Nundle CWA

Below are some policies and procedures - a complete copy of policies and procedures is available from Nundle CWA Preschool

Nundle CWA Preschool

Acceptance and Refusal of Authorisations

Policy Statement

Our service has a responsibility to protect the health, safety and wellbeing of each child at all times. Educators require authorisation for actions such as enrolment records; administration of medication; drop off and collection of children; excursions; transportation; regular transportation; regular outings; and medical emergencies. This policy outlines the processes in place to manage these authorisations.

Background

The Education and Care Services National Regulations require approved providers to ensure their services have policies and procedures in place in relation to the acceptance and refusal of authorisations. These procedures ensure that required authorisations are obtained and kept in the enrolment record and help to ensure that the health, safety, wellbeing and best interests of all children are met.

Strategies / How will it be done?

Obtaining an Authorisation

Authorisation must be obtained from parent/guardians or authorised nominees in the following circumstances:

·      Medical treatment for the child (regulation 161)

·      Medication record (regulation 92)

·      Children leaving the education and care service premises (regulation 99) other than the case of emergency

·      Transportation for the child by an ambulance service (regulation 161)

·      Administration of medication to a child (regulation 93)

·      Children leaving the education and care service premises (regulation 99)

·      Authorisation for excursion (regulation 102)

·      Authorisation for service to transport children (102D)

·      Authorisation from parents to take, use and store images and videos of children (Regulation 168)

·      Authorisation for the use of digital devices by children (Regulation 168)

if relevant,

·      An authorisation given under regulation 102D (4) for regular transportation of the child.

 Parents/guardians are provided with adequate information and support to complete and maintain written authorisations.

Parents/guardians are informed of their right to refuse authorisations and the impacts of a refusal.

Keeping in the Enrolment Record

Authorisations must be kept in the enrolment record (regulation 161). These are:

·      An authorisation, signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child, for the approved provider, a nominated supervisor, or an educator to seek:

o  medical treatment for the child from a registered medical practitioner, hospital, or ambulance service; and

o  transportation of the child by an ambulance service; and

o  authorisation from parents to take, use and store images and videos of children (Regulation 168)

o  Authorisation for the use of digital devices by children (regulation 168)

o  if relevant, an authorisation given under regulation 102D for the education and care service to take the child on regular outings.

 Prior to a child commencing at the service, the enrolment record is checked to ensure that all required written authorisations are completed and signed by the parent /guardian.

Authorisations are monitored, maintained and stored confidentially.

Refusing a Written Authorisation

On receipt of a written authorisation from a parent/guardian that does not meet the requirements outlined in the related service policy, the Approved Provider or delegated authority will:

·      Immediately explain to the parent/guardian that their written authorisation does not meet legislative and policy guidelines.

·      Provide the parent/guardian with a copy of the relevant service policy and ensure that they understand the reasons for the refusal of the authorisation.

·      Request that an appropriate alternative written authorisation is provided by the parent/guardian.

·      In instances where the parent/guardian cannot be immediately contacted to provide an alternative written authorisation, follow related policy procedures pertaining to the authorisation type. Follow up with the parent/guardian, where required, to ensure that an
appropriate written authorisation is obtained.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

·      Ensure that obligations under the Education and Care Services National Law and National Regulations are met.

·      Ensure that an enrolment record is kept for each child that includes authorisations signed by a parent or a person authorised to consent to the medical treatment of the child if relevant, in relation to:

o  seeking medical treatment from a registered medical practitioner, hospital or ambulance service

o  transportation by an ambulance service

o  regular outings and transportation (regulations 160, 161).

o  if relevant, an authorisation given under regulation 102D for the education and care service to take the child on regular outings.

o   authorisation from parents to take, use and store images and videos of children (regulation 168)

o  Authorisation for the use of digital devices by children (regulation 168)

Ensure that a medication record is kept that includes the authorisation to administer medication signed by a parent or a person named in the enrolment record (regulation 92).

·      Ensure that medication is only administered or self-administered if authorised or, in an emergency, authorisation is provided verbally by:

o  a parent or a person named in the enrolment record

o  a registered medical practitioner or an emergency service if the parent or person named in the enrolment record cannot be contacted (regulations 93, 96)

o  in the case of an anaphylaxis or asthma emergency, medication may be administered without authorisation (regulation 94).

·      Ensure that children only leave the service premises, FDC residence or approved FDC venue with a parent, an authorised nominee named in the enrolment record, or a person named in the enrolment record to collect the child (regulation 99).

·      Ensure all children have appropriate authorisation to leave the service on an excursion or regular outing (regulation 102).

·      Ensure no child is transported by the service without authorisation from a parent or other person named in the enrolment record (regulation 102D).

·      Ensure systems requiring authorisations are in place for other legal requirements or quality practices, e.g. photos of children and privacy. (regulation 168)

·      Ensure authorisations are kept up to date.

Nominated Supervisor Provide supervision, guidance and advice to ensure adherence to the policy at all times.

·      Ensure all authorisations are retained within the Enrolment Record, original copy and include:

o  the name of the child enrolled in the service 


o  the date

o  the signature of the child’s parent/guardian or nominated contact person who is on the enrolment form 


o  the original form/letter/register provided by the service.

o  Apply these authorisations to the collection of children, medical treatment of or administration of medication, excursion, transportation of children, safe arrival of children transitioning between services and transportation via ambulance, for the safe use of digital technologies and online environments at the service including capture, use, securely stored and destruction of images and videos of children and the use of digital devices by children

·      Ensure authorisations are stored with each individual child’s enrolment record.

·      Ensure that all parents/guardians have completed the authorised nominee section of their child’s enrolment form and that the form is signed and dated before the child is enrolled at the service. 


·      Implement and oversee authorisation systems for other legal requirements or quality practices, e.g. photos of children and privacy.

·      Ensure authorisations are kept up to date.

·      Implement processes for circumstances where authorisations may
be refused/not applicable.

Early Childhood Educators

Apply these authorisations to the collection of children, medical treatment of or administration of medication, excursion, transportation of children, safe arrival of children transitioning between services and transportation via ambulance, for the safe use of digital technologies and online environments at the service, including capture, use, securely stored and destruction of images and videos of children and the use of digital devices by children

·      Implement processes for circumstances where authorisations may be refused/not applicable.

·       Waive compliance where a child requires emergency medical treatment for conditions such as anaphylaxis or asthma. The service can administer medication without authorisation in these cases, provided it is noted on medical plans and that parents/guardians are contacted as soon as practicable after the medication has been administered.

·      Ensure all action plans are carried out in line with the Acceptance and refusal of authorisations policy and procedures.

·      Ensure that the child’s family completes and signs authorisations in the enrolment record and medication record (if relevant) before the child commences at the service.

·      Implement authorisation systems for other legal requirements or quality practices, e.g. photos of children and privacy.

·      Ensure authorisations are kept up to date.

Families

·      Ensure that you complete and sign the authorised nominee section of your child’s enrolment form before your child attends the service. 


·      Keep child enrolment details forms current stating who the authorised nominees are. 


·      Inform service of current contact numbers to ensure you are always contactable. 


·      Communicate to the Responsible Person and staff any individual requests regarding authorisations. 


·      Update educators in relation to any medical conditions, medical plans or ongoing medication requirements. This includes the names of medications, dosage, signs, and symptoms and contact information for any relevant health professionals.

·      Ensure that where children require medication to be administered by educators or other staff, you authorise this in writing, sign and date it for inclusion in your child’s medical record.

Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every 12 months.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

In accordance with R. 172 of the Education and Care Services National Regulations, the service will ensure that families of children enrolled at the service are notified at least 14 days before making any change to a policy or procedure that may have significant impact on the provision of education and care to any child enrolled at the service; a family’s ability to utilise the service; the fees charged or the way in which fees are collected.

Nundle CWA Preschool

Administration of First Aid

Policy Statement

Our early education and care service provides an environment that promotes the health, safety and wellbeing of all children. Policies and procedures for the administration of first aid ensures prompt and appropriate first aid treatment and care in the event of illness, injury or medical emergency.

Goals / What are we going to do?

First aid can preserve life, prevent a condition worsening and promote recovery. The capacity to provide prompt basic first aid is particularly important in the context of an early childhood service where staff a duty of care to take positive steps towards maintaining the health and safety of each child.

Strategies / How will it be done?

First Aid Qualifications

In accordance with the National Regulations 136(1)*, the approved provider must ensure:

·      The following persons are in attendance at any place where children are being
educated and cared for by the service, and immediately available in an emergency,
at all times that children are being educated and cared for by the service:

a)        at least one staff member or one nominated supervisor of the service who holds a current approved first aid qualification;

b)        at least one staff member or one nominated supervisor of the service who has undertaken current approved anaphylaxis management training;

c)        at least one staff member or one nominated supervisor of the service who has undertaken current approved emergency asthma management training.

·      First Aid Qualifications undertaken by staff must appear on ACECQA’s list of approved first aid qualifications and be awarded by registered training organisations (https://www.acecqa.gov.au/qualifications-0/qualification-requirements/first-aid-qualifications-training ).

·      Copies of First Aid Qualifications will be stored in Staff Records and audited regularly to ensure currency.

·      The service informs children, families, and educators of those persons who hold first aid qualifications.

(*the above refers to centre-based services that are not located on a school site. For first aid requirements in school based services, please refer to Regulation 136(2). For first aid requirements in family day care services, please refer to Regulation 136(3).)

First Aid Action Response

It is crucial to respond promptly and effectively to any medical emergencies to ensure the safety and well-being of the children in our care.

Generally, first aid is provided in response to unpredictable illness or injury.

Education and childcare workers have an obligation to ensure parents and guardians are informed about first aid provided to their children.

The Need for an Ambulance

An ambulance will be called when the following instances (but not limited to) occur to a person or child at the service:

·      unconsciousness or an altered conscious state;

·      experiencing difficulty breathing;

·      showing signs of shock;

·      experiencing severe bleeding, or who is vomiting blood or passing blood;

·      slurred speech;

·      injuries to the head, neck or back;

·      possible broken bones; and

·      showing signs of asthma/allergic/anaphylactic reaction.

Infection and Prevention Control

Adequate infection and prevention control must be practiced at all times when administering first aid or cleaning up blood or body fluids. The following infection control procedures must always be adhered to:

·      cover cuts and abrasions with waterproof occlusive dressing to avoid contamination of cuts/abrasions with another person’s blood and/or body fluids;

·      wear protective gloves when in contact with body fluids, non-intact skin and mucous membranes;

·      wear a mask and eye protection where there is a risk of splashing blood or other body fluids;

·      remove any broken glass or sharp material with forceps or tongs and place in container; and

·      wash hands thoroughly after direct contact with injured person or blood/body fluids with warm soapy water, rinse, dry and sanitise hands using an alcohol-based rub or gel.

Poisons Information Centre

The Poisons Information Centre telephone number 131 126 is displayed:

·      Next to every telephone in the service.

·      Where dangerous products are stored.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

·      Ensuring that every reasonable precaution is taken to protect children at the service from harm and hazards that are likely to cause injury (Section 167).

·      Ensure that the use of vaping substances and devices is prohibited.

·      Ensuring that at least one staff member or one nominated supervisor of the service with current approved first aid qualifications is in attendance and immediately available at all times that children are being educated and cared for by the service (Regulation 136). This can be the same person who has anaphylaxis management training and emergency asthma management training, also required under the Regulations. 


·      Appointing a staff member to be the nominated first aid officer. 


·      Advising families that a list of first aid and other health products used by the service is available for their information, and that first aid kits can be inspected on request.


·      Providing and maintaining an appropriate number of up-to-date, fully-equipped first aid kits that meet Australian Standards.

·      Providing and maintaining a portable first aid kit that can be taken off-site for excursions and other activities. 


·      Ensuring that first aid training details are recorded on each staff member’s record. 


·      Ensuring safety signs showing the location of first aid kits are clearly displayed.

·      Ensuring there is an induction process for all new staff, casual and relief staff, that includes providing information on the location of first aid kits and specific first aid requirements.


·      Ensuring a resuscitation flow chart is displayed in a prominent position in the indoor and outdoor environments of the service. 


·      Keeping up to date with any changes in procedures for administration of first aid and ensuring that all educators are informed of these changes.

·      Must notify the regulatory authority of any serious incident meaning an incident or class of incidents prescribed by the National Regulations as a serious incident. This notice must be provided within 24 hours of the incident or the time that the person becomes aware of the incident.

Nominated Supervisor

·      Ensuring that all staff approved first aid qualifications, anaphylaxis management training and emergency asthma management training are current, meet the requirements of the National Law (Section 169(4)) and National Regulations (Regulation 137), and are approved by ACECQA (refer to Sources). 


·      Ensure that the use of vaping substances and devices is prohibited.

·      Ensuring a portable first aid kit is taken on all excursions and other off-site activities.

·      Monitoring the contents of all first aid kits and arranging with the approved provider for replacement of stock, including when the use-by date has been reached. 


·      Disposing of out-of-date materials appropriately. 


·      Ensuring a portable first aid kit is taken on all excursions and other off-site activities.

·      Keeping up to date with any changes in the procedures for the administration of first aid.

Early Childhood Educators

·      Implementing appropriate first aid procedures when necessary. 


·      Maintaining current approved first aid qualifications, and qualifications in anaphylaxis management 
and emergency asthma management, as required. 


·      Practicing CPR and administration of an auto-injection device at least annually (in accordance with other service policies). 


·      Ensuring that all children are adequately supervised while providing first aid and comfort for a child involved in an incident or suffering trauma. 


·      Ensuring that the details of any incident requiring the administration of first aid are recorded on the incident, injury, trauma and illness record. 


·      Notifying the nominated supervisor six months prior to the expiration of their first aid, asthma or anaphylaxis accredited training.

·      Be aware of their duty of care responsibility.

·      Have knowledge of, and follow the administration of first aid policy at all times.

Families

·      Providing the required information for the service’s medication record.

·      Providing written consent (via the enrolment record) for service staff to administer first aid and call an ambulance, if required.


·      Being contactable, either directly or through emergency contacts listed on the child’s enrolment record, in the event of an incident requiring the administration of first aid. 


·      Paying for any costs associated with an ambulance call out.

Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every 12 months.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

.

Nundle CWA Preschool

NSW Child Protection

This policy is guided by the paramount consideration that children’s safety, rights and best interests are upheld above all other considerations in all decisions, actions and practices. 

Introduction

Our service is committed to providing an environment that fosters health, development, spirituality, self-respect and dignity, that is free from violence and exploitation. Under the Children and Young Persons (Care and Protection) Act 1998, children and young people must receive the care and protection necessary to ensure their safety, welfare and wellbeing. All educators and volunteers of our service are Mandatory Reporters and are required to report to the Child Protection Helpline (Phone: 132 111) if they have reasonable grounds to suspect a child or young person is at risk of significant harm and have current concerns about the safety, welfare or wellbeing of a child or young person where the concerns arise during or from their work. We are committed to ensuring all educators and staff have a full understanding of their responsibilities as a Mandatory Reporter and are supported in fulfilling these.

Definitions

‘Mandatory reporters’ means people who deliver the following services, wholly or partly, to children as part of their paid or professional work:

·        Health care (e.g. registered medical practitioners, specialists, general practice nurses, midwives, occupational therapists, speech therapists, psychologists, dentists and other allied health professionals working in sole practice or in public or private health practices)

·        Welfare (e.g. psychologists, social workers, caseworkers and youth workers)

·        Education (e.g. teachers, counsellors, principals)

·        Children’s services (e.g. child care workers, family day carers and home-based carers)

·        Law enforcement (e.g. police)

·        Residential services (e.g. refugee workers and out-of-home care workers)

·        Religious bodies (e.g. a person in religious ministry)

Ref: https://reporter.childstory.nsw.gov.au/s/article/What-is-Mandatory-Reporting

‘At risk of significant harm’ - in relation to a child or young person means that there are current concerns for their safety, welfare or wellbeing because of the presence to a significant extent of any one or more of the following circumstances1.

·        The child’s or young person’s basic physical or psychological needs are not being met or at risk of not being met;

·        The parents or other caregivers have not arranged and are unable or unwilling to arrange for the child or young person to receive medical care;

·        In the case of a child or young person who is required to attend school in accordance with the Education Act 1990 - the parents or other caregivers have not arranged and are unable or unwilling to arrange for the child or young person to receive and education in accordance with that Act;

·        The child or young person has been, or is at risk of being, physically or sexually abused or ill-treated;

·        The child or young person is living in a household where there have been incidents of domestic violence and, as a consequence, the child or young person is at risk of serious physical or psychological harm;

·        A parent or other caregiver has behaved in such a way towards the child or young person that the child or young person has suffered or is at risk of suffering serious psychological harm; or

·        The child was the subject of a pre-natal report under section 25 of the Children and Young Persons Care and Protection Act 1998 and the birth mother of the child did not engage successfully with the support services to eliminate, or minimise to the lowest level reasonably practical, the risk factors that gave rise to the report.

(Children and Young Persons (Care and Protection) Act 1998 No 157, Chapter 3, Part 2, Section 23 )

‘Reasonable grounds’ - means that you suspect a child may be at risk of significant harm based on:

·        Your observations of the child, young person or family; or

·        What the child, young person, parent or another person has told you. You are NOT required to confirm your suspicions or have clear proof before making a report. To do so may interfere with evidence or compromise the work of statutory agencies, for example the Police or Department of Communities and Justice.

Strategies / How will it be done?

The Approved Provider/Nominated Supervisor will:

·        The Approved provider will ensure that persons placed in day to day charge of the service have a current qualification in Child Protection
https://education.nsw.gov.au/early-childhood-education/working-in-early-childhood-education/child-protection-training-requirements

·        Ensure that any adult working or volunteering with children completes a Working with Children Check and will not commence employment without their Working with Children Check verified. Any person whose working with children check has been disqualified as a result of failing to qualify for a working with children check renewal, will not be continued to be employed by the service. This is check is verified when renewed;
www.ocg.nsw.gov.au/child-safe-organisations/working-with-children-check

Completion of a Child Protection register in update to date at all times https://education.nsw.gov.au/content/dam/main-education/early-childhood-education/regulation-and-compliance/Register_of_child_protection_concerns_template.docx

Ensure every adult working with children is made aware of the Children and Young Persons (Care and Protection) Act 1998 and Keep Them Safe: A shared approach to child wellbeing and of their obligations under this law and action plan (Education and Care Services National Regulation, Regulation 84, National Quality Standards QA 2);

·        Provide continual child protection training opportunities to ensure that all staff and educators have adequate knowledge of child protection, being able to clearly explain: their obligations as a mandatory reporter: the circumstances which would require them to make a report: how to submit a report.

·        The Approved Provider must notify the regulatory authority through the NQA-ITS within 24 hours of the following

o   Any incident where the any employee reasonably believes that physical abuse or sexual abuse of a child or children has occurred or is occurring while the child is or the children are being educated and cared for by the education and care service;

o   Allegations that physical or sexual abuse of a child or children has occurred or is occurring while the child is or the children are being educated and cared for by the education and care service (other than an allegation that has been notified under section 174(2)(b) of the Law).

o   Allegations or disclosures that a staff member or volunteer is engaging or has engaged in inappropriate conduct.

o   The Head of Relevant Entity (HRE) - Approved Provider, must give written notice to the Office of the Children’s Guardian within 7 days of becoming aware of a reportable allegation. A Final Report must be submitted within 30 days of becoming aware of a reportable allegation, upon conducting further investigation. If a final report cannot be provided within 30 calendar days of becoming aware of reportable conduct, the HRE - Approved Provider, must contact the Office of the Children’s Guardian and submit an Interim Report.

·        Orientate every working and volunteering adult to this child protection policy, and Mandatory Reporter responsibilities and ensure their regular review of these.

·        In response to recommendations from the Royal Commission into Institutional Responses to Child Sexual Abuse, approved providers must retain records relating to child sexual abuse that has, or is alleged to have occurred, for at least 45 years (Royal Commission into Institutional Responses to Child Sexual Abuse, 2017). Records must also be clear, objective, and thorough, maintained in an indexed, logical, and secure manner and retained and disposed of in a consistent manner (ACECQA, 2023).

·        Similarly, staff records (including volunteers, students and contractors) relating to complaints, child protection reports, reportable allegations, breaches of code of conduct, teacher registration records, working with children check verification records, and performance reviews, will be extended to 45 years of safe storage, to take into account the average delay in disclosing child sexual abuse (Royal Commission into Institutional Responses to Child Sexual Abuse, 2017).

·        Enforce and monitor compliance with other child safety-related policies.

Educators and staff will:

·        Develop trusting and secure relationships with all children at the service;

·        Make reports of current concerns for any child at risk of significant harm to the Child Protection Helpline for Mandatory Reporters; and

·        Make appropriate responses to all disclosures of abuse and any allegation of abuse against staff members of the service.

·        Comply with other child safety-related policies.

·        Ensure they participate in training conversations to deepen their understanding of protection, which will build their understanding of child protection law, in particular their obligations as a mandatory reporter: the circumstances which would require them to make a report: how to submit a report.

Documentation of Current Concerns

The Approved Provider/Nominated Supervisor will:

·        Support staff through the process of documenting and reporting current concerns of children at risk of significant harm; and

·        Provide all staff and educators with clear guidelines around documentation and a template to support this.

Educators and staff will:

·        Make a record of the indicators observed that led to believe that there is a current risk of harm to a child or young person. Complete the NSW Mandatory Reporter Guide and save relevant final decision with the child’s details in a safe file. Information on indicators of risk of harm are outlined in the NSW Mandatory Reporter Guide which is accessible at https://reporter.childstory.nsw.gov.au/s/mrg

·        Discuss any concerns with the Nominated Supervisor of the service.

·        Advise the Nominated Supervisor of their intention to make a report to the
Child Protection Helpline (132 111);

·        Advise the Nominated Supervisor when a report has been made to the Child Protection Helpline.

Mandatory Reporting

The Approved Provider/Nominated Supervisor will:

·        Provide all staff and educators working directly with children with a copy of this Child Protection Policy and a link to the Mandatory Reporter Guide to assist them in their reporting;

·        Provide all staff and educators working directly with children with access to the Child Wellbeing and Child Protection NSW Interagency Guidelines; and

·        Display the Child Protection Helpline number (132 111) on all phone and lists of emergency contact number in the interests of timely reporting.

Educators and staff will:

1.        In an emergency, where there are urgent concerns for a child’s health or life, it is important to contact the police, using the emergency line ‘000’;

2.        Using the Mandatory Reporter Guide, answer the questions relating to concerns about a child or young person. At the end of the process, a decision report will guide as to what action to take. The Nominated Supervisor is available if staff require assistance to use this online tool;

3.        If the Mandatory Reporter Guide determines that there are grounds to suspect a risk of significant harm to a child or young person, the staff member or educator will either generate an eReport or phone the Child Protection Helpline number (132 111).

4.        Mandatory reporters should note that the legislation requires that they continue to respond to the needs of the child or young person (within the terms of their work role) even after a report to the Child Protection Helpline has been made;

5.        If the Mandatory Reporter Guide determines that an educator or staff member’s concerns do not meet the risk of significant harm threshold, they do not need to make a report to the Child Protection Helpline, however, they should discuss the matter with the Nominated Supervisor to determine whether the child or family would benefit from the assistance of another agency;

6.        The staff member or educator should monitor the situation and if they believe there is additional information that could be taken into account, please repeat steps I to 5 as required.
Disclosures of Abuse

Educators and staff will:

·        React calmly to the child making the disclosure;

·        Listen attentively and later write down the child’s exact words;

o  Provide comfort and care to the child.

o  Follow the steps for reporting as per the Mandatory Reporter Guide.

·        Reassure the child or young person that:

o  It is not their fault;

o  It was right to tell;

o  It is not OK for adults to harm children - no matter what;

o  Explain what will happen now - that it is part of your job to tell people who can help the child or young person.

Educators and staff will not:

·        Prompt the child for further details or ask leading questions that would make the child feel uncomfortable or has the potential to jeopardise any future legal proceedings that may arise as a result of any investigation.

Allegations of Abuse Against Staff, Educators, Volunteers or Students

Our service is committed to embedding a child-safe culture and keeping children at the heart of every decision that we make. We welcome the NQF Child Safety Review, and its changes have been implemented promptly, including adhering to the National Model Code for Early Education and Care

The Approved Provider/Nominated Supervisor will:

·        Develop and maintain a system of appropriate record keeping for all allegations to ensure detailed documentation is made and stored as required;

·        Take all allegations of abuse seriously and clarify what is being alleged with the person who is making the allegation;

·        Contact the Reportable Conduct Scheme on (02) 8219 3800 or at reportableconduct@ocg.nsw.gov.au to clarify information that is unclear before taking any action;

·        Assess whether or not a child or young person is ‘at risk of significant harm’ and, if so, make a report to the Child Protection Helpline;

·        Determine whether the allegation is a reportable allegation or reportable conviction:
https://ocg.nsw.gov.au/organisations/reportable-conduct-scheme/reportable-conduct-fact-sheets

·        7-day notification form will be completed by the HRE - Approved Provider and submitted to the Office of the Children’s Guardian within 7 days of becoming aware of reportable allegation, as required under the Children’s Guardian Act 2019;
https://ocg.nsw.gov.au/organisations/reportable-conduct-scheme/reportable-conduct-notification-forms

·        Consider whether or not the police need to be informed of the allegation and if so,
make a report;

·        Ensure confidentiality is maintained at all times and that systems are in place to deal with any breaches of confidentiality;

·        Undertake a risk management approach following an allegation to ensure the protection and safety of children, staff and visitors to the service. Based on this risk assessment, decisions will be made in order to manage the risks that have been identified;

·        Develop an investigation plan of the matter. Obtain relevant information from a range of sources. This may include a statement from the person who made the allegation; statements from witnesses and a statement from the person against whom the allegation has been made and any other relevant documentation;

o   If the allegation is being investigated by Department of Communities and Justice or the Police, the service will be guided by their advice as to whether they should independently investigate the allegation;

o   If the investigation is carried out by the service, the information that has been
gathered will be assessed and a finding made as to whether the allegation is false, vexatious, misconceived, not reportable conduct, not sustained or sustained. The reasons for the finding will be clearly recorded to ensure that the decision-making has been transparent;

·        The educator, volunteer or student will be advised of the outcome of the investigation in writing. Advice will be provided about the investigation findings and any follow-up action that may be required. Advice will also be provided about any rights of appeal, and the person will be advised that the Office of the Children’s Guardian has been notified and the Joint Child Protection Response Program (JCPRP) also notified of the relevant employment proceeding (if relevant);

·        30-day interim report form or Entity report form (to be provided after the investigation or determination is completed) will be completed by the HRE - Approved Provider and submitted to the Office of the Children’s Guardian with 30 calendar days of becoming aware of a reportable allegation, as required under the Children’s Guardian Act 2019; https://ocg.nsw.gov.au/organisations/reportable-conduct-scheme/reportable-conduct-notification-forms

·        The Department of Communities and Justice will also be informed of the outcome of the investigation.

Informing the Educator, Volunteer/Student

The Approved Provider/Nominated Supervisor will:

·        Treat the staff member/educator/volunteer/student with fairness at all times and uphold their employee rights at all times;

·        Depending on the nature of the allegation, arrange to inform the person immediately (though be guided by the advice of DCJ or the police);

·        Arrange for the person against whom an allegation has been made to have a support person attend the meeting. This support person must not participate in the discussions throughout the meeting;

·        Make accurate documentation of all conversations, and ensure all records are kept confidentially;

·        Offer counselling or support to the person subject to the allegation;

·        Depending on the nature of the allegation made, the person subject to the allegation may be suspended pending further investigation;

·        After all investigations are completed, provide the educator/carer/volunteer with verbal and written notification of the outcome of the investigation.

Rights of All Parties

·        The decision-making process throughout the investigation will be based on the safety and wellbeing of the child/ren and the staff/carers/carer’s household members;

·        Consideration will be taken in relation to actual or potential ‘conflicts of interest’ that may be held by the investigator;

·        All reportable allegations will be notified to the Office of the Children’s Guardian. The person, against whom the allegation has been made, will be notified of this and will also be notified of the investigation find and follow up action, including the notification to the Joint Child Protection Response Program;

·        The person, against whom the allegation has been made, will be notified of any
appeal mechanisms if they are not satisfied with the investigation process or the outcome of the investigation;

·        The Approved Provider, Nominated Supervisor, or other nominated person who conducts the investigation, will ensure that they act without bias, without delay and without conflict of interest; and

·        All parties can complain to the Office of the Children’s Guardian if they are not satisfied with the conduct of the investigation.
Confidentiality

·        The service will handle any allegation of child abuse in a confidential manner.

·        In accordance with the recommendations of the Australian Royal Commission into Institutional Responses to Child Sexual Abuse in relation to child abuse-related record keeping, retention of records and information-sharing, this service will keep records of all child abuse and child wellbeing-related reports for 45 years. This service will make these reports available to be shared under the information exchange scheme. These records should be available to employees of this service on a “need to know” basis only. These records will be available to the concerned person upon request. This service will ensure that these records are kept in a secure file (Royal Commission into Institutional Responses to Child Sexual Abuse, 2017).

Nundle CWA Preschool
Child Safe Recruitment and Ongoing Employment Practices Policy (NSW)

Policy statement

Changes to the NSW National Law Amendment Act and subsequent regulations in 2026 aim to strengthen child safe recruitment and employment practices in early childhood education and care (ECEC) services. Regulation 168(2)(i)(ia) and (i)(ib) includes a requirement for reasonable enquiries to be made about whether a prospective staff member at the service is subject to a suspension notice, supervision notice, prohibition notice or enforceable undertaking.

Nundle CWA Preschool is committed to ensuring that every child’s safety and well-being are paramount in the decision-making process when recruiting staff. This policy outlines the child-focused recruitment processes and procedures in place that will help to ensure the adults working with the children enrolled in this service align with this service's intention to be child safe and follow the regulatory requirements.

Goals / What are we going to do?

In accordance with the amendments introduced under the Children (Education and Care Services National Law Application) Amendment Act 2025 (NSW), the service ensures that the safety, rights, and best interests of children are the paramount consideration in all recruitment and employment decisions.

This policy outlines child-safe recruitment practices and processes to support the service in making effective, child-safe hiring decisions when selecting staff to work with the children enrolled at the service.

Scope

This policy applies to staff or management undertaking the recruitment of staff or volunteers for child-related roles. Staff includes managers, supervisors, full-time, part-time, or casual staff, temporary or permanent staff, job candidates, student placements, contractors, and sub-contractors at the service.

The child-safe recruitment and induction processes set out in this policy must be applied to anyone being considered for any position at the service, and to all persons engaged by the service, whether or not they work directly with children.

This includes roles that involve any of the following:

·        working directly with children in the education and care service

·        supervision of children

·        taking part in activities with children away from the service's usual location

·        having access (online or paper-based) to a child’s or children’s personal and/or confidential information

·        transporting children

Child‑safe recruitment framework

The service commits to a structured, staged child‑safe recruitment process that prioritises the safety, well-being and rights of children at every point of engagement.

Child‑safe recruitment is undertaken as an integrated process comprising the following stages:

1. child‑safe role design and position descriptions

2. child‑safe advertising and candidate attraction

3. pre‑screening and shortlisting, including identification of potential risks

4. child‑focused and behaviour‑based interviews

5. child‑safety specific referee checks

6. background, clearance and reasonable‑enquiries checks

7. structured induction and probation

8. ongoing monitoring, supervision and performance development.

Each stage is designed to assist the service to make informed, defensible decisions about a person’s suitability to work with children and is applied consistently across all roles.

Strategies / How will it be done?

Nundle CWA Preschool will commit to child safe recruitment practices, including advertising, screening, thorough reference checking, behavioural and situational interviewing, induction, ongoing monitoring and supervision and professional development requirements. This also applies if the service uses an agency for recruitment.

Management will ensure that child-safe recruitment is a deliberate, staged process that begins with rigorous workforce planning, taking into account the service's philosophy, workforce gaps created by staff turnover or extended leave, community needs and the quality improvement plan.

Child-safe job advertisements and role descriptions

Potential staff members will be informed at the outset that the service management upholds the paramount principle that prioritises the safety, health, well-being, and best interests of children and children’s rights, takes the implementation of the Child Safe Standards seriously, and has robust systems to ensure child safety.

 Position descriptions must:

·        identify child safety as a core responsibility of the role

·         outline expected child‑safe behaviours and professional boundaries

·          reflect mandatory reporting and Working With Children Check (WWCC) obligations.

Management will advise that a current and verified Working with Children Check is mandatory, verification of qualifications, employment history check, including seeking clarification from candidates or referees whenever gaps, inconsistencies or concerns arise, focusing on the applicant's suitability to work with children, personal attributes will be undertaken, as well as a recommendation to complete a:

·        National Police Check:  https://www.service.nsw.gov.au/transaction/apply-for-a-national-police-check  

Job advertisements will:

• state the service’s commitment to child safety and children’s rights

• advise that child‑safe screening, reasonable enquiries and background checks are mandatory

• require applicants to demonstrate their understanding of, and commitment to, child safety.

Links will be provided in the job advertisement to:

·        Statement of Commitment to Child Safety  

·        Child Safe policy

·        Child Safe Code of Conduct

·        Child Safe Reporting Policy

 Interviews

Interviews are used to assess a candidate’s suitability to work with children. Where practicable, interview panels will include more than one person. There will be a record of interview questions, responses and outcomes that will be maintained.

The interview will include:

·        behavioural and situational questions focused on child safety

·        exploration of attitudes toward children and professional boundaries

·        assessment of understanding of child‑safe obligations and reporting requirements.

Conduct a robust interview process for all new employees through:

·        selecting an interview panel with a deep understanding of child safe recruitment practices

·        selection process to help pre-assess the applicants and conduct the interviews

·        pre-assessing applicants’ suitability to work with children and developing a short list

·        conducting the interview: behavioural and situational questions focused on child safety will be included in the interview, guided by the Child Safe Recruitment and the Working with Children Check handbook  General information | Child Safe Recruitment | Office of the Children's Guardian as well as Chapter 5 NQF Child safe Culture Guide Chapter 5: Recruitment | ACECQA

·        determining appropriate interview questions, including a focus on child safe interview questions using: CSG_Tools_Recruitment_TypesOfQuestionsToAskDuringAnInterview_v2.pdf 

Assessing candidates and making the final selection

·        Using the Child Safe Interview template, the panel will record applicants’ responses.

·        The service recommends using the interview template developed by the Office of the Children's Guardian to support the interview process: T_CSS_InterviewScheduleTemplate.docx

Pre-screening checks and short listing

As part of shortlisting, the service will assess each applicant’s suitability to work with children, including consideration of any indicators of potential risk.

This may include:

·        unexplained gaps in employment history

·        frequent or short‑term employment in child‑related roles

·        inconsistencies between applications, interviews or referee information

·        reluctance to provide recent or relevant referees.

Where concerns or ‘red flags’ are identified, further enquiries will be undertaken through interviews, referee checks or other appropriate means to understand context and assess risk.

The rationale for shortlisting and selection decisions will be documented.

The service will:

·        confirm the applicant is suitable and understands their obligations under the National Quality Framework

·        check applicants’ identity documents. For example, a driver's licence and a passport, to make sure they have the same name and date of birth as the applicant’s WWC check, or Teacher Registration

·        confirm the validity of the applicant’s WWC check, WWVP registration or Teacher Registration

·        sight and record an original or certified copy of approved qualifications and approved training (regulation 146 and regulation 147 require that staff records show proof of qualifications and training)

·        ensure and check the qualifications are ACECQA-approved

·        ensure that training has been undertaken at a Registered Training Organisation (RTO), and check the status and validity of the RTO

·        check that approved first aid, asthma and anaphylaxis management training has been completed in the past three (3) years

·        conduct a search of the Prohibited Persons and Suspended Educators register on the NQA-ITS

·        request a completed and signed prohibition notice declaration for prospective staff members template: ProhibitionNoticeDeclarationForProspectiveStaffMembers.docx

Referee checks

Referee checks are a critical child‑safe recruitment measure.

Prior to engagement:

·        at least two referees will be obtained, including one from the most recent relevant role where possible

·        referees will have directly supervised or managed the applicant.

Referee discussions will include questions about:

·        the applicant’s conduct and interactions with children

·        any concerns regarding suitability to work with children

·        any disciplinary, performance or behaviour issues relevant to child safety.

The service will document referee feedback and any actions taken in response to concerns raised.

·        Candidate must provide at least two (2) references (at least one of the referees should be someone from their most recent role). These referees must give verbal references. CSG_Tools_Recruitment_RefereeChecks_0.pdf

·        The referee should have directly supervised or managed the applicant in a professional capacity. Recommend using the interview template developed by the Office of Children Guardian _ CSS_RefereeScheduleTemplate.docx CSG_Tools_Recruitment_TypesOfQuestionsToAskDuringAnInterview_v2.pdf

·        Screen the applicant’s Working with Children Check. In NSW, all adult workers in child-related work, whether paid or unpaid, must hold a WWCC clearance (unless they are subject to an exemption). Employers have legal obligations regarding working with children.

https://ocg.nsw.gov.au/working-children-check and verify https://ocg.nsw.gov.au/working-children-check/wwcc-information-organisations/help-register-and-verify

Induction and onboarding: Child‑safe induction and probation

Child‑safe recruitment does not end at the appointment of a role.

All newly engaged staff, volunteers, contractors, students and agency workers in child‑related roles will participate in a structured child‑safe induction before, or as soon as practicable after, commencing work.

Induction includes:

·        the service’s Child Safe Code of Conduct

·        child protection and mandatory reporting obligations

·        expectations regarding professional boundaries and appropriate conduct

·        supervision arrangements and risk‑management practices.

Completion of the required National Child‑Safety training is a condition of employment and continuing child‑related work.

All new employees are subject to a probationary period during which suitability to work with children is actively assessed through supervision, feedback and monitoring.

·        The service will conduct a thorough induction including child safety responsibilities and regulatory commitments, including policies and training to support the development of a clear understanding of the service's philosophy, QIP, and essential policies and procedures.

·        Professional standards and workplace expectations and behaviour and reporting requirements should be clearly communicated and acknowledged.

·        Mandatory National Child Safety training must be successfully completed 14 days from when the candidate is employed by the service, or before they are engaged at the service (whichever occurs earlier).

·        The service will complete all mandatory child protection requirements under Regulation 162A, which requires each of the following persons to have completed approved child protection training:

a)        each nominated supervisor for the service

b)        each person in day-to-day charge of the service

c)        each family day care co-ordinator employed or engaged by the service.

·        The service will ensure clear reporting procedures and guidance for reporting obligations under the NQF and other Laws.

·        All staff members, volunteers, and students must be advised of:

o    the existence and application of the current child protection law (Regulation 84)

o    any obligations that they may have under the law (Regulation 84).

·        In NSW under regulation 84, staff members, volunteers and students must also be advised of:

o   their obligations as a mandatory reporter

o   the circumstances under which they must make a report

o   how to make a report.

·        The service records in the Staff Record Template for each verified staff member and volunteer:

o   full name

o   date of birth

o   WWCC number

o   verification date

o   verification outcome

o   expiry date of WWCC

o   whether the staff member or volunteer is in paid or volunteer work.

Agency recruitment

If the service engages recruitment agencies to employ staff, it is a requirement that the recruitment agency uses rigorous child-safety practices and implements child-safe screening practices to ensure staff suitability, including verifying Working with Children Checks (WWCC), conducting thorough work history checks, and collecting at least two references.

Agencies must:

·        check any prohibition notices and be aware of jurisdictional regulatory changes. Please note that separate, jurisdiction-specific legislative changes have commenced in New South Wales and Victoria.

·        understand the information approved providers require for staff service records, including full name, address, WWCC,  or Teacher Registration, and details of professional qualifications and training

·        maintain records for each staff member and provide this information to approved providers or regulatory authorities on request (the National Law enables Regulatory Authorities to request this information directly from recruitment agencies).

Volunteers and students

Before commencing, volunteers who work or interact directly with children at the service must also have a cleared and verified Working with Children Check, unless they are exempt. This will follow the processes set out above for new staff. The service undertakes informal interviews with new volunteers, as part of our screening process. This follows the general principles outlined above for staff. Volunteers should also provide at least one referee; ideally, someone who has worked with them in a previous role (paid or unpaid). The service will check with the referee as to whether they have any issues with the person working with children.

Ongoing employment practices  

The service:

·        enters and keeps up‑to‑date information for everyone working or volunteering in their service on the National Early Childhood Worker Register (Worker Register)

·        maintains and monitors all staff and volunteers’ WWCC details, ensuring they are up to date

·        reminds staff and volunteers to renew their WWCC, which they can do up to three (3) months, before it expires

·        removes anyone whose WWCC status is barred, interim barred, whose WWCC cannot be found, or has expired from child-related work.

The service can only employ people who have a WWCC clearance in child-related work.

If the service is notified that a staff member or volunteer is barred from working with children

Under Section 174AA of the National Law (NSW), employees must notify their approved provider in writing within 24 hours of becoming aware of the bar. Approved providers have 72 hours to notify the regulator once becoming aware.

It is an offence to allow a barred person to work with children, and they must be removed from child-related work. A person is barred from working with children if the Office of the Children’s Guardian has determined that the person is a risk to working with children.

When the Office of the Children’s Guardian bars a person at the service from working with children, they will contact the person registered as the service’s approved provider.

If a WWCC is barred in NSW early education, the person must immediately stop child-related work. Employers must remove the staff member instantly. The person must notify their employer in writing within 24–72 hours, and can request a review or reassessment from the Office of the Children's Guardian (NSW) (OCG) within 28 days.

Teachers must also maintain their teacher registration or accreditation. If there is a change in relation to the educator’s accreditation or registration as a teacher, employees must notify their approved provider in writing within 24 hours of becoming aware of the change. Approved providers have 72 hours to notify the regulator once becoming aware.

Record‑keeping

The service maintains accurate, secure and up‑to‑date records to demonstrate compliance with child‑safe recruitment and employment obligations.

Records include:

• WWCC verification and monitoring details

• evidence of reasonable enquiries undertaken

• interview and referee check documentation

• induction, training and supervision records

• actions taken in response to concerns, notices or changes in suitability.

Record‑keeping practices support transparency, regulatory compliance and audit readiness.

The service must keep a record of all actions it has taken. This information will be treated confidentially, and only relevant people in the organisation will be advised.

Child safe induction

The service recognises that making sure a staff member or volunteer is safe and suitable to work with children is an ongoing process. Inductions for staff and volunteers include:

·        an overview of all our child safe documents, including the services Child Safe Code of Conduct (to be read and signed), the Child Safe Risk Management Plan, Child Safe Environment Policy and our Child Protection Policy

·        ensuring that new staff and volunteers are advised of their reporting obligations and how to identify and raise a child safety concern

·        ensuring new recruits complete the required child safe training (see below), and

·        monitoring and supervision.

The approved provider and nominated supervisor will support new recruits and volunteers with appropriate instruction and feedback as needed, including regular oversight as they become familiar with their new roles.

The service will implement a 3 month probationary period for all staff and volunteers.

Child safe training

New staff and volunteers in child-related roles, will be required to complete the Introduction to Child Safe Standards online session, offered through the Office of the Children’s Guardian.

More in-depth, specific child safe training is available through the NSW Office of the Children’s Guardian. Training includes both e-learning and online sessions.

National Child Safety training and refreshers are to be completed every two (2) years.

Further training requirements can be determined by the staff member/volunteer and the approved provider and nominated supervisor, depending on their role in the organisation.

Roles and responsibilities

Role

Authority/Responsibility

Approved Provider

Approved providers must ensure they understand and implement the following obligations:

·        implementing Child Safe Recruitment (Reg 168(2)(i)(ia) & (ib)): For NSW services use the Child_Safe_Recruitment_checklist.docx

·         ensuring that staff involved in recruitment have the skills, knowledge, and capability to undertake child-safe recruitment and understand their safeguarding responsibilities and obligations.

·        developing documented, consistently implemented and monitored induction processes.

·        actively assessing and reinforcing staff suitability to work with children throughout their employment.

·        providing clear procedures and guidance for reporting obligations under the NQF and other laws.

·        notifying the regulatory authority within 24 hours of any complaint alleging that a serious incident has occurred while the child is educated and cared for, or complaints alleging that the Law has been contravened (Section 174(2)(b))

·        ensuring all required workforce information is maintained in the national early childhood worker register for all people engaged and/or employed at a service, including casuals, contractors, and recruitment agency and labour-hire staff

·        ensuring compliance with the Fair Work Act 2009 and all applicable state and territory child safety, employment, anti-discrimination and privacy legislation requirements

·        ensuring that the safety, well-being, and best interests of children are the paramount consideration in all recruitment, selection and employment decisions[education.nsw.gov.au], [education.nsw.gov.au]

·        developing, implementing and maintaining staffing policies and procedures that clearly outline child‑safe recruitment, screening, induction, supervision and ongoing suitability processes, as required under Regulation 168 (NSW)

·        ensuring that reasonable enquiries into a person’s suitability to work with children are conducted prior to engagement and continue throughout the period of employment, including monitoring relevant notices and clearance status where required under the National Law (NSW)

·        verifying and maintaining records of Working with Children Check (WWCC) clearances, qualifications, registrations, accreditations and any other regulatory requirements relevant to each role

·        ensuring systems are in place for staff to notify the approved provider of any change to their WWCC status, registration, accreditation, or receipt of a negative notice, and responding appropriately to such notifications. Under Section 174AA, all staff must notify their approved provider within 72 hours if their: Working with Children Check (WWCC) clearance is refused or cancelled, or accreditation or registration status changes, including receipt of a negative notice

·        entering and keeping up‑to‑date information for everyone working or volunteering in their service in the National Early Childhood Worker Register (Worker Register)

·        providing ongoing training, supervision and support to ensure all staff understand their child safety‑ obligations and professional conduct responsibilities

·        ensuring new employees complete or have completed Child Safe Mandatory 14 days from when they are employed by the service, or before they work directly with children (whichever occurs earlier)

·        promoting a transparent, child‑safe organisational culture that encourages reporting, accountability and continuous improvement in safeguarding practices

ensuring the implementation of (Section 166A) Inappropriate Conduct: make it an offence to subject a child to inappropriate conduct, often referred to as an "anti-grooming" provision.

Nominated Supervisor / Responsible Person

The nominated supervisor is responsible for:

·        supporting the approved provider to implement and monitor child‑safe recruitment and employment practices and the paramount consideration of all children in daily operations [acecqa.gov.au], [education.nsw.gov.au]

·        ensuring that all educators, staff, volunteers and students are appropriately inducted, using child safe induction procedures and understanding the service’s code of conduct, and are aware of their obligations to protect children from harm

·        monitoring staffing arrangements to ensure that only suitably screened and authorised persons are engaged in education and care roles and have access to children

·        maintaining oversight of staff compliance with notification obligations, policies and procedures, including escalating concerns or changes in suitability to the approved provider promptly

·        providing ongoing supervision, guidance and performance support to educators to reinforce child‑safe practices and professional behaviour

·        acting on concerns, disclosures or allegations in line with legislative requirements, service policies and directions from the Regulatory Authority, including the need to identify and respond to every child at risk of abuse or neglect, ensuring children’s safety is always prioritised

·        ensuring a child-safe environment is maintained, including supervision, safety procedures, risk management, emergency planning, health and hygiene, cultural and inclusivity safety

·        including child safety in staff meetings.

Early Childhood Educators

 Educators and staff are responsible for:

·        acting in accordance with the service’s code of conduct, child safe policies and procedures and the service philosophy and the National Law and Regulations at all times

·        maintaining a valid WWCC clearance and all required qualifications, registrations and accreditations relevant to their role

·        notifying the approved provider promptly if their WWCC clearance, registration or accreditation is suspended, cancelled, changed, or if they receive a negative notice, as required under NSW law

·        sharing a personal and professional responsibility to uphold child safe practices and to act in ways that protect children from harm

·        participating in ongoing training, supervision and performance development related to child safety and professional conduct

·        raising concerns, incidents or observations that may impact children’s safety, including concerns about the conduct of others, in line with service procedures and legal obligations

·        treating all children with dignity and respect and supporting a culture where children feel safe, heard and protected

·        implementing and embedding paramount considerations for children in all decision-making

·        ensuring children know how to make a complaint or raise concerns

·        providing and maintaining a child-safe environment

·        prioritising the rights of every child.

Families

Families play an important role in supporting a child‑safe environment through partnership, communication and shared responsibility.

Families are encouraged to:

·        engage with the service’s child‑safe policies, code of conduct and complaints processes, and raise any concerns about their child’s safety or wellbeing promptly and respectfully

·        communicate relevant information that may support the service in keeping their child safe, including changes in family circumstances that may affect the child’s well-being

·        work collaboratively with educators and service leadership to promote a safe, respectful and transparent environment for all children

·        participate in feedback and continuous improvement processes that support child safety and quality outcomes.

Monitoring, evaluation and review

The service is committed to ensuring that child‑safe recruitment and ongoing employment practices remain effective, current and responsive to legislative requirements under the Education and Care Services National Law and Regulations as applied in NSW. These practices will be systematically monitored, evaluated and reviewed to ensure the ongoing safety and wellbeing of children.

Monitoring

The approved provider, in collaboration with the nominated supervisor, will monitor the implementation of this policy through:

·        regular checks to ensure that Working with Children Check (WWCC) clearances, qualifications, registrations and accreditations for all educators, staff, volunteers and students remain valid and current, with records maintained in accordance with regulatory requirements

·        ongoing oversight of staff notification obligations, including monitoring that educators and staff notify the approved provider of any changes to their suitability, clearance status or professional registration as required under the National Law (NSW)

·        supervision and performance discussions that assess professional conduct, compliance with the code of conduct and child‑safe behaviours in everyday practice

·        review of recruitment and induction documentation to ensure that reasonable enquiries into suitability are conducted before engagement and continue throughout employment, in line with legislative requirements

·        monitoring incidents, complaints, concerns and feedback related to staff conduct to identify potential risks or areas for improvement in recruitment or employment practices.

Evaluation

The effectiveness of child‑safe recruitment and employment practices will be evaluated by:

·        analysing records, incidents, complaints and notifications to determine whether recruitment, screening and supervision processes are effectively safeguarding children

·        reviewing whether staff demonstrate an understanding of their child‑safety obligations, notification requirements and professional responsibilities during supervision, training and performance processes [education.nsw.gov.au]

·        assessing whether recruitment practices align with the service’s commitment to a child‑safe culture, including transparency, accountability and continuous improvement, as required under NSW child safety reforms

·        using feedback from educators, families and, where appropriate, children, to evaluate whether the service’s practices support a safe and respectful environment.

Findings from evaluations will be documented and used to inform decision-making‑, risk management and quality improvement.

Review

This policy will be reviewed:

·        at least annually, or more frequently where required

·        following changes to the National Law, National Regulations or NSW‑specific amendments relating to child‑safe recruitment and employment practices

·        after any serious incident, substantiated complaint, regulatory action or identified risk related to staff suitability or conduct https://ocg.nsw.gov.au/working-children-check and verify https://ocg.nsw.gov.au/working-children-check/wwcc-information-organisations/help-register-and-verify

·        in response to guidance or directions from the NSW Regulatory Authority or NSW Early Learning Commission.

The review process will involve the approved provider and nominated supervisor in consultation with educators, children and families where appropriate. Outcomes of reviews will inform updates to policies, procedures, training and supervision practices to ensure ongoing compliance and continuous improvement.

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this policy annually.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

In accordance with R. 172 of the Education and Care Services National Regulations, the service will ensure that families of children enrolled at the service are notified at least 14 days before making any change to a policy or procedure that may have significant impact on: the provision of education and care to any child enrolled at the service; a family’s ability to utilise the service; the fees charged or the way in which fees are collected.

Nundle CWA Preschool

Complaints Handling

Policy Statement

Our education and care service affirms that people have a right to question and influence decisions made and services provided. We take complaints seriously and manage them in a confidential, timely, transparent and meaningful way. We achieve this by:

·      Maintaining the confidentiality of all parties in line with policy and legislative requirements.

·      Acknowledging that the common goal is to achieve an outcome acceptable to all parties.

·      Acting in good faith and in a calm and courteous manner.

·      Showing respect and understanding of each other’s point of view and value difference, rather than judge and blame.

·      Recognising that all parties have rights and responsibilities which must be balanced.

·      Handling complaints objectively and ensuring that complainants do not suffer any reprisals from making a complaint.

Background

The Education and Care Services National Regulations require approved providers to have policies and procedures for managing complaints that reflect a child-focused approach. This also includes the management of a complaint that alleges a child is exhibiting sexual behaviours that may be harmful to the child or another child.

Strategies / How will it be done?

Making a Complaint                   

·      Written guidelines detailing complaint procedures are available in our services family handbook. This is also displayed in the foyer for easy reference. 


·      Families may make a complaint directly to the child’s educator, the approved provider or the nominated supervisor. 


·      Families may make a complaint to the Regulatory Authority, if their complaint is not or cannot be resolved by the service,

·      or families can make a complaint directly to the Regulatory Authority if it relates to a child’s health, safety, or wellbeing, or if the service is contravening the law.

·      The name and telephone number of the person at the service to whom complaints can be made must be clearly visible at the service (Regulation 168(2)(o) and Regulation 173(2)(b)).

·      The Regulatory Authority contact details must also be displayed.

·      Educators will discuss complaints procedures with children and encourage them to raise any issues they have.          

·      The approved provider and nominated supervisor will ensure privacy and confidentiality procedures are maintained.

Responsiveness

All complaints will be acknowledged and responded to as soon as practicable. Complaints will be dealt with in a timely manner and complainants will be kept informed about the progress of their complaint and anticipated timeframes. Allegations of suspected harm or risk of harm to a child or possible victims of crime, will be actioned immediately by urgent referral or reporting to the relevant agency.

Refer to ACECQA for relevant timeframes:
www.acecqa.gov.au/resources/applications/notification-types-and-timeframes

Managing a complaint of sexualised behaviour

Providers and educators play an important role in making informed professional judgements regarding sexualised behaviour involving children. Not all sexual behaviour involving children poses a risk to their safety. It may be age-appropriate and expected sexualised behaviour.

Informed judgements regarding sexualised behaviour help to ensure the health, safety and wellbeing of children by:

·      supporting healthy sexual development (age-appropriate sexualised behaviour)

·      protecting them from harm or abuse (inappropriate or problem sexualised behaviour).

Note that in some cases, sexualised behaviour involving children may fall within reporting requirements under other laws.

Managing a Complaint

Where possible, complaints will be dealt with immediately, by the child’s educator as this is usually the person with the closest relationship with the family. If the complaint is about an issue that the educator considers to be outside their control, or the family does not feel they wish to share it with the educator, the complainant will be directed to the appropriate person for their complaint to be resolved. 


Where an educator believes they will have to share in confidence with another person in order to resolve an issue, or if the nature of a complaint requires that a third party has to be informed in order to meet legislative requirements, they will inform the family of the need prior to any further discussions on the matter. 


·      The complaint will be documented and any legal requirements in relation to the complaint considered, such as the need to notify regulatory authorities.

·      If possible, the problem will be resolved immediately. If this is not possible, the complainant will be advised that the issue will be given high priority and dealt with as soon as possible and a suitable time and place will be organised to discuss the issue. 


·      If the issues are complex the complainant will be asked to put their concerns in writing. 


·      Where mediation is required all parties will have the right to agree to the appointment of the mediator.

Notifiable Complaint

Complaints alleging that the safety, health or wellbeing of a child was or is being compromised, or that the law has been breached must be reported by the Approved Provider to the Regulatory Authority within 24 hours of the complaint being made (Section 174(2)(b), Regulation 176(2)(b)).

Refer to the service’s child protection procedures.

Complaints, incidents and serious incidents must be notified to the Regulatory Authority through the National Quality Agenda IT System (NQA IT System). Log in to access the portal where you can select the incident or complaint type and enter the required information.

Approved providers are required to notify the Regulatory Authority of a complaint that alleges:

·      A serious incident has occurred or is occurring while a child is being educated and cared for by a service.

·      The National Law and/or National Regulations have been contravened.

A serious incident can include:

·      Any incident where you reasonably believe that physical and/or sexual abuse of a child has occurred or is occurring while the child is being educated and cared for by the service.

·      Any allegation that sexual or physical abuse of a child has occurred or is occurring while the child is being educated and cared for by the service.

·      The death of a child while that child is being educated and cared for at the service or following an incident while that child was being cared for by the service.

·      A serious injury or trauma while the child is being educated and cared for, which:

o  Required urgent medical attention from a registered medical practitioner; or

o  The child attended or should have attended a hospital.

·      Any incident involving serious illness at the service, where the child attended, or should have attended a hospital (e.g. severe asthma attack, seizure or anaphylaxis).

·      Any circumstance where a child appears to be missing or cannot be accounted for.

·      Any circumstance where a child appears to have been taken or removed from the service premises by someone not authorised to do this.

·      Any circumstance where a child is mistakenly locked in or locked out of the service premises or any part of the premises .

·      Any emergency for which emergency services attended. NOTE: It does not mean an incident where emergency services attended as a precaution.

A serious injury, illness or trauma includes but is not limited to:

·      Amputation

·      Anaphylactic reaction requiring hospitalisation

·      Asthma requiring hospitalisation

·      Broken bone/Fractures

·      Bronchiolitis

·      Burns

·      Diarrhoea requiring hospitalisation

·      Epileptic seizures

·      Head injuries

·      Measles

·      Meningococcal infection

·      Sexual assault

·      Witnessing violence or a frightening event

Direct Complaints

Families can make a complaint directly to the Regulatory Authority where the complaint alleges that:

·      The safety, health or wellbeing of a child or children was or is being compromised while that child or children is or are being educated and cared for by the approved education and care service.

·      The relevant legislation has been contravened.

Contact details are available in the family handbook and displayed in the foyer of the service.

Follow-Up and Review

Each complaint will be viewed as an opportunity for improvement. After the complaint or grievance has been dealt with:

·      The service will analyse the complaint to determine if any policy or procedural changes need to be implemented.

·      The approved provider will follow through to determine that complaints and grievances have been successfully resolved to everyone’s satisfaction. Families will be contacted to determine if they were satisfied with the way the issue was resolved, and educators’ will be consulted about the outcome from an operational viewpoint.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved provider

·      When a complaint or grievance has been assessed as ‘notifiable’, the approved provider must notify Regulatory Authority within 24 hours.

·      In instances where the complainant reports directly to the Regulatory Authority, the approved provider will still have responsibility for investigating and dealing with the complaint or grievance as outlined in this policy, in addition to co-operating with any investigation by the Regulatory Authority.

·      Identifying, preventing and addressing potential concerns before they become formal complaints/grievances.

·      Ensuring that the name and telephone number of the person to whom complaints and grievances may be addressed are displayed prominently at the main entrance of the service.

·      Ensuring that the address and telephone number of the Regulatory Authority displayed prominently at the main entrance of the service.

·      Advising parents/guardians and any other members of the service community of the complaints and grievances policy and procedures upon enrolment.

·      Ensuring that this policy is available for inspection at the service at all times.

·      Providing a Complaints and Grievances Register.

Nominated supervisor

·      Responding to and resolving issues as they arise where practicable.

·      Discussing minor complaints directly with the party involved as a first step towards resolution.

·      Informing complainants of the service’s complaints and grievances
policy recording all complaints and grievances in the Complaints and Grievances Register.

·      Notifying the approved provider if the complaint escalates or is unable to be resolved appropriately in a timely manner.

·      Providing information to the approved provider e.g. Written reports relating to the grievance.

·      Complying with the service’s privacy and confidentiality policy and maintaining confidentiality at all times.

·      Working co-operatively with the approved provider, in any investigations related to a complaint made.

Early childhood educators

·      Ensure that grievances and complaints are dealt with in accordance with this policy. 


·      Listen to and aim to resolve complaints and grievances in a positive way.

·      Report any grievances and complaints to the nominated supervisor and maintain all relevant documentation. 


·      As requested, support the nominated supervisor and approved provider
in the above roles.


Families

·      Raising a complaint directly with the person involved, in an attempt to resolve the matter without recourse to the complaints and grievances procedures.

·      Communicating any concerns relating to the management or operation
of the service as soon as is practicable.

·      Raising any unresolved issues or serious concerns directly with the approved provider, via the nominated supervisor or staff, or directly to the Regulatory Authority.

·      Maintaining complete confidentiality at all times.

·      Co-operating with requests to provide relevant information when requested in relation to complaints and grievances.

 Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this policy every year.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

Nundle CWA Preschool

Dealing with Infectious Diseases

Policy Statement

Our education and care service is committed to providing a safe and healthy environment for all children, staff and any other persons attending the service by:

·      responding to the needs of the child or adult who presents with symptoms of an infectious disease or infestation while attending the service;

·      complying with current exclusion schedules and guidelines set by the state/territory Public Health Unit; and

·      providing up-to-date information and resources for families and staff regarding protection of all children from infectious diseases and blood-borne viruses, management of infestations and immunisation programs.

Goals / What are we going to do?

The way that children interact with each other and with adults in education and care services means that diseases can quickly spread in a variety of ways. Whilst it is not possible to prevent the spread of all infections and diseases, minimising the risk is enhanced through:

·      effective hand hygiene;

·      exclusion of ill children, educators and other staff; and

·      immunisation.

(Staying Healthy; Preventing infectious diseases in early childhood education and care services 5th edition 2013)

Strategies / How will it be done?

Effective Hygiene

Our service will maintain and promote effective hygiene practices, including:

·      correct handwashing technique;

·      using standard precautions when handling blood, all body fluids, secretions and excretions, dried blood and other body substances.

·      cleaning toys and other items that children are likely to put in their mouths, after use;

·      raking sandpits often and/or securely covering them when not in use;

·      disposing of soiled items in a container that is inaccessible to children;

·      washing rubbish bins and nappy buckets regularly; and

·      actively promoting handwashing and other hygiene practices with children and families.

Exclusion of Children, Educators and Other Staff

Infectious Diseases

In order to prevent the spread of infectious diseases through interpersonal contact, our service will adhere to the exclusion period table, published by the National Health and Medical Research Council www.nhmrc.gov.au, please also refer to www.healthdirect.gov.au/school-exclusion-for-health-reasons.

Fever

According to The Sydney Children’s Hospital Network, in children, a temperature over 38˚C indicates a fever.

A fever is usually caused by an infection somewhere in the body.  Some types of infections that lead to fever include:

·      viral (caused by a virus) – around nine out of ten children with a fever will have a viral illness, such as cold, flu or gastroenteritis

·      bacterial (caused by bacteria) – such as some ear infections, pneumonia or urine infections https://www.schn.health.nsw.gov.au/fever-factsheet

In order to prevent the spread of infection and ensure wellbeing, children with a temperature above 38˚C will be excluded from the service.

Immunisation

Our service’s practice is guided by our state/territory’s department of health in relation to child immunisations. We will share resources and information from government bodies and recognised authorities to support families access information regarding immunisations.

Parents who wish to enrol their child are required to provide at the time of enrolment their child’s immunisation status. This may be an AIR Immunisation History Statement or Form based on regulatory requirements and/or the state/territory’s Public Health Act. We are able to refuse other forms of documentation based on the above.

Exclusion Periods

The relevant State/Territory Public Health Unit will be advised as soon as the service is aware that a child or educator has contracted a vaccine-preventable disease and any directions will be followed accordingly. 

Any child or educator that is not fully immunised may be excluded for a period of time if there is a case of a vaccine preventable disease at the service, or if the child or educator has been in contact with someone outside the Service who has a vaccine preventable disease. We will consider the Exclusion Periods recommended by the National Health and Medical Research Council and act on any directions provided by the relevant State/Territory Public Health Unit.

It is the responsibility of families to inform the Service that their child has come into contact with someone with a vaccine preventable or infectious disease.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

Ensure the service operates in line with the Education and Care Services National Law and National Regulations including:

·      Ensuring that where there is an occurrence of an infectious disease at the service, reasonable steps are taken to prevent the spread of that infectious disease (Regulation 88(1)).

·      Ensuring that where there is an occurrence of an infectious disease at the service, a parent/guardian or authorised emergency contact of each child at the service is notified of the occurrence as soon as is practicable (Regulation 88(2)).

·      Ensuring that information from the relevant State/Territory Public Health Unit about the recommended minimum exclusion periods is displayed at the service, is available to all stakeholders and is adhered to in the event of an outbreak of an infectious disease (as designated by the Department of Health).

·      Ensuring that the parent/ guardian and Public Health Unit are notified as soon as possible, after being made aware that an enrolled child:

o  has one of the following vaccine preventable diseases, or

o  is reasonably suspected of having come into contact with a person who has one of these vaccine preventable diseases and the enrolled child has no evidence of immunisation lodged to show that the child is immunised against, or acquired immunity by infection from, that disease.

o  a) Pertussis, or

o  b) Poliomyelitis, or

o  c) Measles, or

o  d) Mumps, or

o  e) Rubella, or

o  f) Meningococcal B&C, or

o  g) Diptheria, or

o  h) Haemophilus influenza Type b (Hib), or

o  i) Tetanus

·      Ensuring that any directions provided by Public Health Unit are followed regarding the possible exclusion of a child or educator who is not immunised against a vaccine preventable disease.

·      Notifying the regulatory authority within 24 hours of a serious incident including when a child becomes ill at the service or medical attention is sought while the child is attending the service.

·      Ensuring that appropriate and current information and resources are provided to staff and parents/guardians regarding the identification and management of infectious diseases, blood-borne viruses and infestations.

·      Keeping informed about current legislation, information, research and best practice.

·      Ensuring that any changes to the exclusion table or immunisation schedule are communicated to staff and parents/guardians in a  timely manner.

Nominated supervisor

·      Contacting the parents/guardians of a child suspected of suffering from an infectious or vaccine- preventable disease, and requesting the child be collected as soon as possible.

·      Notifying a parent/guardian or authorised emergency contact person when a symptom of an excludable infectious illness or disease has been observed.

·      Ensuring that a minimum of one staff with current approved first aid qualifications is in attendance and immediately available at all times the service is in operation.

·      Establishing good hygiene and infection control procedures, and ensuring that they are adhered to by everyone at the service.

·      Ensuring the exclusion requirements for infectious diseases are adhered to as per the recommended minimum exclusion periods, notifying the Approved Provider and parents/guardians of any outbreak of infectious disease at the service, and displaying this information in a prominent position.

·      Advising parents/guardians on enrolment that the recommended minimum exclusion periods will be observed in regard to the outbreak of any infectious diseases or infestations.

·      Advising the parents/guardians of a child who is not fully immunised on enrolment that they may be required to keep their child at home when an infectious disease is diagnosed at the service, dependent on directions from the Public Health Unit.

·      Requesting that parents/guardians notify the service if their child has, or is suspected of having, an infectious disease or infestation.

·      Providing information and resources to families to assist in the identification and management of infectious diseases and infestations.

·      Maintaining confidentiality at all times.

·      Providing relevant sourced materials to families.

Ensuring that an “Incident, Injury, Trauma and Illness” record is completed as soon as practicable or no later than 24 hours of the illness occurring.

Early childhood educators

Ensuring that any children that are suspected of having an infectious illness are responded to and their health and emotional needs supported at all times.

·      Implementing appropriate health and safety procedures, when tending to ill children.

·      Ensuring that families are aware of the need to collect their children as soon as practicable to ensure the child’s comfort.

·      Maintaining their own immunisation status, and advising the Approved Provider/Nominated Supervisor of any updates to their immunisation status.

·      Providing varied opportunities for children to engage in hygiene practices, including routine opportunities, and intentional practice.

·      Observing signs and symptoms of children who may appear unwell, and informing the Nominated Supervisor.

·      Providing access to information and resources for parents/guardians to assist in the identification and management of infectious diseases and infestations.

·      Monitoring any symptoms in children that may indicate the presence of an infectious disease.

·      Maintaining confidentiality at all times.

Families

·      Providing Immunisation documentation upon enrolment and as administered.

·      Keeping their children at home if they are unwell or have an excludable infectious disease.

·      Keeping their children at home when an infectious disease has been diagnosed at the service and their child is not fully immunised against that infectious disease if directed to do so by the Public Health Unit.

·      Informing the service if their child has an infectious disease or has been in contact with a person who has an infectious disease.

Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every 12 months or as required.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

Nundle CWA Preschool

Emergency Management

Policy Statement

Emergency situations can arise in and around early childhood settings, and emergencies are just as prevalent in education and care environments as in other environments.

Early education and care services must create and execute plans to manage incidents and emergencies effectively. These plans should be developed in collaboration with relevant authorities, regularly practiced, and implemented as stipulated in Quality Area 2.2.2. According to the Education and Care Services National Regulations 97 and 168-172, the approved provider must establish an emergency and evacuation policy and procedure and practice emergency evacuation and lockdown procedures every three months.

·      Nundle CWA Preschool places high importance on preparing our employees to assess and manage emergency situations, to ensure their safety and wellbeing and that of all children, visitors and other persons in our environment.

·      Nundle CWA Preschool is committed to identifying risks and hazards in emergency preparedness, and planning for their reduction or minimisation, and ongoing review of planned actions around handling these situations.

Goals / What are we going to do?

·      This Policy has been developed through consultation with local families as well as local service providers and staff, and reflects the priorities identified for all stakeholders.

·      Nundle CWA Preschool is committed to identifying risks and hazards in emergency preparedness, and planning for their reduction or minimisation, and ongoing review of planned actions around handling these situations including:

o  Conducting ongoing risk assessment and reviews of all potential emergency and evacuation situations, including medical emergency situations.

o  Develop specific procedures around each potential emergency situation and ensure full awareness by all staff through the provision of professional development.

o  Ensure regular rehearsal and evaluation of all emergency procedures to ensure ongoing quality improvement, according to regulations.

Definitions

Approved anaphylaxis management training

Approved anaphylaxis management training. Anaphylaxis management training approved by ACECQA and published on the list of approved first aid qualifications and training on the ACECQA website.

Approved emergency asthma management training

Emergency asthma management training approved by ACECQA and published on the list of approved first aid qualifications and training on the ACECQA website.

Approved first aid qualification

A qualification that includes training in the matters set out below, that relates to and is appropriate to children and has been approved by ACECQA and published on the list of approved first aid qualifications and training on the ACECQA website. Matters are likely to include: Emergency life support and cardiopulmonary resuscitation; convulsions; poisoning; respiratory difficulties; management of severe bleeding; injury and basic wound care; and administration of an auto-immune adrenalin device.

Communications plan

A plan that outlines how relevant educators, staff members and volunteers are informed about the medical conditions policy, the medical management plan and risk minimisation plan for the child. It also sets out how families can communicate any changes to the medical management plan and risk minimisation plan for the child. 

Direct Egress

The ability to move and directly exit to an assembly area that is at the same level as the education and care service and is outside the service premises and away from the building. This does not include travelling through sets of stairs (including fire isolated stairwells), busy occupied areas, traffic or other hazards, or obstructions. For example, a centre-based service, family day care residence or venue is located on the second storey of a multi-storey building. The building is on sloping land which means that the service, residence or venue has direct access to the outdoors at ground level (without the need to travel up or down any stairs) which leads to the assembly area(s) outside the education and care premises and building.

Emergency

An incident, situation or event where there is an imminent or severe risk to the health, safety or wellbeing of a person at the service.

Emergency Drill/Rehearsal

A process to rehearse anticipated emergency scenarios or events, designed to help clarify roles and responsibilities, provide training and verify the adequacy of the emergency response.

Emergency Management

Emergency management is a coordinated effort across all services and government agencies to prevent, prepare, respond and recover from natural disasters and other emergencies.

Emergency services

Includes ambulance, fire brigade, police and state emergency services.

Emergency Evacuation Centre

Evacuation centres may be opened to support people who require short-term temporary accommodation following a natural disaster or other incident.

Evacuation Floor Plan

An evacuation plan is used where it is deemed necessary to evacuate the immediate area or building to ensure the safety and wellbeing of children and adults. It may also have the name ‘evacuation diagram’. These diagrams/plans must be situated at each exit point within building access.

Evacuation Route

Continuous path of travel (including exits, public corridors and the like) from any part of a building to a safe place.

First aid

Is the immediate treatment or care given to a person suffering from an injury or illness until more advanced care is provided or the person recovers. First aid training should be delivered by approved first aid providers, and a list is published on the ACECQA website: www.acecqa.gov.au/qualifications/requirements/first-aid-qualifications-training

Health information

Health information about each child must be kept in their enrolment record. This includes:

·      the contact details of their registered medical practitioner

·      their Medicare number (if available)

·      their specific healthcare needs and allergies (including anaphylaxis)

·      any medical management plan, anaphylaxis or asthma management plan or risk minimisation plan to be followed

·      any dietary restrictions

·      their immunisation status

·      whether a child health record has been sighted.

Lock Down

A security measure taken during an emergency to prevent people from leaving or entering a building or premises until the threat or risk has been resolved.

Medical management plan

Individual medical management plans can be provided by a child’s family and may be required by the service before the child is enrolled. It is best practice for the family to consult with the child’s medical practitioner in the development of the plan and for the practitioner’s advice to be documented.

Medication

Medicine within the meaning of the Therapeutic Goods Act 1989 of the Commonwealth. Medicine includes prescription, over-the-counter and complementary medicines. All therapeutic goods in Australia are listed on the Australian Register of Therapeutic Goods, available on the Therapeutic Goods Administration website (tga.gov.au).

Medication record

A record to be kept for each child to whom medication is to be administered by the service. Details to be recorded:

·      the child’s name

·      the authorisation to administer medication

·      the name of the medication

·      the date and time the medication was last administered

·      when the medication should be next administered

·      the dosage to be administered

·      the manner in which it is to be administered

·      name and signatures of staff administering medication

NQF

National Quality Framework - national initiative to improve education and care across Long Day Care, Family Day Care, preschool/kindergarten and Outside School Hours Care. The NQF includes the National Law and National Regulations, The National Quality Standard, National learning frameworks and an assessment and quality rating process for services.

Risk minimisation plan

A plan developed with a child’s parents to ensure that:

·      the risks relating to the child’s specific health care need, allergy or relevant medical condition are assessed and minimised

·      practices and procedures in relation to the safe handling, preparation, consumption and service of food are developed and implemented (if relevant)

·      practices and procedures to ensure that the parents are notified of any known allergens that pose a risk to a child and strategies for minimising the risk are developed and implemented (if relevant)

·      practices and procedures ensuring that all educators, staff members and volunteers can identify the child, the child’s medical management plan and the location of the child’s medication are developed and implemented

Serious incident

a) For the purposes of the definition of serious incident in section 5(1) of the Law, each of the following is prescribed as a serious incident: (a) the death of a child

           i.               while that child is being educated and cared for by an education and care
service; or

         ii.               following an incident occurring while that child was being educated and cared
for by an education and care service;

b)        any incident involving serious injury or trauma to a child occurring while that child is being educated and cared for by an education and care service

           i.               which a reasonable person would consider required urgent medical attention from a registered medical practitioner; or

         ii.               for which the child attended, or ought reasonably to have attended, a hospital; Example: A broken limb.

c)        any incident involving serious illness of a child occurring while that child is being educated and cared for by an education and care service for which the child attended, or ought reasonably to have attended, a hospital; Example: Severe asthma attack, seizure or anaphylaxis reaction.

d)        any emergency for which emergency services attended;

e)        any circumstance where a child being educated and cared for by an education and care service

           i.               appears to be missing or cannot be accounted for; or

         ii.               appears to have been taken or removed from the education and care service premises in a manner that contravenes these Regulations; or

       iii.               is mistakenly locked in or locked out of the education and care service premises or any part of the premises.

Suitably equipped first aid kit

Should be fully stocked, with no expired products, and should be checked regularly to ensure this. For example, a service might keep a checklist of the contents inside each first aid kit, and initial the list each time the contents are checked. Approved providers or FDC educators may seek guidance from a reputable organisation such as St John Ambulance on first aid kit contents.

 Procedure

Risk Assessment for Potential Emergencies

·      In preparing emergency and evacuation procedures, a risk assessment is conducted to identify potential emergencies relevant to our service. We aim to identify these risks by using the Emergency Risk Assessment Tool - attached in the Emergency Management Plan (EMP). The risk assessment tool will address the hazards and potential threats to our service, the level of risk of each and how we will prepare to minimise and manage the risks. Risk assessment steps:

o  Step 1 - Identify the hazard/potential emergency/threats.

o  Step 2 - Describe the risks – the risk each hazard creates for children, families, staff, students, visitors and contractors at our service in relation to key cause/s and key consequence/s of each.

o  Step 3 - Identify controls/measures we currently have in place to manage the risks.

o  Step 4 - Rate the risk – we will use the consequence criteria and likelihood tables to determine the overall rating for each risk using the risk rating matrix.

o  Step 5 - Treatments to be implemented. The risk rating will guide the extent to which we will need to develop further treatments to reduce the risk level.

o  Step 6 – Re-assess the risk. Once the additional treatments have been identified, we will re-assess the level of risk on the basis of the new treatments.

·      Risk assessment documentation will be updated periodically and when needed as circumstances change.

Emergency and Evacuation Procedures

·      Nundle CWA Preschool will develop suitable emergency response procedures based on the risk assessment outcomes.

·      Emergency response procedures may include (but not limited to);

o  Act of terrorism (Bomb threat)

o  Air Quality

o  Bush Fire

o  Building or Industrial Fire Nearby Fire

o  External Emissions Spill (asbestos, gas, smoke)

o  Extreme Weather & Natural disasters (flood, earthquake, bushfire, tsunami)

o  First Aid

o  Intruder

o  Loss of essential services

o  Medical Emergency/Health & Wellbeing Emergency Procedure

o  Missing Child, Non-Collection and Unauthorised Collection Procedure

o  Snakes or other potentially dangerous animals, reptile, and insects

o  Any circumstances specific to the service setting and context

·      Depending on each circumstance, the nominated supervisor or the Person in charge for the Day will decide the course of action: being either lock down, evacuation onsite, evacuation offsite, or shelter in place.

·      Where possible we will consult/seek advice from relevant recognised authorities for the development and implementation of our emergency procedures e.g., Local Fire Brigade, State Emergency Services, Local Council services, as well as undertaking training in the use of fire /emergency equipment.

·      Ensure that all employees and other stakeholders including children have the opportunity to contribute to the development of emergency procedures.

·      Ensure that all employees, students, volunteers and other persons attending the service are aware of the emergency response procedures and emergency and evacuation floor plans. This includes, fire exits, installed firefighting equipment and any machinery that might need to be turned off in an emergency.

·      Contractors and visitors to the service will also be shown the emergency exits, emergency response procedures and installed firefighting equipment.

·      A responsible person is on duty at opening and closing times to ensure the safety and wellbeing of all stakeholders and understand their responsibility in an emergency situation.

·      Staffing rosters ensure that at least one educator/staff member who holds a current approved first aid qualification and has undertaken approved anaphylaxis management training and approved asthma management training will be immediately available in the event of an emergency.

·      Emergency telephone numbers are clearly displayed near every telephone.

·      A copy of the emergency and evacuation floor plan and procedures are displayed near all exits throughout the service. The evacuation floor plan will include a visual map of the service and a step-by-step overview of the evacuation process. The visual map will have clearly marked exit routes from all locations within the service. The step-by-step evacuation process will state who is responsible, what needs to be collected, the location of the assembly point and contact details of the service for easy reference.

Discovering an Emergency

·      Whoever discovers the emergency sounds the alarm/warning and notifies the Responsible Person immediately so that they can determine and implement the appropriate procedures.

·      After immediate assessment, the Responsible Person will then call LOCKDOWN or an EVACUATION depending on the type of emergency.

Evacuation Drills and Emergency Evacuation

·      Emergency and evacuation drills are rehearsed every three months. Emergency and evacuation drills are to be rehearsed by the Responsible Person, all staff, volunteers, parents and children present at the service on the day of the rehearsal.

·      Where possible, the service will continue to rehearse emergency procedures at various times of the day and week, for the duration of a week, so all children enrolled at the service and staff employed at the service have an opportunity to rehearse. This allows us the opportunity to rehearse and evaluate our current practices whilst preparing our staff, children and other persons in our service for the possibility of an emergency.

·      Each emergency rehearsal/drill is documented to include the date, time, how many people are in the building according to attendance registers, how many people evacuated, the time it takes to evacuate, what the simulated emergency conditions were (if any), any problems encountered, weather conditions, and any additional notes. This documentation is kept for a minimum of three years.

·      The ECO (Emergency Control Organisation) made up of people in your service are responsible for reviewing the evaluations and making changes where necessary.

·      Simulated emergency conditions consider a variety of practice styles such as scenarios in the rooms, around the yards, and out of the grounds.

·      There is a large emergency cot that is to be used for any children not walking during evacuations. This cot is to be checked regularly and maintained in a sturdy condition to ensure its safety at all times.

·      In the case of a multistorey building, alternate transportation of non-ambulatory children, including a human chain, to be included in multistorey risk assessment and emergency procedures.

Emergency Equipment

·      Nundle CWA Preschool will ensure we have access to an operating telephone or other similar means of communication to and from parents and emergency services. In the case of an emergency evacuation, we will ensure we have communication devices such as mobile phone.

·      Portable First Aid Kits are adequately stocked and located in prominent and accessible positions.

·      The service has sufficient fire extinguishers and fire blankets. These are tested and tagged annually to ensure they are in good working order.

·      Nundle CWA Preschool will ensure all staff are aware of the correct use of a fire extinguisher. The acronym PASS can be used to train employees in using fire extinguishers:

o  Pull pin or release lock

o  Aim low at the base of fire

o  Squeeze handle

o  Sweep fire extinguishers from side-to-side at base of fire.

·      Smoke detectors are throughout the service to assist in alerting and responding to fire emergencies promptly and these are regularly maintained.

·      The preschool  has a stocked evacuation bag consisting of a current emergency contact list, basic first aid kit, children’s necessities such as sunscreen, wipes / tissues, gloves, sanitisers, water, torch, books, paper/pencils. The services asthma puffer / EpiPen is accessible (in close proximity to) the evacuation bag with first aid instructions etc. (See emergency evacuation kit checklist).

After the Emergency is Over

·      In the event that the building is unsafe to return to, the Responsible Person will notify parents or emergency contacts to collect each child. The Responsible Person  will liaise with the relevant emergency authorities if there is a need to change locations ( e.g. move to an Emergency Evacuation Centre)

·      If able to return to the building, with reassurance and calmness, walk back to the centre following the safety procedures, recheck that all children have returned and discuss as developmentally appropriate the emergency that has taken place.

·      Consider counselling services for anyone affected by the emergency.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

·      Ensuring that every reasonable precaution is taken to protect children at the service from harm and hazards that are likely to cause injury (Section 167)

·      Ensure the identification of potential emergency and evacuation situations that may arise at the service and risks associated with such situations using a risk assessment process.

·      Ensure the following documents are completed;

o  risk assessments (reviewed at least annually)

o  emergency and evacuation procedures

o  emergency evacuation floor plan; and

o  emergency Management Plan

·      Ensure all staff participate in regular induction and training regarding emergencies

·      Ensure educators and staff have ready access to an operating telephone or similar means of communication and that emergency telephone numbers are displayed near phones

·      Ensure staff have access to emergency equipment such as fixed extinguishers and fire blankets, and that staff are adequately trained in their use

·      Ensure that emergency equipment is tested as recommended by recognised authorities e.g., Fire Extinguishers

·      Determine whether the service should close if damaged due by a Natural Disaster

·      In the case of an emergency, contacting families of the service

·      Recovery events that follow (e.g., informing families of any closure periods, contacting service’s insurance company, arranging counselling, etc).

·      Ensure they are connected to local council and state based emergency preparedness contact information and apps, eg. BOM, Fires Near Me (nsw.gov.au)

Nominated Supervisor /Responsibilities Implement duties as listed above and directed by the Approved Provider

·      Ensure the emergency evacuation procedures and floor plan are displayed in a prominent position near each exit (including the classrooms) and that all staff are aware of their location.

·      Ensure all staff are trained in emergency evacuation procedures

·      Ensure all staff are aware of emergency evacuation points

·      Ensure that families are regularly reminded of the emergency procedures in place at the service

·      Ensure that evacuation procedures are rehearsed every three months, with rehearsals to be carried out over an entire week at different times of the day to ensure each enrolled child and staff member participates.

·      Provide staff and visitors with evaluation/feedback forms after each rehearsal to assist in refining the risk management procedures around the safe evacuation of staff and children

·      Ensure all rehearsals and actual evacuations are documented and reviewed

·      Ensure all staff are notified of any changes to the emergency procedures

·      Ensure all emergency contact lists are updated as required

·      If used by the service for attendance purposes – ensure iPads/tablets are charged

·      Ensure two-way radios are checked regularly and batteries replaced

·      Ensure smoke detectors are checked regularly

·      Ensure Emergency Evacuation Packs are kept up to date

·      Assist the Approved Provider in contacting the service’s insurance company, families of the service/emergency contacts, etc

·      Ensure they are connected to local council and state based emergency preparedness contact information and apps, eg. BOM, Fires Near Me (nsw.gov.au)

·      Submit notifications of serious incidents online via the National Quality Agenda IT System (NQA ITS): www.acecqa.gov.au/national-quality-agenda-it-system

Educators and Staff Ensure the sign in register accurately records attendance of each child

·      Ensure the time of arrival and departure is noted in the sign-in record for every child

·      Sign in/out on the staff attendance record

·      Display the emergency procedure plan for their room in a prominent position (this is by the exit points)

·      Practice emergency procedures that involve a variety of movement e.g., Lockdown, evacuation onsite, evacuation offsite, shelter in place.

·      Embed learning opportunities about emergency procedures through the service’s development program.

·      Familiarise casuals, agency casuals, students and volunteers with the main emergency procedures at the beginning of their shift or during their Induction

·      Ensure all items in emergency bags are present

·      Conduct regular head counts of children throughout the day

·      Provide children with learning opportunities about emergency procedures

·      Be alert to the immediate needs of all children throughout scheduled and spontaneous drills

·      Assist the Nominated Supervisor/Approved Provider in identifying risks and potential emergency situations

·      Assist the Nominated Supervisor/Approved Provider in developing procedures to lessen the risks associated with emergency evacuation and lockdown.

·      Ensure they are aware of the placement of operating communications equipment e.g., two- way radio, and are confident in their ability to operate them

·      Assist the Nominated Supervisor/Approved Provider with the implementation of the service’s emergency procedures             

·      If designated within the ECO, conduct a head count prior to evacuation and conduct a roll call at the designated ‘safe zone’. This can use a printed version from evacuation bag or electronic format (ensure electronic device has internet data capacity)

·      No employee is to leave the safe zone or safe venues until informed to do so by Emergency Services or the Responsible Person/Chief Warden. All educators/staff will stay with the children to provide comfort and stability until all children have been collected by a parent or an authorised emergency contact

·      In the case of an emergency, assist the Nominated Supervisor/Responsible Person in contacting families or authorised emergency contacts

Families

·      Familiarise themselves with the service’s Emergency Management Plan during orientation

·      Ensure their child’s attendance record is completed on arrival and when collection their child

·      Provide emergency contact details on their child’s enrolment form and ensure this is kept up to date

·      Follow the direction of educators and staff in the event of an emergency or when rehearsing emergency procedures

·      Ensure they are connected to local council and state based emergency preparedness contact information and apps, eg. BOM, Fires Near Me (nsw.gov.au)

 Education and care services are reminded that they must report serious incidents to the Department of Education, in accordance with relevant regulatory requirements.

Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every two years.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

.Nundle CWA Preschool

Enrolment and Orientation

Policy Statement

Our service will implement a process to ensure enrolment and orientation processes are planned and implemented to meet the needs of the child and family as well as ensuring all legislative requirements, including the Australian Government Priority of Access Guidelines are adhered to.

We will ensure:

·      Children are provided with support and comfort to settle into the service and establish new friendships and relationships.

·      A thoughtful process is planned in consultation with families, to assist in separating from their child.

·      Educators are provided with a clearly explained enrolment process; time to get to know families before children start; strategies to support families in introducing children to our service, time to develop close professional relationships with families; support from referral agencies; and information about custodial issues.


·      Home language, cultural background and family priorities are considered at all times during the process.

Goals / What are we going to do?

Enrolment and orientation procedures form the foundation for strong relationships between families and early education and care settings and promote a shared vision for quality experiences of education and care for children.

Good procedures include consistent information around service operation and authorisations, promoting compliance and a safe and secure environment for children and families.

Strategies / How will it be done?

Enrolment: Priority of access

Preschools are funded through the NSW State Government

Preschool or kindergarten services:

Preschool  services have priority of access guidelines as per the ECEC guidelines

Enrolment Form

Upon enrolment, the enrolment form will be completed in accordance with Regulation 160.Where enrolling families are not fluent in English the enrolment meeting will, wherever possible be conducted in the families’ primary language. At enrolment, parents are encouraged to provide any further information about their child that will support continuity of care between home and the service.

Enrolment forms will be updated annually or when a family’s circumstances change, to ensure information is current and correct.

The enrolment record will include the following information for each child:

·      Full name, date of birth and address of the child. 


·      Name, address and contact details of each parent of the child.

·      any emergency contacts.

·      any person nominated by the parent to collect the child from the service.

·      any person authorised to consent to medical treatment or to authorise administration of medication to the child.

·      any person authorised to give approval for an educator to take the child out of the service. 


·      Details of court orders, parenting orders or plans. 


·      Details of court orders relating to the child’s residence or contact with a parent or other person. 


·      Gender of the child.


·      Language used in the child’s home. 


·      Cultural background of the child and child’s parents. 


·      Any special considerations for the child (e.g. cultural, religious or dietary requirements or additional need). 


·      Authorisations for our service to seek medical treatment for the child from a registered medical practitioner, hospital or ambulance service, and transportation of the child by an ambulance service.


·      Authorisation for the service to take the child on regular outings.

·      Authorisation for the children to be relocated in the event of an emergency evacuation.


·      Name, address and telephone number of the child’s registered medical practitioner or medical service. 


·      Child’s Medicare number (if available).


·      Details of any specific healthcare needs of the child including any medical condition. 


·      Details of any allergies or anaphylaxis diagnosis. 


·      Any medical management plan, anaphylaxis/asthma/diabetic management or risk minimisation plan. 


·      Details of dietary restrictions for the child.


·      Immunisation status of the child

·      All information will be checked before enrolment is complete including the child’s immunisation status.

A Privacy Collection Statement attached to the enrolment form which details:

·      the name and contact details of the service. 


·      the fact that enrolling parents/guardians are able to gain access to their information. 


·      why the information is collected. 


·      the organisations to which the information may be disclosed. 


·      any law that requires the specific information to be collected. 


·      the main consequences for not providing the required information. 


Custody Arrangements 


The Education and Care Services National Regulations require our service to have details of all custodial and access arrangements. 


·      Enrolling family members are responsible for informing the nominated supervisor of any parenting orders or parenting plans on enrolment and must advise the nominated supervisor immediately of any subsequent alterations to these arrangements.            

·      All relevant legal documentation is to be shown to the nominated supervisor, and a copy will be maintained in the child’s enrolment record. 


 Orientation 


The orientation and settling in period will consider and respect the needs of both families and children. Parents/guardians will be encouraged to remain with their child when delivering or collecting them for as long a period as the parent/guardian and/or educators feel may be necessary to ensure the child’s wellbeing.

We will always consider the feelings and time constraints that families may have in regard to participating in orientation processes and aim to make the experience a positive and welcoming introduction to the service. 


Our service will provide options for orientation to the education and care service for families which includes:

·      Inviting new families to visit the service with their child at times that suit them, to familiarise families with the service prior to the child’s attendance. 


·      Providing all new families with a conducted tour of the premises which will include introductions to other educators, children and families, and that highlights specific policies and procedures that families need to know about our service. 


·      Ensuring each family has a copy of the Family Handbook and an opportunity to have any questions answered.

·      The opportunity to stay with their child during the settling in process. 


·      Ensuring all new families are encouraged to share information about their child and any concerns, doubts or anxieties they may have in regard to enrolling their child at the service

Roles and Responsibilities

Role

Authority/Responsibility For

Approved provider

·      Ensure the service operates in line with the Education and Care Services National Law and National Regulations 2011 with regard to the delivery and collection of children at all times.

·      Providing opportunities (in consultation with the nominated supervisor and staff) for interested families to attend the service during operational hours to observe the program and become familiar with the service prior to their child commencing in the program. 


·      Ensuring that enrolment forms comply with the requirements of Regulations 160, 161, 162.

·      Ensuring that enrolment records are stored in a safe and secure place and kept for three years after the last date on which the child was educated and cared for by the service (Regulation 183).


·      Ensuring that parents/guardians of a child attending the service can enter the service premises at any time that the child is being educated and cared for, except where permitting the parent’s entry would pose a risk to the safety of children or staff, conflict with any duty of the approved provider, nominated supervisor or educator under the Law, or if the approved provider or nominated supervisor reasonably believes that permitting the parent’s entry would contravene a court order. (Regulation 157). 

·      Ensure that the use of vaping substances and devices is prohibited during any visit to the service

Nominated supervisor

·      Providing enrolment application forms. 


·      Maintaining a waiting list. 


·      Maintain an immunisation register.

·      Collecting, receipting and banking enrolment fees. 


·      Offering places in line with this policy and criteria for priority access and providing relevant paperwork to families in accordance with this policy. 


·      Providing a monthly report to the approved provider regarding the status
of enrolments.

·      Storing completed enrolment application forms in a lockable file (refer to privacy and confidentiality policy) as soon as is practicable.

·      Communicate to ensure that the use of vaping substances and devices is prohibited.

Early childhood educators

Acting in accordance with the obligations outlined in this policy. 


·      Responding to enrolment enquiries on a day-to-day basis and referring people to the person responsible for the enrolment process, as required. 


·      Ensuring that enrolment forms are completed prior to the child’s commencement at the service.

·      Developing strategies to assist new families to:

o  feel welcomed into the service. 


o  become familiar with service policies and procedures.            

o  to develop and maintain a routine for saying goodbye to their child.


·      Providing comfort and reassurance to children who are showing signs of distress when separating from family members. 


·      Sharing information with parents/guardians regarding their child’s progress with regard to settling into the service.

Families

·      Reading and complying with this policy.

·      Ensure they follow the services expectations that the use of vaping substances and devices is prohibited.

Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every two years.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

In accordance with R. 172 of the Education and Care Services National Regulations, the service will ensure that  families of children enrolled at the service are notified at least 14 days before making any change to a policy  or procedure that may have significant impact on the provision of education and care to any child  enrolled at the service; a family’s ability to utilise the service; the fees charged or the way in which fees are collected.

Nundle CWA Preschool

Family Participation and Communication

Introduction

“Families are the primary influence in their children’s lives and also have strong beliefs and values regarding the education and care of their children, and the experiences in which their children should be able to participate. Effective relationships between educators and families are fundamental to the quality of education and care that children receive.” Adapted from the Guide to the National Quality Framework, ACECQA (2020)

Family involvement in a child’s early childhood education results in quality learning and care, leading to better social, emotional and learning outcomes for children. Families play an integral role in a child’s early childhood education and care. When educators create a welcoming, culturally safe, inclusive environment for everyone, the early education service becomes an integral part of the community.

Goals / What are we going to do?

Developing effective partnerships with families requires early education professionals to hold a set of values, skills, behaviours and knowledge that recognises and respects the central role of families in children’s lives. Every partnership will be unique, just as each family, with their different experiences, values and priorities, is unique.

Strategies / How will it be done?

The approved provider will:

·      Ensure that parents and guardians may enter the education and care service at any time unless such entry would pose a risk to the safety of children/educators or breach court orders regarding access to children.

·      Ensure that educators provide information to families regarding the content and operation of the educational program, in relation to their child, and that a copy of the educational program is available for inspection at the education and care service.

·      Ensure that families have access to documents regarding the assessment of the child’s developmental needs, interests, experiences and participation in the educational program, and assessments of the child’s progress against the outcomes of the educational program.

·      Ensure that parents are notified immediately (no later than 24 hours after) of any incident, injury, trauma or illness that occurs for their child while at the service.

·      Ensure that parents and guardians are notified of changes to policies or fees and given adequate notice as per the Education and Care Services National Regulations.

·      Ensure that a copy of the Education and Care Services National Regulations is available for parents and guardians to access.

·      Ensure that the enrolment and orientation process provides families with information about the philosophy, policies and practices of the service prior to children’s first attendance at the service.

The nominated supervisor will:

·      Develop systems for families to provide feedback regarding the enrolment and orientation process and when reviewing policies and procedures to improve processes and practice.

·      Ensure that parents and guardians may enter the education and care service at any time unless such entry would pose a risk to the safety of children/educators or breach court orders regarding access to children.

·      Inform families about the processes for providing feedback and making complaints.

·      Develop an enrolment and orientation procedures that ensures families are provided with information about the philosophy, policies and practices of the education and care service prior to children’s first attendance at the service.

Educators will:

·      Demonstrate respect in their relationships with families, adopting an open, non-judgemental and honest approach that is responsive to each family’s context.

·      Create a welcoming, culturally safe environment where all families are encouraged to participate in and contribute to experiences which enhance children’s learning and development.

·      Actively listen to each family’s understandings, priorities, aspirations, and perspectives about their child and be authentic and genuinely interested. This will lead to informed, shared decision-making and the promotion of each child’s learning and development.

·      Actively engage families and children in planning for ongoing learning and development in the service, at home, and in the local community.

·      Establish partnerships where information sharing supports families’ role as the child’s first teacher.

·      Inform families about the processes for providing feedback and making complaints.

·      Be available for families at pick up and drop off times to pass on important messages and information about their child’s participation in the education and care program.

·      Encourage families to be involved in the education and care service and the program through providing feedback, visiting the service, bringing in items from the home environment and giving insight into their child’s emerging interests and needs.

·      Promote continuous open and honest two-way communication with families to assist them to feel connected with their child’s experiences in the education and care setting and to develop families’ trust and confidence in the education and care service.

·      Value parents and guardians as the first and most important teacher in a child’s life, seeking to share the parent and guardians understandings, knowledge and preferences for the child, and seeking to balance individual needs with practice in the education and care service.

·      Recognise that because families are often busy with many competing priorities, they will need to consider a range of flexible and responsive strategies to build and maintain relationships with each family.

·      Make documentation available to families and prepare documentation in a way which is readily understandable to the parents of the child and to other educators.

·      Ensure that parents or guardians are notified immediately (but no later than 24 hours) of any incident, injury, trauma or illness that occurs for their child while at the education and care service.

Families will:

·      Provide accurate information on enrolment and medical information forms during the enrolment process and notify educators when any information changes.

·      Be invited to contribute to the quality improvement process within the education and care service.

·      Be encouraged to attend children’s excursions to help meet required ratios and to support their children’s knowledge of and engagement in their community.

·      Be invited to assist with working bees in the education and care service. These will be arranged from time to time to help maintain equipment and the education and care environment and will be a family event where children can also participate.

·      Be invited to family events to be held periodically to help families network and develop friendships in the local community. Educators will be encouraged to attend these events.

·      Evaluation

Families feel valued and welcomed as the first and most important educator in their child’s life. Continuous improvement in the education and care setting is occurring because collaboration, clear communication, reflection, constructive feedback and positive relationships are fostered between all participants.

Related legislation

·      Education and Care Services National Law
Act 2010

·      Education and Care Services National Regulations: Regulation
168(2)(n)

·      Family Law Act 1975

Related Guidelines, Standards, Frameworks

·      Education and Care Services National Regulations

·      Belonging, Being and Becoming: The Early Years Learning Framework for Australia V2.0, 2022

·      My Time, Our Place: Framework for School Age Care in Australia V2.0, 2022

Nundle CWA Preschool

Medication Administration

Introduction

To promote the health, safety and wellbeing of children at the Service, medications may sometimes be necessary. Any medication is administered according to the medical practitioner’s directions for use and first aid guidelines to maintain the child’s health, safety, and wellbeing. In accordance with the Education and Care Services National Law and Regulation 92, early childhood services must maintain medication records for each child receiving medication from the Service.

Goals / What are we going to do?

Families requesting the administration of medication will be required to follow the guidelines developed by the education and care service to ensure the safety of children and educators. The education and care service will follow legislative guidelines and standards in order to ensure the health of children, families and educators at all times.

Strategies / How will it be done?

The nominated supervisor will:

·      Ensure that a medication record is developed for each child requiring medication at the education and care service. The medication record must detail the name of the child

·      Authorisation to administer medication must be signed by a parent or person named in the child’s enrolment record as authorised to consent to administration of medication.

·      The following information must be included:

o  The name of the medication to be administered

o  The time and date the medication was last administered

o  The time and date or the circumstances under which the medication should next be administered

o  The dosage of the medication to be administered

o  The manner in which the medication is to be administered

·      Ensure that medication is not administered to a child being educated and cared for by the service unless it is:

o  prescribed by a registered practitioner, from its original container with the original
label including the name of the child for whom it is prescribed, before the expiry
or use-by-date, or 

o  from its original container, with the original label and instructions and before the expiry or use-by-date, and in accordance with any instructions attached to the medication or provided by a registered medical practitioner, either verbally or in writing.

·      Ensure that written and verbal notification are given to a parent or other authorised person of a child as soon as practicable, if medication is administered to the child in an emergency when consent was either verbal or provided by medical practitioners.

·      Ensure that if medication is administered without authorisation in the event of an asthma or anaphylaxis emergency, that the parent of the child and emergency services are notified as soon as practicable.

·      Services to adhere to notifiable incidents via the NQA ITS portal according to regulations, within 24 hours.

·      Ensure that enrolment records for each child outline the details of persons permitted to authorise the administration of medication to the child.

·      Take reasonable steps to ensure that medication records are maintained accurately.

·      Keep medication forms in a secure and confidential manner and ensure the records are archived for the regulatory prescribed length of time.

·      Ensure that educators receive information about the medical and medication policies during their induction.

·      Request written consent from families on the enrolment form to administer emergency asthma medication if required. Families will be reminded that every attempt to contact them for verbal permission will be made by the education and care service prior to administering asthma medications. Refer to Medical Conditions Policy for further details.

·      Inform families of the education and care service’s medical and medication
policies and the need to ensure that safe practices are adhered to for the
wellbeing of both the child and educators.

Educators will (with support from the nominated supervisor):

·      Ensure they understand their responsibilities and duty of care in addressing each child’s unique health care needs.

·      NOT administer any medication without the authorisation of a parent or person with authority – except in the case of an emergency, when the verbal consent from an
authorised person, a registered medical practitioner or medical emergency services will be acceptable if the parents cannot be contacted.

·      Ensure they are aware of children with diagnosed medical conditions and are knowledgeable about strategies to support their specific needs.

·      Ensure that medications are stored in the refrigerator in a labelled and locked medication container with the key kept in a separate location, inaccessible to children. For medications not requiring refrigeration, they will be stored in a labelled and locked medication container with the key kept inaccessible to children.

·      Ensure that two educators administer medications at all times. One of these educators must have approved First Aid qualifications in accordance with current legislation and regulations. Both educators are responsible to check the Medication Form, the prescription label and the amount of medication being administered. Both educators must sign, date and note the time on the Medication Form. Medications will be returned to the locked medication container after use.

·      Follow hand washing procedures before and after administering medication.

·      Share any concerns or doubts about the safety of administering medications with the Nominated Supervisor to ensure the safety of the child. The Nominated Supervisor may seek further information from the family, the prescribing doctor, or the Public Health Unit before administering medication.

·      Ensure that the instructions on the Medication Form are consistent with the doctor’s instructions and the prescription label.

·      Request that the family request an English translation from the medical practitioner for any instructions written in a language other than English.

·      Ensure that the Incident, Injury, Trauma and Illness Record documents any medication given. (Refer to policy.)

·      Will receive specific training to safely administer any required medication, with written consent from the child’s parent or guardian.

Families will:

·      Notify educators, both via enrolment forms and verbally when children are taking any medications. This includes short and long term medication use.

·      Complete a medication record form and a first aid/risk management plan as applicable for children requiring medication while they are at the education and care service. Documents for long term medication use will be developed with the family and the medical practitioner completing and signing the plan. Medical management plans must be updated as the child’s medication needs change.

·      Be requested to sign consent to use creams and lotions (list of items in the first aid kit provided at enrolment) should first aid treatment be required.

·      Be required to keep prescribed medications in original containers with pharmacy labels. Medications will only be administered as directed by the medical practitioner and only to the child whom the medication has been prescribed for. Expired medications will not be administered.

·      Keep children away from the care and education setting while any symptoms of an illness remain and for 24 hours from commencing antibiotics to ensure they have no side effects to the medication.

·      NOT leave any medication in children’s bags.

·      Give any medication for their children to an educator who will provide the family with a Medication Form. The family will complete the Medication Form and the educator will sign to acknowledge the receipt of the medication. No medications will be administered without written consent from the parent or authorised person.

·      Provide any herbal/naturopathic remedies or non-prescribed medications (including paracetamol or cold medications) with a letter from the doctor detailing the child’s name, dosage and the expiry date for the medication.

Medications kept at the education and care service

Any medication, cream or lotion kept on the education and care premises will be checked every three months for expiry dates in conjunction with the First Aid Checklist.

A list of first aid kit contents close to expiry or running low, will be given to the Nominated Supervisor who will arrange for the purchase of replacement supplies.

If a child’s individual medication is due to expire or running low, the family will be notified by educators that replacement items are required.

NO MEDICATION WILL BE ADMINISTERED IF IT IS PAST THE PRODUCT EXPIRY DATE.

Evaluation

The administration of medications is practiced in accordance with regulatory guidelines. Open communication between educators and families is a priority for ensuring children receiving medications remain safe and gain appropriate care to meet their health needs.

Nundle CWA Preschool

Nutrition, Food, Beverages and Dietary Requirements

Policy Statement

From December 2024, under the Australian Food Standards Code, Standard 3.2.2A child care services are now a Class 1 and Category One food premises. Child Care services are identified as a category one business who handle unpackaged, potentially hazardous food that is ready to eat. These businesses must implement all three food safety management tools (food safety supervisor, food handler training and evidence), to strengthen their management of hazards known to contribute to foodborne illness.

·      This policy concerns the provision of healthy food and drink while children are in care and the promotion of normal growth and development.

·      The service is committed to implementing the healthy eating key messages in the Australian Infant Feeding Guidelines and Australian Dietary Guidelines as outlined in the Get Up & Grow: Healthy Eating and Physical Activity for Early Childhood resources. The service will also refer to other government bodies such as the Department of Health, the National Health Medical Research Council and state/territory public health initiatives (for example: Munch & Move in NSW) in relation to healthy eating and menu planning resources.

·      Further, we recognise the importance of supporting families in providing healthy food and drink to their children. It is acknowledged that the early childhood setting has an important role in supporting families in healthy eating.

·      The service is committed to ensuring adequate health and hygiene practices are followed when handling preparing and storing food as per the Food Standards Code and Food Act 2023.

Goals / What are we going to do?

Our service recognises the importance of healthy eating to the growth and development of young children and is committed to supporting the healthy food and drink choices of children in our care.

Strategies / How will it be done?

·      Apply current national infant feeding recommendations.

·      Provide a suitable place within the service where mothers can breastfeed their babies or express breast milk.

·      Support mothers to continue breastfeeding until babies are at least 12 months of age while offering appropriate complementary foods from around 6 months of age.

Promote healthy food and drinks based on the Australian Guide to Healthy Eating and the Australian Dietary Guidelines

The service will:

·      Provide information to families on the types of foods and drinks recommended for children and suitable for children’s lunchboxes.

·      Encourage children to eat the more nutritious foods provided in their lunchbox, such as sandwiches, fruit, cheese and yoghurt, before eating any less nutritious food provided.

·      Discourage the provision of highly processed snack foods high in fat, salt and sugar and low in essential nutrients in children’s lunchboxes (where possible). Examples of these foods include lollies, chocolates, sweet biscuits, muesli bars, breakfast bars, fruit filled bars, chips, oven-baked crackers and corn chips.

The service can accommodate some processed foods based on children’s sensory processing needs where applicable.

Promote safety

·      Ensure water is readily available for children to drink throughout the day.

·      Be aware of children with food allergies, food intolerances and special diets and consult with families to develop individual management plans.

·      Ensure young children do not have access to foods that may cause choking.

·      Ensure all children remain seated while eating and drinking.

·      Always supervise children while eating and drinking.

Safe food handling

·      The service will apply current national food safety standards and recommendations, as well as information from applicable state/territory food authorities.

·      Provide food to children that has been stored, prepared and served in a safe and hygienic manner and to promote hygienic food practices

·      Ensure gloves are worn or food tongs are used by all staff handling ‘ready to eat’ foods.

·      Children and staff wash and dry their hands (using soap, warm running water and single use or disposable towels) before handling food or eating meals and snacks.

·      Food is stored and served at safe temperatures, for example, below 5°C or above 60°C.

·      Children will be discouraged from handling other children’s food and utensils.

·      Food-handling staff attend relevant training courses and pass relevant information onto the rest of the staff.

Provide a positive eating environment which reflects cultural and family values

·      Ensure that educators sit with the children at meal and snack times to role model healthy food and drink choices and actively engage children in conversations about the food and drink provided.

·      Endeavour to recognise, nurture and celebrate the dietary differences of children from culturally and linguistically diverse backgrounds.

·      Create a relaxed atmosphere at mealtimes where children have enough time to eat and enjoy their food as well as enjoying the social interactions with educators and other children.

·      Encourage older toddlers and preschoolers to assist to set and clear the table and serve their own food and drink – providing opportunities for them to develop independence and self-esteem.

·      Respect each child’s appetite. If a child is not hungry or is satisfied, do not insist he/she eats.

·      Be patient with messy or slow eaters.

·      Encourage children to try different foods but do not force them to eat.

·      Do not use food as a reward or withhold food from children for disciplinary purposes.

Promote lifelong learning for children, early childhood staff and families about healthy food and drink choices

·      Foster awareness and understanding of healthy food and drink choices through including in the children’s program a range of learning experiences encouraging children’s healthy eating.

·      Encourage children to participate in a variety of ‘hands-on’ food preparation experiences.

·      Provide opportunities for children to engage in discovery learning and discussion about healthy food and drink choices.

Encourage communication with families about the provision of appropriate healthy food and drinks for children while they are attending the service

·      Provide a copy of the Nutrition, Food, Beverages and Dietary Requirements Policy to all families upon orientation at the service. Families will be provided with opportunities to contribute to the review and development of the policy.

·      Request that details of any food allergies or intolerances or specific dietary requirements be provided to the service and work in partnership with families to develop an appropriate response so that children’s individual dietary needs are met. Details of any dietary restrictions will be kept in children’s enrolment record.

·      Communicate regularly with families about food and nutrition related experiences within the service and provide up to date information to assist families to provide healthy food choices at home.

·      Communicate regularly with families and provide information and advice on appropriate food and drink to be included in children’s lunchboxes. This information may be provided to families in a variety of ways including newsletters, during orientation, information sessions and informal discussion.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

·      Ensure the service operates in line with the Education and Care Services National Law and National Regulations 2011.


·      Ensure that the service implements adequate health and hygiene practices and safe practices for handling, preparing and storing food to minimise risks to children being educated and cared for by the service.

·      Ensure a trained Food Safety Supervisor is appointed and their certification is current.

·      Ensure all requirements under the Food Standards Code and Food Act 2023 are met.

Nominated Supervisor

·      Ensure adequate health and hygiene practices and safe practices for handling, preparing and storing food are implemented at the service to minimise risks to children.

·      Ensure children being cared for by the service have access to safe drinking water at all times and are offered food and beverages on a regular basis throughout the day.

Early Childhood Educators

Adhere to the strategies and practices of the Nutrition, Food, Beverages and Dietary Requirements Policy.

·      Adhere to the Food Safety Standards Code and the Food Act 2023.

·      Ensure children’s individual dietary needs are adhered to. 


·      Provide positive meal time experiences for children. 


·      Respect the individual needs and choices of children. 


·      Actively supervise children during meal times. 


·      Adhere to the service’s Hygiene and Infection Control Policy.

·      Maintain evidence of safe food handling (eg temperature logs, cleaning schedules, corrective action records)

·      Complete appropriate training as per service requirement. The link to the basic handler training is a guide only.

Families

·      Communicate regularly with educators/staff regarding children’s specific nutritional requirements and dietary needs, including food preferences. 


·      Contribute menu ideas and recipes.

 Legislative Requirements

This policy refers to the legislative requirements for the nutrition, food and beverages and dietary requirements. Examples include but are not limited to:

Section/
regulation

Description

Regulation 77

Health, hygiene and safe food practices

Regulation 78

Food and beverages

Regulation 79

Service providing food and beverages

Regulation 80

Weekly menu

Regulation 90

Medical conditions policy

Regulation 91

Medical conditions policy to be provided to parents

Regulation 160

Child enrolment records to be kept by approved provider and family day care educator

Regulation 168

Education and care service must have policies and procedures

Regulation 169

Additional policies and procedures – family day care services

Regulation 170

Policies and procedures to be followed

Regulation 171

Policies and procedures to be kept available

Regulation 172

Notification of change to policies or procedures

 Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this policy every two years.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

Related Guidelines, Standards, Frameworks

·      National Quality Standard, Quality Area 1: Educational program and practice - Element 1.2.3: Child directed learning

·      National Quality Standard, Quality Area 2: Children’s health and safety - Element 2.1.3: Healthy lifestyle

·      National Quality Standard, Quality Area 5: Relationships with children - Element 5.1.2: Dignity and rights of the child

·      National Quality Standard, Quality Area 6: Collaborative partnerships with families and communities - Element 6.1.2: Parent views are respected

·      Australian Government Department of Health and Aged Care: Get Up & Grow: Healthy eating and physical activity for early childhood

·      NSW Government: Healthy Beginnings information sheets

·      Nutrition Australia: Fact Sheets

·      CELA Amplify (2024) - Updates to NSW food safety requirements

Related Legislation

·      Food Standards Australia New Zealand 2023 - Find out which Food Safety Management Tools apply to your business - https://www.foodauthority.nsw.gov.au/retail/standard-322a-food-safety-management-tools/standard-322a-food-safety-tools-quiz

·      Guidelines to Food Safety Supervisors (FFS) requirements - https://www.foodauthority.nsw.gov.au/sites/default/files/2023-07/FSS_Guidelines.pdf 

·      Showing food is safe - https://www.foodauthority.nsw.gov.au/retail/standard-322a-food-safety-management-tools/showing-food-safe

·      NSW Government Food Authority - Free basic food Handlers courses
www.foodauthority.nsw.gov.au/training/food-handler-basics-training Sources

·      Education and Care Services National Law Act 2010: Section 167

·      Education and Care Services National Regulations: Regulations 77-80, 162(e), 168(2)(a)(i)

·      Work Health and Safety Act 2011

·      Food Standards Australia New Zealand

Nundle CWA Preschool

Smoke, Drug, Alcohol and Vape Free Environment

Introduction

With the extension of Regulation 82 to include vaping-free areas Nundle CWA Preschool affirms its commitment to the health and safety of all children, families, educators and visitors' stakeholders within our service community. Smoking and vaping are banned within the grounds of Nundle CWA Preschool and within four metres of an entrance to all schools in NSW.  Smoking and using e-cigarettes (vapes) are banned in all enclosed public areas and certain outdoor public areas, under the Smoke-free Environment Act 2000 and the Smoke-free Environment Regulation 2016. These bans protect people from harmful second-hand tobacco smoke. There is no safe level of exposure to second-hand smoke.

All workplaces have a regulatory and legislative duty of care to provide a safe and healthy environment that is smoke, drug, alcohol and vape-free. Children, educators and families will not be exposed to the harmful effects of second-hand smoke while on education and care service premises.

Definitions

What is smoking? When people smoke tobacco, they burn it so they can breathe it in or taste the smoke. People smoke tobacco in different ways.

Cigarettes: Tobacco wrapped in a roll of paper. You can buy cigarettes ready-made or you can roll your own. When you smoke a cigarette, you breathe in the smoke.

Cigars: Tobacco wrapped in a tobacco leaf or the leaf of another plant.

Pipes: Loose-leaf tobacco smoked in a pipe.

Waterpipes or shisha: A device used to smoke tobacco, consisting of a base filled with water, a tube, and a bowl where you burn tobacco. When you inhale through the tube, the smoke from the burning tobacco passes through the water in the base first. Then it enters your mouth and lungs.

Illegal drugs: Drugs such as cannabis, amphetamines, ecstasy, cocaine and heroin, are illegal. They are not subject to quality or price controls, and the amount of active ingredient varies. It is against the law to possess, use, make, import or sell illegal drugs. The penalties for drug offences vary depending on the age of the offender (adult or minor), type of drug, quantities involved, previous offences, and the state or territory in which the offence happened.

Illicit drugs: Illicit drugs include:

·      illegal drugs

·      prescription medicines that have been obtained illegally or are not being used for medicinal purposes

·      other substances that are being used inappropriately – for example, sniffing glue or inhaling paint thinner.

Alcohol: Like other drugs, alcohol affects the way your body works. It can also be toxic and addictive. In Australia:

·      beer contains 0.9% to 6% alcohol

·      wine contains 12% to 14%

·      fortified wines such as sherry and port contain 18% to 20%

·      spirits such as scotch, rum, vodka and bourbon contain 40% to 50%.

Vapes:  E-cigarettes, also known as vapes, are battery-operated devices that deliver an aerosol by heating a liquid that users breathe in. People commonly refer to this aerosol as ‘vapour’, and to using an e-cigarette as ‘vaping’.

Illegal e-cigarettes: 

·      may not always list the ingredients of the liquids

·      contain a range of chemicals that have not been tested for safety, including those that add flavour

·      may contain nicotine even if labelled as ‘nicotine free’

·      may look like cigarettes, cigars, pipes, pens or memory sticks.

E-cigarettes may also be known as:

·      electronic cigarettes

·      e-cigs

·      electronic nicotine delivery systems (ENDS)

·      electronic non-nicotine delivery systems (ENNDS)

·      alternative nicotine delivery systems (ANDS)

·      nicotine vaping products (NVP)

·        personal vaporisers

·        e-hookahs

·        vape pens

·        vapes.

Goals / What are we going to do?

The education and care service has adopted a smoke, drug, alcohol and vape-free environment policy to protect all persons who access the service from the effects of environmental tobacco smoke, drugs and alcohol. E-cigarettes can contain the same harmful chemicals found in cleaning products, nail polish remover, weed killer and bug spray. Our early education and care service strictly prohibits smoking, drug use, alcohol consumption and vaping within our centre. Additionally, educators, students, volunteers and parents and visitors are not permitted to use drugs, cigarettes, vapes, or consume alcohol while working with children to ensure a safe and healthy environment for all.

Strategies / How will it be done?

The philosophy of the education and care service will guide educator interactions and practices by providing a vision, a purpose and meaningful direction regarding goals for children and families.

The approved provider will:

·      ensure the environment is free from tobacco, illicit drugs, alcohol and vapes and that employees, students, parents, visitors and volunteers are not impaired by these substances, including prescription medication, while supervising or providing care to children.

·      Take precautions to promote the health and well-being of children being cared for at the education and care service by protecting them from exposure to tobacco and other harmful substances in e-cigarettes.

·      Take precautions to ensure the health and well-being of children being cared for at the education and care service by ensuring that all staff, educators, students and volunteers are not under the influence of drugs and alcohol.

·      Designate all areas of the education and care service, including the building, outdoor areas and the car park as smoke, drug, alcohol and vape-free zones.

The nominated supervisor will:

·      Seek to protect children from passive smoking (including e-cigarettes) in environments during excursions.

·      Ensure that educators receive an induction to the education and care service where they are informed of the Smoke, alcohol, drug and vape-free environment policy.

·      Inform educators who choose to smoke or vape while employed at the education and care service that they are only able to leave the premises during allocated break periods. They must inform the nominated supervisor or colleagues that they are leaving the premises and if smoking, must be 4 metres away from the building according to the Smoke-free Environment Act 2000. At such times, educators must sign in and out of the service. When educators return to the service after smoking and/or vaping, they must wash their hands thoroughly.

·      Ensure that during orientation and enrolment visits, families are reminded that the education and care service is a smoke, drug, alcohol and vape-free environment.

·      Encourage educators and families to dispose of cigarette butts appropriately to ensure the safety of all children.

·      Ensure there are ‘No Smoking’ and vape-free signs displayed in all areas of the education and care service through the WHS checklists. Ensure universal signage is available to indicate a smoke, drug, alcohol, and vape-free environment.

·      Ensure information is available at enrolment, such as in the family handbook, advising families of this policy.

·      Make Information available about the effects of smoking and vaping and ensure that the Quit Line number is displayed on all ‘No Smoking’ signs.

Educators will:

·      Read and follow this policy and abide by the smoke-and vape-free legislation for the relevant state or territory, which may prohibit smoking or vaping in childcare facilities and within up to 4 meters of a public building.

·      Only leave the premises during allocated break periods and after informing the Nominated supervisor or colleagues that they are leaving. At such times, educators must sign in and out of the service.

·      Refrain from smoking and/or vaping in view of the service.

·      Wash their hands thoroughly and minimise the smell of tobacco on their clothing when returning to the service after smoking and/or vaping.

·      Dispose of any cigarettes and e-cigarettes appropriately.

·      Not be under the influence of, or consume drugs or alcohol, when working at the service.

Families will:

·      Read and follow this policy and abide by the smoke, drug, alcohol and vape-free policy for the relevant state or territory, which may prohibit smoking in childcare facilities and within up to 4 metres of a public building.

·      Dispose of any cigarette butts appropriately.

Evaluation

The education and care service is a smoke, drug, alcohol and vape-free environment. Educators and families will not expose other adults and children to the effects of passive smoking. The health benefits of smoke-free environments will be promoted.

Nundle CWA Preschool

Sun Protection

Policy Statement

We are committed to providing an environment that ensures all children and staff are protected from ultraviolet (UV) radiation during all outdoor activities. This includes:

·      Ensuring all children and staff are protected from too much UV exposure by using a combination of sun protection measures whenever UV levels reach 3 and above.

·      Ensuring the outdoor environment is sun safe and provides shade for children and staff.

·      Ensuring children are encouraged and supported to develop independent sun protection skills.

·      Supporting duty of care and regulatory requirements.

·      Supporting appropriate Workplace Health and Safety (WHS) strategies to minimise UV risk and associated harms for educators, staff and visitors.

This policy has been adapted from the Cancer Council Victoria sample SunSmart policy and procedures for early childhood.  For further details visit www.sunsmart.com.au/advice-for/schools-early-childhood.

Background

The Education and Care Services National Regulations require policies and procedures to be in place in relation to sun protection.

The sun’s UV can’t be seen or felt. Whatever the weather, it is important for people of all skin types to use sun protection whenever UV levels are three or higher.

High levels of UV can cause sunburn, skin and eye damage and skin cancer. Australia has one of the highest rates of skin cancer in the world, with two in three Australians developing some form of skin cancer before age 70. Children up to four years of age are particularly vulnerable to UV damage due to lower levels of melanin and a thinner stratum corneum (the outermost layer of skin). UV damage accumulated during childhood and adolescence is strongly associated with an increased risk of skin cancer later in life.

By teaching sensible sun protection habits from an early age and implementing sun protection measures, early childhood services can play a significant role in reducing skin cancer risk.

Strategies / How will it be done?

Outdoor Activity

UV levels and daily sun protection times are used to plan daily activities and ensure a correct understanding of local sun protection requirements. A combination of sun protection measures will be used whenever UV Index levels reach 3 and above. These measures include:

·      Slip on clothing that coves as much skin as possible

·      Slop on sunscreen

·      Slap on a hat

·      Seek shade

When children are on excursions all sun protection practices are planned, organised, understood and available.

Shade

·      All outdoor activities will be planned to occur in shaded areas.

·      Children are encouraged to choose and use available areas of shade when outside.

·      Children who do not have appropriate hats or outdoor clothing are asked to choose a shady play space or a suitable area protected from the sun.

·      In consultation with the service’s committee, shade provision is considered in future plans and upgrades to the services outdoor space.

·      The program will be set up in the shade and moved throughout the day to take advantage of shade patterns.

·      The service will provide and maintain adequate shade for outdoor play.

·      Shade options can include a combination of portable, natural and built shade.

·      Regular shade assessments will be conducted to monitor existing shade structures and quality of shade.

Hats

·      Educators, staff and children are required to wear SunSmart hats that protect their face, neck and ears. A SunSmart hat is:

o  Legionnaire hat;

o  Bucket hat with a deep crown and brim size of at least 5cm (adults 6cm);

o  Broad brimmed hat with a brim size of at least 6cm (adults 7.5cm);

·      Baseball caps or visors do not provide enough sun protection and not considered a suitable alternative.

·      Children without a SunSmart hat will be asked to play in an area protected from the sun (e.g. under shade, veranda or indoors) or can be provided with a spare hat.

Clothing

·      When outdoors, educators, staff and children will wear SunSmart clothing that covers as much of the skin (especially the shoulders, back and stomach) as possible. This includes wearing:

o  Loose fitting shirts and dresses with sleeves and collars or covered neckline.

o  Longer style skirts, shorts and trousers.

·      Children who are not wearing SunSmart clothing are encouraged to play in an area protected from the sun (e.g. under shade, veranda or indoors) or are provided with spare clothing.

·      Midriff, crop or singlet tops do not provide enough sun protection and therefore are not recommended.

Sunscreen

·      All staff and children will apply SPF50+ broad-spectrum water-resistant sunscreen 20 minutes before going outdoors, and re-apply every 2 hours.

·      Where appropriate, children are encouraged and supported to apply their own sunscreen, under the supervision of staff.

·      Permission to apply sunscreen is included in the service enrolment form. Where children have allergies or sensitivity to the sunscreen, parents are asked to provide an alternative SPF50 sunscreen.

·      All sunscreen is stored in a cool, dry place, and the expiry date is monitored.

Education

·      Sun protection is incorporated regularly into learning programs and role-modelled by educators.

·      SunSmart Global UV App lists the time UV is above 3.  These times are promoted to guide staff, parents and children’s behaviour.

·      Educators are encouraged to complete Cancer Council’s free Generation SunSmart online learning modules.

·      Children are encouraged to be involved in initiatives to promote and model sun protection measures at the service; including taking leadership roles in managing sun protection (e.g. accessing daily UV levels and sun protection times, hat reminders and management of sunscreen).

·      Visitor, student and new employee inductions embed the transfer of information relating to the service’s Sun Protection Policy.

Information and policy availability

·      Sun Protection policy, procedures, requirements and updates are made available to staff, families and visitors.

·      Sun protection information and resources are accessible and communicated regularly to families.

·      All parents/families are informed of the Sun Protection policy including appropriate hat, clothing and sunscreen requirements on enrolling their child in the service.

Workplace Health and Safety

As part of WHS UV staff and visitors:

·      Wear a suitable sun-protective hat, covering clothing and, if practical, sunglasses

·      Apply sunscreen and

·      Seek shade whenever possible.

Sun protection considerations and actions are included in risk assessments for excursions and excursion checklists.

Review

·      Management and staff regularly monitor and review how effectively they implement their Sun Protection policy.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

·      Ensure that obligations under the Education and Care Services National Law and National Regulations are met.

·      Take reasonable steps to ensure that the nominated supervisor and staff follow the sun protection policy and procedures.

·      Ensure adequate shading over areas for both active and passive outdoor play.

·      Ensure access to an adequate supply of sunscreen for children, educators and staff.

·      Ensure staff dress code/uniform includes sun protective clothing and hats.

·      Ensure that copies of the policy and procedures are readily accessible and available to nominated supervisors, coordinators, educators, staff, volunteers and families.

·      Ensure families are aware of, and agree to, support the service’s sun protection policy and procedures.

Nominated Supervisor

·      Ensure sun protection information is promoted to all staff, children, families and visitors.

·      Provide support and advice to all staff with regard to the implementation of the Sun Protection Policy.


·      Implement the sun protection policy and procedures as outlined in the document.

·      Monitor the daily sun protection times for their location.

·      Support the implementation of sun protection measures during the sun protection times.

Early Childhood Educators

·      Adhere to the strategies and practices of the Sun Protection Policy.

·      Educators and staff will act as role models and demonstrate SunSmart behaviour by:

o  Wearing a SunSmart hat (see Hats).

o  Wearing protective clothing, and sunglasses (if practical) (see Clothing).

o  Applying SPF50+ broad-spectrum water-resistant sunscreen 20 minutes before going outdoors and every 2 hours after (see Sunscreen).

o  Using and promoting the use of shade.

·      Encouraging families and visitors to role model positive sun safe behaviours when at the service.

·      Check the UV Alert on a daily basis at www.sunsmart.com.au or using the SunSmart Global UV App.

·      Discussing sun protection with children and demonstrating a positive and proactive approach to the management of sun protection in the service.

Families

·      Dressing their child in cool clothing which covers as much skin as possible (e.g. tops that cover the shoulders, arms and chest, collared shirts, longer style shorts).

·      Providing a sun protective hat that shades the face, neck and ears (e.g. wide brimmed, bucket or legionnaire style).

·      Provide permission for educators/staff to apply SPF50 or higher broad-spectrum, water-resistant sunscreen supplied by the service to all exposed parts of my child’s skin including their face, neck, ears, arms and legs, or

·      Provide permission for educators/staff to apply SPF50 or higher broad-spectrum sunscreen (that is labelled with the child/children’s name) to all exposed parts of the child’s skin including their face, neck, ears, arms and legs. This sunscreen will be kept at the service and it is the responsibility of the family to make sure there is always an adequate supply available.

·      Practicing SunSmart behaviours themselves when at the service.

 Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this policy every two years.

Families and staff are essential stakeholders in the policy review process, and will be given opportunity and encouragement to be actively involved.

Nundle CWA Preschool

Water Safety

Policy Statement

The safety and supervision of children in and around water is of the highest priority. Whilst water hazards at our service are kept to a minimum, we acknowledge that any body of water (including nappy buckets, water troughs, sinks and toilets) can be hazardous for children, and diligent supervision is required.

Goals / What are we going to do?

Our service has a responsibility to protect the health, safety and wellbeing of each child at all times. Drowning is a leading cause of death for children aged 0-4 in Australia. While most drowning occurs in backyard swimming pools, it is important to be aware that children can drown in less than 6cm of water.

Legislative Requirements

This policy reflects the legislative requirements. for managing water safety and include but are not limited to:

Section/regulation Description

Authority/Responsibility For

Section 165

Offence to inadequately supervise children

Section 167

Offence relating to protection of children from harm and hazards

Regulation 25(1)(c)

Additional information about proposed education and care service premises

Regulation 26(1)(l)

Application for service approval – family day care – swimming pool

Regulation 101

Conduct of risk assessment for excursion

Section 102C

Conduct of risk assessment for transporting of children by the education and care service

Regulation 115

Premises designed to facilitate supervision

Regulation 116

Assessments of family day care residences and approved family day care venues

Regulation 168(2)(a)(iii)

Education and care services must have policies and procedures on water safety, including safety during any water-based activities

Regulation 169

Additional policies and procedures – family day care service

Regulation 170

Policies and procedures to be followed

Regulation 171

Policies and procedures to be kept available

Regulation 172

Notification of change to policies or procedures

Regulation 274

Swimming pools (NSW only)

Regulation 345

Swimming pool prohibition (Tasmania only)

 Strategies / How will it be done?

Water Safety

·      All water-based activities, including water play, are considered high-risk activities and require heightened supervision and documented risk assessment. The physical environment will be arranged to minimise water hazards and support clear lines of sight, including drainage, storage of containers, and access control to water sources

·      Educators will position themselves strategically in and around water hazards to ensure all children are visible at all times, including areas where water may pool or be concealed.

·      Supervision decisions will be based on the context, including children’s ages, abilities, environment layout, visibility, activity type and identified risks.

·      Temporary or unexpected water hazards, such as pooled rainwater, cleaning activities, spills, or containers filled during routines, will be identified promptly and managed immediately

·      All water containers, troughs, buckets and vessels will be emptied immediately after use and stored in a manner that prevents access by children

·      No child will be left unsupervised at any stage around any body of water.

·      A risk assessment will be conducted prior to any excursion taking place. Particular attention will be focused upon water safety where the excursion is near a body of water.

·      The thermostat on the hot water system is set to a medium temperature to ensure children are not able to scald themselves when washing hands.

·      A risk benefit assessment tool will be completed.

·      Children requiring bathing will be bathed using a washcloth and warm water rather than immersed in a bath.

·      All decisions regarding water safety are guided by the principle that the safety, rights and best interests of the child are the paramount consideration

·      Any water-related incident or near miss will be responded to immediately, documented, reported appropriately and reviewed to inform risk management and supervision practices

Water Hygiene

·      Grey water systems or water tanks will be labelled with “do not drink” signage and the children will be supervised in this area to make sure they are not accessing this water for drinking.

·      Educators will discuss with the children that any water relating to activities is for the purpose of play and not for consumption.

·      Water for pets at the service will be changed regularly at not accessible to children unless supervised by an adult.

·      Water containers of any sort will be emptied or covered when not in use.

·      Drinking water containers will be emptied and cleaned daily.

·      Any creeks, rivers, canals, dams or water troughs located on, or near the service must be considered and will require extra care in assessing and managing risk.

Roles and Responsibilities

Role

Authority/Responsibility For

Approved Provider

·      Ensure the service operates in line with the Education and Care Services National Law and National Regulations 2011.


Nominated Supervisor

·      Ensure children are adequately supervised and are protected from harms and hazards.

·      Provide supervision, guidance and advice to ensure adherence to the policy at all times.

·      Ensure risk assessments for excursions planned near water, or any water-based activities, identify a higher staff to child ratio to ensure adequate supervision.

·      Ensure First Aid and CPR qualifications and requirements are met at the service at all times.

·      Provide families with community messages and relevant resources regarding safe water practices.

·      Ensure water safety practices and expectations are communicated to families through, policies, procedures, newsletters and service communications

Early Childhood Educators

Embed water safety messages into the children’s education program.

·      Ensure water troughs or containers for water play are filled to a safe level and emptied or covered securely after use.

·      Ensure water troughs or containers are only filled while in attendance by an adult at all times.

·      Ensure no child is left unattended at any time with any body of water.

·      Empty water buckets used for cleaning immediately after use.

·      Ensure no cleaning buckets are left in areas accessible to children.

·      Prevent children from drinking grey water.

·      Provide clean drinking water at all times.

Families

·      Reinforce water safety practices with children.

 Induction and ongoing training

·      Information sharing will be provided to assist managers, co-ordinators, educators and
other staff to fulfil their roles effectively.

Monitoring, Evaluation and Review

This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every two years.

Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.

In accordance with R. 172 of the Education and Care Services National Regulations, the service will ensure that families of children enrolled at the service are notified at least 14 days before making any change to a policy or procedure that may have significant impact on the provision of education and care to any child enrolled at the service; a family’s ability to utilise the service; the fees charged or the way in which fees are collected.

Key Terms

To support educators and families the following terms are included to guide practice.

Term

Meaning

Source

ACECQA – Australian Children’s Education and Care Quality Authority

The independent national authority that works with all regulatory authorities to administer the National Quality Framework, including the provision of guidance, resources and services to support the sector to improve outcomes for children.

acecqa.gov.au

Adequate supervision

·      An educator can respond immediately, particularly when a child is distressed or in a hazardous situation

·      Knowing where children are at all times and monitoring their activities actively and diligently.

Guide to the NQF (Operational Requirements – Quality Area 2)

Approved first aid qualifications

A qualification that includes training in the matters set out below, which relates to and is appropriate to children, and has been approved by ACECQA and published on the list of ACECQA’s approved first aid qualifications and training.

Matters are likely to include emergency life support and cardio- pulmonary resuscitation; convulsions; poisoning; respiratory difficulties; management of severe bleeding; injury and basic wound care; and administration of an auto-immune adrenalin device.

National Regulations (Regulation 136)

Risk assessment

A systematic process of evaluating the potential likelihood and consequences of risks that may be involved in a projected activity or undertaking.

Serious incident

For the purposes of the definition of serious incident in section 5(1) of the Law, each of the following is prescribed as a serious incident:

(a) the death of a child—

(i) while that child is being educated and cared for by an education

and care service; or

(ii) following an incident occurring while that child was being educated and cared for by an education and care service;

(b) any incident involving serious injury or trauma to a child occurring while that child is being educated and cared for by an education and care service—

(i) which a reasonable person would consider required urgent medical attention from a registered medical practitioner; or

(ii) for which the child attended, or ought reasonably to have attended, a hospital;

Example: A broken limb.

(c) any incident involving serious illness of a child occurring while that child is being educated and cared for by an education and care service for which the child attended, or ought reasonably to have attended, a hospital;

Example: Severe asthma attack, seizure or anaphylaxis reaction.

(d) any emergency for which emergency services attended;

(e) any circumstance where a child being educated and cared for by an education and care service—

(i) appears to be missing or cannot be accounted for; or

(ii) appears to have been taken or removed from the education and care service premises in a manner that contravenes these Regulations; or

(iii) is mistakenly locked in or locked out of the education and care service premises or any part of the premises.

National Regulations

(Regulation 12)

Hazard

Situations or things that have the potential to harm a person.

safeworkaustralia.gov.au/ glossary

Water hazard

Any water body that poses a potential drowning risk to children and could include:

·      large bodies of water, such as rivers, creeks, dams, ponds, swimming pools, jetted bathtubs (or jacuzzis), in-ground spas, above ground portable spas (or hot tubs) or any container with poor drainage that allows water to pool

·      smaller bodies of water, such as baths, nappy buckets and pet water containers.

dlgc.communities.wa.gov.au/

Related legislation

·      Education and Care Services National Law
Act 2010

·      Education and Care Services National Regulations: Regulation
168(2)(n)

·      Family Law Act 1975

Related Guidelines, Standards, Frameworks

·      National Quality Standard, Quality Area 2: Children’s Health and Safety – Standard 2.1 and Standard 2.2

Related Legislation

·      Education and Care Services National Law Act 2010: Sections 165, 167

·      Education and Care Services National Regulations: Regulation 168(2)(h)&(a)(iii)

Related Policies

·      Providing a Child Safe Environment

·      Administration of First Aid

·      Emergency and Evacuation

·      Excursions

·      Incident, Injury, Trauma and Illness

Sources

·      Kidsafe Australia - www.kidsafe.com.au

·      Kids Alive – https://kidsalive.com.au/

·      Kids Health – https://kidshealth.org/en/parents/water-safety.html

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Related legislation

·      Education and Care Services National Law
Act 2010

·      Education and Care Services National Regulations: Regulation
168(2)(n)

·      Family Law Act 1975

Related Guidelines, Standards, Frameworks

·      National Quality Standard, Quality Area 2: Children’s Health and Safety – Standard 2.2 Health and Safety

Related Legislation

·      Local Government Act 1993

·      Privacy and Personal Information Protection Act 1998

·      Children (Education and Care Services National Law Application) Act 2010

·      Education and Care Services National Regulations 2011

·      WHS Act 2011

·      WHS Regulations 2017

·      State Emergency and Rescue Management Act 1989

Related Policies

·      Emergency Management Plan (EMP)

·      Excursions

·      Providing a Child Safe Environment

·       Incident, Injury, Trauma and Illness

·      Governance and Management

·      Administration of First Aid

·      Acceptance and Refusal of Authorisations

·      Medical Conditions

Sources

·      Australian Standards: Emergency control organisation for buildings, structures and workplaces (AS 3745–2002)

·      Australian Children’s Education and Care Authority : PolicyGuidelines_EmergencyAndEvacuation.pdf (acecqa.gov.au)


·      Multi-storey buildings: Evacuations and approvals - www.acecqa.gov.au/sites/default/files/2023-08/Info_FactSheet_Multi-storeyBuildingsEvacuationsAndApprovals.pdf

·      NSW Department of Education: Incident Reporting

·      Community Early Learning Australia – CELA’s Simple Guide to bushfire advice for children’s services: 2020 update: cela.org.au/2020/12/04/bushfire-advice-2020

·      NSW Department of Education – Bushfire and Emergency Preparedness, Response and Recovery: https://education.nsw.gov.au/early-childhood-education/operating-an-early-childhood-education-service/current-service-providers/emergency

Reviewed: July 2025 Next review July 2026

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