educator handbook · 2020-04-04 · rcd switch check/ electrical safety check 24. cot safety –...
TRANSCRIPT
Educator Handbook 2018
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Contents
Welcome – Page 3
Contact Directory – Page 4 - 6
Responsibility Network – Page 7 - 8
Membership Checklist – Page 9 - 11
Forms – Page 12 - 16
Service Information – Page 17
PRODA – Page 18
Insurance – Page 19 – 20
Fee Schedule Information – Page 21 - 27
Family Enrolment Procedure – Page 28 - 29
Attendance Sheets - Page 30 - 38
WHS Checklists – Page 39 - 41
Visitors Record – Page 42 - 43
Emergency Protocol – Page 44 - 45
Emergency Drills – Page 46 - 49
Medical Management Plan – Page 50 - 51
Compliance Reminders – Page 52 - 53
Risk Assessments – Page 54
Assistants/Relief Educators – Page 55
Training Modules – Page 56
Professional Development – Page 57 - 58
Policy Review – Page 59
Notifications – Page 60
Serious Incidents – Page 61
Child Protection – Page 62
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Welcome
Congratulations, you have been chosen to join an incredibly talented team of educators; we
look forward to sharing in your family day care venture and helping you to build wonderful
relationships and lifelong memories. Please take your time to digest the information that
follows and do not hesitate in contacting your mentor should you have any queries.
Please request to join our closed Facebook group by searching ‘Inspired FDC Educator
Group’ and opting to ‘join’. You can also use this link:
https://www.facebook.com/groups/672115536196168/
This will put you in touch with fellow educators and mentors across the nation, providing a
platform for passionate discussions, answers to general queries, sharing of experiences,
photographs and ideas, enabling productive review of policies and procedures and keeping
us connected as advocates of early childhood and nature enthusiasts.
Please follow us on Instagram @inspiredfamilydaycare – developed simply for the joy in
sharing and viewing photographs that capture the essence of Inspired Family Day Care.
You now have access to our policies, procedures and other important documents such as the Family Prospectus, Early Childhood Australia Code of Ethics, Staying Healthy in Childcare Handbook, Guide to National Quality Standards, National Regulations and National Law and the Early Years Learning Framework. you can access these by visiting the Inspired EC website
and accessing the Inspired FDC knowledgebase. You will need to become a member of the Inspired EC website to access these policies. Membership requests can be made via the
following link.
https://inspiredec.com.au/membership-join/membership-registration/
Here you will also find the link to the Australian Children’s Education and Care Quality Authority (ACECQA) where you can access more information about the National Quality
Framework. The Inspired FDC Knowledgebase also has useful forms and links for educators including risk assessments forms, medication, illness and incident reports, compliance
reminder template and emergency drill rehearsal forms.
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Contact Directory
You are not limited to the mentor that is dedicated to your area, rather you are able to
contact any mentor according to the nature of your question and this template can help
guide your port of call.
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Name Job Title Role & Interests Availability Contact Email Contact Phone Number
Natashja Treveton Inspired EC Director and Educational Trainer
Outdoor environments and Playgrounds Training
Monday – Friday 9am-5pm Preferably via email
[email protected] Office: 0249 478 112
Natasha King Mentor Creative arts, Environments and Sustainability New Educator enquiries/establishment Admin/record keeping
Tuesday and Thursday 9am – 5pm [email protected] Office: 0249 477 812 Mobile: 0423 671 477
Lauren Jackson Operations Manager Nominated Supervisor/Mentor (NSW)
Special Education Arts, Crafts and Handwork Networking and organisational skills New Educator enquiries/establishment Admin/record keeping
Mondays and Thursdays 9am-5pm (Office/service visits); Anytime in an emergency for NSW educators
[email protected] Office: 0249 478 112 Mobile: 0407 802 584
Janina Busch Mentor/Nominated Supervisor (ACT/VIC)
Support to FDC educators Play based learning Studying Play Worker course Outdoor environments and nature play Behavior guidance
Monday, Tuesday and Wednesday 9am to 3pm; Anytime in an emergency for ACT and VIC educators
[email protected] Mobile: 0400591290
Emma Cornwall Mentor (ACT) Support to FDC Educators Monday – Friday 9am – 5pm [email protected] Mobile: 0423 125 478
Tabitha Webb Mentor (ACT) Support to FDC educators Admin/record keeping
Friday 9am-5pm
[email protected] Mobile: 0450 417 178
Katchia Avenell Training (Australia Wide) Nature Pedagogy Risk Assessments Behaviour and learning needs Curriculum and documentation Embedding Indigenous Perspectives
Monday and Friday (Office) 6-6 Training as needed
[email protected] Mobile: 0457 159 083
Kirsten Perry Nominated Supervisor/Mentor (QLD)
Curriculum and Documentation Environment as the third teacher Policies & Procedures
Monday, Wednesday and Friday Office 9-3 (QLD Time) Available in emergency situations outside of these hours.
[email protected] Mobile: 0439 196 134
Jillian Zarzecki Mentor (QLD) Behaviour management Educator support and time management
Monday – Tuesday 8.30 - 3.30
[email protected] Mobile: 0402 040 957
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Use this email address to send through ONLY your timesheets - no other correspondence.
All enquiries regarding anything account or enrolment related that is not a timesheet submission. Use this email address to add/change hours, enquire about ccb/ccr changes, update child info or to request a resubmission of an account. Any enquiries regarding your statements, requests for enrolments etc should go here too.
Your mentor CC your mentor in if you have concerns regarding your accounts, just to keep them in the loop.
New family and educator enquiries Documentation and Environment Indigenous program support
Thursday 8.30 - 2.30 Also available outside these hours if support is required.
Vickie Muddle Administration/Accounts Manager
Enrolment/Hubworks Timesheets Accounts
Vickie processes timesheets on Mondays therefore is unavailable to speak with. Vickie is otherwise contactable on Tuesday, Wednesday and Thursday between 9-2.
Office: 0249 478 112
Alison Morris Administration Enrolment Centrelink queries Accounts
Alison processes attendances on Mondays therefore is unavailable to speak with. Alison is otherwise available on Wednesdays and Fridays between 9:30 – 2:30.
[email protected] Office: 0249 478 112
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Responsibility Network
The responsibility network details the Inspired Family Day Care company structure and
communication ladder. For efficiency purposes, please use this network in communicating any
issues you may have.
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Responsibility Network
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Membership Checklist
This is a list of documents that we require from you before you commence as an educator.
Please email these documents through as separate pdf documents so that your mentor can
save categorically to your file.
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All Educators must have the following documentation lodged at Inspired Family Day Care before their application will be considered for Membership with Inspired Family Day Care.
Tick when document is filed on Google Drive
PROOF OF IDENTITY AND CHILD PROTECTION
1. Applicant must be 18 years of age or over
2. If the applicant has lived or worked overseas at any time in the last 3 years a statutory declaration in regards to overseas criminal history must be attached
3. NSW: Working With Children Check (WWCC) AND mentor to document evidence of verification
4. ACT: Working with Children Check (WWVP); Educator to link Inspired Family Day Care to WWVP
5. VIC: Working with Children Check (WWCC) AND mentor to document evidence of verification; Educator to link Inspired Family Day Care to WWCC
6. QLD: Blue Card and authorisation form
7. National Police Check (required for all Educators in NSW. VIC and QLD, required for all ACT Educators of
whom have a WWVP card issued more than three months prior to engagement with service, required for all VIC residents of the FDC premises aged 18 years and over)
8. Volunteer WWCC or WWVP for other adults over 16 years (ACT) and 18 years (NSW/VIC) of age on the premises.
9. Proda Registration ID
10. Prohibition Notice Declaration for Prospective Staff Members
QUALIFICATIONS
11. Copies of Child Care Qualifications or confirmation of enrolment (Original Document Sighted)
12. First Aid Certificate (see note below)
13. Asthma Management training (see note below)
14. Anaphylaxis training (see note below)
15. Child Protection training (CHCPRT001) AND Child Protection Refresher Course Certificate
16. Accredited Food Safety Certificate (if applicable)
17. Training Organisations Verified as Registered Training Organisation via: https://training.gov.au/Search/SearchOrganisation (mentor to complete)
18. Copy of Drivers Licence
19. A curriculum Vitae stating relevant qualifications, training and referee contact details
HOME SAFETY
20. Written Permission from landlord (if applicable)
21. Site & Building plans – these can be hand drawn, but must show areas that can/cannot children access.
22. Pool safety checklist (Provided by IFDC) & Local Government pool certification (if applicable)
23. RCD switch check/ electrical safety check
24. Cot safety – Evidence of Australian/NZ Standards
25. Fire Protection Equipment + Certificate or receipt, evidence of bi-annual checks.
26. Glass Safety Audit/Evidence of glazing
CAR SAFETY
27. Car seat safety check from RTA approved fitter (If educator will be transporting children)
28. Vehicle registration document and receipt of payment (If educator will be transporting children)
Membership Checklist
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29. Vehicle Safety Certificate Renewed Annually (QLD, VIC & ACT)
DOCUMENTATION
30. Fee schedule signed by each family
31. Public Liability Insurance copy of certificate
32. Registration Form (template provided by IFDC)
33. Residence Venue Risk Assessment (mentor to finalise at residence check)
34. Web profile & Photo
35. Mentor to sight that educator has access to: -NQF – BBB, EYLF, National Law, Regulations -My Time, Our Place if providing OOSHC -Staying Healthy in Child Care 5th Edition
36. Medical Practitioner Statement (form provided by IFDC)
37. Completed Family Contact Template
38. Medical Management Plan and Risk Minimisation Plan for any child with a medical condition
39. Inspired FDC Educator Contract Signed (Provided by IFDC)
* First Aid, Asthma and Anaphylaxis training are delivered in various methods eg. some First Aid Courses cover Asthma and Anaphylaxis comprehensively while others require separate enrolment in additional training. Please check that your qualifications are approved via http://www.acecqa.gov.au/Qualifications.aspx * You must renew the CPR component of your first aid training annually to keep the qualification current. Please check your certificate for this information. For Office Use Complete
Educator Handbook Provided
Educator Contract Provided
Service Details Provided
Service Statement of Fees Provided
Accounts Notified of Start Date and Educator Set up on Hubworks
ACT ONLY – CECA Role Notice Supplied for display
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Forms
Some documents in the membership checklist require you to complete the following forms:
Registration Form – Page 13 - 14
Medical Practitioner Statement – Page 15
Family Contact Template - Page 16
Inspired Family Day Care Service Agreement – Please speak to your mentor about your
service agreement, this will need to be tailored to the individual educator, as such your
mentor will send this to you as a separate attachment.
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(a) Personal Details Full Name:________________________________________________________________________________
Address:__________________________________________________________________________________
_________________________________________________________________________________________
Date of Birth:_____ / _____ / __________ CRN Number: __________________________________________ Proda Registration Number: _________________________________________ (b) Contact Details
Phone number: ( )________________; Mobile:____________________
Email address: ________________________________________________________ (c) Emergency Contact Name: _____________________________________ Relationship: __________________________________ Contact Phone Number 1: ________________________ Contact Phone Number 2: _____________________ (d) Address of Residence of the Family Day Care Service where education and care of children is to be
provided (if different from above) _____________________________________________________________________________________
_____________________________________________________________________________________
Business Name: _____________________________________________ ABN: __________________________ (if applicable) Your Bank Account Details: Bank: ____________________________________ BSB: _____________ Acc No: ________________________ Account Name: _____________________________________________ (e) Please complete the table below including your normal hours of operation (write ‘CLOSED’ if you will not
normally operate on the day). NB. ‘Normal hours of operation’ does not include any times where Family Day Care children are not in attendance (e.g. time spent completing paperwork without children present)
Days Overnight Before School
After School
Vacation Care
Casual or Respite
Example: 8am – 6pm As required 7qm – 9am 3pm – 6pm (tick) (tick)
Monday
Educator Registration form
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Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
f) Are you eligible to live and work in Australia? Yes / No g) Do you rent or own the home in which you intend to operate FDC? ________________ If you rent, do you have Landlord Permission to operate FDC from the residence? Yes / No h) Are you in good health and free from any medical condition or dependency of medication or substance that may affect your ability to care for children? Yes / No i) Do you require regular medication? Yes / No Please Note: If your application is successful a medical certificate confirming your ability to care for children will be required to finalise your registration. The appropriate form will be provided for you to take to your Doctor. A medical certificate will be required yearly. g) Do you hold a current Certificate 3 in Children’s Services or other relevant qualification: Yes / No (copies to be provided as per membership checklist) If No, you must be actively working towards a relevant qualification. Have you attached evidence of enrolment and contact details (including name of contact person) of your educational institution? Yes / No h) Have you completed the following (Evidence must be provided prior to registration):
(i) current approved first aid training? Yes / No (please circle) (ii) current approved anaphylaxis management training? Yes / No (please circle) (iii) current approved emergency asthma management training? Yes / No (please circle)
i) Estimated commencement date: ______________________ j) Please complete the table below with names and dates of birth of all persons who normally reside at the family day care residence:
Residents aged 18 years and over
Name Date of Birth
Residents aged under 18 years
Name Date of Birth
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Educator Signature: ___________________________________ Date: ________________________
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Medical Practitioner Statement Dear Doctor, We have received a request from_____________________________________ (Educator/Educator Assistant/Relief
Educator’s Name)
of______________________________________________________________________ ( Educator’s Address)
to become an Educator with Inspired Family Day Care Service. Part of the registration process includes a medical clearance, which takes into consideration that the person will be required to work independently while caring for children. Would you please answer/comment on the following questions:
• Is your patient taking any medication that could affect their state of awareness or their ability to make quick judgments? Yes No
• Is your patient suffering from any condition that would affect his/her mobility? Yes No
• In your opinion, is your patient physically, emotionally and mentally able to care for young children in either his/her home or in the child’s home, unsupervised? Yes No
• Is your patient suffering from or being treated for any alcohol/substance-related illness? Yes No
• How long has the applicant been a patient within your practice? __________________
• Is your patient fully aware of the recommended immunisations for adults working with children? Yes No Any further considerations or comments
Name Signature
Address
Date
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FAMILY CONTACT TEMPLATE
This document will be used by Inspired FDC to contact families throughout the enrolment process, please print multiple copies if needed.
Child Name Parent Name/s Days and times of Attendance Phone Email
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Service Information Please discuss service information with your mentor. Each state has their own unique
service information posters to display. This poster contains information about the service
and contact details for the regulatory authority and must be displayed for families viewing
and perusal.
See regulation 173 for the purpose of section 172 of the National Law
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PRODA
The new Child Care IT System will commence in July 2018. The Child Care IT System (CCITS) will replace the current Child Care Management System (CCMS).
As part of the transition process, all family day care educators must register for a PRODA (Provider Digital Access) ID. This will strengthen the integrity of the child care system and allow relevant staff and educators to interact with the new IT system.
The PRODA ID registration system is essentially a standard “100 point identity verification” process. Relevant key personnel and family day care educators will be required to register with the PRODA system by creating an account and subsequently verifying their identity by providing relevant documents.
Please follow the steps below to register for a PRODA ID:
• Step 1: Please see the “Transition Task Card 1 – Registering in PRODA”. This document provides a detailed overview of the PRODA ID registration process.
• Step 2: Connect to the secure PRODA authentication system which will provide step-by-step instructions to create an account. Each individual must create their own account using any computer with internet access. The process will require you to provide your identity information from documents you own – such as a birth certificate, passport, driver’s licence or Medicare card.
• Step 3: At the end of the registration process you will receive a Registration Authority (RA) Number. It is very important that you keep this RA Number secure as it will be needed later in the transition process to the new CCITS.
Please note: there is no option at the end of the registration process to choose a family day care service as an option in the “Match Services” section. Please choose another option.
The registration should only take 10 minutes per person.
Additional Information and Support
Please go to the Department of Education and Training’s website for more information on the transition to the New Child Care Package. Please also see the Personnel Factsheet for more information on who needs a PRODA ID and why.
For help registering, contact your family day care service or the PRODA Helpdesk on 1800 700 199 (and select Option 1) Monday to Friday 8.00am to 5.00pm (AEDT) or email [email protected].
If you do not have a birth certificate and require it for registration please see the Applying for a Birth Certificate Factsheet.
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Insurance
When do I start my insurance policy?
The moment you intend on interviewing families. You will need to be insured when families enter your
home, even if you are not formally operating yet.
Non-standard sessions of care and 24 hour care:
Traditional hours are considered to be anywhere between 7.00am and 7.00pm. Your public liability policy
assumes you will conduct care in these operating times and nothing further needs to be done by you.
If however you provide family day care to the children of shift workers, for example, and your care hours
for these children are 3.00pm to 11.00pm (or any other non standard hour shift) , your public liability
policy will continue to respond even though the hours are non standard. You do not need to notify your
insurer if you are providing care in non standard hours during the week.
If however the parents have requested that you provide family day care for their children in 24 hour
periods and therefore the child is required to stay overnight at your home, your insurer must be advised
as the public liability policy must be noted.
Leaving the FDC premises for outings:
Risk Assessments need to be approved by the service BEFORE you embark on your outing. Leaving the
premises WITHOUT approval from the service will mean you are NOT covered by your insurance!
Insurers other than those known to cover Family Day Care:
Prior to commencement of operation, you must advise your insurer of your intent to operate FDC from
your residence. You must also advise your vehicle insurer if you intend on using your vehicle for FDC. If
you do not advise your current insurer then you run a very high risk of not being covered. Many insurers
do not cover FDC businesses or do so at exorbitant costs. We recommend researching insurers such as
Family Day Care Australia and Megalines.
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Public Liability Insurance
Public Liability Insurance is a compulsory insurance cover if you care for children in your home as part of a
family day care business.
The public liability policy covers third party claims for negligence resulting in bodily injury or property
damage.
For example, if you are busy attending to another child in care and a second child spills hot water on
themselves, the injury may have occurred due to lack of supervision or inadequate precautions in place.
This type of claim would be covered under the public liability as it arose out of “negligence”. Similarly, if a
child in care threw an object through a window of the house you are renting (you were in the next room)
and as a result the landlord (third party) makes a claim on you to replace the window, again, this
negligence may have caused the property damage.
However if the child threw the object breaking a window in your house (that you own) it would not be
covered as the policy only responds to third party claims (child, parents, visitors to the property and a
landlord). Your house and therefore damage caused to it is called “first party”. In other words it is
damage caused to the person who owns the policy and this is not insured. It would however be covered
under a home and contents policy that had cover for accidental damage.
Personal Accident for Children/Professional Indemnity Insurance
The Personal Accident for Children policy responds to claims that are caused by an “accident” – that is,
the injury occurred through no fault on the part of the educator. For example, if a toddler trips over their
own feet and cracks a tooth requiring dental treatment, the personal accident for children policy would
respond to reimburse the parents for any days off they had to take in order to seek treatment (loss of
income) or non-Medicare out of pocket expenses.
Personal Accident and Injury Insurance: this insurance is optional . This type of insurance would cover
you if you were to have an injury at work and would receive compensation depending on the seriousness
of the injury.
Motor Vehicle Insurance: if you are using your vehicle for transporting Family Day Care children then you
MUST have this type of insurance. You will need to inform the insurance company you use that you will
be using your car for Family Day Care.
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Fee Schedule Information The following are examples of fee schedule’s; please use these as a guide to developing your own. The
first is an example that you may use if you collect parent gap payments. The second is an example that
you may use if Inspired Family Day Care collect parent gap payments. At present, parent gap payments
are made to Inspired FDC by families of QLD, NSW and VIC services. ACT educators continue to collect
parent gap payments themselves. You may also refer to IFDC Fee Policy for further guidance in creating
your fee schedule. All fee schedules must be signed by families and returned with their enrolment
documentation before commencement of care.
Please Note: IFDC only invoice the Family their enrolment fee IF the family pay gap fees directly to IFDC. If
the educator collects the gap payment then IFDC will charge the educator the family enrolment fee and
the educator will issue an invoice to the family for reimbursement. If you need to invoice the family their
enrolment fee, you may like to indicate this in your fee schedule and let the family know that they need
to provide payment of enrolment fee upon return of their documentation. The enrolment fee is a once
off payment of $40 per family. A new educators existing families DO NOT need to pay an enrolment fee.
Bonds: Two weeks full fees is charged to families upon enrolment and must be paid prior to
commencement of care. A family cannot commence care until their bond is paid in full.
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Example 1 (Educator Collects Gap Payment – ACT use only):
FEES & CHARGES SCHEDULE
Rosie’s Family Day Care
ABN: 123456789
Rosie Smith
Address: 12 Australia st Sydney 2300
Phone Number: 0417 000 000 Email: [email protected]
Days and Hours of Operation:
Monday to Friday 6am – 6pm
Fee Schedule effective from 02/07/2018
*An administration levy of $1.20 per hour is charged by the Service and is included in the fees shown below.
This fee is retained by Inspired FDC to assist with the provision of quality care. Parents give permission for this
levy to be deducted from the Child Care Benefits entitlements on the child’s enrolment form. A Public holiday
levy of .15c per hour applies.
Standard Session of Care
(Regular booked education and care provided between 6am & 6pm (Monday - Friday) $10.20 per hour
NB: Minimum fee payable, 8 hours per day
Before and After School Sessions of Care Before School Care is available 7am – 9am $10.20 per hour
After school care is available on Monday and Tuesday 3.00pm – 5.30pm $10.20 per hour
NB: Minimum fee payable, 2 hours per day
Non-Standard Session of Care (Overnight Care and Weekend)
Rosie’s Family Day Care does not provide overnight or weekend care
Casual Session of Care
For care on an irregular basis $11.00 per hour
NB: Minimum fee payable, 5 hours per day
Vacation Session of Care
For care provided to school children during school holidays $10.20 per hour
NB: Minimum fee payable, 8 hours per day
(NB Usual education and care fees apply when children are absent from regular session of care when the service is open for
operation. This service will be open on some public holidays, see over.
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OTHER CHARGES:
Late Collection Penalty Fee:
May be charged when children are collected from care after, regular booked hours,
without prior notice $ 5.00 per 15 mins (NB: Childcare Subsidy is NOT claimable for Late Collection Penalty Fees)
Termination of Care
Two weeks notice of termination of the care arrangement by parent or educator is required.
(NB Childcare Subsidy is claimable during notice periods for approved absences ONLY)
CHILD CARE SUBSIDY (CCS) CONDITIONS:
Allowable Absences
Parents can claim Child Care Subsidy for absences from education and care to a maximum of 42 days per child
each financial year (i.e. July to June). These absences can be for any reason, including Public Holidays - no
supporting documentation is required. The 42-day limit applies to all services used by the family where CCS is
claimed.
NB: Parents must complete attendance records for all absence days.
CHILDCARE SUBSIDY DOES NOT COVER:
1. Absences exceeding 42 days (unless supporting evidence provided i.e. Doctors Certificate)
2. Penalty fee payments/travel/food
3. Absences after the child has ceased care (eg: during a notice period for termination of care when the child is absent)
4. Payments to hold a child’s place before care commences.
5. When a child is booked to start care and does not physically attend on the first day(s).
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Example of Public holidays
PUBLIC HOLIDAYS : Feb 2018 – Dec 2018 Anzac Day Wednesday 25
April, 2018
Newcastle Show Day (local area
pub. holiday)
Not approved by
Minister – TBA Queen’s Birthday
Monday 11
June, 2018
Good Friday Friday 30
March, 2018
Labour Day (NSW) Monday 1
October, 2018
Easter Monday Monday 2
April, 2018 Christmas Holiday Period From Tuesday 25th Dec
2018 -
Key: ___ = Service closed . No charges apply; ___ = Service open. 1 hour surcharge ( i.e $9) applies for
attendance; regular fees apply for non-attendance ; ___ Service open. No surcharge applied.
NB.This service will be closed during some school holidays (Minimum of 2-4 weeks notice of closures will
be given)
This service will close on the both weeks of the April School Holidays and Tuesday 9th May –Thursday
18th May 2018
All personal information held by FDC is held and used in accordance with the Privacy and Personal Information Protection
Act 1998.
________________________________________ __________________________
Parent’s Signature Date
________________________________________ __________________________
Educator’s Signature Date
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Example Fee Schedule 2 (Inspired Collect Gap Payments)
FEES & CHARGES SCHEDULE
FDC Name
ABN: 123456789
Your Name
Address:
Phone Number:
Email:
Days and Hours of Operation:
Monday to Thursday 8am – 6pm
Friday - Closed
Fee Schedule effective from 02/07/2018
*An administration levy of $1.20 per hour is charged by the Service and is included in the fees shown below. This fee is retained by Inspired FDC to assist with the provision of quality care. Parents give permission for this levy to be deducted from the Child Care Benefits entitlements on the child’s enrolment form. A Public holiday levy of .15c per hour applies.
Hours Fees *
Standard Session of Care 6am to 6pm, Monday to Thursday NB: Minimum fee payable, 8 hours per day $10.20 per hour
Non-standard Session of Care 6pm – 6am Monday to Friday Weekend Care
$12.20 per hour
Casual Session of Care NB: Minimum fee payable, 5 hours per day $12.00 per hour
Public Holidays (when child is not in care)
100% of usual fees apply Child Absences (illness or holidays)
Before and After School Session of Care
$10.20 per hour
Vacation Session of Care
$10.20 per hour
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OTHER FEES
FEE DESCRIPTION NOTES 2 Weeks Full Fees Bond Families pay a bond upon enrolment, equal to two weeks booked attendance at full
fees. This bond will not be returned in the case of unpaid fees, or termination of care without two weeks written notice.
$5.00 per 15 minutes Late Fee May be charged when children are collected from care after regular booked hours. NB Childcare Subsidy is NOT claimable for Late Collection Penalty
$5 for each week the account is in arrears
Late Payment Processing Fee
All payments must be paid by the Friday of the week the invoice is received. Payments not made by Friday will incur a late payment processing fee from Inspired FDC.
Recovery Costs The debtor/s shall pay for all costs incurred by Inspired Family Day Care in the recovery of any monies owed under this Agreement including recovery agent costs, repossession costs, location search costs, process server costs and solicitor costs on a solicitor/client basis.
PAYMENTS
• Family invoices are emailed every Tuesday for care used the week prior; payment of this invoice is due by the Friday in the week that it is received.
• Payment is to be made to Inspired Family Day Care’s bank account. Details of this account can be found on the bottom of your weekly invoice. Please use your child’s full name as reference when making payment.
• Bond and Enrolment Fee payments need to be made separately to the same account. Reference bond and enrolment fee payments with your child’s name as well as ‘bond’ or ‘enr fee’. E.g ‘Billy Jones Bond’.
• Accounts that become 1 week overdue will incur a late payment fee of $5. A $5 late fee will apply for each week thereafter, should the account remain overdue.
• Care will be suspended when the account is two weeks in arrears.
• Accounts that remain unpaid will be sent to the IFDC debt collector. The debtor/s shall pay for all costs incurred by Inspired Family Day Care in the recovery of any monies owed under this Agreement including recovery agent costs, repossession costs, location search costs, process server costs and solicitor costs on a solicitor/client basis.
• All payment enquiries are directed to [email protected]
CHILD CARE SUBSIDY CONDITIONS Childcare Subsidy Does Not Cover:
1. Absences exceeding 42 days (unless supporting evidence provided i.e. Doctors Certificate) 2. Penalty fee payments, or costs incurred for travel, food, resources and excursions/incursions. 3. Absences after the child has ceased care (eg: during a notice period for termination of care when the
child is absent) 4. Payments to hold a child’s place before care commences. 5. When a child is booked to start care and does not physically attend on the first day(s). 6. Children who have not completed the full vaccination schedule according to the Australian
Immunisation Register, or who do not have a Medical Exemption for vaccinations may not be eligible to receive CCS.
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I, the parent/guardian of (child’s name) _____________________________ understand the
information provided and agree to abide by the conditions as stated in this Fees and Charges
Schedule
________________________________________ __________________________
Parent’s Signature Date
________________________________________ __________________________
Educator’s Signature Date
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Family Enrolment Procedure
Prior to Enrolment with IFDC, the family will need to lodge a claim for Child Care Subsidy. The
following diagram details the enrolment procedure that occurs between the Family, the
Provider and the Department of Human Services.
Further to this procedure, Inspired Family Day Care and the Family Day Care Educator will
engage in the IFDC Family Enrolment Process (detailed on page 26) to ensure all documentation
is received by the family and the family is established administratively for commencement of
care.
Important things to remember with family enrolment:
*ALL documents need to be collated and provided to Inspired Family Day Care at least one week prior to
commencement of care.
*Families must pay their bond in full prior to commencement of care.
*For Child Care Subsidy to process, the enrolment needs to be confirmed by the family via their ‘mygov’ account.
Families will be liable to pay full fees if their enrolment has not been confirmed.
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Inspired FDC Family Enrolment Process
EDUCATOR
Before a child enrols with you, it is important to meet with both the parent and the child for a Parent/Educator
Interview. Afterwards, email the parent a copy of your fee schedule (signed copy to be kept on the drive in child’s
folder) and home profile.
Give the family the Inspired FDC service contact details including email and phone number (please see contact
directory) and ask them to make contact ASAP to complete the enrolment process. This can take up to a week
(depending on the family). Alternatively, educators can send the families contact details directly to the mentor. A
child cannot start care until the enrolment process is complete and the educator has received a confirmation
email from Inspired FDC.
MENTOR
When the family contacts the service, they will be sent a welcome email including request for documentation and
the following attachments: (The educator will be copied into this email communication)
- IFDC Complying Written Agreement (CWA)
- IFDC Family Prospectus
- Family Enrolment Checklist
MENTOR
Once the online enrolment process is completed by the family and all documents have been received, Inspired FDC
will add the following documents to the child’s folder on the drive:
Online Enrolment Form, Birth Certificate, Immunisation Record and Booking Contract/CWA
A confirmation email is then sent to the educator letting them know that the enrolment has been processed and
the child can start care. Confirmation will not be sent until the family has paid their bond in full.
MENTOR
Email is sent to [email protected] to inform them of the new enrolment so that the enrolment fee and
bond can be charged to the new families account.
EDUCATOR Print the enrolment documents and place them in the child’s file. Print a copy for the emergency drill folder. Add any applicable details to your emergency contacts list, update and print.
IMPORTANT!
A child cannot begin or end care on an absence. Parents must sign the chid in and out for Child Care
Subsidy to be applicable for the enrolment.
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Attendance Sheets Attendance sheets need to be submitted NO later than 9am Monday morning on a weekly
basis. It is advisable that you submit your attendance sheets at the conclusion of your working
week.
Attendance sheets (also referred to as timesheets) are submitted to
Accompanying your timesheet submission will be an attendance report. The attendance report
enables you to note any changes to children’s permanent booked hours as well as vacancy
information and any changes to your own days and hours of work. We need to know these
details so that we can provide accurate information about our service to the community so
please ensure you complete this and include with your weekly timesheet submission as a cover
page.
Please ensure your attendance sheet contains your name (no nicknames), children’s full names
and parent signatures. Electronic attendance sheets MUST NOT contain signatures from the
previous attendance period. Please be aware that inaccurate attendance sheets will be
rejected and you will be required to complete and submit corrected attendance sheets.
The following documents include:
Attendance Report Form – Page 28
Attendance Sheet (for your perusal) – Page 29
Information on Paperless Timesheets – Page 30 – 35
*Please note, new ACT Educators will be provided with timesheets containing space for more
details. Your mentor will provide these templates to you as a separate document.
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ATTENDANCE RECORD REPORT
Date: __________________
Educator’s Name: _______________________________________
Permanent Changes to Booked Hours:
Please list only permanent changes to booked hours here.
Child’s Name Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Vacancies for next week:
It is a requirement by law that the service reports each educator’s vacancies each week. Please
list your current vacancies here. Please do not include casual vacancies ie a vacancy because a
family is on holidays.
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Pre- School Age
School Age
Changes to Educators days and hours of work:_____________________________
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Your Service Name Registered with Inspired Family Day Care
Weekly Attendance Sheet Educator: ______________________ Week ending (Sunday) __________________
Child:___________________________ ABN: ___________________________
Year to date absences C/F____________ Absences this week______________ Total absences YTD___________
Monday Tuesday Wednesday Thursday Friday Saturday Sunday Booked Actual Booked Actual Booked Actual Booked Actual Booked Actual Booked Actual Booked Actual
Start Signature
End Signature
Start Signature
End Signature
Standard
Non- Standard
Total hours for week
Total fee for week
$
I confirm all information on this form to correct. Educators Signature
Parent/Guardian to complete this section: Total number of children claiming CCS this week: ____________ Does child attend another service: Y/N Parent full name (Print) __________________________________
Parent full signature_____________________________________
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Paperless Timesheets Information
After a successful pilot program in QLD, we are rolling out the option for paperless attendance sheets
across our other states. Whilst this is currently not compulsory, we are aiming to make this our main
method of delivery, in line with our sustainability principles and minimum waste ethos.
The following is a guideline on how to set up a paperless sign in system on your iPhone or iPad. Our
preferred platform is Notability, which is only available for iDevices.
We recommend the following:
• A pointy-tipped stylus, similar to a pen, for writing on the timesheets (the thicker the stylus i.e.
like a cushioned round tip- the harder it is to write).
• You have dedicated family day care iPad or iPhone- one that is not synced to other people’s
computers, or used for non-FDC purposes, with minimal risk of photo or information transfer.
This means you or your family can browse the internet on your private devices without the risk
of families seeing this at sign in/sign out.
• That you take some time to ‘play’ with the operating system to see what it can do, and what you
like.
• That the sign in sheets are collated as one whole document, not subdivided or individual
documents. This makes it easier for Admin to scroll through the documents, rather than having
to individually download and open multiple documents in one email. It also makes the
document easier to send via email, as the bytes are smaller.
• Insert blank pages between each family’s timesheets, with their name written on it. This allows
location and separation of the files easier but can only be done on the ipad.
Remember:
1. Just because the timesheet is paperless does not mean it has to be beautiful or perfect. Children
scribble, mistakes are made, pen is drawn in the wrong spot. This is how we know it is a living
document, and not a doctored pay cheque.
2. Always make sure your iDevice is charged. It is your responsibility to ensure the iDevice is ready
to go, as failure for a family to sign in is against the regulations and can result in fines for both
the educator and service.
You may begin using the paperless sign in system from the start of your next working week.
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On your PC/Laptop
Collate your sign in sheets into one main Word file, with a timesheet on each page. You may have a program that can do this, or need to copy and paste (then format) the documents.
Make sure the child’s name is clearly on their timesheet. Ensure they are placed within the document in alphabetical order by their LAST name, then their first name. For example, you would arrange the timesheets in this order: Adam Cabbage Zoe Cabbage Clarence Frank Macy Mistoffeles Ziggy Mistoffeles
Make sure the scheduled hours are clearly marked on the sign in sheet. Do not change these, even if they start earlier or pick up later once in a while.
Type the parents name in the Parent Sign in section.
Convert the Word document to a PDF document. (Save as, select PDF in document type). Double check that in the PDF conversion, the timesheets have stayed in one A4 sheet, and have not moved onto 2 pages. Amend the word document and save/convert again until the formatting is correct.
In your Google drive, create a folder called ‘Timesheets’. Save your timesheet to your Google shared drive as BLANK Weekly timesheets. If you do not have a Google Drive, you can upload it to Dropbox or other cloud based storage system. This allows you to be able to download a new document repeatedly from one central location.
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On your iDevice
Purchase and down load Notability to your iDevice.
Open Notability and complete the tutorial. *This step is important, for even though it might seem trivial, it gives you lots of information, short cuts and uses. Please do not skip this step*
Press the import icon (arrow pointing down into a box)
Select Google Drive. You may need to enter your google ID and sign in. Find your Timesheets folder and select it.
Select the PDF timesheet you want to import.
Select create a new note
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Select the timesheets you want to import. Remember that if a child is away, the timesheet must still be submitted to be paid CCB/CCR/. Select import
Select open
This will bring the timesheets up. Select ‘EDIT’ to rename the timesheet to YOUR NAME wk ending date ie. Katchia Avenell wk ending 04/10/2015
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At the end of the timesheet reporting period.
Click on the wrench icon or the share icon. Select email.
It will then show you the format it will be sent in (PDF). Click Email Notes. In the ‘to’ section, type [email protected] The subject should automate to be the name of your document- Your name wk ending date
In the body, type what the timesheets are for and any changes. Click Send. This will return you to the open timesheet in Notability.
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Now save these files to your Google Drive
Select SHARE again, and this time select GOOGLE DRIVE.
Click on Folder. This will bring up a list of the folders in your Google drive. Find and select the Timesheets folder. Select Export to Timesheets Then click Send to Google Drive.
You can now choose to exit out of the time sheet or import the following weeks timesheet in prep for opening.
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WHS Checklists Common sense tells us that we need to ensure our environment is safe for children to play in. A
work place health and safety checklist is an excellent tool in covering all bases and making sure
we complete thorough checks. Each family day care residence is different from the next, so
there is not going to be a workplace health and safety checklist to suit all homes. Take the
following checklist as an example and use it as a guide to create your own. There may be some
aspects of your residence that you know could pose a hazard such as a gate that won’t latch
unless it is closed properly; add this to your checklist so you can be confident each day that the
children in your care are safe from hazards such as this. A sustainable way to complete your
checks is to have one copy of your WHS checklist printed and laminated to preserve then write
in your diary each day ‘WHS check complete’ or write over the top of the laminated sheet in
whiteboard marker. Thank you to two of our valued educators for supplying their workplace
health and safety checklist to use as examples for your reference.
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Daily Safety Checklist Date: __________________ to ____________________
Inside Checks Monday Tuesday Wednesday Thursday Friday
Fridge Temp Check – 7am
Power point covers on
Cupboards locked
Front/back door locked/keys on hook
Toilets and bathroom are clean, toilet paper are plentiful
Fresh hand towels are on hooks
Floors and tiles clean
Activities set up inside
Daily attendance roll available
Environment and materials are safe for children
Nappies, hand soap, hand sanitiser,
gloves, paper towel are plentiful
Outside Checks
Sandpit clean/free of animal faeces
Wood logs/beams swept
All areas checked for spiders
Equipment is safe for use
Gate locked
Activities/equipment set up
Initialled:
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Daily Checklist
In Motrias Garden
Entrance
Entrance swept clean, no trip hazards Kitchen clean, sign in area all prepared Steps into Children’s Playspace clear of trip hazards, swept Shoe basket out and ready Fireplace guard up if fire is lit
Garage Door locked with dogs secure inside - Kitchen door to garage securely closed
Indoor Playspace
Floor vacuumed and mopped
Rugs and door mats vacuumed
All surfaces wiped down
Rubbish bin emptied , wiped with eucalyptus cleaner
Toilet cleaned, top up toilet paper
Sink and counter cleaned
Towels washed, clean ones ready
Bedding washed, clean ones ready
Sofa cover shaken and clean, pillows plumped and ready - launder as needed
Play resources checked and cleaned
Art supplies tidy and ready
Gear: Rainsuits snowsuits laundered and hanging up ready
Gear: Spare hats laundered and ready
Gear: Backpacks clean and ready - wipe down if muddy
Plastic bags inaccessible
Electrical cords out of reach
Laundry cupboard locked
Garden
Check for any hazards- fallen branches, cat or dog poo
Gates locked on both ends
Pond plank blocked with branch
Garden hoses put away
Water on hand in basins, buckets and/or watering cans etc - emptied end of play
Emergency Exits clear
End of Day
Put towels and any other clothing into washing machine
Turn off lights and heating
Empty rubbish bins
Wash out paint pots and brushes etc.
Wash out my water bottle and lunchbox, remove any leftover fruits
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Visitors Record Regulation 165:
(1) An approved provider of a family day care service must take all reasonable steps to
ensure that a record is kept of all visitors to a family day care residence or approved family
day care venue while children are being educated and cared for at the residence or venue as
part of that service.
(2) A family day care educator must keep a record of all visitors to a family day care
residence or approved family day care venue while children are being educated and cared
for by the educator at the residence or venue as part of a family day care service.
(3) The record of visitors must include the signature of the visitor and the time of the
visitor’s arrival and departure.
Please see the below template to use in hardcopy or electronic format. All visitors must
complete this record. Visitors are any person other than residents of the home or those
authorised to collect children.
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Address of Residence/Venue
Visitor Details Date Name of Visitor Contact Number/Email Address Reason for Visit Time In Time Out Visitor’s Signature
Visitor Record Form
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Emergency Protocol
We all know that it is imperative to have a plan of action to guide us through an emergency situation should one arise. In real emergencies, we act on instinct and it is
always best to have a written plan to refer to in times that we may not be thinking straight.
Please refer to the emergency protocol below, print it and have it somewhere handy like your emergency bag or with your evacuation plans.
It is of utmost importance that you inform your nominated supervisor of
any emergency situation that has arisen BUT this does not come before the children and your own safety. You also need a course of action to follow should the nominated
supervisor not answer your call and this protocol should help guide you in that instance.
Some emergency situations do not require a call to ‘000’ but they still require notification to your nominated supervisor; examples of these are indicated on the emergency
protocol below.
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Emergency Protocol
In emergency situations that require police, fire brigade and or ambulance
CALL 000
Call Nominated Supervisor for your
state (see service details displayed)
when you can safely do so.
If the nominated supervisor does not
answer the phone, leave a voice
message alerting them to the
emergency and send a text where
possible. If your nominated
supervisor hasn’t returned your call
and your situation enables you to,
try contacting someone else listed on
the service contact directory. You
may like to store these numbers in
your phone for easy retrieval.
Your nominated supervisor or the
individual in which you have been
able to contact will support you in the
emergency and give you guidance as
to what to do next. Together, we will
contact families to calmly alert them
to the situation if they have not
already been notified.
Use best judgement in order to keep
yourself and the children safe from
harm, wait for emergency services to
arrive. Contact families if your
situation enables you to safely do so
and remain calm.
In other types of emergencies that do not require a call to 000, Please ensure you contact your nominated supervisor and
follow the above protocol if they do not answer the phone. An emergency situation in which you may not have had to
call 000 may be a child that is taken to hospital by their family after an incident/illness occurred at your service or
confirmation that a child in your care has been diagnosed with a communicable disease.
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Emergency Drills Included below is a pre-signed general Hazard Risk Assessment which identifies the various
types of emergencies that could occur and the associated risk management strategies. You
may like to add or edit this to suit the uniqueness of your residence. See regulation 97 (2)
the approved provider of an education and care service must ensure that a risk assessment
is conducted to identify potential emergencies that are relevant to the service.
Emergency types generally fall into two categories, an evacuation or a lock down; it is
expected that each type will be rehearsed every three months with the procedure
documented and records kept as evidence. Below, you will find an emergency lockdown
rehearsal form and emergency evacuation rehearsal form; this contains all the details
needed to fulfil expectations, you can also find these forms on the Inspired EC website.
If you would like to receive quarterly emergency drill reminders via email then please let
Lauren know at [email protected]
Please refer to regulation 97 and 168 for additional information.
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Inspired Family Day Care Service
Hazard Risk Assessment
Name of Educator:
Hazard: Emergency Evacuation and Lock Down Location:
Date of Assessment: Date of Revision:
Possible Hazardous Outcomes Identified:
Potential Emergency Situations
resulting in Evacuation:
• Fire
• Flood
• Damage to building
• Gas Leak/Atmospheric
Contaminant
• Chemical Spill
• Bomb Threat
• Electrical Hazards
• Severe Weather/Storm
• Dangerous Animal inside
home
• Siege/Hostage Situation
Potential Emergency Situations
Requiring Lock Down:
• Threatening Person/Animal
outside
• Severe Weather/Storm
• Flood
• Gas Leak/ Atmospheric
Contaminant
• Flood
• Seige/Hostage Situations.
Precautions/Control measures:
- Rehearse Evacuation/Lock Down
Procedures
- Rehearse various scenarios
according to the identified
potential emergency situations.
- Have written procedures for
handling evacuation and lock down
emergencies
- Have evacuation floor plan
displayed at each exit
- Review Hazard Risk Assessment
annually or as required.
- Educate the children on emergency
matters in conjunction with the
quarterly rehearsals
- Ensure home is assessed by the
service annually as per regulations
and follow up on any outstanding
compliance issues or areas needing
attention e.g Install new batteries
in smoke alarms
- Have fire and electrical checks
carried out regularly
- Know and follow service policies
and procedures
- Be prepared; evacuation/lock down
kit handy and stocked
Who/when:
All persons present
including visitors on a
quarterly basis
Risk matrix after precautions:
All identified
hazards range
from low to
catastrophic,
nevertheless all
risk levels should
be carefully
considered,
rehearsed and
planned for
Venue and safety information attached: Yes/No Comments:
Notes: Review assessment 1. Annually, 2. After an incident, 3. After a major change
Monitor effectiveness of control measures and adjust if necessary. Educators/stakeholders sign understanding of assessment
Assessment prepared by: Date prepared: In consultation with: Lauren Jackson
Sighted by Educator Mentor: Lauren Jackson Date sighted: E.M. Signature: ________________________
Communicated to: children, families:
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Educator: _________________________________________ Date: _______________________ Time: _________________
Smoke detector tested: YES NO
Child’s full name
Emergency Type (e.g. flood, threat etc):
Lockdown area/room:
Other people present in the residence:
I acknowledge that all children utilizing my FDC service, including my own children, must participate in the quarterly Emergency
Evacuation Exercise, as per the Nation Quality Framework requirements.
Educator’s signature: ____________________________________________________
Remember to inform all families that the children have participated in this exercise.
The National Quality Framework – Chapter 4, Part 4.2 Children’s Health & Safety, Division 5 Emergencies and Communication,
Section 97 Emergency and evacuation procedures.
The National Quality Standard – 2.2.2 – Plans to effectively manage incidents and emergencies are developed in consultation with relevant
authorities, practised and implemented.
Describe the action taken during the lockdown exercise:
Evaluation of Lockdown Exercise:
Emergency Lockdown Rehearsal
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Educator: _________________________________________ Date: _______________________ Time: _________________
Smoke detector tested: YES NO
Child’s full name
Emergency Type (e.g. fire, flood, threat etc):
Evacuation Meeting Point:
Other people present in the residence:
Describe the action taken during the evacuation exercise:
Evaluation of Evacuation Exercise:
I acknowledge that all children utilizing my FDC service, including my own children, must participate in the quarterly Emergency
Evacuation Exercise, as per the Nation Quality Framework requirements.
Educator’s signature: ____________________________________________________
Remember to inform all families that the children have participated in this exercise.
The National Quality Framework – Chapter 4, Part 4.2 Children’s Health & Safety, Division 5 Emergencies and Communication,
Section 97 Emergency and evacuation procedures.
The National Quality Standard – 2.2.2 – Plans to effectively manage incidents and emergencies are developed in consultation with relevant
authorities, practised and implemented.
Emergency Evacuation
Rehearsal
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Medical Management Plan Medical Management Plans are written and signed by medical practitioners upon diagnosis
of an ongoing medical condition. Medical management plans clearly outline the procedures
to be followed by educators in the event of an incident relating to the child’s specific health
needs. To further support the child and family in managing any medical conditions, Inspired
Family Day Care advise all educators with children with medical conditions to write a risk
minimisation and communication plan in collaboration with families. Risk minimisation and
communication plans indicate precautionary measures adopted on a routine basis to
prevent the likelihood of the medical condition being triggered as well as the responsibility
of each stake holder in the communication aspect of managing the medical condition. You
will find a risk minimisation and communication template below, this may also be
completed in consultation with your mentor. Pictured below are images of an asthma action
plan as well as an action plan for managing anaphylaxis. These plans must be prominently
displayed within your FDC area if your FDC child/ren happen to have one; it is also advisable
to have your own displayed if you too happen to have a medical condition that requires an
action plan.
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Risk Minimisation Strategies
Medical Communication Plan This needs to be completed, taking into account the stakeholders. Include information on how to
raise awareness of specific health conditions e.g allergic reactions and anaphylaxis.
Stakeholders What Information needs to be conveyed?
How will this information be distributed?
Signed by Educator: _______________________ Date: ____________________________
Signed by Family: _________________________ Date: ____________________________
RISK STRATEGY WHO?
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Compliance Reminders First Aid, asthma and anaphylaxis training, child protection training, WWCC/WWVP/Blue
Card, public liability Insurance, emergency drill rehearsals, fire equipment safety checks,
vehicle registration, road worthy certificate, car seat safety checks, first aid kit audit the list
goes on… it can be difficult to keep on top of all the documentation you are required to
provide to your service. The below document was devised to keep you organised and to
ease the pressure on having to remember when everything is due. We highly recommend
completing this document at the commencement of each year and keeping it somewhere
for quick and easy referral.
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Quarterly: Emergency drill procedure (lock down and evacuation) DAILY: Workplace Health and Safety Check
Reminders:
NEW Cots to be audited and certified
NEW glass furniture or windows/doors to be audited and certified RCD Safety switch check every 2 years
Asthma, Anaphylaxis Certificate every 3 years
NEW Working with Children Check every 5 years (This includes residents of the FDC venue and those turning 18. 16yrs for ACT)
National Criminal History Check every 5 years (VIC only)
TERM 1
TERM 3 Half Yearly (6 months) 18 months
Fire Equipment Safety Check: Work Health & Safety:
Vehicle Servicing & Safety Check: Child Protection Training:
Annually (12 months)
TERM 2
TERM 4 Risk Assessments reviewed: (signed by Parent/Guardian)
Residence/Venue Risk Assessment:
Public Liability Insurance: Pool/Spa safety check:
Vehicle Registration:
CPR/HLTAID001:
RTA app’d car seat & safety belt check:
Drivers Licence renewal:
National Criminal Check (VIC only):
Inspired Family Day Care Compliance & Reminder Dates
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Risk Assessments
There are four different risk assessment templates for your perusal (all templates are provided on the
Knowledgebase of the Inspired Family Day Care Website ):
1. Transport in own vehicle risk assessment – this is vehicle specific and enables you to consider
and further manage the risks involved with transporting children in your vehicle. You may refer
to this risk assessment within your outings/excursion risk assessments.
2. Excursion Benefit Risk Assessment - For those outings that are a unique, once off occurrence OR
a regular outing that occurs routinely. Routine outings such as school drop off and pick up do
not require notification to your mentor; all other once off and regular outings require
notification to your mentor and you can do this by sending an email to
[email protected] ; simply include details of your whereabouts, the names of
children in your care, the name/s of the adults attending, the ratio of adults to children and an
estimated time of return.
3. Activity Benefit Risk Assessment – this is used to identify and manage risks involved with some
activities/experiences. You may include your pets here or experiences such as fire play, tree
climbing or using tools.
4. Hazard Risk Assessment – this enables you to list any hazards that may be unique to your service,
perhaps your pool (if you do not use it with the FDC children, otherwise this would become an
activity benefit risk assessment), you might have a steep driveway, a deciduous tree that makes
the ground slippery when the leaves fall, you might include spiders and other pests as a hazard
or perhaps you live in an area that is prone to blackouts. Use this risk assessment template to
list hazards that relate specifically to your service, your residence venue risk assessment will
assist in identifying some of these.
Remember:
Please complete your risk assessments with as ample notice to your mentor as possible so that they can
review and approve. If adjustments are needed, this may impinge on your outing or activity if you have
provided to your mentor too close to the proposed date.
Please obtain signed parent permission BEFORE the outing/excursion or activity from all families and provide
to your mentor for record keeping.
In the case that you have multiple Excursion Benefit Risk Assessments, you may wish to use the regular
outing Authorisation form. One form is required per family and you are able to list your outings and obtain
bulk permission for all. See document titled ‘Regular Outing Authorisation’ on the website.
An Excursion benefit Risk Assessment will need to have an accompanying map indicating your proposed
route.
Risk Assessments need to be reviewed annually and parent signatures obtained upon review.
Don’t reinvent the wheel, if your fellow educators have a risk assessment akin to what you’re looking for
then upon seeking permission, adapt theirs to suit your requirements.
Please consult your mentor for further guidance on completing risk assessments.
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Assistant and Relief Educators There are notable differences between an assistant and a relief educator. First and foremost, both an
assistant and a relief educator are required to provide documentation to Inspired Family Day Care Service
to be able to work alongside or for you; those documentation requirements are listed below. If you would
like to explore your option of having an assistant or relief educator then please discuss with your mentor.
Please note, due to conditions on service approval, it may not be possible for you to engage a relief Educator
therefore, relief Educators will be considered on a case by case basis.
Assistant Educators Quick Facts:
With approval from your approved provider, your educator assistant can only stand in your place as the
Educator to transport children between your residence or venue, to a school, another education and care
service or children’s service, or a child’s home; and/or in emergency situations, including when you require
urgent medical care or treatment. FDC educator assistants may also assist you while you are educating and
caring for children as part of the FDC service. Parents must provide written consent for the educator
assistant to assist you in these ways. You must give these consents to your approved provider.
An assistant is required to provide IFDC with:
Name, Address, DOB WWCC/WWVP/Blue Card
Qualifications (if any) First Aid, Asthma, Anaphylaxis Training (if any)
Relief Educator Quick Facts:
IFDC can only register a relief educator if there are spaces for registered educators as per their service
approval. Relief educators pay $60 to be registered with IFDC, they receive a registration certificate that
needs to be displayed at your service. Relief educators submit attendance sheets in their name and monies
earnt from the submission of these attendance sheets goes into their bank account. As such, relief educators
need to have their own fee schedules (details can mirror yours) and they need to be signed by each family.
Relief educators CAN run the service in your absence. They require formal qualifications or evidence that
indicates they are working towards formal qualifications. Your relief will need to be listed on your public
liability insurance policy for the duration that they are filling in for you or have their own policy. Relief
educators are largely a convenience to your families for any holidays or other time off you have during your
operation. Relief educators give families peace of mind that they won’t be left without care if you cannot
work and it better enables you to align with the ‘perks’ offered by long day care facilities. Permission from
families to have a relief educator work in your absence needs to be sought.
A relief educator is required to provide IFDC with:
Name, Address, DOB Medical declaration
WWCC/WWVP/Blue Card Signed Fee Schedules
Qualifications National Criminal History Check (VIC only)
First Aid, Asthma, Anaphylaxis Training (if any) Completed Registration Form
Child Protection Training Identification
Safe food handling certificate (if handling food) *Further documentation if transporting children
Further documentation is required in both situations, including parent authorisations. Please discuss with
your mentor and refer to the relief care policy for more details. Note: Parents are not obligated to accept
a Relief Care arrangement. They may choose to find private alternative Care, in which case they are not
liable to pay FDC fees.
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Training Modules IFDC Training modules are a valuable tool, particularly for those with no prior family day care
experience. Your mentor will provide these to you if together, you feel they would be of benefit.
Your mentor will guide you through the completion of each module so that you enter your family
day care venture with confidence and continued enthusiasm.
There are 7 modules in the package and each address key aspects of operating your service; they
are as follows:
Module 1: Operations and Regulations
This module introduces Inspired Family Day Care, guide to promoting your service, assistance in
developing your service philosophy, guide to developing your service handbook and information
on how to conduct an interview.
Module 2: Budgeting and Operations
This module contains information on budgeting, fee policy and setting a new fee schedule. It
discussed child care benefit, child care rebate and documentation required for this. This module
explores record keeping in addition to challenging behaviours in the workplace.
Module 3: Workplace Health and Safety
This module provides important information and training on health and safety in a family day care
environment, further information on risk assessment and management as well as useful
information pertaining to the installation of child restraints in vehicles.
Module 4: Programming and Documenting
A self-explained module, here you will find guiding information on programming and documenting
children’s learning.
Module 5: Understanding Children’s Behaviour
A detailed and insightful module addressing child development including social and emotional
development, individual characteristics as well as the role of the environment and a look into
respect and inquiry.
Module 6: Babies and Toddlers
Another self-explained module, providing information regarding the needs of babies and toddlers
and programming tips for this age group.
Module 7: Positive Behaviour Guidance
Discusses child wellbeing, responding to inappropriate behaviours, children’s feelings and
strategies for handling challenging behaviours.
PLEASE NOTE, TRAINING MODULES ARE CURRENTLY UNDER REVIEW AND ARE BEING
TRANSFERRED TO AN INTERACTIVE E COURSE FORMAT
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Professional Development Inspired EC are renowned for their elite professional development. As an educator with Inspired
Family Day Care, you have an exclusive opportunity to access the training on offer.
Online webinar and e course training events and registration links for IFDC educators will be
announced on the IFDC educators closed Facebook group and will also be sent to your email. These
training sessions are free for all IFDC Educators. You MUST register for all online webinar or e
course training events to be able to attend or receive a recording link. We welcome ideas for
training sessions, so if something interests you, challenges you or you would just like to know
more then please let us know.
As an Inspired FDC Educator, you are entitled to a 40% discount on training provided by
international guest speakers. Any queries regarding registration for events and training should be
sent to [email protected] Or you can phone Keilla in the office on (02) 4947 8112
Attendance to the Pedagogy in Nature Conference and Unwrapping Conference is free for all IFDC
educators. Details regarding these events are advertised on the Inspired EC website and Facebook
page, so please keep a look out, this is an opportunity you don’t want to miss. Meals for these
events are fully catered for; if you register and do not attend, you will be charged a catering fee, so
please ensure you inform the office if you are unable to be there.
Inspired Family Day Care have developed a Continuing Professional Development (CPD) form for
you to keep record of formal and informal training you engage in. This will serve as a timeline and
evidence of your commitment to professional learning and continuous improvement. The CPD
document will also support your Personal Performance and Development Plan, completed
annually and reviewed bi annually in consultation with the service. Please see a copy of the
Continuing Professional Development form on page 56.
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Educator Continuing Professional Development Plan
Name: _______________________________________
Development Plan
Goals Outcomes
Category 1: Formal Learning Activities
Date Activity Participants /
Resources
Implications for Practice CPD Hours
Category 2: Informal Learning Activities
Date Activity Participants /
Resources
Implications for Practice CPD Hours
Total CPD for the year (12 month period)
CPD Category CPD Hours
Category 1: Formal Learning Activities
Category 2: Informal Learning Activities
Total
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Policy Review Policies and procedures are continually evolving; as a member of the IFDC team, you are
responsible for contributing to the review of all policies and procedures. Policies are posted on the
IFDC closed Facebook group. You are welcome to offer your input on the Facebook page, or
privately via email. Any educator not on Facebook will be sent the policy via email.
After gathering Educator input, policies will be posted to the family Facebook page for further
review. You may like to share policies under review with your families in other ways such as
posting to your own FDC Facebook page or printing and having on your sign in area for viewing.
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Notifications
A Family Day Care Educator must notify the approved provider of the following circumstances as
soon as becoming aware:
Renovations or other changes to the FDC residence or approved venue that create a serious
risk to the health, safety and wellbeing of children attending the residence or venue
Any serious incident while a child is being educated and cared for by the educator (refer
to definition of serious incident below)
Any complaint alleging that a serious incident has occurred or the National Law has been
contravened while a child was being educated and cared for
Any new person over 18 years who resides at the FDC residence and any circumstance
relevant to whether a resident who is over 18 years is fit and proper
National Law Section 174A, Regulation 176A. Regulation 164
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Serious Incidents
The definition of serious incidents that must be notified to the regulatory authority within 24 hours of
becoming aware is:
the death of a child while being educated and cared for by the service or following an incident
while being educated and cared for by the service
any incident involving a serious injury or trauma to a child while that child is being educated and
cared for, which:
▪ a reasonable person would consider required urgent medical attention from a
registered medical practitioner; or
▪ the child attended or ought reasonably to have attended a hospital e.g. broken
limb*
▪ any incident involving serious illness of a child while that child is being educated
and cared for by a service for which the child attended, or ought reasonably to have
attended, a hospital e.g. severe asthma attack, seizure or anaphylaxis*
NOTE: In some cases (for example rural and remote locations) a General
Practitioner conducts consultations from the hospital site. Only treatment related
to serious injury, illness or trauma is required to be notified, not other health
matters.
any emergency for which emergency services attended
NOTE: This means an incident, situation or event where there is an imminent or severe risk to the
health, safety or wellbeing of a person at an education and care service. It does not mean an
incident where emergency services attended as a precaution.
a child appears to be missing or cannot be accounted for at the service
a child appears to have been taken or removed from the service in a manner that contravenes the
National Regulations
a child is mistakenly locked in or locked out of the service premises or any part of the premises
- See more at: http://www.acecqa.gov.au/notifications#sthash.LZCA7HXS.dpuf
National Law (Section 174(2)(a) and Regulation 176(2)(a)
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Child Protection
Reporting requirements
Approved providers, educators and other education and care service staff may be required to report on incidents or suspected incidents involving children under other state and territory laws including child protection
legislation.
Resources on identifying and responding to children at risk
State and territory governments have created a range of resources that may assist providers and educators to identify and respond to children at risk
State/territory Resources on responding to children at risk
Australian Capital Territory
ACT Government guide to reporting child abuse and neglect in the ACT which identifies a range of indicators of sexual abuse.
New South Wales NSW mandatory reporter guide is a structured decision making tool intended to complement mandatory reporters’ professional judgement and critical thinking.
Queensland Qld online child protection guide is a decision support guide to assist professionals to report or refer families to Department of Communities, Child Safety and Disability Services.
Victoria
Vic Department of Human Services specialist practice resource – children with
problem sexual behaviours and their families and Child Protection Practice Manual
Please refer to the IFDC Child Protection Policy for specific state and territory government
reporting requirements, procedures and reporting authority contact details.
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Welcome once again to Inspired Family Day Care, we look forward
to sharing in this journey with you
- The Inspired Team