It is the right of the entire Childsplay Homebased Education Service community to have a channel of communication for dealing with concerns and complaints
- To provide a fair procedure for dealing with concerns and complaints.
- To ensure that everyone within the Childsplay Homebased Education Service knows the procedure if a concern or complaint is received.
- To provide a means by which genuine complaints can be resolved in a fair and equitable way for all parties involved.
- To gather information which will help to improve Childsplay Homebased Education Services.
- 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.
- 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.
- Families or Educators who have still not received a satisfactory reply, then they are invited to contact the Ministry of Education on 03 3787300 with their concerns/complaints.
In cases of allegations of serious misconduct the Directors will follow the procedure set out in the Disciplinary 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
To ensure that Childsplay Homebased Education Service staff and Educators are aware of our Disciplinary policy and the procedures involved.
To ensure that Childsplay Homebased Education Service staff and Educators are aware of the definition of serious misconduct/discipline/dismissal procedures.
Important Note: Whilst our Visiting Teachers are employees, our Educators are not. The same rules and procedures shall apply to both Visiting Teachers and Educators; however, the process we choose to use in these matters is applied in the interests of fairness and does not tend to indicate that our Educators are employees and should not be read as such.
- 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 and the Education Home-Based Care Order (1992/1998) 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
- is hurtful or offensive;
- 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 One: If 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 Two: We 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.
- LESS SERIOUS MISCONDUCT includes such things as:
- Poor time keeping. All Educators and Visting 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 family you work 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, employees, clients, contractors and us.
- Failure to report accidents and incidents as per our policy.
- Failure to use safety equipment provided (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.
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
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.
- WORK PERFORMANCE
(The Non-compliance Policy 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 Four: If, 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.
Education (Early Childhood Services) Regulations 2008 and Licensing Criteria for Homebased Education and care Services 2008; Non-compliance Policy
To ensure prospective employees/contractors applying for employment with Childsplay Homebased Education Service are not discriminated against.
To outline the guidelines for screening potential staff/contractors without infringing on their rights,
as stated in the Employment Relations Act 2000 and the Human Rights Act 1993.
- This policy is to be used in relation to Childsplay Staff/Educator Appointment Policy.
- 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 employment of Educators, no potential staff member is to be refused employment on a basis of discrimination as per the Employment Relations Act 2000 and the Human Rights Act 1993.
- Discrimination is defined as but not confined to:
- Age (minimum age of 17 as per Licensing Criteria for Homebased Education and Care Service 2008 with no maximum)
- Ethnic or national origins, which includes nationality or citizenship
- Religious belief
- Ethical belief, which means the lack of a religious belief, whether in respect of a particular religion or religions or all religions
- Sex which includes gender, pregnancy and childbirth
- Sexual orientation, which means heterosexual, lesbian, gay, transgender, bisexual
- Martial status which means being single, married, married but separated, a party to a marriage now dissolved, widowed, living in a relationship in the nature of a marriage
- Disability, which means physical disability or impairment, physical illness, psychiatric illness, intellectual or psychological disability or impairment, any other loss or abnormality of psychological, physiological or anatomical structure or function, reliance on a guide dog, wheelchair, or other remedial means, the presence in the body of organisms capable of causing illness
- Political opinion
- Employment status
- Family status, which means having the responsibility for part-time care or full-time care of children or other dependants, having no responsibility for the care of children or other dependants, being married to or being in a relationship in the nature of a marriage with a particular person, being a relative of a particular person.
Publication of position/s available in Childsplay
The following regulations apply to Childsplay when advertising a position in a public media.
- Human Rights Act 1993 s 21(a) to (m): It is unlawful to publish or display, or allow to be published or displayed, any advertisement or notice which indicates, or could reasonably be understood as indicating an intention to discriminate on one of the grounds listed above.
- Human Rights Act 1993 s67(1): The intention of the advertiser is not the issue. What is important is the impression the advertisement gives, to a reasonable person.
Examples of discrimination in advertising include:
(a) use of gender specific terms such as “draughtsman”, “waitress”, “foreman”, could indicate an intention to discriminate on gender
(b) phrases such as “minimum ten years experience”, “senior”, “junior”, “mature” could indicate an intention to discriminate based on age
To ensure that all parents/Educators are aware of their financial obligations when accepting education and care with Childsplay Homebased Education Service.
To ensure that Educators are reimbursed for the care provided in a timely manner.
- 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:___________________
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.
- 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) and available for parents on request.
- 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
To set in place some guidelines so that all Educators are protected from work related damages.
- On enrolment, a new Educator will be joined up to the NZ Homebased Association. This membership covers membership and Public Liability Insurance.
- Educators will be asked to contribute $40.00 to the $122.00 cost of membership. Childsplay will cover the remainder of the cost.
- Educators will contact their personal insurance companies upon enrolment with Childsplay Homebased Education Service to inform them of working from home.
- Educators have the opportunity to attend the Homebased Association Conference annually.
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.
- 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
- 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.
LEAVING THE SERVICE
When a Visiting Teacher leaves the service
All resources used for this job are returned to the service on their leave date. All educational documentation is up to date on each child and Educator. A back up has been made of all information.
When an Educator leaves the service:
- The Educator will have given the appropriate notice so that families can be placed with other Educators.
- That 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 so that there is no risk of it being lost.
- All resource 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.
- 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, whether an advance payment has been made, 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 childs 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.
- Due to the Privacy Act all information on the child needs to be returned to the office. This can be given to the Visiting Teacher.
To ensure Families & Educators understand that Childsplay Homebased Education Service is required by the Education (Early Childhood Services) Regulations 2008 and the Licensing Criteria for Home-based Education and Care Services and Early Childhood Education Curriculum Framework to meet all guidelines set out in these.
To inform families and educators of the reasons and procedures as to why we are unable to continue service with an Educator that is unable or unwilling to comply with Childsplay Homebased Education Service policies & procedures, and the procedures involved when non-compliance is recognised.
- Childsplay Homebased Education Service is funded solely by the Ministry of Education. In order to obtain this funding, we must follow specific guidelines as laid out under the Education (Early Childhood Services) Regulations 2008 and the Licensing Criteria for Home-based Education and Care Services and Early Childhood Education Curriculum Framework. These are lengthy and complicated documents that outlines how we obtain funding; specifically, what we must comply with them in order to be funded by the MOE.
- The Licensing Criteria for Home-based Education and Care Services and Te Whariki: Early Childhood Education Curriculum Framework and the Education (Early Childhood Services) Regulations 2008 are the central documents we work with and they are responsible for the majority of our policies and procedures. That is to say we have setup our operating practises in a way that will enable us to meet the Ministries requirements, and therefore fund the service to provide our educational programmes to children.
- If we knowingly allow a service to continue, that is breaching or ignoring our policies & procedures, we risk having our funding withdrawn.
- We completely understand that this will be a difficult time for Educators and families. We strive to live up to our Mission Statement and Philosophy so need to ensure we are all working to achieve them.
Our Mission Statement
Children will experience the simple things in life – time to fully explore their place in the world with an adult who is inspired to learn with and alongside them.
Peacefulness: Respect: Empowerment: Curiosity
- We believe that through working together we will create a fun, happy and play focused learning environment for Tamariki, Whanau, Kaiako and Kaiwhakahaere (Management).
- We will work from the heart to create loving, empathetic and respectful home environments.
- We aim to stay small and local so strong personal relationships can flourish.
Procedure for withdrawal of service:
- A breech of policy or procedure 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 breech and they are advised of what they need to do to comply. The Educator is given a timeframe to comply with the request.
- If the non-compliance continues there will be a meeting with the Directors and Educator. The Educator is welcome to bring a non-contributing support person. The meeting will cover what the breech is, what our requirements are, and what the Educator needs to do for our service to continue. 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.
- If the non-compliance continues past the timeframe allowed, then service will be withdrawn 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.
- 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.
Police vetting will be carried out on:
- New Educators and their partners (before care begins)
- Any residents of the Educators home who are 17 years +
- Regular visitors to the home (monthly or more regular)
- Every three years.
Giving consent for Police vetting
- If you have applied to be an employee, contractor, are an existing employee/contractor, or a volunteer of an agency that requires you to be vetted by Police, you need to give your permission before this process can take place.
- When you fill in a New Zealand Police Vetting Service (NZPVS) Request and Consent form, make sure that you read and understand the form before signing it. Also make sure you fill in all the details asked for, including your current surname, your maiden name (if applicable) and any other names you have used.
- If you are eligible under the Criminal Records (Clean Slate) Act 2004 to have your criminal record concealed, it is an offence for an organisation to ask you to reveal it. Exceptions to this are covered by Criminal Records (Clean Slate) Act 2004.
Information Police may release
As part of the Police vetting process criminal conviction information is accessed from the Ministry of Justice under Schedule 5 of the Privacy Act 1993 and is released in accordance with the Criminal Records (Clean Slate) Act 2004.
Information released may include:
- conviction history
- location of the court
- the date of the offence
- the offence itself
- the sentence imposed.
Police may release information that they believe is relevant to the position of the person being vetted.
Further information that may be released includes:
- traffic infringements
- any interaction, including as a victim, with Police, whether it resulted in a criminal conviction or not
- any family violence information
- information about violent or sexual behaviour that did not result in a conviction.
- information relating to Diversion.
Police may release information in the form of a written note about violent or sexual behaviour that did not result in a conviction.
What does an agency do with vetting results
An agency will use Police vetting information when considering your suitability for a position. There are restrictions on what an agency can do with the information they receive about you. They must:
- explain the Police vetting process to you
- keep your personal information confidential and secure
- explain how long your vetting information will be retained for and for what purpose (an agency must not retain documentation for any longer than twelve months after the conclusion of the vetting process)
- let you see information received from Police
- provide an opportunity for you to correct information or provide an explanation
- securely destroy information provided by Police when the purpose of the vetting check has been completed i.e. employment process, internal/external audit.
To ensure that everyone is familiar with the obligations of the Privacy Act in dealing with collecting, holding, use and disclosure of personal information.
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
- 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
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.
- 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:
To ensure that Childsplay staff and Educators continue to access professional development.
To ensure that Childsplay staff and Educators continue to gain knowledge in current theory and practice within the Early Childhood field.
- 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.
Refer: Licensing Criteria for Homebased Education and care Services 2008 (GMA6 & GMA8)
To ensure each prospective employee/Educator is treated on a fair and equal basis
To outline the selection procedure for suitable personnel who meet the criteria of a professional Childsplay Homebased Education Service employee.
That the selection process is systematic, consistent and in accordance with the Employment Relations Act 2000, The Human Rights Act 1993, The Education (Early Childhood Services) Regulations 2008 and its subsequent amendments where applicable.
The Equal Employment policy is to be used in conjunction with this policy.
- 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.
- 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.
- Send to applicants who meet the above criteria:
- Copy of our Mission Statement and Philosophy
- Promotional material on our service
- Job description
- Application form
- As CV’s arrive, contact applicants who meet the criteria via the ‘staff recruitment letter’.
- 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.
- The interviews are to be conducted by the Directors or an appointed representative:
- Referee check, those short-listed visiting teachers. Check two referees verbally at least.
- 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.
- Inform unsuccessful applicants by letter and keep the CV’s of potential future Coordinators by agreement.
- If a suitable candidate not found, begin advertising again.
- 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.
- The Induction process will begin at the initial contact phase.
- 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.
- Send to applicants who meet the above criteria:
- Information about our service:
- Mission Statement and Philosophy
- Information about considerations of becoming an Educator
- Position Description
- Policies: Developing Social Competency, Curriculum and Non-compliance
- Code of Conduct
- Application form
- Information about our service:
- 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.
- The interviews are to be conducted by the Directors or an appointed representative.
- Referee check and police checks will be completed. (Police checks to be done every 3 years)
- If suitable they will be offered the position as Educator for Childsplay Homebased Education Service. They must be given reasonable time to consider this.
- 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.
- This is also the process used to recruit Oscar Educators.