Collection and Storage of Confidential Documents Policy

An orientation is provided as an individual makes the decision to join Nurturing Family Day Care Scheme and this process is vital to familiarize a potential family day care educator with the beliefs, practices and high-quality education and care expectations. When an individual decides to join Nurturing Family Day Care Scheme they will proceed through an induction procedure that focuses on the day to day business practices, the financial aspects of operating a family day care business, code of conduct and policies and procedures.

Nurturing Family Day Care Scheme will provide an orientation that covers the following information –

An Information Pack that will be emailed prior to meeting in person and explores –
– What a Registered and Approved Certification Assessment is, how Regulation 116 is fulfilled, and areas that will be examined in the family day care educator’s environment.
– The documentation required as listed in the Enrolment of a Family Day Care Educator (both directly and indirectly associated with a registered residence or venue) Procedure.
– What Regulation 163, 164 and 165 are, how to apply for relevant Blue Cards where needed, and how these regulations are managed by Nurturing Family Day Care Scheme.
– How having a registered residence or approved venue in a rental property is authorized.
– Nurturing Family Day Care Fee structure.
An overview of Nurturing Family Day Care Scheme’s Philosophy, Code of Conduct, Policies and Procedures.
The role of the parents, guardians and families, the importance of respecting this role and the continued communication that is expected from all individuals associated with Nurturing Family Day Care Scheme.
The requirements surrounding planning and programming for individual children, how to support and extend their education and care, and the importance of knowing and implementing the National Law, Regulations and Quality Areas, the Early Years Learning Framework, in-depth exploration of Regulation 155, and a planning cycle.
How Nurturing Family Day Scheme’s educators conduct themselves about Regulation 99, 100, 101 and 102, the requirements if using a vehicle for transport and how the scheme is notified of travel.
The coordination team, how visits are conducted to the registered residence or approved venue, how all educators are supported and guided in their education and care practices, and the continued professional development offered by Nurturing Family Day Care Scheme.
How having a Family Day Care business can affect the educator’s family and other residences, and ways to prevail and become stronger as a unit.
How to deal with conflict, the importance of open and frequent communication with parents or guardians, the enrolment procedure and the significance of establishing professional relationships.
What is OneDrive, why we provide a tablet for each registered residence or venue and how sustainability is highly regarded.

Nurturing Family Day Care Scheme will provide an induction that covers the following information –

An Online Induction system that is located on OneDrive and is to be accessed, read and completed before the induction procedure occurs.
A guide to the tablet provided to each registered residence or venue.
How to access OneDrive on different devices, how to upload, download and file documents, the importance of password protection and the confidentiality of all information stored on them.
How to complete, and/or assist others, with the Family Enrolment Form, the information required to connect with Centrelink, and the difference between Authorised to Collect and an Emergency Contact.
How to complete the online sign in/out process and the implications of incorrect information.
An in-depth exploration of Nurturing Family Day Care Scheme’s Philosophy, what a high standard of education and care may look like at the registered residence or venue, and the implantation of the policies and procedures.
A guide to running a family day care business, invoicing/receipting, information needed for tax, how handbooks can set an educator apart from others, advertising in the local community and the National Quality Framework compliance.
The daily, weekly, monthly, etc. expectations to ensure each educator is working at a high standard of education and care and how these documents are placed on OneDrive.
The consistent and sustained health and safety of the environment, especially in relation to; the daily safety audit statement, supervision, interactions with children (lifting, nappy changes, etc.), transportation and visitors to the registered residence or venue.
When notification of the following situations occurs –
– A serious incident (according to the Incident, Injury, Trauma and Illness Policy).
– Any complaint alleging that a serious incident, physical or sexual abuse has occurred, or is occurring, while a child is being educated or cared for by the educator, or the National Law or Regulations have been contravened.
– Any renovations or other changes to the registered residence or approved venue, which may pose a serious risk to the health, safety and wellbeing of children attending, or likely to attend, the registered residence or approved venue.
– Any changes in the persons, 18 years or over, residing at the registered residence.
Code of Conduct for all educators, Code of Ethics, the United Nations Convention on the Rights of the Child, the importance of families, and working within a community.
What Self-Assessment and Quality Improvement Plans are, how these are living documents for each family day care educator, and how as a scheme we compile all information to create the scheme’s QIP.

Collection and Storage of Confidential Documents Policy

At Nurturing Family Day Care Scheme, we take the time and consideration to ensure that each Family Day Care Educator is a fit for the ethos that we hold in high regard and strive to achieve each day. As such we need to assess every individual on their suitability in relation to educating and caring for children, the National Quality Framework (including Law, Regulation, Standards, and the EYLF), and the ability to manage a business.

All questions are required to be answered honestly and to the best of your ability, if you require assistance please indicate.

The approved provider will consider a person to be a family day care educator after they have met with and discussed their suitability in this role and upon receiving –

A current Blue Card and for those with an Exception status, a current teacher’s registration to ensure they are a fit and proper person.
A certificate or transcript stating relevant, minimum qualification; actively (commenced study, are making satisfactory progress and are meeting the enrolment’s requirements) studying towards or have obtained a Certificate 3 in Children’s Services and/or in Early Childhood Education and Care.
An approved, current First Aid, Asthma and Anaphylaxis and CPR certificate.
A medical clearance stating that the educator is fit and healthy, to be updated yearly.
Evidence of cover for Public Liability Insurance.
Photo identification showing that they are over the age of 18 years old.
A reference about their history in relation to past experience in the education and care industry.
Training certificate, or proof of enrolment in training on child protection/mandatory reporting, food handling and safety, and Safe Infant Sleeping.
If providing transport in own vehicle an educator will provide –
– A photo of their current driver’s license
– Current car insurance policy
– Current car seat safety certificate
– Current car service history and/or current car warranty and/or road worthy certificate

The family day care educator who is directly associated with the registered residence or venue is the individual who is responsible for the premise’s safety and maintaining its specifications as stated on their Registered and Approved Certification Assessment. Nurturing Family Day Care Scheme recognises that more than one individual may be working as the family day care educator, with the provision that Regulation 124 be met at all times.

Collection and Storage of Confidential Documents Policy

Nurturing Family Day Care Scheme has clear and transparent fee setting procedures to ensure that all associated individuals are aware, understand and meet the obligations to the Commonwealth, compliance under the National Law and the scheme’s fee requirements that are essential to each education and care setting.

Educator Levy Procedure

The approved provider requires that each educator that is directly associated with a registered residence to pay a levy as part of the educator enrolment with Nurturing Family Day Care Scheme.

The educator levy is charged as a per hour, per child rate.

Amounts charged are listed on the weekly pay advice issued to the educator directly associated with the registered residence or venue.
The educator levy is deducted from monies due to the educator from the scheme (CCS payments).
If there is insufficient money in the CCS payment, the educator directly associated with the registered residence or approved venue will be invoiced for the remaining educator levy due.
Non-payment of invoices issues will start debt collection procedures and potential termination of educator enrolment.
Any changes to the Educator Levy require 4 weeks’ notice to be given to family day care educators prior to changes occurring.

Educator Administration Fee Procedure

The approved provider requires that upon enrolment with Nurturing Family Day Care Scheme an educator administration fee, which assists in the cost of data collection, establishing the registered residence or venue, Fully Booked’s annual fee and the lease of the device which remains with the registered residence or venue, is charged.

The educator administration fee is two tiered;

The cost for an educator who is starting as a family day care educator directly associated with a registered residence or approved venue for the first time.

The cost for an educator directly associated with a registered residence or approved venue and is transferring from another scheme.

The educator directly associated with the registered residence or approved venue is invoiced for the amount that relates to their circumstances, non-payment of invoice will start debt collection procedures and the potential termination of an educator enrolment.

Family Education and Care Fee Procedure

The approved provider requires that each educator invoice on behalf of Nurturing Family Day Care Scheme each parent or guardian that utilises education and care at a registered residence or approved venue (this is listed on the Fully Booked Statements).

The same education and care fee is charged for all children receiving education and care at the same registered residence or approved venue, and if a session is charged, an educator must be available to work for the hours invoiced.
Parent/s or guardian/s are required to discuss the hourly rate, daily minimum hourly requirements, public holidays, etc. with Nurturing Family Day Care Scheme and the educator who will be directly educating and caring at the registered residence or approved venue.
Education and care fees are determined by Nurturing Family Day Care Scheme, with consideration given to an educator’s qualifications, experience and the facilities provided.
Any changes to the amount charged for education and care is to occur only after careful consideration and consultation by the approved provider. Once changes are agreed upon 4 weeks’ notice is to be given to families prior to changes occurring.
All invoices must be paid within the agreed time as listed on Complying Written Agreement. Non-payment can lead to the termination of education and care for that family and debt collection procedures to begin.

A receipt of payment to families from family day care educators who have been paid is required (this is listed on the Fully Booked Statements).
If an educator is unable to provide education and care, the approved provider will assist families to find alternative care if required and based on availability. Families are not charged by Nurturing Family Day Care Scheme when they are unable to provide care.
If a child is absent, families are required to pay the amount as invoiced. If more than the allocated 42 absent days are used without approved reasons (medical clearances, shared care, and rostered shifts situations are discussed with families as required), full daily fees will be charged in the absences of CCS. Families are able to view their absent history amounts at www.humanservices.gov.au
A minimum of two-weeks’ notice to the approved provider is required if termination of enrolment is to occur by the family or by a family day care educator, with any absent days prior to, and including, the last day of care charged at a full fee rate by the family.
The Department of Human Services is responsible for the payment of CCS and does not release information to Nurturing Family Day Care Scheme that may be of a confidential nature; CRN numbers, reason for changes to percentages, etc.

Educators have the right under Australian law to close on Public Holidays and charge for this absent day, but only the amount that would normally be charged if the day was not that of a Public Holiday (a child has booked hours for this day before and after the public holiday occurred).

Collection and Storage of Confidential Documents Policy

Electronic Attendance Records

An electronic system which will allow families to sign in on a tablet (provided by the scheme).
The system is used across schools in Australia, and we have collaborated with the design staff to create a system especially for Nurturing Family Day Care.

This information is submitted each night by the educator with a press of a button; there’s no need to post timesheets!

Collection and Storage of Confidential Documents Policy

Training

Nurturing Family Day Care Scheme is passionate about the professional development of the educators linked with the scheme.

Our belief is that we are all lifelong learners, through knowledge we can build on our own abilities increasing job satisfaction and improving outcomes for families.

We believe that time with family is important and will strive to incorporate training within meetings and provide flexible options for those unable to attend training. There is a requirement to participate in child protection/mandatory reporting (yearly), safe food handling and Safe Infant Sleeping online course (free) every two years.

Collection and Storage of Confidential Documents Policy

Enrolment Form

To ensure that the health, safety and well being of all enrolled children, parent/s and guardian/s are required to complete a family enrolment form and proceed through an orientation with the scheme and at the registered residence or venue.

You can register by clicking nurturingfdcs.fullybookedccms.com.au/family/login and sending an email to nurturingfdcs@gmail.com to ensure that the process has been successful.

Collection and Storage of Confidential Documents Policy

Covers

Sleep and Rest Procedure

Intention
Nurturing Family Day Care Scheme acknowledges the importance of rest and sleep in the daily routine, and that this is a very individual experience for each child. By working together with families, educators can support each child to explore, play and exceed every day they are at the registered residence or approved venue by incorporating a safe rest and/or sleep into their day.

Overview

This policy, and all policies and procedures that are associated with the Sleep and Rest Policy, are implemented at all registered residences and venues by educators, staff and families whom are allied with the scheme.

This comprises of –

Ensuring the safe and well-being of the child at all times.
Working under the guidelines set by Rednose.
That children under the age of 2 and their requirements are adhered to.

That cots are safe places to sleep.

The approved provider of the service will ensure –

That the is space available at each registered residence or approved venue for children to rest or sleep appropriately and safely depending on their individual needs.
That the layout of the registered residence or venue will ensure that sleeping children are in sight and/or hearing distance in order to respond immediately to distress.
That sleep records are completed every 15 minutes that a child under 2 years of age is asleep to ensure that they have been checked by educators.

That the Rednose guidelines are adhered to at all times.
That educators and families are continually educated on current research based information is shared.
That training such as the Safe Infant Sleeping (SIS) is completed by all educators.

Sleep and Rest Procedure

The approved provider under the guidelines set by Rednose, in partnership with all educators and families throughout their time with Nurturing Family Day Care Scheme, will ensure that each child will be safe while having a rest and sleep. All personnel associated with the scheme will be educated and work with current research to ensure that rest and sleep time is incorporated into the daily routine.

To facilitate the continued safe and well-being of all children, the below will be implemented –

An area is provided for each child to have a safe rest or sleep time depending on their individual needs, and that this is within the educator’s hearing range at all times.
That this area will not be over crowed, will have adequate air flow and ventilation, and be cooled/heated appropriately.

That a sleep record is documented on every child that is under 2 years of age, indicating at what date and time the check was performed and by who. This is to be done every 15 minutes.
That a child’s pallor and breathing is easily identified by the family day care educator (room is not dark with loud music playing to mask indicators of an issue).
A discussion about each child’s individual need for rest or sleep will occur regularly with the parent/s or guardian/s of every child, ensuring that the families wishes are respected.
Daily communication about the child’s day, including their rest or sleep, will occur for all children, with the specific times recorded for children under 2 years of age.
Rednose Safe Sleeping brochure will be sent to parent/s or guardian/s upon enrolment to assist with the education of all personnel.

Information about SIDS will be routinely sent to all educators and families to ensure continued professional development and education of all personnel.
Smoking is never permitted in a registered residence or approved venue during education and care hours.
Bean bags are not permitted in registered areas during education and care hours.
That the rights of a child will be paramount and adhered to at all times and will be at the forefront of all decisions and actions completed by an educator.
A child’s voice will be heard and their wishes and behaviours acknowledged in regard to their rest and sleep routine.

Children who are no longer requiring a sleep will be given the opportunity to rest, with this time including quiet and engaging activities.
All bedding used will be dealt with according to the Health and Hygiene Policy.
Who is to supply individual bedding will be negotiated with between educators of a registered residence or venue and the parent/s or guardian/s.
Children will wear clothing that is appropriate for the temperature in the room they are resting and sleeping in to prevent overheating.
Children will wear clothing that is free from cords and hoods, a child regardless of age should have their face and head clear during rest and sleep (religious exceptions will be discussed on a individually basis to ensure all personnel are heard and understood).

In accordance with SIDS Rednose, children under the age of 2 will –

Be placed on their back to sleep, unless a medical condition with a health directive from a doctor is provided and on file.
Be allowed to turn independently in their sleep, but never assisted.
Be placed with their feet at the end of the mattress.

Have linen tucked at the bottom of the mattress; never covering a child’s face or above them.
Linen will be breathable material, never quilts, donnas, thick blankets, etc.
Have education material provided in regard to why certain linen from home may not be able to be used at a registered residence, why this is for the safety of the enrolled child, and alternatives that can be used instead, such as a sleep bag with fitted neck and armholes and no hoods.
Not be placed with additional resources on the mattress, such as pillows, teddies, bumpers, etc.
Dummies can be used to assist a child to fall asleep but will not be have a cord attached to the child to prevent strangulation.

Sleep aids can be used, such as clutch blankets, rag dolls, etc. but will be removed from the mattress once the child has fallen asleep if they can cover a child’s face.
Techniques used at home to assist sleep will be performed by educators if it is safe to do so for all children and is reasonably practicable given the education and care setting (children cannot be driven to sleep, etc.).
Have a sleep record completed, indicating at what date and time (every 15 minutes) the check was performed and by who, as well as the length of time the child slept to be documented and communicated with the parent/s or guardian/s.
Sleep checks that are performed every 15 minutes by an educator will occur, regardless of where a child is sleeping, and this will involve them physically observing the sleeping child to assess their breathing and that the environment meets all of the listed requirements as per this procedure.

Cots (including porta cots) at a registered residence or approved venue will –

Meet Australian Standards AS/NZS 2172:2010 or AS/NZS 2195:2010.
Have at least 2 sides open to allow adequate air flow and will not have any bumpers or material placed around the cot to prevent this.
Have a mattress that is in good condition (without rips or holes), be firm, flat and be able to be clean (protective covers can be used to allow cleaning). The gap around the sides of a mattress will be less than 25mm.
Only the appropriate mattress will be used; additional mattresses will not be placed in a cot or porta cot.

Age and weight recommendations of individual porta cots will be adhered to at all times.
A child will be immediately moved out of a cot when they start attempting to climb out.
Will not be placed near potential hazards.

Children who are required to sleep at a registered residence or approved venue overnight will –

Have a discussion with their parent/s or guardian/s and family day care educator on how a safe and secure place will be provided for that child, including ways to encourage a sense of belonging.
Have a private place to dress and sleep overnight.
Have provisions made to ensure their belongings are stored appropriately and with respect to being in care for extended periods of time.
Have the family day care educator notify the approved providers of the situation prior to this occurring (and that the registered residence or approved venue may be visited while the premise remains open).
Have the family day care educator check to ensure that they are safe and secure before retiring for the night and again upon waking in the morning.

Not be in at a registered residence or approved venue for 24 hours continuously without prior authorisation from the approved providers.

Sources
Education and Care Services National Law and Regulations 2011 (Updated October 2017)

Section 165, Offence to inadequately supervise children
Reg 168, Education and care services must have policies and procedures.

Reg 81, Sleep and rest

National Quality Standard (Updated February 2018)

2.1, Each child’s health and physical activity is supported and promoted
2.1.1, Each child’s wellbeing and comfort is provided for, including appropriate opportunities to meet each child’s need for sleep, rest and relaxation.

2.2, Each child is protected.
2.2.1, At all times, reasonable precautions and adequate supervision ensure children are protected from harm and hazard.
6.1, Respectful relationships with families are developed and maintained and families are supported in their parenting role.
6.2, Collaborative partnerships enhance children’s inclusion, learning and wellbeing.

Early Years Learning Framework

Caring for Children – Birth to 5 years (Food, Nutrition and Learning Experiences) 5th Edition, 2014
Health Direct – Australian Government Department of Health

National Childcare Accreditation Council

SIDS and Kids, https://rednose.com.au/

Staying Healthy in Child Care – Preventing Infectious Diseases in Early Childhood Education and Care (5th Edition) 2013  

QLD Health

Review
The policy will be reviewed annually.
The review will be conducted by:  

Approved Provider  
Employees  
Educators

Families   
Interested Parties

Created: May 2017   

Reviewed: October 2017

June 2018

Next review: June 2019 

Collection and Storage of Confidential Documents Policy

Blue Card Requirements

Nurturing Family Day Care Scheme understand and ensure to the highest of standards that each child is protected. The safety of children is taken very seriously and their freedom from all abuse is at the forefront of every decision and action made by an associate of Nurturing Family Day Care Scheme.

Nurturing Family Day Care Scheme requires that all potential educators and any adults that are residing at the residence hold a current blue card before education and care can commence.

Blue cards can take some time to be approved and Nurturing Family Day Care Scheme recommends that you and any persons 18 years and older residing on the premise, apply for a card as soon as practical. Nurturing Family Day Care Scheme will only register educators where all required individuals hold a current blue card.

Collection and Storage of Confidential Documents Policy

Playgroups

Nurturing Family Day Care Scheme understands that one of the greatest challengers many face as an educator is the isolation of the job.

Playgroups will give educators a platform to build relationships with like-minded individuals, while having an opportunity to engage in reflective practice, build on program ideas and problem solve any questions you may have about running your business.

A Coordinator will be available to ensure supervision is adequate, while also taking on board ideas for improvement.

Collection and Storage of Confidential Documents Policy

Families

We support you so that you are at your best professionally to support the families in your care.
At times there can be questions from families that may be directed to the office, Nurturing Family Day care will have transparent conversations with families and yourself to address any questions that may arise.

Collection and Storage of Confidential Documents Policy

Behaviour Management

At times you may find you have a child that requires some creative thinking to be a happy and productive member of your community. At Nurturing Family Day Care Scheme, we understand that and are just a phone call away.

We can support you with suggestions and liaison with professionals if required.

Collection and Storage of Confidential Documents Policy

Environments

We believe that children learn best when they enjoy what they are doing. We believe that childhood is a time when the world seems full of wonder.

Therefore, we partner with educators that provide environments that will provide a sense of belonging and opportunities to provide connections and placed to explore.

Their environments will be places of inspiration, where curiosity is encouraged and where minds grow and expand through play. We believe that with these solid foundations children will exceed. Childhood is a time of wonder and magic, where dreams and imagination get fuelled.

– Deb Curtis and Margie Carter 2003 Designs for living and learning, transforming early childhood environments.

Collection and Storage of Confidential Documents Policy

Technology

At Nurturing Family Day Care Scheme, we value the management of time, sustainability and flexibility that technology allows. Technology isn’t something that comes easily to everyone, therefore we will offer training and support to ensure that you are getting the most out of your device and meeting the required expectations.

Collection and Storage of Confidential Documents Policy

Documentation

Documentation makes children’s learning visible and helps ensure children’s wellbeing and need for rest, leisure and engagement are being met through the program.

There are many electronic, visual and paper-based ways to document evaluations of children’s learning, while each format must demonstrate analysis of children’s learning to meet the requirements of the National Quality Framework, the rest is up to you.

Educators are to focus on the quality of the documentation and how is it used to enhance wellbeing, development and learning outcomes for children rather than the quantity of documentation collected for individual children. Quality documentation focuses on an aspect of learning, not just ‘what we did’.

An authorised office may sight information including enrolment information, details on children’s strengths, ideas, abilities and interests along with ongoing evidence of children’s engagement and participation in the program.

Other examples may include:

Learning stories or narratives of key events that demonstrate:
– Educators understand the children
– Own practice, have identified outcomes, and suggested ways to build on children’s learning and development
– Children have described the experience and why it was important to them.
Photographs with captions, photographic sequences or video clips that demonstrate:
– Children showing themselves as active participants and decision-makers
– The experiences children are engaged in
– Their skills, development and progress.
Observations or reviews that demonstrate:
– Educators evaluating events and activities for extension
– Children’s feedback has contributed to a decision to continue or extend on an aspect of the program.
Journals that demonstrate:
– Educators reflecting on their own practice and interpreting the feelings, thoughts and ideas of children, families, and colleagues.

An authorised officer may observe:

Mind maps and surveys:
– Children sharing their ideas with peers and educators using this information to incorporate into the program
– Children conducting surveys to influence changes in the program
Children’s meetings:
– Children conducting meetings with their peers to influence the program
– Children recording their own program ideas and these ideas being reflected in planned experiences
– Children reflecting on what aspects of the program
– Work and what areas can be improved

In preparing documentation, consider:

The period of time children are being educated and cared for by the service
How the documentation will be used by educators at the service
Whether the documentation is readily understandable by educators and families.
The educational leader has an influential role in inspiring, motivating, affirming and also challenging or extending the practice and pedagogy of educators. It is a joint endeavour involving inquiry and reflection, which can significantly impact on the important work educators do with child.
www.acecqa.gov.au– accessed on the 6th of November 2017

Collection and Storage of Confidential Documents Policy

Risk Assessments

Risk assessments are required for excursions, emergency evacuations and potentially hazardous activities.
As a scheme we will source risk assessments from local businesses that you may visit, as well as completing risk assessments on various parks across the sunshine coast.

These are to be used as templates for you as an individual to build on, as control measures for hazards may not be the same for everyone.

A risk assessment is only effective if you act upon the information gathered!

Collection and Storage of Confidential Documents Policy

Co-ordination Team

Visits to the home (registered residence) or venue occur each month to provide opportunities for discussion, guidance and advice in an open and honest manner.

Routine phone calls, emails and other forms of conversation occur each week, creating a platform of support, prompting critical reflection and checking in to guard against developing issues.

Collection and Storage of Confidential Documents Policy

Support

Calendar of reminders – The Nurturing Family Day Care Scheme office has a list of reminders to ensure that you no longer need to remember when all your requirements are due.

Reminders are emailed to you ahead of time to allow preparation, as well as prompts sent to you ensuring the required documents are uploaded to your OneDrive account.

Collection and Storage of Confidential Documents Policy

Electronic Storage System

OneDrive – An online storage system that securely holds all documents (on the tablet provided by the scheme).
Educators are no longer required to send paperwork through the post, instead a photo can be taken using the tablet and stored on OneDrive where the Nurturing Family Day Care Scheme can see updated information in real time.

All information is backed up regularly and secured separately three times to ensure that your documents will remain safe, protected and private.

Access to policies and procedures, National Quality Framework information and professional development training is easily accessed through folders there whenever you require.

Each family is given an online folder upon enrolment, where all relevant forms and information are stored, allowing educators to review when required.