Rationale:

To ensure staff, Educators and families are aware of the variety of communication methods used with

Childsplay Homebased Education Service

 

Purpose:

To offer support and guidance to staff, Educators and families in keeping them up to date with information

and ideas relating to our service and the early childhood field.

 

Guidelines:

Management/Visiting Teachers:

  • Are available for professional support and offer guidance of other agencies when needed.
  • Childsplay Homebased Education Service has an open-door policy and can be contacted whenever needed
  • Community involvement includes participating in community events and making contact with organisations to inform them of our service.
  • Resource books are available for Educators and families that covers a wide range of information on child development
  • All service polices and procedures will be reviewed on a three year cycle.
  • Information on the service’s operational documents, annual financial reports and the most recent ERO reports will be readily available to Educators and parents.

 

Parents:

  • Parents will receive a parent pack when inquiring about education and care with our service. This will outline how parents can be involved in the service.
  • All information held by Childsplay Homebased Education Service about a child and family is accessible to families at any time. A request can be made to the Office who will arrange for this information to be made available.
  • Parents will have access to the latest ERO report, ero.govt.nz and the Regulations for homebased care, www.education.govt.nz/early-childhood/licensing-and-regulations/the-regulatory-framework-for-ece/licensing-criteria/home-based-ece-services/ .
  • The Childsplay Homebased Education Service Complaint’s Procedure will be sent out to parents with copies of the Obligations and Education/Care Agreement, Fees Policy and Child Health and Well-being Policy after the enrolment is complete.
  • Regular phone calls (at least bi-monthly) will be made by the Visiting Teachers to give the opportunity for parents/whanau to share knowledge and aspirations for their children.
  • Educators will ensure there is time for parents to discuss aspirations during drop off or pick up or at a mutually agreed time.
  • Parental involvement is encouraged in planning and assessment through the establishment of children’s learning journals. These will be done either via EDUCA or traditional books – Educators choose they method they feel most comfortable with.
  • At least two family events will be organised by staff and management each year.
  • Parents are offered the opportunity to be involved in policy and procedure reviews, strategic planning, internal evaluations (long and short term) and any other reviews to the operations of Childsplay. This invite to participate is via Facebook, Educa or their Educator. All policies and procedures are available for parents on the Childsplay Homebased Education Service website, org.nz .
  • Parents will be given the opportunity to view the annual financial accounts, once they have been finalized. This invite will be given via Educa, Facebook and the Childsplay website.
  • Parents will be made aware of the Childsplay Homebased Education Service Facebook page
  • Monthly newsletters will be available to parents via the website, Educa and their Educator.

 

Educators:

  • Educators are invited to join the Childsplay Homebased Education Service Facebook page and Childsplay Educator group on Facebook.
  • Playgroups are provided on a regular basis.
  • Regular outings within the wider community will be organised for Educators and children based on events happening in the community, national events, interests of the children and just because we can.
  • Termly forum nights will be held to feedback and look for feedback from the Educators.
  • Workshops will be organised at least one a term for Educators and parents may be invited if appropriate.
  • Educators are offered the opportunity to be involved in policy and procedure reviews, strategic planning, internal evaluations (long and short term) and any other reviews to the operations of Childsplay. This invite to participate is via Facebook, Educa or their Visiting Teacher. All policies and procedures are available for Educators on the Childsplay Homebased Education Service website, org.nz .
  • Educators will be given the opportunity to view the annual financial accounts, once they have been finalized. This invite will be given via Educa, Facebook and the Childsplay website.
  • Educators will be given an Educator Manual, Educator Daily Record and for children under 2 years, a communication book

 

Policy Review:

Consultation for policy review will include:

  • Providing a copy of the existing policy
  • Using the ‘Policy Review’ form to make suggestions about changes
  • Consult with parents and Educators for feedback and further suggestions
  • Include this feedback in the final policy (if able to)

 

 

 

Refer to: Complaints Procedure: Child Protection Policy; Fees Policy: Internal Evaluation policy: Curriculum Policy.

RATIONALE

It is the right of the entire Childsplay Homebased Education Service community to have a channel of communication for dealing with concerns and complaints

 

PURPOSE

  1. To provide a fair procedure for dealing with concerns and complaints.
  2. To ensure that everyone within the Childsplay Homebased Education Service knows the procedure if a concern or complaint is received.
  3. To provide a means by which genuine complaints can be resolved in a fair and equitable way for all parties involved.
  4. To gather information which will help to improve Childsplay Homebased Education Services.

 

GUIDELINES

    • Concerns or complaints can be made in person, phone, mail or email.
    • Consideration is to be given to a mutually agreed time and place for discussion with the appropriate people.
    • Confidentiality, respect and privacy must be maintained by all parties.

     

    PROCEDURE:

    • Concerns and Complaints:
      • If the concern/complaint is about an Educator or concerns a family, it should be directed to the person concerned, the issue discussed, and if possible, a solution found.
      • If no resolution is forthcoming, the person with the concern/complaint should contact the Directors, who will investigate and take appropriate action.
        • If the concern/complaint relates to a specific person, they will be informed and given a fair opportunity to respond.
        • The Director will create a report outlining the complaint and send it to the parties concerned for clarification. Their responses will be considered confirmation of the facts.
        • A concern/complaint will be acknowledged as it comes in. All parties will be kept informed during and at the conclusion of the investigation.  This will all be within a maximum of a four-week period.
      • If after accessing the above options:
        • Staff have still not received a satisfactory reply, then they are invited to contact Employment Relations 03 9647850 if this is an employment issue or the Ministry of Education (contact details below)
        • Families or Educators who have still not received a satisfactory reply, then they are invited to contact the Ministry of Education with their concerns/complaints (contact details below)

     

    In cases of allegations of serious misconduct, the Directors will follow the procedure set out in the Displinary Policy.

     

    Appendix 1: Practical Guidance for Handling Verbal Complaints

    • Remain calm and respectful throughout the conversation
    • Listen – allow the person to talk about the complaint in their own words. Sometimes a person just wants to ‘let off steam’
    • Don’t debate the facts in the first instance, especially if the person is angry
    • Show an interest in what is being said
    • Obtain details about the complaint before any personal details
    • Ask for clarification whenever necessary
    • Show that you have understood the complaint by reflecting back what you have noted down
    • Acknowledge the person’s feeling (even if you feel that they are being unreasonable) – you can do this without making a comment on the complaint itself or making any admission of fault on behalf of the organisation eg “I understand that this situation is frustrating for you.”
    • If you feel that an apology is deserved for something that was the responsibility of your organisation, then apologise
    • Ask the person what they would like done to resolve the issue
    • Be clear about what you can do, how long it will take and what it will involve
    • Don’t promise things you can’t deliver
    • Give clear and vaild reasons why requests cannot be met
    • Make sure that the person understands what they have been told
    • If appropriate follow the Notification to the Ministry of Education policy or contact them directly.

     

    Ministry of Education

    Physical Address

    Christchurch office
    Te Urutī
    48 Hereford Street
    West End
    Christchurch 8013

    Postal Address

    PO Box 2522, Addington
    Christchurch 8140

    Phone number

    03 3787300

Rationale:       Enrolment records are maintained for each child currently attending the Centre/Service.

 

Purpose:         To ensure up-to-date information is kept for all children.

 

Procedures:

  • Parents will be given 2-3 Educators to choose from (if available) to ensure they have the Educator they feel will meet their needs the best.
  • On enrolment, parents/caregivers/whānau will be asked to complete an enrolment form for their child/ren, which will include details on parent/guardian details, emergency contacts, medical details, collection of children, attestation statements, and fee payments, etc., consistent with Ministry of Education requirements.
  • Parents/guardians will be required to provide their child’s birth certificate. A copy will be stored with the child’s enrolment form.
  • All children will be enrolled in the Ministry of Education National Student Number (NSN) Register.
  • If a parent or guardian requests special custody arrangements (i.e., anybody who is legally prevented from picking up or having contact with a child), they will be requested to bring in the custody forms for sighting and noting on the enrolment form.
  • On enrolment, parents/guardians will also give permission for their child to be photographed for assessment and planning purposes and for photos to be used on the Childsplay 2015 Facebook page.
  • The Ministry of Health requires all licensed Early Childhood Centres to sight and record every child’s immunisation history on enrolment, or in the case of a child under 15 months old, once that child reaches the required age. An Immunisation Register will be kept recording these details. This will be regularly updated.
  • On enrolment, families will be informed of the notice they need to give (or payment in lieu) of their intention to vacate their enrolled space.
  • Parents/families will be made aware of the methods available to pay accounts.
  • Child Enrolment forms will be securely stored.
  • All enrolment information will be kept for the required period of 7 years.

 

Licensing Criteria GMA 10.

Aim:

To ensure that all parents/Educators are aware of their financial obligations when accepting education and care with Childsplay Homebased Education Service.

Purpose:

To ensure that Educators are reimbursed for the care provided in a timely manner.

Procedures

  • Parents and educators are required to:
    • Complete an enrolment form.
    • Sign on enrolment Childsplay Homebased Education Services Obligations and Education/Care Agreement.
  • Educators will discuss their fee with parents when visiting or maybe discussed beforehand with the office. Educators set their own fees according to their qualifications in consultation with Childsplay Hombased Education Service. These may be reviewed annually during Educator appraisal.  Fees are printed in the parent pack.
  • Parents will pay for enrolled hours or the actual attended hours, whichever is the greater.  Early drop offs and/or late pick-ups of 5 minutes or more with no notification will incur a charge – $1 per minute.
  • On enrolment parents must indicate the payment method they will be using to pay their educator. Automatic payment is preferred. This to be discussed with Educator so she can organise bank details for the parent.
  • Fee payments are due each week, at the end of each care period unless discussed and Educator has agreed to the arrangement.
  • A fee payment letter will be sent to each family and a copy to the Educator once enrolment and hours are confirmed.
  • Absences of children require full payment unless 7 days’ notice has been given. 50% will be charged for a Scheduled Absence for up to three weeks. The 50% charge may be covered by Winz or ECE payments.
  • If the Educator is unable to provide care whether for sickness (including sickness of their own children) or leave of any kind, there is no fee payable.  Educators will give notice of their intention to not be able to provide care as soon as possible.
  • Full fees are required in relation to hours documented until WINZ approval has been received by Childsplay Hombased Education Service. Upon receipt of WINZ any arrears will be reimbursed to the parent.
  • Parents will be a given a receipt of payment by the Educator if required.
  • Childsplay Homebased Education Service will pass childcare subsidies and 20 ECE hours payments onto Educators on the parent’s behalf each week. Any Winz overpayments will be sent back to Winz.
  • Parents and Educator are required to check and sign timesheet weekly and Educators will forward to Head office. (This is a requirement of the Ministry of Education).
  • Change of hours forms are to be signed when children’s hours change and Head Office is to be informed as soon as possible so that payments are not passed on that are not correct. Money will be recovered if this happens from the Educator or parent.
  • If fees are not paid on time, the Educator will contact the parent, if still no payment the Educator will contact the office who will in turn contact the parent for an explanation. If payment is unable to be paid the child may be asked to stay away until debt has been paid. Care will automatically stop on the first Monday following 3 weeks non payment of fees, care will only resume once overdue payment has been made in full.
  • If the debt remains unpaid after 2 reminder notices have been given by the Educator, the debt will be sent to a collection agency for recovery and the parent will be liable for collection and legal costs associated with this debt including the original amount overdue.
  • Parents/Guardians will give 10 days’ notice of any changes to the agreed hours or their intention to terminate care.  Should this change be made less than 10 days and result in a loss of income to the Educator the parent will continue weekly payments as per before the change for up to 10 days.

Childsplay Homebased Education Service is open on public holidays.

  • If care is not needed then at least 7 days’ notice is required and a holding fee is charged – WINZ or ECE hours may cover this.
  • If the Educator is unavailable there will be no charge to the parent.

 

Refer to: Education (Early Childhood Services) Regulations 2008 and Licensing Criteria for Homebased Education and Care Services 2008 (GMA2)

 

I have read the following policy and agree with this.

 

Parent/ Caregiver ___________________________    Date:___________________

FINANCIAL MANAGEMENT

PURPOSE:

To provide guidelines and procedures that will ensure that the service has efficient administration and accurate financial accountability to achieve the goals of the service and ensure that all legal requirements are met.

Procedures:

  • An annual budget will be prepared estimating the services income and expenditure for the year. This will include staff costs, professional development, equipment, play group, administration and maintenance costs.
  • Staff will have the opportunity to discuss Educator resources and toy library needs at the January planning meeting. Resources may also come from Educator nights.
  • Childsplay will use an accounting package (XERO) recommended by their accountant (Noone+). GST returns are done every two months and accounts will be paid in a timely manner. Directors will regularly check that service is operating within budget. ECE hours and Winz money will be passed onto Educators on the parent’s behalf.
  • Directors and accountant will have access to the financial records and accountants will be audited yearly. The audit accounts will be forwarded to the MOE yearly (if applicable)
  • Annual financial records will be made available for parents on request. A notice will be put on Educa and on the Childsplay facebook page when these are available.
  • Childsplay will use an approved early childhood software package (First Base) to record children’s personal information and hours of attendance from which the MOE will receive all required information.
  • Miranda will keep weekly spreadsheets of the 20 ECE entitlements, WINZ and Educator payments. Educators are paid their payment entitlements weekly with an email confirming the payment or sent monthly with their timesheets. All over-payments from WINZ, due to Educator absence or more hours of care paid for than needed such as in a rostered childcare situation, is also recorded and sent to Work & Income monthly.
  • Directors/Visiting Teachers have their Visa card with clear guidelines of expenditure, as well as a ‘Z’ card for petrol use.
  • Educators will be responsible for their fee payments from parents and a letter stating fees paid will be sent to each parent on entering the service. Any changes to fees, WINZ entitlement and ECE changes will be notified by letter to parents.
  • Educators are self employed contractors who are expected to kept financial records for all fees received; issue receipts to their parents if required; and be responsible for their own taxes.
  • Educators set their own fees depending on their qualifications and work experience with the guidance of Childsplay Homebased Education Service.
  • Fee information is printed in the family pack that parents receive on first contact with the service.
  • Parents will sign an attendance register weekly to verify that their child has attended the service and Educators will send this onto the office

INTERNAL EVALUATION

Purpose:

To ensure Educators, Visiting Teachers and Management have a process for continual improvement to maintain the quality of the education and care provided to children.

Guidelines

  • Childsplay Homebased Education Service undertakes planned and spontaneous reviews as we continually seek to improve our practice for children’s learning.
  • Reviews are triggered by any number of factors i.e. health/safety issues, regulatory requirements, concerns raised by whanau, staff, Educators or children, or an appreciation of what we do well motivated by a desire to make it great.
  • A three year Strategic Plan for Internal Evaluation will be developed and there will be strong links to Childsplay Homebased Education Service Strategic Plan. There are also strong links to a number of other operational systems, e.g staff appraisal, professional development and budget.
  • Reviews are under taken in three key areas of practice which contribute to the functionality and quality of outcomes for children:

1. Learning and teaching practice (How do we foster children’s learning?)

  • Curriculum planning & evaluation
  • Our ability to notice, recognise & respond
  • Responsive & reciprocal relationships

2. Collaborative practice (How well do we work together?)

  • Informal sharing & consultation with parents
  • Team work
  • Partnership with local iwi

Governance (How well do we govern & manage our service to support our children’s learning?)

  • Planning for the future
  • Developing and maintaining systems
  • Formulating and reviewing policies

Procedure:

  • Planned Reviews – when issues or processes require greater investigation
  • A Review Schedule of planned Internal Evaluation is maintained by management in consultation with staff in order to ensure each of the three key areas is covered regularly.
  • These reviews generally are 4-6 month long investigations into our practice.
  • Planned reviews are recorded on the Internal Evaluation template with data gathered to inform the outcome.
  • Actions are planned and implemented over specified timeframes with regular discussion at each monthly staff meeting, at the Educator forums once a term and are included in the parent newsletters.
  • Information from these discussions is collated and contributes to evaluation and where to next?.

Spontaneous Reviews – when issues or processes need attention now!

  • These are added to the Internal Evaluation schedule as they arise. This will be looked at during each monthly meeting team meeting and at the termly Educator forum.
  • Spontaneous Reviews will come from reflection which will fit into a topic area. (E.g. Children playing up for adults when it’s time to go home – collaborative practice).
  • Reflections in journal will show this
  • While they can be instigated by one staff member they are reviewed collaboratively to ensure outcomes will effect organisational change.
  • This will all be completed on the Spontaneous Review form with outcomes and evaluation included.

Rationale:   Sound personnel policies are critical components of quality early childhood education.

Purpose:      

  • To ensure Management implements the principles of being a good employer to staff and Contractors (Educators)
  • To ensure that Childsplay appoints competent and capable staff and Educators who are committed to ongoing professional learning and growth.

 

Procedures:

Equal Employment Opportunity

  • While we must abide by The Education Early Childhood Regulations 2008 and the Licensing Criteria for Homebased Education and Care Services 2008 in relation to the appointing of staff and contracting of Educators, no potential staff member or Educator is to be refused employment on a basis of discrimination as per the Employment Relations Act 2000 and the Human Rights Act 1993.
  • All employees, contractors and applicants will be treated according to their skills, qualifications and abilities, without regards to irrelevant factors.

Staff/Educator Appointments

Childsplay will use the following processes when employing Visiting Teachers and contracting the services of Educators.

Visiting Teachers:

  1. Advertise the position utilising the appropriate local paper, networking, Education Gazette. Ensure the advertisement is clear and precise, listing job title, skills, abilities qualifications required, area, weekly hours and state the name of our service.  Specify what action needs to be taken by interested persons.
  2. Select suitable applicants from received CV’s and the initial phone contact. Ensure the applicants:
    • Hold a minimum qualification of a Diploma of Teaching
    • Full Teacher Registration
    • Have a wide and varied Early Childhood experience background, which should include but not limited to kindergarten, nanny childcare, home-based, tutoring and preschool.
    • Are able to travel and stay away overnight.
    • Have proof of their ability to work independently.

 

  1. Send to applicants who meet the above criteria:
    • Copy of our Mission Statement and Philosophy
    • Promotional material on our service
    • Job description
    • Application form

 

  1. As CV’s arrive, contact applicants who meet the criteria via the ‘staff recruitment letter’.
  2. Follow up with a phone call no more than 5 days later to arrange a suitable interview time. Answer any urgent questions they may have.  Ask them to bring a list of any questions they may have to the interview.
  3. The interviews are to be conducted by the Directors or an appointed representative.
  4. Safety Checking will be completed. These are to include:
    • Verify ID (must sight two forms of ID plus proof of name change)
    • Seek information from other agencies – Education Council
    • Contact referees
    • Police vetting form completed and submitted
    • Verify work history
    • Complete the risk assessment statement on the Induction form
  5. Suitable candidate found, send the applicant a letter of intent to offer them the position. They must be given reasonable time to consider the offer. Send them:
    • Two copies Individual Employment Agreement for signing.
    • Two copies Job Description to sign.
    • Police Vetting forms.
  6. Inform unsuccessful applicants by letter and keep the CV’s of potential future Visiting Teachers by agreement.
  7. If a suitable candidate not found, begin advertising again.

 

Educators:

  1. Advertise the position utilising the appropriate local paper, networking, social media. Ensure the advertisement is clear and precise, listing job title, skills, abilities qualifications required, area, weekly hours and state the name of our service.  Specify what action needs to be taken by interested persons.
  2. The Induction process will begin at the initial contact phase.
  3. Select suitable applicants from received CV’s and/or the initial phone contact. Ensure applicants:
    • Be over 17 years of age.
    • Hold First Aid Certificate (be willing to do one).
    • Passion for children and children’s learning.
    • Have an ability to work independently.
    • Provide a stimulating and safe environment.
    • Are prepared to complete Childsplay Homebased Education Service professional development requirements.

 

  1. Send to applicants who meet the above criteria:
    • Information about our service:
      1. Mission Statement and Philosophy
      2. Information about considerations of becoming an Educator
  • Position Description
  1. Policies: Developing Social Competency, Curriculum and Non-compliance
  2. Code of Conduct
  • Application form
  1. As CV’s or application form arrives, contact will be made with applicants who meet the criteria, to arrange a suitable interview time. Answer any urgent questions they may have.  Ask them to bring a list of any questions they may have to the interview.
  2. The interviews are to be conducted by the Directors or an appointed representative.
  3. Safety Checking will be completed. These are to include:
    • Verify ID (must sight two forms of ID plus proof of name change)
    • Seek information from other agencies – Education Council
    • Contact referees
    • Police vetting form completed and submitted
    • Verify work history
    • Complete the risk assessment statement on the Induction form
  4. If suitable they will be offered the position as Educator for Childsplay Homebased Education Service. They must be given reasonable time to consider this.
  5. Before children come into care these things will be completed:
    • Health and Safety Audit completed. Any hazards need to be remedied before care starts.
    • Police vetting to be completed.
    • If haven’t, complete a First Aid course.
    • Complete the Enrolment form and sign the Educator Agreement
    • Receive an Educator folder, diary and Education folder which has a copy of their job description, policies and other information to assist them with care of children.
    • Complete required forms in the diary. These will be checked off by the Visiting Teacher.
  6. This is also the process used to recruit Oscar Educators

 

Police Vetting

  • All staff and Educators will complete the Children’s Worker Safety Check Process, and an offer of employment or contracting of services remains conditional until such time as a full check is obtained and is satisfactory. Refer to the Staff/Educator appointment section for full checklist of the safety checks done.
  • Teachers who have teacher registration must supply proof of their registration status, and Management will ensure that registration is checked using the Education Council of New Zealand (EDUCANZ) website.
  • Educators will be asked to fill in a Police Vetting Application Form, and a full Children’s Worker Safety Check will be completed prior to contracting of services.

Police vetting will also be carried out on:

  • Any residents of the Educators home who are 17 years +
  • Regular visitors to the home (monthly or more regular)
  • Police vetting will be carried out every three years from the date of the previous vet
  • All information related to a Children’s Worker Safety Check and Police Vetting information will be treated confidentiality and stored appropriately by Management.

Induction Process

Visiting Teachers will be inducted into the service using the following process:

  • They will receive a warm and friendly welcome into the service, and be introduced to all staff, Educators and children.
  • They will be introduced to the wider Childsplay whanau via Educa and Facebook.
  • They will be given a folder to read which will include all relevant parent/child information, service policies and any other relevant information.
  • Given the required equipment and shown how it all works – laptop
  • New Visiting Teachers will work alongside another Visiting Teacher or Director for the first few days to become familiar with how things work, and other important information about the children for whom they will be responsible.
  • The new Visiting Teacher will have the opportunity to discuss policies and procedures with the Directors
  • After 2 weeks the new staff member and Directors will review the induction process and address any concerns.

 

Educators will be inducted into the service using the following process:

Before children come into care:

  • Initial Health and Safety Audit to be done and things to be actioned completed
  • First aid certificate to be done
  • Read all policies and procedures via Childsplay Website
  • Introduction to the Daily Record and Educator Manuals
  • Set up a ‘buddy’
  • Discuss the roles and responsibilities of the Visiting Teacher and Directors
  • Discuss the method to be used for recording of children’s learning – EDUCA or traditional book
  • Attend playgroup sessions to get to know the rest of the team

 

When children begin care:

  • Check in on the first day and make sure the Educator knows to ring/text with questions – either to their Visiting Teacher or ‘buddy’
  • Visiting Teacher to catch-up at the end of the first and second week to see how things are going and to ensure the required recording is happening correctly.

Appraisal Procedures

  • The appraisal procedure involves all staff and Educators.
  • Appraisals are a living process so can be reviewed, evaluated and changed at any point.
  • The Director choses a mentor from an Early Childhood Education background to assist her in developing appraisal goals.
  • The Director appraises Visiting Teachers
  • The Visiting Teachers appraises Educators
  • All adults being appraised are expected to have completed regular reflections on their practice. This will help inform the direction of goals and further development of their practice.

 

Director:

  • Appraisal Connector is the chosen platform for appraisal.
  • Process for Appraisal:
    1. Prior to first meeting, the Director needs to complete at least one section of questions within Appraisal Connector and look through their Position Description to identify an area needing further development and/or an area of interest to enhance. Your Mentor will have done the same.
    2. Meeting one: set a goal and identify broad actions to achieve the goal.
    3. Two observations will be carried out over the year – first after meeting one and the second before the annual appraisal summary is completed.
    4. Regular check-ins via Appraisal Connector to develop concise actions on a monthly basis is required.
    5. Second meeting: six-monthly check in. Review how things are going to date.
    6. Third meeting: complete the Appraisal Summary Report (attached).  Use the Position Description and reflections from during the year to identify next steps.
  • Reflections to be done on Appraisal Connector

 

Visiting Teachers

  • Appraisal Connector is the chosen platform for appraisal.
  • Process for Appraisal:
    1. Prior to first meeting, the Visiting Teacher needs to complete at least one section of questions within Appraisal Connector and look through their Position Description to identify an area needing further development and/or an area of interest to enhance. Your Director will have done the same.
    2. Meeting one: set a goal and identify broad actions to achieve the goal.
    3. Two observations will be carried out over the year – first after meeting one and the second before the annual appraisal summary is completed.
    4. During the monthly Management meeting, time will be allocated to develop concise actions to work on over the following month. These will be recorded on Appraisal Connector.  This is done in collaboration with your Director.
    5. Between Meetings:
      • The Appraisee will:
  • Collect Evidence of their learning which could include
  • Feedback from Director or Appraiser
  • Informal Feedback from Visiting Teachers, parents, visiting professionals and others they communicate with in the course of their professional role
  • The Appraiser will:
  • Respond to all reflections
  • Maintain regular contact with the Appraisee providing guidance, relevant readings or information to support the teacher in their inquiry
    1. Second meeting: six-monthly check in. Review how things are going to date.
    2. Third meeting: complete the Appraisal Summary Report (attached).  Use the Position Description and reflections from during the year to identify next steps.
  • Reflections to be done on Appraisal Connector

 

Educators

Degree/Diploma Qualified and Registered Educators:

  • Appraisal Connector is the chosen platform for appraisal.
  • Process for Appraisal:
    1. Prior to first meeting, the Educator needs to complete at least one section of questions within Appraisal Connector and look through their Position Description to identify an area needing further development and/or an area of interest to enhance. Your Visiting Teacher will have done the same.
    2. Meeting one: set a goal and identify broad actions to achieve the goal. Complete the GROW Goal Plan form
    3. Two observations will be carried out over the year – first after meeting one and the second before the annual appraisal summary is completed.
    4. During the monthly visit, complete appraisal section of the Visiting Teacher visit form. Create concise actions to work on over the coming month.  This is done in collaboration with your Visiting Teacher.
    5. Between Meetings:
      • The Appraisee will
  • Collect Evidence of their learning which could include
  • Feedback from Visiting Teachers or Appraiser
  • Informal Feedback from Visiting Teachers, parents, visiting professionals and others they communicate with in the course of their professional role
  • The Appraiser will
  • Respond to all reflections
  • Maintain regular contact with the Appraisee providing guidance, relevant readings or information to support the teacher in their inquiry
  • For Educators the Visiting Teacher will document Appraisal discussion of the Visit Form
    1. Second meeting: six-monthly check in. Review how things are going to date.
    2. Third meeting: complete the Appraisal Summary Report.  Use the Position Description and reflections from during the year to identify next steps.
  • Notes for further reflection can be done in the Educator Daily Diary, with reflections to be completed on Appraisal Connector.

 

Level Four Qualified Educators and Life Qualified Educators:

  • Process for Appraisal:
  1. Prior to first meeting, Educator to complete the Appraisal Annual Check In form (this is based around the Position Description) and identify an area needing further development and/or an area of interest to enhance. Your Visiting Teacher will have done the same.
  2. Meeting one: set a goal and identify broad actions to achieve the goal. Complete the Appraisal Goal Plan form.
  3. During the monthly visit, complete appraisal section of the Visiting Teacher visit form. Create concise actions to work on over the coming month.  This is done in collaboration with your Visiting Teacher.
  4. Second meeting: six-monthly check in. Review how things are going to date.
  5. Third meeting: complete the Appraisal Summary Report.  Use the Position Description and reflections from during the year to identify next steps.
  • Reflections to be written in the Educator Reflection Journal.

 

Professional Development/Learning

  • Staff will be encouraged to access professional development that is identified in their performance appraisal.
  • Childsplay will make available and support professional development for all staff and Educators enrolled on the service.
  • Childsplay will identify areas of need within the service and provide support where necessary.
  • Provisions will be made available each year when setting the budget.
  • All staff and Educators will apply to the management for any professional development that may be offered by outside agencies. Educators may like to discuss this with their Visiting Teacher before applying.
  • Management and Visiting Teachers will make Educators aware of any professional development opportunities that may be coming up and encourage attendance. This will be done via monthly meetings/visits, text or email as information comes in.
  • Visiting Teachers and Educators will keep records of their own professional development. For Visiting Teachers this will be recorded on Appraisal Connector; and for Educators in the Notes section of their dairy.
  • Those who have attended any professional development will share information on this at the termly Forum nights.
  • Management and Visiting Teachers will share at their monthly meeting the information taken from the professional development. Visiting Teachers may also like to share relevant information to their Educators, whether it be individual or in a group situation.

 

Expression of Concerns from Staff or Educator

  • All concerns should in the first instance be raised with the people involved. If an issue is not able to be resolved, the concern should be expressed verbally or in writing to either the service Directors
  • All written concerns will be addressed within 14 days of notification.
  • The staff member/Educator involved will work with their Visiting Teacher or Director to address the issue.
  • If the issue is still not able to be resolved, the Disciplinary Policy will be followed for staff and the Non-compliance policy for Educators.
  • Resolution of the issue will be documented and signed by those concerned, including when an independent mediator is involved.

 

Discipline and Dismissal Procedures

  • Management will receive all complaints as per the Complaints Procedure Policy.

 

 Concerns/Complaints Related to Educator Performance

  • Educator performance is based on their Position Description and falls in line with the misconduct and serious misconduct, listed below. In cases of serious misconduct Childsplay can withdraw service immediately.
  1. An incident/situation/breech is recognised and brought to the attention of the Educator. This may be by the Visiting Teacher or a Company Director and is usually done by phone or face to face contact. It may be that the Educator is unaware of the incident/situation/breech and they are advised of what they need to do to comply. The Educator is given a timeframe to comply with the request.
  2. If the non-compliance continues there will be a meeting with the Directors and Educator. The Educator is welcome to bring support person.   The meeting will cover what the breech is, what our requirements are, and what the Educator needs to do to continue being a contractor for Childsplay. The Educator will again be given a clear timeframe to comply with the changes requested, along with any support needed.  This will be recorded in writing and a copy given to the Educator.
  3. If the non-compliance continues past the timeframe allowed, then Childsplay will be withdraw their service unless the Educator has contacted the Company Director and given a reasonable explanation (in writing) for extra time to be allowed. This extra time will be at the discretion of the company and may involve the company continuing to support the Educator to reach compliance.
  4. Withdrawal of service will be one month after the final decision has been made. The Educator has one week to inform the families of the withdrawal. Directors will then contact parents via phone or face to face to inform them of the withdrawal of service and offer alternative care.

 

Concerns/Complaints Related to Staff Performance

Serious Misconduct

Childsplay Homebased Education Services’ has prepared the following code of conduct which details the behavior that is not acceptable within our service’s workplace:

  • Breach of Childsplay policies, procedures, the Licensing Criteria for Homebased Education and Care  Services 2008 and the Education (Early Childhood Services) Regulations 2008.
  • Falsification of records and documents including, for example, Educator applications, character references, birth certificates, medical certificates, attendance records, documents completed as part of your work, or other similar documents.
  • Personally using, being in possession of, bringing on to work premises, or being under the influence of any narcotics, intoxicants, non-prescribed drugs or alcohol during working hours or reporting to work in such condition.
  • Wilful insubordination, refusal to carry out lawful and reasonable instructions, or walking off the job.
  • Using obscene or abusive language, or being verbally violent, or behaving in an insulting or discourteous manner.
  • Conduct that has a detrimental effect on quality or safety for children, including among other things misuse of fire protection or safety equipment.
  • Breach of the relevant statutory requirements for driving, when driving is an integral part of your job.
  • Such other behaviour which may deeply impair or destroy the essential element of trust and confidence in relationship.

 

In addition to the above examples of serious misconduct, the following behaviours are deemed unacceptable to Childsplay Homebased Education Services.

 

Sexual Harassment: It is unlawful and contrary to our policy for you to use:

  • language whether written or spoken;
  • visual material;
  • physical behaviour

of a sexual nature, that is:

  • unwelcome or offensive, and
  • has either by its nature or through repetition a detrimental effect on a person.

 

To request sexual contact that contains a promise of preferential treatment or threat of detrimental treatment.

 

Racial Harassment: It is unlawful and contrary to our policy for you to use

  • language whether written or spoken;
  • visual material;
  • physical behaviour. concerning race, colour, ethnic or national origins, that directly or indirectly
    • express hostility against; or
    • bring into contempt; or
    • ridicule;

and

  • is hurtful or offensive;

and

  • is either repeated or has a significant effect on the person.
  • Other forms of harassment such as bullying.

 

  • Disclosure of confidential information.

 

Procedure for dealing with Serious Misconduct

In all cases of serious misconduct we shall follow the procedures outlined below:

 

Step OneIf the alleged misconduct could constitute serious misconduct, we may suspend you pending an investigation into the matter.

  • Before any suspension occurs, we shall consult you in order that you may comment on the proposal to suspend you.
  • The parties agree that the process of consultation must be completed within one day of you being advised of the proposal to suspend.
  • Whether or not you are paid while on special leave or during the period of suspension is a matter for us to decide at our discretion.

 

Step TwoWe shall carry out an investigation in accordance with the following procedures:

  • We shall give you a letter advising you of:
  • the facts and allegations;
  • a meeting at which you will be given an opportunity to provide an explanation or give reasons;
  • the likely disciplinary action that will be taken e. instant termination of your ability to operate under our umbrella or the issuing of a final warning; and
  • your right to be represented.
  • We shall give consideration to your explanation and, if necessary, shall continue the investigation into the matter.
  • We shall give you further opportunity to comment on any new matter which has come to our attention in the course of the investigation.
  • We shall advise you of our decision following the completion of our investigation and shall confirm the decision in a letter

 

 

Step Three: If we are satisfied that, as a result of the investigation, the serious misconduct occurred then we may instantly terminate your ability to operate under our umbrella or take such other disciplinary action including, amongst other things, the issuing of a warning, etc as we, in our sole discretion, consider appropriate.

 

  1. Less Serious Misconduct includes such things as:
  • Poor time keeping. All Educators and Visiting Teachers are required to start work on time, to observe proper times for breaks, and to work in accordance with the hours of work as agreed between you and the families you provide care for.
  • Leaving the home of your family during work hours without gaining prior permission.
  • Not complying with work procedures or policies.
  • Being discourteous or disrespectful to other Educators, staff, clients, contractors and Management.
  • Failure to report accidents and incidents as per our policy.
  • Failure to ensure the health and safety of children (such failure may, in certain circumstances, amount to serious misconduct).

 

Procedure for dealing with Less Serious Misconduct

In all cases of less serious misconduct we shall  follow  the  procedures outlined below:

 

Step One: We shall first counsel you to ensure you clearly understand your obligations.

 

Step Two: Where there is a further incident of misconduct then we shall establish the facts by discussion with you. The process of discussion is not formal.

If as a result of the discussion we are satisfied that the misconduct has occurred we may issue a verbal warning, which shall be noted on your personal file. This warning shall remain on your file for a period of twelve months.

 

Step Three: Where there is a further incident of misconduct then we shall follow the

procedures in Step 2 above.

Where as a result of our investigation we are satisfied that the misconduct occurred then we shall issue you with a letter which will state that any further instances of misconduct will result in dismissal. This warning shall remain on your personal file for a period of twelve months.

 

Step Four:

Where there is further incident of misconduct then we shall follow the procedures in above and

in doing so shall advise you that the likely disciplinary action which will be taken will be

dismissal with notice.

 

Each warning may be for an unrelated instance of misconduct i.e lateness, lack of respect shown to parents

 

Criminal Investigation

Where there is a criminal investigation into the matter(s) that have given rise to or may give rise to allegations of serious misconduct then you shall be suspended without pay immediately, pending the outcome of the criminal investigation.

  • We shall consult you, where practicable, prior to suspending you.
  • You accept that it may be impractical for us to keep your position open while the outcome of the criminal investigation is pending. Where it is practical to do so, we shall consult you.
  • When you become aware of the outcome of the criminal investigation, you shall immediately notify us so that we can decide whether to continue with our investigation.
  • Where you have been sentenced to a term of imprisonment, your ability to work under the umbrella of Childsplay shall cease.

 

  1. Work Performance

(The Non-compliance procedure will also be followed for Work Performance issues)

Step One: Where your performance or attitude is causing us concern, we shall first counsel you.

 

Step Two: If there is no significant improvement then we shall discuss the matter with you and may issue a verbal warning. This warning shall be noted on your personal file. This discussion is less formal than the process for issuing a final warning and is not governed by the requirements in Steps 3 and 4 below.

 

Step Three: If the performance problem persists, then we shall give you a letter:

  • recording the specific matters causing concern;
  • giving the time of the meeting at which you will be given an opportunity to provide an explanation or to give reasons;
  • indicating that a final warning may be issued; and
  • advising you of your right to be represented at the meeting.

 

Step FourIf, after the meeting, we believe a final warning is justified, then we shall give you a letter:

  • specifying the corrective action you are required to take;
  • providing a reasonable period in which to improve (“the review period”);
  • advising you that unless there is a significant improvement in performance or attitude then your ability to operate under our umbrella will be terminated
  • advising you of the date at on which you and we shall meet to discuss the outcome of the review.

 

Step Five: If we believe there has been a significant improvement and no further disciplinary action is warranted then we shall meet with you and advise you of our view which will be confirmed in writing.

 

If at the end of the review period, there has been no significant improvement, then we shall give you a letter, prior to a meeting, advising you:

  • of the specific matters that have not significantly improved;
  • of the time of the meeting at which you will be given an opportunity to provide an explanation or to give reasons;
  • of the possibility of dismissal; and
  • of the right to be represented.

Following the meeting, we shall consider your explanation and make a decision on your future ability to work under the umbrella of Childsplay Homebased Education Services. If we decide to terminate your ability to operate under our umbrella, then we shall give you, in writing, notice of the termination.

 

  • Any action taken by the employer/service provider must be fair and in accordance with the staff member’s employment agreement or the Educators contract.

Leave

Visiting Teacher Leave

  • All Visiting Teacher leave will be provided as stated in each Visiting Teachers Employment Agreement.
  • Visiting Teachers will apply in writing to the Directors when wanting annual leave. They are to ensure this is asked for at least one month prior to needing the leave.
  • Procedures will be provided for staff to inform the Manager/Supervisor when they take Sick, Bereavement or any other discretionary leave.

 

Educator Leave

  • As Educators are self-employed contractors they do not need to ask for leave. They need to let management and families know well in advance of taking time off so emergency care can be sorted for families who need it.

 

Leaving the Service

When a Visiting Teacher leaves the service:

  • One-month notice is required when Visiting Teachers are leaving the service. This is to be in writing.
  • All resources used for this job are to be returned to the service on their leave date.
  • All educational documentation is to be up to date for each child and Educator.

 

When an Educator leaves the service:

  • One-month notice is required when Educators are leaving the service. This is to be in writing.
  • All educational material is up to date (learning journal, Educa profile) so they can be passed onto the family or to another Educator on the child’s last day. The learning journal will be given to the parent on the child’s last day and in the case of the child going to another Educator the Visiting Teacher will collect this with their enrolment form and give it to the new Educator.
  • All resources will be returned to the Visiting Teacher, this includes children’s enrolments, folders, creative kits, equipment like porta cots etc. These are to be clean. The Visiting Teachers will then pass what is needed onto the office.
  • Any costs paid by Childsplay Homebased Education Service during the first 12 months of contracted service will need to be reimbursed. This includes, but not limited to: first aid course, Homebased Association membership. This is only for anyone who leaves within the first year of service
  • Once this has been done and everything is in a satisfactory order a letter of thanks will be written to the Educator.

 

When a child leaves the service

  • Parents have to give 14 days’ notice so there is plenty of time to get the books or documentation up to date by their leaving date unless in unforeseen circumstances which sometimes may happen.
  • When it is known that a child is leaving the service then the office must be informed as soon as possible.
  • Parents are encouraged to let the office know of their intention of leaving the service. We need to discuss their notice period, is there a Winz subsidy or ECE hours and any other things that may relate to the child leaving.
  • Visiting Teachers will be told of finishing dates of the children to ensure learning journals will be ready on child’s last day.
  • If a child is using the Educa programme the Visiting Teacher will create the last book for the child once all the stories have been completed by the Educator. This will either be past to the Educator for the child’s last day; or the Visiting Teacher will send it out to the parent along with a leaving letter and exit questionnaire.  The child will be archived on Educa.

RATIONALE

To ensure that everyone is familiar with the obligations of the Privacy Act in dealing with collecting, holding, use and disclosure of personal information.

 

PURPOSE

That all information collected from staff, families/guardians and Educators is used for the purpose that it was obtained; it is kept safe and secure. Refer to the Privacy Act 1993

 

Procedure

Adults:

  • Information about the person is collected directly from that person.
  • Only referees on the application form will be contacted.
  • Inform the person concerned what the information is going to be used for and who else will have access to it.
  • Only the information relevant to the position will be used.
  • Information will be stored with proper safeguards against loss or wrongful disclosure.
  • Only the people whose jobs directly relate to the information have access to it.
  • Information will be returned to applicants or destroyed with their permission. With the exception, of documents we are required to keep for auditing purposes
  • Permission will be obtained in writing for any photos that will be used for promotional work including Facebook and any other online promotional paraphernalia

 

Children:

Information gathered on enrolment and attendance records are required to be kept for 7 years. Regulation 47, GMA9 – 11

 

  • Parents sign on enrolment the Privacy Statement.
  • Parents sign an Obligations and Education/care agreement on enrolment.
  • On enrolment parent’s sign that their child can be observed, photographed and evaluated by the Educator and Visiting Teachers and records kept. That their learning journal be photographed (if necessary) and shared within the service as a professional tool.
  • Permission also required at enrolment for photos to be used on Facebook.
  • Permission will be obtained in writing if any photos will be used for promotional work.

 

Guidelines:

  • Information will be stored with proper safeguards against loss or wrongful disclosure.
  • The enrolment form will be sent to the Educator proving the care for that child. This will be placed in the educator folder and kept in a safe place.
  • If a parent does not consent to the disclosure of any of the information this will be high lighted on the enrolment form.
  • Childsplay may receive a request for some information about a child attending their service. Children’s personal information will only be given to the child; the child’s legal guardian’s and to the people granted consent on the enrolment form. This may include Oranga Tamariki, Public Health Nurse, WINZ and any other agency in an advocacy role for the well-being of the child.
  • If uncertain contact the child’s legal guardian and ask if the information can be passed on or they may like to contact them directly.
  • Discussion on enrolment with the parent and with the Educator providing care when the child’s parents do not live together as to what information can be given.
  • Once an Educator has finished with the service all information relating to that child needs to come back to the office as soon as the care has finished. Or personally given to the Visiting Teacher to pass onto the new Educator if this is to happen.

 

 

The privacy officer of Childsplay Homebased Education Service is Linda Watt and Miranda Ashurst

 

It is their responsibility to:

  • Use information collected for the purpose it was for.
  • Ensure personal information is securely stored
  • Ensure information collected is accurate
  • Make available to a person, information held about them.

 

Rationale:

To ensure that staff and children will benefit from technology offered in a safe and effective manner.

 

Purpose:

To set in place guidelines for Educators, in consultation with parents, to use technology safely with children.

 

Guidelines;

“Technology” covers: phones, tablets, laptops, computers, digital TV, Smart TVs, Ipods/Ipads, watches, books/magazines.

 

  • Use of technology is a time-limited activity. This includes use of the TV.
  • Visit all websites first before child to ensure content is appropriate.
  • Ensure devices have appropriate parental controls in place.
  • Keep your personal apps/sites/etc separate from Children’s apps/sites/etc.
  • If child moves to an unfamiliar site – redirect to pre-approved sites.
  • Be especially vigilant during image searches.
  • Supervision required at all times during technology use.
  • Signed permission is required from parents for use of child’s image/info on Childsplay Facebook page

NOTE: BE AWARE OF CHILDREN IN THE BACKGROUND OF PHOTOS AND WHETHER THEY HAVE PERMISSION TO BE ONLINE.

  • Use of a private Facebook page only accessed by parents of children in care may be set up with written consent from parents, (I.e. recorded in diary).
  • No Childsplay children are to be featured on Educator’s personal Facebook pages.
  • Check all books and magazines for appropriate content.
  • Educators to be aware of how much time they are spending on their phones while children are in care. Limit use to:
    • Contact with parents, whanau and caregivers
    • Arranging activities/outings for children
    • Recording of learning, ie – photos.

 

Safe & appropriate sites/apps: KidsTube (child friendly version of YouTube)

 

 

Refer to: Child enrolment form,