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Z: FDC Educators/Policies and Procedures/Policies and Procedures Manual 2016/Service Management Policies

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Family Day Care Gympie Region

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CONTINUING IMPROVEMENT POLICY Policy # 33

Purpose

To establish and maintain a culture of continuous improvement.

Key Responsibility Area

Staff, Educators, Co-Educators and Educator Assistants

Policy

Family Day Care Gympie Region will maintain and update knowledge, practices,

policies, and procedures that contribute to improved outcomes for staff, Educators,

Co-educators, Educator Assistants, children and their families.

Procedure

Family Day Care Gympie Region collaborates with staff, Educators, families and the

community to continually improve education and care practice. Family Day Care

Gympie Region requires:

1. All prospective Educators and Co-educators to have, or to be enrolled and

actively studying towards a minimum Certificate III in Early Childhood Education

and Care, and complete mandatory training requirements during their

probationary period

2. Educators and Co-educators to meet mandatory training service requirements of

Child Protection, Behaviour Guidance, Food Handling and Communication,

every two years. Educator Assistants to meet mandatory training service

requirements of Child Protection and Behaviour Guidance every two years

3. Educators and Co-educators to complete a minimum of 12 hours of Professional

Development as per their individualised improvement plan

4. Staff to complete professional development as per their individualised

improvement plan and position description

5. Educators, Co-educators and staff to participate in an individualised

Performance Appraisal process each year

6. Critical reflection to influence all policies and procedures. These are reviewed to

reflect current education and care practices and legislative requirements



Reviewed 2013

Updated 06/2016

Ra�fied 07/2016


Relevant Documents

Family Day Care Gympie Region. Policy and Procedure Manual

References

Australian Government. National Quality Framework

Standard 4.2, 7.1, 7.2, 7.3 Regulation 169 (2)(g)


GOVERNANCE AND MANAGEMENT OF THE SERVICE, INCLUDING

CONFIDENTIALITY OF RECORDS POLICY Policy # 34

Purpose

Family Day Care Gympie Region will provide a quality

education and care service and will operate according to all legal requirements


Staff and Educators

Policy

Staff and educators will comply with all procedural requirements when engaging in

activities in relation to the operation of Family Day Care Gympie Region and will

conduct themselves in a ethical manner and abide by our Code of Conduct.

Records and information are stored appropriately to ensure confidentiality, are availa-

ble from the service and are maintained in accordance with legislative requirements.

Procedures

Family Day Care Gympie Region has documented and regularly reviewed policies

and procedures necessary for the effective administration and management of the

service, including compliance with legal requirements. These policies are completed

in collaboration with staff educators families and local community. They will be

reviewed to reflect current education and care practices and legislative requirements.

The Regulatory Authority is notified of any relevant changes to the operation of the

service.

Developed 2013

Reviewed




Relevant Documents

Family Day Care Gympie Region. (2013) Dealing with Complaints Policy

Family Day Care Gympie Region. (2013) Incident, Injury, Trauma, Illness, Administration of

First Aid, and Death of a Child Policy

Family Day Care Gympie Region. (2013) Engagement and Registration of Family Day

Care Educators Policy

Family Day Care Gympie Region. (2013) Determining the Responsible Person Present

Policy

Family Day Care Gympie Region. (2013) Code of Conduct Policy

Family Day Care Gympie Region. (2011) Staff Handbook

Family Day Care Gympie Region. (2012) Parent Handbook

References

Australian Government (2011) National Quality Framework

Standard 7.3 Regulation 168 (2)(l)


NON COMPLIANCE OF SERVICE AGREEMENT POLICY Policy # 35

Purpose

To have a clear process to address non-compliance with Service/

Educator, Service/Co-Educator and Service/Educator Assistants

agreements


Staff, Educators, Co-Educators and Educator Assistants

Policy

Family Day Care Gympie Region commits to manage a breach of the service’s

policies and procedures

Procedure

1. Care will cease immediately when a breach is of a serious nature occurs (ie

involves a child protection issue or reportable conduct) until the matter has been

resolved by the regulatory authorities

2. For all other breaches of service agreement:

1. The Coordinator will investigate, discuss and document the breach with the

Educator as it occurs or when they become aware of it. If the breach is able

to be rectified immediately, this must occur prior to the Coordinator leaving

the Educator’s service

2. The Coordinator will make note of the breach in their home visit report

referring to the Regulation/Law, Standard or Policy that has been breached.

They will ensure the breach has been addressed on subsequent home visits

3. A documented risk minimisation plan and strategies are to be put in place to

ensure children’s safety. This plan will include a written timeframe for the

breach to be addressed and establish consequences

4. The Nominated Supervisor will be made aware of the breach as soon as

possible, and in consultation with staff, decide the course of action in each

circumstance



Developed 2007

Reviewed 2010

Reviewed 2013


3. Failure to adhere to the service agreement and/or conditions of compliance

documented in writing, will result in suspension or deregistration. The Educator will

be notified in writing.

Relevant Documents

Family Day Care Gympie Region. (2012) Grievance Policy

Family Day Care Gympie Region. (2013) Educator/Service Agreement

Family Day Care Gympie Region. (2013) Engagement and Registration of Family Day

Care Educators Policy

References


Standard 7.1


FRAUDULENT PRACTICES POLICY Policy # 36

Purpose

To ensure all information documented and reported, will be based

on accurate data.


Staff and Educators

Policy

Family Day Care Gympie Region will investigate and take subsequent action for

allegations about any Educator or parent falsifying timesheets, forging signatures or

giving false or misleading information.

Procedure

Family Day Care Gympie Region may suspend and/or cancel a Educator Service

Agreement if they are satisfied that a Educator has failed to comply with the Service's

accountability requirements with any fraudulent activity such as falsifying timesheets,

forging signatures or giving false or misleading information to the Service.

Relevant Documents

Family Day Care Gympie Region. (2013) Enrolment Form

Family Day Care Gympie Region. (2012) Attendance/Timesheet/Receipt

Family Day Care Gympie Region. (2011) Signature Verification Form

Family Day Care Gympie Region. (2012) Booked Hours Form

References

Australian Government—DEEWR. (2012/2013) Child Care Services Handbook


Standard 7.1 Regulation QA7



Developed 2007

Reviewed 2010

Reviewed 2013


SERVICE LEVY REVIEW POLICY Policy # 37

Purpose

Family Day Care Gympie Region has a system in place to review the

service levy at least annually.


Uniting Church Child Care Association (Gympie Congregation), Coordination Unit,

Educators.

Policy

Family Day Care Gympie Region when reviewing and setting their levies takes into

account costs associated with operating a child care service to continue to maintain

and operate a quality education and care service.

Procedure

1. Educators are informed about their financial obligations to the service prior to

commencement.

2. Each educator independently sets their own fees in accordance with our

Independent Fee Setting Policy and takes into consideration the service levy.

3. Educators are informed of changes to service levies prior to implementation.

4. The service will issue Educators with a quarterly report detailing service levies paid.

Relevant Documents

Family Day Care Gympie Region (2015) Payment of fees policy

Australian Government (2013-2014) Child care services handbook

References


Standard 7.3 Regulation 168 (2)(n)



Developed 2013

Reviewed 2015


DEALING WITH COMPLAINTS POLICY Policy # 38

Purpose

To ensure any complaint or grievance is taken seriously and

investigated promptly and thoroughly.


Staff and Educators

Policy

Family Day Care Gympie Region recognises each complaint as a means of improving

its service and upholding positive relationships.

Complaints or grievances will be responded to in a professional manner.

Procedure

Family Day Care Gympie Region encourages feedback from children, families, the

Coordination Unit, Educators and community to ensure that the service provided to

children and families is in accordance with relevant legislation.

Complaints or grievances will be responded to and considered respectfully with the

aim of achieving a satisfactory resolution for all parties. Any complaint or grievance

will allow the opportunity for:

1. People to be heard and responded to.

2. Facilitating fair and equitable mediation

3. Emotional or other stress to be acknowledged

4. Processes to be reviewed and evaluated

5. Areas of improvement to be identified and implemented



Developed 2007

Reviewed 2010

Reviewed 2013


Feedback can be verbalised to Educators and/or our Service at any time. It is

important that all complaints or grievances are obtained in writing and will be

addressed within an negotiated timeframe.

The complaint will be documented and any legal requirements in relation to the

complaint considered, such as the need to notify regulatory authorities.

If either party is not satisfied with the outcome of the complaint or grievance they will

be advised whom they can contact if they wish to take the matter further.

Families are informed of and kept up-to-date with the current contact details of Family

Day Care Gympie Region and regulatory authorities through the Parent Handbook,

newsletters and other forms of communication.

Relevant Documents

Family Day Care Gympie Region. (2013) Code of Conduct Policy

Early Childhood Australia. (2011) Code of Ethics

Uniting Church Child Care Association. (2010) Grievance Procedure

References


Standard 7.3 Regulation 168 (2)(o)


ENROLMENT AND ORIENTATION POLICY Policy # 39

Purpose

To provide Educators and families with a clear procedure for the

enrolment and orientation of children in our Service.


Staff and Educators

Policy

Family Day Care Gympie Region will provide Educators and families with access to an

effective enrolment and orientation process that allows preference of care placement

for both Educators and families. The Service has an obligation to promote equal

access within the Australian Government guidelines.

Procedure

1. Family information will be collected through initial contact and the enrolment

form.

2. Families are provided with a parent handbook with information about how the

Service operates and what it can provide. Any translation services can be

arranged if required.

3. The Coordination Unit aim to identify the individual education and care

requirements of each child and their family, taking into account any special

requests. Options of education and care will be offered, where possible.

4. Consideration is given to the request for care under the ‘Priority of Access’

guidelines outlined in the current Child Care Service Handbook.

5. If no child care places are available, family’s details are placed on a waiting list.

6. Educators will be contacted to discuss the details of the family wanting care.

7. Families are provided with appropriate Educator’s names and contact numbers

to organise a meeting. Families are required to contact the educator within 3

working days.



Developed 2007

Reviewed 2010

Reviewed 2013


8. Parents are encouraged to notify the office if they will accept the placement and

if not, feedback asked for, and shared with the Educator and alternate options

are then sought.

9. To support continuous improvement, the Coordination Unit will seek feedback

from families throughout the placement process.

10. An Enrolment Form and Parent/Service Agreement are completed and a copy

provided to the Educator with confidentiality processes explained.

11. Families will be contacted by a welcome letter and is sent after the child has

commenced care.

Relevant Documents

Family Day Care Gympie Region. (2010) Waiting List Form

Family Day Care Gympie Region. (2013) Enrolment Form

Family Day Care Gympie Region. (2012) Parent Handbook

Family Day Care Gympie Region. (2009) Welcome Letter

Family Day Care Gympie Region. (2012) Placement Survey

Family Day Care Gympie Region. (2013) Parent Service Agreement

Family Day Care Gympie Region. (2012) Placement of New Family Checklist

Family Day Care Gympie Region. (2011) Signature Verification Record

Family Day Care Gympie Region. (2011) Staff Handbook

References


Standard 6.1 Regulation 168 (2)(k)


POLICY & PROCEDURE REVIEW POLICY Policy # 40

Purpose

To review policies, practices and procedures.


Staff and Educators

Policy

Family Day Care Gympie Region ensures policies are relevant and effective.

Policies and procedures will be reviewed regularly to ensure they reflect current

recommended education and care practice. Policy review will be reflected in the

service quality improvement plan, and will be prioritised according to legislative

changes and/or reflective practices. Policies should reflect current research and

contemporary views on best practice.

Procedure

Reviewing and updating of policies are completed in collaboration with the staff,

Educators, families and the wider community.

1. Staff review and discuss the identified policy and amend as necessary.

2. Updated draft emailed to all Educators and randomly selected families for

feedback in a specified time.

3. All feedback is reviewed and draft is amended if required and emailed out again

for review.

4. Final draft is submitted to the Uniting Church Child Care Association (Gympie

Congregation) to be ratified.

5. Educators are notified and instructed to advise families of ratified policy and

effective date.



Reviewed 2013

Updated 09/2016

Ra�fied 09/2016


6. If there is a change to a policy or procedure that may affect the Service’s

provision of education and care, Educators and families will be given 14 days

notice, unless this notice would pose a risk to children. If so, Educators and families

will be notified as soon as possible after the change is made.

7. Update Family Day Care Gympie Region website with ratified policy.

Relevant Documents

Family Day Care Gympie Region. Policy & Procedure Manual

References

Australian Government. National Quality Framework

Standard 7

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