672-PM](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/slider-btn-Jun-27-2025-09-40-04-0672-PM.png?width=24&height=40&name=slider-btn-Jun-27-2025-09-40-04-0672-PM.png) to indicate that the participant has a milk allergy and does not drink Whole or 1%/Skim milk. You must have a doctor's statement on file. Two New fields will appear.
       
           - Select who provides the alternative milk option for this participant.
             
                   - Select **Substitute milk** if this participant drinks substitute milk purchased and provided by the center.
                   - Select **Parent Provided** if the parent or guardian provides the milk substitute.  This is the option you will select if participants are restricted to water as well.
           - Select the **Effective Date** for this allergy.  What day did you start serving substitute milk or parent provided milk to this participant instead of Whole or 1%/Skim?
           - Select the **Expiration Date** for this allergy.  If the participant grows out of their allergy or starts drinking regular milk again, enter the last day they were drinking substitute milk in this field in order to ensure milk audit accuracy.
     - The **Diet Statement on File** option displays. Click ![slider-btn-Jun-27-2025-09-40-04-0672-PM](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/slider-btn-Jun-27-2025-09-40-04-0672-PM.png?width=24&height=40&name=slider-btn-Jun-27-2025-09-40-04-0672-PM.png) to indicate that you have a diet statement on file. Then, click the **Expiration** box and select the date the statement expires.
     - The **Special Diet Notes** box displays. Click this box and enter any notes about the participant's special diet.
8. Click ![slider-btn-Jun-27-2025-09-40-04-0672-PM](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/slider-btn-Jun-27-2025-09-40-04-0672-PM.png?width=24&height=40&name=slider-btn-Jun-27-2025-09-40-04-0672-PM.png) next to **Special Needs** if the participant has special needs. If you set this to yes, the **Statement on File** option displays. Click ![slider-btn-Jun-27-2025-09-40-04-0672-PM](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/slider-btn-Jun-27-2025-09-40-04-0672-PM.png?width=24&height=40&name=slider-btn-Jun-27-2025-09-40-04-0672-PM.png) to indicate that you have a doctor's statement on file.
9. Click **Add Condition** to list allergies and/or medical conditions.
   
     - Click the drop-down menu and select **Allergy** or **Medical Condition**.
     - Click the corresponding text box and enter a description of the allergy/description.
     - Click **Add Condition** to add another line. Click ![remove-1](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/remove-1.png?width=21&height=40&name=remove-1.png) next to a line to remove it.
10. Click **Save**.

---

### Pulling A Child Allergy Report

To pull a list of all participant allergies, follow the steps below.

1. From the menu to the left, click on **Reports**.
2. Select the category **Children.**
3. Select the report **Child List Export.**
4. The **Filter for Center(s)** box pops up**.**  Click **Search.**
5. A list of active centers generates.  Select the centers you want included in the report.
6. In the **Child Export Filter,** no changes need to be made in this section.
7. Scroll down to the **Select Fields(s) to Export** and select the following boxes:
   
     - Special Diet (Sp Diet, Statement, Statement on File)
     - Special Needs (Sp Needs, Statement on File)
8. Click **Export.**
9. The report generates as an excel file with all of the data requested.

---

### Manage Substitute Milk as a Dietary Option

Per the USDA memo **[Nutrition Requirements for Fluid Milk and Substitutions in the CACFP, Questions and Answers](https://www.fns.usda.gov/cacfp/nutrition-requirements-fluid-milk-qas)**, fluid milk substitutes may be served to food program participants as a dietary option—without being related to a milk allergy.

For example, if a parent has a child who follows a vegan diet, the parent can submit a written request to the care provider (homes and/or centers) to provide the participant with non-dairy milk. Refer to the memo linked above for more information.

When you flag a child as needing milk substitution, estimated and actual quantities required will include Substitute Milk in the milk quantity requirements for the **Daily Menu** and **Menu Production Record**. Substitute milk will also be included in the **Milk Audit** by default. **Policy M.06k** only applies to milk allergies.

**Remember:** Just like milk substitutes served for milk allergy reasons, fluid milk substitutes for dietary reasons must also be nutritionally equivalent to milk.

1. From the menu to the left, click **Children.**
2. Click **Manage Child Information.**
3. In the top right, select the center of the child you are updating.
4. Use the filters and choose the child name in the drop down. The **Manage Child Information** page opens.
5. Click the **Allergies/Conditions** tab.
6. Click **Edit**.
7. Set the **Special Diet** toggle to **Yes**.
8. Click ![](https://dyzz9obi78pm5.cloudfront.net/app/image/id/5c4217c76e121c196a9ccac3/n/slider-btn.PNG) next to **Does this child require milk substitution?**.  
   ![centers - milk substitution toggle](https://knowledge.kidkare.com/hs-fs/hubfs/centers%20-%20milk%20substitution%20toggle.png?width=688&height=275&name=centers%20-%20milk%20substitution%20toggle.png)
9. Click the **How is the milk substitution handled?** drop-down menu and choose from the following: **Substitute Milk** or **Parent Provided**.
10. Use the **Effective Date** and **Expiration Date** calendar pickers to set start and end dates for the substitution. The **Effective Date** box is **required**.  
    ![centers - milk substitution settings](https://knowledge.kidkare.com/hs-fs/hubfs/centers%20-%20milk%20substitution%20settings.png?width=688&height=266&name=centers%20-%20milk%20substitution%20settings.png)
11. When finished, click **Save**.

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