UPPER HUNTER SHIRE COUNCIL COMMUNITY SERVICES − ADMINISTRATIVE PRINCIPLE − SERVICE PROVISION − Upper Hunter Family Day Care − Service Policies Policy/Administrative Principle Council will develop and implement policies for Scone Out of School Hours (SOOSH) service to assist staff and service users to meet relevant legislative and regulatory authority requirements and achieve the service objectives. Objective To encourage and assist SOOSH staff to provide a high standard of care that meets the requirements of relevant funding and regulatory authorities, and quality frameworks. 2. To provide effective management of the service through appropriate policies 3. To provide written procedures for parents/guardians of children, dealing with the care their children can expect from SOOSH. Procedures/Practice SOOSH will: 1. Develop and review policies through an ongoing and collaborative approach with all stakeholders − Educators, Council, parents, children, staff and relevant third parties. 2. Take into consideration, but not necessarily adopt as practice, all stakeholder input. 3. Source policies with current information, advice and recommendation from recognised authorities. 4. Notify families at least 14 days before making any change to a regulation−required policy that may have a significant impact on the provision of education and care to any child enrolled, or to the family's ability to utilise the service. 5. Notify families at least 14 days before making any change that will affect the fees charged or the way in which fees are collected. 6. Notify families as soon as practicable after making any change to a regulation−required policy, if the approved provider considers the notice period would pose a risk to the health, safety or wellbeing of any child enrolled in the service. 7. Assess and review policies as needed to comply with regulatory bodies, quality standards or current information. 8. Expect staff, volunteers and parents to abide by the policies as determined by the scheme. 9. Keep copies of current policies and procedures accessible for inspection at the service and make these available at all times the service is operating, or otherwise upon request. 10. Develop policies to include, but not necessarily be limited to: • Acceptance and refusal of authorizations • Administering medications • Arrival and departure of children • Child numbers / Staff:child ratios • Child protection • Code of conduct • Confidentiality (Governance) • Determining the responsible person (Governance) • Educational Program and routines • Emergency and evacuation • Enrolment and orientation • Excursions • Fees • Food safety and nutrition Page 1 of 2
Transcript
UPPER HUNTER SHIRE COUNCIL
COMMUNITY SERVICES − ADMINISTRATIVE PRINCIPLE − SERVICE PROVISION − Upper HunterFamily Day Care − Service Policies
Policy/Administrative Principle
Council will develop and implement policies for Scone Out of School Hours (SOOSH) service toassist staff and service users to meet relevant legislative and regulatory authority requirements andachieve the service objectives.
Objective
To encourage and assist SOOSH staff to provide a high standard of care that meets therequirements of relevant funding and regulatory authorities, and quality frameworks.
2. To provide effective management of the service through appropriate policies
3. To provide written procedures for parents/guardians of children, dealing with the care theirchildren can expect from SOOSH.
Procedures/PracticeSOOSH will:
1. Develop and review policies through an ongoing and collaborative approach with allstakeholders − Educators, Council, parents, children, staff and relevant third parties.
2. Take into consideration, but not necessarily adopt as practice, all stakeholder input.
3. Source policies with current information, advice and recommendation from recognisedauthorities.
4. Notify families at least 14 days before making any change to a regulation−required policy thatmay have a significant impact on the provision of education and care to any child enrolled, or tothe family's ability to utilise the service.
5. Notify families at least 14 days before making any change that will affect the fees charged orthe way in which fees are collected.
6. Notify families as soon as practicable after making any change to a regulation−required policy,if the approved provider considers the notice period would pose a risk to the health, safety orwellbeing of any child enrolled in the service.
7. Assess and review policies as needed to comply with regulatory bodies, quality standards orcurrent information.
8. Expect staff, volunteers and parents to abide by the policies as determined by the scheme.
9. Keep copies of current policies and procedures accessible for inspection at the service andmake these available at all times the service is operating, or otherwise upon request.
10. Develop policies to include, but not necessarily be limited to:• Acceptance and refusal of authorizations• Administering medications• Arrival and departure of children• Child numbers / Staff:child ratios• Child protection• Code of conduct• Confidentiality (Governance)• Determining the responsible person (Governance)• Educational Program and routines• Emergency and evacuation• Enrolment and orientation• Excursions• Fees• Food safety and nutrition
Page 1 of 2
• Grievances (Governance)• Guiding children's behaviour• Hygiene• Incident, injury, trauma and illness• Indoor and Outdoor environments• Infection control• Interactions• Managing records (Governance)• Medical conditions• Professional development and training• Smoke, drug and alcohol−free environments• Sun protection• Visitors, volunteers and students• Water safety
References
• Replaces administrative principle of the same title, dated 17 February 2009, classified in TRIM as"COMMUNITY SERVICES − SERVICE PROVISION − Childcare − Scone Out of School Hours −Service Policies".
. Relevant Legislative context:
1. Children (Education and Care Services National Law Application) Bill 2010
2. Education and Care Services National Regulations 2011 (Version 1 September 2013)
• Resources:
1. Australian Children's Education and Care Quality Authority (ACECQA), Guide to the NationalQuality Standard, 2011
2. Australian Children's Education and Care Quality Authority (ACECQA), Guide to theEducation and Care Services National Law and Education and Care Services NationalRegulation 2011
3. Australian Children's Education and Care Quality Authority (ACECQA), My Time Our Place,Framework for school−age care in Australia, 2011
4. Australian Children's Education and Care Quality Authority (ACECQA), National QualityStandards, 2011
5. Australian Children's Education and Care Quality Authority (ACECQA), Operational PolicyManual for Regulatory Authorities:http://www.acecga.ciov.au/Operational−Policy−Manual−for−Regulatory−Authorities
6. Australian Department of Education, Child Care Services Handbook:http://education.gov.au/child−care−service−handbook
7. Early Childhood Australia, Code of Ethics, 2006 (reprinted 2009)
8. United Nations Conventions on the Rights of the Child
11. Upper Hunter Shire Council, Policies, Administrative Principles and Procedures
Review Date
May 2015 by th din or, Out of School Hours Service
Authorised by ......................................................................Waid rj5ckett, General Manager Date
Page 2 of 2
SCONE OUT OF SCHOOL HOURS CARE POLICIES
A
•. Philosophy+ Upper Hunter Shire Council Administrative Principle − Service Policies
2014 Procedure I implementation I System I Keyresources
•• Acceptance •• Form − Arrival or departure of a child from care unaccompanied byand Refusal of an adultAuthorisations •. Authorisations are contained in Enrolment form
•• Absent andmissingchildren
• Animals
( •• Arrival andDeparture ofchildren
B
C
• . Form − Incident, Injury, Trauma and Illness record
•. ChildProtection
•• Code ofConduct
•. Confidentiality
0
E
+ Determining theResponsibleperson
+ EducationalProgram androutines
+ EmergencyProcedures
+ Enrolment andOrientation
+ Form − Arrival or departure of a child from care unaccompanied byan adult
+ Guiding document − NSW Ombudsman Child Protection in theWorkplace: responding to allegations against employees
+ Resource − Child Protection Legislation: What employers andemployees need to knowhttp://www.ombo.nsw.gov.au/ datalassetslpdf flleIOOl8/3663/Legislation−What−you−need−know−CPO3.ndf
+ Resource − Keep Them Safe factsheetshttp://www.keepthemsafe.nsw.gov.au/resources/factsheets
+ Guiding document − ECA Code of Ethicshttp://www.earlychildhoodaustralia.org.au/code of ethics/early childhood australias code of ethics.html
•. Guiding document − UHSC Code of Conduct•• Resource − UN Convention on the rights of the child
• Form − Nominated Supervisor consent form+ Form − Staff sign−in and responsible person record
+ Form − Educational Leader Consent form•. Guiding document − My Time Our Place•• Resource − MTOP Educator Guide•• Form − Permission for release and exchange of information (in
enrolment form)•. Form − Observation forms+ Form − Programming form
•• Form − Emergency Risk Assessment•• Form − Evacuation checklist+ Form − Emergency evacuation practice+ Office process − Upper Hunter Fire Protection quarterly checks of
fire safety equipment•• Form − Enrolment (including risk minimization plan)+ Office Information − Parent enrolment package+ Form − Booking forms (Vacation Care, Before and After Schàol
care)
The Policies − Table of Contents −
•. Form − Change of Booking sheet
4. Excursions 4. Form − Excursions risk management record+ Form − Excursion authorization4• Form − Excursion review of risk assessment• ' Resource − Kids and Traffic
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F 4. Fees 4• Form − Booking forms4. Office process − Harmony reporting and statements4. Information sheet − Payment options4. Form − Direct Debit application (UHSC)4. Guiding document − Child Care Service Handbook (online) − Dept.
4' Resource − Hand washing poster − NHMRC4. Form − Cleaning and maintenance record
4• Incident, Injury, 4. Guiding document − Staying Healthy − NHMRCTrauma and https://w.nhmrc.govau/guideIines/publications/ch55Illness 4. Form − Incident, injury, trauma and illness report
4. Office Form − Notification of serious incident (DEC ITS)
4' Indoor and 4• Form − daily hazard identification checklistOutdoor 4. Form − cleaning and maintenance recordenvironments 4. Form —Works request (UHSC)
4. Office process − RMS − quarterly checks of air conditioning
•• Guiding document − National Privacy Principles4. Guiding document − Records and Documents to be kept (pg 117
Guide to the National Law and Regulations)
4. Form − Risk minimisation plan (in enrolment form)+ Office Information Sheet − completing the risk minimisation plan4• Resource − Inclusion support agency4. Resource − Anaphylaxis emergency plan4• Resource − Asthma emergency plan4• Resource − Seizure first aid management plan
+ Form − Medication Authority and administration record
N
0p 4• Participation
and Access
Q
R
SI 4' Security
4• Service Access 4' Guiding Document − Child Care Services Handbook: Departmentof Education (Priority of Access guidelines)
1' Resource − Inclusion Support Team
4' Smoke, drugandalcohol−free
environments
4' Staff: Childratios
4' Sun Protection
4' Form − Staff sign−in and responsible person record
4. Resource − NSW Cancer Council
Transport
u
V + Visitors, 4. Form − Visitor / Volunteer / Student recordVolunteers andStudents
− Acceptance and Refusal of Autlibrisations Page I ot 1A
INTRODUCTIONPQJJCY.Upper Hunter Shire Council Children's Services act in accordance with
Education and Care services, correct authorisations as required under the Education and Careand Educators, must have Services National Regulation 2011.written authorisation from achild's parents, or someonenominated by the child's ELC, FDC and SOOSHparents, to act in relation to the Service Management I Coordination Unit will:children in care on various 1. Collect and maintain written advice and details on an enrolment recordmatters. for who is authorised to:
a. Collect childrenb. Be notified in an emergencyc. Consent to medical treatmentd. Authorise administration of medicatione. Provide permission for a child to be taken on an outing or excursion(Regulation 160)
STATUTORY LEGISLATION ANDCONSIDERATIONS
Education and Care ServicesNational Law 2010
Education and Care ServicesNational Regulations 2011
lo Link to National Quality Standard 7.3
Department of Education,Employment and WorkplaceRelations. Child Care ServiceHandbook 2011−12
SOURCE
Community Child Care Cooperative:Acceptance and Refusal ofAuthorisation' sample policy,sourced www.ccccnsw.org.au, July2012
Wagga Wagga Family Day Care;Acceptance and Refusal ofAuthorisation' policy, March 2012
Kids and Traffic Early ChildhoodRoad Safety Education Program,www.kidsandtraffic.mg.edu.au
2. Only accept nomination of people who are 18 years or over (other thanthe child's parent/s), to:a. Be contacted in an emergencyb. Consent to medical treatmentc. Authorise administration of medicationd. Provide permission for a child to be taken on an outing or excursion
3. Obtain written advice from a child's parents if they authorise a youngperson who is over 12 years but under 18 years of age to collect a childfrom the care premises.
4. Provide Educators with details of who is authorised in relation to eachchild.
5. Notify the Regulatory Authority within 24 hours if a child is collected orremoved from the service premises in a way that breaches authorisationrequirements. (Law 174, Regulation 176)
Educators will:1. Check that only authorised people:
a. Collect childrenb. Are notified in an emergencyc. Consent to medical treatmentd. Authorise administration of medicatione. Provide permission for a child to be taken on an outing or excursion
2. Counter−sign any attendance record that is completed by a young personover 12 years but under 18 years of age (other than the child's parents)who delivers or collects a child to/from the care premises (Regulation 158,159)
3. Notify the Nominated Supervisor as soon as possible if a child iscollected or removed from the service premises in a way that breachesauthorisation requirements. (Law 174, Regulation 176)
,FDCEducators will:1. Keep an enrolment record on their premises that includes details of the
people who are authorised in regard to each child. (Regulation 160)
Approved: 24.01.2013 Last reviewed: New policy Date for next review: Jan 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Absent and Missing Children Page 1 of1A
Objective
To account for children who are absent from the service.
Procedures/PracticeStaff will:
1. Ask parents to advise the service with as much notice as possible if their child/ren will beabsent from booked care, and the expected period of absence.
2. Record and communicate details of child absences with other staff members.
3. Attempt to determine a child's whereabouts if a child does not arrive at the service whenexpected, by:a. Contacting the child's parent/sb. Asking other children if they know where the child might bec. Contacting the school office requesting information about the child's attendance at
schoold. Contacting other authorized contacts
4. Inform and maintain communication with a child's parents, or authorized contact if thechild's parents can not be contacted, if a child attended school but has not arrived to careas expected.
5. Assist in locating a missing child as far as is practicable, including contacting the police ifnecessary, while maintaining adequate supervision and duty of care to children presentat the service.
6. Notify the Regulatory Authority of any circumstance where a child:a. appears to be missing or cannot be accounted for, orb. appears to have been taken or removed from the service without appropriate
authorization, orc. is mistakenly locked in or out of the service or any part of the premises(Law 174.5, Regulation 12)
References
1. National Standards Section 5.3.4 (Advising of child's absence)
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Animals Page iotiAObjective
Animals brought into the centre are appropriately cared for and present minimal risk to theusers of the service.
SOOSH Coordinator will:
1. Make any decision to keep a pet or have an animal visit the centre, based on an observedneed or the benefit to the children.
Staff/Educators will:1. Not allow any animal, bird or livestock which is likely to be a source of infection or which
( may compromise the health or safety of the children into the service (Regulation 77).
2. Check records on the children's allergies before considering allowing an animal into thecentre.
3. Maintain all animals kept at the service in a clean and healthy condition4. Follow hygienic procedures regarding cleaning and disposal of waste5. Locate animals away from food or food preparation areas6. Treat all animals at the service with respect and in a humane way7. Designate a child and staff roster for ensuring any animal kept at the service is
appropriately fed and cared for, with food and water replenished as required8. Make arrangements for any animal kept at the service to be cared for over weekend and
holiday breaks9. Educate children on an ongoing basis on the appropriate care and handling of animals10. Ensure children practice appropriate hygiene procedures after handling animals
(Regulation 77)
11. Maintain supervision of children with animals at all times (Law 165)
References
1. National Standards Section 2.11 (Animals)2. Animal Rights
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Arrival and Departure of Children Page 1 of2A
ObjectiveArrival and departure of children is monitored to ensure the safety and well being of thechildren in care.
SOOSH Coordinator will:1. Obtain in writing names and contact details of all persons authorized to collect children
from care, or who is authorized to give permission for an Educator to take the child outsideof the premises (Regulation 161)
2. Request details of:a. any court orders, parenting orders or parenting plans relating to powers, duties,
responsibilities or authorities of any person in relation to the child or access to thechild, and
b. any other court orders relating to the child's residence or the child's contact with a( parent or other person,
to form part of the enrolment record for the child (Regulation 160)
c. Obtain written authorization for a child to arrive and/or leave the service unaccompaniedby an adult
Staff/Educators will:
1. Not accept a child in to care prior to the opening hours of the service.
2. Record and communicate any changes regarding the child's arrival or departurearrangements as notified by an authorized person
3. Communicate with authorized persons on arrival about any particular child needs, andrecord these and communicate them to other Educators as needed
4. Keep a record of attendance recording the time and signature of an authorized person atthe times of arrival and departure respectively (Regulation 159)
5. Record children's time of arrival or departure from the service if unaccompanied by an( adult (Regulation 159)
6. Seek proof of identity of people collecting children if unknown to them
7. Not be required to allow a parent to enter the premises if:a. Permitting the parent entry would:
(i) Pose a risk to the safety of the children or staff, or(ii) Conflict with any other duty of the service under Law; or(iii) They are aware that the parent is prohibited from having contact with the child(Regulation 157)
8. Only allow a child to leave the premises if the child:a. Is given in to the care of an authorized person, orb. leaves in accordance with written instructions of the child's parent or authorized
person, orc. is taken on an excursion in accordance with regulatory requirements, ord. is given in to the care of a person or taken outside the premises because the child
requires medial, hospital or ambulance care or treatment, or because of anotheremergency
Arrival and Departure of Children Page 2 of 2
e. Not release a child to anyone who is not authorised in writing by the child'sparent/guardian
9. Contact the child's parent in the first instance, or otherwise an authorized person, orotherwise the police, if a child is not collected within a reasonable period of their expecteddeparture or by service closure.
References1. National Standards Section 5.3 (Maintenance of Records)2. Custodial Requirements
Approved
May 2014
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SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
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Child Protection Pagel of4C
ObjectivesTo advocate for each child within the service , supporting their rights to care and protection,and ensure staff and Educators are aware of their responsibilities and duty of care in relationto the protection of children
Management will:
1. Ensure that the nominated supervisor and any certified supervisor in day to day charge ofthe service has successfully completed an approved course in child protection (Regulation273)
2. Ensure all staff complete successful Working With Children Check clearances, prior tocommencing work with the children (Law 109,167 Regulation 153, 154, 163, 164 ,NQS 2.3.4, 7.1.5)
3. Provide appropriate information and professional development to ensure staff are awareof the existence and application of the current child protection law and any obligationsthey may have under that law (Regulation 84, NQS 2.3.4, 4.2.1).
4. Provide information and support to staff in relation to Child Protection issues (NQS 2.3.4,4.2.1, 7.1.4).
5. Take the following action if an allegation or complaint is made against a staff member (law173, 174, 178, 179, 182, 183, 184, 185, 187, 188, NQS2.3.4, 7.1.5) −
a. Determine whether or not, on the face of the information provided, the matter isreportable to the Ombudsman
b. Determine whether or not, on the face of the information provided, the matter isreportable to the Child Protection Helpline
c. Inform the General Manager who will, in consultation with the Coordination Unitexamine the information contained in the report and make a decision either to:i. Immediately terminate the Coordination Unit staff member's employment, orii. Suspend staff member pending investigation of the matter, oriii. Allow the staff member to continue to provide care until the investigation is
resolved, and/oriv. report the matter to the Ombudsman and Department of Education and
Communities, as required under the relevant Acts.d. Inform the staff member that an allegation has been made and that the sponsoring
body (Upper Hunter Shire Council), the Ombudsman and Department of Educationand Communities have been informed, as relevant.
e. Encourage the staff member to seek legal advice
f. Investigate the allegation to determine a finding in accordance with the Ombudsman'Child Protection in the workplace: Responding to allegations against employees'guidelines
g. Notify the Ombudsman 30 days of becoming aware of a reportable allegation orconviction. (Law 174, Regulation 176 NQS 2.3.4)
h. Notify the Commission for Children and Young People of any relevant employmentproceedings
i. Notify the staff member the subject of the allegation, the outcome of the investigation,and any disciplinary or report action that is made
j. Keep all records relating to information concerning allegations against a staff memberon a file separate from their personnel file. (Regulation 181, 182, 183, 195 NQS 7.3. 1)
6. Provide relevant Child Protection information, including the service policy, MandatoryReporter Guide, report forms, useful websites, relevant publications and brochuressupporting child protection and community awareness of child protection issues, to staff,volunteers and work experience students. (Regulation 84, 171 NQS 2.3.1, 2.3.4, 7.1.4).
Child Protection Page 2 of 4
7. Retain and store records made to the Department of Human Services, CommunityServices and/or the NSW Ombudsman according to appropriate record keepingprocedures. (Regulation 181, 182, 183, 195 NQS 7.3. 1)
Management I Staff will:
1. Offer support, information and guidance to parents and guardians as required (Regulation171 NQS2.3.4, 6.1.3).
2. Comply with regulations and guidelines set down by:a. Children and Young Person's (Care and Protection) Act 1998b. Ombudsman Act 1974 (including amendments)c. Child Protection (Prohibited Employment) Act 1998d. Commission for Children and Young People Act 1998e. NSW Interagency Guidelines 2000f. NSW Ombudsman Child Protection in the Workplace 2004g. Child Wellbeing and Child Protection NSW Interagency Guidelinesh. Children Legislation Amendment (Wood Inquiry Recommendations) Act 2009
3. Maintain confidentiality and a professional approach at all times. (Regulation 181, 182, 183, 195NQS4.1, 4.2,)
4. Report concerns regarding a child who they suspect, on reasonable grounds, are at riskof significant harm to the child protection helpline. (Regulation 84, NQS 2.3.4)
5. Use the Mandatory Reporter Guide (MRG) to adhere to Reporting Obligations asfollows− (Regulation 84 NQS 2.3.4)
b. Use the Mandatory Reporter Guide to assess whether their concerns meet thethreshold of risk of significant harm.
c. Contact the police and/or the Helpline directly if there is an immediate danger to thechild or young person
d. Seek assistance from Coordination Unit staff to follow the Mandatory Reporter Guideif they wish
e. Keep a copy of the Mandatory Reporter Guide outcome and place on file.f. Make a report to the Child Protection Helpline as soon as possible and within 24
hours where the Mandatory Reporter Guide advises risk of significant harm
g. Continue to respond to the needs of the child or young person (within the terms oftheir work role) even after a report to the Child Protection Helpline has been made.
h. Not make a report where, the Mandatory Reporter Guide indicates that a matter doesnot reach the significant harm threshold, unless in a Coordination Unit staff membersor Educators professional judgement there are additional factors that the Helplineneeds to take into account.
i. Consult the Child Wellbeing & Protection − NSW Interagency guidelines chapter onInformation Exchange to assist in sharing gathered information with those agencies(http://www.community.nsw.gov.au/kts/guidelines/info exchange/info md ex.htm,and/or make appropriate referrals to local services.
j. Provide all relevant information when making a child protection report.k. Make further report to the Child Protection Helpline if new information comes to hand.I. Retain written details of their verbal report and to place a copy on file or send in to the
Coordination Unit as soon as possible following the report being made.
m. Note on their written report the name of the caseworker to whom the verbal report hasbeen made.
n. Ensure all information regarding reports, children, families and staff remainsconfidential.
6. Maintain professional development to enable them to recognise the indicators of childabuse and neglect and to deal with issues as they arise. (Law 225, 301 Regulation 84,153 NQS2.3.4, 7.1.4)
7. Be aware that they are able to exchange information with other agencies in ways whichcomply with the legal framework. (Regulation 64)
8. Treat all records as highly confidential, kept securely and permanently and accessible onlyto those with legal entitlement. (Regulation 181, 182, 183, 195 NQS 7.3. 1)
Coordination UnitThe Coordination Unit is the Management and staff employed by Upper Hunter Shire Council to carry out thecoordination function and supervision of Family Day Care services across the Upper Hunter and Muswellbrook localgovernment areas.
ChildUnder the Children and Young Persons (Care and Protection) Act, 1998, a child is a person who is under 16 years.
Young PersonUnder the Children and Young Persons (Care and Protection) Act, 1998, a young person is a person who is aged 16years or above but is under the age of 18 years.
ReportThe Children and Young Persons (Care and Protection) Act, 1998 and as amended through, Children LegislationAmendment (Wood Inquiry Recommendations) Act 2009 establishes a process for people, who have reasonablegrounds to suspect that a child or young person is at risk of significant harm, to report to the Department of HumanServices, Community Services.
Mandatory Reporter (sources; Child Wellbeing & Child Protection NSW Interagency Guidelines & Department ofHuman Services, Community Services)A mandatory reporter is an individual required by law to report to Community Services when they have reasonablegrounds to suspect that a child, or class of children, is at risk of significant harm from abuse or neglect and that thosegrounds are identified during the course of, or from the person's work.
Mandatory reporting responsibilities are set out in the Children and Young Persons (Care and Protection) Act 1998(Care Act). They are those who deliver the following services to children as part of their paid or professional work:• health care − doctors, nurses, dentists and other health workers• welfare − psychologists, social workers and youth workers• education − teachers• children's services − child care workers, family day carers and home based carers• residential services − refuge workers, community housing providers• law enforcement − police
Any person with direct responsibility to provide the above mentioned services must report risk of significant harm tochildren.
Managers, including both paid employees and volunteers, who supervise direct services are also mandated to report.
Note: while it is mandatory to report children aged 0−15 years at risk of significant harm, it is not mandatory to reportyoung people aged 16−17 years or unborn children. Professional judgement should be used in deciding whetherconcerns about the safety, welfare or wellbeing of an unborn child or a young person warrant a report to CommunityServices.
Significant Risk of Harm (Source: Child Wellbeing & Child Protection NSW Interagency Guidelines)A child or young person is at risk of significant harm if the circumstances that are causing concern for the safety,welfare or well being of the child or young person are present to a significant extent.
This means the concern is sufficiently serious to warrant a response by a statutory authority (such as NSW PoliceForce or Community Services) irrespective of a family's consent.What is significant is not minor or trivial and may reasonably be expected to produce a substantial and demonstrablyadverse impact on the child or young person's safety, welfare or wellbeing, or in the case of an unborn child, after thechild's birth.The significance can result from a single act or omission or an accumulation of these.
Current Concerns (Source: Child Wellbeing & Child Protection NSW Interagency Guidelines)Concerns must be current − that is, significant harm arising from abuse or neglect is recent or likely in the foreseeablefuture should circumstances continue unchanged. Current concerns may also arise from a child or young personhaving contact with someone who is known to be responsible for causing harm to a child in the past.
Current concerns also refer to situations where the abuse or neglect of the child or young person occurred some timein the past but continue to have an impact on the child or young person's safety, welfare or wellbeing.
Reasonable grounds Source: Child Wellbeing & Child Protection NSW Interagency Guidelines)Reasonable grounds refers to the need to have an objective basis for suspecting that a child or young person may beat risk of significant harm, based on:a.first hand observations of the child, young person or family,b.what the child, young person, parent or another person has disclosed,c.what can reasonably be inferred based on professional training and for experience.
It does not mean that reporters are required to confirm their suspicions or have clear proof before making a report.
Reportable Conduct (Source: NSW Ombudsman Child Protection in the Workplace 2004)Section 25A of the Ombudsman Act defines reportable conduct' as:a.any sexual offence or sexual misconduct, committed against, with or in the presence of a child (including a child
pornography offence), orb.any assault, ill treatment, or neglect of a child, orc. any behaviour that causes psychological harm to a child, whether or not the child consented.
Child Protection
SourceChildren and Young Persons (Care and Protection) Act, 1998
NSW Ombudsman, Child Protection in the Workplace − Responding to allegations against employees(2004), http://www.ombo.nsw.ciov.aulPDF/guidelineslchildrotectionintheworkplacerespondinp toallegationsagainstemolyees.
NSW Ombudsman, Child Protection in the Workplace − Notification Form, Accessed 810 July 2010 fromhttp://www.ombo.nsw.gov.au/Complaints/downloads/notification form.
Community Services. The Structured Decision Making System − New South Wales Mandatory ReporterGuide 18ffi December 2009, www.communityservices.nsw.ciov.au
Keep Them Safe, Reporting Children at Risk− Keep Them Safe/Department of Premier and Cabinet,www.keeothemsafe.nsw.gov.au/reportinQ children at−risk.
Commission for Children and Young People Act, 1998
Children Legislation Amendment (Wood Inquiry Recommendations) Act 2009
ApprovedMay 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Code of Conduct Page 1 of 1C
ObjectivesTo uphold ethical standards of conduct and works with stakeholders in the best interests ofchildren.
Management will:
1. Provide information to staff, Educators and families about current legislative and statutorydocuments, roles and responsibilities that apply to working within children'sservices. (Regulation 185)
2. Promote and encourage staff and Educators to critically reflect upon ethical practice.
Coordinator! Educators will:
1. Familiarise themselves with legislation and statutory roles and responsibilities that apply to( their role with children, families, other staff and stakeholders.
2. Familiarise themselves with the ECA Code of Ethics and service philosophy.
3. Refer to relevant legislation and standards, ECA Code of Ethics, service philosophy andservice policies when making decisions and determining ethical conduct and behaviour.(NQS 4.2. 1)
4. Recognise association with Upper Hunter Shire Council by also upholding Council's Codeof Conduct as relevant to their role, including but not necessarily limited to:a. not conduct themself in a manner that is likely to bring Council into disreputeb. act lawfully, honestly and exercise a reasonable degree of care and diligence in
carrying out functionsc. treat others with respect at all timesd. consider issues consistently, promptly and fairlye. not harass, discriminate against, or support others who do sof. not accept money or gifts of value and avoid situations that give rise to the appearance
of securing favourable treatmentg. use and secure information appropriately and do not disclose personal informationh. use (Council) scheme resources ethically, effectively, efficiently and carefully.
5. Ensure decision−making processes are clear, be able to demonstrate how decisions aremade, and be accountable for decisions.
6. Act in a manner that will enhance the understanding and profile of the early childhoodsector, family day care, and Upper Hunter Family Day Care / Council.
Resources
Early Childhood Australia (ECA), Code of Ethics (2006), www.eca.com.auUnited Nations Convention on the Rights of the Child (1989)
Upper Hunter Shire Council Code of Conduct − Model Code of Conduct for Local Councils inNSW, March 2013
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May 2014
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:Copfidehtiälity Page 1of1C
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ObjectivesTo maintain confidentiality at all times, protecting the rights and privacy of all stakeholdersand users of the service.
Management I staff will:
1. Exercise confidentiality as a standard approach in all aspects of service implementationand in relation to all users of the service − children, families, Educators, Staff,management and contractors. (Regulation 181, 182, 183, 184)(NQS 2.1, 2.3, 3.1)
2. Treat details of a personal nature as strictly confidential, while promoting the principles ofeffective communication and full information to participants (Regulation 181, 182, 183, 184 )
3. Keep written information concerning the child or child's family separately and allow accessonly to the parent or Educator to whom the records relate, Staff, nominated officers ormanagement where necessary and relevant Government departments. (Regulation 181, 183)(NOS)
4. Refer to any applicable court orders in relation to limiting access to information concerninga child to a parent (Regulation 177.4)
5. Not divulge or communicate, directly or indirectly, information kept under the NationalRegulations, to any unauthorized persons (Regulation 162)
6. Thoroughly destroy records after lapse of the mandatory period of retention (Regulation 183).
7. Abide by Upper Hunter Shire Council's Code of Conduct in relation to confidentiality.
8. Only use information, electronic data and paperwork created by and relating to the serviceonly in the service environment so it remains the property of the service (Regulation 181, 182,183, 184).
9. Store all records in a safe and secure place, in locked facilities or with passwordprotection if stored electronically (Regulation 183 NQS 7.3.1).
10.Provide training to staff so that they understand the importance of confidentiality and howto maintain it at all times (Regulation 181, 182, 183, 184).
11 .Address any breaches of confidentiality in accordance with service procedures formanaging compliance (Regulation 181, 182, 183, 184).
12. Never discuss or give out information that could disadvantage the service includingmeeting discussions, in−house or staff/Educator issues.
Resources
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May 2014
NTRb15UCTION rJTif is aJ( offgnfoi a Upper Hunter Children's Services have a responsible personcentre−ei ed6cation, present, or assistance available if applicable, at all times in accordanceand ar SeJ vice to with the requirements of the Education and Care Services Nationaloprate UPIS tirgisa. Law and Regulations.resporfsibië personpresent t ai timeseducation d care is ELC, FDC and SOOSHbeing rdded. Service Management I Coordination Unit will:Assistafice to Family DayCare Educatofs CiCst 1. Provide information to staff about the role of Certified Supervisors andsimilarly be available at: Nominated Supervisorsall times the FDC service − 2. Aim to employ several Educators with a Supervisor Certificate who willoperates. consent to being placed in day−to−day charge of the service
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3. Designate a Certified Supervisor to be the person in day−to−day charge ofthe service at any given time
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STATUTORY LEGISLATIONAND CONSIDERATIONS
Edut id n ii I re − sNatinnil Lea 261
Educ n i n and CareNatin i i F−u! it 1 ii
SOURCE
Guidnt the Erii H n mlCare ne −s NHcriiI Li,,and Peit it n H
KEY RESOURCES
ACE Hm etn−−Resnijrces and Templates:Staff
Fe mH R Hfaii−Jly day care c n H ret is
tints end st,Ht.I j i sm
t r p sIns tena r l I iii
Ensure that the Nominated Supervisor and any Certified Supervisor inday−to−day charge of the service has:a. Current approved First Aid qualifications, andb. Current approved asthma management qualifications, andc. Current approved anaphylaxis management qualifications, andd. Successfully completed an approved child protection course (Regulation
273)
Decide who is the most appropriate person to place in day−to−day chargeat any given time according to:a. The amount of experience a person has, andb. The extent of a person's skills and competencies, andc. The level of knowledge and understanding about providing education
and care to children, andd. The degree of a person's ability to effectively supervise and manage
the day−to−day operation of the service
6. Display the name and position of the responsible person in charge at anygiven time, in a position that is clearly visible from the main entrance of acentre−based service, or at the principle office of the Family Day Careservice (Law 172, Regulation 173)
7. Maintain a record of the responsible person at the service for each timethat children are being cared for (Regulation 150, 177)
Educators will:1. Consent in writing to being nominated to be placed in day−to−day charge of
the service (Regulation 54)
ELC and ,,8(6-08HService Management:1. Plan that either the:
a. Manager of Community Services I Director Corporate Services IGeneral Manager, OR
b. the Nominated Supervisor, ORc. a Certified Supervisor who has consented to be placed in day−to−day
charge of the service,will be physically present at all times, when determining staff rosters (Law 162)
Approved: Jan 2013 Last reviewed: New policy Date for next review: Sep 2014
FDC
Coordination Unit will:1. Plan that either the:
a. Manager of Community Services / Director Corporate Services IGeneral Manager, OR
b. the Nominated Supervisor, ORc. a Certified Supervisor who has consented to be placed in day−to−day
charge of FDCis available to provide support, advice or assistance to FDC Educators(including being able to be contacted by phone), at all times Educators areproviding a service (Law 164)
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Approved: Jan 2013 Last reviewed: New policy, Date for next review: Sep 2014
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Educational Programs and Routines Page 101 2E
Objectives
To develop and implement a balanced program that is stimulating, interesting and appropriateto the developmental and leisure needs of children, allowing opportunities for children to play,explore and develop new skills.
Coordinator/ Educators will:
Ensure that a program is delivered to children that:a. Is based on the approved learning frameworkb. is delivered in a manner that accords with the approved learning frameworkc. Is based on the developmental needs, interests and experiences of each childd. Is designed to take into account the individual differences of each child(Law 168)
2. Develop child centred programs, which reflects the philosophy of the service contributesto the following outcomes for each child:a. The child will have a strong sense of identityb. The child will be connected with and contribute to his or her world,c. The child will have a strong sense of wellbeingd. The child will be a confident and involved learnere. The child will be an effective communicator(Regulation 73)
3. Document evaluations of children's progress against the outcomes of the educationalprogram (Regulation 74)
4. Prepare a written program each week that aims to:a. promote the importance of play in the child's life,b. reflect the cultural and language diversity of the local and wider community,c. reflect an attitude of respect and positive appreciation for diversityd. consider children's developmental areas,e. consider the age range of children,
( f. consider individual and group interests, needs, skills, talents and abilities,g. provide a balanced range of indoor/outdoor activities, quiet/active times and areas,
structured/unstructured activities,h. provide a variety and choice of activities for the children,i. be stimulating, interesting and exciting, to allow for opportunities to explore and
develop new skills,j. provide a variety of toys and equipment available to all children regardless of age or
gender,k. incorporate electronic media that is suitable for children's ages as part of a balanced
program of activities,I. foster children's independence and self help skills,m. foster friendships and encourage cooperative and responsible behaviour among
children,n. provide children with opportunities for self−expression and self−direction,o. provide an environment which will foster the child's self esteem,p. help children develop self−discipline skills through positive example and direction,q. help children to appreciate and care for each other and their surroundings,r. encourage the children to feel welcomed and valued in the centre.
Educational Programs and Routines Page 2 of 2
5. Regularly talk with parents concerning their child's interests and activities and respond toparents suggestions, requirements and expectations.
6. Encourage children to be actively involved in the planning, implementation andevaluation of the program, through discussions, conversations, group meetings andconsidering children's opinions.
7. Provide a written Vacation Care program indicating excursions and times prior to thecommencement of each vacation care period.
8. Prepare documentation in a way that is readily understandable by Educators and parents(Regulation 74)
9. Support a flexible program to meet the needs of the children and allow for spontaneityand enjoyment in the service
10. Interact with children, encourage children to participate and where appropriate participatein activities with the children.
11. Organize special group activities for older children where there are suitable numbers ofolder children and adequate staffing levels can be maintained.
12. Organize excursions as part of the program
13. Evaluate the program on an ongoing basis to ensure it is meeting the needs of individualchildren and their families.
14. Encourage children, staff and parents to be actively involved in the planning,implementation and evaluation of the program.
15. Display information about the contents and operation of the educational program at aplace accessible to parents (Regulation 75)
16. Make a copy of the educational program available for inspection upon request at theservice (Regulation 75)
17. Provide parents with information about the content of the program and their child'sparticipation in the program so far as it relates to their child, on request (Regulation 76)
18. Make provision for professional development in children's programming and activities
References
1. National Standards Section 4.2 (Written Programs)
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May 2014
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Emergency Procedures Page l o f 2E
ObjectiveTo provide a procedure that provides for the safety and wellbeing of the children in the event of anemergency.
Coordinator will:1. Conduct a risk assessment to identify potentials emergencies that are relevant to the premises.
(Regulation 97 NQS 2.1, 2.3, 3.1)
2. Inform all educators, including relief educators of the emergency evacuation procedure andtheir specific duties in their induction to the service.
3. Ensure emergency practices are carried out at least every 3 months and these aredocumented. (Regulation 97NQS 2.1, 2.3, 3.1)
4. Update/review emergency evacuation procedures as necessary.
5. Ensure appropriate fire safety equipment including fire extinguishers, smoke detectors and fireblankets are installed and maintained.
6. Ensure a working telephone is available (Regulation 98)
Educators will:1. Implement emergency procedures immediately in the event of an emergency, natural disaster
or threats of violence.
2. Provide children with information on emergency procedures and practice emergency andevacuation procedures at least every 3 months, in varying locations and times (Regulation 97 NQS2 . 1 1 2.3, 3.1)
3. Display emergency evacuation procedures near the main entrance of the service. (Regulation 97,168 NQS 2.1, 2.3, 3.1)
4. Conduct emergency evacuation procedures more regularly when there are new children.(Regulation 97 NQS 2.1, 2.3, 3.1)
5. Inform families of the emergency evacuation procedure
6. Ensure no child or staff member will be permitted to collect personal items during an( emergency evacuation.
7. Only attempt to extinguish fires when:− The fire is small
− There is no threat to their personal safety
− They feel confident to operate the extinguisher
− All the children have been evacuated from the room
8. In the event of an emergency:− make the announcement to evacuate, identifying where and how− collect children's attendance records and parents' contact numbers− collect the mobile telephone− collect emergency services numbers− make the phone call to 000 or other appropriate service, management and
parents as required.− collect the portable first aid kit, if safe to do so− check that the building, bathrooms and playground is empty− Where possible, close doors and windows, to reduce the spread of a fire− supervise the children at the assembly area− take a roll call of children, staff and visitors
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Enrolment and Orientation Page 1 f i E
Objective
To provide an efficient enrolment procedure that is clear and understandable to all in the localcommunity.
Coordinator will:
1. Maintain a waitlist of care if placement is not immediately available or required
2. Consider availability and relevant priority of access guidelines when making offers ofplacement
3. Enrol children at any time throughout the year depending on availability of care
4. Advise families that they may be required to forego or reduce their care placement, with( 14 days notice, to place a child of higher priority
5. Provide information to families regarding entitlements and eligibility criteria, schemepolicies, and items to assist with orientation and the care arrangement
6. Ensure all enrolment information is obtained as required by regulation prior to a childcommencing care (Regulation 160, 161, 162)
7. Seek information about any special cultural or religious considerations for the child, tosupport their successful inclusion
8. Update enrolment annually or when there are changes to the family's circumstances
Educators will:
1. Maintain all child and family information securely and confidentially
References
1. National Standards Section 4.6 (Access)
2. National Standards Section 5.3 (Maintenance of records)
3. Family Law Act
4. Laws related to privacy.
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May 2014
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Excursions Page 1 of2E
ObjectiveTo provide a variety and opportunities to expand children's experiences, explore differentsurroundings and learn new activities within a safe and nurturing environment.
Coordinator/Management will:
1. Determine approval of proposed excursions and outings based on the risk assessmentsubmitted and considerations of items in accordance with regulation 101.
2. Ensure risk assessments are conducted prior an outing and before seeking authorizationfrom families, and update these at least every 12 months for regular outings or ifcircumstances change. (Regulation 100, 101, 167)
3. Ensure there is at least one educator that holds current approved first aid qualifications,at least one educator with current approved anaphylaxis management training, and atleast one educator with current approved asthma management training, attending theexcursion and travelling with children. (Regulation 136)
4. Consider the following when assessing excursionplans−Thechildren's ages, capabilities and interests
• Ways to maximise the children's developmental experiences and safety• Suitability of the venue and access including wheelchairs if required• Access to food, drink and other facilities• Weather conditions, which would make the venue unsuitable• The specific clothing and equipment needs of the children• Travel arrangements needed• Costs associated are realistic and are not prohibitive for a child to be involved• Means of communication for emergency situations (Regulation 98)
• A fully stocked portable first aid kit (Regulation 89)
5. Ensure families written authorisation is obtained prior to the child being taken on anexcursion. (Regulation 102)
6. Ensure families will be informed of excursions with full details of destination, times ofdeparture and return, staff and volunteers attending, and what the children should bring.(Regulation 102)
7. Ensure children are adequately supervised at all times, supplementing adult:child ratioswith responsible adult volunteers over the age of 18 when available. (Law 165)
8. Ensure all educators, relief educators, volunteers and family members on the excursionwill be made aware of the transport policy and procedures for supervising and assistingchildren while travelling in public or private transport or on walking excursions. (Regulation167)
9. Ensure no changes to the excursion itinerary will be made unless it is in the best interestof the children's safety and wellbeing.
Educators will:
1. Give a minimum of 24 hours notice parent or guardian regarding any excursions.
2. Ensure a notice will be prominently displayed at the centre, which indicates:• Destination of the excursion.• Itinerary and timetable.• Contact phone numbers.
The Scheme Policies Page 2 of 2
3. Ensure children are transported safely in relation to travelling to and from any venue.
4. Pay particular attention to assist children when boarding or alighting from public transportand when walking with children across roads or in crowded areas.
5. Ensure head counts and the roll is checked periodically at appropriate times.
6. Ensure information and equipment to be taken on the excursion will include:• A list of all children on the excursion, with relevant personal details and
parent/guardian contact numbers.• A list of all relevant and emergency procedures and contact numbers, to be readily
accessible to all staff at all times.• A fully stocked portable first aid kit.
7. Implement all applicable policies on excursions as required.
8. Instruct all children regarding appropriate behaviours on the excursion and what to do ifthey are separated from the group.
References
National Standards Section 4.7 (Excursions)
National Standards Section 3.1 (Staff/Child Ratios)
Voluntary Code of Practice Appendix A (Excursions)
Transport Policy
Relevant Transport Legislation and Regulations
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May 2014
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Fees Page lofi
ObjectiveTo provide a quality service that has the appropriate funding (including user fees) to operate.
Management will:
1. Set fees on an annual basis, based on the annual budget and revenue required to runthe service efficiently
2. Comply with all relevant requirements of family assistance laws and funding agreements
3. Provide information to families about service fees and available government subsidies asnecessary
4. Obtain and keep all documentation required to substantiate care attendance and any feesubsidy assistance claims as required
5. Ensure accurate attendance records are made and kept for each child, to verify anyclaims for family assistance entitlements (Regulation 158)
6. Submit attendance records as required and pass on any eligible fee reductions tofamilies
7. Issue invoices for fees, and statements of account, weekly
8. Charge fees for each day a child is booked in to care, including times when the child isabsent due to illness
9. Require casual bookings to be paid for on the day of care.
10. Advise families of payment options available to them for payment of fees
11. Provide a receipt for each payment received
12. Authorise the Coordinator to negotiate fee payment arrangements with families who maybe experiencing difficulty with payments
13. Possibly refuse care placement within the service to any family with outstanding fees
14. Pursue debt recovery processes for outstanding fees
15. Require 7 days' notice to change a care booking
16. Require 2 weeks' notice to cancel a care booking
17. Notify families at least 14 days before implementing any changes that will affect the feescharged or the way in which fees will be collected. (Regulation 172)
18. Store all records relating to fees and attendance securely and confidentially and onlyrelease information to authorised persons
References1. National Standards Section 4.3 (Hours of operation)
2. Funding agreement
3. Department of Education, Employment and Workplace Relations (DEEWR) ChildCare Management System
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May 2014
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First Aid, Page l o f lF
ObjectivesTo provide appropriate care, including first aid treatment when necessary to all users of theservice.
Coordinator will:
Ensure that there is at least one educator with current first aid qualifications, and at leastone educator with current approved anaphylaxis management training, and at least oneeducator with current approved emergency asthma management training in attendanceand immediately available at all times (Regulation 136)
2. Budget for the cost of the first aid course or renewal for each staff member as part of thetraining budget.
3. Inform educators and relief educators, as part of the induction process, of their( responsibilities in relation to first aid and the location of the first aid kit.
4. Ensure telephone numbers of emergency contacts, local doctor and the poisons centreare located in prominent position.
5. Ensure prospective educators are aware of current first aid, asthma and anaphylaxisqualifications or a willingness to undergo training as essential to job description whenadvertising.
Educators will:
1. Undergo first aid, asthma and anaphylaxis training as part of their conditions ofemployment and will renew their certificates as required. (Regulation 136)
2. Ensure a suitably equipped and updated first aid kit will be kept in a location that isaccessible to staff and kept inaccessible to the children, including on excursions.(Regulation 89)
3. Ensure the first aid kit will contain the minimum equipment recommended by the Red( Cross or St Johns Ambulance.(Regulation 89)
4. Ensure a first aid manual will be kept at the service.
5. Ensure a cold pack will be kept in the freezer for treatment of bruises and strains.
6. Ensure an inventory of the kits will be maintained.
7. Ensure qualified first aiders only will administer first aid in minor accidents or to stabilisethe victim until expert assistance arrives, in the case of serious accidents.
References
1. National Standards Section 2.5 (First Aid Facilities and Qualifications)
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May 2014
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Food and Nutrition Page 1 of 2F
ObjectiveTo promote good quality and nutritious food in the programs of SOOSH
Coordinator will:
1. Promote healthy eating habits through example, activities, notices, posters,newsletters and information provided to parents.
2. Ensure staff are trained or instructed in safe food handling.
3. Provide adequate amounts of nutritious and varied food with occasional exceptionse.g. Celebrations. (Regulation 79)
4. Base best practices for dealing with nutritional requirements on current advice andrecommendations from recognised authorities.
6. Display a weekly menu that accurately describes the food and beverages to beprovided each day (Regulation 80)
7. Ensure a list of all children's allergies or food restrictions will be displayed in aprominent position as a reminder to all educators.
Educators will:
1. Encourage children to develop positive healthy eating habits.
2. Practice high standards of hygiene when handling food.
3. Provide afternoon tea for the children during After School and Vacation Careprograms. (Regulation 78)
4. Make available fresh drinking water at all times for the children and staff (Regulation 78).
5. Request parents provide their child's morning tea, lunch and drinks during VacationCare, unless otherwise stated on the program.
6. Allow sweets and treats occasionally.
7. Ensure food is prepared and stored in a hygienic manner. (Regulation 77)
8. Supervise children in food preparation, and ensure hygienic conditions maintained.(Regulation 77)
9. Ensure food is stored in tightly sealed containers, away from any chemicals, cleaningproducts and craft materials. (Regulation 77)
10. Ensure perishable foods are stored in the refrigerator. (Regulation 77)
11. Ensure meal times will be seen as a social opportunity where children and staff canrelax, interact and experience a variety of foods.
12. Demonstrate good healthy and hygienic eating habits while with the children.(Regulation 77)
13. Ensure children are seated while eating or drinking.
14. Encourage children and parents to contribute menu suggestions.
Food and Nutrition Page 2 of 2
15. Encourage parents to share family and cultural values, celebrations, ideas andrecipes. (Regulation 79)
16. Not deny food as a form of punishment.
17. Thoroughly clean food and water containers and store appropriately. (Regulation 77)
18. Encourage children's cooking activities, to develop life skills.
References
1. National Standards Section 2.7 (Food)
2. National Standards Section 2.8 (Drinking Water)
3. National Standards Section 2.9.3 (Building cleanliness, maintenance and repair)
4. Public Health Act
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May 2014
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Grievance Page i o f 1C
ObjectiveTo provide a prompt and efficient means of addressing concerns, ensuring the provision of arelevant and quality service.
Management I Coordinator will:1. Accept anything formal or informal which a service user or community member believes
is unfair or makes them unhappy with the service as a 'complaint' or grievance
2. Accept grievances verbally or in writing
3. Provide parents with information about the grievance/complaints procedure.
4. Undertake all confidential conversations with complainants in a quiet place away fromchildren, other parents or uninvolved staff
5. Address any complaints in a timely manner, clarifying the nature of the grievance, anddiscussing the complainants preferred outcome. (Regulation 171)
6. Communicate any action taken in response to the grievance, and the outcome, as itrelates to those involved in the grievance
7. Refer any unresolved grievances to the Manager Community Services, then DirectorCorporate Services, if still unresolved
8. Notify the regulatory authority of complaints relating to the safety, health or wellbeing of achild or children being compromised while being educated and cared for by the service,within 24 hours of becoming aware of the complaint. (Law 174 Regulation 174, 175)(NQS 7.3.4).
9. Manage complaints against staff
10. Advise any person of the nature of any complaint or allegation raised against them, andprovide them a right of response.
11. Document the details of any grievance matter in Council's TRIM document managementsystem
12. Maintain confidentiality at all times
Educators will:1. Refer any complaint they are unable to directly resolve to the Coordinator
2. Refer complaints against staff to the Coordinator
3. Refer complaints against the Coordinator to the Children's Services Coordinator
4. Maintain confidentiality at al times
References1. Community Services Complaints, Appeals and Monitoring Act, 1994.
ObjectivesTo provide an environment in which children feel welcome and supported in developingpositive behaviour towards all users of the service.
Management will:
Make provision in the budget for staff training
Consider excluding a child from the service for continued unresolved unacceptablebehaviour, in the interests of the child and other children using the service, but only after:a. adequate support and counsellingb. notifying parents and giving the opportunity to discuss their child's behaviourc. referring parents to other agencies, where necessaryd. carefully considering the problem by staffe. establishing clear procedures for accepting the child back into the centre
( except if the child's behaviour compromises the safety or wellbeing of other children orstaff, in which case immediate suspension, and possible termination, of the careplacement may be considered.
Staff! Educators will:
1. Establish expectations outlining basic rules and clear guidelines of acceptable behaviourthrough consultation with staff, parents and children.
2. Base rules on safety, respect for others, order, cleanliness and creating a positive andcaring environment.
Encourage positive behaviour and developing self−discipline skills by role modelling,diverting children to more appropriate activities, direction, showing appreciation forappropriate behaviour and building on each child's strengths and achievements.
4. Clearly expressed rules in a positive way and reinforce these consistently.
5. Make staff, parents and children aware of the rules through displays of posters,newsletters and the Parent Information booklet.
6. Explain the consequences to breaking the rules to children.
7. Consider consequences of rule breaking so as to be relevant to the individual situationand not demeaning to the child.
8. Offer children opportunities that enable them to be responsible for their own behaviour throughthe development of problem solving skills.
9. Encourage children to seek support when necessary.
10. Encourage children to take responsibility for their actions by:a. initiating conversations with all children, and developing an understanding of the child
and their interestsb. forming friendly and warm relationships with the children in their care and being
supportive and encouragingc. ensuring that expectations, relating to the children's behaviour are explicit and clear
and consequences are consistently appliedd. acting as role models for acceptable behavioure. encouraging and rewarding acceptable behaviourf. focusing on the behaviour, not the childg. giving praise and positive feedback to the children as often as possibleh. providing an environment which will foster the child's self esteemi. helping children develop self−discipline skills through positive example and directionj. introducing older children to simple conflict resolution skillsk. helping children to appreciate and care for each other and their surroundings
I. ensuring that appropriate language is used at all timesm. not singling out any children or making them feel inadequate at any timen. not threatening or verbally abusing the children in any way
11. Apply the following responsibilities to children to assist in maintaining a positive, safe andcaring environment:a. Accept and value every child and adult regardless of race, cultural background
religion, sex or ability.b. Treat each other with respect, courtesy and understanding.c. Be encouraged to maintain positive communication and relationships between staff,
children and other adults.d. Ensure that appropriate language is used at all times.e. Know and fulfill their responsibilities.f. Be supported to settle their differences in a peaceful manner, trying to use
communication to resolve difficulties rather than resorting to violence or aggression.g. Develop self −discipline skills through positive example and direction.h. Develop an understanding that behaviour results from choice made by the individual
and that all behaviour has consequences.
12. Never use or threaten any form of corporal punishment, or any discipline that isunreasonable in the circumstances (Law 166).
13. Not withdraw food or other basic needs as punishment.
14. Use "time out" only for short periods to encourage children to reflect on their behaviour.
15. Follow up on all time out situations by discussing the situation with the child and workingtogether on solutions for more positive behaviour in the future.
16. Access to training and support in positive approaches to behaviour management.
17. Work in partnership with parents and school where possible in promoting a consistentand positive approach to behaviour management.
18. Raise concerns as they arise and discuss ways of working together to assist children tomake changes in inappropriate behaviour.
19. Where a child demonstrates consistent unacceptable behaviour:a. Clarify that the child is aware of the limits and what is appropriate behaviourb. ensure the expectations are appropriate for the child's level of development and
understandingc. review the consequences to ensure they are not inadvertently encouraging the
behaviourd. look for and assess possible causes for the behavioure. discuss the issue with the parents and the childf. record all incidents, indicating what happened before and after the incident, time, date
and who was involvedg. develop a plan of action involving behaviour management in discussion with all staff,
parents, school, and other professionals as requiredh. record the plan of action, ensuring all are aware of how to implement this and develop
an evaluation system and review date
20. If a child physically hurts another child or adult:a. remove the child from the situationb. ensure the other person is all right and given proper attention and carec. record the incident, indicating date, time, victim, injury, offender and attendantd. ensure that both sets of caregivers (parents/guardians) are notified of the incident
21. Request parents collect a child from the service, and clearly outline expectations for thechild's return to the service, if the child's behaviour is extreme or unmanageable by staff
1. Children's and Young Persons (Care and Protection) Act 1998
2. Voluntary Code of Practice, Section 12 (Exclusion for Unacceptable Behaviour)
3. United Nations Convention on the Rights of the Child
4. Play − Rights and Responsibilities of Children, Staff and Parents for a co−operativeOOSH environment (Network)
5. "Guiding Children's Behaviour in Positive Ways" fact sheet by Anne Stonehouse, forNational Childcare Accreditation Council, 2006.
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May 2014
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Hazardous Materials Page 1 of 1H
ObjectiveTo provide a safe environment, minimizing the risk to the health and well being of the users of theservice.
Staff! Educators will:
1. Ensure that activities undertaken while the service is in operation will not present unnecessaryhazards.
2. Ensure that hazardous materials are stored according to product directions and out of children'sreach.
3. use low irritant, environmentally friendly sprays minimally, with adequate ventilation, andpreferably not in the presence of the children.
( 4. Only use spray − paint in a well ventilated area, preferably outdoors.
5. Be aware of the location of any potentially dangerous products which may pose a risk to thechildren.
6. Store potentially dangerous products (eg. cleaning materials, disinfectants, flammable,poisonous and dangerous substances, toiletries, first aid equipment and medications) in theappropriate containers, clearly labelled and in an area which is inaccessible to children.
7. Store tools (eg. secateurs, hammers, ladders) safely in an area inaccessible to children.
8. Be responsible for ensuring that areas used for the storage of chemicals and tools remainsecure and inaccessible to children.
9. Store cleaning and hazardous products separate from food, to avoid contamination of the food.
10. Staff members will read product labels before using cleaning materials, sprays or chemicalsand will be aware of appropriate first aid measures.
11. Provide information relating to the safe use and storage of dangerous products to parents andchildren, as it relates to them.
12. Obtain Material Safety Data Sheets (MSDSs) for products used within the service.
References
1. National Standards Section 2.9.5 (Building cleanliness, maintenance and repairs)
2. Occupational Health and Safety Act
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May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Hours of Operation Page 1 o i lH
Objective
To meet the needs of families requiring out of school hours care for primary school agedchildren in the Scone district of the Upper Hunter Shire.
Management will:1. Operate the After School Hours, Before School Hours and Vacation Care services in
accordance with the Service Approvals issued by the Regulatory Authority, as agreed byUpper Hunter Shire Council.
2. Only open the services on designated government school pupil free days uponconsideration of demand.
3. Only open the service between the end of Term 4 and Christmas Eve upon considerationof demand.
4. Not operate the services on gazetted public holidays.
5. Not operate the service between Christmas Eve and New Years Day.
6. Notify parents of days of closure.
7. List the hours of service operation in the Parent Information Booklet.
8. Review operating hours at least annually and otherwise as warranted to consider thecurrent needs of parents.
References
1. National Standards, section 4.3 (Hours of operation)
2. Funding Agreement
Approved
May 2014
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SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Hygiene Page I o i lH
ObjectiveTo provide a healthy and hygienic environment that will promote the health of the children,staff and parents.
Coordinator I Educators will:
1. Maintain the premises, furniture and equipment in a clean condition (Regulatyion 103)
2. Practice appropriate infection control and hygiene practices based on recommendationsby recognised authorities
3. Maintain and model appropriate hygiene practices.
4. Maintain toilet facilities with access to a basin or sink with running cold and preferably hotwater, and soap and paper towels for washing and drying hands (Regulation 109)
5. Make provision for females to have access to proper feminine hygiene products disposal.
Maintain soap and paper towels in the kitchen area.
Clean and disinfect toilets, hand basins and kitchen facilities daily and as required.
Practice thorough handwashing practices and model this with children
Encourage the children to adopt responsible hygiene practices.
Promote health and hygiene practices in the service through information sheets orposters.
Wear disposable gloves when in contact with blood, open sores or other bodilysubstances, clothes contaminated with bodily fluids or after cleaning up a contaminatedarea.
12. Cover any cuts, open wounds or a skin disease such as dermatitis and wear disposablegloves prior to handling food.
13. Dispose of used gloves safely
14. Clean surfaces in between activities and at the end of the day.
15. Wash, clean and disinfect toys and equipment on a regular basis.
16. Launder fabric items such as towels, dress up clothes, and cushion covers regularly(Regulation 106)
17. Not permit children to share hats
18. Remind children to not share drinks or utensils or to use utensils that have been droppedon the floor.
19. Wash cups, plates and utensils in hot, soapy water.
20. Dispose of rubbish or left over food immediately.
21. Empty bins daily.
References1. National Standards Section 1.3 (Toilets and hand basins)2. National Standards Section 2.3 (Infectious diseases)3. National Standards Section 2.10 (Health of staff and children)
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Incident, injury, trauma and Illness Page 1 of 2I
ObjectivesTo ensure the safety and well being of staff, children and visitors to the service in the event ofan accident.
Management will:
1. Ensure families have given written authorization for educators to seek urgent medical,dental or hospital treatment or ambulance service in the event of an accident/illnessinvolving their child in care (Regulation 160, 161, 162)
2. Ensure that parents have given written consent to the carrying out of appropriatemedical, dental or hospital treatment at their expense should it be necessary (Regulation160, 161, 162)
3. Obtain required health information in the child's enrolment record (Regulation 162)
4. Ensure at least one Educator who holds a current approved first aid qualification, at least( one Eductaor who has undertaken current approved anaphylaxis management training,
and at least one Educator who has undertaken current approved emergency asthmamanagement training, is in attendance and immediately available in an emergency(Regulation 136)
5. Notify the Regulatory Authority as soon as is practicable, and within 24 hours of:a. The death of a child in care, or following an incident while in careb. Any incident involving serious injury or trauma to, or illness of, a child while in care,
which a reasonable person would consider require urgent medical attention from aregistered medical practitioner, or for which the child attended, or ought reasonably tohave attended, a hospital,
c. Any incident where the attendance of emergency services at the premises wassought, or ought reasonably have been sought
(Law 174, Regulation 12)
Educators will:
Consider that a child may be ill or is developing an illness, and ask parents or anauthorized contact to collect the child, if:a. They sleep at unusual timesb. Is lethargicc. Has a high temperatured. Is crying constantly from discomforte. Has unexplained vomiting or diarrheaf. Is in need of care that reduces the level of supervision of other children, or risks other
children's healthg. Has symptoms of an infectious disease
2. Refer any ill or injured child to an Educator who holds current First Aid qualifications, whowill:a. Comfort, care for and place the child in a quiet isolated area (if safe to do so)b. Assess the illness or injuryc. Attend to the ill or injured child and apply first aid as requiredd. Request medical attention as necessarye. Use disposable gloves in any contact with blood or bodily fluidsf. Clean and dispose of any blood or bodily fluids in a safe mannerg. Ensure that anyone who comes in to contact with blood or bodily fluids washes in
warm soapy water
Incident, injury, trauma and illness Page 2 of 2
3. Make every attempt to ensure sound management of any injury to prevent anyworsening of the situation.
4. Implement adequate health and hygiene practices (Regulation 77)
5. Keep injured or ill children under adult supervision until they recover or until a personauthorized on the enrolment record, or medical practitioner, takes charge of the child(Law 165)
6. Inform parents as soon as practicable, and within 24 hours, if a child is involved in anyincident, injury, trauma or illness while in care (Regulation 86)
7. Make a record of the details of any incident, injury, trauma and illness that becomesapparent while a child is in care as soon as practicable and within 24 hours of theincident, injury or trauma, or the onset of the illness (Regulation 87)
8. Reassure other children and keep them calm, keeping them informed about what ishappening as appropriate, and away from the injured or ill child
References
1. "The person caring for the child assumes responsibility for acting in the best interestsof the child in the event of an injury. The careful exercise of this discretion isconsidered part of the staff's duty of care."(Guide to the Law for Children's Services, NSW Community Child Care Co−op.)
2. National Standards Section 2.4 (Illness and Accidents)
ObjectiveTo provide comfortable and safe environments that allow flexibility and access to a variety ofquiet, active, group and individual activities
To provide a safe and secure environment through regular maintenance and prompt attentionto all aspects of building and equipment repairs.
Management / Coordinator will:
Provide:a. sufficient furniture, materials and developmentally appropriate equipment
(Regulation 105)
b. adequate and appropriate laundry and hygiene facilities (Regulaitonlo6)c. unencumbered indoor space that is well ventilated, has adequate natural light, and is
maintained at a temperature that ensures the safety and wellbeing of children( (Regulation 107, 110)
d. adequate, developmentally appropriate and age−appropriate toilet, washing anddrying hygiene facilities that allow for convenient access by children (Regulation 109)
e. administrative space that allows for conducting administrative functions, consultingwith parents, and conducting private conversations (Regulation 111)
f. unencumbered outdoor space that allows children to explore and experience thenatural environment (Regulation 108, 113)
g. adequate shaded areas (Regulation 114)
as required by regulation, and that facilitate supervision of children at all times havingregard to the need to maintain the rights and dignity of the children (Regulation 115)
2. Consider the needs of children and families with disabilities to promote access3. Ensure electrical circuit breakers are installed to the premises
4. Make provision in the budget for regular maintenance and repair work and for deferredcosts of major capital repairs
5. Ensure contractors used by the service have appropriate public liability insurance
6. Utilize Council's Action Request process when maintenance and repairs are required.
Educators will:
1. Select equipment to meet the children's developmental needs and interests.
2. Select equipment selected to meet Australian Safety Standards where applicable.
3. Maintain buildings and equipment in a safe, clean condition and in good repair at alltimes (Regulation 103)
4. Not use damaged plugs, sockets, power cords or extension cords.
5. Maintain all plug sockets as child safe.
6. Check that electrical appliances are in good working order.
7. Regularly check equipment to ensure it is in a good and safe condition
8. Check recycled craft materials for potential hazards
9. Ensure all tools are handled safely if used as any part of any activity.
10. Report maintenance issues to the Coordinator as soon as possible.
11. Remove faulty equipment or place protection around dangerous areas
Indoor and Outdoor environments Page 2 of 2
12. Store children's bags and equipment safely, to avoid obstructing walkways or play areasand to encourage independent access
13. Complete daily hazard and safety inspections of environments used by children
14. Identify clear boundaries to children for supervision
15. Set up environments in a variety of ways to encourage participation
References
National Standards Section 2.9 (Building cleanliness, maintenance and repairs).
ObjectivesTo provide a safe and hygienic environment that will promote the health of the children.
Coordinator/ Educators will:
1. Advise parents of the service exclusion and illness policies on enrolment
2. Make information about infectious diseases available to parents upon request
3. Ask parents not to bring unwell children to the service and to collect children who areunwell
4. Display a notice of an occurrence of an infectious disease at the service so that it isclearly visible to anyone from the main entrance to the service, ensuring that theindividual rights of staff or children to confidentiality are not compromised (Law 172,
( Regulation 173)
5. Exclude children and staff with infectious diseases from the service for the periodrecommended by the Department of Health.
6. Contact the service as soon as possible to inform that that they are unable to work due tobeing unwell
7. Determine whether to exclude or re−admit a child based on the child's symptoms,medical opinion, Department of Health guidelines, and the ability of the child toparticipate in the program without detriment to either themselves or other children incare.
8. Retain the right to not accept a child into care if they are concerned about the child'shealth.
9. Require a doctor's clearance certificate for all suspected or confirmed infectious diseasesbefore returning to the service.
tO. Notify the Population Health Unit of infectious illnesses as required by the Public HealthAct
References
1. National Standards Section 2.3 (Infectious Diseases)2. National Standards Section 2.4 (Illness and Accidents)3. Department of Health Guidelines4. Department of Education Guidelines5. Public Health Act 1991 and Regulation
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Inservice Training and Development Page 1 of 11
Objective
To enhance the quality of the service by encouraging and supporting staff to further theirskills, knowledge and training in the field of Out Of School Hours Care.
Management I Coordinator will:
1. Make provision in the budget for in−service training and development, prioritizing trainingto meet regulatory, funding and accreditation requirements.
2. Cover costs of authorized training
3. Inform Council of specific training and professional development needs of the staff.
4. Utilise staff appraisals and the service requirements to determine training needs.
5. Develop an annual training plan in conjunction with Council
6. Offer staff opportunity to be involved in professional development throughout the year
7. Encourage staff and Educators to share relevant skills and knowledge they haveobtained from training, in staff meetings or an internal workshop.
8. Consider opportunities to upgrade staff qualifications
Educators will:
1. Follow relevant Council policy and procedure and gain appropriate approvals prior toattending training
2. Participate in a variety of professional development strategies, including but notnecessarily limited to:a. Internal workshops, which may be conducted by staff or outside presentersb. external meetings with other services, with exchange of ideas and resourcesc. time allocation made to staff to review new resources that may be of valued. external workshops, conferences and seminarse. accredited short courses provided by registered training organisations.
3. Adopt responsibility for their own tertiary study costs
References
1. National Standards Section 3.2 (Staff qualifications/training)
To maintain positive and open communication between all parties involved in the centre.
To foster an awareness, acceptance and understanding of diversity.
Staff/Educators will:
1. Treat children, families and colleagues with respect, courtesy and dignity, regardless ofrace, language, cultural background, religion, gender, ability or sexual preference
2. Provide education and care to children in a way that:a. Encourages children to express themselves and their opinionsb. Allows children to undertake experiences that develop self−reliance and self−esteemc. Maintains the dignity and rights of each child at all timesd. Gives each child positive guidance toward acceptable behavioure. Has regard to the family and cultural values, age, and physical and intellectual
development and abilities of each child(Regulation 155)
3. Provide opportunities for children to interact and develop respectful and positiverelationships with each other and with staff and volunteers at the service (Regulation 156)
4. Reflect an attitude of positive appreciation of diversity
5. Avoid negative or discriminating images or representations of particular cultures orlife−styles,or gender stereotyping
6. Respect children's opinions and encourage their participation in the planning of theprogram and in establishing a code of behaviour for the service that is free of prejudiceor harassment.
7. Endeavor to create a comfortable and supportive environment for parents thatencourages open communication and fosters positive interactions.
8. Use appropriate and respectful language at all times.
9. Be supportive and encouraging and communicate to children in a friendly, positive andcourteous manner.
10. Initiate conversations with all children and develop an understanding of the child andtheir interests.
11. Give acknowledgement and positive feedback to the children as often as possible.
12. Encourage the development of friendly and warm relationships with the children in theircare.
13. Respect individual parenting styles and child−rearing practices, in so far as they do notraise child protection concerns.
14. Greet and farewell parents and children
15. Maintain regular, positive and open communication with parents and provide parentswith information
16. Communicate regularly with parents about their children, their cultural needs andcelebrations and incorporate suggestions from the parents into the program.
17. Refer parents to relevant professionals and services when necessary.
Interactions Page 2 of 2
18. Source information and resources in languages other than English where possible asnecessary
19. Work together as a team and be supportive of each other in the workplace
20. Raise matters of interest or concern at, and contribute to, staff meetings
21. Read and respond to meeting minutes, taking particular notice of changes to servicepolicies and procedures
22. Familiarize themselves with communication strategies and the content of notice boards
23. Maintain confidentiality at all times (Regulation 163).
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Maintenance of Records Page 1 of 2M
Objective
To ensure that all relevant records are maintained, updated and stored securely for thespecified period of time.
Management / Coordinator will:
1. Create and keep up−to−date all documents and records as required in accordance withregulatory requirements (Regulation 177)
2. Take reasonable steps to ensure documents are accurate (Regulation 177)
3. Make documents (except staff records) available to a parent of a child upon request, orotherwise in accordance with limits by an order of a court in relation to the release ofinformation concerning the child to that parent (Regulation 177)
4. Ensure that information kept in a record as required by regulation is not divulged orcommunicated, either directly or indirectly, to another person other than:a. To the extent necessary for the education and care or medical treatment of the child
to whom the information relates; orb. A parent of the child to whom the information relates, except in the case of a staff
record; orc. The Regulatory Authority or an authorised officer; ord. As expressly authorised, permitted or required to be given by or under any Act or law;
or with the written consent of the person who provided the information(Regulation 181, NOS 7.3. 1)
5. Store all required documents and records in a safe and secure place in locked facilitiesor with password protection if stored electronically (Regulation 183, NOS 7.3.1).
6. Store prescribed documents, to the extent practicable, at the service if they relate tooperation of the service, staff, or children in the previous 12 months (Law 175)
7. Retain records for the periods required by regulation (Regulation 183)
8. Thoroughly destroy records after lapse of the mandatory period of retention (Regulation183).
9. Only use information, electronic data and paperwork created by and relating to theservice only in the service environment so it remains the property of the service, andreturn such information when ceasing to be employed by the service
10. Ensure that the following written records are kept in relation to complaints:a. details of any complaint by a parent or a person responsible for a child concerning the
care provided or the operations of the serviceb. details of any action taken in response to the complaint (Regulation 175, 176, 183).
11. Provide a copy of the medical conditions policy to the parent of a child if aware that thechild has a specific health care need, allergy or other relevant medical condition(Regulation 91)
12. Ensure a copy of the Law and Regulations are accessible at the service at all times(Regulation 185)
13. Ensure the service has in place policies and procedures as required by regulation(Regulation 168, Regulation 169)
14. Make a copy of required policies and procedures readily accessible at the service(Regulation 171)
15. Display prescribed information so that it is clearly visible from the main entrance to theservice (Law 172, Regulation 173)
Maintenance of Records Page 2 of 2
16. Only transfer relevant records relating to children currently enrolled with the service tothe receiving approved provider, if transferring service approval, on written consent of thechild's parents (Regulation 184)
17. Display information about the contents and operation of the educational program at aplace accessible to parents, and make a copy of the educational program available attheir premises for inspection on request (Regulation 75)
18. Make information available to parents on request that relates to:a. the content and operation of the educational program so far as it relates to their childb. their child's participation in the programc. a copy of their child's assessments or evaluations for delivery of the educational
program(Regulation 76, Regulation 74)
19. Display a weekly menu that accurately describes the food and beverages to be providedby the Educator each day, at a place that is accessible to parents on the premises, ifproviding food and beverages (Regulation 80)
20. Make and keep a record of emergency and evacuation procedure rehearsals (Regulation97)
21. Display a copy of emergency and evacuation floor plan and instructions in a prominentposition near each exit to their premises or venue (Regulation 97)
References
National Standards Section 5.3 (Maintenance of records/Confidentiality)
;JLJCYINTRODUCTION Upper Hunter Shire Council Children's Services support andChildren often have specific monitor the safe health management of children with a specificmedical or 'h
'ealth requirements and recognised health care need, allergy or relevant medical condition
these can cange as children that requires particular care practices.develop, and over time. It isnecessary to work closely with ALL UHSC CHILDRENS SERVICESchildren, families and health careprofessionals to understand and Service Management I Coordination Unit will:meet children's specific health 1. Outline practices in relation to managing medical conditions,requirements. including asthma, diabetes, and diagnosis that a child is at risk of
anaphylaxis (Regulation 90.1)
2. Base practices for managing medical conditions on current adviceand recommendations from recognised authorities (NQS 2.1)
MEANINGS 3. Inform Educators and volunteers / students of practices for'medical condition': means a condition that managing medical conditions (Regulation 90.1)has been diagnosed by a medicalprofessional. This includes asthma, diabetes 4. Ensure that at least one educator with current approved First Aid,or a diagnosis that a child is at risk ofanaphylaxis (Regulation 90, Regulation Anaphylaxis management and Asthma management qualifications is168). in attendance at any place where children are being educated and
cared for, and immediately available in an emergency. (Regulation 136)
STATUTORY LEGISLATION ANDCONSIDERATIONS
Children (Education and Care ServicesNational Law Application) Bill 2010
Education and Care Services NationalRegulations 2011
SOURCE
Australian Children's Education and CareQuality Authority, Guide to the NationalStandards. 2011.
Community Child Care Co−OperativeMedical Conditions' sample policy,sourced www.ccccnsw.om.au ,July 2012
Wagga Wagga Family Day Care draftMedical Conditions Policy, January 2012
KEY RESOURCES
Asthma Foundation:ww.asthmafoundationoo.au
Australasian Society of Immunology andAllergy (ASCIA): www.alleniv.oro.au(fact sheets, action plans, e−training,FAQ's)
Department of Education andCommunities,www.schdols.nsw.edu.au/studentsuppo
5. Display advice that is clearly visible from the main entrance, statingthat a child is enrolled who has been diagnosed as at risk ofanaphylaxis if applicable (Regulation 173, Law 172)
6. Provide a copy of the Medical Conditions Policy to parents, if awarethat their child has a specific health care need, allergy or otherrelevant medical condition (Regulation 91)
7. Require that parents of a child with a specific health care need,allergy or relevant medical condition provide a medical managementplan for their child (Regulation 90.1)
8. Develop a risk minimisation plan in consultation with the parents of achild with a child with a specific health care need, allergy or relevantmedical condition (Regulation 90.1)
9. Develop a communications plan to ensure:a. relevant Educators and volunteers / students are informed about
the policy, medical management plans and risk minimisationplans, and
b. parents can communicate any changes to the management andrisk minimisation plan for their child (Regulation 90. 1, NQS 2.1)
10. Only allow children to attend care if they have necessary medicationprescribed by their medical practitioner (Regulation 90.1)
11. Facilitate educator training in necessary medical procedures wherepossible, if appropriate to the qualification, knowledge, experience,skill and confidence of the educator.
12. Allow children over preschool age to self−administer medication asneeded in the medical management plan:a. if they routinely do this, andb. if they are well enough to do so, andc. only on provision of written authority and instructions from the
child's parents, or person authorised to consent to theadministration of medication (Regulation 90.2, Regulation 160)
Ipproved: 24.0k20j3 L e : N ó j k y P t e ' ( 1 e x t review: Jan 2014
Medical Conditions MPage 2 of 2
Educators will:1. Display practices relating to managing specific health care needs,
allergy or relevant medical conditions in a relevant place if there isan identified child enrolled in the service, OR otherwise havepractices readily available.
2. Follow the medical management plan provided for any individualchild in the event of an incident relating to the child's specific healthcare need, allergy or relevant medical condition (Regulation 90.1)
3. Directly supervise a child in preparing and self−administering theirmedication.
4. Maintain a record when a child over pre−school age hasself−administeredmedication (Regulation 90.3)
5. Only allow children to attend if they have necessary medicationprescribed by their medical practitioner (Regulation 90.1)
Approved: 24.01.2013 Last reviewed: New Policy Date for next review: Jan 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
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Medication Page lof2
ObjectiveTo facilitate effective care and health management of children by administering medicationsafely and complying with relevant Regulations.
Coordinator will:
1. Seek information from parents on enrolment of their child's health, medications, allergiesto medications, foods, grasses and other substances, their doctor's name, address andphone number and a First Aid Management Plan approved by their doctor, if relevant.
2. Ask parents to inform their Educator and the Coordination Unit immediately if their childhas a chronic health problem such as asthma, epilepsy, diabetes, severe food allergy oranaphylaxis, requires ongoing medication, that might require emergency medication,treatment or first aid
3. Keep Medication Records until the end of 3 years after the last date the child waseducated and cared for (Regulation 183)
Educators will:
Only administer medications that:a. have been authorised in writing by a parent or person authorised to consent to
administering medicationb. in the case of an emergency have been authorised verbally by a parent or person
authorised to consent to administering medication,c. in the case of an emergency have been authorised verbally by a registered medical
practitioner or emergency service if the parent or authorised people can not bereasonably contacted in the circumstances(Regulation 92, 93)
2. Administer only an initial dose of paracetamol in an emergency:a. if a child has a temperature of over 38 degrees celcius, andb. the parents or emergency contacts are coming to collect the child, andc. permission has been given on the child's enrolment form
3. Notify the parent or other family member as soon as practicable in writing if medication isauthorised and administered to a child in the case of an emergency (Regulation 93)
4. Only administer medication without an authorisation in the case of an anaphylaxis orasthma emergency (Regulation 94)
5. Notify a parent of the child and emergency services as soon as practicable if unauthorisedmedication is administered in an anaphylaxis or asthma emergency (Regulation 94)
6. Only administer medications:b. that are in their original container bearing the original label and instructionsc. before the expiry or use by dated. in accordance with any instructions attached to the medicatione. in accordance with any instructions provided by a registered medical practitioner(Law 167)
7. Only administer prescribed medication from its original container, bearing the original labelwith the name of the child to whom the medication is to be administered, and before theexpiry or use by date (Regulation 95)
8. Only allow a child over pre−school age to self−administer medication if authorised in themedication record (Regulation 96)
9. Contact the child's parent before administering medication or treatment if in doubtregarding the safety of administering the medication
10. Act in the best interests of the child's safety and health by first contacting the child's
Medication Page 2 of 2
parents, the Coordination Unit, or immediately calling 000 for an ambulance, if there isdoubt or concerns about the child's safety
11. Wear gloves when administering creams and lotions
12. Store all medications out of reach of children in a locked cupboard, or in a locked fridge orchildproof container, if requiring refrigeration.
13. Make and keep accurate medication records that include all details required by regulation(Regulation 92, 177, 178)
14. Store medication records in a safe and secure place (Regulation 183)
15. Make medication records available to a child's parent upon request, or apply anylimitations of any court order in relation to the release of information concerning the childto that parent (Regulation 177, 178)
16. At their discretion, seek clearance and written instructions from a registered medicalpractitioner at any time to:a. ensure the child is not contagious and is able to attend careb. confirm the condition being treatedc. confirm the medication has been recommendedd. outline any particular requirements for administering the medication
References
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Participation and Access Page 1 of 1P
Objective
To provide a caring and supportive environment where users of the service feel valued andwelcome to participate in discussion on issues and activities relating to their children.
Management I Coordinator I Educators will:
Actively seek parent involvement and encourage open communication by:a. keeping parents informed and updated on current issues in the serviceb. requesting assistance and participation in particular events such as activities,
excursions, working bees and other special eventsc. informing parents of policies through summaries in the Family Handbookd. encouraging feedback and input from parents in relation to the program, policies or
other issues relating to the servicee. encouraging parents to offer skills and input in a variety of ways and to contribute to the
diversity of experiences for the children attending the service
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3
4
Encourage parents to be involved in issues that relate to them and their children.
Welcome parents in the service at all times, while prioritizing the need to maintainappropriate supervision of the children.
Arrange suitable appointment time if a parent wishes to discuss or exchange detailedinformation about their child or the service
5. Not be required to allow a parent to enter the premises if:a. permitting the parent's entry would:
(i) pose a risk to the safety of the children and educator, or(ii) conflict with any other duty of the provider or Educator under Law; or
b. they are aware that the parent is prohibited from having contact with thechild. (Regulation 157)
References
2
National Standards Section 5.1 (Participation and Access)
Family Law Act
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Security Page 1 of 1S
Objective
To protect the premises from intruders and promote the safety of staff.
Coordinator I Educators will:
1. Store cash will be stored in a cash drawer accessible and visible only to approved staff.
2. Keep the cash drawer and expensive items of equipment in locked spaces when not inuse.
3. Deposit cash at the bank as soon as possible, in accordance with Council's bankingprocedure.
4. Ensure that:a. all windows, doors and the cash drawer are locked,b. all heating and lighting, apart from security lighting, is off,c. the security alarm is activated.before leaving the premises
5. Contact the service Security company or Upper hunter Shire Council on−call personnel toattend any security breaches.
6. Notify the police and any relevant Council staff as soon as possible of any securitybreach.
7. Notify the security company of any times the building is to be used outside of regularSOOSH hours.
8. Not remain on the premises alone in the evening.
References1. Occupational Health and Safety Act
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Service Access Pagel of 1S
Objective
To provide places for primary school age children needing care out of school hours.
Management I Coordinator will:
1. Make the service available for children currently attending or enrolled to attend school inthe current calendar year, with priority given to children who are already attendingschool.
2. Make the service available to children over 13 years of age at the Coordinator'sdiscretion.
3. Determine priority of access according to current government guidelines.(
4. Not discriminate against persons on the basis of cultural background, religion, sex,disability or income.
5. Endeavour to meet specific needs of families in the local area.
6. Cater within a reasonable extent as able for children and families with additional,diverse, or high−support needs according to, but not necessarily limited to:a. current resources,b. staff experience and capacity to meet the needs of the children and familiesc. access to inclusion supportd. access to appropriate training and instruction
7. Develop and regularly update a waiting list where care needs can not be immediatelymet, or where care is requested in the future.
(
References
1. National Standards, section 4.3 (Hours of operation)
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Smoke, drug and alcohol free senvironments Page 1 of 1
ObjectiveTo provide a smoke, drug and alcohol free environment whilst children are in care.
Coordinator/ Educators:
1. Ensure children are provided with an environment that is free from the use of tobacco,illicit drugs and alcohol (Regulation 82)
2. Not permit any person to smoke, or consume illicit drugs or alcohol on the premises whilechildren are in care.
3. Not consume alcohol, or be affected by alcohol or drugs (including prescriptionmedication) so as to impair their capacity to provide education and care to the children(Regulation 83)
4. Consider the appropriate management of taking children into environments wheresmoking or alcohol use might take place.
5. Endeavour to provide a smoke−free environment for the children in care on outings.
References
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Staff: Child RatiosSPage 1 of I
Objective
To provide high quality care through the provision of recommended and appropriate staff:child ratios.
Management I Coordinator will:
1. Promote positive staff and child interactions through providing appropriate staff :childratios
2. Roster a minimum 1 staff member per 15 children
3. Roster a minimum 1 adult per 8 children for excursions off the service premises
4. Roster a minimum 1 adult per 5 children for swimming excursions
5. Roster 2 staff members for After School Care and Vacation Care programs wherenumbers permit
6. Consider the number of responsible adults that is appropriate to provide supervision onan excursion, given the risks posed by the excursion (Regulation 101)
7. Only count responsible adult volunteers in the ratio on excursions when there are 2 ormore staff present
8. Organize for appropriate relief staff when staff are sick or unable to attend work
9. Organize for appropriate replacement before a staff member leaves the service wherepossible, in an emergency or if a staff member becomes unwell while at work
10. Not consider students in the adult:child ratio at any time
11. Encourage and welcome additional adults to participate in the program in order toprovide a higher standard of care
(
References
1. National Standards Section 3.1 (Staff: child ratios)
2. National Standards Section 3.3 (Minimum staff numbers)
3. Voluntary Code of Practice Section 3, Staff: Child Ratios
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May 2014
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Sun Protection Pagel of 1S
(
Objectives
To raise awareness of the harmful effects of the sun and to promote sun safety practicesby staff and children attending the service.
Staff! Educators will:
1. Model appropriate sun protection behaviour by following the service policy
2. Model and encourage children to wear protective clothing when outside: hats thatprotect the face, ears and neck, and shirts that cover the shoulders and neck.
3. Instruct children to wear hats for outdoor play during the hottest part of the day 11am3pm.
4. Require children who do not have a hat to play in a sheltered area.5. Not allow children to share hats.
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8.
9.
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Keep a supply of "spare" hats to be used when children do not have their own.Wash spare service hats before use by another child.
Make a minimum SPF 15+ broad spectrum, water resistant sunscreen available forapplication prior to outdoor play or excursions.
Inform parents of the Sun Protection Policy on enrolling children in the service.
Encourage parents to apply sunscreen to their child prior to attending Vacation care, andremind them to supply a suitable hat.
Ask parents to supply an alternative sunscreen where children have allergies orSensitivity to the sunscreen, and encourage the child to play in the sheltered areas.Plan outdoor activities to minimise exposure to the sun between 11am and 3pm wherepossible.
Conduct outdoor activities in shaded areas whenever possible.
14. Incorporate sun and protection awareness activities in the program and through theprovision of notices and posters.
References
1. Cancer Council recommendations
Approved
May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Transport Page l o t2T
Objective
To ensure the safety of the children using the service, whilst travelling to and from school andon excursions.
Staff! Educators will:
1. Obtain written consent of parents before children travel in vehicles during serviceexcursions (Regulation 102)
2. Check that vehicles used by the service are registered in compliance with appropriateroad and transport regulations, are mechanically sound, and have comprehensiveinsurance
3. Ensure drivers hold the appropriate license for the vehicle they are driving
4. Ensure at least one Educator who holds a current approved first aid qualification, at leastone Educator who has undertaken current approved anaphylaxis management training,and at least one Educator who has undertaken current approved emergency asthmamanagement training, is in attendance and immediately available in an emergency(Regulation 136)
5. Carry a suitably equipped and easily recognizable first aid kit on any vehicle used totransport children (Regulation 89)
6. Carry telephone or other emergency communication equipment on any vehicle used totransport children (Regulation 98)
7. Instruct children to remain seated and not behave in a dangerous or distracting manner.
8. Require the driver of a vehicle to stop the vehicle if necessary in a safe place, untilchildren comply with instructions
9. Park vehicles whenever possible when picking up or dropping off children, in a locationthat does not require children to cross roads
( 10. Ensure only the licensed number of passengers travel in any vehicle
11. In the event of a breakdown:a. inform a staff supervisorb. arrange for suitable alternate transport if requiredc. ensure children's safety is maintainedd. keep children within the vehicle if it is safe to do so until assistance arrivese. advise parents of any change to travel plans
12. In the event of a vehicle accident:a. Check to see if any children or staff are hurt, conduct first aid and phone for an
ambulance if necessary,b. Comfort and calm the childrenc. Take every reasonable precaution to maintain the children's safety at all timesd. Phone the police if necessary,e. Take the details of any other driver involved: name, contact details, registration
number, driver's license, insurerf. Record details of any damage made to either vehicle,g. Inform a staff supervisor and organise alternative transport,
Transport Page 2 of 2
h. Complete incident, injury and trauma reports on return to the service in accordancewith regulatory requirements (Regulation 87).
13. Notify parents as soon as is practicable and within 24 hours if their child is involved inany incident, injury or trauma while at the service (Regulation 86)
14. Notify the Regulatory Authority as soon as is practicable, and within 24 hours of:a. the death of a child in care, or following an incident while in careb. Any incident involving serious injury or trauma to, or illness of, a child while in care,
which a reasonable person would consider require urgent medical attention from aregistered medical practitioner, or for which the child attended, or ought reasonably tohave attended, a hospital,
c. Any incident where the attendance of emergency services at the premises wassought, or ought reasonably have been sought
(Law 174, Regulation 12)
15. When transporting children by public transport:a. carry a list of children's names and number of children travellingb. carry the service's name, address and contact numbers,c. conduct a head count on a regular basis,d. assist children in getting on and off the vehicle,e. ensure that all children are accounted for before allowing the vehicle to leave.
16. Advise children of rules and arrangements associated with excursion travel
References
1. National Standards Section 2.13 (Transport)
2. Road and Transport Regulations
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May 2014
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Visitors, Volunteers and Students Page 1 of IV
ObjectivesTo monitor and documents the presence of visitors, volunteers and students.
Management will:
1. Advise and inform staff of regulatory and ethical guidelines relating to visitors, volunteersand students (Regulation 83, 84, 119, 120, 124, 149, 151, 165, 166)
2. Assist in negotiating and coordinating placement of volunteers or students for workplacement(Regu!ation 83, 84, 119, 120, 124, 149, 151, 165, 166)
3. Communicate with staff any information supplied by schools or training institutionsregarding protocols and guidance relating to students placed in the service. (Regulation 83,84, 119, 120, 124, 149, 151, 165, 166)
4. Not allow a person to perform volunteer services if aware that a prohibition notice is inforce in relation to the person (Law 188)
Coordinator! Educators will:
1. Maintain a safe environment for all children, families, and visitors to the premises, by:a. Identifying reasonably foreseeable hazardsb. Eliminating potential risks so far as is reasonably practicable, or otherwise minimising
potential risks as far as is reasonably practicablec. Maintaining and reviewing control measures for managing potential risks
2. Control and monitor who has access to the premises as far as is practicable.
3. Consider that visitors to their premises are suitable to be involved with the children.(Regulation 83, 84, 119, 120, 124, 149, 151, 165, 166)
4. Conduct a risk assessment for visiting performers, community visitors or trades peoplewho will be undertaking specific activities (Regulation 83, 84, 119, 120, 124, 149, 151, 165, 166)
5. Outline and explain service expectations for safety and conduct to visitors, volunteers andstudents in accordance with service policies and procedures (Regulation 83, 84, 119, 120, 124,149, 151, 165, 166) (NQS7.1.2)
6. Make and keep an accurate record of all visitors, volunteers and students who visit theservice, including the visitor's signature, and times of arrival and departure (Regulation 165,
7. Allow opportunities for children to interact with and develop respectful and positiverelationships with visitors, volunteers and students (Regulation 156)
8. Attend to the children at all times, never leaving any visitor, volunteer or student alone withthe children (Regulation 166, NQS 2.3.2)
9. Make copies of the National Law and Regulations, and policies and procedures, readilyaccessible to visitors, volunteers and students (Regulation 171, Regulation 185)
10. Develop and maintain constructive, respectful, ethical and fair relationships with visitors,volunteers and students (NQS4.2)
SourceCommunity Child Care Cooperative, sample policy Volunteers and Students', sourced 12 November2013Guide to the Education and Care Services National Law and Regulations, ACECQA
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May 2014
SCONE OUT OF SCHOOL HOURS SERVICE POLICIES
Water Safety Page 1 of 1
ObjectiveTo protect children in and around water
Coordinator/ Educators:1. Hold current First Aid qualifications including a CPR component. (Regulation 136) (NQS 2.3)
2. Endeavour to communicate regularly with children and their families about water safetythrough discussions, newsletters, meetings and notices. (NQS 1.1, 6.1)
3. Inform families of water safety policy and encourage them to practice safe waterbehaviour at all times. (Regulation 171) (NOS 6.1& 6.2)
4. Assess the existence of any water hazards, water features or swimming pools at or nearthe premises if applicable. (Regulation 103, 104) (NQS 2.3, 3.1, 7.1)
5. Require that water hazards are managed so as to prevent children from accessing thewater unsupervised, and so as to not cause a hazard to children (Law 167) (Regulation 103)
6. Consider all safety aspects if programming water play experiences, including the use ofsprinklers, hoses, buckets, and shallow troughs (Law 165, 167) (NQS 2.3)
7. Empty any containers immediately after use and store to prevent the collection ofwater. (Regulation 103)
8. Supervise ALL water play experiences diligently. (Law 165)
9. Assess the number of adults required to adequately supervise children, and whether anyspecialized skills are required, when undertaking an excursion near a water hazard(Regulation 100, 101)
10. Supervise access to hot water by children under school−age, unless the water isregulated to a temperature at which children can not be scalded
References
Australian Children's Education and Care Quality Authority, Guide to the National Standards.2011.
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