Pre-school Policy Booklet

Transcription

1 Pre-school Policy Booklet 2017

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3 Contents Vision and Mission Philosophy Acceptance and Refusal of Authorisations Policy Anti-Bias Inclusive Policy Arrival and Departure Policy Behaviour Management Policy Child Protection Policy Complaints Feedback and Grievance Policy Confidentiality Policy Determining Responsible Person Policy Emergency and Evacuation Policy Emergency and Evacuation Procedures Enrolment and Orientation Policy Excursions and Visitors Policy Fees Policy First Aid Policy Governance and Management of the Service policy Hygiene Hand Washing and Infection Control Policy Incident, Injury, Trauma and Illness Policy Infectious Diseases Policy Interactions with Children Policy Medical Conditions Policy Medication Administration Policy Nutrition, Food, Beverages, Dietary Requirements Privacy and Collection Statement Policy Providing a Child Safe Environment Policy Staff Code of Conduct Policy Sun Protection Policy Sustainability Policy Transition to School Policy Volunteers and Students Policy Water Safe Policy Work Health and Safety (WHS) Policy Working with Children Check File: Contents_2017.docx Last Update: 11 October 2017

4 Appendix Feedback Form (Appendix A) Informal Complaint Form (Appendix B) Formal Complaint Form (Appendix C) Emergency Floor Plan (Appendix D) Enrolment Procedure Feedback Form (Appendix E) Priority of Access Guidelines (Appendix F) Hygiene Procedures for Staff (Appendix G) Infectious Illness and Diseases Chart (Appendix I) Asthma Risk Minimisation Plan (Appendix J) Anaphylaxis Risk Minimisation Plan (Appendix K) Asthma Action Plan (Appendix L) Anaphylaxis Action Plan (Appendix M) Medication Record Form (Appendix N) Symptom Driven Record Form (Appendix O) Good for Kids (Appendix P) Early Childhood Australia Code of Ethics (Appendix Q) THRASS Foundation Style Script (Appendix R) File: Contents.docx Last Update: 19 September 2014

5 Vision and Mission Vision In accordance with Newcastle Grammar School, Newcastle Grammar School Pre-school s vision is to be a leading Australian Early Childhood service in the pursuit of best practice in all that we do. Newcastle Grammar School Pre-school promotes the value of childhood as a time for children to discover who they are and how they fit into their world. Essential to this is the freedom to explore, experiment, create, discover, connect, contribute and communicate in a safe, fun and challenging environment. Mission Newcastle Grammar School Pre-school aims to provide children with opportunities to thrive through guidance, relationships and resources maximising every child s unique potential and preparing them for kindergarten. This will be achieved through an inclusive and respectful curriculum consistent with the Newcastle Grammar School s values. File: Vision and Mission.docx Last Update: 11 October 2017

6 Philosophy We value children and childhood by: Providing a learning environment for children to engage in meaningful play, which is intriguing; aesthetically pleasing; and invites and encourages children s curiosity, imagination, confidence and independence. Creating a supportive learning environment (including specialist school lessons such as music and library) where the routines and curriculum provide a balance between structure and flexibility, facilitating a smooth transition to the school environment. Providing an educational program which fosters and recognises individual interests and development. Providing opportunities for children to be empowered; to embrace and respect diversity and individuality. Providing a curriculum which is responsive to children s needs, strengths and interests and incorporates both inquiry based and intentional teaching experiences. Providing a sense of belonging and comfort in a nurturing environment where each child s health, safety and wellbeing is paramount. We value families and community by: Working in collaboration to provide the optimum care and education of children. Providing opportunities for families to exchange information relevant to the care and education of their child. Providing support for families which encompasses and acknowledges respect for their values, beliefs and childrearing practices. Providing access to specialist services including psychologists, speech therapists, occupational therapists, learning support, vision screening and other community agencies. Providing opportunities to collaborate in the development and review of the services philosophy, program, policies, procedures and practices. We value educators and staff by: Respecting their professional skills knowledge and experience. Supporting and respecting their diverse values, beliefs and professional practices. Providing support and opportunities to further develop and enhance skills and knowledge through professional development activities. Engaging in open and honest interactions between all members of staff based on transparency and consultation. The Newcastle Grammar School Pre-school s Mission and Philosophy complement and reflect The Early Years Learning Framework for Australia. Belonging: To a caring community that values each child and helps individual growth in a supportive educational environment. Being: Part of a school environment that embraces individuality whilst being mindful of the diverse backgrounds and values in our community. Becoming: A best Practice Early Childhood Service that recognises the importance of the year before school. File: Philosophy_2017.docx Last Update: 11 October 2017

7 Acceptance and Refusal of Authorisations Policy Quality Area 7: Leadership and Service Management (7.3) Regulation 168: Education and care services must have policies and procedures. Introduction Newcastle Grammar Pre-school requires authorisations for actions such as administration of medications, collection of children, excursions and providing access to personal records. This policy outlines what constitutes a correct authorisation and what does not and may therefore result in a refusal. Goals What are we going to do? Newcastle Grammar Pre-school will ensure that we only act in accordance with correct authorisations as described in the Education and Care Services National Regulations, Strategies How will it be done? The Nominated Supervisor will: 1. Ensure documentation relating to authorisations contains: The name of the child enrolled at the service; Date; Signature of the child s parent/guardian or nominated contact person who is on the enrolment form; The original form/letter/register provided by the Pre-school. 2. Apply these authorisations to the collection of children, administration of medication, excursion and access to records. 3. Keep these authorisations in the enrolment record. 4. Exercise the right of refusal if written or verbal authorisations do not comply. 5. Ensure proof of identity is asked if collection authority is unknown to staff and only if written or verbal authorisation has been obtained by parent/guardian prior to collection of child. 6. Ensure the person collecting the child is a collection authority and is 18 years or older. 7. Waive compliance where a child requires emergency medical treatment for conditions such as anaphylaxis or asthma. The Pre-school can administer medication without authorisation in these cases, provided they contact the parent/guardian as soon as practicable after the medication has been administered. Families will: Ensure the nominated persons for collection of the child are listed on their child s enrolment form and are current and up to date; Give written approval if the nominated collection authorities change or verbal approval if written approval is not possible on a said day; Ensure the nominated collection authority (if unknown to educators) provides proof of identity to educators and staff when arriving to collect the child. Ensure the nominated collection authority is 18 years or older. Evaluation Correct authorisation is obtained, referred to and applied appropriately ensuring reduction in possible risk. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Acceptance and Refusal of Authoriations Policy V1.1.docx Last Update: 16 September 2014

8 Anti-Bias Inclusive Policy Quality Area 1: Educational Programme and Practice Quality Area 5: Relationships with Children Education and Care Services National Law Act 2010-section 166 Regulation 73: Educational Programmes Regulation 155: Interaction with children Regulation 156: Relationships in groups Introduction Everyone has the right to be treated equally and with respect. Diversity enriches life and culture. By helping children to appreciate and accept differences and similarities we can help them to learn to make decisions on the basis of individual choice and without needing to rely on stereotypes and prejudicial conceptions. It is the right of all people to have equal opportunity to access society s resources and the need for recognition and understanding of the diverse languages, cultures, religious and physical practices, values and abilities. The development of cultural recognition and inclusion and the affirmation of the child and family require that Newcastle Grammar Pre-school develop the knowledge, awareness and sensitivity of differences in order to provide appropriate experience for all children attending the Pre-school. Goal Newcastle Grammar Pre-school will aim to: Welcome every child and family to the Pre-school; Provide a curriculum, programme and environment that is inclusive of all children; Provide accurate developmentally appropriate information to develop positive attitudes towards people of different cultures, race, language, physical ability and gender; Ensure that the programme and curriculum meets the needs of the individual child and family; Encourage each child to develop to their full potential. The Approved Provider will: Develop and extend the talents and skills of all children, regardless of gender, race, cultural background or ability; Enable children to develop respect for and interest in physical, racial, religious and cultural differences through a variety of means such as-stories; puzzles; music; language; dramatic play; creative and sensory experiences. Educators and Staff will: Encourage children to develop independence, autonomy, competency, confidence and pride; Provide children with accurate, developmentally appropriate information about their own and other cultures and differing abilities; Be positive role models, encouraging both genders to experience active gross motor play in order to develop their physical potential; Provide a wide range of gender work roles, both within and out of the home, including nurturing behaviour, presented through dramatic play experiences and equipment and language experiences; Encourage all children to develop friendships regardless of age, gender, culture or abilities, based on mutual trust and respect; Where necessary, parent information will be translated into other languages; Encourage families to contribute knowledge of their own culture to the curriculum and programme at Newcastle Grammar Pre-school; Challenge bias, stereotypes and prejudice in materials and resources and in comments and actions of the children. File: Anti Bias Inclusive Policy V1.1.docx Last Update: 16 September 2014

9 Evaluation Newcastle Grammar Pre-school will be accessible and appropriate to children and families supporting gender, physical, cultural, linguistic abilities in a diverse and inclusive manner. (Reviewed April 2014) File: Anti Bias Inclusive Policy V1.1.docx Last Update: 16 September 2014

10 Arrival and Departure Policy Quality Area 2: Children s Health and Safety (2.3.2) Regulation 99: Children leaving the education and care services premises Regulation 158: Children s attendance to be kept by approved provider Regulation 168: Education and care services must have policies and procedures (2) (f) Introduction This policy relates to the arrival and departure of children within Newcastle Grammar Pre-school. It is the responsibility of staff and families to ensure the safe arrival and departure of children at Newcastle Grammar Preschool and the completion of statutory documentation. Practical and safe approaches will promote a smooth transition between home and Newcastle Grammar Pre-school, assure the completion of the required records and confirm the children s presence or absence from Pre-school. This ensures a child s arrival and departure at the service continues their safe care and custody. Goals What are we going to do? Newcastle Grammar Pre-school will: Ensure the safe and documented arrival and departure of children; Support children into settling in to Pre-school each day and experience quality education and care through continuity of educators and positive interactions within the Pre-school. Strategies How will it be done? A record of attendance, kept at Pre-school, includes full name of each child attending, arrival and departure times, and signature of the person who delivers and collects the child or the nominated or certified supervisor/educator. Responsibility of Approved Provider: A child will leave the Pre-school only with a parent, authorised nominee, an authorised delegate as part of an excursion or because the child requires medical care. (This does not include a parent prohibited by a court order from having contact). In addition to these records the responsible person/certified supervisor/educator will: Review the Sign in and Out Sheet. Where parents or authorised persons have not signed in a staff member will note that the child is in attendance by writing here in the arrival time and signing them in. The families will be shown this at collection time. Ensure that staff verify all children have been signed out of the Pre-school. If a child has not been signed out staff members will check all areas of the premises to ensure no child remains and then document signed out on the sign in/out sheet. Request a signed authority to release or verbal authority to release from the parent prior to allowing anyone other than those listed on the enrolment form to collect a child from Pre-school. This person must provide photo identification upon collection and present it to staff. Allow a child to leave the Pre-school only with an authorised person who appears able to appropriately care for the child. Staff will always act in the interest and safety of the child, themselves and other children at the Pre-school. It is at the educators discretion to determine if they believe and authorised person is unable to appropriately care for the child based on the individual case and circumstances. File: Arrival and Departure PolicyV1.1.docx Last Update: 16 September 2014

11 Families/Family member or delegated authority will: Sign each child in and out of the service upon arrival and at the time of departure, on record of attendance with a signature. Remain responsible for their child whilst they are on the Pre-school premises. Engage with an educator or staff member on arrival with and on departure with their child. Arrival and Departure the experience for the child and family The responsible person will: On orientation and on the first day of attendance, remind families that all children need to be signed in and out as part of regulatory obligations. Families will also be informed that sign on sheets will be used for emergency evacuations and need to be completed by families both on arrival and departure from the service. Develop rosters to provide for continuity of care for the families and children throughout the day. Staff will: Set the environment with familiar areas for children to enjoy when they are settling in to Pre-school; Greet families, providing the opportunity to find out about the child s needs for the day; Support children to participate in an activity, assist with separation for both adults and children and to say goodbye; Welcome families at the conclusion of the day and communicate about the child s day. Any important messages will be passed on to families, including any changes in the child s routine, accident reports or medication needs; Families will: Communicate any changes of routine with staff. This communication may include information about medication, change of routine, a person other than a known authorised adult picking up a child; Families will phone through any change of collection that may occur after dropping off in the morning and the collecting person will present photo identification to staff; All changes to collection authorities must be made known to staff to ensure the safety and wellbeing of each child. Evaluation Arrival and departure times encourage families to interact in the environment, build relationships, open communication networks and ensure the safety of children when being delivered and collected from Newcastle Grammar Pre-school. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Arrival and Departure PolicyV1.1.docx Last Update: 16 September 2014

12 Behaviour Management Policy Quality Area 5: Relationships with Children Education and Care Services National Law Act 2010-section 166 Regulation 155: Interaction with children Regulation 156: Relationships in groups Introduction In accordance with the National Law Act 2010 and the Australian Early Childhood Code of Ethics an Early Childhood Service should provide a policy and procedure that promotes a positive approach to managing the behaviour of all children in attendance. Behaviour management involves helping to know and understand what to do, rather than what not to do. Providing a safe, secure, protective, stimulating, happy and positive environment for education maximises learning potential as well as minimises the need for behaviour management. Goal That Newcastle Grammar Pre-school will take reasonable steps to ensure that it provides education and care to children in a way that: Encourages children to express themselves and their opinions and; Allows the children to undertake experiences that develop self-reliance and self- esteem; and Maintains at all times the dignity and rights of each child; and Gives each child positive guidance and encouragement towards acceptable behaviours; and Has regard to the family and cultural values, age and physical and intellectual development and abilities of each child educated and cared for at Newcastle Grammar Pre-school. The Approved Provider will: Take reasonable steps to ensure that Newcastle Grammar Pre-school provides children in attendance with opportunities to interact and develop respectful and positive relationships with each other and with educators and staff members; Have regard to the size and the composition of the groups in which children are being educated and cared for by Newcastle Grammar Pre-school; Educators will: Work in partnership with families; Be sensitive and accepting of different cultures, social groupings, varying child rearing practices and expectations of behaviour; Meet the individual needs of the child and the family as well as accessing additional support for families if needed; Develop an understanding of individual children s strengths and needs through observation and programming; Provide a curriculum which balances active and passive play; Evaluate the learning environment frequently through critical reflection and allow for flexibility; Encourage children to be self-directed and self-disciplined, helping them to develop an understanding of the consequences of their behaviour (Cause and Effect how their actions affect themselves and those around them); Encourage children to use their voices to express their feelings e.g. when faced with conflict saying Stop it. I don t like it ; Encourage children to ask for help from educators or peers; Role model appropriate behaviours, language and gestures and incorporate these into the educational curriculum; Use the strategy of positive reinforcement with children being praised for positive behaviour and redirection for inappropriate behaviour; Encourage children to be respectful of themselves; File: Behaviour Management PolicyV1.1.docx Last Update: 16 September 2014

13 Encourage children to be respectful of others; Encourage children to be respectful of the equipment, environment and other peoples belongings; Allow children the space and flexibility to step away from a situation that causes them duress, helping them reflect on how they can create a positive situation for all. Evaluation There is no occasion on which punishment will be used against a child. Behaviour management is a means by which children are encouraged to develop socially acceptable behaviours that will allow them to maximise their learning potential. (Reviewed April 2014) File: Behaviour Management PolicyV1.1.docx Last Update: 16 September 2014

14 Child Protection Policy Quality Area 2: Children s Health and Safety (2.3.4) Children and Young Persons (Care and Protection) Act 1998 Commission for Children and Young people Act 1998 Ombudsman Act 1974 Education and Care Services National Law Act 2010 Regulation 84: Awareness of Child Protection Law Introduction Newcastle Grammar Pre-school 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 ( ) 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. Newcastle Grammar Pre-school is committed to ensuring that all educators and staff have a full understanding of their responsibilities as a Mandatory Reporter and are supported in fulfilling these. Goals What are we going to do? Our goal is to ensure that every reasonable precaution is taken to protect children being educated and cared for at Newcastle Grammar Pre-school from harm. Our educators, staff, management and volunteers have a responsibility to defend children s right to care and protection to ensure their safety, welfare and wellbeing, and a responsibility to report any children at risk of significant harm. Definitions 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 circumstances (this may relate to a single act or omission or to a series of acts or omissions). 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 an education in accordance with the 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. File: Child Protection PolicyV1.1.docx Last Update: 16 September 2014

15 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. It does not mean that you are required to confirm your suspicions or have clear proof before making a report. Strategies - How will it be done? The Approved Provider/ Nominated Supervisor will: Ensure that any adult working directly with children signs a Prohibited Employment Declaration Form and presents a Working with Children Check to ensure their clearance prior to employment; 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); Orientate every working adult to this child protection policy, Keep them Safe Protocols and Mandatory Reporter responsibilities and ensuring their regular review of these; 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 members of the service. 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 Educators and staff will: Make a record of the indicators observed that have led to the belief that there is a current risk of harm to a child or young person. Information on indicators of risk of harm are outlined in the NSW Mandatory Reporters Guide which is accessible at concerns/mandatory_reporter_guide; 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 Hotline ( ); 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 a copy of this Child Protection Policy and a copy of the Mandatory Reporters Guide to assist them in reporting (the mandatory reporters guide is located on the premises of Newcastle Grammar Pre-school or can be downloaded in pdf file from Provide all staff and educators working directly with children with access to the Child Wellbeing and Child Protection Interagency Guidelines ( and Display the Child Protection Helpline number ( ) on all phones in the interest of timely reporting. File: Child Protection PolicyV1.1.docx Last Update: 16 September 2014

16 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 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 phone the Family and Community Services Helpline on Reports can also be made using the Reporting Fax form, available from Family and Community services website; 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 members concerns do not meet the risk of significant harm threshold they do not need to make a report to the Family and Community Services 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 1-5 as required. A Support line for Mandatory Reporters is available 8am to 5pm Monday to Friday on Disclosures of abuse Educators and staff will: React calmly to child making the disclosure; Listen attentively and later write down the child s exact words; Provide comfort and care to the child; Follow the steps for reporting as per the Mandatory Reporters Guide; Reassure the child or young person that: It is not their fault It was right to tell It is not OK for adults to harm children no matter what; 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 which 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. The Educator and staff s role is solely to support the wellbeing of the child at all times, not to investigate further any disclosure made by the child File: Child Protection PolicyV1.1.docx Last Update: 16 September 2014

17 Allegations of abuse against staff, educators, volunteers or students 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; 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 or not the allegation is a reportable allegation, a reportable conviction, or reportable conduct. For determination reference will be made to: Report reportable allegations and reportable convictions to the Ombudsman within 30 days of receipt; Consider whether or not the Police need to be informed of the allegation and if so, make a report; If a report is made to the police, complete a S101 Notification of Serious Incident Form and submit to the Department of Education and Communities within 24 hours of the incident; If a report is made to the police, complete a NL01 Notification of Complaints and Incidents (other than serious incidents) Form and submit to Department of Education and Communities within 7 days of the incident; 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; If the allegation is being investigated by Family and Community Services or the Police, Newcastle Grammar Pre-school will be guided by their advice as to whether they should independently investigate the allegation; If the investigation is carried out by Newcastle Grammar Pre-school, 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, staff member or volunteer will be advised of the outcome of the investigation in writing. Advice will be provided about the investigation finding 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 NSW Ombudsman has been notified and the Commission of Children and Young Persons also notified of the relevant employment proceeding (if relevant); Part B of the Ombudsman Notification form will be completed and sent to the child Protection division, NSW with all supporting documentation gathered during the investigation; Family and Community Services will also be informed of the outcome of the investigation. Informing the Educator, Staff Member, Volunteer/ Student The Approved Provider/ Nominated Supervisor will: Treat the educator/staff member/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 from Family and Communities and the Police); Arrange for the person against whom the allegation has been made, to have a support person attending the meeting. The support person must not participate in the discussions throughout the meeting; File: Child Protection PolicyV1.1.docx Last Update: 16 September 2014

18 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/staff member/volunteer/ student 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 staff 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 Ombudsman. The person, against whom the has been made, will be notified of this and will also be notified of the investigation findings and follow up action, including the notification to the Commission of Children and Young Persons, if relevant; 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 Ombudsman if they are not satisfied with the conduct of the investigation; Further information on the Ombudsman can be obtained by: Phoning: or toll free (outside Sydney Metre) ing: Web: Confidentiality Newcastle Grammar Pre-school will handle any allegation of child abuse in a confidential manner. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Child Protection PolicyV1.1.docx Last Update: 16 September 2014

19 Complaints Feedback and Grievance Policy Quality Area 7: Leadership and Service Management (7.3) Regulation 168: Education and care services must have policies and procedures Regulation 173: Prescribed information to be displayed Regulation 176: Time to notify certain information to the Regulatory Authority Introduction Newcastle Grammar Pre-school values the feedback of educators, staff, families and the wider community in helping to create a service that meets regulation requirements and the needs of the enrolled children and their families. We encourage open communication through opportunities to respond and feedback on the program and curriculum. A component of this feedback is the ability to put forward a complaint and have this managed appropriately with due consideration for accountability and quality improvement. Goals What are we going to do? Newcastle Grammar Pre-school will: Provide opportunities for consultation, evaluation and review of the Pre-school operation and delivery of the educational program; Develop a process for making and managing a complaint; Communicate the option and process of making a complaint; Handle complaints diligently and confidentially. Strategies How will it be done? Feedback Communications will aim at all times to be open, honest and confidential. Newcastle Grammar Pre-school will offer a variety of ways to communicate and provide feedback including; The signing in and out procedure and documentation Daily programme Interactions Informal and formal feedback and comments Feedback sheet (Appendix A) Family meetings Families are provided with Pre-school s contact details at orientation and enrolment times. Families will be encouraged to converse with educators at pickup and drop off times and may also call or throughout the day. Feedback from families is encouraged and educators will take this feedback into account in ongoing planning and quality improvement. Complaints The Approved provider will: 1. Develop a process for managing complaints. This process includes: a) Receiving complaints; b) Addressing and investigating complaints; c) Documenting complaints. 2. Communicate information on the complaints handling process to families through enrolment and orientation processes; 3. Ensure every complaint is managed and is an opportunity for quality improvement; File: Complaints Feedback and Grievance PolicyV1.1.docx Last Update: 18 September 2014

20 4. Ensure educators and staff are familiar with the complaints handling procedure at Pre-school; Information for Families 1. Families making either an informal or formal complaint about an aspect of the Pre-school service will be made aware that no person will be disadvantaged in any way as a result of that complaint. 2. Informal Complaints should be documented on the Informal Complaint Form (Appendix B) or Formal Complaints on the Formal Complaint Form (Appendix C). Alternatively complaints can be forwarded in writing to: Newcastle Grammar Pre-school Attention: The Nominated Supervisor or Director PO Box 680 Newcastle NSW 2300 Ph: office@ngs.nsw.edu.au 3. Your complaint will be dealt with in the strictest confidentiality. Any educator or staff member involved in handling complaints will ensure that information is restricted only to those who need to be notified in order to deal with the complaint. If information specific to the complaint needs to be disclosed to others during its resolution, the complainant will be informed. 4. An educator or staff member on the appropriate form detailed in point 2 will document your complaint. The complaint will then be forwarded on to the Director and/or Nominated Supervisor. 5. Actions to address the complaint will be determined. Once the outcomes or resolutions are agreed on, all persons involved in the original complaint will be notified and informed of any specific actions for quality improvement that will take place as a result of the complaint. 6. The Department of Education and Communities will be notified of any complaint made to the Pre-school alleging a breach of regulation within 24 hours of the complaint being made. Alternatively contact can be made Directly with The Department of Education and Communities at: Glenda Dawson Department of Education and Communities 309 Charlestown Road Charlestown NSW 2290 Ph: Information for Educators and Staff 1. Educators and Staff may make a formal complaint about aspects of the Pre-school s functioning and no person will be disadvantaged in any way as a result of that complaint. 2. The complaint will be dealt with in the strictest of confidentiality. Any educator or staff member involved in handling complaints will ensure that information is restricted only to those who genuinely need to be notified in order to deal with the complaint. If information specific to the complaint needs to be disclosed to others during its resolution, the complainant will be informed. 3. Informal Complaints should be documented on the Informal Complaint Form (Appendix B) or Formal Complaints on the Formal Complaint Form (Appendix C). The complaint will then be forwarded on to the most appropriate person to investigate the complaint (Director and/or Nominated Supervisor). 4. Actions to address the complaint will be determined. Once the outcomes or resolutions are agreed on, all persons involved in the original complaint will be notified and informed of any actions for quality improvement that will take place as a result of the complaint. 5. The Department of Education and Communities will be notified of any complaint made to the Pre-school alleging a breach of regulation which alleges that the safety and wellbeing of a child was or is affected or that the Pre-school has broken the education and care services national law within 24 hours of the complaint being made. File: Complaints Feedback and Grievance PolicyV1.1.docx Last Update: 18 September 2014

21 Any complaints or allegations in relation to the protection, safety and wellbeing of any child at the Preschool should be referred to the Service s Child Protection Policy and The Ombudsman (See Child Protection Policy). Grievance Resolution Newcastle Grammar School Policy The School recognises that staff may have grievances about unlawful discrimination What should you do if you have a grievance? Various options are available to you if you have a grievance. You might wish to have your grievance dealt with either formally or informally. Staff who have grievances are encouraged to approach the other person directly to try to resolve the grievance. Through open discussion and communication, the parties may be able to identify the issues and resolve the problem without further intervention. You are also encouraged to discuss your concerns with a grievance resolution advisor. At Newcastle Grammar School the following are Grievance Resolution Advisors Head of Senior School, Head of Middle School, Head of Junior School and School Chaplain. Any one of these people can be contacted for confidential advice. If you have a grievance, which you would like the School to investigate formally, a grievance resolution advisor will explain the investigation process to you and help you start it. How are complaints about grievance dealt with? All complaints about grievances will be treated seriously and generally in accordance with the following: 1. The complaint will be investigated this will generally involve speaking to the person about whom the complaint is made and perhaps others. The school will try to keep the matter confidential to the extent practical 2. If the complaint is upheld, the School will take whatever action it considers appropriate, including disciplining or dismissing a staff member who has taken part in discrimination or harassment. 3. The School prefers to resolve grievances within the School. However, in some circumstances, it may be appropriate for you or the School to involve relevant authorities. 4. It is unlawful for a staff member to be victimized or otherwise disadvantaged as a result of making a complaint or acting as a witness in a complaint. 5. You should also be aware that if you lie about a complaint, including as a witness, the school will view this as a serious matter, and you may be disciplined or dismissed. Evaluation Continuous improvement of Newcastle Grammar Pre-school occurs where there is reflection and constructive feedback given from the Pre-school community which results in positive change and improvement. Complaints that are managed well, lead to quality improvement and are conducted in a safe manner and in a secure environment. (Matters of staff grievance should be dealt with under the Grievance Policy of Newcastle Grammar School). NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Complaints Feedback and Grievance PolicyV1.1.docx Last Update: 18 September 2014

22 Confidentiality Policy Quality Area 7: Leadership and Service Management (7.3.5) Regulation 181: Confidentiality of records kept by the Approved Provider Introduction Newcastle Grammar Pre-school recognises and respects the importance of privacy and confidentiality as an individual right and a basis for building partnerships. This policy has been developed with regard to the Information Protection Principles (IPPs) (2003), and pursues the highest standard in the protection and preservation of privacy and confidentiality. Goals - What are we going to do? Newcastle Grammar Pre-school will: Maintain private and confidential files for educators and staff, children and their families. We will develop systems for the appropriate use, storage and disposal of records; Ensure the information in these files is used only for the education and care of the child enrolled in the Pre-school and only shared with relevant or authorised people as defined within authorisations the Education and Care Services National Regulations. Strategies How will it be done? Collection of information For Newcastle Grammar Pre-school to be able to meet the needs of each child, family, educator and staff member information must be collected and maintained. The Nominated Supervisor will provide families with details on the collection of personal information: The types of information collected by Newcastle Grammar Pre-school; The purpose of collecting information; How information is stored at the service; Approaches used to keep information secure; Who has access to the information; The right of the individual to view their personal information; The length of time information needs to be archived; How information is disposed; The Nominated Supervisor will ensure information provided by families and staff is only used for the purpose it was collected for. Collection of Information The primary purpose for collecting information is for the purpose of providing quality education. It allows the Preschool to provide each child with an individual developmental programme that is educational, stimulating, nurturing and safe. The information is collected by means of the Waiting List Application Form and then through the Enrolment Record once the family has accepted a position for their child at the Pre-school. Storage of Information The Nominated Supervisor will ensure that all personal information is stored securely reducing the chance of unauthorised access, use or disclosure and in accordance with the Education and Care Services National Regulations (2011). File: Confidentiality PolicyV1.1.docx Last Update: 17 September 2014

23 Access to Information The Nominated Supervisor will ensure that information kept is not divulged or communicated, directly or indirectly, to anyone other than: Medical and developmental information that is required to adequately provide education and care for the child; or The Department of Education and Communities or an authorised officer; or As permitted or required by an Act or Law. N.B. A child s first name and photo may appear in another child s portfolio; however, permission for photographs is sort on each child s Enrolment Record. Individuals will be allowed access to their personal information when they request it. Authorised persons may request to view any information kept on their child. Information may be denied under the following conditions: Access of information could compromise the privacy of another individual; The request for information is frivolous or vexatious; The information relates to legal issues or there are legal reasons not to divulge the information such as in cases of custody and legal guardianship. Maintaining Information and Retention of Records The Nominated Supervisor is responsible for keeping all service records required under the Education and Care National Regulation. Information will be updated regularly; In keeping with the Early Childhood Australia (ECA) Code of Ethics (2008), the Education and Care Services National Regulations and The Privacy Legislation, educators and staff employed by Newcastle Grammar Pre-school are bound to respect the privacy rights of children enrolled and their families; educators and staff and their families and any other persons associated with the Pre-school; Records concerning children s health matters, injury, medication, sign in/out records, excursion authorisations, developmental records and records of complaint will be kept for 24 years; Children s enrolment records will be kept for a period of twenty four years after the child has left the Pre-school; Staff information (attendance), qualifications, first aid certificates will be kept for a period of seven years after the staff member has left. Evaluation All information related to Newcastle Grammar Pre-school, the staff and families will be maintained in a private and confidential manner. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Confidentiality PolicyV1.1.docx Last Update: 17 September 2014

24 Determining Responsible Person Policy Quality Area 4: Staffing Arrangements (4.2) Regulation 168 (2) (i - ii): Education and Care Services must have policies and procedures on staffing Regulation 173: Prescribed information to be displayed Introduction The Education and Care Services National Law determines that a responsible person must be physically present at the service at all times that an Approved Service operates. Goals What are we going to do? A responsible person will be on the premises at all times, and the details of the responsible person at any time will be clearly displayed for educators, staff and families. The process for determining the responsible person will be clear to all educators and staff and followed at all times. Details of the person responsible are documented and displayed for all users of the Pre-school. Strategies How will it be done? A service must always have a responsible person physically present at all times. A responsible person can be: 1. The APPROVED PROVIDER if this is an individual. If it is an organisation or company then someone with management and control of the service. 2. The NOMINATED SUPERVISOR this is a person with a Supervisor s Certificate designated by the service as the Nominated Supervisor. 3. A CERTIFIED SUPERVISOR who has been placed in day-to day charge of the service. The Approved provider will: 1. Ensure the Nominated Supervisor and Certified Supervisors have a clear understanding of the role of the Responsible Person; 2. Ensure the responsible person is appropriately skilled and qualified; 3. Ensure a responsible person is physically present at the service. The Nominated Supervisor or delegated authority will: 1. Arrange for the keeping of a responsible person record. This record will document the current responsible person. 2. The name of the responsible person will be displayed in the main entrance at the service. 3. Develop rosters in accordance with the availability of responsible persons, Pre-school operation and attendance patterns of children. Evaluation A responsible person is physically present at the service at all times and this is documented and displayed. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Determining Responsible Person PolicyV1.1.docx Last Update: 17 September 2014

25 Emergency and Evacuation Policy Quality Area 2: Children s Health and Safety (2.3.3) Regulation 97: Emergency and evacuation procedures Regulation 99: Children leaving the education and care services premises (4)(d)(ii) Regulation 168: Education and care services must have policies and procedures (2)(e) Introduction Emergency and evacuation situations in an education and care service can arise in a number of circumstances and for a variety of reasons. In the event of an emergency or evacuation situation, the safety and wellbeing of all staff, children, families and visitors to Newcastle Grammar Pre-school are paramount and as such Newcastle Grammar Pre-school is committed to identifying risks and hazards of emergency and evacuation situations, and planning for their reduction or minimisation and ongoing review of planned actions around handling these situations. Goals what are we going to do? Newcastle Grammar Pre-school will: Conduct on going risk assessment on fire or explosion, flood, earthquake, dangerous chemical release, medical emergency or threats. Develop specific procedures around each potential emergency situation and ensure full awareness by all staff though the provision of professional development; and Ensure regular rehearsal and evaluation of emergency and evacuation procedures. Strategies How will it be done? Risk management approach to emergency and evacuation situations: The Approved Provider and Nominated Supervisor will: Work together with staff to identify potential emergency and evacuation situations that may arise at Newcastle Grammar Pre-school to identify all risks associated with such situations; Work together with staff to develop procedures to manage all risks associated with emergency and evacuation situations; Ensure the development of an emergency evacuation floor plan (Appendix D); Ensure all staff have ready access to an operating telephone and that emergency telephone numbers are displayed near telephones; Ensure all staff have access to emergency equipment such as fire extinguisher and fire blankets and that staff are adequately trained in their use; Ensure that emergency equipment is tested as recommended by recognised authorities; and Ensure that up to date portable emergency contact lists are maintained in the evacuation/first aid bag and are carried when an evacuation takes place. Staff will: Assist the Nominated Supervisor in identifying risks and potential emergency situations; Assist The Nominated Supervisor in developing procedures to lessen the risks associated with emergency evacuations; and Ensure that they are aware of the placement of operating communications and emergency equipment and are confident in their ability to operate them. File: Emergency and Evacuation PolicyV1.1.docx Last Update: 9 March 2016

26 Communication and display of emergency and evacuation procedures The Approved Provider and Nominated Supervisor will: Ensure the emergency evacuation procedures and floor plan are displayed in a prominent position near each exit and that all staff are aware of these; Ensure that all staff are trained in the emergency evacuation procedures; Ensure that all staff are aware of emergency evacuation points; Ensure that families have access to the emergency and evacuation policies and procedures. Staff will: Contribute to the development of emergency and evacuation procedures; Ensure they are aware of the emergency evacuation procedures; and Ensure the emergency evacuation procedures and floor plans are displayed. Scheduled and spontaneous rehearsals of responses to emergency situations The Approved Provider and Nominated Supervisor will: Provide staff with specific procedures around all potential emergency situations; Ensure that rehearsals of evacuation procedures are regularly scheduled, twice a term (every 3 months) and that the schedule maximised the number of staff and children participating in procedures; Ensure that staff are aware of when scheduled emergency evacuations drills are to take place; Ensure that spontaneous rehearsals also take place to ensure staff participate in the simulation of an unplanned, emergency evacuation event; and Ensure that a risk management and evaluation form is completed, after both scheduled and spontaneous evacuations take place, and that attendance rolls of both staff and children are included and filed with the evaluation forms. Staff will: Be aware of scheduled emergency evacuations and be ready in the event of a spontaneous simulated evacuation; Will provide children with learning opportunities about emergency evacuation procedures; and Be alert to the immediate needs of all children throughout the scheduled and spontaneous evacuation drills. Documentation and record keeping The Approved Provider and Nominated Supervisor will: Ensure all scheduled, spontaneous and actual evacuations are documented and reviewed; Ensure all emergency contact lists are updated as required. Policy Availability The emergency and evacuation policy will be readily accessible to all staff, families and visitors. Review Newcastle Grammar Pre-school staff will monitor and review the effectiveness of the emergency and evacuation policy regularly. Updated information will be incorporated as needed. File: Emergency and Evacuation PolicyV1.1.docx Last Update: 9 March 2016

27 Safe Practices for Staff and Children The children will be instructed in safe practices in the case of fire at the Pre-school and educated as to what they must do at home. The Cooks Hill Fire Station will be visited during each year to instruct the children in fire safety. If there is smoke in the building Get down low and go, go, go! Children will practice emergency drills and crawling to the emergency exits. If fire catches clothing then stop, drop and roll is to be implemented. This can also be practiced with the children in attendance. Equipment will be kept in good order through the implementation of the monthly safety checklist. The kitchen/staff room will be inaccessible to children. Burns should be treated under cold running water. The water extinguisher will be used if the fire is combustible material e.g. paper, plastic, wood. The CO2 extinguisher will be used if the fire is electrical, flammable liquid or gas. Extinguishers will be checked regularly and staff will be trained in fire safety. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2016) File: Emergency and Evacuation PolicyV1.1.docx Last Update: 9 March 2016

28 Emergency and Evacuation Procedures Quality Area 2: Children s Health and Safety (2.3.3) Regulation 97: Emergency and evacuation procedures Regulation 99: Children leaving the education and care services premises (4) (d) (ii) Regulation 168: Education and care services must have policies and procedures (2) (e) Fire Evacuation Pre-school Person discovering fire blows emergency whistle Nominated/Certified Supervisor Room Leaders Once at first Assembly Point Children stop and listen to instructions Staff collect children attendance records Staff direct children to nearest, safest exit Staff take children to assembly point in Junior School (Union St side near office) Immediately calls 000 Collects emergency first aid back pack Collects portable phone Collects staff attendance record Evacuate children and staff to assembly point in Junior School (Union St side near office) If time: Check Toilets/ Lockers/ Pre-school rooms Count children and check with attendance record Evacuate children to assembly point in Junior School (Union St side near office) Room Leaders call roll call for each room Nominated Supervisor calls roll for staff members Notify Head of Junior School and Headmaster Wait for direction or if unsafe proceed to further Assembly points. Assembly Points First assembly point Union St side near office (If fire is at Pre-school) First assembly point Exit via Corlette St gate and assemble on the corner of Corlette and Took Street (If fire is on Park Campus) Should circumstances render this area impracticable, all persons will proceed directly to the nearest safest gateway. Interim Assembly Point the corner of Tooke and Corlette Streets. Final Assembly Point Across the Zebra Crossing on Union St to National Park No. 4 Sports Grounds No-one is to re-enter the Pre-school until advised by regulatory authority. File: Emergency and Evacuation ProceduresV1.1.docx Last Update: 9 March 2016

29 Emergency and Evacuation Procedures Quality Area 2: Children s Health and Safety (2.3.3) Regulation 97: Emergency and evacuation procedures Regulation 99: Children leaving the education and care services premises (4) (d) (ii) Regulation 168: Education and care services must have policies and procedures (2) (e) Flood Evacuation Pre-school and Park Campus FLOOD WARING Official flood warnings are not likely to be provided by SES or the Bureau of Meteorology as the catchment is small and subject to flash flooding. Severe storm and weather alerts for the Newcastle region are to be relied upon as a warning for potential flooding. In the advent of such weather conditions, staff in the Administration block are to monitor flow conditions within the Parkway Avenue storm channel and flood inundation backing up across the National Park No 4 Sports Ground. FLOOD PREPAREDNESS Once a backwater lake develops on National Park No 4 Sports Ground directly across from the School at Park Campus and is seen to rise and expand noticeably, the Head of Primary should contact the Head of School at Hill Campus, immediately. At the same time staff should proceed to marshal all students into their classrooms; if possible lower shelf library books and valuable office property should be moved up to tables, shelves and bench tops. The rise of floodwater should be continually monitored throughout this process. When floodwaters encroach into the playground area (likely at the northern corner where it is lowest), staff in the Administration block should note the time this occurs and immediately proceed to the classrooms where the students have been marshalled by the teachers. Floodwaters may take as little as 5 to 10 minutes to surround the Administration block. SES should be notified if this level of preparedness is executed. The Head of School must be notified of this development, the School Bus will be taken to Park Campus as a precaution and buses booked by the School will be placed on standby. FLOOD EVACUATION The rise of the considerable expanse of backwater flooding should be continually monitored against the flood marker or monument visible from the classrooms. 1. The time taken for floodwaters to rise from the lowest land at the north corner of the playground until it reaches the 2.5m mark should be measured. If this increase takes, less than 15 minutes then evacuation of all students and staff to the Hill Campus, using the School Bus and buses booked by the School, should proceed without further consideration. 2. If this increase takes 20 minutes, then evacuation could be delayed until a level of 2.7m is reached. 3. Should this increase take significantly longer than 20 minutes, the flood may be peaking and there may be no need to evacuate. However, should the level reach 2.9m, evacuation to Hill Campus, using the School Bus and buses booked by the School, should proceed as a matter of course. On arrival at the Hill Campus, the students welfare would be the responsibility of the staff until collected by parents. The Head of Primary or her representative will notify the Head of School and the SES that evacuation was successful. File: Emergency and Evacuation ProceduresV1.1.docx Last Update: 9 March 2016

30 ACCIDENTS AND EMERGENCIES In the event of any accident or emergency that may occur during the evacuation procedure, the SES should be called for assistance. OCCUPATION OUTSIDE SCHOOL HOURS SCHOOL PERSONNEL, BEFORE & AFTER SCHOOL CARE, VACATION CARE, PRE-SCHOOL Flood emergency response procedures for occupation by School Personnel, Before and After School Care, Vacation Care and Pre-school of any of the School premises during early mornings, late afternoons, evenings, weekends and holidays should proceed in a similar fashion to that described above. The need to evacuate would depend upon the circumstances and the number of people involved. The welfare of any children involved should be paramount. THIRD PARTIES Flood emergency procedures for occupation of the Sandi Warren Performance Centre (SWPC) by small groups, e.g. rehearsals etc., would be the responsibility of the group. Procedures for monitoring and evacuation would be as above. During performances, where there is a significant population involuntarily exposed and potentially unaware of the flood threat, an Executive or Senior member of staff of the School will be present to monitor any potential flood threat and to manage any necessary evacuation. The unprepared audience will be less easily managed than the aware school population and will require more time to evacuate. Evacuation of the Sandi Warren Performance Centre (SWPC) would be executed once noticeable backwater pending on the National Park No 4 Sports Ground became apparent. AWARENESS AND EDUCATION As part of the School s general hazard emergency response procedures, all staff located at Park Campus will be made aware of the flood emergency response plan including monitoring and evacuation procedures. Education of staff and students for emergency response procedures is maintained by means of regular Emergency Evacuation drills. FLOOD RESPONSE FACILITIES In order to support effective execution of the Plan, the following facilities are established on site: pathways leading from the classrooms and the Sandi Warren Performance Centre (SWPC) to Corlette Street at an elevation no lower than that of the footpath on Corlette Street a flood marker or monument on the side of the Library wall, visible from the classroom buildings and the Sandi Warren Performance Centre (SWPC) with markings at 2.6, 2.7, 2.8, 2.9 and 3.0 m; a rechargeable torch in the Sandi Warren Performance Centre (SWPC) prominently located and labelled as part of the safety and emergency equipment; the evacuation procedures displayed in the Sandi Warren Performance Centre (SWPC) and the Administration building; the availability of a mobile phone File: Emergency and Evacuation ProceduresV1.1.docx Last Update: 9 March 2016

31 Emergency and Evacuation Procedures Quality Area 2: Children s Health and Safety (2.3.3) Regulation 97: Emergency and evacuation procedures. Regulation 99: Children leaving the education and care services premises (4)(d)(ii) Regulation 168: Education and care services must have policies and procedures (2)(e) Lockdown Procedure (Intruder/ Dangerous Animal/ Insect Swam) A Lockdown will be signalled by an intermittent ringing of an electric bell or hooter from Park Campus or whistle in the Pre-school building. Pre-school will: If outdoors staff will get all children indoors and do a roll call from the children s attendance records. Nominated/Certified Supervisor will lock all doors and windows and pull all blinds down. Staff will keep all children away from windows and doors Nominated/Certified Supervisor will (if possible) access computer for with instructions. Staff will not allow entry to anyone unless they can identify themselves. At the conclusions of the lockdown the Pre-school will be notified to proceed outside for a roll call with the rest of Park Campus. In the Case of an Earth Tremor Staff will protect children where possible seeking shelter under desks. Fire evacuation procedure will take place when evacuation route is declared safe. File: Emergency and Evacuation ProceduresV1.1.docx Last Update: 9 March 2016

32 Emergency Procedures Park Campus PROCEDURE IN THE CASE OF AN EMERGENCY EVACUATION or LOCKDOWN INCIDENT Hill and Park Campus 1. Notify Reception (Hill) or Secretary (Park) ê 2. Is it an Emergency Evacuation or a Lockdown Incident? ê 3. If Emergency Evacuation: proceed directly to Step 5 ê ê 4. If Lockdown incident: lockdown all appropriate areas. After All Clear is given, proceed to Step 5 5. Evacuate all appropriate areas ê 6. Block Coordinators to search all designated areas ê 7. Final Assembly Point (see Map) Roll call for students and staff ê 8. Only after the All Clear is given should the resumption of normal activities/lessons take place File: Emergency and Evacuation ProceduresV1.1.docx Last Update: 9 March 2016

33 Enrolment and Orientation Policy Quality Area 6: Collaborative Partnerships with Families and Communities (6.1.1) Quality Area 7: Leadership and Service Management (7.3.5) Regulation 177: Prescribed enrolment and other documents to be kept by the approved provider. Introduction Enrolment and Orientation procedures form the foundation for strong relationships between families and Newcastle Grammar Pre-school. They promote a quality experience 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. As Newcastle Grammar Pre-school does not receive the Child Care Benefit or any Department of Education and Communities funding Priority of Access Guidelines (see Appendix F) set out by the Family Assistance Law will be taken into consideration but not adhered to under Newcastle Grammar School Enrolment procedures. However, special entry cases will be considered. Goals What are we going to do? Enrolment and orientation processes are planned and implemented. Due consideration is given to culture and language in undertaking processes. Documentation, including authorisations, is completed during the enrolment and orientation process. A thoughtful process is planned in consultation with families, to orient a child and family to the Pre-school. Strategies How will it be done? Pre-enrolment orientation Newcastle Grammar Pre-school welcomes visits from prospective families and children. The Enrolment Officer may provide the visiting family with a tour of the service environment and information that may include: Service Philosophy and curriculum; Approaches to documentation, curriculum and planning; Introduction to the Director and Educators The physical environment Administrative matters, cost and fee payment methods How to provide feedback (Appendix E) Enrolment Offers Following a pre-enrolment orientation a family may wish to place their child s name on the waiting list. Each year, for the following year, after consideration of access guidelines and the availability of a position a child may be offered the choice of attendance at Newcastle Grammar Pre-school on the following days: 2 days (Monday Tuesday OR Thursday Friday): 3 Days (Monday Tuesday Wednesday OR Wednesday Thursday Friday); 4 Days (Monday Tuesday Thursday Friday); 5 Days File: Enrolment and Orientation PolicyV1.1.docx Last Update: 18 September 2014

34 The family will then be asked to accept the offer of the position and confirm it with payment of a deposit. N.B. Children must turn 4 years old by 31st March to be offered a position for that year. Enrolment The Director will conduct an enrolment process and provide an enrolment orientation evening for all families attending the following year. An enrolment package will be given to the family and will include: An enrolment record for completion that includes authorisations; Current fee structure, billing and payment details; An information and Policy Booklet pertaining to Newcastle Grammar Pre-school; Information on the National Quality Framework, National Quality Standards and the Early Years Learning Framework; Immunisation requirements. Early Childhood Australia Code of Ethics brochure; Policy Declaration form for completion acknowledging receipt and reading of Pre-school policies by the Parent/Guardian; Newcastle Grammar School Pre-school Philosophy Enrolment Feedback Form Should a family be unable to attend the enrolment evening then an individual enrolment process will be coordinated for that family with either the Enrolments Officer or Pre-school Director. All cultural needs of each family will be considered for the enrolment process and ongoing attendance of the child/ren. Families will provide the following, prior to the agreed start date for the child: A completed enrolment form including authorisations; A bond payment as outlined in service fee policy; Current immunisation records; Birth Certificate, Passport or other identification; Current contact information for parents and emergency contacts; Information on children s additional needs (including medical conditions, health and development concerns). This information will be kept at the Pre-school in accordance with service policies and the Education and Care Services National Regulations. Prior to formally commencing at Newcastle Grammar Pre-school: 1. Prior to the children s first day educators and staff will familiarise themselves with information about the child from the enrolment information provided. They will ensure they are aware of any medical conditions and how to manage them if required. 2. The Director will inform the educators and staff of the intended time for any pre-commencement orientation visits. 3. A family member will remain in the premises during these orientation visits. The family member must sign the visitor sheet on arrival. The child cannot be left at the Pre-school until they have formally commenced at the Preschool and are therefore not included in the ratios. 4. During the orientation process, educators and staff will interact with the child and actively encourage them to engage in the Pre-school program and activities. They will also be available to the family to answer any questions they may have, whilst ensuring they are not compromising the supervision of other children or required ratios. File: Enrolment and Orientation PolicyV1.1.docx Last Update: 18 September 2014

35 Upon commencement: On the child s first day of attendance the educators and staff will welcome the family and the child, show them where there locker is, where to put their lunchbox and drink bottle and also give them a Newcastle Grammar School hat (that will be charged to the families account). Educators will reassure the family and assist with separation if required. The Director will undertake a final check of enrolment details, authorisations and information updates prior to the family departing the Pre-school. Special Entry Cases In relation to special entry cases Newcastle Grammar Pre-school will endeavour to see where possible, that children with additional needs are integrated through the provision of learning support. Newcastle Grammar Pre-school recognises the right of all children to an education The Nominated Supervisor will: Assess the appropriateness of the Pre-school environment to the child s needs; Assess the days required in relation to educator/staff ratios; facilities and resources available and appropriateness of resources, learning support and in-service requirements; Ensure that the impact on educators and staff does not adversely affect their ability to provide a safe educational program for all children enrolled at the Pre-school; Have the right to discuss and suggest other appropriate educational settings for a child if educators and staff feel that the child s needs are not being adequately met; Provide easy access in terms of a ramp to enter and exit the Pre-school; Provide (where possible) specialised equipment to allow easier access to activities, in consultation with families and specialist; Provide learning support and access to specialist services such as Speech, Occupational Therapy and Psychology; Provide opportunity for all children to interact in order to; Foster social confidence Foster acceptance of integration of all children Value everyone as a unique individual. The families will: Ensure that satisfactory information and support can be provided for educators and staff to provide an appropriate program for the child; Share all information in relation to the child s additional needs in order to assist the Pre-school in providing an appropriate educational environment for the child; Partake in on-going assessment and evaluation of the child s progress Adhere to the above conditions, as failure to comply will result in the child s enrolment being reconsidered. Evaluation Successful orientation and enrolment procedures promote a smooth transition between home and service. Information sharing and the signing of authorisations will ensure a safe and secure environment for the child. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Enrolment and Orientation PolicyV1.1.docx Last Update: 18 September 2014

36 Excursions and Visitors Policy Quality Area 2: Children s Health and Safety (2.3.2) Quality Area 7: Leadership and Service Management (7.3.5) Regulation 101: Conduct of risk assessment for excursions Regulation 102: Authorisations for excursions Introduction Excursions and visitors are a valuable experience for children, staff and families of Newcastle Grammar Pre-school. Excursions and visitors provide the opportunity to expand and enhance children s experiences, explore different environments and engage in meaningful ways with their community. Excursions require appropriate planning and risk management to ensure the best experience and enjoyment for all. Newcastle Grammar Pre-school is committed to providing excursions that are well considered and planned, provide meaningful experiences and ensure the health, safety and wellbeing of all children at all times. Goals - What are we going to do? Newcastle Grammar Pre-school will: Make excursions and visitors part of the curriculum; Plan for excursions and visitors with careful consideration of the safety and wellbeing of children and adults; Carry out excursions only when full documentation and permissions have been completed and obtained; Undertake full risk assessments, consideration of the value of educational excursions and visitors and plan for first aid requirements. Strategies - How will it be done? Planning and Preparations All excursions and visitors will be planned in advance to: Maximise both children s developmental experiences and their safety; Reflect the age, capacity and interests of the children; Ensure they are properly supervised and conducted in a safe manner; and Are conducted with fully informed written parental permission. All excursions and visitors will be thoroughly researched to ensure: Supervision is adequate so children cannot be separated from the group; Access to hazardous equipment and environments are minimised; There is adequate access to food, drink and other facilities (toilets, hand washing etc.) Consideration is given to the mobility and supervision requirements of children with additional needs; That adequate sun and shade protection is available. When planning for an excursion staff will: Assess the requirements for the excursion and visitor; Conduct a risk assessment; Book transport venues; Make alternative arrangements for adverse weather conditions; Inform families of the details of the excursion including destination, objectives and outcomes and what the child should bring; File: Excursions and Visitors PolicyV1.1.docx Last Update: 18 September 2014

37 Provide families with an excursion permission form to complete to authorise their child to participate on the excursion; Collect permission forms for each child attending the excursion; Request additional adult participation on the excursion where required and ensure appropriate working with children checks are completed; Arrange for a suitably equipped first aid kit (including EpiPens) and mobile phone to be taken on the excursion. Educators must make alternative arrangements for any child that is not attending the excursion and ensure that any dialogue or pre planning for the excursion does not alienate such child from social networks. Additional factors need to be considered in the planning of excursions for children with additional needs. Where possible, our service will uphold the right for all children to access all excursions and engage in meaningful ways while on excursions. Risk Assessment The Nominated Supervisor will: Ensure a risk assessment is conducted prior to any excursion to identify and assess the risk the excursion may pose to the safety, health and wellbeing of any child whilst on the excursion and will specify how the Pre-school will manage any risks identified. The risk assessment conducted will consider: Destination and duration of the excursion; Potential water hazards or any hazards associated with water based activities; Transport to and from destination; Number of responsible persons, staff and children involved; Proposed activities; Items to be taken on the excursion e.g.; mobile phone, emergency contact numbers etc. If the excursion is a regular occurrence a risk assessment will only be carried out once, provided the circumstances around the excursion have not changed in any way since the initial risk assessment was conducted. The Nominated Supervisor will also: Appoint a Certified Supervisor to be in charge of the excursion. Authorisations for Excursions The Nominated Supervisor will ensure that: For all excursions parents and legal guardians will be given an excursion permission form with full details of the excursion including: Date, description, duration and destination of proposed excursion; Method of transport to be used; Reason for the excursion and proposed activities to be conducted on the excursion; The anticipated adult/child ratio outlining the number of educators and staff and other adults attending; A statement that a risk assessment has been prepared and is available at the service. If the excursion is a regular outing, authorisation is required once in a 12 month period. All parents or legal guardians will be asked to sign permission forms for regular excursions on enrolment and at the beginning of each subsequent year. File: Excursions and Visitors PolicyV1.1.docx Last Update: 18 September 2014

38 No child will be taken on an excursion unless written permission from parents or legal guardian has been received. Families and Volunteers Families will be encouraged to participate in excursions to assist in maintaining suitable ratios. If the parent needs to bring their child s sibling because they cannot find suitable care, the sibling must be included in the ratios. If additional adults are required volunteers will be invited. Volunteers will be mature, responsible people who are aware of the hazards and responsibilities of taking a group of children out of the service. Family members/volunteers will not be left in sole charge of children and must be supervised by an educator at all times. All family members/volunteers details will be entered into the appropriate staff record for that day. All family members/volunteers will complete a volunteer code of conduct form and a copy of their driver s license taken. The volunteer form and license copy will be kept on file with relevant excursion documentation. Transport and Traffic Safety of children will be considered in the choice of route and mode of transport. Newcastle Grammar Pre-school will follow all applicable NSW road rules as well as the Kids and Traffic best practice recommendations for transporting young children safely in buses. Every reasonable precaution will be taken to protect children from harm and any hazard likely to cause injury. Educators will ensure children obey road rules and cross roads at a crossing or lights where available. Educators will remain vigilant to ensure no child runs ahead or lags behind the group. Supervision Supervision on excursions will ensure the safety and wellbeing of all children for the duration of the excursion, taking into account ratios and all risks and hazards likely to be encountered. The venue will be assessed as safe for all children and adults on the excursion and will be easily supervised and accessible. The adult/child ratio will be: 1 Adult to 4 children aged 3-5 years OR 1 Adult to 2 children aged 3-5 years if requested by the Nominated Supervisor; The Certified Supervisor for the excursion must be an adult paid employee of Newcastle Grammar Pre-school. Parents and volunteers can be used in ratios. 1 Adult to 1 child if there is an excursion/activity taking place that is within close proximity to water. Water Hazards No excursions will be conducted to a swimming pool or other water related activity. Where there are significant water hazards (such as rivers, lakes or beaches), risk management strategies will be identified and implemented. Conducting the Excursion All educators, volunteers and children attending will be informed of the excursion/visitor timetable and itinerary, special requirements, safety procedures, grouping of children and responsibilities. A list of children on the excursion will be left at the service and a copy carried by the delegated Certified Supervisor. File: Excursions and Visitors PolicyV1.1.docx Last Update: 18 September 2014

39 Before leaving on the excursion, a notice will be prominently displayed at the Pre-school, which includes: Itinerary and timetable; and Mobile contact phone number. Items to be taken on excursion include: A suitable stocked first-aid kit including EpiPens; A mobile phone; Children s emergency contact numbers; Children s medication, if required; and Children s name tags with contact mobile number Other items as required e.g. sunscreen, drinking cups, jackets, change of clothing etc. Evaluation All excursions are conducted in a safe manner and evaluated. Any improvements identified in the risk assessment prior to conducting the excursion or the evaluation of the excursion and addressed and actioned to ensure children s safety. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Excursions and Visitors PolicyV1.1.docx Last Update: 18 September 2014

40 Fees Policy Quality Area 7: Leadership and Service Management (7.3) Regulation 168 (n): Education and care service must have policies and procedures on the payment of fees and provision of a statement of fees charged by the education and care service Regulation 172: Notification to change to policies or procedures Introduction To enable Newcastle Grammar Pre-school to provide high quality education and care for children we need to ensure financial viability at all times. Prompt payment of fees allows for planning with certainty. Goals Newcastle Grammar Pre-school s financial health and access will be maximised by: Ensuring families are aware of all fees and fee payment requirements upon enrolment; Keeping fee increases to a minimum; Following the appropriate priority of access requirements; Following all legal requirements to access government funding where applicable; Families are notified as far ahead as possible and no less than 14 days of any changes to fees or the ways fees will be collected and; Ensuring statements of fees are issued for each term. Strategies The Approved provider will: Ensure The Pre-school complies with Family Assistance law (where applicable); Ensure that vacant places are filled under the appropriate priority of access guidelines relevant to Newcastle Grammar Pre-school. Ensure adequate records of attendance are kept for each child as required; Comply with Australian Government or NSW Government funding agreements as required; Ensure the Pre-school remains financially viable and can meet its debts and other obligations as they fall due; Review fees in line with CPI and market forces annually; Ensure all families are made aware of Pre-school fees and available subsidies (if any) on enrolment; Ensure statements of fees are issued to families for each term; Ensure families are aware of fee payment options: Direct Deposit, Direct Debit or payment with credit card/eftpost. Information for Families An Entry Fee is to be paid on enrolment of your child; All money is to be taken or sent to the Hill campus address. No monies will be received at the Pre-school; Where any account has not been settled, unless special arrangements have been made, your child may be asked to leave the Pre-school until payment is made. Due to this your child may lose his/her position in the Pre-school; Each parent, or guardian as the case may be, is jointly and severally liable for the payment of fees; One term s notice will be given in writing of the withdrawal of your child from the Pre-school, otherwise one term s fees become payable in lieu thereof; Fees must be paid when a child is absent from Pre-school. In the case of a child being ill or on holidays when Preschool is operating, the normal fees apply. Please phone the Pre-school on to let them know if your child will not be attending for the day; File: Fees PolicyV1.1.docx Last Update: 18 September 2014

41 Please notify the office when paying your fees that you wish to claim the Child Care Rebate. You will then be issued with a receipt; Newcastle Grammar School Pre-school is a non-funded Pre-school. We do not receive funding from the State or Federal Governments; Newcastle Grammar Pre-school is a Registered Service with the Family Assistance Office. The Child Care Provider number is S. To be eligible for the Child Care Rebate both parents need to be working full time or part time or studying. Families using registered care are entitled to the minimum rate of Child Care Benefit for a maximum of 50 hours of care per child per week, but are not entitled to the Child Care Rebate. Call The Family Assistance Office on for further information. Evaluation Families pay fees on time. Fees are kept in line with financial viability of the Pre-school and reviewed annually. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Fees PolicyV1.1.docx Last Update: 18 September 2014

42 First Aid Policy Quality Area 2: Children s Health and Safety (2.1.4) Regulation 85: Incident, injury, trauma and illness policies and procedures. Regulation 86: Notification to parents of incident, injury, trauma, illness. Regulation 87: Incident, injury, trauma and illness record. Regulation 89: First aid kits. Regulation 122: Educators must be working directly with children to be included in ratios. Regulation 136: First aid qualifications. Regulation 245: Approved first aid qualification. Introduction First aid is the emergency aid or treatment given to persons suffering illness or injury following an accident and prior to obtaining professional medical services if required. It includes emergency treatment, maintenance of records, dressing of minor injuries, recognition and reporting of health hazards and participation in safety programmes. Newcastle Grammar Pre-school is committed to providing a safe and healthy environment. We recognise our responsibility to provide first aid facilities that are adequate for the immediate treatment of injuries and illnesses. The educators and staff of Newcastle Grammar Pre-school are aware of their duty of care to children, families, staff and visitors in providing appropriate first aid treatment. Goals What are we going to do? Newcastle Grammar Pre-school will ensure: All educators, including casual staff, hold a first aid qualification; All children, staff, families and visitors who are involved in accidents and incidents whilst at Newcastle Grammar Pre-school and require first aid to be administered will be done so according to guidelines and recommended practices of first aid qualifications; All incidences will be documented and stored according to regulatory requirements; and A risk management approach to health and safety shall be adopted. Strategies How will it be done? Professional development of staff and educators The Approved Provider will ensure: That all educators are supported to ensure they hold current recognised first aid qualifications; All educators have undertaken current approved anaphylaxis management training (from 1 January 2013); All educators have undertaken current approved emergency asthma management training (from 1 January 2013); and Employee induction includes an induction to the first aid policy. File: First Aid PolicyV1.1.docx Last Update: 18 September 2014

43 The Nominated Supervisor will: Ensure the skills and competencies of trained first aiders are maintained and skills are kept up to date, refresher first aid and CPR training will be scheduled and maintained in a staff register; Collaborate and consult with staff and educators to develop and implement a risk assessment and management plan (Monthly Safety Checklist); and Ensure first aid guides and publications are accessible to staff at all times to assist them in their understanding and administration of first aid. Hazard Identification and Risk Assessment The Approved Provider will: Provide a child-safe environment. The Nominated Supervisor will: Guide staff to regularly conducting risk assessments of the environment to determine likely injuries and illnesses that might occur and rectify their potential causes; Introduce preventative measures to eliminate the risk, or control measures to minimise the risk; Review and analyse accident, injury, incident and near miss data; and Collaborate with staff and educators to develop a first aid plan for Newcastle Grammar Pre-school (i.e. identification of first aid qualified staff, contact details of emergency services and other emergency contacts, details of the nearest hospital or medical centre, map identifying location of first aid kits at Newcastle Grammar Pre-school, first aid contents checklist, response procedure following an incidence of illness or injury). Educators and Staff will: Regularly undertake risk assessments in the environment in order to plan safe experiences for children. Administration of First Aid to Children, Families, Staff and Visitors to Newcastle Grammar Pre-school The Approved Provider will: Ensure there is always at least one first aid qualified educator on the premises at all times. The Nominated Supervisor will: Ensure that enrolment records for each child include a signed consent form for the administration of first aid and the approved products to be used; Review and sign off on all documentation when first aid has been administered; and Dial 000, and call for an ambulance when emergency medical treatment is required or delegate this responsibility. In general: Administration of first aid will be done in accordance with first aid training and undertaken by a qualified first aider; As per the first aid plan, and in the interest of avoiding delay of treatment, in the first instance, first aid will be administered by the person who has witnessed the incident/injury/illness; The nominated supervisor and families (where first aid is being administered to a child) will be notified of the nature of the incident/accident; and The person administering first aid will be the person who completes the incident/illness/injury/trauma record and passes to the responsible person for verification and signing by parent or guardian File: First Aid PolicyV1.1.docx Last Update: 18 September 2014

44 First Aid Supplies The Approved Provider will ensure that: Newcastle Grammar Pre-school is supplied with an appropriate number of first aid kits for the number of children being educated and cared for in Newcastle Grammar Pre-school; The first aid kits are suitably equipped, easily accessible and recognisable; and First aid kits are carried on excursions. Educators and staff will: Ensure a first aid box checklist is kept in every first aid kit or in filing cabinet; Staff will regularly monitor supplies and update stock as required; and Discard and replace out of date stock. Documentation and Record Keeping Educators and staff will: Complete an incident, injury and trauma illness record for all incidents/ injuries/trauma/illnesses occurring at Newcastle Grammar Pre-school; and Ensure that a copy of the accident/incident report will be made available for parents/guardians on request. The Approved Provider will: Ensure records are confidentially stored for the specified period of time as required by the Regulation. Managing serious incidents The Approved provider will ensure: Any serious incident occurring at Newcastle Grammar Pre-school will be documented on a SI01 Notification of serious incident form and reported to the Department of Education and Communities within 24 hours; A copy of the incident report will be provided to the family as soon as possible; and Educators and staff are aware of the procedures around managing serious incidents. The Nominated Supervisor or responsible person will: Notify parents of any serious incident; and Arrange for medical intervention if required. Educators and staff will: Manage serious incidents as per this policy; and Notify the Nominated Supervisor immediately after the serious incident has occurred. Policy Availability The first aid policy will be readily accessible to all staff, families and visitors, and ongoing feedback on this policy will be invited. Review Management and staff will monitor and review the effectiveness of the first aid policy regularly. Updated information will be incorporated as needed. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: First Aid PolicyV1.1.docx Last Update: 18 September 2014

45 Governance and Management of the Service Policy Quality Area 7: Leadership and Service Management (7.1, ) Regulation 168: Education and care services must have policies and procedures Regulation 169: Additional policies and procedures Regulation 170: Policies and procedures to be followed Regulation 171: Policies and procedures to be kept available Regulation 172: Notification of changes to policies and procedures Introduction Governance is the system or process by which organisations are directed, controlled and held accountable to ensure that the right decisions are made. Newcastle Grammar Pre-school recognises the importance of having a framework of rules, relationships, systems and processes within and by which authority is exercised and controlled in the organisation. We view good governance and management as essential to our provision of quality education and care in a responsible manner. Goals what are we going to do? To ensure Newcastle Grammar Pre-school has good governance we will: Conduct our affairs legally and with integrity; Identify organisational risks and legal obligations and manage these through policies and relevant processes; and Ensure that mechanisms are in place for fair and transparent governance. Strategies How will it be done? Management The management of Newcastle Grammar Pre-school is over seen by The Headmaster (Nominated Supervisor) of Newcastle Grammar School and Newcastle Grammar School Board. The Headmaster and Board have overall responsibility for the sustainability and relevance of the Pre-school. Activities will be directed towards achieving the Pre-school s goals and implementing the Pre-school s Quality Improvement Plan by guiding and monitoring the Pre-school s business and affairs in line with the organisations regulations and philosophy. In carrying out its responsibilities, The Headmaster and Board undertake to maximise the value and contribution of the Preschool to the community, employees, families and children using the service. There is an implicit understanding that the rights of the child are paramount in all decision making. Newcastle Grammar School Ltd is the Approved Provider and the employer of all staff and is responsible for the management and control of the Pre-school under the Children (Education and Care Services National Law Application) Act 2010 and the Education and Care Services National Regulation). File: Governance and Mangement of the Service PolicyV1.1.docx Last Update: 18 September 2014

46 Policies The Approved Provider/Board will: Ensure that a set of policies are in place as required under the Education and Care Service Regulations and other Regulations and laws that the service must comply with; Ensure that these policies comply with relevant legislation; and Update these policies on a regular basis; Ensure that the Pre-school s Quality Improvement Plan is available to all persons accessing and associated with the Pre-school. The Approved Provider/Board sets the strategic direction and monitors performance of the organisation. They will provide effective governance to ensure excellent overall management of the Pre-school s business and financial objectives. I addition, they may delegate any of their powers (with the exception of the power of delegation and responsibilities as Approved Provider) to the Director of the Pre-school. The Approved Provider/ Board delegate the responsibility of implementing the strategic plan and day-to-day management of the organisation to the Pre-school Director. The Approved Provider/ Board authority includes: Overseeing the organisation including its control and accountability systems; Appointing and removing the Director; Ratifying the appointment of all staff members; Developing organisational strategy and performance objectives; Reviewing, ratifying and monitoring systems of risk management, codes of conduct and legal compliance; Monitoring the Director s performance and implementation of strategy; Approving and monitoring financial and other reporting; Ensuring appropriate resources are available to carry out the organisation s functions; and Approving and monitoring the progress of major capital expenditure. Code of Conduct The Approved provider/ Board will: Commit themselves to ethical, business like and lawful conduct including proper use of authority and professional decorum; Demonstrate un-conflicted loyalty to the interests of the Pre-school; Avoid conflicts of interest with respect to their role; Immediately disclose any and all impending conflicts of interest; Not use information for personal gain and will respect the confidentiality of all information obtained during meetings or through their role; and Respect the confidentiality appropriate to issues of sensitive nature. Evaluation Newcastle Grammar Pre-school has effective governance management practices. The organisation s philosophy is adhered to and it continues its quality improvement journey. Organisational risks and legal obligations are identified and managed through policies and relevant processes. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Governance and Mangement of the Service PolicyV1.1.docx Last Update: 18 September 2014

47 Hygiene Hand Washing and Infection Control Policy Quality Area 2: Children s Health and Safety Regulation 77: Health Hygiene and Safe Food Practices Regulation 88: Infectious Diseases (1) (2) (3) Regulation 90: Medical Conditions Introduction It is important that adult s role-model positive health practices and that children are appropriately supervised, assisted and encouraged in their daily health and hygiene routines. Pre-school environments need to be hygienically maintained to reduce the possible spread of infection and illnesses. Goals what are we going to do? Newcastle Grammar Pre-school aims to maintain a healthy and hygienic environment for staff, children and families that attend the Pre-school. The Nominated Supervisor will: Provide the Pre-school with a professional cleaning service on a daily basis. Carpets will be vacuumed, floors mopped, tables and chairs cleaned, bins emptied and bathrooms sanitised; Monitor the sandpit and gravel pit for changing and topping up of sand and gravel; Ensure hygiene and cleaning procedures are available to all staff (refer to Appendix G Hygiene Procedures for Staff and Appendix H Cleaning Schedule and Areas, refer onsite) Educators and Staff will: Wash or sanitise hands upon arrival at the Pre-school and encourage families and children to do the same upon their arrival at the Pre-school (see hand washing procedure below); Encourage and supervise the children to wash their hands immediately after toileting and before eating; Provide routine toileting for all children prior to meal times to ensure the above is carried out; Display hand washing pictures in the children s bathrooms; Wash/sanitise their hands: Before preparing food Before eating After toileting themselves and the children Before and after assisting children with soiled or wet clothing and toileting routines or assisting a child with nose blowing and/or wiping Before giving medication or first aid After wearing disposable gloves After cleaning up bodily fluids After handling pets or other animals After handling raw food and garbage Sweep floors and wipe tables and chairs with neutral detergent at the end of each meal time and wear gloves while carrying out these procedures; Sanitise toys and equipment at the end of each term and as the need arises throughout a term; Rake the sandpit daily and cover it each afternoon. Sand will be cleaned, bleached and rocks salted at the end of each week (Friday); Clean the bathroom area thoroughly once a day in each room using gloves; Wear gloves at all times when assisting a child with soiled or wet clothing and toileting routines or assisting a child with nose blowing and/or wiping; File: Hygiene Handwashing and Infection Control PolicyV1.1.docx Last Update: 18 September 2014

48 Wear gloves when serving and preparing food; Wash children cups and kitchen utensils at the end of each day in hot soapy water and leave them to air dry; Encourage children to cover their noses and mouths when sneezing or coughing and to wash and dry their hands afterwards; Encourage the children to use tissues (which will be placed in accessible positions around the room and outside) and place used tissues into the nearest bins; Encourage children to participate in effective toileting routines. Staff will Encourage children to flush the toilet after use Encourage children to wash their hands after toileting Place soiled clothes in a tied plastic bag for parents to take home Supervise children during toileting routines Encourage children to tell a staff member when they are going to go to the bathroom-particularly when outside Talk about Hygiene, Hand washing and Infection control as part of the educational program. Families will: Wash or sanitise their child s hands upon arrival at the Pre-school; Adhere to all policies relating to Quality Area 2 Children s Health and Safety ; Hand Washing Procedure Hand washing should take seconds using soap and running water. All surfaces of the hands should be cleaned, lathering the front, back and sides of hands, wrists, between fingers and under nails. The hands should be rinsed with fingers pointing down for another 10 seconds and then dried with provided hand paper. Hand sanitiser is also available in lieu of hand washing. Evaluation The safety and wellbeing of the staff, families and children will be a priority of Newcastle Grammar Pre-school. Effective hygiene and cleaning practices will be implemented at the Pre-school to minimise the risk of spreading infection. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Hygiene Handwashing and Infection Control PolicyV1.1.docx Last Update: 18 September 2014

49 Incident, Injury, Trauma and Illness Policy Quality Area 1: Educational Program and Practice Quality Area 2: Children s Health and Safety (2.1, 2.3.) Quality Area 6: Collaborative Partnerships with Families and Communities Education and Care Services National Regulations: 12, 85, 86, 87, 88, 89, 103, , 176 (2a), 176 (2aii), 176 (2b, 245) Education and Care Services National law Application Act 2010; 167 Introduction The health and safety of children in education and care services is the responsibility of all approved providers and educators. Policies and procedures (including documented records) must be in place to effectively manage the event of any incident, injury, trauma and illness that occurs in the programme by law. Young children s innate desire to explore and test their growing capabilities is essential in developing wellbeing. Educators must consider the understanding of all the elements of wellbeing, and ensure that programmes also acknowledge the importance of risk management to provide a safe environment and reasonably protect children from potential harm. Goals what are we going to do? Newcastle Grammar Pre-school will: Develop programming that promotes the wellbeing of each child; Establish procedures and practice that minimise the risk of harm to children; Maintain communication with families to ensure that they are informed of any incidents, injury, trauma and illness to their child/ren as required; Ensure that records of any incident, injury, trauma and illness are documented, transmitted to the Department of Education and Communities as required and kept in storage according to regulatory requirements; and Ensure that this policy in implemented in conjunction with our Emergencies and Evacuation policy. Strategies How will it be done? The approved provider, nominated supervisor and educators will consider the development of children s wellbeing as paramount to the educational philosophy of the service. All educators will be aware of the development of wellbeing, and children s emerging capabilities, and plan the program accordingly. The procedures of the Pre-school will include the following: Approved Providers will: Notify the Regulatory Authority of any serious incident at Newcastle Grammar Pre-school, the death of a child, or complaints alleging that the safety, health or wellbeing of a child was, or is, being compromised. Nominated Supervisors will: Ensure that educators are rostered so that at least one educator who holds a current approved first aid qualification is present at all times that the children are being educated and cared for by the Pre-school; Ensure that Newcastle Grammar Pre-school holds the correct number of first aid kits required, suitably equipped and maintained; Ensure that all staff are aware of the completion of appropriate records (incident injury, trauma or illness record) in the event of any incident, injury, trauma or illness to children whilst in the care of the Pre-school and that this information is completed no later than 24 hours after the incident occurred; File: Incident, Injury, Trauma and Illness PolicyV1.1.docx Last Update: 18 September 2014

50 Make staff aware of the appropriate accessibility for approved officers and families to these records and the appropriate storage of these records according to regulatory requirements; Complete an audit of the injury, incident, trauma and illness reports to reflect on the effectiveness of the procedures in place at the service; Make certain that all staff have access to the Regulations and Law and are aware of their responsibilities under these ensuring that this occurs as part of staff induction or orientation to the service and that position descriptions reflect this responsibility. Educators will: Ensure that all children have opportunities to engage in experiences that enhance their sense of wellbeing and allow children to develop a sense of assessing risks for themselves as appropriate; Consider the planning of the physical environment and experiences, ensuring that the spaces are safe; Thoughtfully group children to effectively manage supervision and any potential risks to children s health and wellbeing; Respond to children in a timely manner. Provide reassurance and ensure children s emotional and physical wellbeing is paramount at all times; Seek further medical attention for a child if required; Be aware of the signs and symptoms of illness/trauma; Be aware of individual children s allergies and immunisation status and use this knowledge when attending/responding to any incident/injury or trauma; Respond to children showing signs of illness and begin monitoring the symptoms of the child, and recording as appropriate. Educators will contact the child s authorised person to inform them of the illness signs, or request the collection of the child; In response to a child registering a high temperature, follow the procedure for temperatures, and complete the incident, injury, trauma and illness record (as well as medication and child being released form care record) as required; Maintain appropriate work health and safety standards when attending to children s injuries and applying first aid; Develop partnerships with families and use this understanding to guide the development of practice to individual children s emerging capabilities; Check that equipment and furniture in the service is well maintained and that any materials that may be hazardous are removed or repaired through the repair and maintenance system (R&M); Ensure that hazardous items are inaccessible to children; and Be involved in regularly reviewing and discussing policy procedures and national quality standards and consider any improvements that need to be made to this policy. Families will: Be informed of policies and procedures upon enrolment with regards to first aid, illness whilst at the service, and exclusion practices, including immunisation status and illnesses at the service; Inform the service of their child s particular requirements, and provide any relevant paperwork to the service, such as immunisation status, letters from a medical professional etc; Be notified of any incident, injury, trauma or illness within 24 hours after the noted incident and will be provided with a copy of the report. Have the opportunity to provide input into the review and effectiveness of policies and procedures of the service via various methods. Evaluation Educators respond in a timely manner to any incident and documentation is completed, shared and stored as appropriate. Regular reviews of procedures and policy are implemented. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Incident, Injury, Trauma and Illness PolicyV1.1.docx Last Update: 18 September 2014

51 Infectious Diseases Policy Quality Area 2: Children s Health and Safety (2.1.1) Regulation 88: Infectious Diseases (1) (2) (3) Introduction Ensuring the health and safety of children and staff and supporting children s ongoing wellbeing is a core focus of the delivery of an Education and Care Service. Educators in services need to be aware of the likelihood of young children being exposed to an infectious illness whilst in care. Maintaining hygiene practices within Newcastle Grammar Pre-school and teaching children about health and hygiene will assist in the prevention of infectious diseases. Providing families with timely and current information will further support this process. Goals - What are we going to do? Children s exposure to infectious diseases will be minimised by: Newcastle Grammar Pre-school following all recommended all recommended guidelines from relevant authorities regarding the prevention of infectious diseases; Promoting practices that reduce the transmission of infection; Following exclusion guidelines set out in Staying Healthy in Child Care (5th Edition) (Appendix I) Adhering to Immunisation Requirements of the NSW Public Health Act 2010 Implementing effective hand washing procedures for Children, Staff and Families. Strategies How will it be done? Approved provider will: Ensure that all information regarding the prevention of infectious diseases is sourced from a recognised health authority such as: Staying Healthy in Child Care Preventing Infectious Diseases in Child Care (5th Edition), National Health and Medical Research Council and The NSW Ministry of Health. Implement the recommendations from Staying Healthy in Child Care Preventing Infectious Diseases to prevent the spread of infectious diseases at Newcastle Grammar Pre-school; Ensure that children are protected from harm by working with the Educators and Staff on developing, implementing and reviewing policy that will guide health and safety procedures within Newcastle Grammar Preschool; and Collect, maintain and store appropriately the required enrolment documents and enrolment information of children in attendance. The Nominated Supervisor will: Develop procedures for: Maintaining a hygienic environment; Providing families with relevant infectious diseases, health and hygiene information; Guiding children s understanding of health and hygiene throughout the daily program; Ensuring staff are aware of relevant immunisation guidelines for children and themselves; and Maintaining relevant records regarding the current status of the immunisation of children in attendance, as well as any relevant medical conditions of children in attendance Develop an enrolment procedure that captures all required information regarding the children s immunisation status and any medical conditions. File: Infectious DiseasesV1.1.docx Last Update: 19 September 2014

52 Provide relevant sourced materials to families about: The current NSW Immunisation Schedule for children; Exclusion guidelines for children that are not immunised or have not yet received all of their immunisations in the event of an infectious illness at Newcastle Grammar Pre-school, upon enrolment at Newcastle Grammar Pre-school; Advice and information regarding any infectious diseases in general and information regarding any specific infectious illnesses that are suspected/present in Newcastle Grammar Pre-school; and Information on illnesses within 24 hours of the infectious disease occurring (where possible). Provide information to families as soon as possible of the occurrence of an infectious disease that describes the: Nature of the illness; Incubation period; and Infectious and exclusion periods Ensuring that an incident, Injury, Trauma and Illness record is completed as soon as possible and within 24 hours of the illness occurring. Maintain confidentiality with regards to children s individual medical circumstances by putting procedures in place to safeguard children s and families personal information. Devising a routine written process for updating children s enrolment records with regards to immunisation, ensuring that this occurs as required. Provide opportunities for educators to source relevant up to date information on the prevention of infectious diseases and maintaining health and hygiene from trusted sources. Ensuring educators and families to be involved in the review of the policies and procedures regarding children s health and safety and; Inform and implement the advice of the health department regarding infectious diseases as required. Educators will: Ensure that any children that are suspected of having an infectious illness are responded to and their health and emotional needs supported at all times; Implement appropriate health and safety procedures when tending to ill children; Ensure that families are aware of the need to collect their children as soon as possible to ensure the child s comfort; Advise families that they will need to notify Newcastle Grammar Pre-school if their child is diagnosed with an infectious illness; Provide varied opportunities for children to engage in hygiene practices, including routine practices and intentional teaching; Implement Newcastle Grammar Pre-schools health and hygiene policy including: Hand washing washing and drying thoroughly; Routine and daily cleaning of Newcastle Grammar Pre-school; Wearing gloves; Proper food handling and preparation when necessary Provide opportunities for staff, children and families to have access to health professionals. Maintain currency with regard to health and safety by attending appropriate professional development opportunities. File: Infectious DiseasesV1.1.docx Last Update: 19 September 2014

53 Families will: Advise Newcastle Grammar Pre-school of their child s immunisation status and provide written documentation of this for Newcastle Grammar Pre-school to copy and keep with the child s enrolment records; Advise Newcastle Grammar Pre-school when their child s immunisation/medical condition is updated and provide this information to Newcastle Grammar Pre-school to ensure that enrolment records are up to date and regulation requirements met; Have the opportunity to provide input into the review and effectiveness of policies and procedures of Newcastle Grammar Pre-school. Evaluation Infection control is effectively managed at Newcastle Grammar Pre-school to ensure children remain healthy and transmission of infectious diseases is minimised. National Health and Medical Research Council (Staying Healthy In Child Care 5th Edition) NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Infectious DiseasesV1.1.docx Last Update: 19 September 2014

54 Interactions with Children Policy Quality Area 5: Leadership and Service Management (5.2.1 & 5.2.3) Quality Area 7: Leadership and Service Management (7.3.5) Regulation 155: Interactions with children Regulation 168: Education and care services must have policies and procedures Introduction A positive atmosphere and the wellbeing of children within Newcastle Grammar Pre-school is promoted though attentive care and quality interactions with children. Emotional development and social relationships are enhanced though thoughtful and sophisticated approaches to conversation, discussions and promotion of children s language and communication. Children who experience relationships that are built on respect, fairness, cooperation and empathy are given the opportunity to develop these qualities themselves. When children have positive experiences of interactions they develop an understanding of themselves as significant and respected, and feel a sense of belonging. Goals What are we going to do? Interactions with children will: Promote a safe, secure and nurturing environment; Be authentic and responsive; Be based in fairness, acceptance and empathy with respect for culture, rights, community and the individual. Strategies How will it be done? The Nominated Supervisor and Educational Leader will: Guide professional development and practice to promote interactions with children that are positive and respectful; Establish practice guidelines that ensure interactions with children are given priority and those interactions are authentic, just and respect difference. Educators and staff will: Respond to children s communication in a just and consistent manner; Respond sensitively to children s attempts to initiate interactions and conversations; Initiate one to one interactions with children during daily routines and conversations with each child; Support children s efforts, assisting and encouraging as appropriate; Support children through consistent and warm nurturing relationships; Support children s expressions of their thoughts and feelings; Encourage children to express themselves and show an interest and participate in what the child is doing; Encourage children to make choices and decisions; Acknowledge children s complex relationships and sensitively intervene in ways that promote consideration and alternative perspectives and social inclusion. Guidance strategies should be reflective of this approach; Acknowledge each child s uniqueness in positive ways; Respect cultural differences in communication and consider alternative approaches to own. File: Interactions with Children PolicyV1.1.docx Last Update: 18 September 2014

55 Children s rights, Family and Cultural Values Interactions within the setting are greatly enhanced when children s rights and family and cultural values are given due consideration and respect. Administrative procedures, initial conversations documentation and ongoing communication with children and families are a reference point for interactions and a foundation for authentic and respectful communication. Listening Educators and staff must use listening as a foundation for interactions. Listening is based on observation and in leaving spaces in conversations and communication, suspending judgement and in giving full attention to children as they communicate. Truly attending to children s communication promotes a strong culture of listening. Children and Families A culture of respectful interaction is promoted when children s attempts to communicate are valued. Turn taking and regulating children s conversations promotes active engagement. Respectful communication with families generates greater confidence in interacting. Reflection and Consideration Time is dedicated to reflecting upon interactions within children. Reflections should consider how to spend extended periods engaged in interactions with children that comprise communication and listening. Role Modelling Educators model positive interactions when they: Show care, empathy and respect for children, educators and staff and families; Learn and use effective communication strategies; Quality interactions increase children s knowledge and understanding of themselves, each other as unique individuals and develop the skills and understandings they need to interact positively with others. Evaluation Interactions between educators and children are genuine, positive and responsive and based on respect, fairness, acceptance, cooperation and empathy. This is evident in conversations, communication, pedagogy and planning for children and families. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Interactions with Children PolicyV1.1.docx Last Update: 18 September 2014

56 Medical Conditions Policy Quality Area 2: Children s Health and Safety (2.1.1) Regulation 90: Medical Conditions Policy Regulation 91: Medical Conditions Policy to be provided to parents Regulation 92: Medication Record Regulation 93: Administration of medication Regulation 94: Exception to authorisation requirement-anaphylaxis or asthma emergency Regulation 95: Procedure for administration of medication Regulation 96: Self-administration of medication Introduction Medical conditions include, but are not limited to asthma, diabetes or a diagnosis that a child is at risk of anaphylaxis. In many cases these can be life threatening. Our service is committed to a planned approach to the management of medical conditions to ensure the safety and wellbeing of all children at this service. Our service is also committed to ensuring our educators and staff are equipped with the knowledge and skills to manage situations to ensure all children receive the highest level of care and to ensure their needs are considered at all times. Providing families with ongoing information about medical conditions and the management conditions is a key priority. Goals What are we going to do? Newcastle Grammar Pre-school will minimise the risks around medical conditions of children by: Collaborating with families of children with diagnosed medical conditions to develop a risk minimisation plan for their child (Appendix J and K); Informing all staff, including casual staff, educators and volunteers, of all children diagnosed with a medical condition and the risk minimisation procedures for these; Providing all families with current information about identified medical conditions of children enrolled at Newcastle Grammar Pre-school with strategies to support the implementation of the risk minimisation plan; Ensuring all children with diagnosed medical conditions have a current risk minimisation plan that is accessible to all staff; and Ensuring all staff are adequately trained in the administration of emergency medication. Strategies How will it be done? The Approved Provider will: Ensure the Nominated Supervisor fulfils responsibilities in the management of medical conditions. Enrolment of children into the centre The Nominated Supervisor will: Ensure that any parent with a child enrolled at Newcastle Grammar Pre-school that has a specific health care need, allergy or other relevant medical condition is provided with a copy of this Medical Conditions Policy; Inform parents of the requirement to provide Newcastle Grammar Pre-school with an emergency treatment plan of their child s condition; Collaborate with families of children with medical conditions to develop a risk minimisation plan to ensure the child s safety and wellbeing: to ensure the risks relating to the child s specific health care need, allergy or relevant medical condition are assessed and minimised; and File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

57 if relevant, to ensure that 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; and to ensure that practices and procedures ensuring that all staff members and volunteers can identify the child, the child s emergency treatment plan and the location of the child s medication are developed and implemented; and if relevant, to ensure that practices and procedures ensuring that the child does not attend Newcastle Grammar Pre-school without medication prescribed by the child s medical practitioner in relation to the child s specific health care need, allergy or relevant medical condition are developed and implemented; and Ensure that all staff and educators are aware of the emergency treatment plan and risk minimisation plan; Ensure that staff are adequately trained in procedures contained in the emergency treatment plan; and Inform other families enrolled at Newcastle Grammar Pre-school of the need to prohibit any items, which may present a hazard to children with diagnosed medical conditions. Communication and display of medical information The Nominated Supervisor will: Ensure all emergency treatment plans and risk minimisation plans are accessible to all staff; Ensure that all plans are current and kept up to date; Develop a communication plan to ensure that relevant staff members and volunteers are informed of the medical conditions policy, the emergency treatment plan and risk minimisation plan for the child; Develop a communication plan to ensure that parents can communicate any changes to the emergency treatment plan and risk minimisation plan; and Update the communication plan as needed; Educators and staff will: Ensure they are aware of enrolled children with medical conditions and familiar with the emergency treatment plan and risk minimisation plans of each child diagnosed with a medical condition; and Will consult the communication plan to ensure they are aware of their communication responsibilities. Management of asthma and anaphylaxis The Nominated Supervisor will: Ensure that all staff are adequately trained in the management of asthma and anaphylaxis, and that training includes identifying medical emergencies; and Ensure that all staff are adequately trained in the administration of emergency medication such as Epi-pen or asthma medication. Educators and staff will: Be alert to the immediate needs of children who present with symptoms of anaphylaxis and asthma; and Administer emergency medication in accordance with their training, as required. Documentation and record keeping The Approved Provider will: Ensure records are confidentially stored for the specified period of time required by the Regulation. The Nominated Supervisor will: Provide a copy of the Medication Record to medical staff in the event further medical intervention is required. File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

58 Educators and staff will: Complete a Medication record when a child receives emergency medication; and Will provide parents with a copy of the Medication Record Policy Availability The medical conditions policy will be readily accessible to all educators, staff, families and visitors and ongoing feedback on this policy will be invited. Evaluation Educators respond in an effective manner to any medical conditions incident, and documentation is completed, shared, and stored as appropriate; Plans to effectively manage medical issues are developed in consultation with families, and implemented; and Regular reviews of procedures and policy are implemented. File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

59 Asthma Management Introduction It is generally accepted that children under the age of six do not have the skills and ability to recognise and manage their own asthma effectively. With this in mind, Newcastle Grammar Pre-school recognises the need to educate its staff and families about asthma and to promote responsible asthma management strategies. Goals What we are going to do. This Asthma Policy aims to: Raise awareness of asthma amongst those involved with Newcastle Grammar Pre-school; Implement strategies to support the health and safety of children with asthma enrolled at Newcastle Grammar Preschool; Provide an environment in which children with asthma can participate in all activities to the full extent of their capabilities; and Provide a clear set of guidelines and expectations to be followed with regard to the management of asthma. Strategies How will this be done? The Approved Provider will: Provide Emergency Asthma Management Training to all staff The Nominated Supervisor will: Provide staff with a copy of this policy and brief them on asthma procedures upon their return. Ensure at least one staff member who has completed accredited asthma training is on duty whenever children are present at Newcastle Grammar Pre-school; Ensure all enrolment forms contain the question Does your child suffer from Asthma? ; Identify Children with asthma during the enrolment process and inform staff; Provide families thus identified with a copy of this policy, Asthma Emergency Treatment Plan (Appendix L) and Asthma risk minimisation plan (Appendix J) for completion, upon enrolment or diagnosis; Store Asthma Action Plans on display and in Child s enrolment record; Formalise and document the internal procedures for emergency Asthma First Aid; Ensure that an Asthma First Aid poster is displayed in key location; Ensure that the First Aid Kit contains a blue reliever medication (e.g. Airomir, Asmol or Ventolin), a spacer device, face mask, concise written instructions on Asthma First Aid procedures and 70% alcohol swabs; Ensure that an accredited staff member correctly maintains the asthma component of the First Aid Kit; Provide a mobile Asthma First Aid Kit for use on excursions; Encourage open communication between families and staff regarding the status and impact of a child s asthma; and Promptly communicate any concerns to families should it be considered that a child s asthma is limiting his/her ability to participate fully in all activities. Staff will: Ensure that they maintain current accreditation in Emergency Asthma Management; Ensure that they are aware of the children in their care with asthma; Ensure, in consultation with the family, the health and safety of each child through supervised management of the child s asthma; Identify and, where practical, minimise asthma triggers; File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

60 Where necessary, modify activities in accordance with a child s needs and abilities; Ensure that all regular prescribed asthma medication is administered in accordance with the information on the child s written Asthma Action Plan; Administer emergency asthma medication if required according to the child s written Asthma Action Plan. If no written Asthma Action Plan is available the Asthma First Aid Plan displayed in each room and outdoors should be followed; Promptly communicate, to management or parents/guardians, any concerns should it be considered that a child s asthma is limiting his/her ability to participate fully in all activities; and Ensure that children with asthma are treated the same as all other children. Families will: Inform staff, either upon enrolment or on initial diagnosis, that their child has a history of asthma; Provide all relevant information regarding their child s asthma via the written Asthma Action Plan, which should be provided to Newcastle Grammar Pre-school before or no later than the day of commencement for the child. Notify the Nominated Supervisor, in writing, of any changes to the Asthma Action Plan during the year; Ensure that their child has an adequate supply of appropriate asthma medication (including reliever) at all times, along with a labelled spacer and face mask; Ensure that they comply with all requirements and procedures in relation to the Medication Records; Communicate all relevant information and concerns to staff as the need arises (e.g. if asthma symptoms were present the previous evening; and Ensure, in consultation with the staff, the health and safety of their child through supervised management of the child s asthma Children will: Wherever practical, be encouraged to seek their reliever medication as soon as their symptoms develop. File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

61 Anaphylaxis Management Introduction Anaphylaxis is a severe, life-threatening allergic reaction. Up to two per cent of the general population and up to five per cent (0-5years) of children are at risk. The most common causes in young children are eggs, peanuts, tree nuts, cow milk, sesame, bee or other insect stings and some medications. Young children may not be able to express the symptoms of anaphylaxis and a reaction can develop within minutes of exposure to the allergen. But with planning and training, a reaction can be treated effectively by using an adrenaline auto-injection device. Newcastle Grammar Pre-school recognises the importance of all staff responsible for the child/ren at risk of anaphylaxis undertaking training that includes preventative measures to minimise the risk of an anaphylactic reaction, recognition of the signs and symptoms of anaphylaxis and emergency treatment, including administration of an adrenaline auto-injection device. Goals What we are going to do Minimise the risk of an anaphylactic reaction occurring while the child is in the care of Newcastle Grammar Preschool; Ensure that staff respond appropriately to an anaphylactic reaction by initiating appropriate treatment; including competently administering an adrenaline auto injection device. Raise Newcastle Grammar Pre-school s community awareness of anaphylaxis and its management through education and policy implementation; Raise the awareness of staff and parents/guardians that it is not possible to achieve a completely allergen-free environment in any service that is open to the general community. Staff should not have a false sense of security that an allergen has been eliminated from the environment. Adopt a range of strategies to reduce the risk of a child having an anaphylactic reaction, including strategies to minimise the presence of the allergen in Newcastle Grammar Pre-school. Strategies How will this be done? The Approved Provider will: Ensure that all staff have completed first aid and anaphylaxis management training that has been approved by ACECQUA by January 2013 then at least every 3 years; and Ensure that this policy is provided to a parent or guardian of each child diagnosed at risk of anaphylaxis at Newcastle Grammar Pre-school. In services where a child diagnosed at risk of anaphylaxis is enrolled the Approved Provider shall also: Conduct an assessment of the potential for accidental exposure to allergens while child/ren at risk of anaphylaxis are in the care of Newcastle Grammar Pre-school and develop a risk minimisation plan for Newcastle Grammar Preschool in consultation with staff and families; and Ensure that a notice is displayed prominently in the main entrance of Newcastle Grammar Pre-school stating that a child diagnosed at risk of anaphylaxis is in attendance at Newcastle Grammar Pre-school. The Nominated Supervisor will: Ask all parents/guardians as part of the enrolment procedure, prior to their child s attendance at Newcastle Grammar Pre-school, whether the child has allergies and document this information on the child s enrolment record. If the child has severe allergies, ask the parents/guardians to provide a medical Action Plan signed by a Registered Medical Practitioner; File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

62 Ensure that an anaphylaxis medical management action plan signed by the child s Registered Medical Practitioner and a complete auto-injection device kit is provided by the parent/guardian for the child while at Newcastle Grammar Pre-school; Ensure staff members have completed emergency anaphylaxis management training; Ensure that all relief staff members in Newcastle Grammar Pre-school have completed current approved anaphylaxis management training including the administration of an adrenaline auto-injection device and awareness of the symptoms of an anaphylactic reaction; Ensure all staff know the child/children at risk of anaphylaxis, their allergies, the individual anaphylaxis medical management action plan and the location of the auto-injection device kit. Ensure that no child who has been prescribed an adrenaline auto-injection device is permitted to attend Newcastle Grammar Pre-school without the device; Implement the communication strategy and encourage ongoing communication between parents/guardians and staff regarding the current status of the child s allergies, this policy and its implementation; Ensure that a child s individual anaphylaxis medical management action plan is signed by a Registered Medical Practitioner and inserted in to the enrolment record for each child. This will outline the allergies and describe the prescribed medication for that child and the circumstances in which the medication should be used; Ensure that all staff in Newcastle Grammar Pre-school knows the location of the anaphylaxis medical management action plan with the auto-injection device kit. Staff responsible for the child at risk of anaphylaxis shall: Ensure a copy of the child s anaphylaxis medical management plan is visible and known to staff in a service; Follow the child s anaphylaxis medical management plan in the event of an allergic reaction, which may progress to anaphylaxis; In the situation where a child has not been diagnosed as allergic, but who appears to be having an anaphylactic reaction: Call an ambulance immediately by dialling 000 Commence first aid measures Contact the parent/guardian Contact the person to be notified in the event of illness if the parent/guardian cannot be contacted. Ensure that the auto-injection device kit containing a copy of the anaphylaxis medical management action plan for each child at risk of anaphylaxis is carried by a staff member on all excursions; Regularly check the adrenaline auto-injection device expiry date; and Provide information to Newcastle Grammar Pre-school community about resources and support for managing allergies and anaphylaxis. Parents/ guardians of children shall: Inform staff at Newcastle Grammar Pre-school, either on enrolment or on diagnosis, of their child s allergies; Develop an anaphylaxis risk minimisation plan with service staff; Provide staff with an anaphylaxis medical management action plan signed by the Registered Medical Practitioner giving written consent to use the auto-injection device in line with this action plan; Provide staff with a complete auto-injection device kit; Regularly check the adrenaline auto-injection device expiry date; Assist staff by offering information and answering questions regarding their child s allergies; Notify the staff of any changes to their child s allergy status and provide a new anaphylaxis action plan in accordance with these changes; Communicate all relevant information and concerns to staff, for example, any matters relating to the health of the child; and Comply with Newcastle Grammar Pre-school s policy that no child who has been prescribed an adrenaline autoinjection device is permitted to attend Newcastle Grammar Pre-school or its programs without that device. File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

63 Diabetes Management Introduction The management of a child s diabetic condition is dependent upon coordination between our service, the child s family and the child s doctor. Our service recognises the need to facilitate effective care and health management of children who have diabetes and the prevention and management of acute episodes of illness and medical emergencies. Goals what are we going to do? This Diabetes Management Policy aims to: Raise awareness of diabetes management amongst those involved with Newcastle Grammar Pre-school; Provide the necessary strategies to ensure the health and safety of all children with diabetes enrolled at Newcastle Grammar Pre-school; Provide an environment in which children with diabetes can participate in all activities to the full extent of their capabilities; and Provide a clear set of guidelines and expectations to be followed with regard to the management of diabetes. Strategies How will this be done? The Approved Provider will: Ensure all staff have a current Apply First Aid certificate. The Nominated Supervisor will: Provide staff with a copy of this policy and brief them on diabetes procedures upon their appointment; Ensure at least one staff member who has completed accredited first aid training is on duty whenever children with diabetes are in attendance at Newcastle Grammar Pre-school; Ensure all enrolments forms contain the question: Does your child suffer from Diabetes? ; Identify children with diabetes and inform staff; Provide families thus identified with a copy of this policy and Diabetes Action plan upon enrolment or diagnosis; Ensure that a Diabetes Action Plan is received for each child with a diagnosis of diabetes that contain information for the child s Diabetic Management and outlines what to do in relation to any diabetic Emergency the child might face; Ensure families provide Newcastle Grammar Pre-school with the child s testing kit and hypo pack if required; Store diabetes action plans in the child enrolment record; Formalise and document the internal procedures for emergency Diabetes treatment; Encourage open communication between families and staff regarding the status and impact of a child s diabetes; and Promptly communicate any concerns to families should it be considered that a child s diabetes is limiting his/her ability to participate fully in activities. File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

64 Staff will: Ensure that they maintain an up to date Apply First Aid certificate; Ensure that they are aware of the children in their care with diabetes; Ensure that they are familiar with the signs and symptoms and the emergency treatment of low blood glucose levels; Call an ambulance if they feel emergency treatment is required; Ensure, in consultation with the family, the health and safety of each child through supervised management of the child s diabetes; Where necessary, modify activities in accordance with the child s needs and abilities; Ensure that a child s Diabetes Action Plan is followed at all times; Promptly communicate to management or parents/guardians, any concerns should it be considered that a child s diabetes is limiting his/her ability to participate fully in all activities; and Ensure that children with diabetes are treated the same as all other children. Families will: Inform staff, either upon enrolment or on initial diagnosis, that their child has diabetes; Provide all relevant information regarding their child s diabetes via a written Diabetes Action Plan, which should be provided to Newcastle Grammar Pre-school prior to, or no later than, the child s first day of attendance; Keep the child s testing kit and hypo pack updated as required; Notify the Nominated Supervisor, in writing, of any changes to the Diabetes Action Plan during the year; Ensure that they comply with all requirements and procedures in relation to the Medication Record; Communicate all relevant information and concerns to staff as the need arises; and Ensure, in consultation with staff, the health and safety of their child through supervised management of the child s diabetes. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Medical Conditions PolicyV1.1.docx Last Update: 18 September 2014

65 Medication Administration Policy Quality Area 2: Children s Health and Safety (2.1.1) Regulation 90: Medical Conditions Policy Regulation 91: Medical Conditions Policy to be provided to parents Regulation 92: Medication Record Regulation 93: Administration of medication Regulation 94: Exception to authorisation requirement-anaphylaxis or asthma emergency Regulation 95: Procedure for administration of medication Regulation 96: Self-administration of medication Introduction The health and wellbeing of children is occasionally dependent on the use of medications. These medications need to be administered as prescribed by medical practitioners or, in the case of panadol, as authorised by the parent/guardian, to ensure continuing health for the child and for the child s safety and well-being. Goals What are we going to do? Families requesting the administration of medication will be required to follow the Pre-school guidelines implemented to ensure the safety and wellbeing of children and staff. No medications will be administered without written consent from the family. Strategies The Nominated Supervisor / Educators and Staff will: Inform families of all medication procedures through distribution of policies on enrolment. Ensure the infectious diseases policy is adhered to in relation to medication administration and exclusion periods. Ensure authorisation consent have been acknowledged and signed on the children s enrolment records. Ensure the medication records (Appendix M & N) are up to date and completed appropriately by educators, staff and families. Ensure medications provided by families are in original containers with pharmacy labels clearly showing the child s name, name of medication, prescribing medical practitioner, dosage, administration method and shelf life expiry date. Herbal medications must be accompanied by a letter from the doctor or herbalist detailing the child s name, dosage and expiry date for the medication. Ensure Medications provided by families are stored by staff in a safe and appropriate manner. Ensure medications stored within the first aid kits of Newcastle Grammar Pre-school are checked monthly and expiry dates are current (refer to First Aid Policy and First Aid Checklist). Ensure medications are only administered as directed by the medical practitioner and only to the child whom the medication has been prescribed for. Ensure two staff members administer medications at all times. Both staff are responsible to check the Medication Record, the prescription label and the amount to be administered. Both staff members must sign, date and note the time on the Medication Record. One staff member administering the medication must have First Aid Qualifications. File: Medication Administration PolicyV1.1.docx Last Update: 18 September 2014

66 Families will: Notify educators and staff if children require medication to be administered while in attendance at Pre-school. Provide an action plan if long term medication for Anaphylaxis, Asthma or Diabetes is required by a child while in attendance at the Pre-school. The action plan will be put in place with the family and medical practitioner completing and signing the plan (see Medical Conditions Policy). Provide a letter from their doctor if long term medication is required stating the reasons for the medication, including instruction on dosage and when and how to administer the medication. An updated letter is required every 4 months (or alternatively an action plan can be put in place). Medication forms for prescribed medications need to be completed every 7 days (Appendix M). Provide written consent on the child s enrolment record for educators and staff to administer paradox if a child s temperature reaches 38oC or higher in the event that the parent or guardian is not contactable for verbal permission. Staff will complete a Symptom Driven Medication form (Appendix N) when paradox is administered. Be required to keep prescribed medications in original containers with pharmacy labels clearly showing the child s name, name of medication, prescribing medical practitioner, dosage, administration method and shelf life expiry date. Herbal medications must be accompanied by a letter from the doctor or herbalist detailing the child s name, dosage and expiry date for the medication. Hand the medication to an educator or staff member (for appropriate and safe storage) who will in turn, provide the family with the appropriate medication record to be completed by the family. Medications are in no way permitted to be left/kept in the child s bag. Complete the medication record and hand it to the educator or staff member to sign the medication form to acknowledge the receipt of the medication. Will also sign the medication form upon collection of the child and medication to say it has been received and taken home. No medication will be administered if it is past the product expiry date. Evaluation The administration of medications will be practised in accordance with regulatory guidelines. Open communication between staff and families is a priority for ensuring children receiving medications remains safe. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Medication Administration PolicyV1.1.docx Last Update: 18 September 2014

67 Nutrition/Food/Beverages/Dietary Requirements Quality Area 2: Children s Health and Safety (2.2.1, 2.2.2) Regulation 77: Health hygiene and safe food practices Regulation 78: Food and beverages Regulation 79: Service providing food and beverages Introduction Research has shown that one in five Pre-schoolers are either overweight or obese. By the time children in NSW reach kindergarten, almost 18% are either overweight or obese. The 2007 National Children s Nutrition and Physical Activity Survey found that the dietary patterns of many Australian children are less than optimal with high consumption of salt and saturated fat, and low consumption of fruit and vegetables. Given that children are increasingly spending long periods of time in centre-based care, early childhood educators can role model healthy eating and encourage young children to make healthier food choices. This will contribute to the prevention of weight problems in children, allowing children to thrive socially and intellectually, and in turn contribute to prevention of nutrition-related chronic diseases. (Community Child Care Co-Operative Ltd NSW Sample Policy) Goals What are we going to do? Newcastle Grammar Pre-school will: Role model healthy eating and activity throughout the day to all children and families Support families in educating their children about healthy food choices Promote Good for kids good for life to promote healthy, active eating habits in children from a young age. Strategies How will it be done? Professional development of staff and educators All educators will have access to the Healthy Eating and Physical Activity Guidelines for Early Childhood Settings Get Up and Grow. All educators will be able to attend appropriate personal development courses as the need arises Provision of food and drinks at Newcastle Grammar Pre-school The Approved Provider will: Ensure that all children have access to safe drinking water at all times; Ensure that all children are offered their food and beverages appropriate to the needs of each child on a regular basis throughout the day; Ensure that educators and staff are aware of the need to implement adequate health and hygiene practices and use safe practices for handling, preparing and storing food to minimise risks to children being educated at Newcastle Grammar Pre-school; Ensure that food and beverages provided by families are nutritious and adequate in quantity, and take in to account each child s individual dietary requirements, growth and development needs and any specific cultural, religious or health requirements. The Nominated Supervisor will ensure that: All children have access to safe drinking water at all times; All children are offered their food and beverages appropriate to the needs of each child on a regular basis throughout the day; File: Nutrition Food Beverages Dietary PolicyV1.1.docx Last Update: 19 September 2014

68 Food and beverages provided by families are nutritious and adequate in quantity, in consideration of growth and development needs, any known food allergies and intolerances of specific children, and in line with recommended dietary guidelines, and will take in to consideration each child s individual dietary requirements, growth and development needs and any specific cultural, religious or health requirements; Educators and staff implement adequate health and hygiene practices and use safe practices for handling, preparing and storing food to minimise risk to children; and Ensure that as per the Medical Conditions Policy that Newcastle Grammar Pre-school shall remain a nut free/ egg free service and that all dietary requirements relating to medical conditions are adhered to. Educators and staff will ensure that: Healthy eating is promoted through role modelling and eating with the children; Children are encouraged to make healthy food choices; All mealtimes are positive, relaxed and social; Children are encouraged to try what is in their lunch box, and their food likes and dislikes are respected; Children are positively involved in mealtimes; They implement adequate health and hygiene practices and use safe practices for handling, preparing and storing food to minimise risks to children; and As per the Medical Conditions Policy Newcastle Grammar Pre-school shall maintain a nut free/ egg free service and that all dietary requirements relating to medical conditions are adhered to. Families will ensure that: Their child s lunch box contains healthy food choices at all times; Their Child s lunch box does not contain the following food Chocolates/Lollies Sweet biscuits/high fat savoury biscuits/ chocolate biscuits/chocolate chip biscuits Chips Fried foods Cakes/ ice cream Soft drink/fruit juice/cordial/flavoured milk and flavoured water Rice biscuits or noodles with dusting flavour (barbeque/chicken etc.) Flavoured popcorn (plain popcorn ok) Yoghurt covered muesli bars Rollups As per the Medical Conditions Policy they will not pack food containing nuts or eggs and/or any other food relating to the allergies in attendance at Newcastle Grammar Pre-school for that day/year ensuring that all individual dietary requirements relating to medical conditions are adhered to. Families will notify Newcastle Grammar Pre-school of any special dietary requirements in writing and complete any relevant Action Plans where necessary. Supporting Families Newcastle Grammar Pre-school will provide families with up to date information on dietary requirements of young children to ensure optimal growth and development, and provide families with opportunities to discuss ways to maximise the health and well-being of their child/ren. (Appendix P) Educators and staff will encourage children to keep unwanted food items in their lunch box so that families are aware of what their child has eaten and drunk throughout their day. File: Nutrition Food Beverages Dietary PolicyV1.1.docx Last Update: 19 September 2014

69 Education and information Educators will engage children in learning experiences that are fun and enjoyable and incorporate key messages around healthy eating; Implemented learning experiences will be guided by the EYLF principles and incorporate the child s identity; Families will be provided with current information about recommended guidelines around dietary requirements, screen time and physical activity. Policy Availability This nutrition/food/beverages policy will be readily accessible to all staff. Families and visitors, and ongoing feedback on this policy will be invited. Management and staff will monitor and review the effectiveness of the nutrition/food/beverages policy regularly. Updated information will be incorporated as needed. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Nutrition Food Beverages Dietary PolicyV1.1.docx Last Update: 19 September 2014

70 Providing a Child Safe Environment Policy Quality Area 2: Children s Health and Safety (2.3) Education and Care Services National Law and Regulations S165: Offence to inadequately supervise children. S167: Offence relating to protection of children from harm and hazards. Regulation 168: Education and Care Services must have policies and procedures. Introduction Newcastle Grammar Pre-school recognises the importance of providing a safe environment for all children at our service. All children have the right to experience quality education and care in an environment that safeguards and promotes their health and safety. Goals What are we going to do? Newcastle Grammar Pre-school will: Ensure that children are adequately supervised at all times; Organise rooms and environments to minimise risks to children; Monitor and minimise hazards and safety risks in the environment; Implement our Child Protection and our Incidents, Injury, Trauma and Illness Policy; and; Take every reasonable precaution to protect children being educated and cared for by the service from harm and from any hazard likely to cause injury. Strategies How will it be done? Supervision The Approved Provider will: Ensure that sufficient numbers of educators are employed to ensure adequate supervision of children at all times; and Adopt policies and procedures to protect children being educated and cared for by the service from harm and from any hazard likely to cause injury. The Nominated Supervisor will: Ensure the roster has an adequate number of educators on duty to meet ratio and qualification requirements and to ensure adequate supervision of children at all times; Engage relief/ casual staff as appropriate; Ensure educators are aware of the need for adequate supervision of children at all times. This may include the development of supervision rosters for outdoor and indoor areas; and Adopt policies designed to protect children being educated and cared for by the service from harm and from any hazard likely to cause injury are implemented and that all staff are aware of these policies and procedures. Educators will: Adequately supervise children within their room/group at all times and; Inform the Nominated Supervisor whenever supervision is inadequate within their room to ensure the health and safety of all children. File: Providing a Child Safe EnvironmentV1.1.docx Last Update: 18 September 2014

71 Organisations of Rooms and Environments The Approved Provider will: Make sufficient allowance with budgets to allow for the replacement of worn and damaged equipment and resources which may provide safety risk for children; and Make sufficient allowance within budgets to allow the adequate maintenance of all indoor and outdoor environments. The Nominated Supervisor will: Organise rooms and groupings to enable adequate supervision of children and so to minimise the risk to children; and Organise repairs and maintenance to equipment and environments in a timely manner. Educators and Staff will: Organise indoor and outdoor spaces to ensure risks to the children s health and safety are minimised; and Review risk assessments after any serious incident report is made to the Department of Education and Communities. Report any risk or hazards within the service to the Nominated Supervisor as soon as possible. Child Protection The Approved Provider, Nominated Supervisor and Educators and Staff will comply with the requirements of the service s child protection policy to ensure the minimisation of children s risks to harm. Evaluation Children are healthy and safe at our service and the number of serious health and safety incidents is reduced over time. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Providing a Child Safe EnvironmentV1.1.docx Last Update: 18 September 2014

72 Staff Code of Conduct Policy Quality Area 4: Staffing Arrangements (4.2.1) Regulation 168: Education and care services must have policies and procedures Introduction This policy relates to conduct within Newcastle Grammar Pre-school. Ethical conduct guides the behaviour and decisions with the Pre-school and is founded in respect for, and the valuing of children, families, educators and staff, and the extended service community. Goals What are we going to do? Newcastle Grammar Pre-school will uphold the highest standards in ethical conduct in accordance with the ECA Code of Ethics (2010)(Appendix Q). The United Nations Convention on the Rights of the Child (1989) and Pre-school philosophy and policy. Strategies How will it be done? Educators and staff will be familiar with the legislation and statutory documents that apply to their role with children, families and other staff in the service. Educators and staff will be familiar with the ECA Code of Ethics and Pre-school philosophy. This will guide conduct and decision making within the Pre-school. Ethical conduct and decision-making will occur with reference to legislation and statutory documents and through a process of critical reflection. Decision making processes will be clear and the service Approved Provider and Nominated Supervisor will be accountable for decisions and able to demonstrate how those decisions are made. The Approved Provider and Nominated Supervisor of the Pre-school ensure all Educators and staff are made aware of their obligations through personal discussions, staff meetings and opportunities to critically reflect upon ethical practice. The service community will work together in the best interests of the children and families and will act in a manner that will enhance the standing of the early childhood sector. This involves a full understanding of role responsibilities and obligations combined with collegial practice and collaborative decision-making. Code of Conduct Newcastle Grammar Pre-school upholds the following code of conduct in relation to employers, educators, volunteers, students, families and children: For Employers Ensure that all employees are: Clear about their roles and responsibilities regarding child protection Aware of their obligations to immediately report suspected abuse to the Child Protection Hotline Aware of the indicators when a child may be at risk of harm or significant harm Provide training and development for all employees in the recognition and reporting of abuse and harm Provide reporting procedures and professional standards for care and protection work Conduct a Working with Children Check for anyone that will be working with the children enrolled at the Preschool or involved with service operations Enable educators to have access to relevant acts, regulations, standards and other resources in order for them to complete their obligations. File: Staff Code of Conduct PolicyV1.1.docx Last Update: 19 September 2014

73 For Educators Report any situation where they suspect a child is at risk of significant harm or abuse to the Child Protection Hotline Promote the welfare, safety and wellbeing of all children at the service Awareness of referral agencies for families where concerns of harm do not meet the significant harm threshold Be aware of obligations as per the Mandatory Reporters Guide Assist in supporting children and families when liaising with government agencies Will not drink alcohol or use illicit substances while on the service s premises and will not come to the service while under the influence of alcohol or illicit substances Will not smoke on the services premises Will not show favouritism towards any child Will refrain from developing close personal relationships with the children out of the educator/child relationship Will refrain from using abusive, derogatory or offensive language. For Families Treat all children at the service equally and respectfully Report any suspicions to the most senior person at the service Respect the rights, dignity and worth of every person, regardless of their abilities, gender, religion or cultural background Respect the decision of employees and teach children to do likewise Focus on encouraging children s learning and efforts Support all efforts to remove any form of abuse in the service and encourage a safe and supportive service environment Will not drink alcohol or use illicit substances while on the service s premises and will not come to the service while under the influence of alcohol or illicit substances Will not smoke on the services premises. For Children Will respect the other children and adults at the service Will co-operate and will follow our classroom rules Will listen to our Educators instructions and follow them Will control our temper and talk to an Educator if we are feeling upset Will have a say in what activities we are involved in Will speak to an Educator if we are worried or concerned about anything Will not intentionally be unkind or harm other children Will abide by The Newcastle Grammar School Anti Bullying Policy Will tell an Educator if we see a child being unkind or harming another child. For the Service Programme Educators and children will be encouraged to talk about their feelings and caring for our bodies The service will provide puzzles and books about our bodies The child's right to decline touch, such as cuddles will be respected Educators concerns will be discussed at regular staff meetings All documentation will remain strictly confidential and all staff will respect the child's right to privacy Educators will ensure that all areas of the environment, both inside and out are supervised at all times. Evaluation Educators, staff and volunteers in the Pre-school will conduct themselves in an ethical manner through clear processes in accordance with legislative and statutory guidelines. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Staff Code of Conduct PolicyV1.1.docx Last Update: 19 September 2014

74 Sun Protection Policy Quality Area 2: Children s Health and Safety (2.3.2) Quality Area 7: Leadership and Service Management (7.3.5) Regulation 168: Education and care Services must have policies and procedures on Sun Protection Introduction Australia has the highest rate of skin cancer in the world. Research has indicated that young children and babies have sensitive skin that places them at particular risk of sunburn and skin damage. Exposure during the first 15 years of life can greatly increase the risk of developing skin cancer in later life. Early childhood services play a major role in minimising a child s UV exposure as children attend during times when UV radiation levels are highest. Goals What are we going to do? Newcastle Grammar Pre-school will follow best practise guidelines to protect children and staff from the damaging effects of sun exposure. Strategies How will it be done? Our sun protection strategies are: Outdoor Activities Newcastle Grammar Pre-school will use a combination of sun protection measures whenever UV index levels reach 3 and above. This will include: From October to March sun protection is required at all times. Extra sun protection is needed between 11.00am and 3.00pm and during this period outdoor activities should be minimised. Minimising outdoor activities includes reducing both the number of times (frequency) and the length of time (duration) children are outside. From April to September outdoor activity can take place anytime. However from 10.00am 2.00pm sun protection is required. In June and July when the UV index is mostly below 3, sun protection is not required. All sun protection measures (including recommended outdoor times, shade, hat, clothing and sunscreen) will be considered when planning excursions and activities. Shade Newcastle Grammar Pre-school will provide and maintain adequate shade for outdoor play. Shade options will include a combination of portable, natural and built shade. Regular shade options will be conducted to monitor existing shade structures and assist in planning for additional shade. Hats Staff and children are required to wear sun safe hats that protect their face, neck and ears. Children will wear the Newcastle Grammar School hat. Please note: Baseball caps or visors do not provide enough sun protection and are therefore not recommended. Children without a Newcastle Grammar School Hat (sun safe 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. File: Sun ProtectionV1.1.docx Last Update: 18 September 2014

75 Clothing When outdoors staff and children will wear sun safe clothing that covers as much of the shoulders, back and stomach as possible. This includes wearing: T-shirts and dresses with sleeves and collars or covered neckline. Longer style skirts, shorts and trousers. Children who are not wearing sun safe clothing can be provided with spare clothing. Please note: Midriff, crop, singlet or spaghetti strap tops do not provide enough sun protection and therefore are not recommended. Sunscreen All staff and children will apply a broad-spectrum water-resistant sunscreen prior to going outdoors and reapply every 2 hours if necessary. Sunscreen in stored in a cool dry place and the use-by-date monitored. Role Modelling Staff will act as role models and demonstrate sun safe behaviour by: Wearing a hat. Wearing sun safe clothing. Apply a broad-spectrum water-resistant sunscreen prior to going outdoors. Using and promoting shade Wearing sunglasses (optional). Families and visitors are encouraged to role model positive sun safe behaviour Education and Information Sun protection will be incorporated regularly into learning programs. Sun protection information will be promoted to all staff, families and visitors. Further information is available from the Cancer Council website Policy availability The sun protection policy, updates and requirements (including hat, clothing and sunscreen) will be made available to staff, families and visitors. Review Newcastle Grammar Pre-school will monitor and review the effectiveness of the sun protection policy regularly and on a daily basis as per weather conditions and Ultra Violet factor. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW and has been adapted from the NSW Cancer Council Sun Protection Sample Policy ( (Reviewed April 2014) File: Sun ProtectionV1.1.docx Last Update: 18 September 2014

76 Environmental Sustainability Quality Area 3: Physical Environment (3.3.1, 3.3.2) Quality Area 6: Collaborative Partnerships with Families and Communities (6.1.2) Introduction As an education and care Pre-school, we can encourage and increase awareness of environmental responsibilities and implement practices that contribute to a sustainable future. Children can be supported to become environmentally responsible and show respect for the environment. Environmentally sustainable practices should be embedded into the operations of the Pre-school and involve educators, children and families to be successful. Goals what are we going to do? The Pre-school will ensure the environment is safe, clean and well-maintained. Children s awareness of the environment will be promoted through daily practices, resources and interactions. Sustainable practices will be encouraged within the Pre-school. Educators, children and families will be encouraged to become advocates for a sustainable future. Strategies how will it be done? The Approved Provider will: Encourage educators, families and children to engage in practices and appreciate the wonder of the natural world while protecting the planet for future generations. Maintain water tanks, gardens and compost facilities so that sustainable practice can be embedded in the Preschool. Liaise with Newcastle City Council to both support and promote local environmental strategies towards a sustainable future. Educators will: Make sustainable practices a part of the daily routine. These include: Recycling Gardening Energy Conservation Water Conservation/ The use of water tanks Sustainable Equipment purchases Include recycling as part of everyday practice at the pre-school. Role model sustainable practices Discuss sustainable practices with the children and families as part of the Pre-school s curriculum Provide information to families on sustainable practices that are implemented at the pre-school and encourage the application of these practices in the home environment. Share ideas between educators, children and families about sustainable ideas, implementation and resources. Use a compost bin to reduce food waste in the Pre-school. Children will be encouraged to place food scraps into separate containers for use in the composting in. Educators will discuss with the children which food scraps can be composted. The children will be involved in maintaining the compost bin. Encourage children and families to bring in their recycling so that children can create art/craft from this recycling on a daily basis. Arrange days for low waste lunchboxes on a regular basis (at minimum one day each term). File: Environmental Sustainability PolicyV1.1.docx Last Update: 18 September 2014

77 Role model energy and water conservation practices of turning off lights and air conditioning when a room is not in use, emptying water play containers onto garden areas and using watering cans to water (children can do this). Aim to purchase equipment that is eco-friendly where possible. Educators will reduce the amount of plastic and disposable equipment they purchase and endeavour to select materials that are made of natural materials and fibres (with cost consideration). Seek to embed sustainable practice in the Pre-school where the concepts of reduce, re-use and recycle, take 3 and low waste lunch become part of everyday practice for both children and educators to build lifelong attitudes towards sustainable practices. Use local Council and Governments departments as sources of information on sustainable practices used in the local community and arrange for a representative from Newcastle City Council to attend Pre-school each year to discuss sustainability. Evaluation The Pre-school environment reflects sustainable practices. Educators, children, families and the wider community will learn together and embrace environmentally friendly practices. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Environmental Sustainability PolicyV1.1.docx Last Update: 18 September 2014

78 Transition to School Policy Quality Area 1: Educational Program and Practice Quality Area 5: Relationships with Children Quality Area 6: Collaborative Partnerships with Families and Communities Education and Care Services National Law Act 2010 Regulation73: Educational programs Regulation 74: Documenting of child assessments or evaluations for delivery of educational program Regulation 75: Information about the educational program to be kept available Regulation 76: Information about the educational program to be given to parents Introduction As Educators we aim to work in partnerships with families to support and extend children s learning. Through shared knowledge and understanding of child development we can give children strong support in gaining the tools that will assist them in transitioning from the Early Childhood Pre-school setting to that of the school environment. Goal To uphold the Pre-school philosophy and support all children in the year before they commence school. To work collaboratively with families in promoting a positive transition to school and to provide families with written feedback that addresses the child s Emotional Development; Social Development; Self Help Skills; Large Motor Development; Small Motor Development; Cognitive Development; Language Development and Creative Development. Educators will: Implement school readiness activities with the children throughout the program and curriculum, based on individual and group needs; Provide the opportunity for children to visit the Kindergarten Classrooms at Newcastle Grammar School throughout the year and during four orientation visits scheduled in November; Provide structured, directed activities that support the assessment of the developmental areas listed above and the structure of the Kindergarten environment at Newcastle Grammar School; Provide families with a School Readiness Report at the end of Term 3 and be available to discuss these reports at a suitable time and as the need arises. Be available throughout the year for discussions and collaborations with families in relation to all areas of their child s development; Introduce Teaching Handwriting Reading and Spelling Skills (THRASS) programme which is a significant part of the Newcastle Grammar School Curriculum. Foundation Script and Sassoon Infant (THRASS) when role modelling handwriting and written language (Appendix R) Families will: Be supported by educators in assisting the child transition from the early childhood educational setting to the school environment; The following are only suggestions and not prerequisites for your child to have to achieve these things before commencing Kindergarten. Acquiring the skills below could assist your child s confidence and independence if he/she is able to do some or many of the following. Many of these suggestions can be achieved through your day-to-day life. Please note that since children learn at different rates, many of these skills continue to develop through Kindergarten and sometimes beyond. File: Transition to School PolicyV1.1.docx Last Update: 19 September 2014

79 Social Development Separate from parents without difficulty Share and take turns Play cooperatively with others and form friendships. Emotional Development Not withdraw from others excessively Follow general rules and routines Express anger in words other than actions Ask for assistance when needed Sit still and up straight on a chair Choose activities and participate in group times Sit and listen following 3 step directions Put hand up to answer instead of calling out. Self Help Toilet without help. Wipe/blow nose Manage belongings and pack/unpack bag Familiarity with what to eat and when (recess and lunch) open lunch boxes and water bottles Dress independently Use scissors with control cut on lines Hold a pencil correctly with pincer grip. Language, Literacy and Communication Follow verbal directions Speak confidently and express wants, needs, feelings and emotions Speak with clarity/age appropriate articulation Experience with and exposure to a variety of books. Listen to stories and respond appropriately. Recall of story. Practice and confidence with writing (random letters at this stage is completely acceptable). All attempts should be praised and correct pencil grip encouraged Be able to write their name in a linear manner. Mathematics Much of Kindergarten Maths is language based. Some frequently used terms you can use at home include: build, stack, pack, roll, slide, big, little, thick, thin, top, bottom, line, straight, curved, smooth, rough, light, heavy, long, short, tall, matches, does not match, almost matches, soft, hard, first, second, third, above, across, along, beside, after, back to back, below, beneath, between, close, far, forward, backward, further away, left, right, on top of, outside, inside, through, side by side, under, underneath, upside down, sideways, middle, in, long, wide, thick, thin, shallow, deep, high, low, morning, afternoon, today, yesterday, tomorrow, now, before, daytime, night-time, last, a lot, few, many, more than, less than, as many as, zero, nought, nothing, etc. Two dimensional shape names (square, rectangle/oblong, triangle, circle, oval, hexagon, diamond) Recognise colours Count to and recognize numbers to 10. Evaluation Newcastle Grammar Pre-school strives to support all children across all areas of development the year before they commence school. (Reviewed April 2014) File: Transition to School PolicyV1.1.docx Last Update: 19 September 2014

80 Volunteers and Students Policy Quality Area 4: Leadership and Service Management (7.3.5) Regulation 149: Volunteers and Students Regulation 168: Education and care services must have policies and procedures Regulation 177: Prescribed enrolment and other documents to be kept by approved provider Introduction Visitors to Newcastle Grammar Pre-school are a regular occurrence. Students attend practicum periods, volunteers may choose to spend time in the service along with maintenance personnel, educators and staff from other services and other authorised volunteers. The presence of visitors at the Pre-school must be monitored and documented. The Pre-school encourages student and volunteer participation as we are committed to assisting students to gain valuable experience in early childhood settings. Goals What are we going to do? Records relating to students, volunteers and visitors will be maintained. Educators and staff will abide by regulatory protocol when students, volunteers and visitors are in the Pre-school. Strategies How will it be done? The Approved Provider, Nominated Supervisor or Certified Supervisor will: Maintain a log and request sign in of all Volunteers, Students and visitors to the service; Ensure educators and staff understand the regulatory and ethical guidelines relating to visitors at the Pre-school; Keep a record of all Volunteers, Students and Visitors who spend time in the service. The record will include their full name, date and time spent at the pre-school. Be aware of Protocols and guidance supplied by Universities, TAFE s or RTOs in relation to participating students. Educators and staff will: Welcome visitors to the service and seek information on their reason for visiting; Direct visitors appropriately and make the Nominated or Certified Supervisor aware of a visitor presence in the Preschool; Welcome family and friends to visit and participate at any time. Families will: Be aware of who they are providing access to the service for when they enter themselves and are requested to be aware of unknown visitors and to direct them accordingly. Evaluation All educators and staff will maintain a safe and secure environment for other staff, the children, families and visitors to the service. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Volunteers and Students PolicyV1.1.docx Last Update: 18 September 2014

81 Water Safety Policy Quality Area 2: Children s Health and Safety (2.1.1, 2.3.2) Quality Area 7: Leadership and Service Management (7.3.5) Regulation 168: Education and Care Services must have policies and procedures on Sun Protection and Water Safety. Introduction The safety and supervision of children in and around water is of the highest priority. This relates to water play, excursions near water, hot water, drinking water and hygiene practices with water in Newcastle Grammar Pre-school environment. Children will be supervised at all times during water play experiences. Goals-What are we going to do? Children s safety and wellbeing will: be protected in and around water through supervision and prevention; and be promoted through the availability of clean, hygienic water for play and for drinking. Strategies How will it be done? The Nominated Supervisor will: Provide guidance and education to educators, staff and families on the importance of children s safety in and around water. Ensure work, health and safety practices incorporate approaches to safe storage of water and play. Educators and staff will: Ensure water troughs or water containers for water play are filled to a safe level. These activities will be supervised at all times and containers or troughs will be emptied on to garden areas after use. Children will be discouraged from drinking from these water activities. Teach children about staying safe in and around water. Empty buckets used for cleaning immediately after use. No buckets are left in play areas or accessible to children. Provide clean drinking water at all times. This water will be supervised to ensure that it is safe and hygienic for consuming. Water containers will be securely sealed. At the end of each day, the water container will be emptied and cleaned thoroughly. Operational Safety Hot water accessible to children will be maintained at the temperature of 43.5 o C. Thermostatic valves to be tested and serviced annually by a plumber. A risk assessment will be conducted prior to any excursion taking place. Particular attention will be focussed upon water safety where the excursion is near a body of water. Adults may carry and consume hot drinks only in a thermal cup or mug with a screw lid that prevents spilling Evaluation Supervision and access to water within Newcastle Grammar Pre-school in managed effectively by staff to ensure children remain safe and healthy. NB: This policy is based on policy guides provided by Community Child Care Cooperative NSW (Reviewed April 2014) File: Water SafetyV1.1.docx Last Update: 18 September 2014

82 Work Health and Safety (WHS) Policy Quality Area 2: Children health and Safety (2.3.1, 2.3.2) Quality Area 3: Physical Environment (3.1.1, 3.1.2) Quality Area 7: Leadership and Service Management (7.1) Education and Care Services National Law Act 2010 Education and Care Services National Regulations Introduction Everyone involved in an early childhood education and care service has a role to play in ensuring the service s operations are safe and without risk to the health and safety of all parties. In NSW, health and safety in the workplace is governed by a system of laws, regulations and compliance codes that set out the responsibilities of employers and employees to ensure safety is maintained at work. The Work Health and Safety Act 2011 sets out key principles, duties and rights in relation to workplace health and safety. Newcastle Grammar Pre-school has a moral and legal responsibility to provide a safe and healthy environment for employees, children, families, students, volunteers and visitors. Newcastle Grammar Pre-school is committed to fulfilling its obligations under current and future laws (The Work Health and Safety Act 2011 NSW) and that all relevant codes of practice are adopted and accepted as a minimum standard. Goal That all people who attend Newcastle Grammar Pre-school, including employees, children, families, students, volunteers, visitors, are provided with a safe and healthy environment. The Approved Provider will: Ensure all staff are aware of their health and safety responsibilities as employers, employees and volunteers; Ensure systematic identification, assessment and control of hazards is undertaken at the Pre-school; Ensure effective communication and consultation form a fundamental part of the management process to encourage ways of reducing risk in the Pre-school environment; Training is provided when necessary to assist staff to identify health and safety hazards which, when addressed, will lead to safer work practices at the pre-school; Provide and maintaining a work environment that is safe and without risk to health. This includes ensuring that: There are safe systems of work All plant and equipment provided for use by staff, including machinery, appliances and tools etc., are safe and meet relevant safety standards Substances, and plant and equipment, are used, handled and stored safely Material safety data sheets are supplied for all chemicals kept and/or used at the service There are adequate welfare facilities e.g. first aid There is appropriate information, instruction, training and supervision for employees Ensure there is a systematic risk management approach to the management of workplace hazards. This includes ensuring that: Hazards and risks to health and safety are identified, assessed and eliminated or, if it is not possible to remove the hazard/risk completely, effectively controlled Measures employed to eliminate/control hazards and risks to health and safety are monitored and evaluated regularly File: Work Health and Safety PolicyV1.1.docx Last Update: 18 September 2014

83 Ensure regular safety audits of the following: Indoor and outdoor environments All equipment, including emergency equipment Playgrounds and fixed equipment in outdoor and indoor environments Cleaning services Horticultural maintenance Pest control Monitor the conditions of the workplace and health of employees Protect other individuals from risks arising from the service s activities, including holding a fete etc., or any activity that is ancillary to the operation of the service e.g. contractors cleaning the premises after hours Provide adequate instruction to staff in safe working procedures, and informing them of known hazards to their health and wellbeing that are associated with the work that they perform at the service Ensure that all plant, equipment and furniture are maintained in a safe condition Develop procedures to guide the safe use of chemicals in the workplace Ensure the physical environment at the service is safe, secure and free from hazards for children Implement and practice emergency and evacuation procedures Implement and review this policy in consultation with the Nominated Supervisor, Certified Supervisors, Educators, Staff, Contractors and families Ensure the Nominated Supervisor, Certified Supervisor, Educators, Staff, Contractors, Students, Volunteers are kept informed of any changes in legislation and practices in relation to this policy Consult appropriately with employees on matters including: Identification of hazards Making decisions on how to manage and control health and safety risks Making decisions on health and safety procedures Proposed changes at the service that may impact on health and safety Notify the appropriate governing bodies (Work Safe NSW) and Department of Education and Communities about any serious workplace incidents and preserving the site of an incident Hold appropriate licenses, registrations and permits, where required Attempt to resolve issues with employees in a timely manner Not discriminate against employees who are involved in health and safety negotiations Allow access to an authorised representative of a staff member who is acting within his/her powers under the work safety legislation Produce documentation as required by inspectors and answering any questions that an inspector asks Not obstruct, mislead or intimidate an inspector who is performing his/her duties The Nominated Supervisor will: Ensure that all staff are aware of this policy and are supported to implement it at the service Organise/facilitate regular safety audits of the following; Indoor and outdoor environments All equipment, including emergency equipment Playground and fixed equipment in outdoor/indoor environments Cleaning services Horticultural maintenance Pest control Ensure that all cupboards/rooms are labelled accordingly, including those that contain chemicals and first aid kits, and that child-proof locks are installed on doors and cupboards where content may be harmful Ensure the physical environment at the service is safe, secure and free from hazards for children Ensure that all equipment and materials used at the service meet relevant safety standards Ensure the service is up to date with current legislation on child restraints in vehicles if transporting children Implement and practice emergency and evacuation procedures File: Work Health and Safety PolicyV1.1.docx Last Update: 18 September 2014

84 Implement and review this policy in consultation with the Approved Provider, Educators, Staff and families Identify and provide appropriate resources and training to assist educators, staff contractors, visitors, volunteers and students to implement this policy Keep up to date and comply with any relevant changes in legislation and practices in relation to this policy. Educators and Staff will: Take care of their own safety and the safety of others who may be affected by their actions Co-operate with reasonable WHS actions taken by the Approved Provider, including: Following WHS rules and guidelines Help to ensure housekeeping is of the standards set out in service policies attend WHS training as required Report WHS incidents Co-operate with WHS investigations Encourage good WHS practices with fellow employees and others attending the service Assist the Approved Provider with tasks relating to WHS, such as conducting inspections Not interfere with safety equipment provided by the Approved Provider Practice emergency evacuation procedures Ensure the physical environment at the service is safe, secure and free from hazards for children Maintain a clean environment daily, removing tripping/slipping hazards for children Ensure the service is up to date with current legislation on child restraints when transporting children Adhere to safe lifting procedures Follow appropriate cleaning procedure for cleaning up body fluids: Where gloves when using cleaning chemicals/ cleaning up body fluid Take care when cleaning contaminated areas not to expose open skin wounds, sores or mucous membranes (eyes moth nose) to body fluids, secretions or excreta Wash any blood, faeces or urine off the skin with warm water and soap. Clean up any spilt blood, faeces, vomit or urine by first removing the bulk of the spill with paper towel. Dispose of the towel as contaminated waste, enclosing and sealing it in a plastic bag and placing it in the garbage. Clean the surface with warm soapy water. Disinfect the surface with neutral detergent. Wash hands thoroughly. Adhere to safe lifting procedures: Never twist while lifting Lift a child safely by: Placing feet apart in the stride position Keeping your breastbone elevated Bend knees, putting one knee on or close to the ground Brace stomach muscles Hold the child close to your centre of gravity Move your feet not your spine, to stand up Prepare to move in a forward position Put one arm under the child s buttocks and the other arm supporting the child s back, hold the child as close to your body as possible. Lift a table and equipment by-: Using a two person lift Equipment will be lifted and moved with extreme caution, especially when there are children in the vicinity Instruct children not to lift and carry heavy equipment. Implement and review this policy in consultation with the Approved Provider, Nominated Supervisor, Educators, Staff, Contractors and families. File: Work Health and Safety PolicyV1.1.docx Last Update: 18 September 2014

85 Families, Students, Volunteers will: Be familiar with this policy Co-operate with this policy and WHS regulations Not act recklessly and or/ place the health and safety of other adults or children at the service at risk Evaluation Work Health and Safety aims to protect the health, safety and welfare of all people, either paid or unpaid, who work at Newcastle Grammar Pre-school. All relevant acts and regulations will be adhered to. (Reviewed April 2014) File: Work Health and Safety PolicyV1.1.docx Last Update: 18 September 2014

86 Working with Children Check Quality Area 2: Children s Health and Safety (2.3.4) Children and Young Persons (Care and Protection) Act 1998 Commission for Children and Young people Act 1998 Ombudsman Act 1974 Education and Care Services National Law Act 2010 Regulation 84: Awareness of Child Protection Law Children and young people have the right to be safe from abuse. The Working with Children Check is about creating workplaces where children are safe and protected. The Child Protection (Prohibited Employment) Act 1998 and the Commission for Children and Young People Act 1998 established the Working with Children Check. An important initiative for checking paid and unpaid employees who work directly with children. The NSW child related employment legislation provides screening to be a structured process including: A criminal record check A check of relevant apprehended violence orders A check relating to previous, relevant, completed disciplinary proceedings and any other prohibited check relating to previous employment or other activities. This check is about making sure that, as far as possible, people who may pose a risk to children are not employed in roles where they have direct un-supervised contact with children. All employees of Newcastle Grammar Pre-school have gone through the process of a Working with Children Check and will not be employed without it. (Reviewed April 2014) File: Working with Children CheckV1.1.docx Last Update: 18 September 2014

87 Appendix File: Appendix.docx Last Update: 18 September 2014

88 Feedback Form (Appendix A) Please use this form to make any comments or to provide feedback in relation to yours and your child s Pre-school experience. Nature of your comment/feedback/suggestion: Your name/contact details: Name: Phone/ Would you like to receive a response: Yes / No Best form of contact for you: Signature: Date: Office use only Date Received: Action taken: Staff member: File: Appendix A.docx Last Update: 18 September 2014

89 Date Informal Complaint Form (Appendix B) Staff Member Receiving Complaint Content of Complaint Outcome File: Appendix B.docx Last Update: 18 September 2014

90 Formal Complaint Form (Appendix C) Section 1 Park Campus or Pre-school:... Date:... Name of Person Making Complaint:... Phone:... Name of Person Accepting Complaint:... Complaint Description: Action Plan: Signature of person making complaint:... Signature of Nominated Supervisor / Licensee:... Section 2 Outcome / Resolution: Referred to (if applicable):... Signature of Nominated Supervisor / Licensee:... Date:... File: Appendix C.docx Last Update: 18 September 2014

91 Evacuation Floor Plan (Appendix D) File: Appendix D.docx Last Update: 18 September 2014

92 Park Campus Cnr Union St & Parkway Ave Cooks Hill NSW 2300 Phone Fax Hill Campus Cnr Church & Newcomen Sts Newcastle NSW 2300 Phone Fax Plan of Newcastle Grammar School Park Campus Key Assembly Point To Final Assembly Point. Cross at Traffic Lights. Kindergarten UNION STREET Gate 2 Union Street Year 1 National Park No 4 Sports Ground Final Assembly Points Year 2 Year 3 Year 4 Gate 1 Union Street Pre-school North Classrooms Gate 3 Parkway Avenue Canteen PARKWAY AVENUE Gate 4 Parkway Avenue Gate 5 Parkway Avenue Sandi Warren Performance Centre Block A Library Block F Administration Building Play Equipment After School Care Classrooms Block C Block B Classrooms Basketball Court Pre-school Block D Gate 6 Corlette Street Gate 7 Corlette Street CORLETTE STREET Pre-school Only Via Toole St and Union St pedestrian crossing

93 Enrolment Procedure Feedback Form (Appendix E) Please use this form to make any comments or to provide feedback in relation to the information that has been provided to you with regards to the Pre-school Enrolment Procedure. Nature of your comment/feedback/suggestion: Your name/contact details: Name: Phone/ Would you like to receive a response: Yes / No Best form of contact for you: Signature: Date: Office use only Date Received: Staff member: Action taken: File: Appendix E.docx Last Update: 18 September 2014

94 Priority of Access Guidelines (Appendix F) Priority 1: a child at risk of serious abuse or neglect Priority 2: a child of a single parent who satisfies, or of where both parents are working, training or studying. Priority 3: any other child Within these three priority categories, precedence should be given to children in: Aboriginal and Torres Strait Islander families Families which include a person with a disability Families on lower incomes Families from culturally and linguistically diverse backgrounds Socially isolated families single parent families The Department of Education and Communities as defined by any funding agreements gives priority of access to: Children who are at risk of harm Indigenous children Children from low income families Children from culturally and linguistically diverse backgrounds Children with disabilities Children in their year before school (with highest priority given to children closest to school entry). File: Appendix F.docx Last Update: 18 September 2014

95 Hygiene Procedures for Staff (Appendix G) Quality Area 2: Children s Health and Safety Regulation 77: Health Hygiene and Safe Food Practices Regulation 88: Infectious Diseases (1) (2) (3) Regulation 90: Medical Conditions On arrival All staff to hand wash or sanitise upon arrival at the Pre-school All to encourage families to hand wash or sanitise children s hands upon arrival at the Pre-school All staff to follow the Hygiene Hand Washing and Infection Control Policy implemented at the Pre school Outdoors/Indoors Gloves to be used and hands to be washed when: Assisting children with toileting Changing children s wet or soiled clothing Wiping noses Cleaning up bodily fluids Applying first aid Regular hand washing or sanitising to be used when touching, comforting, holding hands with children at the discretion of the staff member and when none of the above is in place. Packing Away Equipment from the sandpit and gravel to be washed/hosed every Friday and sun dried Equipment used from inside, throughout the week, should be sprayed with neutral detergent and air dried every Friday afternoon (or as needed if it has been mouthed by a child). Shed equipment and clothing, room cushions and blankets to be washed thoroughly at the end of each term. Room cushions to be sprayed with Glen 20 every Friday or washed as necessary (e.g. body fluid spills or head lice out break). Lunch routine/ Afternoon Tea routine: Children to be supervised having bubbler drinks and entering inside by 2 staff members All children s hand washing to be supervised. Children to hand wash with soap and water for a minimum of 10 seconds. Paper towel to be used for drying hands (encourage one sheet per child) Gloved staff member to check lunch boxes for food (whether adequate/ appropriate for allergies etc.) Gloved staff member to clean bathrooms and toilets with paper towel and neutral detergent Hand gel to be used regularly during eating times when opening ford or assisting children with packaging. Gloves to be worn if handling food directly. Gloved staff member to clean tables and every chair using neutral detergent and paper towel. Afternoons: The fridge in each room to be cleaned and wiped out with neutral detergent and paper towel. File: Appendix G.docx Last Update: 18 September 2014

96 Infectious Illness and Diseases Chart (Appendix I) Condition Exclusion of Cases Exclusion of Contacts Amoebiasis Exclude until there has not been a loose Not excluded (Entamoeba histolytica) bowel motion for 24 hours. Campylobacter Exclude until there has not been a loose Not excluded bowl motion for 24 hours. Candidiasis See Thrush Chicken Pox (Varicella) Cold Sores (Herpes Simplex) Exclude until all blisters have dried. This is usually five days after the rash first appeared in unimmunised children and less in immunised children. Not excluded. Carers of children with cold sores should not have contact with babies younger than 2 months. Exclusion is NOT necessary. CMV Not excluded (Cytomegalovirus infection) Common Cold Not excluded Not excluded Conjunctivitis Exclude until the discharge from the eyes Not excluded has ceased. Cryptosporidium Infection Exclude until there has not been a loose Not excluded bowel motion for 24 hours. Diarrhoea Exclude until there has not been a loose Not excluded bowel motion for 24 hours. Diphtheria Exclude until medical certificate of recovery is provided after two negative throat swabs. The last at least 72 hours after stopping antibiotics. Any child unimmunised or with an immune deficiency or receiving chemo therapy should be excluded for his/her protection. Otherwise not excluded. Pregnant women should seek medical advice. Not excluded Exclude family/household contacts until cleared by The Public Health Authority. Fever See Temperature Gastroenteritis See Viral Gastroenteritis German Measles See Rubella Giardiasis Exclude until there has not been a loose bowel motion for 24 hours. Not excluded. Faecal testing is recommended if contact has diarrhoea. Glandular Fever Exclusion is NOT necessary Not excluded Green Nasal Discharge Please seek medical advice as antibiotics Not excluded may be required for infection. Hemophilus Influenzae Type B (Hib) Exclude until medical certificate provided to prove recovery. Inform and seek advice from The Public Health Authority. Not excluded. Contact Public Health Authority regarding need for preventative antibiotics for family and child care contacts. Hand Foot and Mouth Excluded until all blisters clear. Not excluded Head Lice (Pediculosis) Exclude until the day after treatment. Not excluded Hepatitis A Exclude until medical certificate of recovery is provided and not before 7 days after onset of jaundice or illness. Not excluded. See doctor for preventative immunoglobulin. Hepatitis B Not excluded Not excluded. If bitten through skin by carrier or in contact with carrier s blood inform Public Health Authority and seek preventative treatment. Hepatitis C Not excluded Not excluded. If bitten through skin by carrier or in contact with carries blood inform Public Health Authority. Human Immunodeficiency Virus (HIV/AIDS) Not excluded unless moist lesions cannot be covered with waterproof dressing, or another infection occurs requiring Not excluded File: Appendix I.docx Last Update: 18 September 2014

97 exclusion. Impetigo (School Sores) Exclude until 24 hours after antibiotic Not excluded treatment has commenced. Any sores on exposed skin should be covered with a waterproof dressing. Influenza and Influenza like Exclude until well (usually 5 days after Not excluded Illnesses start of symptoms). Legionnaires Disease Exclusion is NOT necessary. Not excluded Leprosy Exclude until allowed to return by Public Not excluded Health Authority. Measles Exclude for at least 4 days after the onset of rash. Immunised contacts are NOT excluded. Unimmunised contacts are to be immunised within 72 hours of contact with the first case or be excluded for a minimum of two weeks from the disease appearing in the last case and as determined by The Public Health Authority. Meningitis (bacterial) Exclude until well and has received Not excluded appropriate antibiotics. Meningitis (viral) Exclude until well. Not excluded Meningococcal Infection Exclude until appropriate antibiotic Not excluded treatment has been completed. Molluscum Contagiosum Not excluded Not excluded Mumps Exclude for 9 days after onset of Not excluded swelling. Norovirus Exclude until there has not been a loose bowel motion or vomiting for 48 hours. Not excluded Parvovirus Infection (fifth disease, erythema infectiosum, slapped cheek syndrome) Pertussis Poliomyelitis Not excluded See Whooping Cough Exclude for at least 14 days after Not excluded symptoms first appear, and until medical certificate of recovery is provided. Respiratory Syncytial Virus Exclusion is NOT necessary. Not excluded Ringworm, Tinea, Scabies. Exclude until the day after appropriate Not excluded treatment has started. Roseola Not excluded Not excluded Ross River Virus Exclusion is NOT necessary. Not excluded Rotavirus Infection Children are to be excluded from Not excluded Newcastle Grammar Pre-school until there has not been a loose bowel motion or vomiting for 24 hours. Not excluded. Pregnant women should seek medical advice. Rubella (German Measles) Exclude for 4 days after the rash has appeared. Not excluded. Pregnant women should seek medical advice Salmonella Infection Exclude until there has not been a loose Not excluded bowel motion for 24 hours. Scabies See Ringworm Scarlet Fever See Streptococcal Sore Throat Shigella Infection Exclude until there has not been a loose Not excluded bowel motion for 24 hours. Streptococcal Sore Throat Exclude until 24 hours after antibiotics Not excluded have been given and person feels well. Temperature Exclude at 38oC Not excluded File: Appendix I.docx Last Update: 18 September 2014

98 Thrush (Candidiasis) Exclusion is NOT necessary. Not excluded Toxoplasmosis Exclusion is NOT necessary. Not excluded Tuberculosis TB Exclude until allowed to return by The Public Health Authority. Not excluded. Household and childcare contacts may need screening Typhoid, Paratyphoid Exclude until allowed to return by The Public Health Authority. Not excluded unless deemed necessary by The Public Health Authority. Viral Gastroenteritis Exclude until there has not been a loose Not excluded bowel motion or vomiting for 24 hours. Vomiting Exclude until there has not been Not excluded vomiting for 24 hours. Warts Exclusion is NOT necessary Not excluded Whooping Cough (pertussis) Exclude until 5 days after starting appropriate antibiotic treatment. Contacts that live in the same house as the case and have received less than three doses of pertussis vaccine are to be excluded from Newcastle Grammar Pre-school until they have had 5 days of an appropriate course of antibiotics. If antibiotics have not been taken then contacts must be excluded for 21 days after their last exposure to the case while the person was infectious. Non immunised contacts for 5 days of a 14 day course of antibiotics Worms Exclusion not necessary if treatment has occurred. Not excluded File: Appendix I.docx Last Update: 18 September 2014

99 Asthma Risk Minimisation (Appendix J) Cover Sheet This Plan is to be completed by the Director or nominee on the basis of information from the student s medical practitioner provided by the parent/carer in accordance with their child s Action Plan. Student s Name: Date of Birth: Room Name: Asthma Action Plan provided by parent/carer (please circle): YES / NO Asthma Triggers: Other Health Conditions: Medication at School: Parent/Carer Contact: Parent/Carer Information (1) Parent/Carer Information (2) Name: Name: Relationship: Relationship: Home Phone: Home Phone: Work Phone: Work Phone: Mobile: Mobile: Address: Address: Other Emergency Contacts (If Parent/Carer Not Available): Medical Practitioner Contact: Emergency Care to be Provided at School: Medication Storage: The following Asthma Risk Minimisation Plan has been developed with my knowledge and input and will be reviewed on (Record Date): Signature of Parent/Carer: Date: Signature of Director (or Nominated Supervisor): Date: File: Appendix J.docx Last Update: 18 September 2014

100 Strategies to Avoid Asthma Triggers Student s Name: Date of Birth: Room Name: Predominant Asthma Trigger/s: Other Asthma Triggers: Risk (suggested risks listed) Strategy Who is Responsible? File: Appendix J.docx Last Update: 18 September 2014

101 Examples of Risks, Situations, Concepts to consider when completing the Anaphylaxis Risk Minimisation Plan Who are the children and what are their asthma triggers (is information provided on their Asthma Action Plan)? What are the potential sources of exposure to their asthma triggers? Where will the potential source of exposure to their asthma triggers occur? Are all staff (including relief staff, visitors and parent/carer volunteers) aware of which children have asthma? Does the bullying policy include health related bullying? Is there age appropriate asthma education for children at the service and are children actively encouraged to seek help if they feel unwell? Do you have asthma information available at the service for parents/carers? What are the lines of communication in the children s service? What is the process for enrolment at the service, including the collection of medical information and Action Plans for medical conditions? Who is responsible for the health conditions policy, the medications policy, Asthma Action Plans and Risk Minimisation plans? Does the child have an Asthma Action Plan and where is it kept? Do all service staff know how to interpret and implement Asthma Action Plans in an emergency? Do all children with asthma attend with their blue/grey reliever puffer and a spacer? (a children s face mask is recommended for children unable to use a spacer correctly, consider face mask use in children under 5 years old) Where are the First Aid Kits kept? Do all staff and visitors to the service know where the First Aid Kits are kept? Who is responsible for the contents of the First Aid Kits? (checking reliever medication expiry dates, replacing spacers and face masks as needed) Do you have one member of staff on duty at all times who has current and approved Emergency Asthma Management training? Who else needs training in the use of asthma emergency equipment? Do you have a second First Aid Kit for excursions? What happens if a child s reliever medication and spacer are not brought to the service? Does the child have any other health conditions, such as allergies or anaphylaxis? Do they have an Action Plan and Risk Minimisation plan for each health condition? Do plants around the service attract bees, wasps or ants? Have you considered planting a low-allergen garden? Have you considered where food and drink consumption and disposal is occurring? (including food and drink consumed by all staff and visitors) Could traces of food allergens be present on craft materials used by the children? (e.g. egg cartons, cereal boxes, milk cartons) Do your cleaners use products that leave a strong smell, or do you plan to renovate or paint the centre when children are present? Do your staff use heavy perfumes or spray aerosol deodorants while at work? Are you in a bushfire-prone area where controlled burning may occur? What special activities do you have planned that may introduce children to asthma triggers? File: Appendix J.docx Last Update: 18 September 2014

102 Anaphylaxis Risk Minimisation (Appendix K) Cover Sheet This Plan is to be completed by the Director or nominee on the basis of information from the student s medical practitioner provided by the parent/carer in accordance with their child s Action Plan. Student s Name: Date of Birth: Room Name: Anaphylaxis Action Plan provided by parent/carer (please circle): YES / NO Anaphylactic Triggers: Other Health Conditions: Medication at School: Parent/Carer Contact: Parent/Carer Information (1) Parent/Carer Information (2) Name: Name: Relationship: Relationship: Home Phone: Home Phone: Work Phone: Work Phone: Mobile: Mobile: Address: Address: Other Emergency Contacts (If Parent/Carer Not Available): Medical Practitioner Contact: Emergency Care to be Provided at School: Medication Storage: The following Anaphylaxis Risk Minimisation Plan has been developed with my knowledge and input and will be reviewed on (Record Date): Signature of Parent/Carer: Date: Signature of Director (or Nominated Supervisor): Date: File: Appendix K.docx Last Update: 18 September 2014

103 Strategies to Avoid Anaphylactic Triggers Student s Name: Date of Birth: Room Name: Predominant Anaphylactic Trigger/s: Other Anaphylactic Triggers: Risk (suggested risks listed) Strategy Who is Responsible? File: Appendix K.docx Last Update: 18 September 2014

104 Examples of Risks, Situations, Concepts to consider when completing the Anaphylaxis Risk Minimisation Plan Who are the children and what are their asthma triggers (is information provided on their Anaphylaxis Action Plan)? What are the potential sources of exposure to their anaphylactic triggers? Where will the potential source of exposure to their anaphylactic triggers occur? Are all staff (including relief staff, visitors and parent/carer volunteers) aware of which children have anaphylaxis? Does the bullying policy include health related bullying? Is there age appropriate anaphylaxis education for children at the service and are children actively encouraged to seek help if they feel unwell? Do you have anaphylaxis information available at the service for parents/carers? What are the lines of communication in the children s service? What is the process for enrolment at the service, including the collection of medical information and Action Plans for medical conditions? Who is responsible for the health conditions policy, the medications policy, Anaphylaxis Action Plans and Risk Minimisation plans? Does the child have an Anaphylaxis Action Plan and where is it kept? Do all service staff know how to interpret and implement Anaphylaxis Action Plans in an emergency? Do all children with anaphylaxis attend with their own epipen? Where are the First Aid Kits kept? Do all staff and visitors to the service know where the First Aid kits are kept? Who is responsible for the contents of the First Aid Kits? (checking reliever medication expiry dates, replacing spacers and face masks as needed) Do you have one member of staff on duty at all times who has current and approved Emergency Anaphylaxis Management training? Who else needs training in the use of anaphylaxis emergency equipment? Do you have a second First Aid Kit for excursions? What happens if a child s epipen is not brought to the service? Does the child have any other health conditions, such as allergies or asthma? Do they have an Action Plan and Risk Minimisation plan for each health condition? Do plants around the service attract bees, wasps or ants? Have you considered planting a low-allergen garden? Have you considered where food and drink consumption and disposal is occurring? (including food and drink consumed by all staff and visitors) Could traces of food allergens be present on craft materials used by the children? (e.g. egg cartons, cereal boxes, milk cartons) What special activities do you have planned that may introduce children to anaphylaxis triggers File: Appendix K.docx Last Update: 18 September 2014

105 Asthma Action Plan (Appendix L) File: Appendix L.docx Last Update: 1 October 2014

106 File: Appendix L.docx Last Update: 1 October 2014

107 Anaphylaxis Action Plan (Appendix M) File: Appendix M.docx Last Update: 18 September 2014

108 Medication Record (Appendix N) Regulation 92: Medication record; Regulation 93: Administration of medication; Regulation 94: Exception to authorisation requirement-anaphylaxis or asthma emergency; Regulation 95: Procedure for administration of medication. Medication MUST be in the original packaging and clearly labelled with the child s name, the prescribed dosage and the medication s used by date. Medication will not be administered without written authorisation from a parent/guardian. Prescribed medication authority expires after 7 days Date: Child s Full Name: Reasons for Medication: Name of Medication Administered: Use by Date of Medication: Date and Time Medication was Last Administered: Dosage of Last Administration: Medical Practitioner Prescribing the Medication: Practitioners Phone Number: Name of Approved Person (As Identified in the Enrolment Form) Authorised to Consent to Administer Medication: Reasons for Medication: Storage Requirements: Date of Prescription: Date and Time of Last Dosage: When Symptoms Occur - Specific Symptoms Are: Time Staff Need to Administer the Medication: Any Special Instructions on How the Medication is to be Administered: How Long does this Medication Need to be Administered for: Parent/Guardian Name: Parent/Guardian Signature: Date: Staff Member Receiving Medication: Staff Signature: File: Appendix N.docx Last Update: 18 September 2014

109 Date Dosage Time Medication Actually Given Name and Signature of Staff Administering Medication Name and Signature of Staff Cross Checking Medication Approved Person Sign When Collecting Medication File: Appendix N.docx Last Update: 18 September 2014

110 Medication Record Symptom Driven Administered By Staff (Appendix O) Regulation 92: Medication record; Regulation 93: Administration of medication; Regulation 94: Exception to authorisation requirement-anaphylaxis or asthma emergency; Regulation 95: Procedure for administration of medication. Medication MUST be in the original packaging and clearly labelled with the child s name, the prescribed dosage and the medication s used by date. Medication will not be administered without written authorisation from a parent/guardian. Prescribed medication authority expires after 7 days Date: Child s Full Name: Reasons for Medication: Name of Medication Administered: Use by Date of Medication: Time Medication Administered: Dosage Administered: Name of Staff Member Administering Medication: Signature: Name of Staff Member Cross Checking Dosage and Administration: Signature: Parent/Guardian was Contactable: Parent/Guardian wasn t Contactable. Authorisation Obtained from Child s Enrolment Record: q Yes (verbal approval was given) q No Detail Date and Time Staff Attempted to Contact Parent / Guardian. Parent/Guardian Name: Parent/Guardian Signature: Date: File: Appendix O.docx Last Update: 18 September 2014

111 Good For Kids (Appendix P) File: Appendix P.docx Last Update: 18 September 2014