Enrolment & Orintation

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1 Paddington Out Of School Care Enrolment & Orintation POLICY STATEMENT: Our service accepts enrolments to the service for primary school age children in accordance with funding priorities and guidelines. An orientation process is in place for children and their families. The purpose of this is to: Enable educators/staff to meet and greet children and their families Provide essential operational information Form the foundation for a successful and caring partnership between home and the service. To help children develop a sense of belonging, feel accepted, develop attachments and trust those who care for them ( My Time, Our Place, Outcome 1). PROCEDURES: (a) Eligibility Access and eligibility will be subject to the Priority of Access Guidelines set down by the Department of Education, Employment and Workplace Relations (DEEWR), these are: Priority 1 a child at risk of serious abuse or neglect Priority 2 a child of a single parent who satisfies, or of parents who both satisfy, the work, training, study test under section 14 of the A New Tax System (Family Assistance) Act 1999 Priority 3 any other child Within these main categories priority should also be given to the following children: Children in Aboriginal and Torres Strait Islander families Children in families which include a disabled person Children in families on low incomes Children in families from culturally and linguistically diverse backgrounds Children in socially isolated families Children of single parents. As well as the above, the service policy is that children must be enrolled in Primary school in order to be eligible to attend the service. Children of Preschool age will not be accepted into the program, except for the December/January Vacation care period immediately prior to them commencing Primary school this enrolment will be accepted upon proof that the child is enrolled to commence Primary school. Children who have completed Year 6 may be eligible to attend the service at the discretion of the Nominated Supervisor. 1

2 (b) Inclusion of children additional needs Provision of places for children with additional needs will be made wherever possible, with a regular review period. Access to care will focus on the needs of the child and the service s ability to meet these needs. Ongoing arrangements will be at the discretion of the Nominated Supervisor in consultation with parents and educators. (c) (d) Waiting list Where demand for care exceeds the service s number of approved places, families will be placed on the service s waiting list. When completing waiting list details families will be advised of the Priority of Access Guidelines. Waiting lists will be refreshed as a position becomes available. Families will be notified in writing or verbally of their updated positions. If families fail to respond or if their enrolment is incomplete, those families will be removed from the list, as it is presumed the family is no longer requiring care. Their position on the waiting list will then be given to the next in line. Enrolment Enrolments will be created in line with the Priority of Access Guidelines and the Child Care Management System (CCMS). There are three enrolment types under the CCMS: Formal enrolments Informal enrolments AMEP/Other enrolment Enrolments will not be accepted from families without full completion of the enrolment form. To secure the enrolment, parents are required to pay the enrolment fee and bond (2 weeks full fees). Information about fees is included in the Fee Policy. (e) Attendance and enrolment records Accurate attendance records will be kept, which: Records the full name of each child attending the service Records the date and time each child arrives and departs Is signed on the child s arrival and departure by either: - The person who delivers or collects the child - The Nominated Supervisor or an educator (Regulation 158); and Meet the requirements of the Child Care Management System (CCMS) An enrolment record for each child will be kept at the service which includes all details outlined in Regulations 160, 161 and 162: 2

3 R:160 Child enrolment records to be kept by approved provider and family day care educator (1) The approved provider of an education and care service must ensure that an enrolment record is kept that includes the information set out in subregulation (3) for each child enrolled at the education and care service. (2) A family day care educator must keep an enrolment record that includes the information set out in subregulation (3) for each child educated and cared for by the educator. An enrolment record must include the following information for each child (a) The full name, date of birth and address of the child; (b) The name, address and contact details of: (i) Each known parent of the child; and (ii) Any person who is to be notified of an emergency involving the child if any parent of the child cannot be immediately contacted; and (iii) Any person who is an authorised nominee (iv) Any person who is authorised to consent to medical treatment of, or to authorise administration of medication to, the child; and (v) Any person who is authorised to authorise an educator to take the child outside the education and care service premises; (c) Details of any court orders, parenting orders or parenting plans provided to the approved provider relating to powers, duties, responsibilities or authorities of any person in relation to the child or access to the child; (d) details of any other court orders provided to the approved provider relating to the child's residence or the (e) The gender of the child; (f) The language used in the child's home; (g) The cultural background of the child and, if applicable, the child's parents; (h) Any special considerations for the child, for example any cultural, religious or dietary requirements or additional needs; (j) The relevant health information set out in regulation 162. In this regulation parenting order means a parenting order within the meaning of section 64B(1) of the Family Law Act 1975 of the Commonwealth; parenting plan means a parenting plan within the meaning of section 63C(1) of the Family Law Act 1975 of the Commonwealth, and includes a registered parenting plan within the meaning of section 63C(6) of that Act. R161:Authorisations to be kept in enrolment record: (1) The authorisations to be kept in the enrolment record for each child enrolled at an education and care service are (a) An authorisation, signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child, for the approved provider, nominated supervisor or an educator to seek (i) Medical treatment for the child from a registered medical practitioner, hospital or ambulance service; and (ii) transportation of the child by an ambulance service; and (b) If relevant, an authorisation given under regulation 102 for the education and care service to take the child on regular outings. (2) The authorisations to be kept in the enrolment record for each child educated and cared for by a family day care educator are (a) An authorisation, signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child, for the family day care educator to seek 3

4 (i) Medical treatment for the child from a registered medical practitioner, hospital or ambulance service; and (ii) Transportation of the child by an ambulance service; and (b) if relevant, an authorisation given under regulation 102 for the family day care educator to take the child on regular outings. (3)The health information to be kept in the enrolment record for each child enrolled at the education and care service is (a) The name, address and telephone number of the child's registered medical practitioner or medical service; and (b) If available, the child's Medicare number; and (c) Details of any (i) specific healthcare needs of the child, including any medical condition; and (ii) allergies, including whether the child has been diagnosed as at risk of anaphylaxis; and (d) Any medical management plan, anaphylaxis medical management plan or risk minimisation plan to be followed with respect to a specific healthcare need, medical condition or allergy referred to in paragraph (c); and (e) Details of any dietary restrictions for the child; and (f) The immunisation status of the child; and (g) If the approved provider or a staff member or family day care educator has sighted a child health record for the child, a notation to that effect. (f) (g) Child s attendance once enrolled The service s responsibility for the child begins when placed in the staff s care by parent or guardian, or when they arrive from school for the afternoon session. If a child is to be absent on a day they are normally booked, the family must notify the service as soon as possible. The rules for Allowable Absences under CCMS will be followed in relation to all absences. If a child who is enrolled with the service, but is not on the Roll for a particular day, arrives at the service, the Nominated Supervisor, or other relevant staff member will be contacted immediately to see if the child has been booked in for the day. If a child has not been enrolled they must not be taken into care under any circumstances. In this case, please contact the school and/or child s parents (if possible) immediately. Cancellation of enrolment Cancellation of an enrolment may be initiated in two different situations: A parent advises the service that no further care needs to be provided The service identifies that care is no longer required or being provided (CCMS Ending Enrolments) The family must give two weeks notice (in writing) if they wish to cancel a child s enrolment; failure to do so will mean that the bond will not be refunded. Refunds may be granted under exceptional circumstances after discussion with the Nominated Supervisor. CCMS guidelines will be followed once an enrolment is cancelled. 4

5 (h) Confidentiality and storage of records Enrolment information will be kept in strict confidence according to the services Confidentiality Policy. All enrolment records will be kept in a safe and secure place and kept for the period of time specified in the Regulations (Regulations 183). R.183 Storage of records and other documents (1) The approved provider of an education and care service must ensure that records and documents set out in regulation 177 are stored (a) in a safe and secure place; and (b) for the relevant period set out in subregulation (2). (2) The records must be kept (a) if the record relates to an incident, illness, injury or trauma suffered by a child while being educated and cared for by the education and care service, until the child is aged 25 years; (b) if the record relates to an incident, illness, injury or trauma suffered by a child that may have occurred following an incident while being educated and cared for by the education and care service, until the child is aged 25 years; (c) if the record relates to the death of a child while being educated and cared for by the education and care service or that may have occurred as a result of an incident while being educated and cared for, until the end of 7 years after the death; (d) in the case of any other record relating to a child enrolled at the education and care service, until the end of 3 years after the last date on which the child was educated and cared for by the service; (e) if the record relates to the approved provider, until the end of 3 years after the last date on which the approved provider operated the education and care service; (f) if the record relates to the nominated supervisor or staff member of an education and care service, until the end of 3 years after the last date on which the nominated supervisor or staff member provided education and care on behalf of the service; (g) in case of any other record, until the end of 3 years after the date on which the record was made. (i) Orientation Families who are enrolling their child for the first time as well as all the existing families will have access to the Parent Handbook and the centre policies via our website prior to the child s first day at the service. Families should read this handbook so that their child is prepared for their first day at the service and to give them time to complete all relevant forms. Parents should advise educators when they are greeted that it is their child s first day at the service and the educator will introduce themselves and guide them through the sign-in/out process, check that all relevant forms and authorities have been signed and show them around the Centre. Educators will introduce the child to other children and engage them in an activity. The educator will remain with the child until they are settled and comfortable in the new environment. Educators will carefully monitor the child whilst in the service to ensure they are settling in. 5

6 CONSIDERATIONS: Education and Care Services National Regulations 158, 159, 160, 161, 162, 168, 177, 183. National Quality Standard Service policies/documentation 6.1, Service Enrolment form - Family Handbook - Fee Policy - Confidentiality Policy - Delivery and Collection of Children Policy - Acceptance & Refusal of Authorisations Policy - Governance & Management Policy Other - Network Record Keeping Factsheet - Child Care Service Handbook (DEEWR) - A New Tax System (Family Assistance) Act CCMS ENDORSEMENT BY THE SERVICE: Approval date: 2014 Date for Review:

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