• Directors, Visiting Teachers and Educators MUST NOT be under the influence of alcohol or any other mind altering substance while responsible for children attending the service. This also includes people living in the home where children are participating in the learning programme.
  • Where the instance is a Director the Ministry of Education will be contacted immediately to deal with the situation; where the instance is a Visiting Teacher this would incur instant dismissal; where the instance was an Educator this would incur service being instantly pulled from the home. In all these circumstances it would be an ‘Incident Notification’ to the Ministry of Education; where the instance is a person living in the Educator’s  home this will become a non-compliance issue.
  • People visiting the Educator’s home while children are in care MUST NOT be under the influence of alcohol or any other mind altering substances. This includes parents of children.
  • Where the instance is a visitor to the home the person will be told to leave; where the person is a parent or person collecting the child – stall and contact another parent or emergency contact. Should this person become aggressive follow the ‘threats’ process in the ‘Emergency plan’.



  • All animals are to be shown respect and empathy, treated kindly and cared for sufficiently according to their needs.

  • Children and adults who handle animals are to practise sound hand washing procedures afterwards.

  • Children are to be supervised when interacting with animals.

  • Pets in Homebased settings need their habitats cleaned and maintained as required.

  • Outdoor areas are to regularly checked for animal droppings and these removed.

  • All animals visiting or living at the home must be able to be restrained in an area away from the children and from the entry/exit of the home.

  • When care is in a rural home children are to be supervised during any interaction with farm animals and Educator is to be aware of location of surrounding livestock etc.



Staff/Educator First Aid

  • All Educators and Visiting Teachers to have a first aid qualification gained form a NZQA accredited first aid training provider. This is to be renewed every 2 years and copies of certificates will be kept by the office.  First aid training must be completed prior to children beginning care.


Response to Infectious Diseases and General Illness

  • Immunisation register maintained by Childsplay Homebased Education Service from information supplied on enrolment with the service.
  • Refer to Appendix one: Ministry of Health Infectious Diseases to determine what action needs to be taken.
  • Refer to Appendix two: Procedure for General Illness Exclusion to determine what action needs to be taken.
  • Educators will notify parents when their child becomes unwell while in care.  The parent must arrange for the child to be picked up from care as soon as possible.  This is to ensure the health and well-being of all the children in care.
  • Educators shall not care for children while he/she has an illness, infectious or contagious disease.  Educators will notify the family and Childsplay Homebased Education Service as soon as possible of the situation
  • Educators will not provide care if a member of the family has an illness, infection or contagious disease and they are in the home at the time care happens. Educators will notify the family and Childsplay Homebased Education Service as soon as possible of the situation.
  • Families to notify Educator as soon as possible of ill health of children – particularly with infectious or contagious disease. Educators will notify the other families and Childsplay Homebased Education Service as soon as possible.
  • Children with vomiting or diarrhea must remain out of care until symptoms have ceased and continue to have aclear 48 hours without symptoms.
  • Children are to be washed when they are soiled to prevent health risks to others. Supervision of other children in care is to be considered when Educator needs to leave the room to attend to this. Consideration of the child’s privacy and respectful interactions need to be paramount.
  • Good hand washing procedures will be followed for both adults and children. Hand sanitizer can be used.
  • All broken skin, cuts and abrasions on children or Educators must be covered with a waterproof dressing.
  • Bodily fluids or blood must be cleaned up immediately.  Gloves must be worn and the area cleaned with disinfectant.
  • Ensure all hygiene and cleaning routines are completed thoroughly.


Medical Assistance and Incident Management

  • The Educator will take all practicable steps to get immediate medical assistance for a child who is seriously injured or becomes seriously ill.  Should it be required, the Educator will follow the guidance of the medical professionals until the parent is present.
  • Parents are to be notified as soon as practically possible of any event resulting in injury or illness – no matter how minor
  • Documentation & discussion of children’s ill health or any accident resulting in injury that occurs while in care will be recorded & signed for by the parent in the accident/illness register.  This is found in the daily diary.
  • Educators will contribute to the monthly report on accidents and illness while in care and also report any near-misses.  This information will be kept at the office.
  • In the event of accidents involving blood, contact is to be prevented by using gloves or other shield such as a towel.
  • If a child is prescribed antibiotics they are to stay out of care for 24 hours to ensure that they have had a full dose before returning into care. In some cases this time maybe longer if the child is clearly unwell.
  • Serious injury and serious illness will be reported to the appropriate agency.


Appendix two: General Illness Guidelines for Exclusion

In general children should be

kept away from Homebased

Education and Care

when they are ill and

causing concern or when they:

  • Have no interest in activities or play
  • Have little energy – want or need to sleep or rest for long periods
  • Cry easily, are irritable or in pain
  • Constantly want to be held and comforted, are ‘clingy’
  • Have a fever
  • Most definitely if they have diarrhea or vomiting

The aim is to protect other children, families and Educators.  Educators will have no hesitation in ringing parents to take their children home when necessary. Please respect and understand the reasons for sending them home.

Keep a child with symptoms of illness home until:

  • The symptoms disappear
  • The doctor declares the child can return to care without spreading infections to other children.

If all parents keep sick children at home – everyone’s children, including their own will be sick less often.

Children are not able to judge whether they are fit enough to be in care.



  • To support families/whānau to protect their children.
  • To provide a safe environment – free from physical, emotional, verbal, sexual abuse or neglect.
  • To alert parties to the indicators of physical, emotional, sexual abuse and neglect.
  • To give a clear procedure that is followed by all parties when abuse is suspected.



  • The interest, safety and protection of the child are paramount in all actions.
  • We recognise the rights of family/whānau to participate in the decision-making about their children.
  • We have a commitment to ensure that all staff and Educators are able to identify the signs and symptoms of potential abuse and neglect and are able to take appropriate action in response.
  • We are committed to supporting all staff and Educators to work in accordance with this policy, to work with partner agencies and organisations to ensure child protection policies are consistent and high quality.
  • We will always comply with relevant legislative responsibilities.
  • We are committed to sharing information in a timely manner and to discuss any concerns about an individual child with the Visiting Teacher or Director.
  • We are committed to promoting a culture where staff and Educators feel confident that they can constructively challenge poor practice or raise issues of concern without fear of reprisal.

Definitions: Child abuse: Includes physical, emotional, verbal and sexual abuse as well as neglect which is the direct consequence of a deliberate act or omission by an adult and which has the potential or effect of serious harm to the child.



Preventive Education

  • No child is to leave the care of the Educator with an unauthorized person, as per the enrolment form or without notification by the family. Should this happen the Educator is to contact the parent immediately for confirmation.
  • All parties will have knowledge in how to recognise and respond to child abuse. (See appendix one)
  • Resources are available from your Visiting Teacher or refer to information attached to the Policy.
  • Ring the Oranga Tamariki call centre on 0508 Family (0508 326 459)



Responding to suspected abuse

Follow the flowchart in appendix two:

When parents or other people are suspected:

  • Keep good records (Confidentiality books can be sourced from Visiting Teachers)
    • Date/Time noticed
    • Bruises, scratches or other injuries not conducive with normal bumps and grazes are to be recorded.
    • If possible, discuss with the parent any concerns you may have so they have the opportunity to explain how this may have happened. Record the response also. Keep any texts or messages from parents regarding your concerns.
    • Observation of any significant changes in child’s emotions or behaviour, frequent bedwetting, unusual tiredness, frequent tantrums or other behaviour out of character for the child to be recorded.
    • Record any information told by the child
    • Photos may also be useful.
    • Confidentiality of the records must be maintained at all times.

Should a child disclose abuse to you:

Always believe the child. Remember your first reaction can seriously affect the child.

  • Don’t blame, be judgmental, or interrogate.
  • Use open-ended questions
  • Show that you’re pleased the child has spoken about the abuse.
  • Reassure the child that the abuse is not their fault.
  • If the child wished to keep the information a secret, explain that this may not be possible to do.
  • Let the child tell as much or as little as they want. Embarrassing or unpleasant details are not to be sought.
  • Record all children’s responses

If there is clear evidence or reasonable cause to believe an instance of child abuse has taken place:

  • Childsplay Homebased Education Service will support the Educator in making a notification to Oranga Tamariki. Childsplay Homebased Education Service will act only in a support role and cannot act on second hand information.
  • Oranga Tamariki Social Workers are not to be invited into the Educator’s home while other children are in care.


When a staff member/ Educator is suspected.

These concerns may come directly via a parent or a Visiting Teacher/Educator and need to be directed to the Directors immediately.  This will be investigated by the Directors following the process set out in the Disciplinary Policy or Non-compliance Policy.  The Directors will also seek legal advice if necessary and invite the staff member/Educator to do the same.




Where abuse is suspected or confirmed, every effort is made to protect the child.  Childsplay has a statutory obligation to act.

  • Responding to a child in immediate danger – referral to the Police and Oranga Tamariki.
  • Responding to a child when the child discloses abuse or when there are concerns about abuse or neglect – a phone call to the Oranga Tamariki Contact Centre to discuss appropriate next steps. The individual Educator can do this at any point.
  • Responding to more general concerns about the wellbeing of a child (where referral to the statutory agencies (Oranga Tamariki or the Police) is not appropriate) – referral to a family/whānau support agency in the community, such Strengthening Families or Whānau Ora is more appropriate. This will be done with the support of Childsplay Homebased Education Service.

All observations, after an investigation has been notified, shall be kept in writing but the file will be sealed for confidential reasons.

Any person reporting suspected child abuse is protected from any criminal, civil or disciplinary action by section 16 “Children, Young Persons and their Families Act 1989”



Childsplay 2015 LTD is the selection organisation.  They are responsible for the appointment of Educators.  They will follow the underlined format:

  • A personal interview is organised with the potential Educator. Applicants are recruited through independent means.
  • Applicant’s work history is thoroughly checked prior to enrolment to the service.
  • Seek information from other agencies – Education Council
  • Police Vetting is completed before care and education of children begins. To comply with legislation set under the Education Act 1989 and The Education( Early Childhood Service) Regulations 2008.
  • Verify ID (must sight two forms of ID plus proof of name change)
  • Contact referees
  • Complete the risk assessment statement on the Induction form
  • New Educators will complete an induction programme that includes information about signs of abuse and reporting of abuse.



  • Parents are encouraged to communicate with the Educator/Visiting Teacher/Directors regarding their child’s growth and development.
  • Our Complaints Policy is made available to parents/guardians/whanau and Educators at enrolment and is available on our website.
  • Our Child Protection Policy is made available to parents, guardians and Educators.
  • Reading material is available on request for parents on child abuse and support is offered in connecting parents to community services.


Refer to:

Vulnerable Child Act 2014, Education (Early Childhood Services) Regulations 2008, Children, Young Persons and their Families Act, Disciplinary Policy, Code of Ethical Conduct, Staff Appointment Policy, Non-compliance Policy

To be reviewed: at least every three years


 Appendix One: Signs of abuse and neglect

Information used from Child, Youth and Family.  For other information have a look at

The physical and behavioural signs, symptoms and history listed below, may indicate abuse or neglect.  However they are not specific to abuse or neglect.  In certain situations, context and combinations they may indicate other conditions.  All signs must be examined in the total context of the child’s situation.

The Child

  • Consider physical, emotional, sexual abuse and neglect
  • Recognise Disclosure and a sign of abuse

Record Parent, Caregiver or Family Signs:

  • Exposure to family violence,
  • unrealistic expectations,
  • terrorising,
  • corrupting,
  • isolating,
  • humiliating,
  • dependency,
  • closure,
  • flight

Identify Developmental Signs:

  • Global developmental delay
  • Specific delays: motor, attachment, speech and language, social, cognitive, vision and hearing
  • Unusual developmental patterns

Child/Family Vulnerabilities:

  • Addictions
  • Mental health
  • CFY history
  • Age of parents or child
  • Attachment
  • Disability

Observe Behavioural Signs:

  • Aggression,
  • withdrawal,
  • anxiety,
  • fear and regression,
  • overly responsible,
  • obsessions,
  • substance abuse,
  • suicidal thoughts/plans

Recognise Physical Signs:

  • Bruises and welts,
  • cuts and abrasions,
  • scalds and burns,
  • fractures,
  • head injuries,
  • abdominal/stomach pain,
  • emotional abuse,
  • genital injuries,
  • sexually transmitted diseases,
  • failure to thrive,
  • dehydration,
  • inadequate hygiene and clothing,
  • poisoning


Appendix two: Reporting Abuse Flowchart

You see a child being abuse OR you observe signs of abuse in a child OR a child reports being abused.


  • Ensure the child is safe from immediate harm.
  • Call the police if the child is in immediate danger
  • Attend to any physical or emotional distress in the child
  • Listen to the child

Are you an Educator?

Immediately Inform your Visiting Teacher or the Director and you can ring Oranga Tamaiki at any stage.

If the suspected abuser is your Visiting Teacher or Director, inform one of other Visiting Teachers or Director OR Oranga Tamariki on 0508 326 459 OR ring the police

Prepare Written Record

  • Date, time and place of observation/disclosure of abuse
  • Names of anyone present
  • What the child has said—exactly
  • Any physical or behavioural signs of abuse

Your Visiting Teacher will give you a book to record this information in.

Gather Information

Your Childsplay Homebased Education Service Visiting Teacher, in consultation with you, will write up a formal report which will include the actions to be taken next.
Report Abuse Oranga Tamariki 0508 326 453.  If its an emergency call the police.

Childsplay Homebased Education Service generally will not make the call to Oranga Tamariki but will be there as support. This is due to the second hand nature of the information and the types of questions that will be asked as part of the reporting process.

You will be asked whether you want to give your name or make an anonymous notification. That is up to you to decide.

Other information asked about:

  • Childs full name and any nicknames
  • Date of birth
  • Ethnicity
  • Name of the parents, caregivers and current living situation
  • Current legal custodians
  • Reasons why it is believed that the child has been abuse
  • Other background information
  • Any concerns for your physical safety in making the notification

ASK WHAT HAPPENS NEXT—get a timeframe

Alleged abuse by a person outside of the service:

  •  If you are concerned about the child going home tell the Oranga Tamariki or the police.
  • While the child is in your care ensure the child is kept safe and secure.
  • Follow the instructions of Oranga Tamariki or the police.

Alleged abuse by a person inside of the service

  • Maintain close liaison with Oranga Tamariki / the police.
  • Follow the process set out in the Disciplinary Policy/Non-Compliance Policy.
  • Recommend the suspected abuser seeks legal advice
  • Ensure records are kept of any comments or event relating to the complaint(s) and/or allegations and follow-up action is taken and documented.
  • Get employment/legal advice where needed.



If there is disruption to Childsplay Homebased Education Service, negative impacts on other children and/or staff/Educators, or media interest contact: Traumatic Incident Helpline for support on 0800 848 326

In the case of an emergency there things that need to be considered:

  • Designated assembly area for evacuation purposes outside the home need to ensure children are kept safe from further risk. Parents need to know where your assembly areas are.
  • If you have to evacuate the premises then you will let families know via cellphone. In the case of Civil Defence emergency and there is no cell phone reception then you will leave a note on the door or letterbox to inform them where you will be.
  • Access to a phone whether landline or cellphone. In the case of a cellphone this must have credit on it at all times to ensure you are able to ring out.
  • Access to not only the parent’s contact details but also the child’s emergency contacts.
  • Supplies and resources sufficient for the age and number of children and adults in the home should you have to evacuate. See Appendix one for Emergency Supply Kit details
  • Any heavy furniture, appliances, fixtures and equipment that could fall needs to be secured. These include, but not limited to:
    • Bookcases
    • Wardrobes
    • Televisions
    • Stereos or sound systems
    • Items on shelves: ornaments, books, boxes etc
    • Items on the walls: photos, paintings etc
  • Regular practice with ALL children that come into care will support the process if an emergency ever happens. All practice needs to be documented.  This information will be recorded in the Educator Manual.
  • Older Oscar children must not carry non-walking children during a drill, nor should they be responsible for the evacuation of ECE children.
  • A review of the emergency procedure in each home will be done yearly or as required and recorded in the Educator Manual

Procedure Guide:


  • On hearing the alarm all occupants should evacuate the building in a calm and orderly manner, by the shortest and safest escape route. Educators to assist any children that need help
  • Educator to ensure that all the children have evacuated the building and if possible will turn off appliances and close doors and windows as they leave.
  • All to go to the designated assembly point that will be known.
  • Call 111 as soon as possible.
  • Check that everyone is safe and reassure the children.
  • Do not return to the building until the “all clear” is given by the Fire Service.
  • The continuing operation of the service will be determined by the nature of the fire and the state of the building, resources and the well-being of the Educator and children.



  • If indoors:
    • Stay indoors until the shaking stops.
    • Drop, take cover under a desk or table and hold onto the legs until the shaking stops. If there is no desk or table near the children should drop to their knees, putting their hands on their heads while their faces are buried in their arms (see Turtle Safe for more information).  Stay in this position until the shaking stops.
    • If possible gather the children all together in the hallway of the home as it has no windows, is structurally safe and will provide more than one escape route.
  • If outdoors:
    • Keep away from buildings and power lines.
    • Children will assume the “turtle position” – drop to their knees, putting their hands on their heads while their faces are buried in their arms. Stay in this position until the shaking stops.
  • When the shaking stops:
    • Ensure your own personal safety.
    • Check the children and reassure them.
    • Administer first aid and if required call 111 for further medical assistance.
    • Do a health and safety check of the premises. Keep the children away from dangerous areas.
    • Only evacuate if required.
    • Listen to the radio and follow the instructions of the Civil Defence.
    • If possible, the Educator will turn off appliances and power/gas at the mains.
  • The continuing operation of the service will be determined by the nature of the earthquake, the safety of the buildings and the well-being the of Educator and children.



Flooding in the South Canterbury area may be cause by heavy rain causing overflowing creeks, rivers and city infrastructure.  It could also be as a result of wear and tear on pipes, vandalism or the result of earthquakes

  • Check the source of the flooding – ensure that no occupant in the home is in danger
  • Depending on the source of the flood evacuate if required.
  • Listen to the radio and follow the instructions of the Civil Defence


In the event of a Tsunami:

  • Listen to the radio for advice and information.
  • Depending on how close to the coast you are; you will need to follow the advice of Civil Defence in determining where you need to evacuate too.
  • If there is sufficient time to evacuate take your Emergency Supply Kit and any other important documentation


Unauthorised/Under the Influence of Mind-Altering Substances/Mentally Unwell Person

This is where a person enters an Educators premises and either:

  1. Doesn’t have permission to be there (Court Order), or
  2. The Educator hasn’t been informed that someone else is picking up, or
  3. Their behaviour is such that, as per regulations and policy, Childsplay Homebased Education Service would not give permission for them to be there.


  • Assess the nature of the person: benign or aggressive?
  • Ensure the safety of the children and stay calm
  • Greet the person and ask why they are there:
    • If the reason appears legitimate, inform them that you need to check in with the parent first before letting the child go – especially if you haven’t been informed earlier.
    • If the reason is not legitimate, explain that they have to leave.
  • If the person refuses to leave:
    • Ring the police
    • Notify the parent and Visiting Teacher/Director if possible and as soon as possible
    • If it is safe, stay with the person until the police arrive – stall
    • If the person becomes aggressive you need to walk away. Move to a lockable room with the children if you can do so safely
  • The continuing operation of the service will be determined by the nature of events and the well-being of the Educator and children
  • With the support of your Visiting Teacher a report documenting events will be written.
  • Childsplay Homebased Education Service will seek the support of the Traumatic Incident Helpline 0800 848 326



Children will experience an environment where healthy eating is promoted, encouraged and supported.



To ensure that children are supported and encouraged to value and understand the importance of eating healthy food to promote their healthy growth and nutrition.



  • Food is to be prepared, served, stored and cleaned hygienically.
  • Lunches should contain something from each food group:
    1. Breads and cereals: bread, buns/rolls, pita bread, wrap, rice, pasta, crackers
    2. Fruit and vegetables: chopped vege sticks, fruit – fresh, dried, canned
    3. Milk and milk products: yoghurt, cheese, milk
    4. Meat and meat alternatives: chicken, eggs, beans
  • Food is served at appropriate times to meet the nutritional needs of each child. Where food is prepared by the Educator, it is of sufficient variety, quantity, and quality to meet their needs.
  • Where food is prepared by the parent, it is of sufficient variety, quantity, and quality to meet their needs.
  • All food must be recorded in the diary that is not provided by the parent. (eg baking, playgroup morning teas).
  • Children will wash their hands before and after eating. Faces will be cleaned respectfully after eating.
  • Children are encouraged to eat sitting down either on a mat or at a table whether inside or outside.
  • Children are encouraged to eat their ‘everyday food’ before they eat their ‘sometimes food’ such as biscuits and muesli bars etc.
  • Water only to drink and it will be available for children at all times.
  • Educators will supervise all eating times.
  • If Educators are eating with the children they will consume food that promotes healthy eating choices.
  • Information for parents on healthy eating, children’s nutritional requirements and oral health is available
  • Educators will keep in close contact with parents regarding children’s eating requirements and habits.
  • Babies less than 6 months old must be held while being fed. The family MUST provide the milk whether it breastmilk or formula, bottles etc. Hygienic practices to be followed with preparation i.e. sterilization of bottles, handwashing, timing of preparation, following instructions of formula preparation.
  • Children must not have any access to any fluid while in bed or their sleeping or resting-place.
  • Never take hot drinks near children or leave unattended.


Refer to:  Licensing Criteria for Homebased Education & Care Services 2008 & Early Childhood Education Curriculum Framework, Environment Health and Safety check, Hygiene and Safety Procedure


Childsplay Homebased Education Service is committed to providing and maintaining a safe and healthy workplace for all staff, Educators, children and their families, and to providing the information, training and supervision needed to achieve this.



Childsplay Homebased Education Service will take responsibility for health and safety procedures.  Staff and Educators need to be aware of their responsibilities and comply with all Childsplay Homebased Education Service policies and procedures which are in line with the ECE regulations; set out in the Licensing Criteria for Homebased Education and Care 2008.



All staff and Educators are encouraged to play a vital and responsible role in maintaining a safe and healthy workplace through:

  • Ensuring complete understanding of all the Health and Safety policies and procedures
  • Being involved in the workplace health and safety audit annually.
  • Completing the daily health and safe check of their homes before children come into care, these include, but are not limited to:
    • Cleaning agents, medicines, poisons and other hazardous materials to be inaccessible to children.
    • Electrical sockets to be covered and appliances to be stores safely.
    • Hazards present in laundry, kitchen and bathroom.
    • Vandalism, dangerous objects, foreign materials.
    • The condition and placement of learning, play and other equipment.
    • Windows and other areas of glass
    • Poisonous plants
    • Bodies of water, and any water children come into contact with, e.g. handwashing, needs Educator to check first and supervise. (tank temp to be set at 600C)
    • Points of entry and exit – safe accessibility
  • Remedying anything that needs attention or writing hazards on the hazard form.
  • Ensuring all accidents and incidents are written in the diary and reported to parents and/or the Visiting Teachers. This is to include injuries or accidents to Educators.
  • Educators will contribute to the Monthly Accident/Near-Miss report.
  • Helping new Educators to the workplace understand the right safety procedures and why they exist through the induction process.
  • Telling your Visiting Teacher immediately of any health and safety concerns. Adding these to the hazard register in the Educator Manual.
  • Educators review every three months the hazard register in their manual
  • An Educator at all times must be aware of where the children are. Particular attention must be paid to children participating in risky ventures – Active Supervision
  • Keeping the work place tidy to minimise the risk of any trips and falls.
  • All homes to have working smoke alarms in at least the sleeping area and play area.
  • All homes to ensure furniture, fittings, equipment and materials for the use of children are kept safe, hygienic and maintained in a good condition.

Refer to:

  • Health and Safety at Work Act 2015
  • Licensing Criteria for Homebased Education and Care 2008

Headlice Procedure:

  • Children should be kept out of care, and parents will be rung if there are any live bugs on the child’s head. They will need to be treated and all live bugs removed before going back into care. The Public Health Nurses recommend two methods:
  1. Wet combing
  2. Chemical treatment

For more information on these methods please see your Educator for the information from the Public Health Nurses.


  • Live eggs are those found within 1cm of the scalp. Anything over this measurement are probably dead eggs. Children with just eggs, that have been treated (preferably with a treatment that kills both bugs and eggs), are welcome to be in care but please inform your Educator of this. Tying up long hair or wearing a hat at all times is required, until all eggs have been removed.
  • It is the responsibility of the family/whanau to check weekly or more often if needed for headlice and to treat when necessary.
  • Headlice are spread through DIRECT HEAD TO HEAD CONTACT; sharing hats and combs is not advisable.
  • Educators are responsible for ensuring that the other children’s families are informed of an outbreak of headlice.
  • Please talk with your Educator if you need support with the looking for, or treatment of headlice.


To ensure that adequate laundering practises do not pose a health risk to children.


  • Bedding is to washed weekly either by the Educator or parent.
  • Bibs are to be washed daily and separate from bedding etc in accordance with Tikanga.
  • Dress ups to be washed weekly or as needed.
  • Other items such as towels or cloths are to be washed as needed or on a daily basis.
  • Kitchen and bathroom linen to be washed separately from bed linen; and separate from the household wash.
  • It is recommended by Regional Public Health Services that all washing is done in hot water with adequate detergent.
  • Soiled items are to be soaked in a recommended solution such as Frend Oxy Action for the recommended time frame. This includes, and is not limited to, vomit; diarrhoea; blood; urine.
  • All washing is done in hot water with an adequate amount of laundry detergent.

Refer to: Education (Early Childhood Services) Regulations 2008;Licensing Criteria for Homebased Education and Care Services 2008 (HS2)


To ensure that children receive medication safety when needed while in care in our service.


To set in place guidelines for Educators, parents and families when administrating medication to children, that this be authorized and documented in accordance to the regulations.



  • Childsplay provides a source of documentation to record all medication administered on the ‘Medication Register’ provided in the Educator’s diary. This must include date, time, child’s name, medication and amount administered, and be signed by the Educator at time of administration and the parent.
  • Educator’s must have written parent authority to administer medication, except under medical advice in an emergency.
  • Training will be undertaken for the administration of all medicines and recorded in the Educator manual. This will be done yearly at the Forum night closest to winter.
  • All medication is to be stored safety and appropriately. It will be disposed of or sent home with the parent when no longer required or if past it’s use by date.
  • Expiry dates of medications to be taken note of to ensure that they are not being administered past their use by date.
  • Prescription medication can only be given to the child whose name is visible on the label of the medication.
  • For children who have a pre-diagnosed condition such as asthma, epilepsy, allergic reaction, diabetes, eczema etc; parents must sign a health plan on the child enrolment form and complete a Regular Medication Form. This form must be reviewed regularly, at least once a month, depending on the type of medication. Parents will discuss their child’s health plan with their Educator. This form may be done by the Educator if the child develops a condition requiring Category 3 medication and a copy sent to the office
  • Training of ongoing medication will be given by the parent or health professional prior to care starting or once a diagnosis has been made. This training will be recorded on the health plan.
  • Medications to be kept separate from first aid supplies.


Category (i) medicines

Definition – a non-prescription preparation (such as arnica cream, antiseptic liquid, insect bite treatment spray etc) that is:

  • not ingested;
  • used for the ‘first aid’ treatment of minor injuries; and
  • provided by the service and kept in the first aid cabinet.

Authority required – a written authority from a parent given at enrolment to the use of specific preparations on their child for the period that they are enrolled. The service must provide (at enrolment, or whenever there is a change) specific information to parents about the Category (i) preparations that will be used.

Category (ii) medicines

Definition – a prescription (such as antibiotics, eye/ear drops etc) or non-prescription (such as paracetamol liquid, cough syrup etc) medicine that is:

  • used for a specific period of time to treat a specific condition or symptom; and
  • provided by a parent for the use of that child only or, in relation to Rongoa Māori (Māori plant medicines), that is prepared by other adults at the service.

Authority required – a written authority from a parent given at the beginning of each day the medicine is administered, detailing what (name of medicine), how (method and dose), and when (time or specific symptoms/circumstances) medicine is to be given.


Category (iii) medicines

Definition – a prescription (such as asthma inhalers, epilepsy medication etc) or non-prescription (such as antihistamine syrup, lanolin cream etc) medicine that is:

  • used for the ongoing treatment of a pre-diagnosed condition (such as asthma, epilepsy, allergic reaction, diabetes, eczema etc); and
  • provided by a parent for the use of that child only.

Authority required – a written authority from a parent given at enrolment as part of an individual health plan, or whenever there is a change, detailing what (name of medicine), how (method and dose), and when (time or specific symptoms/circumstances) the medicine should be given.

Refer to:

Education (Early Childhood Services) Regulations 2008 and Criteria for Homebased Education and Care 2008.

Administration of Medicine Forms.

Child enrolment form

Make sure that you have all that you may need within arms reach, particularly if you are nappy changing up high, i.e. on a changing table.

  1. That all children are to be treated with dignity and respect during this routine. Remember to verbally let the child know what you are going to do.
  2. Change children in an area of the home that ensures health and hygiene is considerate of meal areas.
  3. Children’s nappies will be checked regularly and nappies will be changed on a needs basis, ie as soon as possible when soiled
  4. Wash your hands with soap or put on disposable gloves. Gloves must be worn if you have broken skin on your hands.
  5. Whether changing on the floor or using a changing table, lay the child on an appropriate non-porous mat that can be wiped down. If using a towel there must still be a non-porous mat under the towel.  The towels need to be stored separately – must not be stacked on top of each other.
  6. Remove the wet and/or soiled nappy and place in a plastic bag or directly into the nappy bin.
  7. Any creams applied need to be authorized
  8. If soiled, in particular, clean the child’s bottom with a wipe or flannel.
  9. Throw the wipe in the plastic bag with the nappy or directly into the nappy bin, the flannel into the soaking bucket.
  10. Put clean nappy on child
  11. Assist the child to wash their hands before re-joining the play
  12. Clean up the area, wiping down changing mats (if applicable) with diluted bleach and finish by washing your own hands.
  13. Educators are responsible for changing their own children’s nappies that are in their care
  14. In the event of any spillage of bodily fluids the areas concerned will be disinfected immediately. (1 part bleach to 9 parts water solution)
  15. If you need to leave the area to change a nappy, please ensure the other care children know where you are and that they are left in a safe environment. If out and about ensure you have communicated with your care children and other adults that you are leaving the area.


To provide guidelines, concerning smoking when working with children,

in accordance with Early Childhood Education Regulations 2008.


To ensure families and Educators are made aware of the rules concerning smoking around children with respect to the home-based care regulations.


  • There is to be no smoking on the premises of an Educator’s home while children are in care.
  • Educators must not smoke whist on outings with children.
  • If there is a smoker in the household, or any visitors to the home, they must not smoke while children are in care. This includes the outside area.
  • If there is a smoker in the house, this will be recorded on the regular hazard form to ensure that smoke butts are cleaned away, lighters out of children’s reach and there is no access to cigarettes or tobacco before children come into care.
  • Failure to inforce this will become a non-compliance issue.
  • Childsplay Homebased Education Service will promote smoke free outings in public domains, this maybe out of our control.
  • If families have any complaints, please ring the office on 0800 427 027 or refer to the Childsplay Complaints procedure.


Refer to: Smoke Free Environment Act 1990 (section 7); Childsplay Complaints Procedure; Non-Compliance Policy.


To ensure that Educators, Visiting Teachers and Parents know the procedure for notification to the Ministry of Education in the case of a serious incident.


  • A serious illness or incident involving a child while in care at Childsplay that is required to be notified to a specified agency such as NZ Police; Ministry of Health; CYFs; WorkSafe NZ, must be reported to the Ministry of Education.
  •  After the incident has been managed (first aid, parent notification, ‘specified agency’ notified), Childsplay must call the Ministry area office advisor to advise of the incident.
  • Childsplay will then send the Ministry a report of the notification and copies of any other paperwork that supports the incident, such as;
  • communications between parents/Educators/Visiting Teachers/ health professionals/ NZ Police etc;
  • incident/illness reports;
  • any other relevant information
  • The Ministry of Education will then follow up with Childsplay to ensure that any recommended actions are put in place.
  • Childsplay will check systems in place such as policies and procedures, Educator education etc are adequate to reduce further occurrences of the incident.

Refer to: Environmental Health and Safety Audit;.



To ensure that children have age appropriate information about their bodies and feelings; and that parents and Educators support each other when guiding children.



To set in place some guidelines when dealing with questions from children, and situations involving children’s feelings and bodies.



  • Educators will use correct names for body parts including penis and vulva/vagina.
  • Educators will discuss with parents how they will answer common childhood queries such as:
  • How do babies get into tummy’s & how do they come out?
  • Why does that boy/girl have a penis/vulva/vagina?
  • Questions around family dynamics.
  • Children will not be made to feel bad about their bodies at any time but especially when they are in a vulnerable situation such as toileting or touching themselves. Children will be respected and calmly told that that is for private time at home.
  • Children’s feelings will be acknowledged and validated.
  • See appendix one for guidance around responding to tricky questions or confronting situations.


Refer to: Child Protection Policy; Developing Social Competency Policy; Communication Policy; Safety Procedures; Health & Safety check.


Appendix One:  How to Respond to the Tricky Question or Confronting Situation

Different situation may bring about different responses in us – embarrassment, anger, surprise etc.  The way we respond to what we hear or see can have a huge impact on the child.  It will impact on their view of themselves whether positive or negative.

REMEMBER THE ‘MUSIC’: the tone of voice you use shows the difference between negative messages and positive messages.

  1.  NAME IT: name the behavior to the child as you see or hear it.
  2. CLARIFY: find out the meaning from the child.  Ask about the what the game is about or what they know about the question they have asked first.  Remember to look at it from the child’s perspective.  There is a huge difference between the child’s sexual exploration or curiosity and adult sexual desire.
  3. MESSAGE: decide what messages you want to give
  4. RESPOND: give the message by responding simply
  5. CHECK: encourage the child to give you feedback

Remember to inform the parent of any discussions you have had with the child/ren


Example:  You find 3-year-old Jared and 4-year-old Katie in the sandpit with their clothes off.  Katie is looking intently at Jared’s penis.

  • Name the behavior: “I see you are looking at Jared’s penis, Katie”
  • Clarify: “Why have you taken your clothes of?”

 They tell you that they didn’t want to get their clothes dirty and that they have noticed differences in each other.

  • Message to give: it’s ok to be curious about bodies
  • Response to the children: “yes your bodies do have some differences. We can find out more in some of the books I have inside.”
  • Check: “would you like to do that?”


To ensure the transition of care between home and the home-based environment and then school is a smooth and effective process with minimal disruption to the child/children and family.



To provide the child and family with support when going through these transition phases.




  1. Educators and families are encouraged to provide opportunities for the child/children to get to know the Educator prior to their start date. We encourage parents to do 2 or 3 transition visits before the child starts in care (any visit longer that 1 hour will incur normal care fees)


  1. Effective daily communication between the family and Educator will ensure:
    • The child/children’s daily needs are met.
    • The Educator’s ability to maintain routines.
    • The Educator will be made aware of the child/children’s likes, dislikes, medical needs and anything else that relates to the child’s well-being


Strategies that might be helpful.

  • Regular phone contact during the settling phase will provide peace of mind for all parties.
  • Saying “good-bye” to your children needs to be part of the drop off routine.  It is also helpful if you don’t stay for too long at drop off.
  • Use the first ½ hour with the child/children in your care to plan your day.
  • Acknowledge the child’s feelings and allow them the time to process them.
  • Putting the child in the push chair and going for a walk.
  • Plan an activity or have toys available that they enjoy. Toys that have music or toys that have a cause and effect action can be useful.
  • Ring your Visiting Teacher for support.
  • Remember it can take time – be prepared as much as you can be for the day so you can give your time to the child.  Encourage other children to help with the settling process too.  A great opportunity for learning about empathy.


Transition of children to another service or to school:


  • To raise family/whanau awareness of their right to obtain Education Review Office (ERO) reports pertaining to their school of choice or those under consideration.

Education Review Office (ERO) website:

  • Families/whanau and Educators will encourage the child to develop a “readiness” for school by facilitating developmental experiences such as:
  • Self-help skills
  • Independence
  • Responsibility for own belongings
  • Following instructions
  • Fine and gross motor skills
  • Real life literacy and numeracy skills that will support the formal learning at school
  • Families/whanau will arrange for school visits. Educators will support families where necessary.
  • Families/whanau and Educators will endeavour to provide opportunities that will enhance positive attitudes towards school.
    • Discussing travel arrangements and changes in routines.
    • Providing opportunities in which the child can become involved when purchasing school necessities such as clothing/uniforms, stationery, lunch box and bag.
    • Reading stories.
    • Role play/practicing
    • Visiting when collecting Educators own children from school
    • Above all acknowledging that the child’s fears and concerns are real and ensuring that they have opportunities to discuss and work through these.
  • For positive transitional periods it is essential that effective communication between families/whanau, Educators and the individual child be maintained.
  • For families/whanau and Educators to foster the child’s knowledge and awareness of themselves as learners and that learning is a life-long journey



Refer to:

Education (Early Childhood Services) Regulations 2008 and Licensing Criteria for Homebased Education and care Services 2008 (HS14 & 15)

Travel and Excursion Policy





Children will experience an environment where they are kept safe from harm while at rest and sleeping.



To ensure a system is in place, for monitoring resting and sleeping children, which ensure their comfort, safety and well-being and hygienic practices are used.



  • Furniture or items intended for sleeping on (cots, beds, stretchers, mattresses) are arranged and spaced so when in use:
  • Educators have clear access to at least one side.
  • The area allows for sufficient air movement.
  • Children able to sit or stand can do so safely as they wake.
  • Appropriate equipment must be available for children needing to sleep during their time in care, i.e. cot, bed, stretches or mattress. These must be of a size appropriate for the children’s height, and of a design that ensures their safety. Often children ‘sleep in transit’ in a pram, buggy, car seat, this is not the best place for a child to sleep. While at the Educators home children must not sleep in cars seats, prams or anything that can restrain their movement.
  • Bedding equipment must be stored in an appropriate hygienic place which is dry and not a hazard to children.
  • All bedding equipment is to be washed or wiped down before storage or before it is returned to Childsplay Homebased Education Services.
  • Children must not have access to fluid or food while in bed (or any other resting or sleeping place).
  • Bed linen must be laundered when soiled or wet (warm or hot water), and at least once a week.
  • Educators must have a set of sheets and blankets for each child that requires them. Bed linen used by one child must be laundered before being used by another.
  • Children will be monitored while sleeping for warmth, breathing and general well being and checked at least every 10-15 minutes (during day time sleep) or more frequently according to individual needs (e.g. in prams/car seats, if unwell). Physical checks must still be carried out even with the presence of a baby monitor.
  • Sleep times are to be recorded in the daily diary/communication book along with the regular checks and signature.
  • Ensure that all children will be supervised while sleeping in home based care; therefore, doors will be left open in the room of a sleeping child.
  • Separate rooms for sleeping children to be considered if possible.
  • Visiting Teachers will check records at each visit.

Refer to: Education (Early Childhood Services) Regulations 2008 and Licensing Criteria for Homebased Education and Care 2008. Laundering Policy.



Children, staff and Educators and their families will experience an environment where they are aware of excessive exposure to ultraviolet radiation (UVR) from the sun.

Between April and August, the UVI is 3 or under in most parts of NZ especially in the south, so it is recommended that children do NOT wear hats, sunscreen, or play in the shade during these months. During the winter months, encourage children to actively enjoy the sun.


To ensure that everyone involved with Childsplay Homebased Education Service are protected from the damaging levels of UVR from the sun.



  • There will be natural shelters (trees) and other shade areas providing enough coverage for all children playing outside. (big umbrellas or gazebos can be used)
  • Children will use available shade areas outside. Those children who do not have appropriate hats or clothing will play in shade areas or inside.
  • Children will wear appropriate clothing when outside which includes hats that need to protect their face, neck, and ears. (A bucket hat is ideal)
  • Educators are to ensure that all children wear sunscreen 15 minutes before going outside and re applied every 2 hours. Application to be recorded on the daily page of the diary. Rubber gloves can be used to apply. (SPF 30+ broad spectrum sunscreen).
  • Educators will discuss with each parent about their child’s sunscreen requirements and who will provide this.
  • If parents are to provide this for their child, that there is a tube in their bag during the summer months.
  • All children will have a hat in their bag during the summer months.
  • If parents want their child to wear their own sun glasses, they must be fitted and cover much of their eye area.
  • Educators, staff and families will be good role models when outside, wearing appropriate clothing and hats, wearing SPF 30+ sunscreen and seek shade where ever possible.
  • When providing outside activities remember to schedule them to minimize time in the high UV danger period which is between 10am-5pm

Refer to Education Early Childhood Services) Regulations 2008 (Regulation 45) and Licensing Criteria for Homebased Education and care 2008; PF1.

Cancer Society:; Planning Sun Smart Outdoor Events



Every Educator must ensure that they actively supervise children, at all times, while they attend the service.


  • Educators will set up the environment so that they can see the children:
    • Furniture at waist height or shorter
    • Small areas will be clear of clutter
    • Larger areas are set up so children have clear play space
  • Educators will avoid carrying out activities that will draw their attention away from supervision.
  • Educators are aware of children’s abilities to safely use outdoor equipment such as: swing sets, slides, climbing fames, trampolines etc.  Educators will teach the appropriate and safe ways of using this equipment.
  • Any use of electronic devices will be supervised (also refer to the 21st Century Learner Policy)
  • Any activity where water is involved requires constant visual contact and the Educator to be in close proximity to the children at all times.  If the Educator needs to move away they will take the children or take the necessary safety precautions to ensure the water is not available.
  • Educators will make sure there are always clear paths to where children are playing, sleeping and eating so they can react quickly if needed.
  • Active supervision of children can be achieved in a number of ways including:
    • Direct and constant monitoring by the Educator in close proximity to the children when supervising an activity with some element of risk, for example cooking experiences and any activity that is near water.
    • Careful positioning of the Educator to ensure they are observing the children and are close enough to intervene promptly to prevent injury.
    • Scanning or regularly looking around to observe all children and to be aware when one moves out of view.
    • Listening closely to children near and far to supervise areas not in the Educator’s direct line of sight. This is particularly useful when listening out for sleeping children or older children using the bathroom.
    • Observing children’s play and anticipating what may happen next will allow Educators to assist children as difficulties arise and to intervene where there is potential danger.
    • Balancing activities to ensure risk is minimised.
  • Oscar children are not to be responsible for the supervision of ECE children.

Also refer to: Health and Safety policy, 21st Century Learner policy, daily health and safety check, Premises and Facilities policy, Sleeping policy, Food and Nutrition policy, Nappy Changing procedure


Children and their families will experience an environment where connecting links with the family and the wider world are affirmed.



To provide children with opportunities to visit places of interest in the local and wider community.


  • Permission for the child to travel by car with the Educator will be given by the parent on the Child Enrolment Form.
  • Permission for the child to be taken on regular/special excursions by the Educator will be given by the parent on the Child Enrolment Form.
  • Regular Excursion (local places that Educators and children visit on a regular basis): All Educators will do a risk management plan that will include a meaningful hazard assessment and site specific supervision plan for regular outings for parents to view and sign at the commencement of care. Recording of these outings will be written in the diary on that day with child’s name, place and method of transport.
  • Special Excursion (out of town, all day excursions and /or those excursions organized by Visiting Teachers): Special Outing/Excursion form is to be completed, including a meaningful hazard assessment and site-specific supervision plan that is to be read and signed by the parent prior to the outing. These permission slips will be collected in by the Visiting Teachers prior to the outing.
  • Special Excursion (out of town, all day excursions organized by individual Educators): Special Outing/Excursion form is to be completed, including a meaningful hazard assessment and site-specific supervision plan that is to be read and signed by the parent prior to the outing. This can be found in the Educator Manual.
  • Parents are most welcome to attend excursions arranged by Childsplay HES. They will be responsible for their own child unless their child is with their Educator
  • Things to take on your excursion:
    • Cellphones with parent’s contact details must be taken in case of an accident or emergency.
    • First aids kits must be taken.
    • Any personal medication for the children or Educator must be taken.
    • Sun protection.
    • Rain wear.
    • Drinking water for all children and adults.
    • Spare clothing.
  • Personal appointments should be made for outside of work hours. If this is not possible, contact will be made to the Visiting Teacher who will assist with cover if required.
  • Educators are only permitted to transport children in cars that are fitted with Ministry of Transport approved car restraints. Children at all times must be in these restraints. There is no exception to this.
  • Educators must arrange with parents/guardians to leave the child’s car seat with them while in care, if they have no car seats available for children. Educators to check that all car seats are compliant. An expired car seat is NOT to be used for outings.
  • Educators must ensure the car has a current Warrant of Fitness and the driver has a current (full) Driver’s License which Visiting Teacher’s will check at the Annual Health and Safety Audit.
  • The ECE Educator must not carry more than four children in a vehicle. The Oscar Educator must not carry more than six children in a vehicle. This applies to the combination of ECE and Oscar children as well.
  • Children must not be left in a vehicle unattended by an adult, e.g. outside a shop, outside kindergarten; unless taking them out will be more of a hazard. If this is the case children need to be visible at all times and it must only be for a few moments.

Refer to Education Early Childhood Services Regulations 2008 and Licensing Criteria for Homebased Education and care 2008; HS14 & 15. Child Enrolment form; Environment Health and Safety check.