St Pius X OSHC Committee Handbook Reviewed Nov 2007
St Pius X OSHC Service Philosophy St Pius X Outside School Hours Care Service is committed to providing a rich learning environment for school age children, where children are free to play, investigate, find adventure and be challenged. We aim to: Provide a variety of stimulating, fun activities which take into account the children s individual needs, interests, abilities, varied ages and diverse backgrounds; Focus on children and positive relationships; Allow children to explore the world around them, their relationships with others, develop skills and build self esteem through play; Empower children with skills for life such as negotiation, communication and decision making; Respect each child as an individual and promote a positive self image and acceptable behaviour patterns; Meet the needs of families who require outside school hours care in a safe, nurturing, caring and supportive community.
AN UNDERSTANDING OF THE LEGAL AND ACCOUNTABILITY REQUIREMENTS The operator of the OSHC service is the legal guardian of that service and the group or individual charged with meeting the operational responsibility for the service, its staff and its clients. All policies and procedures need to be endorsed by the operating group and any amendments made also need to be approved. At St Pius X the operator is the School Board and the OSHC Committee is a sub-committee assigned to overseeing this role. The OSHC committee is directly responsible to the school board. An OSHC service needs to be operated as a business. It should be financially sustainable and have approved business plans for its growth and development. Because OSHC services provide care for children, every effort should be made to create an environment where learning is ongoing and where there is stimulation and encouragement offered to all children using the service OSHC children should have additional recreational / leisure opportunities. Children also need positive role models who support their social and emotional development. The Department of Education and Children s Services (DECS) OSHC Standards are currently the minimum standards a service should meet. Those services that operate on DECS sites must fully comply with the Standards. Catholic schools currently comply voluntarily with OSHC Standards, but as of January 2012 national Regulations will be introduced for OSHC and every service will be legally bound by them. Approved services are also required to meet the requirements of OSHC Quality Assurance processes to maintain access to Childcare Benefit (CCB) for its families. As of 2012 this will be combined with the regulations. The Standards are outlined in the DECS OSHC Resource Folder. A copy is located in OSHC. Operational responsibilities to be considered include: Duty of care for children day to day oversight of children s well being policies and procedures to ensure children s health & safety appropriately trained & supported staff to operate the service appropriate insurance cover appropriate and well maintained facilities and equipment for children healthy and nutritious food for children age and developmentally appropriate programming for the children opportunities for children to participate in the planning of the service Duty of care for staff - staff are to be employed in accordance with the appropriate award and the pay and conditions are in accordance with that award - staff should have letters of appointment and contracts - there is a process for managing staff that includes regular staff performance, meetings that support staff in their professional development - all new staff should undergo formal screening to support their suitability to work with children
Risk assessment /management To protect the operators and all stakeholders operational practices should be subjected to a risk analysis. Determine what can go wrong and what safeguards are required to prevent this happening. Financial accountability and sustainability. - develop a budget and set fees in accordance with that budget - monitor the cash flow staff may need support to do this - keep the process simple in the beginning and talk about it. Managing money is a strength not all people have, acknowledge this and set up support processes to ensure that there are checks and balances i.e accountability underpinned by a clear paper trail. - Implement policies and procedures for bookings, cancellations and debt management consistently. - Follow the required operational requirements if the service has CCB places (is an approved service) there will be clear Commonwealth accountability requirements to meet. Registered services (those without CCB places) have fewer requirements. Other Legal and Ethical Obligations and relevant Organisations Mandatory Notification for all staff & volunteers DECS OSHC Standards - to become Regulations in 2012 Child Care Benefit administered by the DEEWR Correct acquittal of any Government grants or funding CEO and DECS Child Protection policies and procedures CEO Enterprise Agreement for staff wages and employment conditions The School Assistants Non-Government Schools Award First Aid Food Safety Laws Occupational Health Safety & Welfare Superannuation Rules Workcover and Catholic Church Insurances Guidelines Long Service Leave Guidelines - administered by Catholic Education Office Quality Assurance - administered by the National Childcare Accreditation Council and linked to Govt Funding Privacy Act
St Pius X OSHC Model of Management and Communication Channels South Australian Catholic Schools Commission St Pius X School Board Principal OSHC Management Committee OSHC Director OSHC Staff OSHC staff are welcome to attend Management Committee Meetings held once per term, or give issues to the staff representative (Janet). For Grievances with the Director, OSHC staff may go directly to the Principal
ROLES AND RESPONSIBILITIES OF INVOLVED PARTIES The legal entity of OSHC is Catholic Church Endowment Society Inc (CCES). This is the legal entity for all diocesan schools in Adelaide. The educational arm of CCES Inc is the Catholic Education Office. The St Pius X School Board operates as an agent of CCES Inc, as do all diocesan School Boards. The School Board The school board is the sponsoring body of the OSHC programme Will ensure OSHC is managed through an OSHC management committee, and in accordance with all relevant government, CEO and school requirements Will have a member on the OSHC Committee Will ensure all funding conditions are met Will ensure OSHC programme is financially viable Will liaise with the OSHC management committee on a regular basis and work co-operatively with it as part of the school community in the interest of the children and families Will support the program and staff, recognising the importance in providing for the safety and well-being of the children and staff The Management Committee 1. The Management Committee is a sub committee of the School Board and is directly accountable to it. There must be a representative of the Board as a committee member. 2. The role of the committee is to provide overall direction on the affairs of the service and monitor its performance. The committee must also ensure conditions of funding are met with State and Commonwealth Governments and all regulations are adhered to. 3. Specific Roles of the OSHC Management Committee: Operating and Monitoring budget annually Presenting a financial report to the School Board each month Monitoring cash flow Setting appropriate fees to cover expenses, and are fair to families Providing support for director and staff Ensuring service has relevant and regularly reviewed policies Ensuring service complies with DECS Standards Ensuring service meets funding conditions determined by DEEWR Ensuring service complies with Quality Assurance process Ensuring service is audited annually by school s auditor Ensuring all industrial award conditions are met Responding to grievances directed to OSHC Committee Ensuring service s legal requirements are met 4. The committee shall be comprised of not less than 7 members, including staff representatives and a member of the school board. Membership is open to all parents of the school and service and families will be actively encouraged to participate. 5. The office bearers of the committee shall be the Chairperson, Secretary and Treasurer, who shall be chosen by the committee from its members following the Annual General Meeting. The office bearers cannot be staff members and will be subject to the approval of the board.
Committee Meetings 1. The committee shall meet as often as is required to conduct the business of the service and not less than once per term. Committee members must commit to attend at least 3 out of the 4 scheduled meetings per year to enable a quorum. 2. The quorum shall be not less than two thirds the number of committee members. 3. Committee members who are also employees shall not take part in decisions relating to their employment. Annual General Meetings 1. The AGM shall be held annually at the same time as the school s AGM. 2. Written notice, of at least 14 days, of the AGM shall be displayed in the school newsletter and distributed to families of children attending OSHC. 3. The business of the AGM shall be: To confirm the minutes of the preceding AGM To receive the Chairperson s report for the previous year To receive the Treasurer s report and the audited financial statements for the previous financial year To receive the Director s Report for the previous year To elect or re-elect the Committee Members who must consent in person or in writing To conduct any other business placed on the agenda Voting Voting shall be by a show of hands except that: any contested election at an AGM or otherwise shall be by a secret ballot Financial Year and Appointment of Auditor The financial year of the OSHC programme shall commence on January 1 and end ond December 31 The appointed auditor shall be the same one St Pius X School Uses, as approved by the CEO Responsibilities of the Office Bearers 1. Chairperson Provides leadership to the committee, making sure it is running smoothly and is constitutional Chairs meetings, ensuring full participation of members The chairperson at any meeting shall not have a personal deliberative vote, but shall have a casting vote if votes are equal. The chairperson, together with the secretary, shall prepare the agenda for meetings. 2. Treasurer/Book Keeper The treasurer/book keeper shall maintain records of all receipts and payments and other financial transactions, which will be available for any committee member to inspect. The treasurer/book keeper shall prepare financial budgets and statements, and submit a report on the finances to each committee meeting. The treasurer/book keeper shall ensure a financial report is presented to the school s finance committee/school board each month. The treasurer/book keeper shall present audited accounts at the AGM.
3. Secretary The secretary shall keep records including records of the members, a register of minutes of meetings and a file of correspondence. The secretary shall take proper minutes of general meetings and committee meetings. The School Principal The School Principal is the line manager for the OSHC Director Will ensure the Director meets his/her responsibilities, as outlined below Provides support for Director and staff. Will act as liaison with the general school on matters such as facilities, space, enrolments, school and OSHC policies, Occ Health & Safety Is responsible for ensuring OSHC meets all government and CEO requirements Grievances, which may not be resolved by OSHC Director, or OSHC committee Staffing Issues, which may not be resolved by OSHC Director The OSHC Director The OSHC Director is employed by the St Pius X School Board, and is responsible to it through the Management Committee. The Director has the overall responsiblity for the management of the OSHC service on a day-to-day basis and guiding it towards constant improvement. RELATIONSHIP TO SCHOOL AND PRINCIPAL The OSHC Director has a particular responsibility to the Principal as the Executive officer of the OSHC Management Committee. The OSHC Director will: Meet with the Principal on a regular basis and keep him/her informed of OSHC issues at the school level and with regard to DECS and FaCS issues relating to funding and management Consult with the Principal before significant policy decisions are made and maintain close contact with the Principal on all matters affecting the well being of the OSHC staff and families who use OSHC Promote the schools ethos and values and maintain harmony within the OSHC program CHILDREN Overall supervision and duty of care of children Ensure physical safety and emotional wellbeing of children is being met at all times. Meeting medical and dietary requirements of all children Dealing with custody issues and providing flexibility for all types of families PROGRAM Planning & Implementation of all programs Monitoring and evaluating programs Developing procedures, in conjunction with staff, which are in line with service s policies and philosophies Incorporating and valuing cultural diversity into program STAFF Employment of casual OSHC staff and informing them of their employment conditions. Orientation of new staff Rosters Monitor staff levels in relation to utilisation Professional development Training, supervision and resourcing of staff Staff evaluation and performance appraisal
Governance General guidelines on Governance and Management Committees Governance is about governing, not managing. The Director manages, the Committee governs. The role of the Management Committee is to create the future, not mind the shop! The management committee provides the leadership and vision for the organisation by describing the objectives or mission, values and philosophy, and determining the long term goals. The management committee must remain focused on vision and how to get there, while at the same time dealing with policy development and evaluating the performance of the director, the service and the committee itself. Management Committees: Set the direction of the organisation Make decisions in the best interests of the service as a whole Are aware of, and act on issues of Risk Management Authorise major investments Review, against pre-determined outcomes, the performance of the service, the director and the management committee Must be aware of, and abide by legal and ethical responsibilities including work conditions, employment policies, duty of care, financial matters and compliance with the organisation's constitution Set up a process for Policy Development Seek the opinion of, and report to, the people they represent eg. Families, staff and children Approve the financial and reporting procedures of the organisation and evaluate these on an ongoing basis. Confidentiality Confidentiality and privacy are of great importance to clients of the service. Information about clients should be kept confidential and managed sensitively. Advisory committee members, by virtue of their positions may hear confidential and private information about employees or about clients of the service. Such information should not be disclosed inappropriately. Grievances St Pius X OSHC Service fosters positive and harmonious relations between all levels of the management. Solutions are sought to all disputes, issues or concerns that affect the operation of the service in a fair and prompt manner. If a committee member is unhappy with the way a decision has been reached at a meeting or with a particular action of the committee, they may: - ask to have the grievance tabled at the next meeting for open discussion, or - discuss the problem with the chairperson or elected liaison officer. If the matter is not resolved the executive will meet to discuss the problem, try to resolve the situation, and provide feedback to the aggrieved member(s). If the matter is still not resolved it will be taken to the full committee, or, if the matter is urgent, a special meeting may be called to resolve the issue (in accordance with the school board's rules/ constitution). The committee meeting will determine a course of action, agreed to by the majority. This will resolve the matter. If this is not possible, the committee members still in dispute will be asked to step down. A committee member is always welcome to take their grievance further, such as to the Catholic Education Office, if they feel the matter was not resolved effectively.