Family Day Care
Part A
Staffing and Educators
Policies & Procedures Manual – January 2015
Family Day Care
Assessment, approval and reassessment
of approved FDC Residences
Policy/Procedure Number:
A 1.
Evidence of link to:
NQS: 2.3, 6.
Evidence of link to:
ECSNR: 116; 169 (2) a).
Policy Statement
The City of Greater Geelong FDC Co-ordination unit acknowledges the importance of assessing and
reassessing the suitability of Educators environments. The service conducts a thorough residence/venue
inspection prior to registering all new Educators, and also conducts ongoing compliance checks in line with
the Educators Service Agreement.
Rationale
The physical environment plays a critical role in keeping children safe, reducing the risk of unintentional
injuries, contributing to their wellbeing, happiness, creativity and developing independence and
determining the quality of children’s learning.
Strategies and Practices
Coordination Unit will:
Conduct a thorough residence/venue inspection to ensure compliance with all regulatory
standards prior to any child being placed in the Educators care. The following assessment will be
used:
Initial Information Visit
 Meet the potential Educator at their home and conduct an initial home assessment on the areas that
will used for Family Day Care including, but not limited to, areas such as outdoor environments, water
hazards, play equipment, cleanliness, pets and other animals Discuss and recommend any safety
modifications that may be required.
Approval
1st Home Safety Visit
 After the successful interview stage, a formal home safety check is conducted by 2 FDC Support Officers.
 Family Day Care- Home Safety Checklist is completed by the Support Officer.
 All hazards are identified and Home Safety Check Hazard Identification Form is completed and a copy
given to the potential Educator
2nd Home Safety Visit
 Home Safety re-check is completed
 All identified hazards are checked to ensure compliance
 Home Safety Checklist form signed and dated by the Educator and Support Officer. A copy of the
completed home safety check is provided to the Educator
Once this process has been completed and the FDC residence or venue is determined as a safe educational
environment, the FDC Educator Service Agreement along with other service registration requirements are
signed for 12 months.
Reassessment
Annual Compliance Check
 Initial Compliance Audit completed, discussed and signed
 New Educator Service Agreement is completed, signed and a copy provide to the Educator
 Regular support visit records
Policies & Procedures Manual – January 2015
Family Day Care
Ongoing Compliance:
 Routine visual inspections will take place during regular support visits by Support Officers. Any
compliance issues identified on the visit will be documented on the hazard identification form, raised
with the Educator and a time frame for resolution agreed upon
Educators will conduct daily checks to;
 Be responsible for ensuring that their care environment is safe for children at all times whilst children
are in attendance
 Consistently conduct visual safety checks and monitor the maintenance of buildings and equipment
used for Family Day Care
 Follow safety advice from recognised authorities and manufacturers
 Ensure all equipment used meets safety requirements and Australian standards
 Inform the Coordination Unit of any changes to the residence or venue eg building alterations, fences
which will affect the education and care provided for children at the service. Any changes that will affect
the education and care provided to the children at the service must be detailed on the notification of
proposed works document and forwarded to the scheme along with any relevant documents
 Inform the Coordination Unit of any addition of pets, new equipment purchased, change of areas for
used Family Day Care
 Comply with the City of Greater Geelong FDC service requirements at all times the education and care
service is operating
 Complete an annual compliance audit checklist using the scheme’s home safety check template to
ensure the health, safety and well being of children being educated and cared for by the service
 Be aware that not maintaining a safe education and care environment will be a breach of the regulations
and may result in a penalty issued but the Department of Education and Early Childhood (DEECD)
 Not be offered registration / re-registration with the scheme if they cannot provide a safe environment
that complies with Educational and Care Services National Regulations 2011 and the Education and Care
Services National Law Act 2010
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
Resources and Further Readings





Education and Care Services National Regulations 2011
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Policies/Procedures
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FDC Notification of proposed works document FDC Home Safety Check
FDC Registration Checklist
FDC Educator Service Agreement.
FDC Support Visit Record
FDC Equipment checklist
FDC Sleeping arrangements checklist
FDC Hazard Identification form
Create date:
April 2012
Reviewed:
Sept 2014
Next Review date: Sept 2015
Policies & Procedures Manual – January 2015
Family Day Care
Code of Conduct Policy
Policy/Procedure Number:
A 2.
Evidence of link to:
NQS: 4.2, 7.3.5.
Evidence of link to:
ECSNR: 168 (2) (i)
Rationale
The City of Greater Geelong Family Day Care Co-ordination unit staff and FDC Educators have a duty to
present and conduct themselves in a manner that is ethical, consistent, respectful, and responsible and
maintains confidentiality at all times. Interactions between FDC Educators, Co-ordination unit staff, children
and parents are to be conducted in this manner.
Strategies and Practices
Code of Practice
In conducting the Family Day Care service we will:
Act with integrity and honesty
Maintain a family centred approach
Deliver services in a professional manner
Act in a way that is respectful to all stakeholders
Be effective and open in our communication.
Treat all information confidentially.
Code of Behaviour
We will:
Treat the general public, children, parents, other FDC Educators and Co-ordination unit in a manner
consistent with acceptable community standards, maintaining a courteous approach and refraining from
impolite, abusive or offensive behaviour,
Be honest and fair with others,
Respect cultural differences,
Provide a welcoming, inclusive and safe environment for all people associated with the service,
Encourage open communication between all children, parents, FDC Educators and staff,
Avoid bringing the FDC service and council into disrepute by public criticism of council, fellow FDC
Educators, Co-ordination unit staff and families,
Act in accordance with equal opportunity legislation, Occupational Health and Safety legislation and the
various legislation, standards and policies that apply,
Observe the correct lines of responsibility, and raise all concerns, issues, problems with the appropriate
FDC team member as soon as possible, in writing via email [email protected]
Be impartial in reaching decisions and be prepared to accept the responsibility associated with that
decision,
Treat confidential discussions with the strictest confidence.
We will not:
Use inappropriate, offensive or discriminatory language when speaking with children, parents, other FDC
Educators and FDC staff,
Use unwarranted, unwanted and/or inappropriate touching of a child, hit or otherwise physically assault or
abuse children,
Act in ways intended to shame, humiliate, belittle or disregard children, parents, staff or other Educators,
or perpetrate any form of emotional abuse, discriminate against, show unfair differential treatment or
favour particular children to the exclusion of others in the same groups.
Policies & Procedures Manual – January 2015
Family Day Care
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required.
References
 Adapted from City of Greater Geelong staff conduct policy 2010
 Additional recommendations from Child Wise Choose with Care® 2006
Resources and Further Readings





Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Documents
 FDC Educator Handbook
Related FDC Policies/Procedures
 Inclusive Practices Policy
Create date:
Reviewed:
Next Review date:
June 2006
Dec 2007, May 2010, April 2012, Nov 2013, Nov14
Nov 2015
Policies & Procedures Manual – January 2015
Family Day Care
Communication Policy
Policy/Procedure Number:
A 3.
Evidence of link to:
NQS 1.1.4, 4.1.1, 4.2.3, 5.1.3, 6.1, 6.1.2, 6.3, 7.3.2.
Evidence of link to:
ECSNR N/A
Policy Statement
The Family Day Care Scheme delivers care and education programs for families with children aged 6 weeks
to 12 years. An important part of delivering these programs is open and clear communication with all
families and Educators.
Our service is committed to ensuring that families are encouraged to participate in the programs and are
engaged in communication with Educators that optimise the opportunity for quality experiences and
interactions in line with the Early Years Framework and the National Quality Standards.
It is imperative that communication is provided in a manner that meets the communication needs of
families and the community.
Strategies and Practices
The Coordination Unit will:
 Communicate service news to families through regular newsletters and email.
 Communicate service news to Educators through text messages, email, newsletter, regular meetings
and support visits
 Provide opportunities to families and Educators to offer feedback and/or comment on the service.
Feedback from parents is encouraged and assists the service to better meet the needs of families.
 Invite Educators and families to be part of consultation
 Organise and promote local parent nights relating to relevant child development topics
 Organise social functions that are inclusive of all families using the service e.g Families Week
celebrations
 Organise regular mentoring group sessions for Educators
 Organise social functions for Educators e.g end of year gathering, awards evening
Educators will:
 Make time to talk with families about their child’s care and development in Family Day Care
 Respect the opinions of families in regard to the way they would like their child cared for
 Gather information from families on their child’s needs, interests, developmental stage, family
members, pets etc
 Keep families informed about the children’s activities and program.
 Seek feedback from families on the quality of care the children are receiving and ideas for future
programming/activities and procedures
 Invite families to participate in the daily program e.g storytelling, music
 Be aware of children’s daily routines and any issues relating to their care.
Educators will:
The sharing of information between Parent, FDC Educator and staff is to be non-judgemental, honest and
diplomatic with the privacy of all parties respected.
It is both the FDC Educator’s and parents responsibility to keep each other “up to date” daily with
information relating to the children, eg, the children’s health, whether the children have slept well or are
unhappy for a particular reason.
Policies & Procedures Manual – January 2015
Family Day Care
Caring for children is both satisfying and extremely demanding. A sharing of satisfaction in children’s
progress and a word of praise or appreciation is valued and can lighten the day. If concerns arise, it is vital
to deal with them promptly and sensitively.
Any concerns should first be discussed between FDC Educators and parents at a mutually agreeable time.
Should the concerns be about the children, please ensure that meetings are made when children are not
present. If FDC Educators or parents feel uneasy about raising concerns with each other, it is important to
speak to FDC Support Officers or the Team Leader.
In addition to these initiatives, our service is committed to providing written or verbal communications to
all families in a timely and appropriate manner. When providing communications the following issues must
be considered.
 Language/Literacy levels.
 Sight Impaired.
 Hearing Impaired.
 Culturally and linguistically diverse back grounds
 ”Plain English” is used
When preparing communications consideration must be given to all families represented within the
services community. Interpreters will be utilised if necessary.
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References


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

FDC Co-ordination unit.
City of Greater Geelong 2014-2017 Disability Action Plan
Early Years Framework www.education.gov.au
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
City of Greater Geelong 2011-2014 Multicultural Action Plan
Resources and Further Readings
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
Appendix 18 FDCV Fact Sheet: “Being a Professional FDC Educator”
Appendix 25 FDCV Fact Sheet “Marketing your Service”
Appendix 26 FDCV Fact Sheet “Interacting with Children’
Appendix 27 FDCV Fact Sheet “ Children’s Interactions”
Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Related FDC Documents
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
FDC Educator Handbook
FDC parent and Educator newsletter
FDC Support Visit Record
Parent feedback form – Currently under review
Parent and Educator Agreement Form
Related FDC Policies/Procedures
 Support Visit by Coordination Unit Policy
 Dealing with Complaints Policy
 Inclusive Practices Policy
Create date:
Reviewed:
Next Review date:
2008
Aug 2014
Aug 2015
Policies & Procedures Manual – January 2015
Family Day Care
Confidentiality, and of Records, Policy
Policy/Procedure Number:
A 4.
Evidence of link to:
NQS: 6.1, 6.2, 6.3, 7.1.1, 7.3.1, 7.3.5.
Evidence of link to:
ECSNR: 168(2)(l), 181-184.
Policy Statement
All persons involved in the FDC Service have the right to confidentially being maintained. This policy
ensures that information given to the City of Greater Geelong FDC service and FDC Educators is only used
for the purposes of provision of FDC, and is not accessible to any unauthorised persons.
Rationale
Family Day Care is committed to protecting the privacy of all stakeholders. Privacy of personal information
is important, and we conduct our business with respect and integrity. It is important for the scheme to
collect relevant personal information from parents for enrolment purposes and staff maintain records of
each child’s individual development. Because much of this information is of a personal nature and some of
it may be considered ‘sensitive’ we understand this information is not to be unnecessarily disclosed to
others.
Strategies and Practices
No unauthorised personal information of any parent, child, FDC Educator or FDC staff member is to be
discussed within or external to the FDC service.
All parents, FDC Educators and children’s records containing personal information must be filed and stored
securely.
 FDC Office: All files relating to FDC Educators, children in care and their families must be stored in a safe
and secure area.
 FDC Educator home: it is recommended that all records are stored securely ensuring access to individual
records is only by the relevant family.
Any breach of trust may result in disciplinary procedure and a termination of services.
No information should be given to any external Agencies and Government Departments (i.e. Police
Department, Child Protection, etc) without referral and permission from the Manager of Family Services.
Any such information should be limited to a minimum number of staff and representatives as is possible.
Confidentiality Guidelines
A range of sensitive and private matters is often discussed within the service, particularly between parents
and FDC Educators. Sensitive information about FDC Educators and other members of their household are
also discussed during assessment and monitoring processes by FDC.
The following guidelines will assist in maintaining confidentiality regarding FDC Educators and their families,
families using the service and staff privacy.
Staff:
All records containing personal information on families and FDC Educators is to be stored securely
FDC Educators will only be given the information on families authorised by parents to be released on
enrolment forms.
Families are only to be given information on FDC Educators and their household required to assist in the
choice of a FDC Educator.
No information on FDC Educators or their families will be given to organisations or individuals outside the
FDC service without permission.
Consultation/information sharing with other Services requires the consent of the client except in
exceptional circumstances.
Policies & Procedures Manual – January 2015
Family Day Care
Staff, Educators and Parents:
Only necessary information on families should be discussed with other Agencies and Government
Departments:
-When a subpoena (summons) is received directing a FDC Educator or Service to give evidence or produce
records.
-When a police officer or other authorised officer has a search warrant.
-On request from an identified officer from the Department of Human Services investigating child
protection issues.
-To reduce risk to a child in a medical emergency.
-By written authorisation of the parent or FDC Educator.
-When requested by a DEET staff member.
Only public information on a Service participant may be discussed and nothing of a personal nature.
When discussing incidents and problems relating to service participants, care must be taken not to identify
individuals, i.e. not mention names or provide identifying information.
Private staff numbers should not be passed onto parents to ensure privacy.
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
 Education and Care Services National Regulations
 Education and Care Services National Law Act 2010
 Childcare service Handbook 2013-2014 (DEPARTMENT OF EDUCATION)
Resources and Further Readings




ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
VEYLDF, EYLF, MTOP
COGG Information and Health Records Policy
Information Privacy Act 2014
Related FDC Documents
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Enrolment forms
Medication administration forms
Home visit records
Record of care forms
Sickness/Illness register
Educator home visit files
Court Orders
Resource Manual
Related FDC Policies/Procedures
N/A
Create date:
Reviewed:
Next Review date:
May 2006
Dec 2007, May 2010, April 2012, Aug 2014
Aug 2015
Policies & Procedures Manual – January 2015
Family Day Care
Determining the Responsible Person Present Policy
Policy / Procedure Number:
A 5.
Evidence of link to:
NQS: 4.1, 4.2, 7.3.1, 7.3.5.
Evidence of link to:
ECSNR: 162, 168 (2) (i)
Policy Statement
A responsible person will be available via emergency phone contact when an Educator registered with the
COGG FDC Scheme has notified the service that they are providing education and care to children. The
details of the responsible person will be displayed at the Co-ordination unit. It is the responsibility of
Educators to give the service at least 24 hrs notice, if care is to be offered outside of regular business hours
eg: 7am – 6pm M-F including Public Holidays.
Rationale
The nominated supervisor assumes the legal responsibilities of the day to day operations of the service;
educators and families must be aware of who is the responsible person in charge of the service while their
child is receiving education and care by the registered Family Day Care Educator.
Strategies and Practices
1. Supervisor Certificate
1.1 Staff who are over 18 years: have adequate knowledge and understating of education and care, have
the ability to supervise; have a minimum approved diploma level qualification in education and care
or has at least 3 years experience working as an Educator can apply to the regulatory authority to be
issued with a supervisor certificate.
2. Nominated Supervisor
2.1
2.2
2.3
2.4
2.5
3.
A Holder of a supervisor certificate is appointed to assume the overall responsibilities of operating
the Family Day Care service as the nominated supervisor.
The nominated supervisor is the responsible person in charge.
The nominated supervisor must be available to provide support and assistance to an Educator while
they are providing education and care to children.
This assistance can be through the availability of phone contact if required
The name and position of the responsible person in charge must be displayed so that it is easily
visible at the family day care co-ordination unit.
Certified Supervisor
3.1
A holder of a supervisor certificate can consent to be placed in day to day charge of a service in the
3.2
3.3
absence of the nominated supervisor, however does not assume any of the legal responsibilities.
The certified supervisor must be notified and accept the role before implementation.
In the absence of the nominated supervisor their name must be displayed as the responsible person
in charge.
4.
Educational Leader
4.1 The educational leader will be appointed by the approved provider to lead the development and
implementation of educational programs in collaboration with Family Day Care Team Leader to ensure
Educators’ are provided with curriculum direction and to ensure children achieve the outcomes of the
approved learning framework.
Policies & Procedures Manual – January 2015
Family Day Care
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required.
References
 Education and care Services National Regulations
 Education and care Services National Law Act 2010
 Community Child Care Co-operative - Sample Policy
Determining the Responsible Person. www.ccccnsw.org.au
Resources and Further Readings





Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Policies/Procedures
N/A
Create date:
Reviewed:
Next Review date:
April 2012
January 2015
January 2016
Policies & Procedures Manual – January 2015
Family Day Care
Educator Leave Policy
Policy/Procedure Number:
A 6.
Evidence of link to:
NQS Not applicable
Evidence of link to:
ECSNR Not applicable
Policy Statement
The taking of leave is an important aspect of safeguarding the health and well being of FDC Educators and
Coordination Unit staff. While educators are not employees of the service and therefore receive no
remuneration while on leave the service views the taking of leave as an important aspect of our duty of
care.
Rationale
To support Educators’ in the taking of leave, while maintaining service, and quality standards.
Strategies and Practices
Annual Leave Holidays
FDC Educators are encouraged to take breaks during the year to maintain their wellbeing. Advice of leave
for holidays is to be recorded on a FDC Educator leave form and submitted to the Co-ordination Unit, a
minimum of two weeks prior to leave to ensure alternate care can be arranged if required. FDC Educators
also need to give families a minimum of two weeks notice of their leave.
Sickness
FDC Educators are required to advise the Co-ordination Unit when unable to provide care due to illness as
Support Officers may be planning a home visit for that day.
Unplanned Days off
Educators can sometimes find themselves having an ‘unplanned day off’ due to not having children attend
care on certain days. If this occurs, it is expected that the Educator will contact their Support Officer to
notify them that they will not be working on this day.
Maternity Absence
FDC Educators may suspend their service agreement for twelve months due to the birth of a child without
having to re-register. Periods longer than twelve months will require the FDC Educator to reapply. As
Educators are sole providers, the service has a duty of care to ensure that FDC Educators are not placed at
risk. FDC Educators who wish to work past 34 weeks, are required to provide a medical certificate from a
legally qualified medical practitioner to the FDC co-ordinator stating that the FDC Educator is able to
undertake FDC duties. In line with the service’s duty of care, a six-week post birth medical clearance to
return to FDC is required.
Extended Absence
Educators are eligible to apply for up to 3 months leave to attend to personal circumstances. This is to be
approved by the FDC Co-ordination unit. A leave of absence for a period longer than three months will
require the FDC Educator to undergo a re-registration process (except in the case of maternity leave).
Cessation of Service / Termination
FDC Educators are required to give the Service and parents at least two weeks notice of ceasing the service
agreement to enable alternative care for families to be arranged. A letter of resignation is to be forwarded
to the service at least two weeks prior to the actual finishing date. Upon resignation/termination all
records and equipment relating to the FDC Service are required to be forwarded to the FDC Unit.
Policies & Procedures Manual – January 2015
Family Day Care
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
N/A
Resources and Further Readings
 City of Greater Geelong FDC Scheme
Related FDC Documents
 FDC Educator leave form
 Conclusion of service checklist
 Medical report
Related FDC Policies/Procedures
N/A
Create date:
Reviewed:
Next Review date:
December 2012
August 14
August 15
Policies & Procedures Manual – January 2015
Family Day Care
Enrolment and Orientation Policy
Policy/Procedure Number:
A 7.
Evidence of link to:
NQS: 2,6.1, 6.1.1, 7.3.5.
Evidence of link to:
ECSNR: 168 (2) (k)
Policy Aim
Family Day Care is dedicated to ensuring each child’s orientation and enrolment process is a smooth
comfortable transition into the Educators home. Educators work collaboratively with families to help their
child/ren feel safe and secure within a Family Day Care home environment.
Rationale
To ensure the City of Greater Geelong’s Family Day Care Unit manages children’s enrolments in a manner
that ensures the placements of a child into care is in accordance with all governments legislative and
regulatory requirements. Educators will provide children and families with an orientation process for their
individual service.
Strategies and Practices
The Co-ordination unit will:
Follow the Commonwealth Government (Department of Education) Priority of Access guidelines.
Priority 1 - A Child at risk of serious abuse or neglect
Priority 2 - A Child of a single parent who satisfies or of parents who both satisfy, the work/
training/study test under section 14 of the Family Assistance Act (1999)
Priority 3 - Any other child.
 Maintain a register of families requiring care, review and update regularly
 Conduct a phone interview following Educator and family’s acceptance of placement.
 Offer a face to face interview to all families and arrange a suitable time and place for those families that
request an interview.
 Consider language and cultural needs of the family prior to conducting an interview. A translator maybe
required.
 Provide families with an enrolment pack including, the role of the Coordination Unit, service philosophy,
conditions of care, relevant policies, parent handbook, selection of Educators where possible.
 Ensure all documentation, including authorisations and medical action plans are completed prior to
commencement
 Provide all relevant documentation to the Educator prior to care commencing.
 Play an active role in monitoring each placement at the service to ensure the needs of each child and
their parents are met.
 Ensure ongoing support is provided to the Educator during orientation periods.
 Offer families the opportunity to share and contribute to service decisions.
Families will:
 Families will complete current enrolment forms providing the regulation required information.
 Provide all information and documentation relevant to their child’s health, routine and wellbeing.
 Complete an Educator/Parent agreement form with the educator once the decision has been made to
commence care.
Policies & Procedures Manual – January 2015
Family Day Care
 Be notified that all information is confidential and subject to Information Privacy Act (2014).
 Sign the Visitor’s Record book on arrival for the initial orientation visit and when they leave.
Educators will:
 Provide an orientation process to families prior to starting care that are based on each family’s
individual needs.
 Ensure families sign the Visitor’s Record book on arrival for the initial orientation visit and when they
leave.
 Ensure they are not compromising the supervision of children in care during the orientation visit.
 Provide information about their own family, their philosophy, fee structure, conditions of care,
expectations, service policies and routines.
 Complete an Educator/Parent agreement form with the family once the decision has been made to
commence care.
 Will familiarise themselves with information about the child from the enrolment form prior to the first
day of care. Educators will ensure that they are aware of any medical conditions and how to manage
them if required.
 Welcome the family and child on the first day of attendance and ensure there is a space ready for the
child’s belongings. Reassure the family and assist with separation if required. Encourage families to be in
contact throughout the day.
 Contact families regularly to reassure the parent that their child is settling in smoothly.
 Work in partnership with families to gather and maintain individual information assisting in the
continuity of routines. Recognise the expertise of families in shared decision making about their child’s
health and wellbeing.
 Share information on a daily basis through verbal and written processes.
 Provide high quality responsive programs that build on children’s strengths and foster development.
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References



National Quality Standards
Education and Care Services National Regulations 2011
Information Privacy Act (2014)
Resources and Further Readings







Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
www.education.gov.au
COGG Information Privacy Procedure
Related FDC Documents





Parent handbook.
Enrolment form
Educator/Parent agreement form
Medical Action Plans
Conditions of care
Related FDC Policies/Procedures


Confidentiality of records policy
Waiting list policy
Create date:
Reviewed:
Next Review date:
April 2012
Sept 2014
Sept 2015
Policies & Procedures Manual – January 2015
Family Day Care
FDC Advertising & Social Media Policy
Policy/Procedure Number:
A 8.
Evidence of link to:
NQS: N/A
Evidence of link to:
ECSNLA: 104
Policy Statement
COGG FDC Educators are self-employed childcare Educators, operating their business under the approval of
the City of Greater Geelong Family Day Care Service.
All advertising, promotional material and social media used to endorse any aspect of the COGG FDC Service
must be professionally prepared by the City of Greater Geelong Media Department and the FDC Coordinator and endorsed by Management.
Rationale
To ensure the service is promoted professionally in an ethical and positive manner and reflects the
philosophy of the service.
Strategies and Practices
The Co-ordination Unit will:
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Liaise with COGG Marketing Design Officer for all advertising in local print media
Liaise with COGG Marketing Officers for all graphic design requirements
Liaise with COGG Media Officers for media coverage, media releases, photo shoots, service promotion
Follow COGG Social Media Policy for appropriate use of social media platforms e.g Facebook, Twitter,
MySpace, YouTube, Wikipedia, podcasts
Have an annual budget plan for advertising and promotion
Develop advertising material for the service in consultation with the COGG Marketing and
Communication Unit
Advertise the service regularly using a variety of media platforms
Participate in promotional opportunities regularly e.g Children’s Week, Playgroup Week, Early Years
Expos, Poppykettle
Seek feedback from families and new Educators to determine the effectiveness of different advertising
and promotional activities of the service.
Support Educators to develop advertising and promotional material, if requested.
Respond to the requests for media coverage to special occasions and events
Not use information or images on internet or social networking sites without written permission from
families
Update, monitor and keep records relevant to social media site. At all times assign more than one staff
member to be responsible for this site
Maintain social media accounts on a daily basis (Monday to Friday at a minimum)
Update social media accounts with either text, photos, links etc as often as possible
Educators Will:


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
Promote the service to the wider community in a positive manner at all times
Include COGG FDC contact information when promoting their individual service
Advertise as being a registered Educator with the CoGG.
Not include personal information, such as address and phone number when promoting their individual
service.
 Not use information or images on internet or social networking sited without written permission from
families.
Policies & Procedures Manual – January 2015
Family Day Care
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
 Guide to Education and Care Services National Regulations 2011
 Family Day Care Australia – Marketing
 COGG Marketing and Communication Unit
Resources and Further Readings





Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Documents
 COGG Social Media Policy – 1 June 2011
Related FDC Policies/Procedures
 Photo permission slip
 Enrolment form
Create date:
Reviewed:
Next Review date:
May 2012
October 2014
October 2015
Policies & Procedures Manual – January 2015
Family Day Care
FDC Educator Professional Development
and Team Meeting Policy
Policy/Procedure Number:
A 9.
Evidence of link to:
NQS: 2.3.4, 4, 7.2.2.
Evidence of link to:
ECSNR: 169(2) (g)
Policy Statement
Participation in professional development and attendance at Educator FDC Team meetings on a regular
basis is promoted and encouraged. Given the changing information in the Early Childhood field it is
necessary to ensure that FDC Educators and staff have the most up to date and relevant information.
Rationale
Ongoing professional development and team meetings for FDC Educators and staff assists in ensuring that
children are cared for by educators who are informed and up to date with information on current practices
within the Early Childhood industry.
Strategies and Practices
Coordination Unit staff will:
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Take opportunities for ongoing professional development where possible.
Participate in professional development/ information sessions in Child Protection.
Consult with Educators on professional development opportunities.
Engage external professionals as well as staff for the delivery of professional development.
Evaluate professional development provided to Educators and staff for effectiveness.
Provide an orientation session for all new Educators.
Organise a buddy system for new educators to assist with transition into FDC
Support Educators in their endeavours to attain qualification in Children’s Services.
Keep a record of Educator and staff professional development.
Fund various professional development sessions through out the year (with the exception of First Aid,
CPR Anaphylaxis and Emergency Asthma Management).
 Provide families with local parenting information sessions for them to access.
Educators will:
 Complete mandatory registration requirements: Current level 2 First Aid (3yrs), CPR, Anaphylaxis (3 yrs)
and Asthma (3yrs).
 Attend a minimum of 50% of scheduled FDC Educator Team Meetings from July - June.
 Attend Mandatory Conference annually.
 Attend a minimum of 2 training sessions (excludes mandatory registration requirements, mandatory
conference day and team meetings) from July - June.
 Attend professional development/information session updates as offered on the following
- Manual Handling, Car & Road Safety, Safe Food Handling and Child Protection.
 Attend an orientation session prior to commencing as an approved Educator.
 Provide evidence that professional development has influenced practice
 Seek and attend professional development not organised by the FDC Scheme.
 Follow the booking process as outlined on the FDC Educator professional development & meetings
notifications.
Failure to comply
 If mandatory registration requirement training is not completed prior to the due date, registration will
be suspended until completed.
Policies & Procedures Manual – January 2015
Family Day Care
 Other training - If the requirements are not achieved from July-June, a 3 month probation period will be
applied.
 It will be expected that the minimum requirement of 2 professional development sessions will be
attended in this time. This probation period with be re-reviewed after the three months, with the
potential of full registration being compromised.
Families will:
 Support the Educators in their endeavours to attend professional development
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required.
References

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Education and care Services National Regulations
Education and care Services National Law Act 2010
Childcare Service Handbook 2013-2014 (DEPARTMENT OF EDUCATION)
National Quality Standards 2012 ACECQA- QA7
Resources and Further Readings
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Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2011-2012 (DEPARTMENT OF EDUCATION)
VEYLDF, EYLF, MTOP
Related FDC Documents
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FDC Educator professional development & meetings calendar
Annual Service Agreement checklist
Professional development evaluation form
FDC Educator Handbook 2012
Related FDC Policies/Procedure
N/A
Create date:
Reviewed:
Next Review date:
2010
April 2012, June 2013, Aug 2014CH
August 2015
Policies & Procedures Manual – January 2015
Family Day Care
Governance and Management Policy
Policy/Procedure Number:
A 10.
Evidence of link to:
NQS: 7.1.1, 7.3.5
Evidence of link to:
ECSNR: 168 (2) (l)
Policy Statement
Family Day Care Educators are self-employed childcare providers, operating their business under the
approved provider CoGG. The Governance and Management Policy outlines the responsibilities of
managing the FDC service within the requirements of City of Greater Geelong Council, Education and Care
Services National Law Act 2010, Education and Care Services National Regulations and the National Quality
Standards.
Rationale
It is important for a service to have effective leadership and management to ensure a high quality childcare
service delivering quality outcomes for children and families.
Governance arrangements for services are required to reflect the appropriate legal status and authority to
hold both provider approval and service approval.
Strategies and Practices
1.
Council
1.1
The City of Greater Geelong is the approved provider of City of Greater Geelong Family Day Care
Scheme and holds the legal responsibilities for operating the service.
1.2 The Family Services Manager is the approved provider’s delegated authority.
1.3 The approved provider appoints a certified supervisor to be the nominated supervisor (Managing
Team Leader) to be responsible for the day to day activities of the service.
1.4 The nominated supervisor accepts the appointment on the understanding of the legal responsibilities
of the position.
1.5 When the nominated supervisor is not in attendance an approved certified supervisor will take
charge of the day to day operations.
1.6 The approved provider employs a suitably qualified Team Leader to monitor and support the FDC
Support Officers and FDC Educators.
1.7 The approved provider appoints an educational leader who will lead the development of the
curriculum.
1.8 FDC staff shall comply with all relevant policies of the City of Greater Geelong.
1.9 FDC Educators will comply with all relevant City of Greater Geelong FDC Scheme polices and
procedures.
1.10 The approved provider ensures that relevant polices are developed to ensure the service operates
within the regulatory requirements.
2.
Educators
2.1
The service recruits suitable Educators as small business operators to provide education and care to
children in the family day care residence.
The Educator acknowledges their legal responsibilities in relation to regulations by signing and annual
Family Day care service agreement.
The service Support Officers maintain regular contact with the Educators to provide support and
monitor compliance with the National Regulations and the scheme policies and procedures.
The approved provider may suspend an Educator from registration or cancel a service agreement for
failing to comply with the National Regulations or the scheme polices and procedures.
2.2
2.3
2.4
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required.
Policies & Procedures Manual – January 2015
Family Day Care
References
 Education and Care Services National Regulations, Law Act and NQS
 City of Greater Geelong Policies
Resources and Further Readings
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Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (DEPARTMENT OF EDUCATION)
VEYLDF, EYLF, MTOP
Related FDC Documents
 FDC Service Agreement
 Prescribed information to be displayed form
Related FDC Policies/Procedures
N/A
Create date
Reviewed:
Next Review date:
April 2012
Aug 2014
August 2015
Policies & Procedures Manual – January 2015
Family Day Care
Keeping a Register of FDC Educators Policy
Policy/Procedure Number:
A 11.
Evidence of link to:
NQS: 4.1, 7.3.5
Evidence of link to:
ECSNR: 153, 169 (2) (c)
Policy Statement
To meet the requirements of section 69 of the National Law Act and section 153 of the National
Regulations, a register of FDC educators will be kept at the co-ordination unit for each educator registered.
Rationale
This register will provide all relevant information on each registered educator to allow access to
information in case of an emergency, quality assessment visits and support agency visits.
This register will also support our waiting list and the placement of children accessing the service.
The register also acts as a document to the Support Officers completing home visits to ensure compliance
with child ratios, educator qualifications, first aid qualifications and the criminal history checks of all
residents residing at the FDC home or venue. This supports our commitment to providing an environment
that reinforces the health, safety and well being of all FDC children.
Strategies and Practices
The FDC Educator register will include the following:
 Name, address and date of birth of each educator
 Contact details of the educator
 Address of the residence or venue
 Date the educator was engaged or registered, and date the educator ceased to be engaged or
registered with FDC
 The child’s name and date of birth and the days and hours that each educator provides education and
care to that child.
 If the educator is an Approved Provider or Certified Supervisor
 Copies of each educator’s qualifications, including current approved first aid training, current approved
anaphylaxis management training and current approved emergency Asthma management training, and
details of any qualifications the educator is actively working towards (or evidence of working towards)
the qualification.
 Evidence of any other relevant training completed by the educator
 Details of the working with children check and National Police check for each Educator including an
identifying number and expiry date
 Full name and date of birth of any family members or residents over 18 years of age who reside at the
family day care residence.
 Full names and dates of birth of all children under 18 years who normally reside at the family day care
residence.
 Details of the working with children check and National Police Check for any other family members or
residents over the age of 18 years who reside at the FDC residence.
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
Policies & Procedures Manual – January 2015
Family Day Care
 Education and care Services National Regulations
 Education and care Services National Law Act 2010
Resources and Further Readings
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Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (DEPARTMENT OF EDUCATION)
VEYLDF, EYLF, MTOP
Related FDC Documents:
 FDC Care Educator Details form
 FDC Annual Service Agreement Requirements form
 FDC Educator Roster – week days
Related FDC Policies/Procedures
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Assessment, approval and reassessment of approved FDC residences and FDC venues
Recruitment of FDC educators
Keeping a register of FDC Educators
Monitoring, support and supervision of FDC Educators
Fit and proper assessment of FDC Educators and adults residing at FDC residence/venue
Visitors to FDC residence and venues
Provision of information, assistance and training to FDC Educators
Create date:
Reviewed:
Next Review date:
April 2012
August 2014
September 2015
Policies & Procedures Manual – January 2015
Family Day Care
Payment of Fees Policy
Policy/Procedure Number:
A 12.
Evidence of link to:
NQS: 168
Evidence of link to:
ECSNR: 7.3.5
Policy Statement
The City of Greater Geelong FDC Educators are self-employed business operators who set their own fee for
service in consultation with the service. It is important that Educators operate their business in a manner
that is transparent to all stakeholders.
Rationale
To ensure that the City of Greater Geelong FDC Service meets all accountability requirements in regard to
payment of fees and provision of a statement of fees that are charged by the education and care service.
Strategies and Practices
Co-ordination Unit will:
 Set the service levy for each child per hour every financial year
 Keep all stakeholders informed during this levy setting process
 Include the service levy in the initial information given to families
Charge all families the same fee for the same service. A fee cannot be charged for a child that exceeds
the fee charged for any other child receiving the same kind of care. If a session charge is made care must
be available for the whole session.
 Support Educators with all record keeping
 Support Educators to minimise bad debts incurred by parents using the service
 Ensure outstanding fees due to the service are paid in full before the family can be placed with another
Educator
 Process all Child Care Benefit Claims for Educators
 Monitor accuracy of claims for Child Care Benefit
 Provide a CCB payment advice statement to educators fortnightly
 Provide all families with a summary statement with a complete record of the CCB and or/CCR fee
reductions that have been approved by the service every 3 months
Educators will:
 Adopt core hours as 8.00am to 6.00pm Monday to Friday for all families using the City of Greater
Geelong FDC service. Any care provided outside these hours or on Public Holidays will classified as non
core hours of care. Educators are not permitted to individually alter the core hours of care they charge
families and must notify the service at least 24 hrs before supplying care outside of core hours or on
public holidays.
 Formulate their own fees and charges in line with DEEWR legislation and policy. Refer
www.education.gov.au (Child Care Service Handbook)
 Submit a fee schedule to the service in June/July each year to ensure accurate reimbursement of Child
Care Benefit
 Ensure fee schedules and conditions of care are provided to families at the initial interview
 Submit a completed Record of Care sheet for every child every fortnight. This provides information for
the Australian Government on attendance, and also provides data for Network Support funding
provided to the service.
 Ensure all records are accurate records in order to comply with State and National regulations. Records
are to be returned by to the service when specified.
Policies & Procedures Manual – January 2015
Family Day Care
Educators will
 Issue a receipt for all payments received from families. The full name of the person paying for the care
and each child’s name must be included along with the dates of care and the total amount charged.
 Only provide care for children registered with the service
 Only sign children in and out of care when dropping off or picking up from school, kindergarten etc, or
upon failure by a parent /guardian to do so. (Delivery and collection of children policy)
Families will:
 Ensure all children being provided with care are registered with the service
 Sign their child in and out daily on the attendance record section of the Record of Care sheet (Federal
and State Regulations)
 Verify hours used by signing the parent verification on the Record of Care sheet
 Check that hours recorded are correct before signing the record of Care sheet. Blank or incomplete
records must not be signed by parents
 Pay fees to the Educator at the time agreed to by the Educator and the family
 Contact the FDC Team Leader if experiencing difficulty in paying fees, payment plans can be arranged,
and possible short term assistance due to financial hardship (eligible criteria applies) may be available
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
 Childcare Services Handbook 2011-12 (Department of Education)
 Education and Care Services National Regulations
 Education and Care Services National Law Act 2010
Resources and Further Readings
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

Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
Related Documents
 Individual Educator fee schedule
Related FDC Policies/Procedures
 FDC Conditions of care
 Record of Care and payment sheet
 Delivery and collection of children policy
Create date
Reviewed:
Next Review date:
April 2012
January 2015
July 2015
Policies & Procedures Manual – January 2015
Family Day Care
Recruitment of Family Day Care Educators Policy
Policy/Procedure Number:
A 13.
Evidence of link to:
NQS: 4, 7.1, 7.3.2.
Evidence of link to:
ECSNR: 169 (2) (b)
Policy Statement
City of Greater Geelong Family Day Care Scheme will provide a fair, ethical and transparent process for the
recruitment and selection of Family Day Care Educators.
Rationale
The Selection Procedure is designed to ensure that City of Greater Geelong Family Day Care Scheme
recruits and registers Educators who understand and are able to meet children’s needs and are able to
provide a high standard of care.
Strategies and Practices
To ensure best practice in recruitment of staff and FDC Educators the City of Greater Geelong FDC service
will:
 Ensure all applicants are over the age of 18 years and eligible to work in Australia
 Ensure the applicant has a minimum Certificate 111 in Child Care
 Obtain proof of identity and residing address
 Ensure potential Educators have a current Level 2 First Aid certificate and training in Anaphylaxis and
Asthma management before being registered with the service
 Ensure the potential Educator has a completed and signed medical report from a certified practitioner
stating suitability to fulfil the requirements of an approved Educator
 Interview all potential FDC Educators, in line with documented selection criteria
 Conduct police checks every three years on all FDC Educators, family members and residents in the FDC
Educator’s home over the age of 18
 Conduct Working with Children checks every five years on all FDC Educators, family members and
residents in the FDC Educator’s home over the age of 18
 Conduct at least two Professional reference checks on all FDC Educators as a part of the screening
process
 Provide an orientation program for all new FDC Educators
 Provide a probationary period of three months during which increased home visits and one to one
support is provided
 Conduct formal home safety checks prior to registration, and annually, ensuring that FDC Educators
maintain requirements
 Continually review recruitment, selection and screening procedures in line with best practice
 Ensure all other components of screening process are completed such as vehicle checks and all other
assessments according to selection criteria
Day-to-Day Service Management of Health and Safety Policies
 Reviewed at monthly team meetings and as required
References
 Education and Care Services National Regulations
Policies & Procedures Manual – January 2015
Family Day Care
Resources and Further Readings





Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Documents
 Registration Checklist
 Interview Questions
 3 Month Assessment
Related FDC Policies/Procedures
N/A
Create date:
Reviewed:
Next Review date:
April 2012
Aug 2014
Jan 2016
Jan 2015
Policies & Procedures Manual – January 2015
Family Day Care
Resolving Conflict Policy (CoGG Policy)
Policy/Procedure Number:
A 14.
Evidence of link to:
NQS: 168
Evidence of link to:
ECSNR: 7.3.5
P
1. Purpose and Scope
To provide a quick, fair and effective means for all employees of the City of Greater Geelong to bring
problems and complaints concerning their work and their well-being at work to the attention of
management; and to resolve any disputes via measures based on the provision of information and
explanation, consultation, cooperation and negotiation. This policy applies to all employees of the City of
Greater Geelong.
. POLICY
2. Policy
Employees are able to lodge grievances on work-related matters that directly affect them on the grounds of
unfair or unreasonable decisions and/or actions. Grievances can also be lodged on the basis of failure to
make decisions or inaction by Managers.
3. PROCEDURE
3. Procedure
 The City of Greater Geelong is committed to protecting its employees from being victimised as a result
of their using the grievance process.
• Although conciliation is the preferred model for resolving grievances, if a grievance continues to remain
unresolved, a formal hearing can be conducted, after which a determination will be made as to the
outcome of the grievance.
 While the conflict resolution process is being followed, normally work is to continue except in the case
of a safety issue which may continue or worsen if work continues.
• While it is recognised that awards, the Enterprise Bargaining Agreement, LWAAs and contracts set out
step-by-step procedures for resolving grievances, it is Council’s preference that, in the first instance,
employees utilise the steps described below.
Stage 1.
Grievance is to be given orally, or in writing to the employee’s immediate supervisor. Supervisor should
record any oral grievance and obtain employee’s signature, then attempt to resolve the matter and should
respond within two working days, describing the steps taken to correct the problem.
If the employee does not feel comfortable submitting the grievance to their immediate supervisor, e.g. the
supervisor is part of the grievance, the employee may submit the grievance directly to their Manager.
In the interests of maintaining good working relationships, grievances should be resolved at the lowest
level possible, in an environment which minimises the potential for conflict.
If the parties consider it necessary, the Human Resources Department can be called upon for assistance.
Stage 2.
If the supervisor cannot settle the grievance, the employee will bring the matter to the attention of the
relevant shop steward, and request a meeting with the most senior officer responsible for supervision.
Stage 3.
If the matter is not settled at Stage 2 within 48 hours, the matter will be referred to the appropriate
General Manager.
Policies & Procedures Manual – January 2015
Family Day Care
Stage 4.
If the matter is not settled at Stage 3 within a further 7 working days, the General Manager will refer the
matter to the Chief Executive.
Stage 5.
If the matter is still not settled, either party shall refer it to the Industrial Relations Commission with their
rights under the Act reserved.
4. POLICY RECORD
Policy Record 4
Issued/approved:
Last Reviewed:
Next Review:
Service Review:
Next Review:
Applicable legislation:
Records to be kept:
Related Policies /Procedures:
Staff Conduct Policy
Chief Executive
November 1999
November 1999
September 2001
August 2014
May 2015
Local Government Act 1989
Grievances to be retained on personal file
Managing Diversity
Policies & Procedures Manual – January 2015
Family Day Care
Storage and Managing of Records Policy
Policy/Procedure Number:
A 15.
Evidence of link to:
NQS: 7.1.1
Evidence of link to:
ECSNR: 177, 182, 183, 184.
Statement
Regulatory, licensing and funding bodies require the retention and maintenance of records in relation to
service stakeholders and children. All records are required to be kept up to date, stored confidentially and
in a safe and secure area with access by authorised persons only. This includes both electronic and
hardcopy format.
Rationale
To ensure the Approved provider, nominated supervisor, co-ordination unit and educators maintain and
securely store all records required under legislation, ensuring confidentiality and easy access by authorised
persons.
Strategies and Practices
Storage of records and other documents
(1) City of Greater Geelong FDC must ensure that records and documents set out in Regulation 177 are
stored(a) in a safe and secure place; and
(b) for the relevant period set out in regulation 183 (2).
Standard 7.3
Administrative systems enable the effective management of a quality service.
Element 7.3.1
Records and information are stored appropriately to ensure confidentiality, are available from the service
and are maintained in accordance with legislative requirements.
Regulation 183 (2).
(a) if the record relates to an incident, illness, injury or trauma suffered by a child while being educated
and cared for by the education and care service, until the child is aged 25 years;
(b) if the record relates to an incident, illness, injury or trauma suffered by a child that may have occurred
following an incident while being educated and cared for by the education and care service, until the
child is aged 25 years;
(c) if the record relates to the death of a child while being educated and cared for by the education and
care service or that may have occurred as a result of an incident while being educated and cared for,
until the end of 7 years after the death;
(d) in the case of any other record relating to a child enrolled at the education and care service, until the
end of 3 years after the last date on which the child was educated and cared for by the service;
(e) if the record relates to the approved provider, until the end of 3 years after the last date on which the
approved provider operated the education and care service;
(f) if the record relates to the nominated supervisor or staff member of an education and care service,
until the end of 3 years after the last date on which the nominated supervisor or staff member
provided education and care on behalf of the service;
Policies & Procedures Manual – January 2015
Family Day Care
Prescribed enrolment and other documents to be kept by the City of Greater Geelong FDC
An appropriate person will be appointed to the role of nominated supervisor to ensure the following
accurate records required under section 177 of the Regulations are kept.
 The documentation of child assessments or evaluations for delivery of the educational program as set
out in regulation 74;
 An incident, injury, trauma and illness record as set out in regulation 87;
 A medication record as set out in regulation 92;
 A record of assessments of family day care residences and approved family day care venues conducted
under regulation 116;
 A record of volunteers and students as set out in regulation 149;
 the records of the responsible person at the service as set out in regulation 150;
 In the case of a family day care service, a record of staff, family day care co-ordinators engaged by the
service and family day care educator assistants approved by the service, kept under Regulation 154;
 A children's attendance record as set out in regulation 158;
 Child enrolment records as set out in regulation 160; a record of the service's compliance with the Law
as set out in regulation 167;
 A record of certified supervisors placed in day to day charge of the education and care service under
section 162 of the Law.
The Family Day Care educator must keep the following accurate records required under section
178 of the Regulations;






The documentation of child assessments
An incident, injury, trauma, and illness record.
A medication record
A children’s attendance record
Child enrolment records as set out in Regulation 160
A record of visitors to the family day care residence or venue
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
 Education and Care Services National Regulations 2011
 National Quality Standards
 Guide to the Education and Care Services National Law and the Education and Care Services National
Regulations 2011
 Freedom of Information Amendment (Reform) Act 2010
 Information Privacy Act 2014
Resources and Further Readings
 Education and Care Services National Regulations 2011
 Education and Care Services National Law Act 2010
 ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
 Childcare service Handbook 2013-2014 (Department of Education)
Related FDC Documents
 COGG Information and Health Records Policy
Related FDC Policies/Procedures
 Confidentiality of records policy
Create date:
Reviewed:
New Review date:
April 2012
Oct 2014
Oct 2015
Policies & Procedures Manual – January 2015
Family Day Care
Student/Volunteer Policy
Policy/Procedure Number:
A 16.
Evidence of link to:
NQS: 4.2, 7.3.5,
Evidence of link to:
ECSNR: R149-1, 168 (2) (i),
Policy Aim
Family Day Care is committed to the training and development of future Early Childhood Professionals and
interested volunteers.
Rationale
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To assist and guide students/volunteers in their learning whilst at our service
To act as professional role models/mentors
To provide insight into the Early childhood profession
To guide interactions with children, staff and families
To guide in the planning and implementation of programs and activities adhering to the EYLF, VEYLDF
and NQS
 To provide positive feedback regarding progress
 To discuss progress with RTO supervisors
 To supervise interactions and programs to ensure the safety of students, volunteers and the children
Strategies and Practices
 The FDC Scheme will liaise with the relevant registered training organisation regarding the placement of
students.
 The FDC Scheme will ensure students and volunteers over the age of 18 years provide a copy of their
Working with Children Check prior to commencing with the Educator.
 The FDC scheme will provide students and volunteers with guidelines identifying their responsibilities,
expectations and code of conduct while at the service.
 Records that include the full name, address and date of birth of each student or volunteer are kept by
the service.
 Students are to meet with the Educator for an orientation visit prior to starting the placement.
 Attendance records of each student or volunteer are kept by the service.
 Where possible students are to be placed with Educators that have a qualification level or greater than
the level being studied by the student.
 Families must be notified in advance of the commencement of a student/volunteer placement and any
objections/ or concerns must be dealt with immediately in consultation with the Coordination Unit.
 Students/volunteers must sign the visitor register whenever entering or leaving the Educators premises.
 Students and volunteers must never be left alone or in charge of any children.
 Ensure that students and volunteers do not discuss children’s development or other issues with parents
and adhere to all areas of confidentiality.
 Students are to work with the Educators timetable requirements.
 Students are to inform the Educator early in the placement of requirements of practicum which need to
be completed while on placement.
 Students are responsible for completion of their own assessment requirements.
 Students are responsible for providing a photo and explanation of their role as a student and the
training organisation they represent.
 Student and volunteers working within the Family Day Care structure are expected to familiarise
themselves with relevant policies and procedures of the day to day operations of the early childhood
service.
 Students are expected to introduce themselves to all children and parents upon commencement.
Policies & Procedures Manual – January 2015
Family Day Care
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References

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
Education and Care Services National Regulations
Education and Care Services National Law Act2010
Australian Early Childhood Code Of Ethics
Family Day Care Student Handbook
Resources and Further Readings





Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Documents
 Educator Visitors record
Related FDC Policies/Procedures
N/A
Create date:
Reviewed:
Next Review date:
April 2012
August 2014, January 2015
January 2016
Policies & Procedures Manual – January 2015
Family Day Care
Support Visits by Co-ordination Unit Policy
Policy/Procedure Number:
A 17.
Evidence of link to:
NQS: 4.2, 7.1
Evidence of link to:
ECSNR: 169 (2) (d)
Policy Statement
FDC Support Officers will carry out Support visits to Educators in accordance with scheme requirements, to
ensure compliance with and understanding of National Children’s Services Act and Regulations, National
Quality Standards, service policies, procedures and practices and to support Educators in their roles.
Support Officers will carry out support visits with and without notice and will respect that the Educators
workplace is also the family home.
Rationale
A good understanding of the purpose of the support visit and a willingness on the part of both Educator
and Support Officer to work together in partnership ensures the support visit is effective and supportive.
Strategies and Practices
The Co-ordination unit will:
 Make unscheduled monitoring and support visits to FDC Educator’s homes, visit at different times and
days to observe care in progress, interact with the children, and monitor their development. These
observations assist FDC Educators to evaluate day to day work and Support Officers can provide advice
and assistance in all aspects of Family Day Care.
 Develop and maintain professional working relationships with all FDC Educators, providing telephone
and internet contact and additional visits where required.
 Document all visits and communication, with FDC Educators on support visit sheets and/or running
sheets.
 Provide support to all Educators at all times the Family Day Care Service is operational, including at night
or on weekends, if children are in care.
 Appointed a suitably qualified and experienced Educational Leader who will lead the development and
implementation of the educational programs, guide Educators in their planning and reflection and
mentor colleagues in their implementation practices.
 New Educators will be visited weekly for the first month after registration. Support Officers will continue
to visit frequently until such time as the Educator demonstrates capacity to manage all aspects of the
position competently.
 Act upon any breach (whether reported and/or witnessed) to the FDC Educator’s registration agreement
which encapsulates all documented policies and procedures of the service.
 Visits to the Educators home including unannounced visits to ensure compliance and transparency at all
times the service is operating. Unscheduled visits by FDC Support Officers and visits from the DEET
Children Services Advisors are permitted at all times children are in care, without any form of
obstruction by the FDC Educator.
 A scheduled visit can be requested by the Support officer or Educator at any time. Scheduled support
visits should be planned for a quiet time during the day to allow attention to be focused on the issues at
hand. Unscheduled visits should occur at different times of the day and week to enable the FDC Support
Officer to observe all children in care.
 Ensure educators are given additional support where indicated. For example, when a child is new and
not yet settled into care, where there is a concern about a child (challenging behaviour, developmental,
emotional, at risk, family crisis etc) where there are safety or compliance issues or where the Educator’s
circumstances warrant additional support.
Policies & Procedures Manual – January 2015
Family Day Care
The Co-ordination unit will (cont):
 Contact Educators on a regular basis between support visits by telephone , email, social media, SMS,
playgroup sessions, outings or by the Educator visiting the FDC office.
 Focus on assisting and supporting the Educator as both a child care professional and as a small business
operator. The Educator and Support officer will work in partnership to ensure the best possible
outcomes for the children in care. Each brings to the service complementary skills, experiences and
understandings
 Focus on the needs of the children in care, and the Educator, in that matters discussed are relevant to
the care of the children and to service development. Support Officers will be flexible in their approach to
home visits and the type of support provided to the Educator.
 Provide a copy of the support visit record to the educator by email.
 Leave a visitors slip if an Educator is not at home advising the date and time visited.
Educators will:
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Ensure their programs and practices comply with the requirements of National legislations.
Be professional and respectful at all times.
Provide feedback to staff on improvements to the service.
Sign the visit record once completed by the co-ordination unit.
Notify families that a visit has occurred that day by the Co-ordination unit.
If necessary, follow upon issues or concerns that have been raised during the visit.
Be encouraged to contact the FDC Coordinator if they have concerns or issues after a Support Officer
completes a home visit.
For a support visit to be successful, clear, open, honest communication is required between the FDC
Educator and the FDC Support Officer. Support Officers are there to support, and not to make judgements.
If FDC Educators are having any difficulties, FDC Support Officers can help them to identify and discuss
possible resolutions. FDC Support Officers are qualified and very experienced in the early childhood field.
Use them as a resource for information and a sounding board for ideas
Monitoring for Compliance
 Support Officers will ensure Educators demonstrate their responsibilities under the National
Regulations, National Quality Standards, the schemes policies and procedures and Educator registration
agreement.
 Support Officers will assist and support Educators to implement compliant practices and provide
Educators with resources and assistance to carry out their role.
 Home safety checks, glass audits, equipment checks and sleeping arrangements will be carried out
annually as part of the Annual Compliance Audit.
 The FDC Team Leader is notified if significant issues arise during the support visit.
 Compliance issues are monitored /followed up until the Team Leader is satisfied that all requirements
are met.
 Changes to Educator annual service requirements to be documented/updated.
Record Keeping
 The visitors register will be signed by the Support Officer on arrival and departure.
 Families will receive notification that a Support Officer has conducted a home visit, by the way of a
support visit slip.
 All relevant issues should be discussed and recorded with the FDC Educator at the time of the visit.
Educators are provided with a copy of their support visit documentation via email and have 24 hours to
amend any details, they deem as incorrect. There is provision for the FDC Educator to add comments on
the home visit record. The records are filed in each FDC Educator’s online file. FDC Educators may
request copies at any time.
 Records of the support visit record are an accurate record of the discussion and circumstances of the
visit. Records should acknowledge the strengths of the Educators service and practices, but also issues,
which arose during the visit.
Policies & Procedures Manual – January 2015
Family Day Care
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
 Original Family Day Care Orientation Package 1996. Stonehouse. A., (2004) Dimensions National Family
Day Care Council of Australia.
 Education and Care Services National Regulations 2011
Resources and Further Readings






Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
www.earlychildhoodaustralia.org.au
Related FDC Documents

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




Support visit record
Support visit slip
FDC Educator Handbook
Making the most of Home Visits - Family Day Care Victoria Fact Sheet 15 – FDC Educator Handbook
Home Safety Check
New Educator induction process
3 months probation form
Annual service agreement requirement form
Support Officer Handbook
Related FDC Policies/Procedures
 Visitors and visitors register for the FDC residences.
Create date:
Reviewed:
Next Review date
23 April 1996
June 2006, Jan 2008, May 2010, April 2012, April 17 2013 TM August 2014 January 2015
January 2016
Policies & Procedures Manual – January 2015
Family Day Care
Back Up Educator Policy
Policy/Procedure Number:
A 18
Evidence of link to:
NQS: 4.2, 7.3.5,
Evidence of link to:
ECSNR: R144-R119-R124-R127
Policy Aim
Family Day Care is committed to the consistency of care for children and families, and supporting the
wellbeing of Educators
Rationale
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To assist and guide Educators in the process of supplying and procurement of Back Up care
To ensure parents and children are provided with consistent, high quality care and education
To ensure the service is aware of the care being provided to families at all times
To guide interactions with children, staff and families
To supervise interactions and programs to ensure the safety of children and educators
Responsibility of the Service
The service will
 Ensure that all Back up Educators are currently registered with the service and meet all relevant service
requirements
 Ensure all appropriate documentation, and requirements are up to date and in place before approving a
back up placement.
 Have absolute discretion in providing permission for Backup care to occur, only those situations deemed
legitimate and where there is no other option available will be granted.
 Ensure that all children’s rights and best interests are the highest priority when considering whether to
approve back up care
Responsibility of the Existing Educator
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The Existing Educator
Must request permission from the service for back up care to occur in writing at least 1 week ( 5 working
days) prior to the back up care occurring and can not request more than 4 hours back up at one time
Back up care must be provided in the existing Educators premises and children must remain at these
premises for the duration of the back up care. No outings will be allowed when back up care is taking
place
Must notify all parents effected by the back up care arrangement as soon as possible and obtain their
signature as approval for the back up care to proceed
Discuss the fee structure , time sheets and payment with parents
Must ensure all paper work is completed, filed and returned prior to the commencement of back up
care
Must ensure all children (including those of the Educator) have current up to date enrolment forms and
medical action plans on site during the back up care time.
Must ensure the Back up Educator has a full induction to their premises prior to leaving, this must
include but is not limited to an outline of each child’s name age and routine, the emergency evacuation
plans and kit, emergency exits, first aid kit, medical action plans and medication stored, enrolment
forms, telephone, sign in sign out sheets, medication forms/medication and emergency contact
numbers.
Ensure all children are signed out of their care and into the care of the Back Up Educator prior to them
leaving the premises and signed out of care with the Back Up Educator and into care with them on their
return.
Ensure all children are notified ahead of time that a Back Up Educator will be present and where
possible choose a familiar person to those children to assist with the transition.
Must notify their insurance company of the back up care taking place
Policies & Procedures Manual – January 2015
Family Day Care
Responsibility of the Backup Educator
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The Back Up Educator:
Must be an existing registered Educator with the City of Greater Geelong and all policies, regulations
and procedures are followed at all times, and can not provide back up care for more than 4 hours at one
time.
Must sign in and out as a visitor to the service
Ensure they have all required documentation available onsite including enrolment forms, medical action
plans, storage of medication, timesheets, emergency contact details prior to commencing care.
Must ensure they are familiar with all emergency evacuation procedures and exits.
Must familiarise themselves with the children in their care, their routines, medical requirements and
individual routine needs.
Back up Educators are not required to write observations for times of back up care but are required to
complete all medical, incident and illness forms as applicable.
Back up Educators are responsible for the safety and wellbeing of all children in their care and any
visitors to the home including students or coordination unit staff.
Must notify their insurance company that they are working outside their usual premises.
Will ensure children remain at the premises, during the back up time unless in the event of an
emergency where evacuation is required.
Responsibility of the Parents
Parents :
 Must give permission by way of signature to allow their children to be cared for by a back up
Educator, parents have the right to refuse this option at any time or request to meet the back up
Educator before signing
 Parents are responsible for the payment and signing of time sheets for both Educators for the
day/hours care was provided
Day-to-Day Service Management of Health and Safety Policies
Reviewed at monthly team meetings and as required
References
 Education and Care Services National Regulations
 Education and Care Services National Law Act 2010
 Australian Early Childhood Code Of Ethics
Resources and Further Readings





Education and Care Services National Regulations
Education and Care Services National Law Act 2010
ACECQA National; Quality Framework Resource Kit www.acecqa.gov.au
Childcare service Handbook 2013-2014 (Department of Education)
VEYLDF, EYLF, MTOP
Related FDC Documents
 Educator Visitors record
 Record of care form
Related FDC Policies/Procedures
N/A
Create date:
Review Date:
September 2014
September 2015
Policies & Procedures Manual – January 2015