Victorian kindergarten policy, procedures and funding criteria

Transcription

1 Victorian kindergarten policy, procedures and funding criteria

2 Published for Department of Education and Early Childhood Development Melbourne March 2010 State of Victoria (Department of Education and Early Childhood Development) 2010 The copyright in this document is owned by the State of Victoria (Department of Education and Early Childhood Development), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968, the National Education Access Licence for Schools (NEALS) (see below) or with permission. An educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution, may copy and communicate the materials, other than third party materials, for the educational purposes of the institution. Authorised by the Department of Education and Early Childhood Development, Level 11, 35 Spring St, East Melbourne, Victoria, ISBN This document is also available on the internet at

3 Victorian kindergarten policy, procedures and funding criteria This guide has been developed to assist organisations currently receiving or wanting to apply for kindergarten funding and to inform early childhood service providers of the policies, procedures and funding criteria associated with the Victorian kindergarten program. New and existing Committees of Management should read this document to familiarise themselves with the updated guidelines and policies.

4

5 Contents 1. Quick up-front information 1 Save time summary read this first 1 How to navigate 1 Children s Services Regulations Contacting the Department of Education and Early Childhood Development 2 Key dates for Introduction 7 Kindergarten programs in the context of current policy and reforms 7 Reducing disadvantage 7 Providing a comprehensive, coordinated family-centred service system 8 Early childhood policy context 9 Blueprint for Education and Early Childhood Development: One Year On 9 Growing, Learning and Thriving: Building on Victoria s Achievements in Early Childhood Development 9 The Victorian Early Years Learning and Development Framework 10 Every child every chance 10 Charter of Human Rights 11 Dardee Boorai: the Victorian Charter of Safety and Wellbeing for Aboriginal Children and Young People 11 Partnership with local government 12 Municipal Early Years Plans 12 The Commonwealth Government 12 The National Early Years Learning Framework 13 Universal access to early childhood education 14 National Quality Framework for Early Childhood Education and Care Programs for four-year-olds Overview: kindergarten funding eligibility 15 Eligibility 15 Criteria for service providers 15 Application for new kindergarten funding 17 The service agreement 18 Ongoing requirements for services receiving kindergarten funding 18 Data Collection 18 Adjustments to funding 20 Payment cycle 20 Vacant funded places 20 Additional enrolments 21 Ceasing kindergarten funding during the year 21 Victorian kindergarten policy, procedures and funding criteria iii

6 3.2 Child based funding and how to apply 22 Eligibility criteria applying to children 22 Enrolment 22 Children younger than the eligible kindergarten age 22 Withdrawal from the kindergarten program to access kindergarten in the following year 23 Children who will turn six years of age during the kindergarten year 23 Second year eligibility 24 Second year of kindergarten funding 24 Kindergarten per capita grants 25 Criteria for per capita grant funding categories 25 Per capita grant rates 26 Kindergarten budget 29 Requirement to have a kindergarten fees policy 29 Kindergarten fee subsidy 30 Kindergarten fee subsidy fees policy principles 30 Kindergarten fee subsidy eligibility criteria 30 Applying for funding 31 Kindergarten fee subsidy fees policy guidelines 31 Services charging annual fees less than the kindergarten fee subsidy 31 Services charging annual fees more than the kindergarten fee subsidy 32 Integrated kindergarten in long day care services 33 Alternative services 33 Kindergarten fee subsidy Fee examples Service based funding and how to apply 35 Kindergarten cluster management 35 Eligibility to become a kindergarten cluster manager 35 Kindergarten cluster management funding 36 Joining an existing cluster manager 37 Early Childhood Teacher supplement 37 Travel allowance 39 Parental leave reinbursement Early Start Kindergarten Initiatives Early Start kindergarten funding for three-year-old Aboriginal and Torres Strait Islander children 41 Overview 41 Eligibility criteria 41 iv Victorian kindergarten policy, procedures and funding criteria

7 Funding 42 Funding for kindergarten programs offering a minimum of 10 hours per week 42 Funding for kindergarten programs offering less than 10 hours per week 42 MACS services 43 Withdrawal from the program and vacant funded places 43 Support and advice 43 Koorie Engagement Support Officers, Early Childhood Development (KESO) 43 Inclusion support 43 Additional information 43 Related policies and information Early Start Kindergarten funding for three-year-old children known to Child Protection 44 Overview 44 Eligibility criteria 45 Requirements for services to have access and inclusion policies 45 Funding 46 Applying for funding 46 Withdrawal from the program and vacant funded places 46 Services charging annual fees more than the per capita grant 46 Requirements for services 47 Services located in Partnership areas 47 Services outside Partnership areas 48 Support and advice 48 Privacy 48 Inclusion support 48 Evaluation and action research 48 Communication materials Service provision requirements 49 Regulations and legislative requirements 49 Anaphylaxis management 49 Staff safety screening requirements and Criminal History Check 49 Exemptions that may apply to funded services 50 Court Orders 50 Incident reporting requirements 51 Critical incident closure policy in response to emergency management for funded kindergarten services 51 Service requirement for closure policy 52 Victorian kindergarten policy, procedures and funding criteria v

8 Mandatory closure 52 Voluntary closures 52 Financial implications 53 Critical incident support and resources 53 The educational program 54 The Victorian Early Years Learning and Development Framework 54 What can the family expect from a kindergarten program? 55 Starting Kindergarten 55 Transition to School 55 Early childhood teacher 56 Approved early childhood teaching qualifications 56 Requirements when a teacher holding an approved early childhood teaching qualification cannot be recruited 57 Emergency relief teachers 57 Professional standards 58 Victoria s early childhood workforce 58 Quality, access and participation 59 Quality improvement 59 Access and inclusion 59 Parent participation Service provision support 63 Support for licensed children s services 63 Support for Aboriginal children 63 Koorie Early Childhood Education Program 63 Koorie Engagement Support Officers Early Childhood Development 63 Koorie Pre-School Assistants program 64 Grants for kindergarten programs that support Indigenous children 64 The Indigenous Education Program 64 Kindergarten Inclusion Support Services 65 Kindergarten Inclusion Support packages for children with severe disabilities 65 Preschool Field Officer Program 66 Accessing language services 66 Individuals accessing language services 67 vi Victorian kindergarten policy, procedures and funding criteria

9 7. Management and governance requirements 69 Establishing a kindergarten program for the first time 69 The service agreement 69 Data collection requirements 70 Service viability 70 Financial accountability reporting (FAR) 70 Provisions account 70 Misappropriation of funds 70 Requesting approval to be funded outside the Victorian kindergarten policy, procedures and funding criteria 71 Circumstances in which exceptions to funding requirements may be requested 71 Criteria for providing less than 10 hours per week of a funded kindergarten program 71 Criteria for existing services applying for funding with less than the required enrolments 72 Criteria for operating a funded kindergarten program in premises that do not meet the requirements for a standard licence 72 Criteria for operating one funded kindergarten program from more than one location 73 Criteria for allowing a teacher who holds a primary teaching qualification to plan and implement a funded kindergarten program* 73 Long service leave and sick leave payments for staff employed prior to 1994 in a funded kindergarten program 74 Long service leave payments for pre-1994 staff 75 Sick leave payments for pre-1994 staff 75 Good governance and effective record keeping 75 Fee policy 76 Privacy and Information Sharing Supports and resources 77 Organisations funded to provide support to service providers 77 Community services organisations (CSO) insurance program 77 Early Childhood Australia Inc. (Victorian Branch) (ECA) 78 FKA Children s Services Inc 78 Gowrie Victoria 79 Kindergarten Parents Victoria Inc (KPV) 79 Kindergarten payroll service 79 Municipal Association of Victoria (MAV) 80 Playgrounds and Recreation Association of Victoria Inc (PRAV) 81 Vicnet (Kindergarten IT initiative) 81 Victorian kindergarten policy, procedures and funding criteria vii

10 9. Additional resources (web links) 83 Kindergarten funding and data collection forms 83 References and further reading 84 Related documents and other publications 84 Some key definitions 84 Appendices 89 Appendix 1: Kindergarten Communications Material Order Form 90 Appendix 2: Preschool field officer program contacts 91 Appendix 3: How to read the payment history report 95 Appendix 4: Koorie Engagement Support Officers Early Childhood Development (KESO) Contacts 96 viii Victorian kindergarten policy, procedures and funding criteria

11 1. Quick up-front information Save time summary read this first How to navigate This publication is available as a booklet and as a PDF file on the website kindergarten/fundingcriteria. In the electronic version, the words in coloured text provide a direct link to further information on the subject being discussed. Clicking on the link may take you to: other sections in the document pages on the early childhood website other websites. The Resources section is also provided as web links in the PDF version of this document. It is recommended that a copy of the PDF file is saved to your organisation s system in an easy to find location. When first opening the PDF file it can also be added to your favourites list or browser bookmarks. This update constitutes an entirely new document. Please discard or archive your current copy and replace it with this one. This edition consolidates policy information that was previously published as supplements to the 2009 update, including: Kindergarten fee subsidy changes in relation to Aboriginal Torres Strait Islander children Early Start kindergarten for Aboriginal and Torres Strait Islander children and Children known to Child Protection Changes in relation to the Transition Learning and Development Statements (Transition Statement) and Victorian Early Years Learning and Development Framework Children s Services Regulations 2009 New provider for accessing language services Critical incident closure policy in response to emergency management for funded kindergarten services. In addition, information on the following topics has been included or updated: funding rates for 2010 page 26 the Growing, Learning and Thriving strategy, which builds upon progress made under the Blueprint for Education and Early Childhood Development (the Blueprint) page 9 the National Quality Framework for Early Childhood Education and Care page 14 minimum funded kindergarten program hours to be offered in 2011 page 16. All kindergarten services in Victoria are required to be licensed in order to receive funding for a kindergarten program. All licensed services are subject to the (amended) Children s Services Act 1996 (the Act) and the Children s Services Regulations 2009 (the Regulations). Information regarding licensing and compliance with the Act and the Regulations is available in the Children s Services guide: A guide to operating and managing a licensed children s service, by contacting a regional Children s Services Adviser or by calling the Licensed Children s Services enquiry line on Victorian kindergarten policy, procedures and funding criteria

12 Children s Services Regulations 2009 The amendments to the Act and the Regulations are part of the Victorian Government s five-year agenda for learning and development from birth to adulthood, set out in the Blueprint for Education and Early Childhood Development. The Blueprint advocates that all children, wherever they are, should have access to high quality learning experiences integrated with care, including for the first time, outside school hours care and family day care services. The amended Act and the new Regulations prescribe a number of changes including requirements for teaching staff members, staff training, child/staff ratios, and minimum ages of staff. Transitional provisions relating to changes enable licensed children s services time to comply with the new requirements. More information about the new Regulations and licensing provisions can be obtained on the Department s website at or from the Children s Services Advisers located at the Victorian Department of Education and Early Childhood Development regional offices or the Department s Licensed Children s Services Enquiry Line on The Act and the Regulations are available on the Department s website at: licensedchildservices Contacting the Department of Education and Early Childhood Development The Department of Education and Early Childhood Development (the Department) has a central office in Melbourne and nine regions throughout the state. There are four metropolitan regions and five rural regions. Each region has at least one departmental office; some have more than one office, depending on the size of the region. Each region has a team of Children s Services Advisers who are appointed to license, monitor, advise and support children s services including funded kindergartens. In addition, there are Program and Services Advisers who manage the Department s service agreements. Service providers are encouraged to maintain regular contact with their Children s Services Adviser and their Program and Services Adviser. Each region also has a Koorie Engagement Support Officer Early Childhood Development (KESO) who is employed to increase the participation of Aboriginal children in the kindergarten programs and to encourage services to include Aboriginal culture in children s learning experiences. The KESO also provides information and support to the families of Aboriginal children, kindergarten staff and management and communities. Refer to Appendix 4 for KESO contact details. Regional office staff work directly with funded organisations. All enquiries should be directed to the regional office applicable to the location of the children s service from which the kindergarten program is provided. Contact phone numbers for regional offices are listed below, and further details are available on the website at 2 Victorian kindergarten policy, procedures and funding criteria

13 Regional office Telephone Postal Address Eastern Metropolitan Region Level 3, 295 Springvale Road, Glen Waverley, Victoria 3150 North Metropolitan Region Smith Street, Fitzroy, Victoria 3065 Western Metropolitan Region PO Box 224, Footscray, Victoria 3011 Southern Metropolitan Region Princes Highway, Dandenong, Victoria 3175 Barwon South Western Region PO Box 2086, Geelong, Victoria 3220 Gippsland Region PO Box 381, Moe, Victoria 3825 Grampians Region Armstrong Street North, Ballarat, Victoria Hume Region PO Box 403, Benalla, Victoria 3672 Loddon Mallee Region PO Box 442, Bendigo, Victoria 3552 For further policy information call the Kindergarten Policy Information Line on Key dates for 2010 The following table is a guide to the timelines for kindergarten funding and data collection relating to kindergarten programs for four-year-old children. Please note: Organisations funded for kindergarten programs for eligible three-year-old children will be notified of specific data collection requirements in addition to those outlined in Section 4. Term dates are specified below and services should operate to these dates. Timeline Process Action by November 2009 November 2009 Form PF02 Anticipated enrolments for kindergarten funding data collection for 2010 sent to organisations. Return Anticipated enrolments for kindergarten funding data collection form for 2010 to regional office. Regional Office Service provider From November 2009 Submit applications for travel allowance Service provider November 2009 to February January 2010 Contact regional Koorie Education Support Officers Early Childhood Development to identify support for Aboriginal children in kindergarten. Payment schedule commences for period January to June Service Provider Regional Office Victorian kindergarten policy, procedures and funding criteria

14 Timeline Process Action by 27 January 26 March 2010 December 2009 to March 2010 January to June 2010 Term One If required, Form PF03 Adjustment to anticipated kindergarten funding is available from Regional Office. Monthly payments made to organisations from first Tuesday of the month. Payment History Report sent to organisations with January payment. As needed by service provider Regional Office February 2010 Receive and display Kindergarten Certificate Service Provider 12 April 25 June 2010 Term Two April 2010 Form PF04 Confirmed enrolments for kindergarten funding data collection for 2010 sent to organisations. Regional Office May 2010 May to October 2010 June 2010 Return the Confirmed enrolments for kindergarten funding data collection form for 2010 to Regional Office. If required, Form PF05 Adjustment to confirmed kindergarten funding application can be downloaded from the website. Closing date for late applications for Kindergarten Inclusion Support packages for Service provider As needed by service provider Teacher 30 June 2010 Return Form PD02 Kindergarten withdrawal and deferment form(s) to regional office. 1 July 2010 Price index applied to payments. Payment schedule commences for period July to December Teacher/Service provider Regional Office 12 July 17 September 2010 July to December 2010 July 2010 August 2010 Term Three Monthly payment made to organisations. Payment History Report sent to organisations with July payment. Newspaper advertisements appear for information and application kit for Kindergarten Inclusion Support Services for children with severe disabilities for If applicable, complete the Commonwealth Government Aboriginal and Torres Strait Islander Preschool Census. Regional Office Regional Office Service Provider 17 September 2010 Notify regional office of children eligible for a second year of funded kindergarten in 2011 by completing Form SF06 Declaration of eligibility for a second year of funded kindergarten. Teacher 4 Victorian kindergarten policy, procedures and funding criteria

15 Timeline Process Action by 17 September 2010 Closing date for applications for Kindergarten Inclusion Support Services for children with severe disabilities in October 2010 Commence processes to complete Transition Learning and Development Statement, including engaging families and children. 1 October 2010 Submit Financial Accountability Requirements (FARs) forms to regional office. 4 October 17 December Term Four November 2010 Form PF02 Anticipated enrolments for kindergarten funding data collection for 2011 sent to organisations. Teacher Teacher Service provider Regional Office November 2010 November 2010 November 2010 Return Anticipated enrolments for kindergarten funding data collection for anticipated enrolments 2011 to regional office. Finalise Transition Learning and Development Statements, and obtain consent from parents/ guardians to forward to school. Forward final signed copy of Transition Statement with parent/guardian consent to family, school (Prep Teacher where known) and Outside School Hours Care Service (where appropriate). Service provider Teacher Teacher 31 December 2010 Closing date for Early Childhood Teacher Supplement claims for Service provider Victorian kindergarten policy, procedures and funding criteria

16

17 2. Introduction This guide has been developed to assist organisations currently receiving or wanting to apply for kindergarten funding and to inform early childhood service providers of the policies, procedures and funding criteria associated with the Victorian kindergarten program. It also provides links to useful resources. This edition of the Victorian kindergarten policy, procedures and funding criteria applies from 1 January 2010 and updates the previous edition. In this section: Kindergarten programs in the context of current policy and reforms Early childhood policy context Partnership with local government The Commonwealth Government. Kindergarten programs in the context of current policy and reforms The Victorian Government recognises that quality kindergarten programs, through the engagement of children in high quality learning experiences, benefit all children and their families. The recognition of the value of quality early childhood education and care in the lives of children is articulated by key policy documents outlined in the section on page 9. It is important to view the provision of quality kindergarten programs in the context of current State and Commonwealth Government policy influencing the provision of early childhood education and care initiatives across Australia, in Victoria and in local communities. The provision of quality programs, such as kindergarten for young children, is regarded as central to many new initiatives aimed at improving developmental and learning outcomes for children. This document gives funded kindergarten organisations and services information and guidance to support the provision of high quality programs for children and families. Research shows that quality early childhood education has a positive influence on longer-term educational and social outcomes, particularly for children experiencing educational and social disadvantage. Kindergarten education aims to advance each child s learning and to optimise the development of key skills. Kindergarten programs are designed to engage each child as an effective learner, promoting communication; learning and thinking; positive relationships; and identity. Participation in a kindergarten program gives parents and families the chance to be part of a community focused on children s wellbeing. The kindergarten program also provides a place for parents to get to know other families and to share their experiences and information with early childhood professionals. Experienced, knowledgeable and sensitive professionals are able to encourage and support parents in their child s development. Professionals benefit from the wisdom of families, and children benefit when parents and professionals work in partnership on their behalf. Kindergarten participation also helps to identify children who may need extra support for their development and offers links to targeted support services. This helps to ensure that children receive this assistance as early as possible. Kindergarten also provides an opportunity for families to develop links within their communities and become more aware of support services. Reducing disadvantage The Victorian Government has a strong policy agenda which commits to capitalising on the early years to reduce the effects of disadvantage on childhood development. These policy directions recognise that quality early childhood experiences, such as participation in a kindergarten program, can reduce the effects Victorian kindergarten policy, procedures and funding criteria

18 of disadvantage before they become entrenched. The home environment, access to health services and participation in care and learning programs all directly influence children s learning. Research shows that quality early childhood programs can improve a child s emotional wellbeing, their future performance at school and life experience. This is particularly true for children experiencing disadvantage. Active participation in early childhood programs can lessen, or eliminate the effects of disadvantage and foster positive learning and development. Services providing funded kindergarten programs should develop policies and procedures that support the inclusion of children from disadvantaged backgrounds. Early childhood development is directly impacted by the balance between risk and protective factors. To ensure that fewer children experience a negative impact on their development, we need to identify and reduce risk while promoting protective measures. Children exposed to multiple risks become vulnerable to developmental problems that affect health, learning and wellbeing. Children who experience protective elements are more likely to be resilient in the face of environmental challenges. Research suggests that children from the following social groups are less likely to be enrolled in kindergarten: children from culturally and linguistically diverse backgrounds, children from some rural and remote areas, Aboriginal children, children from a low socio-economic background and children with no employed parent. Many of these children are enrolled in long day care settings which do not offer a funded kindergarten program. The Victorian Government will continue to work to assist these centres to ensure all children have access to a quality kindergarten program. This has been reinforced by the Children s Services Regulations 2009 which requires all standard licensed children s services to ensure that a qualified early childhood teacher is caring for or educating children at the service for a minimum amount of time. Providing a comprehensive, coordinated family-centred service system An integrated system of early childhood services in a local community setting is imperative to achieving better outcomes for children. Services need to be capable of responding to the emerging and changing needs of children and their families. The Blueprint outlines the need for, and the benefits of, a family focused service system that includes a range of early childhood services such as Maternal and Child Health kindergartens, and child care which link to and work in partnership with non-government organisations and the wider community. Such a system will engender communities that are more child and family friendly while providing comprehensive and more inclusive outcomes for children. The Victorian Government provides funding for all eligible children to access a kindergarten program in the year before school entry (two years before Grade One). In addition, new initiatives exist which provide funded kindergarten programs for three-year-old Aboriginal and Torres Strait Islander children and threeyear-old children known to Child Protection. More information about these initiatives is provided in Section 4: Early Start kindergarten initiatives. Funded kindergarten programs are provided by a range of organisations, including: local government community based incorporated associations private and community based child care providers independent and government schools. To meet the needs of children and families, kindergarten programs operate in a variety of settings, including community based kindergartens, long day care centres, children's centres, community centres and schools. Funded kindergarten programs in all settings are planned and delivered by qualified early childhood teachers to deliver the optimum outcomes for children and their families. 8 Victorian kindergarten policy, procedures and funding criteria

19 Early childhood policy context Blueprint for Education and Early Childhood Development: One Year On In 2008 the Premier released the Blueprint for Education and Early Childhood Development, setting out the Government s five-year agenda for children and young people s learning and development from birth to adulthood. The Blueprint for Education and Early Childhood Development: One Year On report was released in late The report takes stock of progress over the past 12 months and identifies new actions for The Blueprint vision is that every young Victorian thrives, learns and grows to enjoy a productive, rewarding and fulfilling life, while contributing to their local and global communities. For the first time, shared goals were identified for all Victoria s children and young people as a basis for collaboration among families, schools, early childhood services and the broader community. The Blueprint outlines the following goals: All Victorian children will have the best start in life to achieve optimal health, development and wellbeing. By the time Victorian children start school they will be ready to learn at school and schools will be ready for them. The Blueprint articulates three priority areas in relation to early childhood development: increase access to high-quality early childhood health, education and care services integrate services for children and families improve outcomes for disadvantaged young Victorians. Specific actions are designed to achieve these goals and priorities. Together the goals, priorities and actions form the framework for working together to provide the best possible opportunities for children in their early years. This positions Victoria to capitalise on the creation of the Department of Education and Early Childhood Development and the substantial reform agenda of the Council of Australian Governments. It builds on and extends recent policies and reforms in Victoria, most notably Victoria s plan to improve outcomes in early childhood. Further information and a PDF of the Blueprint are available at Growing, Learning and Thriving: Building on Victoria s Achievements in Early Childhood Development In November 2009, the Minister for Children and Early Childhood Development launched Growing, Learning and Thriving: Building on Victoria s Achievements in Early Childhood Development. Growing, Learning and Thriving sets out actions in five key areas to achieve increased access to high quality early childhood health, education and care for all Victorian children and to improve outcomes for disadvantaged young Victorians. Growing, Learning and Thriving sets the early childhood reform agenda for 2010 and beyond, and builds on the substantial progress and achievements made by Victoria to date. It takes forward the Blueprint vision that every young Victorian thrives, learns and grows to enjoy a productive, rewarding and fulfilling life, while contributing to their local and global communities. Growing, Learning and Thriving: encompasses services and resources that support children s learning, health and development from birth to eight years of age Victorian kindergarten policy, procedures and funding criteria

20 signals the next wave of reform the Victorian Government is pursuing to drive improvement in early childhood outcomes, including immediate priorities and longer term reform directions provides the strategic framework through which the Victorian Government will pursue national reform with other states and territories and the Commonwealth brings coherence to the policy context for early childhood in Victoria which has seen major developments in the last year, including the new Regulations and substantial reform through the Council of Australian Governments. Key actions include: implementing the workforce strategy Improving Victoria s Early Childhood Workforce: Working to give children the best start in life also released in late November 2009 a new 0 8 Early Years Learning and Development Framework a new program to assist vulnerable families to strengthen their home environment for learning. Growing, Learning and Thriving reinforces the ongoing commitment of the Victorian Government to providing children with the best start in life and to giving all children access to a high quality early childhood services to equip them with skills for continued learning and development. Further information and a PDF of Growing, Learning and Thriving are available at The Victorian Early Years Learning and Development Framework The Victorian Early Years Learning and Development Framework 0 8 (the Victorian Framework) was released by the Minister for Children and Early Childhood Development in The Victorian Framework advances all children s learning and development from birth to eight years. It does this by supporting all early childhood professionals to work together and with families to achieve common outcomes for all children. In the Victorian Framework, the term Early childhood professional includes any person who works with children between the ages of birth and eight years. It includes, but is not limited to, maternal and child health nurses, early childhood educators, school teachers, family support workers, preschool field officers, inclusion support facilitators, student support service officers, primary school nurses, primary welfare officers, early childhood intervention workers and education officers in cultural organisations. A key element of the new Victorian Framework is focused on transitions, and incorporates the Transition: A Positive Start to School initiative, which aims to improve children s experience of starting school by enhancing the development and delivery of transition programs. The initiative also introduces a tool for families and educators to share information about a child s learning and development in the form of a Transition Learning and Development Statement. All kindergarten services are required to prepare a Transition Learning and Development Statement for every child transitioning into school in the following year. More information regarding the framework and transition to school is provided in Section 5. Every child every chance The every child every chance reforms are designed to ensure that all children and young people have access to nurturing and stimulating environments in which to grow and reach their potential. Legislation introduced as part of the reform strategy provides a framework to promote children s safety, wellbeing and development. 10 Victorian kindergarten policy, procedures and funding criteria

21 The Child Wellbeing and Safety Act 2005 guides the operation of the Child Safety Commissioner, the Victorian Children s Council, and the Children s Services Coordination Board. This Act also sets out principles that should be used for guidance in the development and provision of Government, Government-funded and community services for children and their families. The core of the Children, Youth and Families Act 2005 places children s best interests at the heart of all decision-making and service delivery relating to vulnerable children, young people and their families. Whilst the Act is targeted at family support, Child Protection and out of home care services, these principles have resonance for the broader health and community services infrastructure, including maternal and child health services, early childhood services, schools and health services. Charter of Human Rights The Victorian Charter of Human Rights and Responsibilities Act 2006 (the Charter) articulates our human freedoms, rights and responsibilities that are now enshrined in Victorian law. The Charter contains 20 rights that reflect four basic principles: Freedom, Respect, Equality and Dignity. Since 1 January 2008 all Victorian government departments and public authorities have been required to act compatibly with the Charter and take human rights into account when making decisions, providing advice or services, or taking action in their day-to-day work. The Charter has an important role in protecting and promoting human rights and helping to create a fairer society that reduces disadvantage and respects diversity. Organisations are expected to develop policies and programs that are consistent with the Charter's principles. Section 8 of the Charter, Recognition and equality before the law, may be particularly relevant to kindergarten program providers and enrolment coordinators. Section 8 provides that every person has the right to equal and effective protection against discrimination. Agencies will need to consider Section 8 when developing any policy or program that draws distinctions between people or groups based on one or more of the attributes in the Equal Opportunity Act 1995, where this may result in less favourable treatment to some people or groups. The attributes currently listed in the Equal Opportunity Act are age; breastfeeding; gender identity; impairment; industrial activity; lawful sexual activity; marital status; parental status or status as a carer; physical features; political belief or activity; pregnancy; race; religious belief or activity; sex; sexual orientation and personal association (whether as a relative or otherwise) with a person who is identified by reference to any of the above attributes. Further information about the Charter can be found at Dardee Boorai: the Victorian Charter of Safety and Wellbeing for Aboriginal Children and Young People Dardee Boorai: the Victorian Charter of Safety and Wellbeing for Aboriginal Children and Young People (Dardee Boorai) is an Aboriginal community and Victorian Government commitment to give Aboriginal children and young people every opportunity to thrive and achieve their full potential in life. Dardee Boorai affirms the strength and resilience of Victoria s Aboriginal culture, communities and families. A central commitment is the provision of an equitable, culturally competent service system that welcomes and supports children and young people and their families. Further information is available at: charter/default.htm. Victorian kindergarten policy, procedures and funding criteria

22 Partnership with local government In May 2008 the Victorian State-Local Government Agreement (VSLGA) was signed between the Victorian Government and the Municipal Association of Victorian (MAV). The MAV is the legislated peak body for local government in Victoria. The VSLGA sets out agreed principles to guide state-local government relations, and acknowledges the key role of local government in improving coordination and strategic planning of government services at the local level. In the Blueprint the Victorian Government acknowledges the key leadership role of local government. The Victorian Government will continue to work in partnership with local government to ensure that integrated children s services are in place across the State where and when families need them. In August 2009 the MAV and the Department signed a formal partnership agreement which articulates the commitment of each to a collaborative and cooperative approach to the planning and delivery of early childhood services. Local councils are responsible for strategic local area planning and often have strategic land use and infrastructure plans in place at the neighbourhood level. The Municipal Association of Victorian-Office for Children and Portfolio Coordination Partnership Working Group was established to support state/local government planning and service delivery in early childhood services, including an annual Early Years Forum. The Municipal Association of Victorian-Office for Children and Portfolio Coordination Working Group is collaborating on a number of joint projects including: the Maternal and Child Health Service Key Ages and Stages Framework kindergarten participation and access, including the Council of Australian Governments commitment to increase the minimum number of kindergarten hours to 15 hours per week the Council of Australian Governments commitment to new early learning and care centres the rollout of the State s Children s Capital Funding Program the National Quality Framework for Early Childhood Education and Care, including the National Early Years Learning Framework workforce planning and development. Municipal Early Years Plans Municipal Early Years Plans (MEYP) are local area plans designed to provide a strategic direction for the development and coordination of education, care and health programs, activities and other local developments that impact on children 0 6 years and their families. All councils have undertaken this early years planning process, which considers the specific needs of the municipality. In most cases, MEYPs include, but are not limited to, services that are funded and/or delivered by councils. For more information on Municipal Early Years Planning visit MAV s website at familychildren/meyp, contact your local Council or visit your local Council s website. The Commonwealth Government In their 2007 election commitments, the Commonwealth Government set out a comprehensive plan to make the early years a national priority. This plan involves reforms to early childhood education and care and a greater focus on early childhood development. 12 Victorian kindergarten policy, procedures and funding criteria

23 The Commonwealth Government s plans for early childhood include: improving access to quality early childhood education and care through: universal access to preschool for all children in the year before formal schooling by 2013, for 15 hours per week, 40 weeks per year, delivered by a university-qualified early childhood teacher the establishment of 260 early learning and care centres, including six specialised autism centres improving quality of early childhood education and care: improving the affordability of child care by increasing the childcare rebate a new Healthy Kids Check for four-year-olds national rollout of the Australian Early Development Index a Home Interaction program to help parents prepare their children for school the introduction of Healthy Eating and Physical Activity Guidelines for use in early childhood settings enhanced early years services for Indigenous children a National Quality Framework for Early Childhood Education and Care (endorsed by the Council of Australian Governments in December 2009) a National Early Years Learning Framework (endorsed for implementation by the Council of Australian Governments in July 2009). The National Early Years Learning Framework The development of the National Early Years Learning Framework (the National Framework) is an integral component of the Commonwealth Government s early childhood reforms. It will be linked to the National Quality Standard to ensure delivery of nationally-consistent and quality early childhood education, and underpins universal access to quality early learning in the year before formal schooling. The National Framework was developed in consultation with state and territory governments, early childhood experts, educators and families, and has been released for implementation. The National Framework will assist educators to provide young children with opportunities to maximise their potential and develop a foundation for future success in learning. The framework describes early childhood pedagogy including five principles that reflect contemporary theories and research evidence that underpin practice. It also outlines a repertoire of pedagogical practices to promote children s learning. The National Framework outlines five learning outcomes which are designed to capture the integrated and complex learning and development of all children across the birth to five age range. The outcomes are: Children have a strong sense of identity Children are connected with and contribute to their world Children have a strong sense of wellbeing Children are confident and involved learners Children are effective communicators. Victorian kindergarten policy, procedures and funding criteria

24 Universal access to early childhood education The Council of Australian Governments national partnership Agreement on Early Childhood Education aims that by 2013 every child will have access to a preschool program in the 12 months prior to full-time schooling. The Commonwealth has committed $955 million over five years to , including $210.6 million for Victoria to implement the reform. The funding will allow for: The delivery of preschool programs by a university qualified early childhood teacher, in accordance with the National Early Years Learning Framework, for 15 hours a week, 40 weeks a year. The development of reasonable transitional arrangements including potentially beyond 2013 to implement the commitment to preschool program delivery by four year university qualified early childhood teachers The provision of programs that are accessible across a diversity of settings, in a form that meets the needs of parents and in a manner that ensures cost does not present a barrier to access. The achievement of universal access to early childhood education will require major sector transformation in Victoria and be dependent upon strong and sustainable working partnerships with the Commonwealth Government, local governments, employers and early childhood staff. Victoria s implementation of the initiative will be carefully sequenced in order to support the achievement of universal access by 2013, with engagement, partnerships and communication overarching all actions. Foundational infrastructure and workforce strategies and 15 hour program pilots in the first years of implementation will build sector capacity and provide the basis for increased participation in a 15 hour kindergarten program towards National Quality Framework for Early Childhood Education and Care In December 2009, all Australian governments agreed to a new National Quality Framework for Early Childhood Education and Care (the National Quality Framework). The new National Quality Framework will be implemented progressively from 1 July The Framework is a jointly-governed, integrated licensing and quality assurance system that will apply to long day care, family day care, outside school hours care and kindergartens/preschools from 1 January It will replace the current licensing and accreditation processes undertaken by the States and Territories and the Commonwealth. Key elements of the National Quality Framework include streamlined regulatory arrangements, a quality rating system and a strong National Quality Standard incorporating improved staff/child ratios and staff qualifications requirements. The National Quality Standard reflects the importance of high quality early childhood education and care. It will provide clarity about the expectations for the provision of quality early childhood education and care as well as outside school hours care. The Standard incorporates seven quality areas that will support children by ensuring that the necessary environments, facilities, staffing arrangements, resources and management structures are in place. Services will receive a rating for each of the seven quality areas and an overall rating following an assessment against the National Quality Standard. 14 Victorian kindergarten policy, procedures and funding criteria

25 3. Programs for four-year-olds Sections 3.1, 3.2 and 3.3 provide information that relates to the provision of funded kindergarten programs for children in the year before school. 3.1 Overview: kindergarten funding eligibility In this section: Eligibility Application for new kindergarten funding The service agreement Ongoing requirements of kindergartens currently receiving funding Adjustments to funding. Eligibility A set of core criteria apply for organisations seeking any type of kindergarten funding. Funding types are: Kindergarten per capita grants (child based funding) Kindergarten fee subsidy (child based funding) Cluster management grants (service based funding) Other service based funding (travel allowance, teacher supplement, parental leave reimbursement). Further information about each funding type is provided at Section 3.2: Child based funding and how to apply, and Section 3.3: Service based funding and how to apply. Criteria for service providers For an organisation to be eligible to apply for and receive any of the above kindergarten funding, the following core criteria must be met. Organisations are required to report on this information as part of the data collection process for ongoing funding, and may find it useful to use this checklist at the beginning of the kindergarten year to check compliance. The organisation must have an Australian Business Number (provided through the Australian Taxation Office). The organisation must sign and comply with a service agreement with the Department of Education and Early Childhood Development and operate in accordance with the standards and guidelines detailed in the Policy and Funding Plan. The kindergarten program must be delivered in premises that are licensed under the Children s Services Act The service must hold a standard licence and comply with the requirements of the Act and the Children s Services Regulations Services must comply with the Information Privacy Act 2000 and Health Records Act 2001 The children s service from which the kindergarten program is offered must be located in a Victorian Department of Education and Early Childhood Development region. The qualified staff members who plan and deliver the kindergarten program to each eligible child at each children s service from which the program is offered must hold an approved early childhood teaching qualification. Victorian kindergarten policy, procedures and funding criteria

26 The service provider must offer each eligible child enrolled at each service location a minimum of ten hours of funded kindergarten per week. From January 2011, the service provider must offer a minimum of 10 hours and 45 minutes per week. The kindergarten program should coincide with the Victorian school terms. In response to community need a service may alter the timing of term dates, but not the total hours of kindergarten program offered. The service provider must display a current Kindergarten Certificate, a notice indicating the times during which the funded program operates each week and the name(s) of the qualified early childhood teacher(s) delivering the program. The service provider is required to: employ early childhood teachers who practice in accordance with the Early Childhood Teacher professional standards provide eligible teachers with access to the early childhood teacher validation process in accordance with the Local Government Early Childhood Education Employees Agreement (LGECEEA) or the Victorian Early Childhood Teachers and Assistants Agreement (VECTAA), if applicable, the Eligibility for validation for Non LGECEEA or VECTAA teachers document. ensure teachers complete four days of professional development each year linked to the teacher s professional development plan and agree to the teacher accessing the validation process. For level 3 teachers or equivalent, half of the professional development must be related to the implementation of new statewide initiatives such as, but not limited to, the Victorian Early Years Learning and Development Framework and the Transition: A Positive Start to School initiative. The service provider must provide written confirmation to parents that their child is receiving a funded kindergarten program at the children s service, including information on the times at which the program is provided. Services must, before applying for per capita funding for a child, ascertain from parents whether the child is already enrolled to access a funded place at another service. Per capita funding can only be accessed once for each child in the same year. The service provider must undertake an annual evaluation of the quality of the kindergarten program offered using an appropriate quality assessment process. The service provider must undertake an annual survey of parents to determine user satisfaction with the service. The service provider must ensure a Transition Learning and Development Statement is completed by a teacher who holds an approved early childhood teaching qualification for all children in the service transitioning to school in the following year. The service provider must have in place and have communicated to parents the following service policies: Kindergarten fees policy (see page 29) Access and inclusion policy (see page 62) The service provider must comply with the requirements outlined in Section 5: Service provision requirements and Section 7: Management and governance requirements, and must certify compliance with staff safety screening requirements on an annual basis. In addition, it is expected that all service providers will have made contact with, and provided details of their service(s) to the relevant local government office. 16 Victorian kindergarten policy, procedures and funding criteria

27 Service providers are required to report to the Department on a number of factors which may or may not affect funding, such as changes in enrolments, a change of early childhood teacher, and eligibility for a second year of funded kindergarten. The correct form to be used for reporting these and other changes is referenced in each of the relevant sections within this document and a full list of the forms is provided in Section 9. For an organisation to be eligible to receive kindergarten cluster management funding, the following criteria must also be met. The organisation must: be a community-based organisation (includes local government) have applied and been approved for funding by the Minister for Children and Early Childhood Development, in accordance with the specifications of kindergarten cluster management arrangements meet the service deliverables outlined in the original submission and in any subsequent submissions made when adding an additional children s service location be the licensee of all the children s services and the employer of the staff at all the services participating in the kindergarten cluster arrangement be able to demonstrate participation in the local planning of kindergarten services and processes to meet changing demographic needs be able to demonstrate links with relevant universal and secondary services and other key organisations, and participation in municipal and regional networks focusing on the delivery of children s services have human resource performance management systems and provide professional development opportunities for staff in the delivery of kindergarten programs be able to demonstrate a commitment to implementing key government initiatives such as universal access to 15 hours of early childhood education. Application for new kindergarten funding Organisations must meet the core eligibility requirements outlined above. An application for new kindergarten funding is required when: an organisation seeks to apply for kindergarten funding for the first time an organisation seeks to commence funding following acquisition of a licence. An application for new funding is also required when: a currently funded organisation seeks to commence funding at a new or additional children s service a currently funded organisation seeks to recommence funding for a previously ceased service. Organisations may apply for new kindergarten funding at any time during the calendar year. Any organisation applying for funding to commence on or after 1 October will be funded from the start of the next calendar year. Once it has been determined that the applicant meets the core eligibility requirements for kindergarten funding, the Department s regional office will contact the applicant and forward a service agreement for the applicant s signature. Funding based on the appropriate per capita grant payment and other eligible payments will be calculated from the first of the month after the application is received at the regional office. Victorian kindergarten policy, procedures and funding criteria

28 Organisations applying for new funding (not to recommence funding) must demonstrate that: the new service meets a community need and is compatible with the applicable Municipal Early Years Plan a budget or business plan has been prepared showing the service can be financially viable for at least five years the new service will operate with the required minimum number of enrolments. In some very specific circumstances, such as early intervention or Aboriginal programs, new services may be approved with fewer enrolments upon application to the Minister for funding outside the Victorian kindergarten policy, procedures and funding criteria. Organisations must complete a Form PF01 New kindergarten funding application (see Section 9), keep a copy for the organisation s records, and forward the completed form to the relevant regional office. The service agreement All funded organisations receiving kindergarten funding are required to sign and comply with a service agreement. The service agreement is a document that sets out how much funding the Department agrees to make available to funded organisations and what the organisation agrees to provide for this funding. It also sets out the terms and conditions that organisations must comply with in using and accounting for the funding. The agreement covers a set period of time, most commonly three years. A service agreement consists of a number of schedules, including the conditions of the agreement, financial accountability requirements and program-specific service plans. If you would like a copy of the service agreement pro forma, contact your nearest regional office or download one from the Funded Agency Channel (FAC). For detailed information about service agreements, please refer to the Service agreement information kit for organisations, which is available on the FAC. The FAC is an information, communication and business tool to assist funded organisations. There are two ways to access FAC: 1. All members of the public can access limited information. Visit to view the information available to public users. 2. All organisations can register to access specific information about their funding, including service agreement and payment information. Staff members of a funded organisation, or a member of the board or committee of the funded organisation, can apply to become a registered user. Contact the FAC Agency Administrator within your organisation for more information. If you are unsure if there is an FAC Agency Administrator within your organisation, contact the FAC Help Desk on or [email protected] Ongoing requirements for services receiving kindergarten funding Data collection Organisations with a current service agreement who continue to meet the eligibility requirements for funding are required to submit data collection forms to their regional office. There are two data collections each year and organisations are required to provide data for both collections. Progressively during 2010 the current paper-based data collection forms will be phased out, and replaced with web-based forms. Services will be advised as these changes take place. 18 Victorian kindergarten policy, procedures and funding criteria

29 Confirmed enrolments During first term, organisations will be sent a Form PF04 Confirmed enrolments for kindergarten funding data collection (see Section 9). Organisations are required to use this form to confirm the actual number of enrolments and the number of children receiving the kindergarten fee subsidy that are enrolled and attending the kindergarten program during a defined week. This data is used to calculate the level of funding for kindergarten enrolments (per capita funding) and the number of children eligible to receive the kindergarten fee subsidy. User and service characteristics, as well as user satisfaction data must also be provided at this time. Organisations must return the Form PF04 to their regional office by the required date. Failure to return forms may result in payments being delayed or ceased. The data provided by organisations is important because it enables the Department to: calculate appropriate funding levels monitor individual and clustered services compile statewide, regional and local information about programs and facilities, which is sometimes shared with other levels of government for the purpose of planning plan new policies, programs and resources to support service delivery share service level information with Local Government Authorities for the sole purpose of informing the development of Municipal Early Years Plans. If there is a significant increase or decrease in enrolments after submitting the form, contact the regional Children s Services Adviser as soon as possible to obtain a Form PF05 Application to adjust confirmed kindergarten funding (see Section 9). Anticipated enrolments All organisations receiving kindergarten funding are required to complete the Form PF02 Anticipated enrolments for kindergarten funding data collection (see Section 9). This form is forwarded to funded organisations in November to collect the anticipated number of eligible kindergarten enrolments and the number of children eligible for the kindergarten fee subsidy for the following year. The form should be submitted to the relevant regional office by the required date. The information provided on this form allows the Department to recalculate the per capita funding and kindergarten fee subsidy payments and to determine if an adjustment is required to the funding for the first six months of the calendar year. The Form PF02 Anticipated enrolments kindergarten funding data collection (see Section 9) can also be used to inform the Department if an organisation does not require funding in the following year. It is important to ensure that the information provided on this form is as accurate as possible. If there is a significant increase or decrease in enrolments after submitting the form, contact the regional Children s Services Adviser as soon as possible to obtain a Form PF03 Application to adjust anticipated kindergarten funding (January March) (see Section 9). Organisations wishing to complete the forms PF02 and PF04 electronically can access Microsoft Word versions of the forms on the website in November and April. Victorian kindergarten policy, procedures and funding criteria

30 Adjustments to funding The aim of the confirmed and anticipated enrolment approach is to provide funding on a financial year basis (to satisfy the service agreement requirements) while ensuring that organisations are funded for all children who attend the funded program over the kindergarten year. The following points illustrate how the confirmed and anticipated enrolment data is used to determine funding: 1. The confirmed data provided by organisations in April 2009 was used to calculate the funding for each service from July to December 2009 and to estimate the funding for January to June The anticipated data provided in November 2009 will be used to recalculate the enrolments and entitlements for January to June This process helps to ensure that services have sufficient funding to start the new calendar year. 3. The confirmed data collected in Term 1 of 2010 will be used to calculate the funding for July to December 2010 and to estimate the funding for January to June The confirmed enrolment data will also be used to recalculate the January to June 2010 funding entitlement. The total funding entitlement for the 2009/10 financial year will then be compared to what was actually paid in 2009/10. There are three possible actions depending on the result: a) If the two amounts are the same, no action is taken. b) If the amount paid is less than the revised funding entitlement, a positive prior year adjustment will occur. The positive adjustment, i.e. the extra funding due to the service, will be incorporated into the first payment of the new financial year. c) If the amount paid is more than the revised funding entitlement, a negative prior year adjustment will occur. The negative adjustment, i.e. the overpayment, will be deducted from the first payment of the new financial year. If a single lump sum adjustment is likely to cause financial hardship, a service can request that monthly payments are adjusted to recoup the overpayment. Payment cycle The Department pays the per capita funding for kindergartens in advance in monthly payments. Monthly payments are made on the first Tuesday of the month. When a grant payment is made into the organisation s bank account, a remittance advice is sent to the organisation indicating the amount of kindergarten funding paid. When adjustments are made, organisations will receive a payment history report (Section 7), which outlines the basis for the adjustment (refer to Appendix 3: How to read the payment history report). Vacant funded places When an eligible child leaves a funded kindergarten location after the Form PF04 Confirmed enrolments or kindergarten funding data collection has been submitted, the funding allocated to that place remains with the kindergarten location for the remainder of the calendar year. This is termed a vacant funded place. A vacant funded place must be available for a future eligible child. However, if the child leaving the service was claiming the kindergarten fee subsidy at the service, the service must complete a Form PF05 Adjustment to confirmed kindergarten funding application (see Section 9) to notify the Department that the number of children eligible for the kindergarten fee subsidy has changed. 20 Victorian kindergarten policy, procedures and funding criteria

31 Additional enrolments An eligible child leaving a funded kindergarten can access a funded place in another funded kindergarten program. If the service has no vacant funded places, the organisation may apply for additional kindergarten per capita funding and, if applicable, the kindergarten fee subsidy for these extra enrolments. Additional enrolments will not be funded if vacant funded places exist at the service. If an eligible child commences at the service at any time throughout the year, the organisation will be paid a pro rata kindergarten per capita grant amount from the first day of the month after the child was enrolled in the service until 31 December. The fee subsidy amount to be paid is calculated from the start of the term in which the child enrolled. To apply for additional per capita funding or the kindergarten fee subsidy funding throughout the year, complete a Form PF05 Adjustment to confirmed kindergarten funding application (see Section 9). Ceasing kindergarten funding during the year If an organisation ceases to operate a funded kindergarten program after a payment has been received, the funding paid to the organisation must be returned to the Department at the pro rata amount. This may occur when, for example, a suitably qualified teacher cannot be engaged to deliver the kindergarten program or the service is no longer financially viable. In this event, the Kindergarten Certificate should be returned to the regional office. When the funded organisation can no longer offer a kindergarten program, the Form PF06 Notification to cease kindergarten per capita funding (see Section 9) should be completed and returned to the regional office as soon as possible to avoid overpayments that may need to be recouped. The November data collection may also be used to inform the Department if an organisation is ceasing its kindergarten program for the following year. Victorian kindergarten policy, procedures and funding criteria

32 3.2 Child based funding and how to apply This section relates to kindergarten programs for four-year-old children, or children in the year before school. In this section: Eligibility criteria applying to children Enrolment Second year eligibility Kindergarten per capita grants Kindergarten budget Requirement to have a kindergarten fees policy Kindergarten fee subsidy Kindergarten fee subsidy fees policy guidelines Eligibility criteria applying to children An organisation is eligible to receive per capita kindergarten funding for a child participating in the kindergarten program if the child meets the following criteria: The child is aged at least four years on 30 April of the year in which the child is enrolled to attend the funded kindergarten program If the child is younger than four years the family must have requested early age entry from the applicable regional office or the non-government school that the child is to attend (see Children younger than the eligible kindergarten age below) The child is not currently accessing a place in another funded kindergarten program and the child s parents/guardians have received written confirmation that their child is receiving a funded kindergarten program at the children s service, including information about the times at which the program is provided and If the child attended a funded program for part of the previous year, the Form PD02 Kindergarten withdrawal and deferment form (see Section 9) has been completed on their behalf and the child was withdrawn from the program prior to the end of the second term (refer below). The child should be enrolled using the name identified on the birth certificate or equivalent for Australianborn children, or on the passport or travel document for non-australian-born children. Once the child is enrolled, the family name should not be changed without the consent of both parents/guardians or by direction of a court order. Satisfactory evidence of a child s identity and date of birth must be provided by the parent/guardian. The evidence of the date of birth could be a birth certificate or extract of birth. Enrolment Children younger than the eligible kindergarten age If a child is aged less than four years by 30 April of the year they are to attend kindergarten, the parents must request early school entry approval, in writing, for their child to be considered to attend school in the following year. Requests should be made to the Regional Director in accordance with government school entry processes, or directly to the non-government school that the child will be attending. 22 Victorian kindergarten policy, procedures and funding criteria

33 The child s parents will be required to provide a copy of the letter in order to be considered for early entry to the kindergarten program. The organisation must submit a copy of the parent s written request for early age entry to school to the appropriate regional office with: Form PF04 Confirmed enrolments for kindergarten funding data collection (see Section 9) or Form PF01 New kindergarten funding application (see Section 9). A copy of the request is sufficient documentation for the regional office to assess the application as it is unlikely that the Department or the non-government school will be able to determine the outcome of the request for early school entry until close to the school commencement date. Service providers should advise parents that most applications for early school entry are unsuccessful. Should the child not attend school the following year, the child will not be eligible for another year of funded kindergarten (other than through the withdrawal or second year processes outlined below). Withdrawal from the kindergarten program to access kindergarten in the following year It is recognised that some children who have commenced kindergarten may benefit from withdrawing from the program in order to access their kindergarten year the following year. A child will be considered eligible for access to a full year of a funded kindergarten program in the following year when: a Form PD02 Kindergarten withdrawal and deferment form (see Section 9) has been completed and prior to the end of the second term, the child has withdrawn from, and is no longer attending, a funded kindergarten program. Note: A child withdrawing from the program in accordance with this process creates a vacant funded place. At the time of enrolment, or at the start of the year, service providers are required to provide families with relevant information about the withdrawal and deferment process. This will allow families, in consultation with the kindergarten teacher, to make informed decisions about the best age for their child to start kindergarten and school. Children who will turn six years of age during the kindergarten year Children who will turn six years of age during the kindergarten year must be exempted from attending school. Parents should apply for an exemption before the child starts kindergarten or as soon as practicable by filling in the Exemption from School due to attendance in kindergarten program form and sending it to the regional office. The form is available on the website or by contacting the regional office. The service provider must sight the approved exemption form from the Department's regional office and note that it has been sighted on the child s enrolment record. Data on the number of children attending kindergarten who are six years plus, and confirmation that the exemption was sighted for each child, must be provided as part of Form PF04 Confirmed enrolments for kindergarten funding data collection (see Section 9). Victorian kindergarten policy, procedures and funding criteria

34 For children who will turn six in the kindergarten year and commence after the data collection has been submitted, the service provider should sight the approved exemption letter within four weeks of the child commencing the kindergarten program. Second year eligibility Second year of kindergarten funding It is recognised that some children may benefit from a second year of kindergarten prior to commencing school and guidelines have been developed to assist teachers to assess children who may benefit. A child is eligible for a second year of funded kindergarten if the teacher assesses: the child as having delays in a least two areas of development and that he or she will benefit from a second year of kindergarten. If a family meets the criteria to receive the kindergarten fee subsidy it is available when accessing a second year of funded kindergarten. Second year enrolments are funded at the same per capita rate as the other enrolments for the service. The kindergarten teacher responsible for assessing the child s need for a second year of funded kindergarten must complete: Form SF06 Declaration of eligibility for a second year of funded kindergarten (see Section 9). This form must be completed by the teacher and returned to the regional office before the end of term 3, or before the kindergarten s enrolments for the following year are finalised and Form SF06a Assessment to determine eligibility for a second year of funded kindergarten (see Section 9). This form should be completed by the teacher on behalf of, and in consultation with, the child s parents. Both forms should be filed with the child s enrolment record. (If the child is receiving the Kindergarten Inclusion Support Subsidy the assessment record is not required). If required, there may be further consultation with an early childhood specialist. Families must keep a copy of the declaration as they may be requested to present the declaration when re-enrolling for the following year. The statistical linkage key recorded on the declaration must be included in: Form PF02 Anticipated enrolments for kindergarten funding data collection (see Section 9) and Form PF04 Confirmed enrolments for kindergarten funding data collection (see Section 9). Note: At the time of enrolment, or the start of the year, service providers are required to provide families with relevant information about the criteria for eligibility to attend a second year of funded kindergarten. This will enable families, in consultation with the early childhood teacher, to make informed decisions about the best age to start kindergarten and school for each child. For further information see the Information kit regarding the process to determine eligibility for a second year of funded kindergarten and brochure Does my child need a second year of kindergarten? 24 Victorian kindergarten policy, procedures and funding criteria

35 Kindergarten per capita grants The kindergarten per capita grant is the amount paid to organisations for each eligible child enrolled in and attending the funded kindergarten program. Organisations are advised of the per capita rate as part of the service agreement process. The grant is paid on a monthly basis, in advance, in accordance with the service agreement. The State Government provides the per capita grant as a contribution to the costs of the kindergarten program. The per capita grant varies depending on the service setting, and an organisation offering a funded kindergarten program may receive a combination of per capita grant rates. An organisation s capacity to claim a combination of grant types depends on the funded location meeting the criteria for the particular per capita grants. A ready reckoner for calculating rural funding is provided at the end of this section. See the following table Summary of per capita grants funding categories. Information about your kindergarten funding is available on the Funded Agency Channel ( or by contacting your regional office. Criteria for per capita grant funding categories Summary of per capita grant funding categories Region Any region Rural region* Any service (including long day care) offering a kindergarten program that is the only service in the town Characteristics of service setting Services offering a kindergarten program only with a minimum of 20 enrolments OR Kindergarten programs operating in a long day care setting with a minimum of 1 enrolment Independent schools with minimum 10 enrolments With 1 to 14 enrolments With 15 or more enrolments * Rural regions: Barwon South Western, Gippsland, Grampians, Hume, Loddon Mallee. Per capita rate classification Standard Independent school Small rural Rural Victorian kindergarten policy, procedures and funding criteria

36 Per capita grant rates Standard per capita grant The standard per capita grant may be paid for each eligible child at a service that meets the criteria in the following table. Characteristics Location of the funded kindergarten program Number of eligible children in the funded kindergarten program Criteria Per capita rate at 1 January 2010 $1,904 Per capita rate from 1 July 2010 $1,963 Must be located in Victoria Services offering a kindergarten program with a minimum of 20 enrolments OR long day care with a minimum of 1 enrolment Rural and small rural per capita grants The rural per capita grant may be paid for each eligible child at a location that meets the criteria in the following table. Characteristics Location of the funded kindergarten program Number of eligible children in the funded kindergarten program Criteria Must be located in a Victorian rural region and No other funded kindergarten program is available in the rural town or city 15 to 45 If there are more than 45 eligible children enrolled and attending, the standard per capita grant rate is paid for each additional eligible child over 45 Per capita rate at 1 January 2010 $2,354 Per capita rate from 1 July 2010 $2, Victorian kindergarten policy, procedures and funding criteria

37 The small rural per capita grant may be paid for each eligible child at a location that meets the criteria in the following table. Characteristics Location of the funded kindergarten program Number of eligible children in the funded kindergarten Criteria Must be located in a Victorian rural region and No other funded kindergarten program is available in the rural town or city 1 to 14 The small rural grant is paid for each child up to 10 children. From the 11th to the 14th child, the total funding paid is equivalent to the rural per capita grant for 15 children. Per capita rate at 1 January 2010 $3,474 Per capita rate from 1 July 2010 $3,582 Independent schools per capita grant Independent schools are deemed to have an Economic Resource Index (ERI), which determines their level of funding for school programs. Two per capita funding rates apply to kindergarten programs operated by independent schools. These rates are not subject to Government indexation. The independent schools per capita grant may be paid for each eligible child at a location that meets the criteria in the following table. Characteristics Service provider Location of the funded kindergarten program Number of eligible children in the funded kindergarten program Per capita rate for deemed ERI rating 1 4 (or equivalent) Per capita rate for deemed ERI rating 5 12 (or equivalent) Criteria Service provider is part of an organisation classified by the Department of Education and Early Childhood Development as a non-government school Must be located in Victoria Services offering a kindergarten program with a minimum of 10 enrolments $350 $1,136 Victorian kindergarten policy, procedures and funding criteria

38 Ready reckoner for calculating Rural and Standard funding Rate used for calculations Small rural rate $ 3,474 Rural rate $ 2,354 Standard rate $ 1,904 Per capita funding calculations for kindergarten services in rural regions that are the only service in the town Number of enrolments Applicable Rate Total funding From the 1st to the 10th child, each child is funded at the small rural rate 5 $ 3,474 $ 17,370 9 $ 3,474 $ 31, $ 3,474 $ 34,740 From the 11th to the 14th child, total funding paid is equivalent to rural per capita grant for 15 children $ 2,354 $ 35, $ 2,354 $ 35,310 Rural rate applicable up to 45 children $ 2,354 $ 35, $ 2,354 $ 37, $ 2,354 $ 47, $ 2,354 $ 58, $ 2,354 $ 105,930 From the 46th child, additional children are funded at the standard rate $ 2, $ 1,904 $ 107, $ 2, $ 1,904 $ 115, $ 2, $ 1,904 $ 124,970 Per capita funding calculations for standard kindergarten services $ 1,904 $ 38, $ 1,904 $ 47, $ 1,904 $ 85, $ 1,904 $ 104, Victorian kindergarten policy, procedures and funding criteria

39 Kindergarten budget Funded organisations should develop a budget annually. This is an important tool to inform organisations about their financial performance. When budgeting, services should take account of all anticipated expenditure. The difference between anticipated expenditure and income (from government funding and other grants) determines the amount to be derived from parent fees, and therefore the fee for each family. Services should consider all costs when determining fees. All fees and costs (for example, deposit holding fees, maintenance, excursions etc.) should not be considered as separate add on costs, but be included as part of the annual kindergarten fee. The only exception to this is refundable levies. However, services should ensure that refundable levies do not act as a barrier to participation. An electronic template Budget form and guidelines is available on the website at to assist in this process. Requirement to have a Kindergarten fees policy Organisations funded to provide a kindergarten program are required to have in place, and communicate to families, a comprehensive, written fees policy. This should include a written statement about the fees to be charged and the payment process. All families are to be informed of the term and annual fees to be charged at the time of enrolment. Services must also advise eligible families of the kindergarten fee subsidy arrangements (further information is provided on the following pages). The fee charged must comply with the Kindergarten fee subsidy fees policy (see page 30), and be responsive to the local community and the viability of the service. Fees must be set at an amount that balances: the capacity of parents to pay the provision of a high quality service the financial viability of the service. The fees policy must detail: fee levels (including all non-refundable components) how the kindergarten fee subsidy is applied and arrangements for eligible families to claim the subsidy payment options and procedures (for example, extended time in which to make payment; low income payment considerations) action to be taken if fees are not paid the application of any refundable levies the application of fundraising parent notification of fee changes throughout the year any refundable deposits required to secure a place on a waiting list or to accept an offered place (note that refundable deposits should not act as a barrier to enrolment). Victorian kindergarten policy, procedures and funding criteria

40 Kindergarten fee subsidy Kindergarten fee subsidy fees policy The purpose of the kindergarten fee subsidy is to make kindergarten fees affordable for eligible families to promote participation. The kindergarten fee subsidy is State Government funding paid to organisations to enable eligible children to attend kindergarten program free of charge or at minimal cost. This policy provides operational guidelines for services administering the fee subsidy, including where fees charged are above or below the kindergarten fee subsidy. In 2010, the Department will pay all funded organisations offering a kindergarten program $ per term (or $ per year) for each enrolled child eligible for the kindergarten fee subsidy. The subsidy is indexed annually. Kindergarten fee subsidy fees policy principles The Kindergarten fee subsidy fees policy: acknowledges the existing funding requirement for services to offer a minimum of 10 hours per week provides eligible families with access to 10 hours per week of a kindergarten program free of charge encourages services to keep fees affordable for all families requires that services do not charge families eligible for the fee subsidy more than other families requires services to provide equitable access to the kindergarten program for families eligible for the fee subsidy requires services to provide inclusive programs that do not stigmatise families eligible for the fee subsidy. These principles provide a framework to ensure a consistent approach by all services operating in accordance with the policy. Kindergarten services that operate in independent schools and alternative services such as Montessori and Steiner programs will continue to be required to reduce the cost of kindergarten by the fee subsidy, but with no other requirements. Services are required to promote this initiative to eligible families. Kindergarten fee subsidy eligibility criteria An organisation is eligible to receive the kindergarten fee subsidy for each child who meets the following criteria. The child: is eligible to attend a funded kindergarten program, and individually holds, or has a parent or guardian who holds one of the following: Commonwealth Health Care Card Commonwealth Pensioner Concession Card Department of Veterans Affairs Gold Card Temporary Protection/Humanitarian Visa 447, 451, 785 or 786 Refugee/Special Humanitarian Visa 200, 201, 202, 203, 204, 205, 206, 207, 208, 209, 210, 211, 212, 213, 214, 215, 216, or 217 Asylum Seeker Bridging Visa A, B, C, D, E or F 30 Victorian kindergarten policy, procedures and funding criteria

41 or the child: is identified on the birth certificate as a triplet or quadruplet, and the other two or three children on the birth certificate are attending a funded kindergarten program or the child: is identified by a parent, carer or legal guardian as being Aboriginal or Torres Strait Islander and the family does not have approved Commonwealth Child Care Benefit applied to the fee paid for the time spent in the funded kindergarten program. Services should sight the relevant concession card, visa, travel document or letter of visa status and record the expiry date if it falls within the current term. More information and examples of documents proving eligibility for the kindergarten fee subsidy can be found at: Applying for funding Services can claim the kindergarten fee subsidy for all eligible children from the start of the term in which they enrol and attend. Services are able to claim the kindergarten fee subsidy through the data collection processes undertaken in November and April each year. The data collection form incorporates a range of questions about the kindergarten fee subsidy, including the number of enrolled children eligible for the subsidy and compliance with the kindergarten fee subsidy policy. For any subsequent children identifying as eligible, or new children enrolling at the service after the confirmed enrolments data collection process, services should apply using Form PF05 Adjustment to confirmed kindergarten funding application. Funded organisations will receive the annual kindergarten fee subsidy for each eligible child identified through the data collection and update processes. As of 1 January 2010 the Department will pay all funded organisations offering a kindergarten program $ per term ($ per annum) for enrolled children eligible for the kindergarten fee subsidy. Kindergarten fee subsidy fees policy guidelines Services charging annual fees less than the kindergarten fee subsidy The fee subsidy must be used to directly discount the fees paid by eligible families. See examples on page 33. Services offering more than 10 hours of kindergarten per week and charging less than the kindergarten fee subsidy must provide families eligible for the kindergarten fee subsidy with access to the additional hours free of charge. Services charging annual fees less than the annual kindergarten fee subsidy are required to use the fee subsidy surplus to: assist fee subsidy families by off setting any other required costs improve the quality of services and increase local participation keep fees as affordable as possible for all families. Victorian kindergarten policy, procedures and funding criteria

42 Surplus funds may also be used to assist the inclusion of families eligible for the kindergarten fee subsidy, for example by subsidising additional costs for these families, such as compulsory sun hats or other items for which families are required to pay that are not included in annual fees promoting kindergarten to local families who may be missing out (e.g. Aboriginal children, children from culturally and linguistically diverse backgrounds, and children in the child protection system) utilising local newsletters, noticeboards, newspapers, radio and websites to expand community awareness of the importance of children attending a funded kindergarten and the availability of the kindergarten fee subsidy improving the quality of their kindergarten program, for example, by buying additional books and other materials. Services with a fee subsidy surplus in excess of $5,000 per year will complete information annually indicating how the funds have been utilised in terms of the above options as part of the confirmed enrolments data collection process (see page 19). A calculator tool designed to assist services to work out how much the surplus will be for the year is available on the website at: Services charging annual fees more than the kindergarten fee subsidy The fee subsidy must be used to directly discount the fees paid by eligible families. See examples on page 33. Services offering a program of 10 hours per week are required to provide the kindergarten program to eligible families free of charge. Services offering a program of more than 10 hours and less than 15 hours a week are: required to provide eligible families with the first 10 hours of the program free of charge, and charge no more than the average hourly rate for that service for the additional hours encouraged to consider providing the entire program to concession card holders free of charge, and required to keep fees as affordable as possible for all families. In summary, services offering more than 10 hours and less than 15 hours, and charging fees which are more than the annual kindergarten fee subsidy will either provide eligible families with access to the program at no cost or provide ten hours of the program free of charge and the additional hours at a cost of no more than the average hourly rate for that service. Services offering 15 or more hours each week: are required to provide eligible families with the first 10 hours of the program free of charge are required to provide eligible families with access to the additional hours (five or more) for no more than the average hourly rate for that service must consider offering eligible families a choice to access a shorter program (not less than 10 hours) free of charge are required to keep fees as affordable as possible for all families. In summary, services offering 15 or more hours of service weekly and charging fees which are more than the annual kindergarten fee subsidy will provide eligible families with access to a 10 hour program free of charge and any additional hours can be charged at no more than the average hourly rate for that service. A calculator tool designed to assist services to work out how much to charge eligible families is available on the website at: 32 Victorian kindergarten policy, procedures and funding criteria

43 Integrated kindergarten in long day care services Where a long day care service operates a sessional kindergarten program, the guideline requirements for charging annual fees less than or greater than the kindergarten fee subsidy apply. See examples on page 34. Children who have Approved Commonwealth Child Care Benefit (CCB) applied to the fee for the time spent in the kindergarten program are ineligible for the subsidy. Alternative services Alternative services such as those offering kindergarten programs in independent schools, or offering alternative or specialised kindergarten programs such as Montessori or Steiner will receive the kindergarten fee subsidy for any eligible families to reduce the fees paid. See examples on page 34. The fee subsidy must be used to directly discount the fees paid by eligible families. Families choosing to access these services will continue to pay the difference between the annual kindergarten fee subsidy and the applicable service fee, where the fee exceeds the fee subsidy rate. Kindergarten fee subsidy fee examples Example 1 Service provides kindergarten program for 10 hours a week Annual fees are $600 Eligible families receive the 10 hour program at no cost, and the service is reimbursed with the $ annual fee subsidy for those eligible families. Example 2 Service provides kindergarten program for 12 hours a week Annual fees are $750 Eligible families receive the 12 hour program at no cost, and the service is reimbursed with the $ annual fee subsidy for those eligible families. Example 3 Service provides kindergarten program for 10 hours a week Annual fees are $900 Eligible families receive the 10 hour program at no cost, and the service is reimbursed with the $ annual fee subsidy for those eligible families. Example 4 Service provides kindergarten program for 12 hours a week Annual fees $990 Average annual hourly fee: $990 divided by 12 = $82.50 Eligible families pay for the additional 2 hours weekly at a cost of $165 per year (2 x $82.50), and the service is reimbursed with the $ annual fee subsidy for those eligible families. Victorian kindergarten policy, procedures and funding criteria

44 Example 5 Service provides kindergarten program for 12 hours a week Annual fees $900 Average annual hourly fee: $900 divided by 12 = $75. The additional 2 hours a week cost $150 per year (2 x $75). However in this instance, as the gap fee ($900-$820=$80) is lower, eligible families would pay the lower gap fee of $80, which is the difference between the fees and the kindergarten fee subsidy. The service is reimbursed with the $ annual fee subsidy for those eligible families. Example 6 Service provides kindergarten program for 15 hours a week Annual fees $1,200 Average annual hourly fee: $1,200 divided by 15 = $80 Eligible families offered either a 10 hour program at no cost, or the option of accessing the additional 5 hours at a cost of $400 (5 x $80) The service is reimbursed with the $ annual fee subsidy for those eligible families. Example 7 Service provides kindergarten program for 16 hours a week Annual fees $900 Average annual hourly fee: $900 divided by 16 = $56 Eligible families offered either a 10 hour program at no cost, or the option of accessing the additional 6 hours a week at a cost of $336 (6 x $56) However in this instance, as the gap fee ($900 $820 = $80) is lower, families would pay the lower gap fee of $80, which is the difference between the fees and the kindergarten fee subsidy. The service is reimbursed with the $ annual fee subsidy for those eligible families. Example 8 Long day care service providing 10 hour sessional program a week with separate term fee Annual fee $680 Eligible families access the program at no cost, and the service is reimbursed with the $ annual fee subsidy for those eligible families. Example 9 Alternative service providing kindergarten program for 15 hours a week Annual fee $4,400 Eligible families access the program at a cost of $3,580, and the service is reimbursed with the $ annual fee subsidy for those eligible families. For more information about the kindergarten fee subsidy contact your regional office (see page 3 for contact details). 34 Victorian kindergarten policy, procedures and funding criteria

45 3.3 Service based funding and how to apply This section relates to kindergarten programs for four-year-old children, or children in the year before school. In this section: Kindergarten cluster management Early childhood teacher supplement Kindergarten cluster management Kindergarten cluster management brings together a group of community managed kindergartens under the management of a single organisation. It is a key strategy to building a stronger, responsive universal kindergarten service system. Kindergarten cluster management is actively supported, promoted and funded by the Victorian Government through the Department of Education and Early Childhood Development. The Government s vision is for a kindergarten cluster management system that underpins the delivery of high quality kindergarten programs across the state, is available to every community based kindergarten in Victoria and provides leadership in the reform of early childhood services. A new Kindergarten Cluster Management Policy Framework will emphasise the importance of kindergarten cluster management as a key strategy to build a stronger and more responsive and effective kindergarten system across the State. This contemporary framework progresses the Government s agenda for system improvement as outlined in the Blueprint. The Kindergarten Cluster Management Policy Framework outlines the five key components of kindergarten cluster management. These components will be instrumental in creating systemic and sustainable change to increase the effectiveness and quality of kindergarten cluster management in Victoria. Kindergarten cluster management will be based upon: geographically based clusters demonstration of robust governance and support infrastructure participation in local partnerships provision of professional development opportunities and career pathways for kindergarten staff fostering a culture of continuous system improvement The new framework will be issued as a Supplement to the Victorian kindergarten policy, procedures and funding criteria in For further information, contact your regional office. Eligibility to become a kindergarten cluster manager Local councils and community based not-for-profit organisations are eligible to apply for cluster management funding. As part of the kindergarten cluster management arrangements, the cluster manager is required to become the licensee of the funded services and employer of the staff delivering the funded kindergarten program. Victorian kindergarten policy, procedures and funding criteria

46 Kindergarten cluster managers are responsible for the overall management of a cluster of kindergarten services. The major responsibilities include: Management and employment of staff and all related activities such as recruitment and selection, salaries, tax, staff appraisals, and professional development, management of staff and provision of educational leadership. Compliance with licensing and funding requirements and all related activities. This includes being the licensee of all licensed children s services in the cluster, ensuring compliance with regulatory and funding requirements, and liaising with the Department's officers. Good governance arrangements and financial management of cluster funds, including the development of budgets and financial reporting. Strategic planning and Implementation of key government initiatives such as those that are part of the national early childhood reform agenda, for example, Universal Access to 15 hours per week of Early Childhood Education by Organisations can apply to become a kindergarten cluster manager by submitting an application that addresses how the organisation will meet and comply with the current specifications. More information is available from regional offices. Kindergarten cluster management funding The cluster manager receives an annual grant for each licensed children s service offering a funded kindergarten program, for the management and coordination of services across the cluster. Kindergarten cluster management funding is additional to per capita grants that the organisation receives for the eligible children attending kindergarten services in the cluster. When adding new kindergarten locations, cluster managers receive a one-off additional payment calculated at 15% of the annual grant. Kindergarten cluster management grant payments are made as part of base funding on a monthly basis in accordance with the service agreement. Grants are subject to price indexation. Kindergarten cluster management funding is determined by the number of kindergarten services in the cluster. Continued funding is subject to the cluster manager meeting the service delivery requirements. Location of the funded kindergarten programs Minimum number of kindergarten services Cluster grant rate per service location as at 1 Jan 2010 Must be in Victoria Rural region Metropolitan region 3 5 $7,429 In the event that a service ceases to offer a funded kindergarten program, cluster managers may continue to receive cluster management payments for that location, providing: there is no change of licensee continued funding is in the best interest of the local community there is a business plan designed to outline an approach towards supporting the service to become operational in the next three years (please note that grants may be withdrawn if the kindergarten does not become operational within three years). 36 Victorian kindergarten policy, procedures and funding criteria

47 The cluster manager must complete a Form PF06 Notification to cease kindergarten per capita funding (see Section 9) and submit it to the regional office. Joining an existing cluster manager Committees of management of kindergarten services interested in joining a cluster should contact their regional office (see page 2) to find out about local kindergarten cluster managers they could join. A cluster can take on additional kindergarten services at any time. The cluster manager must complete Form PF07 Adding services to funded kindergarten clusters and submit it to the regional office. Once approved, the organisation must apply for the licence and advise the regional office of the per capita funding arrangements to be transferred, by submitting a Form PF01 New kindergarten funding application (see Section 9) to the regional office. Receipt of these forms at the regional office will trigger the commencement of payments for both per capita funding and cluster management funding. Early childhood teacher supplement Employers (excluding independent schools) who employ teachers at Level 2.2 or above of the teacher career structure set out in the Local Government Early Childhood Education Employees Agreement (LGECEEA) or Victorian Early Childhood Teachers and Assistants Agreement (VECTAA) (or equivalent) are eligible to apply for an additional payment on an annual basis (excluding independent schools). Employers may claim a Level 2 or a Level 3 teacher supplement where a teacher is employed in accordance with the levels described in the table below. That is, the teacher must: be classified at Level 2.2, 2.3 or 2.4 under the VECTAA or LGECEEA (or equivalent) for a level 2 payment or; be classified at Level 3.1, 3.2, 3.3 or 3.4 under the VECTAA or LGECEEA (or equivalent) for a level 3 payment or; be classified by the validation process as being at the exemplary level for a level 3 payment. The employer must certify on the teacher supplement payment form that the teacher is currently paid at no less than the VECTAA or LGECEEA level 2.2 rate for level 2 payment and at no less than the VECTAA or LGECEEA level 3.1 rate for level 3 payment. Employers must ensure teachers complete four days of professional development each year linked to the teacher s professional development plan and agree to the teacher accessing the validation process. For level 3 teachers or equivalent, half of the professional development must be related to the implementation of new statewide initiatives such as, but not limited to, the Victorian Early Years Learning and Development Framework and the Transition: A Positive Start to School initiative. Victorian kindergarten policy, procedures and funding criteria

48 Eligibility for Level 2 Teacher Supplement Previous MECA level Translation to VECTAA or LGECEEA level Exemplary Level 3.1 Level 2.4 Accomplished Level 2.4A Level 2.3 Accomplished Level 2.4 Level 2.2 Eligibility for Level 3 Teacher Supplement Previous MECA level Translation to VECTAA or LGECEEA level Not applicable Level 3.4 Not applicable Level 3.3 Exemplary Level 3.3 Level 3.2 Exemplary Level 3.2 Level 3.1 As described in VECTAA or LGECEEA or Eligibility for validation for Non VECTAA or LGECEEA teachers document. Please note: Claims must be submitted by 31 December of the year for which payment is sought. No payments will be made for applications submitted after this date. To apply, complete the Form SF03 Teacher Supplement payment from the website (see Section 85) Payment amounts are detailed in the following table: Level 2 payment rate, as at 1 January, per eligible funded child taught by an eligible teacher Level 3 payment rate, as at 1 January, per eligible funded child taught by an eligible teacher Standard $200 $310 Rural $248 $385 Small rural $363 $563 Independent schools Not applicable Not applicable The payment is made to the employer (not the teacher) and is made as a retrospective lump sum based on a calendar year. Payments are made on confirmed data enrolments (collected in April of the payment year). This means that the amount paid to the employer will reflect the number of enrolments current at the time of confirmed data collection and agencies should note that approved payments will be made following the confirmed data collection. Payments are not subject to adjustment throughout the year. 38 Victorian kindergarten policy, procedures and funding criteria

49 Travel allowance A travel allowance is provided to assist services in rural regions to attract qualified early childhood teachers. To be eligible to receive the travel allowance: the teacher must deliver a kindergarten program at two or more locations in a rural region one of the locations from which the teacher travels to or from must be funded at the rural or small rural grant rate. The travel allowance is paid to an organisation that employs a teacher to deliver: more than one funded kindergarten program at separate locations and/or a funded kindergarten program that is managed by a different organisation. From 1 January 2010, the travel allowance is paid at a rate of $0.74 per kilometre. The travel allowance is a contribution towards the travel costs of the teacher and is: paid to the funded organisation to pass on to the travelling teacher, where the teacher uses their own vehicle for travel retained by the organisation to offset the organisation s cost in providing a vehicle for the teacher payable to relief teachers, where the teachers use their own vehicles for travel, when the regular teacher is unavailable calculated on a per kilometre per annum basis payable to a maximum of 20,000 kilometres of approved travel per teacher per year. To apply for the travel allowance, complete a Form SF01 Kindergarten travel allowance for rural locations application. Where possible, applications should be submitted with the Form PF02 Anticipated enrolments for kindergarten funding data collection in November. The travel allowance is included in the organisation s monthly payments as part of base funding. If there is significant change to the travel a teacher is required to undertake during the course of the year the organisation should apply for the monthly payment to be adjusted as necessary. Parental leave reimbursement Organisations that pay parental leave entitlements to early childhood teachers and assistants in a funded kindergarten program may apply to the Department of Education and Early Childhood Development for reimbursement of parental leave for the hours worked in the funded program. Parental leave entitlements incorporate maternity, paternity and adoption leave. Payment will be made for up to fourteen weeks paid maternity and adoption leave, and up to one week paid paternity leave, taken on or from 18 December 2009 on a reimbursement basis. Please note: For signatories to the Local Government Early Childhood Education Employees Agreement new parental leave entitlements came into effect on 18 December, In some circumstances an alternative operational date may apply and employers are advised to check their individual agreement start date. Victorian kindergarten policy, procedures and funding criteria

50 For signatories to the Victorian Early Childhood Teachers and Assistants Agreement new parental leave entitlements came into effect on 26 January For organisations whose staff are covered by an alternative agreement or an award that has an entitlement to paid parental leave, the commencement date for the new provision is 26 January The Form SF09 Parental leave reimbursement application can be can be downloaded from the website (see Section 9). 40 Victorian kindergarten policy, procedures and funding criteria

51 4. Early Start kindergarten initiatives In addition to the guidelines provided in the following sections (4.1 and 4.2), relevant policies and criteria for services providing a funded kindergarten program for eligible three-year-old children are provided in Sections 1, 2, 5, 6 and some parts of Section 7 of this document, unless otherwise indicated. 4.1 Early Start kindergarten funding for three-year-old Aboriginal and Torres Strait Islander children In this section: Overview Eligibility criteria Funding Support and advice. Overview Early Start kindergarten funding is available to all three-year-old Aboriginal and Torres Strait Islander children to enable them to attend a kindergarten program that is planned and delivered by a qualified early childhood teacher for up to ten hours a week free of charge. As a first step, services should read the eligibility criteria and funding information below and then, if wishing to pursue funding, contact the Department of Education and Early Childhood Development regional office to make an application to be approved as a provider of kindergarten for three-year-old Aboriginal and Torres Strait Islander children. Services with eligible children are encouraged to discuss their application with their regional office in the early stages of program development to ensure appropriate advice and assistance is provided. Eligibility criteria An organisation is eligible to receive kindergarten funding for a three-year-old Aboriginal or Torres Strait Islander child if the following criteria are met: The child: has been identified by parent, carer or legal guardian as being Aboriginal or Torres Strait Islander; and turns three years of age on or before 30 April of the year she or he is enrolled to attend the funded kindergarten program (note that the child cannot accept a place and attend prior to turning three years of age). If in doubt or concerned about a child s age in relationship to their eligibility, please speak to your regional office; and does not have Approved Commonwealth Child Care Benefit applied to the fee paid for the time spent in the funded kindergarten program. The service: provides a kindergarten program that is planned and delivered by a qualified early childhood teacher as per the requirements for programs for four-year-olds; and provides the program within a licensed children s service holding a standard licence; and will use the funding to provide eligible children with up to 10 hours per week of kindergarten free of charge; and will enter into a service agreement with the Department, if it has not already done so. Victorian kindergarten policy, procedures and funding criteria

52 Services should encourage sustained participation of eligible children in high quality kindergarten programs through inclusive programs that are flexible to families needs. The kindergarten program will ideally be a minimum of ten hours; however, in some areas of low supply there is provision for services to offer a shorter program, typically two to five hours per week. Services are strongly encouraged to waiver any advance payment requested of parents when confirming acceptance / waiting list entry for these eligible children. It is important that these payment requests do not present a financial barrier to families seeking to access this initiative. Funding Organisations can apply for Early Start kindergarten funding for three-year-old Aboriginal and Torres Strait Islander children at any time during the year. Funding will be paid for the whole year, regardless of the date the child commences or whether the child has accessed funding earlier at another service. Organisations that obtain funding approval are required to provide written confirmation to parents that their child is accessing a funded kindergarten place at the children s service, including information on times at which the program is provided. To apply for funding, organisations need to complete a Form SF10 Application for Early Start kindergarten funding for three-year-old Aboriginal and Torres Strait Islander children. These forms are available from the Department's regional offices. A one-off payment will be made as part of the service agreement payment schedule. Funding for kindergarten programs offering a minimum of 10 hours per week From 1 January 2010, services who enrol three-year-old Aboriginal and Torres Strait Islander children attending a minimum of 10 hours per week of kindergarten will receive funding of: $2, Standard grant Per annum per child $3, Rural grant Per annum per child $4, Small rural grant Per annum per child Refer to page 25 for an explanation of the terms Standard, Rural and Small Rural. This amount will be indexed annually. Funding for kindergarten programs offering less than 10 hours per week In areas with a low supply of funded kindergarten programs offering a minimum of 10 hours per week, funding is available to support three-year-old Aboriginal or Torres Strait Islander children to access threeyear-old programs that are led by a qualified early childhood teacher. For programs of less than 10 hours per week, the Department will pay a grant equivalent to the fee charged by the service for the hours the child is enrolled, capped at an amount equivalent to the standard grant for a 10 hour program. The policy requires that services do not set a fee for eligible families that is higher than for other families. Kindergarten services that operate in independent schools and alternative services such as Montessori and Steiner programs are required to offer a free program or reduce the cost of the kindergarten program by the amount of the funding grant. 42 Victorian kindergarten policy, procedures and funding criteria

53 The funding is paid to enable three-year-old Aboriginal or Torres Strait Islander children to access a kindergarten program free of charge or at reduced cost. Multifunctional Aboriginal Children s Services (MACS) MACS wishing to take full advantage of this initiative should consult their local Koorie Engagement Support Officer Early Childhood Development (KESO refer below) to discuss ways in which this initiative can be best accessed to ensure maximum benefit to children, families and services. Withdrawal from the program and vacant funded places When an eligible child leaves a service after an application for funding has been approved, the funding allocated to that place remains with the kindergarten location for the remainder of the calendar year. This is termed a vacant funded place. Organisations are required to complete the Form SF12 Kindergarten withdrawal form for three-year-old Aboriginal and Torres Strait Islander children to notify the Department's regional office when an eligible child who had been funded to attend through this initiative withdraws from the kindergarten program. A child s withdrawal from the program will not affect the funding provided to the service and there is no requirement to return any funding paid to the service if the child does not attend for the full year. When a three-year-old child withdraws from a program that is funded for four-year-old children, i.e. it is a mixed group of three and four-year-old children, a vacant funded place must be kept available for a minimum of four weeks to enable sufficient time for the KESO to identify another eligible three-year-old Aboriginal and Torres Strait Islander child to fill the funded vacant place. After this time, the vacant place may be filled by any child eligible to attend a four-year-old program. If the program is specifically for three-year-old children, the vacant funded place must be kept available for another eligible three-year-old Aboriginal and Torres Strait Islander child until the end of the current term. Support and advice Koorie Engagement Support Officer Early Childhood Development (KESO) KESOs work closely with local communities and funded kindergarten programs to increase the kindergarten participation of Aboriginal and Torres Strait Islander children. They identify children in local communities and link them to local kindergarten programs and play an important role in advising mainstream kindergartens on the delivery of culturally appropriate programs. KESOs are available to work with local Aboriginal leaders, to identify, link and support eligible three-yearold Aboriginal and Torres Strait Islander children attending funded kindergarten programs. Inclusion support Please see Section 6: Service provision support Inclusion support services. Additional information All enquires should be directed to the regional office applicable to the location of the children s service from which the kindergarten program is provided. Regional office details are provided in Section 1. Related policies and information The Victorian Indigenous Affairs Framework: Improving the Lives of Indigenous Victorians is the over-arching Indigenous policy framework for the Victorian Government. It is available to download from Victorian kindergarten policy, procedures and funding criteria

54 4.2 Early Start Kindergarten funding for three-year-old children known to Child Protection In this section: Overview Eligibility criteria Funding Requirements for services Support and advice Overview The positive learning experiences and nurturing relationships provided in high quality early childhood education programs deliver lasting benefits for all children, particularly disadvantaged children. Research indicates the positive impact is greater for vulnerable children if they are able to access two years of kindergarten before school. Current research also indicates that families who have been in contact with Child Protection services are under-represented among users of universal early childhood services. This initiative provides children known to Child Protection with access to a high quality kindergarten program of up to 5 hours (typically 2 3 hours) per week free of charge and is being implemented in two ways: 1. Early Start Partnerships: Funding is being provided to Early Start Kindergarten Partnerships in areas of high Child Protection reports (Partnership areas), to develop and trial different approaches to increasing kindergarten participation and retention amongst the target group in these municipalities. These partnerships will be supported by action research and evaluation to help determine the most effective strategy for delivering this initiative moving forward from Early Start Partnership areas are listed in the Requirements for Services section (see page 48). These models are aimed at increasing the access and participation of three-year-old children known to Child Protection in inclusive, high quality kindergarten programs to increase their developmental, social and educational outcomes and provide a transition into a funded kindergarten program for four-year-olds. These models, together with action research and evaluation, will provide evidence of best practice moving forward, to guide further implementation of this initiative from Statewide implementation: Early Start kindergarten funding will be paid directly to service providers who enrol eligible three-year-old children in an eligible kindergarten program. These funds will allow eligible children to access up to 5 hours (typically 2 3 hours) per week free of charge. An additional administrative grant will be provided for services located in municipalities that are not designated Partnership areas. 44 Victorian kindergarten policy, procedures and funding criteria

55 Eligibility criteria Target group A three-year-old child known to Child Protection is defined as any three-year-old: for whom legal intervention has been initiated in the Children s Court of Victoria by Child Protection and who is currently subject to a Protection Application by Notice, or subject to an Interim Order or any Child Protection Order, regardless of whether the child resides in the care of the parents or in out of home care or for whom protective concerns have been substantiated following an initial investigation of the Child Protection report, the child s case is currently in protective intervention phase, and Child Protection continues to remain involved on a voluntary basis or on a Permanent Care Order or who has been reported to Child Protection where an initial investigation has occurred, abuse has been substantiated, but the child s case is closed. In addition to the above criteria, children referred to Child FIRST through Child Protection (even if allegations of abuse have not been substantiated) are eligible for Early Start funding if they enrol in a kindergarten program within one of the 16 selected Early Start Kindergarten Partnership areas. An organisation is eligible to receive kindergarten funding for a three-year-old child known to Child Protection if the following criteria are met: The child: is identified as a child known to Child Protection by a parent, carer, legal guardian or Child Protection practitioner and is eligible for Early Start kindergarten (as per the target group outlined below); and turns three years of age on or before 30 April in the year he or she is enrolled in kindergarten; and is not currently attending a funded kindergarten program at another children s service. The service: provides a kindergarten program that is planned and delivered by a qualified early childhood teacher as per the requirements for programs for four-year-olds; and provides the program within a licensed children s service holding a standard licence; and provides eligible children up to 5 hours (typically 2 3 hours) per week of kindergarten free of charge; and will enter into a service agreement with the Department, if it has not already done so. Requirements for services to have access and inclusion policies The intent of this initiative is to support the inclusion of three-year-old children known to Child Protection in inclusive kindergarten programs free of charge. Funded organisations are required to ensure that they have in place policies and procedures that promote equality of opportunity for all eligible children. This will include policies assisting enrolment, access and inclusion that are clear, fair and comply with the Child Wellbeing and Safety Act 2005, the Equal Opportunity Act 1995, the Disability Discrimination Act 1992 and the Victorian Charter of Human Rights and Responsibilities Act Further information is provided in Section 5: Service provision requirements. Victorian kindergarten policy, procedures and funding criteria

56 When starting kindergarten, services should provide families with information about: improving outcomes through inclusive practices and key values underpinning inclusive practice additional support options available for children during the year. Further information is provided in Section 5: Service provision requirements. Funding Funding for kindergarten programs providing up to 5 hours (typically 2 3 hours) per week of kindergarten free of charge (with a minimum of 2 3 hours per week) in 2010: $702 Per capita grant Per annum per child $1,000* Administrative grant (nonpartnership areas only) Per annum per service *Services not located within one of the Early Start kindergarten Partnership areas can apply for an administrative grant of $1,000 per service, per year. This additional administrative grant is to support data collection/provision, and privacy and confidentiality requirements. Services inside Partnership areas will have access to Partnership support in implementing this initiative. Applying for funding Organisations can apply for Early Start kindergarten funding for three-year-old children known to Child Protection at any time during the year. The per capita grant will be paid in full for the whole year, regardless of the date the child commences or whether the child has accessed the per capita grant at another service. While this funding will not be recouped should the eligible child leave the service, services should encourage sustained participation of eligible children in quality kindergarten programs through inclusive programs that are flexible to families needs. To apply for funding services complete Form SF13 Application for Early Start Kindergarten funding for three-year-old children known to Child Protection and send it to the region in which the kindergarten is located. Withdrawal from the program and vacant funded places When an eligible child leaves a service after an application for funding has been approved, the funding allocated to that place remains with the kindergarten location for the remainder of the calendar year. This is termed a vacant funded place. Should a child withdraw from the kindergarten program, services are required to complete a withdrawal form (Form SF14 Notification of withdrawal from Early Start kindergarten funding for 3-year old children known to Child Protection) and submit it to the regional office within one week following the child s withdrawal. A vacant funded place should be kept available for another eligible three-year-old child known to Child Protection until the end of the current term. Per capita payments will not be recouped by the Department. Services charging annual fees more than the per capita grant Where the child is attending for more than five hours, and the fee is greater than the per capita grant, the service should only charge the average hourly rate for that service for the additional hours. In the case of an integrated long day care program, where children typically attend for above five hours, the per capita grant should be used by the service to directly discount the fees paid by eligible families. The balance of fees payable should be charged at no more than the average hourly rate for that service. 46 Victorian kindergarten policy, procedures and funding criteria

57 Requirements for services Services located in Partnership areas Early Start kindergarten Partnerships bring together a range of partners including local government, kindergarten cluster managers, and Child and Family Services to: establish a municipal wide partnership to implement access to Early Start kindergarten places for children known to Child Protection provide access to high quality kindergarten programs for three-year-old children known to Child Protection increase enrolment and participation of three-year-old children known to Child Protection in high quality kindergarten programs in 2009 and 2010 establish an annual supply of high quality kindergarten places for three-year-old children known to Child Protection beyond 2010 support access to kindergarten the following year for those children who access an Early Start kindergarten place. Services located within these municipalities should consult with the lead organisation for further information and support with facilitating enrolments for eligible children. In , Early Start Kindergarten Partnerships are in place in the following municipalities: Municipality Cardinia Shepparton Brimbank Hobsons Bay Warrnambool Wellington Shire Yarra Ranges Geelong Ballarat Hume Latrobe Mornington Peninsula Monash East Gippsland Wodonga Frankston Lead Organisation Shire of Cardinia City of Greater Shepparton Good Shepherd Youth & Family Services Hobsons Bay City Council Warrnambool City Council Kilmany Uniting Care Upper Yarra Community House City of Greater Geelong Child and Family Services Ballarat Orana Family Services Latrobe City Council Shire of Mornington Peninsula Child and family Care Network Kilmany Uniting Care City of Wodonga Frankston City Council Victorian kindergarten policy, procedures and funding criteria

58 Services outside Partnership areas Services outside the Early Start Kindergarten Partnership municipalities should consider whether their program is actively encouraging participation of eligible three-year-old children and ways in which a more inclusive practice can operate. For more information contact your regional office. Support and advice Privacy The personal information of all children, including three-year old children accessing an Early Start kindergarten place, must be handled in accordance with applicable privacy legislation, including the Children, Youth and Families Act 2005, Health Records Act 2001, Information Privacy Act 2000 and the Commonwealth Privacy Act To comply with the applicable privacy legislation, services should have a privacy policy and information collection statement. Services can access a template privacy policy and template information collection statement from the website that may assist. If a service already has its own privacy policy and collection statement, or is developing a new one, it should ensure that it is consistent with the template policy and statement. Guidelines for the handling of personal information to assist services to comply with their obligations under applicable privacy legislation are also available on the website. For templates and more information, go to Inclusion support Three-year-old children eligible for Early Start kindergarten funding are entitled to the same supports as children eligible to attend a funded kindergarten program for children in the year before school, including the Preschool Field Officer Program, Koorie Engagement Support Officers Early Childhood Development, and access to language services. For more information see Section 6: Service Provision Support. Evaluation and action research An evaluation project is being established to review the models of implementation for Early Start Kindergarten Partnerships for three-year-old children known to Child Protection. The Department is undertaking an action research project including both formative and summative evaluation of Early Start Kindergarten Partnerships in Through this evaluation, the Early Start Kindergarten Partnerships will be supported through the cyclic learning and improvement that comes from action research. The final evaluation report and key recommendations will assist the Department in developing and implementing the most effective delivery methods for this initiative, moving forward, from This provides partnerships and services within partnership areas a unique opportunity to be supported by these trials and to affect future policy development. Communication materials A range of communication materials have been developed to support engagement of parents and carers in taking up this important opportunity for their child. For more information go to 48 Victorian kindergarten policy, procedures and funding criteria

59 5. Service provision requirements In this section: Regulations and legislative requirements Incident reporting requirements Critical incident closure policy in response to emergency management for funded kindergarten services The educational program Early childhood teacher Quality, access and participation. Regulations and legislative requirements All children s services must be licensed by the Department and comply with the Children s Services Act 1996 (the Act) and Children s Services Regulations 2009 (the Regulations). Hard copies of the Act and the Regulations may be purchased from Information Victoria, telephone Children s Services Practice Notes, Fact Sheets and Questions and Answers are available to assist services to comply with the Act and the Regulations. Current version of these documents can be downloaded from the website at Anaphylaxis management Proprietors of licensed children s services under the Act are required to ensure that an anaphylaxis management policy is in place containing prescribed matters. These matters, together with practices and procedures pertaining to anaphylaxis management and staff training are prescribed in the Regulations. A Practice Note on anaphylaxis management, frequently asked questions and a revised anaphylaxis model policy can be found at Staff safety screening requirements and criminal history check Working with Children Check Under the Working with Children Act 2005 people who are engaged in child related work in children s services are required to have a Working with Children Check. Prospective employers, licensees, proprietors and primary nominees can obtain additional information and verify the currency of a Working with Children notice or card at any time on the Department of Justice website: or by calling the Working with Children Check Information Line on Criminal history checks The Regulations include requirements for criminal history checks to check the suitability of a person before they are employed or engaged as a staff member, or nominated to manage or control, a children s service. In accordance with these requirements, the licensee of a children s service must ensure that a person is not employed or engaged as a staff member unless the licensee or primary nominee has read a current assessment notice of that person (meaning a current Working with Children Check assessment notice). In addition the licensee or their representative, primary nominee and approved nominees are required to have a current (granted within 6 months) criminal history notification as part of the Determination of a Fit and Proper Person process when they are nominated to manage or control a children s service. Victorian kindergarten policy, procedures and funding criteria

60 Disclosable record Any notification of a criminal history that results in a disclosable record must be processed by the funded organisation in accordance with requirements in the Service agreement information kit for organisations. Criminal history checks not issued due to the age of the person An employee or volunteer is not required to have an assessment notice or volunteer assessment notice if such notices cannot be issued because of the employee s or volunteer s age. These employees and volunteers, must at all times be under the immediate supervision of the proprietor or a qualified staff member when they are caring for or educating children. Volunteers Persons granted permission to care for or educate children at a children s service in a voluntary or honorary capacity must either be under the immediate supervision of the proprietor or a qualified staff member at all times when they care for or educate children, or have a current Working with Children assessment notice or a Working with Children volunteer assessment notice read by the licensee or primary nominee before they commence work at the service in a voluntary or honorary capacity. Students Students and persons on work experience are granted permission to work in a children s service in a voluntary capacity and the licensee or primary nominee is not required to have read a current Working with Children Check assessment notice if, at all times they are caring for or educating children, students and persons on work experience programs are under the immediate supervision of the proprietor or a qualified staff member. Each year the organisation must confirm compliance with the above requirements when completing Form PF04 Confirmed enrolments for kindergarten funding data collection. Exemptions that may apply to funded services On 20 September 2009, the Minister for Children and Early Childhood Development granted a number of exemptions from the Children s Services Regulations These exemptions are available to all children s services licensed under the 1998 Regulations and include: Qualified staff member (lunch break) Qualified staff member (window of opportunity) Qualified staff/child ratio exemption for rural or remote children s services licensed under the 1998 Regulations (by application). For more information about the Regulations and related exemptions refer to the website at None of these exemptions negate the requirement for an early childhood teacher to plan and deliver the kindergarten program in a funded service. Funded organisations will be notified prior to any changes in these arrangements. Court Orders All parents have lawful authority in relation to their children, unless otherwise determined by a court order. Lawful authority includes the right to have daily care and control of the child and to make decisions concerning daily care and control, and responsibility for the long-term welfare of the child. 50 Victorian kindergarten policy, procedures and funding criteria

61 Under regulation 31(e) of the Regulations, the proprietor must ensure that any court orders provided to them relating to the powers, duties, responsibilities or authorities of any person in relation to the child or access to the child are inserted into the child s enrolment record. The proprietor should familiarise themselves with any court orders and abide by them as they relate to the provision of care and education of the child at the service. It is useful to remind parents on a regular basis of the need to advise the children s service immediately of any change in family circumstances which may impact on the relationship between the family and the service. Incident reporting requirements Licensed children s services are required to comply with the incident and complaint reporting requirements of the Regulations, as outlined in Section 29C and Regulation 90 (Secretary to be notified of a serious incident) and Regulation 105(2) (Complaints). Organisations providing funded kindergarten programs are also required to comply with the departmental instruction on incident reporting as described in the Service Agreement Information Kit for Organisations, which requires the reporting of category one incidents. Should requirements change when the Service Agreement Information Kit for Organisations is updated, services will be further advised on procedures. Should an incident occur (which falls into either of the above categories), organisations must contact and notify their regional office. A Children s Services Adviser will then advise what action and/or further reporting will be required. Critical incident closure policy in response to emergency management for funded kindergarten services The Regulations require that a proprietor of a children s service must ensure that emergency procedures are developed and regularly practiced with staff, family day carers, volunteers and children being cared for or educated by the service (Regulation 76 (1)). An Emergency Procedures practice note details the obligations of proprietors of licensed children s services in relation to meeting the requirements the Act and the Regulations and is available at Unlike individual injuries, accidents, or incidents, emergencies are usually major events requiring special consideration and careful planning to ensure the safety of children and adults. Examples of potential emergencies are: Bushfires Internal fires and smoke Severe storms and internal flooding Pandemics and communicable diseases Earthquake Chemical hazard or gas leak Violent incidents Bomb threats. Victorian kindergarten policy, procedures and funding criteria

62 Under certain circumstances it may become necessary to protect children, staff and families by making a decision not to operate and close the service to maintain the safety of all concerned. The purpose of this section is to give clear direction to funded kindergarten services regarding closures relating to emergency management, including: service requirement for closure policy mandatory closures voluntary closures financial implications. Service requirement for closure policy All services should have an Emergency Management Plan. An Emergency Management Manual is available to assist services to develop their plan. Based on the risk assessment undertaken by the proprietor it is suggested that this plan should deal with and communicate potential closures that may arise to safeguard children and staff of the service. A closure policy should be established as part of the Emergency Management Plan and should be clearly communicated to parents and staff. The closure policy should contain: a risk assessment of the service the regulatory obligations of the licensee a communication plan and strategies used to disseminate information about closure due to imminent risk. Mandatory closure Some kindergarten services have been identified as being at high fire risk and will be directed to close on days declared a Code Red Fire Danger Rating Day. These services have been advised of their inclusion on the Bushfire At Risk Register which is published, together with information about current warnings at The Fire and Emergency Authorities will advise the Department of impending high risk days. Mandatory pre-emptive closures are pre-determined based on the Bushfire At Risk Register and the trigger of Code-Red. The Department will endeavour to provide children s services with three days warning of the requirement to close; however fewer than three days notice may be provided. Once the final decision to close is confirmed at 12 noon the day prior, this decision will not change regardless of any changes in the weather forecast. This will help limit confusion and help families plan for how their children will be cared for when their school, kindergarten or child care centre is closed. The provision of up to three days notice of closure will assist parents to make suitable alternative care arrangements in advance. Services should encourage families to include these arrangements in their individual family fire safety plans. Voluntary closures Children s services should develop policies which may include their own decisions to close voluntarily without receiving advice from the Department. The service needs to consider their Emergency Management Plans and ensure they are simple and reflect the needs and identified risk of their particular children s service. 52 Victorian kindergarten policy, procedures and funding criteria

63 The service needs to decide what works best to meet the needs of the service and remember the purpose of a plan is to maximise the safety, health and well being of children, staff, volunteers, and visitors. Services should consult with their regional office and seek advice from local emergency service organisation/s. The voluntary closure policy should consider the following points: criteria for voluntary closure what the local triggers are and how the decision will be made impact of closure on capacity to deliver required hours of service (for example, make up days) financial implications (fees, funding and CCB). In the event of a voluntary closure, the service must notify the regional office at the earliest opportunity of their intention to close. Financial implications Services should clearly communicate their fee policy to parents in relation to service closures. Kindergarten funding Funded services will experience no financial disadvantage regarding kindergarten funding for mandatory closures. Where a service has sustained repeated closures, they should, in the first instance, contact the regional office to discuss their individual financial circumstances regarding any viability issues. Where funded services have opted to voluntarily close, to ensure the safety of children and adults, the service should demonstrate that the closure policy has been locally researched and discussed with the regional office. Generally, such closures will not impact on kindergarten funding from the Department. Services in receipt of Commonwealth Child Care Benefit (CCB) Licensed children s services approved for Commonwealth Child Care Benefit (CCB) funding may contact the Commonwealth Department of Education, Employment and Workplace Relations (DEEWR) on or [email protected] to enquire as to the applicability of special CCB/emergency CCB. Fact sheets and other relevant information may be accessed from Critical incident support and resources For more information go to or call the Licensed Children s Services Inquiry Line Bushfire Information Line Bureau of Meteorology Country Fire Authority Department of Transport For updates on fire, fire safety, information on how to assess and reduce your fire risk. For weather forecasts, severe weather warnings and latest observations. For information on how to assess and reduce your fire risk. For information about transport management, changes and closures. Emergency 000 (122 from mobile) FIRE POLICE AMBULANCE Victorian kindergarten policy, procedures and funding criteria

64 The educational program Kindergarten programs must be developed and delivered to meet the requirements of the Children s Services Act 1996 which stipulates that an educational program that enhances each child s development must be provided by the early childhood service. Educational programs that are consistent with the Victorian Early Years Learning and Development Framework and the National Early Years Learning Framework meet the requirements of the Act. The Victorian Early Years Learning and Development Framework The Victorian Framework shares the same outcomes as the National Early Years Learning Framework for Australia and links to the Victorian Essential Learning Standards to create a description of the early learning and development of children from birth to eight years. The Victorian Framework identifies Practice Principles for Learning and Development, which describe the most effective ways for early childhood professionals to work together and with children and families to advance learning and development. These Principles are arranged in three categories and include: Collaborative: family centred practice partnerships with professionals high expectations for every child Effective: equity and diversity respectful relationships and responsive engagement integrated teaching and learning approaches assessment for learning and development Reflective: reflective practice. Early childhood professionals use the Practice Principles for Learning and Development to provide the support necessary for every child to learn and develop. In addition, the Victorian Framework emphasises the importance of supporting children s and families transitions as they move within and across services throughout the early childhood period. Children learn at different rates, in different ways and at different times. Their development is not always easy or straightforward. For some children and families, learning and development involves considerable struggle and requires much perseverance. Therefore, different kinds of support and engagement will be required. The Victorian Framework identifies five outcomes for all children from birth to eight years. These are outlined in the section below. A PDF of the Victorian Framework and Frequently Asked Questions can be downloaded from the Department s website at 54 Victorian kindergarten policy, procedures and funding criteria

65 What can the family expect from a kindergarten program? Families are children s first and most important educators, and early childhood educators also play a role in advancing children s learning and development. Families can expect a program which advances their child s learning consistent with the five learning outcomes of the Victorian Framework, which include: Children have a strong sense of identity (identity) Children are connected with and contribute to their world (community) Children have a strong sense of wellbeing (wellbeing) Children are confident and involved learners (learning) Children are effective communicators (communication). They can also expect that the program is delivered in a way which is consistent with the Practice Principles for Learning and Development from the Victorian Framework and with the specific early childhood pedagogy outlined in the National Early Years Learning Framework. Information for parents about the national Framework is available at A range of materials are available to provide families with information about kindergarten programs in general. Some of the key kindergarten brochures are available on the website, including: Why should my child go to a kindergarten program? Starting kindergarten when is the right time? Free or low cost kindergarten the kindergarten fee subsidy. A full list of brochures and publications is available on the Department s website at To obtain additional hard copies of brochures you can download the order form from the website or telephone the Kindergarten Information Line on Starting kindergarten Kindergarten terms, whilst they align with government school terms, are not subject to the same arrangements for child/pupil-free days. From the beginning of the kindergarten year in Term One, the service provider must offer each eligible child a minimum of 10 hours of funded kindergarten per week, moving to hours in However each child has individual needs, and in consultation with parents, teachers decide the most appropriate way for each child to settle into the kindergarten environment. In certain circumstances, with agreement of the organisation and in consultation with the early childhood teacher and parents, the hours at the beginning of Term One may be varied to accommodate local needs and circumstances. All children must be offered a minimum of 10 hours each week by the start of week four of Term One. Note: this criterion applies only to funded kindergarten programs for children in the year before school. Transition to School The Transition: A Positive Start to School initiative, launched for implementation on 6 August 2009, is an important step towards achieving the Blueprint goal of by the time Victorian children start school they will be ready to learn at school and schools will be ready for them. Effective transition approaches recognise the central role that families and communities play in supporting children s learning and development. The initiative aims to improve children s experience of starting school by strengthening the development and delivery of transition programs. Victorian kindergarten policy, procedures and funding criteria

66 To support a positive start to school for all children, a common approach has been developed to guide families, early childhood services and schools. This provides a shared understanding between early childhood services and schools about what is important for children and their families during this exciting time. The Transition Learning and Development Statement is a tool for families and educators to share information about a child s learning and development. Early childhood teachers delivering a funded kindergarten program are required to prepare a Transition Learning and Development Statement for every child transitioning into school in the following year. The statement also links to other initiatives that support transitions, such as the Sharing Our Journey process for children with additional needs, to provide a cohesive approach to transition for all children moving into the first year of school. This has been achieved by developing an additional section of the Transition Learning and Development Statement (Part 1A) for families of children with a severe disability. This enhanced Transition Learning and Development Statement replaces the child profile that was included in the 2008 Sharing Our Journey kit and protocol. Services should also be aware of the information sharing and privacy requirements related to the transfer of Transition Learning and Development Statements to schools. Parental/guardian consent is required to forward the Statements to schools. A Privacy Collection Statement and consent form specifically for this purpose for parents/guardians to sign is provided on the inside front cover of the Statement. For further details on the information sharing and privacy requirements related to the Transition Learning and Development Statement can be accessed at Early childhood services and schools will also receive a Transition: A Positive Start to School Resource Kit which provides information and advice to improve the development and planning of local transition-to-school processes and programs. For additional information please visit the Transition: A Positive Start to School website at or contact the Transition: A Positive Start to School project team at [email protected] The Welcome to School booklet produced by the Department provides parents of future prep children with information about the government school system and advice about how they can assist their child s transition from kindergarten to school. All kindergarten service providers receive copies of the Welcome to School booklet in early November. Additional requests for copies can be faxed to or ed to school.feedback@ edumail.vic.gov.au. Please include a name, title, organisation, address and telephone. An audio version and translations of the booklet are available at Early childhood teacher Approved early childhood teaching qualifications The teaching staff members who plan and deliver the kindergarten program at each children s service from which the program is offered, must hold an approved early childhood teaching qualification that is listed in the Schedule of approved early childhood teaching qualifications in the Victorian Government Gazette of 11 August 2009 No. S275 NOTE: Organisations that employ an early childhood teacher(s) are required to advise the regional office when there is a change in early childhood teacher at the service. Form PD04 Notification of change in early childhood teacher can be downloaded from the website (see Section 9). Services that are unsure as to whether an early childhood teacher holds an approved qualification should contact a regional Children s Services Adviser in the first instance, who may refer them to Early Childhood 56 Victorian kindergarten policy, procedures and funding criteria

67 Australia at for their qualification to be assessed for equivalence to an approved qualification (see Section 8 for the links to access full contact details). Requirements when a teacher holding an approved early childhood teaching qualification cannot be recruited The Department requires organisations to make extensive and genuine endeavours to employ an early childhood teacher holding an approved early childhood teaching qualification. An organisation will be expected to demonstrate evidence of: local and statewide advertisements via print or electronic media contact with employment organisations contact with locally employed early childhood teachers contact with tertiary institutions exploration of alternatives such as job sharing, requesting staff to work additional hours, reorganising hours of operation. If after these endeavours an appropriately qualified early childhood teacher cannot be found, an organisation may seek Secretarial approval to be funded outside the Victorian kindergarten policy, procedures and funding criteria on condition that a primary trained teacher is employed (see Section 7 Requesting approval to be funded outside the Victorian kindergarten policy, procedures and funding criteria). For any appointment longer than 12 continuous weeks, other than short-term temporary appointments to cover extended sick leave, maternity leave or exceptional circumstances, the primary teacher must be enrolled in a course that leads to an approved early childhood qualification. A Secretarial exemption from compliance with the staff/child ratios under section 29A(2) of the Act must also be obtained. The position must be re-advertised within 12 months, unless the appointee is enrolled in, attending and meeting course requirements for an approved early childhood teaching qualification, as listed in this document. Contact a Children s Services Adviser in your regional office for more information about the requirements and procedures when a teacher holding an approved early childhood qualification cannot be recruited. Emergency relief teachers At certain times during the kindergarten year service providers may find it necessary to employ a relief teacher to deliver the kindergarten program, for example, when the teacher is ill. The Victorian kindergarten policy, procedures and funding criteria require that an appropriately qualified early childhood teacher be employed at the service whenever the kindergarten program is operating (see Eligibility criteria service providers). The list of approved teaching qualifications is available in the Schedule of approved early childhood teaching qualifications in the Victorian Government Gazette of 11 August 2009 No. S275 On the day of the program, if the service provider cannot find an appropriately qualified early childhood relief teacher, it must notify the regional office as to whether it has: cancelled the session or engaged a teaching staff member in accordance with the Regulation 52 (2), to conduct a licensed children s service, but not a kindergarten program on that day and that a sign has been posted to indicate that an activity group will operate on that day (i.e. not a kindergarten program). Victorian kindergarten policy, procedures and funding criteria

68 Professional standards The Department recognises the professional and educative role early childhood teachers play in the delivery of kindergarten programs. A set of professional standards for early childhood teachers engaged to deliver a kindergarten program are in place and all services in receipt of kindergarten funding are required to incorporate the use of professional standards and provide eligible teachers with access to the validation process. The professional standards provide guidance for the sector to identify what teachers know and do at different stages during their teaching career, ranging from graduate to exemplary. Indicators are provided for each professional standard to illustrate the intent of the standard. The knowledge, skills and abilities of early childhood teachers are described in the standards across three domains: professional knowledge professional practice and professional engagement and commitment. In applying the professional standards, organisations should familiarise themselves with the roles and responsibilities of early childhood teachers at the different stages. A copy of the Early childhood teacher professional standards is available from the Department's website at Victoria s early childhood workforce In November 2009 the Minister for Children and Early Childhood Development released Victoria s early childhood workforce strategy Improving Victoria s Early Childhood Workforce: Working to give Victoria s children the best start in life. The strategy describes the Government s vision for the early childhood workforce: a highly skilled, professional early childhood workforce that supports the health, learning, and development of all Victorian children. The strategy sets out the short-term and long-term actions necessary to achieve this vision. Immediate actions respond to the current workforce challenges. These include the National Partnership Agreement on Early Childhood Education commitment to universal access to 15 hours of early childhood education by 2013 and the workforce requirements arising from the Children s Services Regulations Early childhood educators will be able to access a range of supports including: a qualifications fund to support early childhood educators to attain higher qualifications an incentive fund to attract early childhood educators to services in hard-to-staff areas professional learning focused on the Victorian Early Years Learning and Development Framework Practice Principles and the priorities for professional learning identified in the Blueprint. Improving Victoria s Early Childhood Workforce: Working to give Victoria s children the best start in life is available at Details of actions contained in the workforce strategy will also be made available on the Department s website. 58 Victorian kindergarten policy, procedures and funding criteria

69 Quality, access and participation Quality improvement Research clearly indicates that a quality kindergarten program that promotes children s learning and development has a direct impact on their future success. Funded organisations must have in place a practice and philosophy of ongoing quality improvement within children s services. The service agreement requires all organisations to regularly evaluate the quality of programs provided to children using a process such as the: Commonwealth government s quality improvement and accreditation system, currently administered by the National Childcare Accreditation Council Kindergarten Quality Assessment Workbook and Checklist or other quality assurance systems such as the local government best value process. All services should note that in December 2009, all Australian governments agreed to a new National Quality Framework for Early Childhood Education and Care. The new Framework will be implemented progressively from 1 July Under the National Quality Framework, services will need to provide access to a kindergarten/preschool program for children in the year before they begin school to qualify to achieve a high quality rating in the Educational Program and Practice quality area. The program must be play-based (according to the Early Years Learning Framework), planned and delivered by an early childhood qualified teacher, and delivered for a minimum of 10 hours per week (10.75 hours from 2011, and 15 hours from 1 January 2013) for 40 weeks per year. Until the National Quality Framework is fully implemented on 1 January 2012, the Victorian Children s Services Act 1996 and Children s Services Regulations 2009 will continue to apply to services. Information about the National Quality Framework is available on the Department s website at Further advice about implementation of the National Quality Framework and the responsibilities of services will provided in 2010 and included in updates to the Victorian kindergarten policy, procedures and funding criteria. Access and inclusion Funded organisations are required to ensure that they have in place policies and procedures that promote equality of opportunity for all children. This will include policies assisting enrolment, access and inclusion that: are clear, fair and comply with the Child Wellbeing and Safety Act 2005, the Equal Opportunity Act 1995, the Disability Discrimination Act 1992 and the Victorian Charter of Human Rights and Responsibilities Act are developed on the basis of surveys of the local community, particularly with regard to the hours of operation and the models of service delivery support children who are experiencing disadvantage address issues of eligibility for funded places, vacant funded places, and vacant unfunded places (which may become funded places if filled by an eligible child) Victorian kindergarten policy, procedures and funding criteria

70 outline how waiting lists will be prioritised, for example, to accommodate children who have withdrawn to access kindergarten the following year or who are eligible for a second year, and where there are more children wanting to attend than places available are effectively communicated to families and the local community. Children enrolling in kindergarten come from a variety of backgrounds and home situations. These circumstances need to be considered when engaging with parents and supporting children in the kindergarten program. Where families are accessing additional support from other services, it is important to ensure that a coordinated, confidential and sensitive approach is undertaken to providing support and strengthening the capacity of the family unit. On commencing kindergarten, services should provide families with information about: the role of inclusive practice in achieving outcomes for all children and the key values underpinning inclusive practice the support options available for children during the year, including: additional support via the preschool field officer program kindergarten inclusion support services for children with severe disabilities processes for withdrawal to access kindergarten in the following year processes and eligibility criteria for a second year of funded kindergarten. The Association for Children with a Disability (the Association) has developed and produced a set of Kindergarten Inclusion Tip Sheets to assist parents and teachers to plan a positive kindergarten inclusion experience for all. The set includes parent stories and separate sheets on a range of topics including Choosing a kindergarten, Planning with the Program Support Group, Overview of support for kindergarten services, Communication, and Being part of the kindergarten community. While the tip sheets have been developed by parents for parents, kindergarten staff will also find them useful. The tip sheets were funded by the Department and can be downloaded from the Association s web site ( Hard copies can be ordered using the form on the website. Contact the Association for more information about this publication or other resources on or Parent participation Parents and family provide many rich and important learning experiences for children. Kindergarten programs support families in this important role and provide new learning experiences for the child that add to those offered through family life. The funded organisation is required to ensure that: the children s service is sensitive to the cultural and social backgrounds of the families, their lifestyles and their child-rearing practices and that parents are involved in addressing issues related to their child s care and development a range of communication strategies are in place to enable and encourage parent participation in kindergarten activities, including input into kindergarten policy, decision making, quality assessment processes and user satisfaction surveys. 60 Victorian kindergarten policy, procedures and funding criteria

71 The rationale for parent and family participation in early childhood education and care is strong and recognises that: parents are the first and continuing carers and educators of their children parents have first-hand knowledge of their child and can assist staff to plan programs responsive to the social, educational and developmental needs of their child a partnership approach between parents and staff creates a two-way process of knowledge and information sharing parent participation will assist in shaping services to meet the needs of families and their community services that support parents in their child-rearing and promote positive attitudes and actions among parents enhance children s development and learning. A template for parent/guardian consent to share information about their child has been developed to facilitate information sharing among organisations. For more information refer to Section 7. Victorian kindergarten policy, procedures and funding criteria

72

73 6. Service provision support In this section: Support for licensed children s services Support for Aboriginal children Grants for kindergarten programs that support Aboriginal children Kindergarten Inclusion Support Services Preschool Field Officer Program Accessing language services. Support for licensed children s services Children s Services Advisers/authorised officers monitor licensed children s services compliance with the Children s Service Act 1996 and Children s Services Regulations They provide advice about licensing and compliance, best practice advice and referral in relation to the operation of a children s service. Support for Aboriginal children A range of options is available for children, their families and service providers to support the inclusion of Aboriginal children in funded kindergarten programs. To facilitate access to support options and resources available, services are required to seek information from parents to identify whether children are Australian Aboriginal or Torres Strait Islander. The service is required to collect and record this information at the time of enrolment on the child s enrolment form. To enable services to meet the Department s reporting requirements, service providers must include this data when completing Form PF04 Confirmed enrolments for kindergarten data collection (See Section 9). Koorie Early Childhood Education Program The Koori Early Childhood Education Program supports Aboriginal children and their families to access and participate in kindergarten programs. The Koorie Early Childhood Education Program consists of three components: 1. A statewide coordinator who provides support, information and assistance to regional Koorie Engagement Support Officers Early Childhood Development (KESOs) 2. Koorie Engagement Support Officers Early Childhood Development 3. The Koorie Pre-School Assistants (KPSA) program. KESOs are employed in all regions to provide advice and support to kindergarten teachers so that kindergartens can provide culturally relevant programs and experiences for Aboriginal children. KESOs and KPSAs play an active role in encouraging and supporting Aboriginal families to enhance participation of Aboriginal children in their local kindergartens. The KPSA program is implemented in partnership with local Aboriginal communities that employ KPSAs and administer the program. Koorie Engagement Support Officers Early Childhood Development KESOs work with kindergarten programs and other early years services to encourage culturally responsive and inclusive programs for Aboriginal children and their families. They aim to: increase and enhance the participation of Aboriginal children in kindergarten Victorian kindergarten policy, procedures and funding criteria

74 promote the value of kindergarten programs within Aboriginal families and communities promote cultural awareness and provide access to resources for all kindergarten programs liaise between Aboriginal families and kindergarten programs support the KPSA program. Contact details for Koorie Engagement Support Officers Early Childhood Development are in Appendix 4. Koorie Pre-School Assistants program The KPSA program is auspiced by community-based organisations. KPSAs work within kindergarten programs to: enhance the access and participation of Aboriginal children in kindergarten programs promote and assist in the delivery of Aboriginal culturally inclusive programs provide information and support to Aboriginal families and communities support the attendance of Aboriginal children in kindergarten programs encourage the involvement and participation of Aboriginal parents/families/carers in the development of kindergarten programs assist in the development of kindergarten programs that embrace Aboriginal culture. Contact your regional Koorie Engagement Support Officer Early Childhood Development for more information about this program. Grants for kindergarten programs that support Indigenous children The Indigenous Education Program The Commonwealth Department of Education, Employment and Workplace Relations (DEEWR) provides assistance for Aboriginal and Torres Strait Islander children who attend a kindergarten program. The Indigenous Education Program (IEP) provides financial assistance through Supplementary Recurrent Assistance (SRA) to support kindergarten programs and aims to: improve Indigenous literacy improve Indigenous numeracy increase the employment of Indigenous Australians in education and training improve educational outcomes for Indigenous students increase Indigenous enrolments increase the involvement of Indigenous parents/community members in educational decision making increase professional development for staff involved in Indigenous education and expand culturally inclusive curricula. Per capita supplementary grants are available under the IEP to kindergarten programs that have five or more Aboriginal or Torres Strait Islander children enrolled, or to clusters of kindergarten programs, so that the minimum enrolment requirements (five or more children) for attracting the funding are met. At the beginning of the kindergarten year, cluster managers and KESOs work closely together to identify Indigenous children eligible to attend kindergarten. Kindergartens can obtain more information about the IEP program from DEEWR or their local KESO. For further information, contact the DEEWR Indigenous Education Program on Victorian kindergarten policy, procedures and funding criteria

75 Kindergarten Inclusion Support Services A range of options are available for families and service providers to enhance the inclusion of children with additional needs in funded kindergarten programs. Inclusion fosters a sense of belonging and accepts and respects individuality and diversity. Inclusive programs encourage and allow all children genuine opportunities to access and participate in kindergarten programs. Kindergarten Inclusion Support packages for children with severe disabilities Assistance is offered to the providers of kindergarten programs to support initiatives for the inclusion of children with severe disabilities in funded kindergarten places. This includes first and second year children in programs for four-year-old children, and three-year-old children eligible for a funded Early Start kindergarten place. The Kindergarten Inclusion Support Services for children with severe disabilities program is jointly funded by the State and Commonwealth Governments and is administered by the Department. Further information is available on the Department s website at Eligibility for Kindergarten Inclusion Support packages for children with severe disabilities is determined through an application process in accordance with the following criteria. The child has a severe disability and requires support to access and participate in a funded kindergarten place. The child is eligible to attend a kindergarten place funded by the Department. The child is not enrolled in a school program. It must be demonstrated that the child has at least one of the following: is at significant risk of serious injury to self or others is extremely restricted in their capacity for movement has exceptional support needs that require immediate medical intervention for life threatening situations. More detailed information on the eligibility criteria and the application process is outlined in the Information and application kit for kindergarten inclusion support services for children with severe disabilities. The information and application kit and Form SF08 Information and application kit for kindergarten inclusion support services for children with severe disabilities 2010 can be downloaded from (see Section 9). Applications should be completed by the teacher in consultation with the child s parents and support group. Applications are assessed by a regional advisory group. Before applying or completing the application form, parents, kindergarten staff and all relevant people involved with the child are advised to attend an information session in their region. For further information, contact your local regional advisory group convenor. Details are available on the website at Victorian kindergarten policy, procedures and funding criteria

76 Preschool Field Officer Program The Department funds a range of organisations to provide the Preschool Field Officer program (PSFO) to support the access and participation of children with additional needs in funded kindergarten programs. This includes first and second year children in funded places for four-year-old children, and three-yearold children eligible for a funded Early Start kindergarten place. The aim of the program is to promote and maintain an inclusive high quality kindergarten program for all eligible children. The PFSO s key roles include: observation and assessment of children with developmental concerns referral for more specialised assessment consultancy support to kindergarten staff on the planning, implementation and review of developmentally appropriate programs for all children linkage to community and specialist supports for children and their families. The PSFO program provides kindergarten services with practical advice and support for including children with additional needs into a quality kindergarten program. The target group may include children with a disability or developmental delay from children with mild language delays or challenging behaviours, through to children with multiple disabilities with additional needs from culturally and linguistically diverse backgrounds who have experienced trauma who have challenging behaviour or learning needs. For more information go to Kindergarten Inclusion Support Services on the website at Children attending a kindergarten program provided as part of an integrated long day care program may also be able to access the Commonwealth funded inclusion support program. Inclusion support facilitators work directly with eligible child care services to build their capacity to create an environment inclusive of all children, including those with additional needs. For more information go to Contact details for preschool field officers are at Appendix 2 (page 93). Accessing language services The provider for language services (telephone and on-site interpreting) is All Graduates ( The free multilingual phone line for information about kindergarten is Organisations offering funded programs are eligible to obtain language services to assist with telephone and on-site interpreting services for direct service delivery situations, such as interviews and consultations with clients and their families. Two types of language services are available for kindergarten providers: Telephone interpreting On-site interpreting (both spoken and sign languages). 66 Victorian kindergarten policy, procedures and funding criteria

77 Organisations can access interpreting services through the credit line of the All Graduates Interpreting and Translating Services. Credit line funded interpreting services can be used for providing information to parents in relation to kindergarten programs and their child s progress, and is available for on-site and telephone interpreting only. The credit line does not fund translations of documents. Each organisation that is eligible to access the credit line is notified of their user name and password. Organisations can book an interpreter by logging on to quoting your username and password and providing information about the service required, or by contacting All Graduates on Bookings can be made for the current month and the following month. It is advised that services cancel bookings not required with as much notice as possible. Last minute cancellations are charged to the credit line, which affects the availability of interpreters each month. In the event that the credit line is not available at the time a request is made, the kindergarten will need to decide whether to reschedule to a date when a credit line funded interpreter is available, or to use its own budget to purchase the interpreter service directly from All Graduates. In line with the Victorian Charter of Human Rights and Resposibilities, organisations should be aware that there is an expectation that people should not be denied access to quality human services as a result of their cultural or linguistic backgrounds. For further information please contact your regional office. Individuals accessing language services Individuals can also speak with someone about kindergarten through the use of an interpreter, in a variety of languages, by calling Victorian kindergarten policy, procedures and funding criteria

78

79 7. Management and governance requirements In this section: Establishing a kindergarten program for the first time The service agreement Data collection requirements * Service viability Financial accountability reporting Provisions account Misappropriation of funds * Requesting approval to be funded outside the Victorian kindergarten policy, procedures and funding criteria Incident reporting requirements * Long service leave and sick leave payments for staff employed prior to 1994 in a funded kindergarten program Good governance and effective record keeping Fee policy Privacy and information sharing. * * Note: Organisations that are funded to provide a kindergarten program for eligible three-year-old children, but are not funded for a kindergarten program for four-year-old children are only required to adhere to some criteria in this section, as indicated above. All organisations funded to provide a kindergarten program for four-year-old children must adhere to all criteria in this section. Establishing a kindergarten program for the first time The Department can assist organisations proposing to offer a new kindergarten program. It is strongly recommended that organisations contact their local council to discuss their plans in the context of the Municipal Early Years Plan. Organisations should then contact the Department's regional office to discuss their plans. The requirements are as follows: comply with relevant licensing legislation which includes the Children s Service Act 1996 and the Children s Services Regulations 2009 demonstrate compliance with eligibility criteria for kindergarten funding apply to the Department for funding using Form PF01 Application for new kindergarten funding (see Section 9). Refer to Section 3 for funding criteria and procedures for applications for new kindergarten funding. The service agreement All funded organisations receiving kindergarten funding are required to sign and comply with a service agreement. See Section 3 page 18 for more information. Victorian kindergarten policy, procedures and funding criteria

80 Data collection requirements Once a service agreement has been signed, on-going funding for kindergarten programs for four-yearold children is determined by completion and submission of data collection forms. There are two data collections each year, one in April and one in November. Organisations are required to provide data and information in both collections (refer to Section 3 for more detailed information). Please note: organisations funded for Early Start kindergarten places for eligible three-year-old children will be notified of specific data collection requirements in addition to those outlined in Section 4. Service viability To receive kindergarten funding, organisations must be able to demonstrate financial viability to the satisfaction of the Department. Regional staff are available to provide advice and direction regarding budgets. There is no need to submit a budget to the Department however regional staff may ask to examine your budget calculations if there are concerns about the viability of your service. This may be in response to an analysis of your financial accountability requirement statements or to the information provided on Form PF02 Anticipated enrolments for kindergarten funding data collection (see Section 9). An electronic template Budget form and guidelines is available on the website to assist in this process. This template has been revised to reflect the recent changes to the Kindergarten fee subsidy. Financial accountability reporting The financial accountability reporting (FAR) requirements for organisations are set out in Schedule 5 of the service agreement. For more detailed information about these requirements, see the Service Agreement Information Kit for Organisations. The Service Agreement Information Kit for Organisations has been revised to include about the Department of Education and Early Childhood Development as well as the Department of Human Services. The Kit can be accessed on the Funded Agency Channel. Blank FAR forms can also be downloaded from the Funded Agency Channel. Provisions account Organisations are required to maintain detailed staff records to ascertain staff entitlements, to keep a provisions account for staff long service leave and sick leave entitlements and to budget for and deposit to this account on an annual basis. It is important that this money is maintained in a separate account from the service s operational accounts. Misappropriation of funds Funded organisations should be aware of their legal responsibilities and obligations under State and Commonwealth legislation. In addition to the Department s requirements, there are statutory obligations for corporations and incorporated associations, particularly in terms of financial management and accountability. For incorporated committees of management, there are legal obligations under the Associations Incorporations Act To ensure that funded organisations are not placed in vulnerable situations, the Department requires that any alleged misappropriation of funds be reported to Victoria Police for investigation. If an organisation believes funds have been misappropriated, it has a duty to act on this suspicion. An audit of relevant financial records should be organised and the person suspected of the misappropriation relieved of any financial responsibilities until the matter has been resolved. Insurance arranged through the Community Services Organisations (CSO) insurance program does not provide coverage for restitution of stolen monies. Organisations should arrange such coverage if required. 70 Victorian kindergarten policy, procedures and funding criteria

81 Requesting approval to be funded outside the Victorian kindergarten policy, procedures and funding criteria Organisations funded to provide kindergarten programs must be licensed and operate in accordance with the Children s Services Act 1996 and Children s Services Regulations 2009, and must adhere to the requirements of the Victorian kindergarten policy, procedures and funding criteria (the VKP). In certain circumstances, if a funded organisation is unable to meet all of the eligibility requirements set out in the VKP, the funded organisation can request to be funded outside the guidelines. Requests must be made on an annual basis (calendar year) and detail the reasons for the request in writing. If the request to be funded outside the guidelines is made before commencing the kindergarten year, the request should be submitted with Form PF02 Anticipated enrolments for kindergarten funding data collection (see Section 9). Applications for funding outside the guidelines are only considered in circumstances where children will have no access to a kindergarten service if funding is not approved (and no other alternatives are possible). New services applying for kindergarten funding for the first time are not eligible to apply for funding outside the guidelines. Circumstances in which exceptions to funding requirements may be requested Under exceptional circumstances, funded organisations may apply to operate a funded kindergarten program to: provide less than 10 hours per week of a funded kindergarten program operate with less than the minimum required enrolments operate in premises that do not meet the requirements for a standard licence (see further details below) operate from more than one location, with each child receiving only one per capita grant allow a teacher who holds a primary teaching qualification to plan and implement a funded kindergarten program. Note: Services located within a metropolitan region that are currently anomaly funded at the rural per capita rate should discuss with their regional Children s Services Adviser whether they are still eligible to apply for approval to continue to be funded outside the Victorian kindergarten policy, procedures and funding criteria at this rate. Criteria for providing less than 10 hours per week of a funded kindergarten program Under the VKP, the service provider must offer each eligible child a minimum of ten hours of funded kindergarten per week coinciding with the Victorian school term dates. Services in rural regions may apply for approval to operate a funded kindergarten program for less than 10 hours a week when no other options are possible; where children will have no access to a kindergarten service if funding is not approved outside the guidelines; and where no other alternatives are available. Existing services in rural regions applying for funding to provide less than 10 hours per week must demonstrate: how the service meets community need and/or is compatible with Municipal Early Years Plans that there is no capacity in neighbouring services to absorb these enrolments Victorian kindergarten policy, procedures and funding criteria

82 that a budget or business plan has been prepared showing the service is financially viable how the service is moving to re-establish 10 hours per week for the following year or is undertaking discussions regarding future rationalisation or consolidation of the service. Criteria for existing services applying for funding with less than the required enrolments The VKP requires a minimum of 20 enrolments in order for the service to receive standard per capita grant funding. Existing organisations in metropolitan regions seeking to operate a funded kindergarten program with less than 20 enrolments can apply for funding outside the guidelines when no other options are available, and where children will have no access to a kindergarten program if funding is not approved outside the guidelines. An application therefore needs to articulate longer-term viability issues and integrated planning, in addition to the impact upon users of the service. This provision excludes kindergarten programs in independent schools, which can operate with a minimum of 10 enrolments. There is no capacity for independent kindergarten programs to seek funding for less than 10 enrolments. This also excludes long day care settings, and services in small rural settings, which can operate with a minimum of one enrolment. Existing services applying for funding outside the guidelines for less than 20 enrolments must demonstrate: how the service meets community need and/or is compatible with Municipal Early Years Plans that there is no capacity in neighbouring services to absorb these enrolments that a budget or business plan has been prepared showing the service is financially viable how the service is moving to re-establish the minimum enrolments for the following year or is undertaking discussions regarding future rationalisation or consolidation of the service. In some specific circumstances, such as early intervention or Koorie programs, services may continue to be approved with less than the minimum enrolments. Criteria for operating a funded kindergarten program in premises that do not meet the requirements for a standard licence Currently all funded organisations (including those funded for kindergarten programs for eligible three-yearold children) will only be eligible for kindergarten funding when operating under the conditions of a Limited Hours licence in extenuating circumstances, such as: temporary premises relocation, for example, in the event of fire or natural disaster, or renovation for compliance with the Children s Services Regulations 2009 operating a service model developed to meet local community needs as a result of specific circumstances, in which case organisations may apply to operate a funded kindergarten program in premises meeting the requirements of a limited hours licence where the following criteria are met: no children s service premises are available in that locality that can meet the requirements for a standard licence the premises in which the service is provided are community facilities (used or owned by other community groups) and therefore the children s service must be periodically packed away outdoor play space is provided in accordance with Regulation Victorian kindergarten policy, procedures and funding criteria

83 Criteria for operating one funded kindergarten program from more than one location Organisations wishing to operate one funded kindergarten program from more than one location (with each child receiving only one per capita grant), should submit the required form to the regional office giving details of the: primary children s service location for funding purposes reason for the dual location arrangement and how the program will operate licence ID for the second location and evidence of its compliance with eligibility requirements. Criteria for allowing a teacher who holds a primary teaching qualification to plan and implement a funded kindergarten program* A teaching staff member who plans and delivers the funded kindergarten program must hold an approved early childhood teaching qualification that that is listed in the Schedule of approved early childhood teaching qualifications in the Victorian Government Gazette of 11 August 2009 No. S275 Children s services providing a funded kindergarten program are required to make extensive endeavours to employ a teaching staff member with an approved early childhood qualification, including local and state-wide advertisements as well as contact with employment agencies, locally employed early childhood teachers, tertiary institutions, and other kindergarten service providers. Existing services that employ a primary teacher may receive funding if they are able to demonstrate that, despite extensive efforts they have been unable to recruit an early childhood teacher with an approved qualification. For appointment of a primary teacher for longer than 12 continuous weeks (except to cover sick leave, long service leave, maternity leave or other exceptional circumstances) the primary teacher must be enrolled in and attending a course that leads to an approved early childhood qualification. Requests for funding outside the guidelines must be made in writing through the Regional Director to the Secretary of the Department after consultation with a regional Children s Services Adviser. Funding can only be granted for 12 months or less of a calendar year. The service must also have mentoring arrangements in place for the primary teacher. Applications for funding outside the guidelines in relation to staffing, in a metropolitan area are unlikely to be considered. A Secretarial exemption from compliance with the staff/child ratios under section 29A(2) of the Act must also be obtained. *Primary teachers who fall into the following categories are not required to apply for funding outside the guidelines or a Secretarial exemption as a Ministerial exemption has been granted for primary teachers employed as teaching staff members in licensed children s services who meet the following criteria: possess a qualification prescribed in Schedule I to the Children s Services Regulations 2009 or a comparable qualification recognised by the Secretary under Regulation 30 of those Regulations, and was employed as a qualified staff member at a children s services centre registered or exempted from registration under the Health Act 1958 at any time during the period commencing January 1997 and ending immediately before 1 June 1998, and was employed as a qualified staff member at a licensed children s service on 25 May Victorian kindergarten policy, procedures and funding criteria

84 Long service leave and sick leave payments for staff employed prior to 1994 in a funded kindergarten program Long service leave payments for pre-1994 staff The Department holds long service leave entitlements, accrued by staff employed in Victorian kindergartens prior to 24 January 1994, which can be accessed by services employing eligible staff who have been continuously employed since that time. All queries regarding payment of pre-1994 kindergarten staff entitlements for long service leave should be directed to the kindergarten payroll service. Payment will be made in accordance with relevant legislation and be based on current hours worked in either: A) children s services programs (kindergarten and child care) at the funded kindergarten location, but only up to the number of funded hours per week as recorded for the staff members on the Department s central payroll system at the end of December 1993 (or at the time of the last recorded funded service if no record exists for December 1993). or B) the funded kindergarten program only (four-year-old program), where the number of hours exceeds the number of funded hours per week as recorded for staff members on the Department s central payroll system at the end of December 1993 (or at the time of the last recorded funded service, if no record exists for December 1993). For example: Person Hours in 1993 Total Current hours employed Funded kindergarten program Child care or 3 yr old unfunded programs Applicable rule A or B Hours for payment calculation V A 15 W A 20 X A 20 Y B 25 Z B 38 The organisation should only pay long service leave or request a payment from the payroll support service contractor after checking that the staff member is eligible for long service leave. To make a claim for a long service leave payment, contact the payroll support service contractor for an application form. This form, certifying that the staff member is eligible for long service leave, should be returned to the contractor. Funding for the long service leave entitlement is paid as a separate payment directly to the funded organisation. 74 Victorian kindergarten policy, procedures and funding criteria

85 Sick leave payments for pre-1994 staff The Department holds sick leave entitlements accrued by staff employed in Victorian kindergartens prior to 24 January All queries regarding payment of pre-1994 kindergarten staff entitlements for sick leave should be directed to the payroll support service contractor. Payment will be made in accordance with relevant legislation for sick leave in relation to work at a funded kindergarten location. The Department will only provide payment for sick leave if the funded organisation has already paid the equivalent of one full year s sick leave for that staff member in the current calendar year. Organisations should only pay sick leave or request a payment from the payroll support service contractor after checking that the staff member has an entitlement to sick leave. To make a claim, contact the payroll support service contractor for an application form. Funding for the sick leave entitlement is paid as a separate payment directly to the funded organisation. Good governance and effective record keeping Organisations are expected to operate in accordance with good governance principles. Governance of private sector organisations is subject to corporate law requirements. For community-based organisations, an effective committee or board of management should: be a skilled and viable group be drawn from its local community have a clear understanding of its role and operation work in the best interests of the organisation on behalf of its members and stakeholders conduct its business in an efficient and effective manner. For organisations operating as incorporated associations, good governance can be further defined as: acting in the interests of the organisation (fiduciary duty) being honest and careful (diligent) keeping informed about what the organisation is doing keeping proper financial (including employee) records ensuring debts can be paid declaring any personal interest that might conflict with the interests of the organisation or duties as a member of the committee of management. Kindergarten Parents Victoria is a partner of the Department of Education and Early Childhood Development in supporting good governance, service operation, and management to funded community-based, not-forprofit kindergarten committees of management. Services include telephone and advice, intensive support to complex management issues, training and training resources. Refer also to the publication Good governance practice for voluntary committees of management available at iyvgoodgovernance.pdf or go to Victorian kindergarten policy, procedures and funding criteria

86 Fee policy Funded organisations are required to have in place, and communicate to families, a comprehensive written fee policy. The fee charged must be responsive to the local community and to the viability of the service. Fees must be set at an amount that balances: the capacity of parents to pay the provision of a high quality service the financial viability of the service. Refer to Section 3 page 29 for more information. Privacy and information sharing Licensed children s services are required to comply with the Children s Services Act 1996 and Children s Services Regulations Services should be aware of the following: requirements in relation to children s enrolment records, staff records, criminal history checks, Working with Children Checks and dealing with complaints information provided to the organisation by families or noted by staff must be treated confidentially personal information and records must be stored securely at the children s service Further information is available in the Children s Service Guide and Children s Services Practice Notes at: Funded organisations are also required to comply with the Information Privacy Act 2000 and the Health Records Act Whenever personal information is requested from families using the service, the organisation must: collect only the information that is needed for the specified purpose ensure the person knows why the information is being collected and how it will be used use and disclose information only for the purpose for which it is collected, or for such other purposes as are permitted by the legislation. Examples of circumstances in which the information may be used for other purposes include where there may be a need, when children are at risk, or to share information with the relevant authority. store information securely, protecting it from unauthorised access retain information for the required period provide the person with access to their own information and the right to seek its correction. Services should have in place authorisation forms to allow parental consent to the sharing of information between teachers and other professionals working with their children. A template is available on the website at Services should also be aware of the information sharing and privacy requirements related to the transfer of the Transition Learning and Development Statements to schools parental/guardian consent is required to forward the Statements to schools. A Privacy Collection Statement and consent form for parents/guardians to sign is provided on the inside front cover of the Statement. For further details on the information sharing and privacy requirements related to the Transition Learning and Development Statement can be accessed at: More information on the Department s privacy policy is available at 76 Victorian kindergarten policy, procedures and funding criteria

87 8. Supports and resources In this section: Organisations funded to provide support to service providers Organisations funded to provide support to service providers Community services organisations (CSO) insurance program The CSO insurance program is available to community service organisations who receive direct funding from the Department of Human Services, the Department of Education and Early Childhood Development, the Department of Justice, or the Department of Planning and Community Development. The insurance program provides coverage for public and products liability, professional indemnity, directors and officers liability, fidelity guarantee, medical indemnity and volunteers personal accident (injury) risks. Community service organisations that receive funding to operate kindergarten programs under a service agreement with the Department are covered under the CSO insurance program, except for: schools local government authorities church organisations tertiary education institutions private for profit organisations. These funded organisations are not covered and are required to make their own insurance arrangements. The CSO insurance program does however cover incorporated associations involved in the delivery of funded kindergarten programs where kindergarten funding is transacted through service agreements with local government authorities, church organisations or tertiary education institutions. Incorporated associations that are part of a cluster management arrangement are also covered under the CSO insurance program. Coverage for insured organisations extends to other community service activities such as kindergarten or activity group programs for three-year-old children or occasional care, provided by the funded organisation. The CSO insurance program does not cover unfunded organisations that may share premises with funded organisations. These service providers are responsible for arranging and paying for their own insurance. Further details about the program are available in the Service Agreement Information Kit for Funded Organisations and the Community Service Organisations Insurance Manual, available on the Funded Agency Channel ( If you have any queries, contact the CSO insurance program manager. The CSO insurance program manager Victorian Managed Insurance Authority (VMIA) 30/35 Collins Street Melbourne Vic 3000 Ph: Fax: Website: [email protected] Program enquiries in relation to the CSO Program may be directed to Sascha Karner, Account Manager, CSO Program: [email protected] Ph: Fax: Victorian kindergarten policy, procedures and funding criteria

88 Insurance enquiries in relation to the CSO Program may be directed to David Pool, Insurance Advisor, CSO Program: Ph: Fax: Claims enquiries in relation to the CSO Program may be directed to John Britt, Claims Officer, CSO Program: Ph: Fax: Early Childhood Australia Inc. (Victorian Branch) (ECA) The Department funds ECA (Victorian Branch) to assess comparability of overseas and interstate qualifications to the early childhood qualifications listed in Schedule 1 of the Children s Services Regulations ECA also assesses applications for recognition of early childhood teacher qualifications. There is a fee associated with this service. Contact details: Early Childhood Australia Victorian Branch Inc. PO Box 2080 Richmond South 3121 Tel: (03) Fax: (03) [email protected] Internet: FKA Children s Services Inc (FKA) The Department funds FKA to provide: advice and information to teachers and funded organisations on improving access for children from culturally and linguistically diverse backgrounds (including children with a disability) to kindergarten programs casual bilingual workers to assist with the participation of children from culturally and linguistically diverse backgrounds in kindergarten programs training for early childhood staff to assist them to include children from culturally and linguistically diverse backgrounds in kindergarten programs language assessments for children from culturally and linguistically diverse backgrounds attending kindergarten programs access to the Multicultural Resource Centre online library, Richmond based library and Mobile Resource Service access to resource sheets and translated information for families. Contact details: FKA Children s Services Inc 1st Floor, 9 11 Stewart Street Richmond 3121 Tel: (03) Fax: (03) [email protected] Internet: 78 Victorian kindergarten policy, procedures and funding criteria

89 Gowrie Victoria The Department funds Gowrie Victoria to provide: training for rural and metropolitan kindergarten staff telephone advice to kindergarten staff and committees of management on quality and practice issues access to specialised early childhood library and resources. Contact details: Gowrie Victoria Cnr Newry & Canning Streets North Carlton 3054 Tel: (03) Fax: (03) Internet: Kindergarten Parents Victoria Inc (KPV) KPV is the peak body promoting the voice of parents in quality early childhood education for Victorian children. KPV represents over 1,000 early childhood centres and kindergartens. They provide a comprehensive range of products and services designed to support early childhood education. Membership consists of Victorian kindergarten committees, cluster managers and various other organisations associated with early childhood education. KPV is a partner of the Department of Education and Early Childhood Development. Contact details: Kindergarten Parents Victoria Inc Level 3, 145 Smith Street, Fitzroy 3065 (PO Box 1246, Collingwood 3066) Tel: (03) , Fax: (03) Rural: [email protected] Internet: Kindergarten payroll service It is a condition of funding that all community-based not-for-profit organisations delivering a funded kindergarten program use a payroll service. The Department currently funds a contractor to provide a payroll service, free of charge, for all eligible organisations. Currently, an eligible service is one that is funded by the Department to deliver a kindergarten program and is either: a community based, not-for-profit incorporated association, or a co-operative operating through a committee of management, or an organisation in receipt of cluster management funding that is not a local government. Victorian kindergarten policy, procedures and funding criteria

90 The payroll service will cover early childhood staff and/or ancillary staff employed by the eligible organisation who are engaged to work at the funded kindergarten location or provide administrative, management or professional support to funded kindergartens from a central office/location. This support includes: calculating and processing staff salaries and other entitlements paying taxation, superannuation and other payments as required electronic lodgment of employer declaration forms pay slips and payment summaries clear fortnightly reports of salary expenditure for management bodies a telephone and advisory service provision of training to committees of management advice regarding pay and entitlements. This contractor also manages the payment of entitlements accrued by staff employed in Victorian kindergarten programs prior to 24 January Community-based, not-for-profit organisations that do not use the Department s contracted service must certify that they use an equivalent payroll service. Form PD03 Certification of an equivalent payroll service can be used for this purpose (see Section 9). Contractor for kindergarten payroll services ADP Australia/New Zealand 9 11 Miles Street MULGRAVE 3170 Tel: Fax: (03) [email protected] Internet: Municipal Association of Victoria (MAV) MAV is the legislated peak body representing local government in Victoria. The Department funds MAV to undertake a number of projects related to the provision of early childhood services. The Victorian State- Local Government Agreement between MAV and the Victorian Government sets out agreed principles to guide state-local government relations, and acknowledges the key role of local government. Contact details: Municipal Association of Victoria Level 12, 60 Collins Street MELBOURNE 3000 Tel: (03) Fax: (03) [email protected] Internet: 80 Victorian kindergarten policy, procedures and funding criteria

91 Playgrounds and Recreation Association of Victoria Inc (PRAV) PRAV promotes the value of play and provides advice on playground design and equipment. It represents the playground industry on the Australian Standards Playground Safety Committee. The Department of Education and Early Childhood Development funds PRAV to provide advice and guidance on outdoor play environments to departmental staff and Victorian children s services, through the provision of written resource material and telephone advice. Contact details: Playgrounds and Recreation Association of Victoria Inc PO Box 2060 NORTH MELBOURNE 3051 Tel: Fax: [email protected] Internet: Vicnet (Kindergarten IT initiative) The Department currently funds Vicnet to provide a computer, internet connection, access, training and help desk support to all community-based, not-for-profit services operating a funded kindergarten program for four-year-old children. Cluster management organisations are also eligible to join the initiative. The building of the IT infrastructure across eligible kindergartens aims to improve kindergarten programming through better access to up-to-date information via the internet and enhanced communication and linkages between kindergarten staff, committees of management and other children s services professionals. The aim of the Kindergarten IT initiative is to improve the overall administration of kindergarten programs and reduce the isolation of kindergarten staff. For further information or if you are interested in joining the program, please contact Vicnet. Contact details: Vicnet (a division of the State Library of Victoria) 328 Swanston St Melbourne VIC 3000 Ph: Toll Free: (country callers only) [email protected] Website: Victorian kindergarten policy, procedures and funding criteria

92

93 9. Additional resources (web links) In this section: Kindergarten funding and data collection forms References and further reading Key definitions Kindergarten funding and data collection forms Kindergarten funding and data collection forms are located on the website at ecsmanagement/careankinder/funding/datacollection.htm Form PF01 PF02 PF03 PF04 PF05 PF06 PF07 SF01 SF03 SF04 SF05 SF06 SF08 SF09 SF13 SF14 Title New kindergarten funding application Anticipated data collection form Adjustment to anticipated kindergarten funding application (January-March) Confirmed kindergarten funding data collection Adjustment to confirmed kindergarten funding application Notification to cease kindergarten per capita funding Adding services to funded kindergarten clusters application Kindergarten travel allowance for rural locations application Application for Early Childhood teacher supplement Kindergarten long service leave pre-1994 form Kindergarten sick leave pre-1994 form Information kit regarding the process to determine eligibility for a second year of funded kindergarten Declaration of eligibility for a second year of funded kindergarten Assessment to determine eligibility for a second year (Word 706Kb) School Exemption Process Form Information and application kit for kindergarten inclusion support services for children with severe disabilities (incorporating LNSLN Program kindergarten component) Parental leave reimbursement application Application for Early Start Kindergarten Funding Withdrawal from Early Start Kindergarten Victorian kindergarten policy, procedures and funding criteria

94 References and further reading The following additional resources are provided as web inks in the PDF version of this document and are available on the website: Resources for Licensed Children s Services Cluster Management guide Contact addresses for regions and local government area Early childhood teacher professional standards Early childhood teacher qualifications recognised for kindergarten funding Inclusion guidelines Inclusion support contact details Preschool Field Officer Program Related documents and other publications Breaking Cycles, Building Futures: Promoting inclusion of vulnerable families in antenatal and universal early childhood services Cultural diversity plan for the Department of Education and Early Childhood Development Victorian Early Years Learning and Development Framework Transition: A Positive Start to School initiative Templates User satisfaction survey Letter to advise parents re: eligibility funding Parent/guardian consent to share information template Other Useful contacts The Department s website Some key definitions Base funding is made up of kindergarten per capita grant funding and may also include kindergarten fee subsidy, additional enrolments, cluster management grant and travel allowance. This funding is calculated on a financial year basis and is paid to the organisation in monthly instalments. Certified payroll service A payroll service that provides services to the funded organisation, equivalent to that which the Government s payroll support service contractor is funded to provide. Child Care Benefit Child Care Benefit is a Commonwealth Government payment to help families who use either approved or registered child care. All eligible families can receive some Child Care Benefit. Child Care Benefit approved care Approved child care is care provided by a service provider that participates satisfactorily in the Commonwealth funded quality assurance system and has been approved to receive Child Care Benefit payments on behalf of eligible families. Most long day care, family day care, 84 Victorian kindergarten policy, procedures and funding criteria

95 before and after school care, vacation care, some occasional care and some in-home care are approved child care providers. Child Care Benefit registered care Registered child is care for work related purposes that is provided by grandparents, relatives, friends, nannies or other services registered with the Family Assistance Office. Registered care may also include care provided by some private preschools, kindergartens, some outside school hours services and some occasional care services. Children s service A service providing care or education for four or more children under the age of thirteen years in the absence of their parents or guardians for fee or reward, or while the parents or guardians of the children use services or facilities provided by the proprietor of the service (Children s Services Act 1996 and Childrens Services Regulations 2009). Children s Services Advisers Departmental authorised officers employed at regional offices to license children s services and monitor compliance with the Children s Services Act 1996 and Children s Services Regulations Cluster Management Kindergarten cluster management brings together a group of community managed kindergartens under the management of a single organisation. It is a key strategy to building a stronger, responsive universal kindergarten service system. Community-based organisation An organisation that is not a for-profit organisation. Data collection The process by which the Department of Education and Early Childhood Development collects information from services. This information is used to determine the organisation s funding and assists in government planning for kindergarten programs. Early Start The Early Start kindergarten initiative provides targeted funding for vulnerable three-year-old children to access a kindergarten program free of charge. Eligible child A child that meets the eligibility criteria for a type of kindergarten funding as outlined in Sections 3 and 4 of this document. Eligible organisation An organisation that meets all of the requirements for funding outlined in Eligibility requirements for organisations. For-profit organisation An organisation defined as for-profit in the Australasian Council of Auditors General Advisory Committee's see the Guidance paper on determining whether a government entity is not-for-profit or for-profit (April 2005). Funded organisation A legal entity or organisation that has entered into a service agreement with the Department, receives the funds, and has responsibility for the management of funds and delivery of kindergarten programs. Also known as a service provider. A funded organisation may be responsible for the provision of kindergarten programs at a number of locations. Funding (payment history) report A report that enables the organisation to reconcile funding. This report is provided to the organisation with the remittance advice for the January and July payments and when there are changes to funding. Refer to Appendix 3: How to read the payment history report. Funded Agency Channel A web-based application ( that provides easy access to government and organisation information, communication tools and business processes. Through the Funded Agency Channel, organisations can access their service agreement and payment details, standards and guidelines, and link to government and sector resources. Funding cycle There are two funding cycles that determine an organisation s kindergarten funding. The first cycle covers the period July to December and the second, January to June. Victorian kindergarten policy, procedures and funding criteria

96 Funded kindergarten service The children s service location for which an organisation is in receipt of kindergarten per capita funding and/or kindergarten cluster management grant payments to deliver a kindergarten program. Funded kindergarten services may operate in a variety of settings such as long day care centres, stand alone community-based settings and schools. Funded place (anticipated) The Department uses data provided by the organisation on the anticipated number of children enrolled in the funded kindergarten program in the next calendar year to determine per capita funding for the January to June period. Funded place (confirmed) The Department uses data provided by the organisation on the confirmed number of children enrolled and attending the funded kindergarten program in the current calendar year to determine per capita funding for the July to December period. Funded place (vacant) When a child occupying a confirmed funded place leaves the service, a vacant funded place is created. New enrolments will not be funded where vacant funded places exist at the location. Inclusion Support Facilitator Employed by inclusion support agencies funded by the Commonwealth Government, inclusion support facilitators provide advice on inclusive practice to child care services. They also help services to access a range of practical supports, including onsite inclusion readiness planning, access to specialist equipment and resources, and funding to engage additional workers or specialist cultural expertise. Independent school An organisation classified by the Victorian Department of Education and Early Childhood Development as a non-government school. Indigenous This term refers to both Aboriginal and Torres Strait Islander peoples. Indigenous Education Program (IEP) The Indigenous Education Program provides grants for kindergarten programs or clusters of programs that have a total of five or more Indigenous children enrolled. Integrated long day care program For the purposes of kindergarten funding, an integrated long day care program is a funded kindergarten program and a long day care program offered in the same premises at the same location. Children may or may not attend both programs. Kindergarten for four-year-old children A universal early childhood program, funded by the State Government, for children in the year prior to commencing primary school (two years before Grade One). Children attending a kindergarten program receive a developmentally appropriate program, planned and delivered by a qualified early childhood teacher, which furthers the child s social, emotional, cognitive, physical and language development. Community organisations, local councils, schools, not-for-profit organisations or private operators provide these programs. A funded kindergarten program complies with all the requirements of the Victorian kindergarten policy, procedures and funding criteria. Kindergarten for three-year-old children State Government targeted funding for eligible three-year-old children attending early childhood programs that are planned and delivered by a qualified early childhood teacher. Kindergarten fee subsidy Government funding paid directly to organisations to make kindergarten effectively free for families meeting the eligibility criteria for this subsidy. Kindergarten inclusion support program Provides funding to enable children with severe disabilities and high support needs to access and participate in funded kindergarten programs. Eligibility is determined according to Literacy Numeracy and Special Learning Needs (LNSLN) guidelines provided by the Commonwealth Government who part fund the program. 86 Victorian kindergarten policy, procedures and funding criteria

97 Kindergarten location The street address that appears on the children s service s licence for the premises from which the kindergarten program is provided. This is the location identified on the initial application for funding and on subsequent data collection forms. Koorie Engagement Support Officer Early Childhood Development (KESO) KESOs are employed in each region to promote the value of kindergarten programs within Aboriginal communities and raise cultural awareness in mainstream services. Koorie Pre-school Assistant (KPSA) program The KPSA program is auspiced by community-based organisations. KPSAs work within kindergarten programs and Aboriginal communities to support the attendance of Aboriginal children in kindergarten programs. Long day care service A centre-based form of child care service providing all day or part-time care programs for children. Private operators, local councils, community organisations, employers or not-for-profit organisations provide these services. Non-base funding Includes teacher supplement, 15 per cent kindergarten cluster start up grant and parental leave reimbursement, for which payments are made as a retrospective one off payment. Per capita grant An annual amount paid by the Victorian Government for each eligible child enrolled and attending a funded kindergarten program. Preschool Field Officer (PSFO) service PSFOs support the access and participation of children with additional needs in funded kindergarten programs. Children with a broad range of additional needs or at risk of developmental delay are supported through this service. The PSFO service is a part of the Kindergarten Inclusion Support Services program. Pro rata funding Funding provided to organisations calculated for the period of time that the child has been enrolled in and attending the funded kindergarten program. Qualified early childhood teacher An early childhood teacher is a person who holds a three or four year Early Childhood Teaching qualification. The Early Childhood Teaching qualifications are defined in the approved qualification list. Early Childhood teachers may also hold an equivalent Early Childhood Teaching qualification as approved by Early Childhood Australia (Victorian Branch). Remittance advice Written advice sent to funded organisations advising of the amount of funding credited to their bank accounts. Service agreement An agreement setting out the terms and conditions of funding from the Department of Education and Early Childhood Development to the funded organisation. It outlines the requirements of services to be delivered and the associated funding that will be paid to an organisation to deliver the services. Included in Schedule 3 of the service agreement, service plans outline the specific services to be provided by the organisation, corresponding funding, performance measures and targets, service standards and guidelines and data collection requirements. Service provider The organisation responsible for the administration and management of the funded kindergarten program at the children s service from which it is delivered, in accordance with the service plan. Second year funding Per capita funding provided for children who meet the eligibility criteria for a second funded year of kindergarten. Withdrawal process Provides for a child to withdraw from a funded kindergarten program for four-year-old children to access their kindergarten year the following year. Victorian kindergarten policy, procedures and funding criteria

98

99 Appendices In this section: Kindergarten brochures order form Preschool field officer program contacts How to read the payment history report Koorie Engagement Support Officer Early Childhood Development contacts Victorian kindergarten policy, procedures and funding criteria

100 Appendix 1: Kindergarten Communications Material Order Form 90 Victorian kindergarten policy, procedures and funding criteria

101 Appendix 2: Preschool field officer program contacts Region Service Providers Geographic Area Serviced Southern Metropolitan Region Northern Metropolitan Region City of Casey PO Box 1000 Narre Warren 3805 Ph: / City of Greater Dandenong PO Box 200 Springvale 3171 Ph: Shire of Cardinia PO Box 7 Pakenham 3810 Ph: Connections Uniting Care 274 High Street Prahran 3181 Ph: Gordon Street Beaumaris 3193 Ph: Benton Square Community Centre PO Box 638 Mornington 3931 Ph: City of Darebin 8a Newcastle Street Thornbury 3071 Ph: Broadmeadows Uniting Care (BUC) Camp Rd, Broadmeadows 3047 Ph: City of Yarra PO Box 168 Richmond 3121 Ph: City of Moreland Locked Bag 10 Moreland 3058 Ph: City of Hume PO Box 119 Dallas Ph: City of Casey City of Greater Dandenong Shire of Cardinia City of Stonnington City of Port Phillip City of Glen Eira City of Kingston City of Bayside City of Frankston Mornington Peninsula Shire City of Banyule City of Whittlesea Shire of Nillumbik Victorian kindergarten policy, procedures and funding criteria

102 Region Service Providers Geographic Area Serviced Western Metropolitan Region Eastern Metropolitan Region Moonee Valley City Council PO Box 126 Moonee Ponds 3039 Ph: Broadmeadows UnitingCare (BUC) North West Children s Services PO Box 4 North Melbourne 3051 Ph: Mob: Fax: Hobsons Bay City Council PO Box 21 Altona 3018 Ph: Wyndham City Council PO Box 197 Werribee 3030 Ph: Melton Shire Council PO Box 21 Melton 3337 Ph: Brimbank City Council PO Box 70 Sunshine 3020 Ph: City of Boroondara Private Bag 1 Camberwell 3124 Ph: City of Knox Locked Bag 1 Wantirna South 3152 Ph: Shire of Yarra Ranges PO Box 105 Lilydale Manningham City Council PO Box 1 Doncaster 3108 Ph: Connections Uniting Care 1 3 Pitt Street Ringwood 3134 Ph: Monash City Council 293 Springvale Road Glen Waverley 3150 Ph: City of Melbourne Maribyrnong City of Whitehorse City of Maroondah 92 Victorian kindergarten policy, procedures and funding criteria

103 Region Service Providers Geographic Area Serviced Barwon South Western Region Loddon Mallee Region Gippsland Region Gateways Support Services Albert Street Geelong West 3218 Ph: Or 50 Thompson Street Hamilton 3300 Ph: Warnambool City Council PO Box 198 Warrnambool 3280 Ph: Mallee Family Care PO Box 1870 Mildura 3502 Ph: Noah s Ark Mallee Murray Early Intervention Service (Southern Mallee area) 64 Pye Street Swan Hill 3585 Ph: St Luke s Anglicare PO Box 315 Bendigo 3552 Ph: / Or PO Box 137 Kyneton 3444 Ph: Or PO Box 1147 Echuca 3564 Ph: Latrobe City Council PO Box 264 Morwell 3840 Ph: Baw Baw Shire Council PO Box 304 Warragul 3820 Ph: South Gippsland Shire Council Private Bag 4 Leongatha 3953 Ph: Kilmany Uniting Care PO Box 1074 Sale 3850 Ph: Kilmany Uniting Care PO Box 1542 Bairnsdale 3875 Ph: Barwon sub region City of Greater Geelong Surf Coast Shire Queenscliffe Colac Otway South West Southern Grampians, Hamilton and Glenelg Warnambool Shires of Moyne and Coorangamite Northern Mallee: Rural City of Mildura Robinvale city (within Swan Hill Rural City) Southern Mallee area: Rural City of Swan Hill (excluding Robinvale) Ganawarra Shire Buloke Shire Loddon Campaspe area: City of Greater Bendigo Loddon Shire Campaspe Shire Central Goldfields Shire Mount Alexander Shire Macedon Ranges Shire South Gippsland & Bass Coast Wellington Shire East Gippsland Shire Victorian kindergarten policy, procedures and funding criteria

104 Region Service Providers Geographic Area Serviced Grampians Region Hume Region PINARC PO Box 1841 Mail Centre Ballarat 3354 Ph: Wimmera Uniting Care PO Box 442 Horsham 3402 Ph: Upper Murray Family Care PO Box 725 Wodonga 3689 Ph: SCOPE (Victoria) Hume Region PO Box 128 Benalla 3672 Ph: Ararat Rural City Ballarat City Golden Plains Shire Hepburn Shire Pyrenees Shire Moorabool Shire West Wimmera Shire Yarriambiack Shire Hindmarsh Shire Northern Grampians Shire Horsham Rural City Wodonga Rural City Wangaratta Rural City Indigo Shire Alpine Shire Towong Shire City of Greater Shepparton Benalla Rural City Moira Shire Mitchell Shire Murrindindi Shire Strathbogie Shire Mansfield 94 Victorian kindergarten policy, procedures and funding criteria

105 Appendix 3: How to read the payment history report Internal identification Funding category Confirmed enrolments and Kindergarten Fee Subsidies for 2007 (Confirmed enrolments for kindergarten funding data collection) Agency name Location name Internal identification code Calendar year of identification Funding calculated from 1st of the month after the child commenced kindergarten until the 31 December Payment type codes see attached document Data derived from the Adjustment Funding form Anticipated figures for 2008 based on the Kindergarten funding data collection form for anticipated enrolments Note: (a) The Invoice Amount calculation is based on the latest payment data APPLIED in SAMS. It may differ from the final financial year funding. (b) A payment type R**** denotes a Revised Payment. Payment type **PY** denotes a Prior Year Adjustment Payment. (c) Additional enrolment funding is calculated from the 1st of the month after the child enrols until the 31st December. (d) Dollar amounts indicated and are for example purposes only. Victorian kindergarten policy, procedures and funding criteria

106 Appendix 4: Koorie Engagement Support Officers-Early Childhood Development (KESO) Contacts Region Address Phone Barwon South Western Eastern Loddon Mallee Gippsland Grampians 5A Little Ryrie Street Geelong 3220 Level 3, 295 Springvale Road Glen Waverly Fourteenth Street Mildura Mc Claren Street Bendigo 3550 DHS Offices 210 Beveridge St Swan Hill Service Street Bairnsdale Smith Street Warragul Armstrong Street North. Ballarat 3350 (03) (03) (03) (03) (03) (03) (03) Hume Northern Western Southern Welsford Street Shepparton Hartington Street Glenroy, VIC Moreland Street Footscray Thomas Street Dandenong 3175 (03) (03) (03) (03) Victorian kindergarten policy, procedures and funding criteria

107