Sleep Policy

Rationale: To ensure the comfort, safety and wellbeing of all children. Purpose: To ensure teachers follow individual children’s rhythms and sleeping routines in a relaxed and familiar environment.

• To ensure there is a system in place for monitoring sleeping children.
• To ensure parents approve of the system for monitoring sleeping children.
• To ensure the comfort, safety and wellbeing of children while sleeping.
• To comply with Education (Early Childhood Services) Regulations 2008.

Developing Social Competence Policy (Positive Guidance Policy)

Rationale: Children and their families will experience an environment where children’s social competence is nurtured and valued. Purpose:

• To provide a positive, nurturing physical and emotional environment, where each child’s holistic development is nurtured.
• To ensure consistent strategies are in place for encouraging children to develop an understanding of positive behaviours for learning.
• To ensure children develop strategies and confidence in conflict resolution.

Excursions Policy

Rationale: Excursions are an important part of Hatch Early Learning Centre’s life. At Hatch Early Learning Centre it is essential that planned and spontaneous excursions are carried out in a manner that promotes safety for both children and teachers. Purpose: To ensure staff are provided with clear guidelines when planning for a variety of experiences outside of Hatch Early Learning Centre.

• To ensure children are kept safe on excursions.
• To ensure parents are informed of excursions.
• To allow children the educational benefits of an outing.
• To comply with Education (Early Childhood) Regulations 2008.

Definitions Outing or Excursion:

• Being outside the licensed premises whilst receiving education and care from the service, but does not include an outing for the purposes of emergency evacuations, drills or the receipt of urgent medical attention.

Regular/Spontaneous Outing or Excursion:

• Outings or excursions that parents have given permission on the enrolment form for their child to participate in, such as arranged or spontaneous supervised walks in the vicinity of the Centre.

Special Outing or Excursion:

• Outings or excursions that parents have provided permission for before the outing taking place, such as those that may involve transport in a motor vehicle and are not ‘regular or spontaneous’ excursions.
• The Educational Manager or Head Teacher (or person acting in their role) will approve and oversee any outing or excursion.

PROCEDURES The Following Procedures will be Followed for all Trips Away from the Centre

• All excursions must be approved by the Educational Manager.
• The Sunsafe Policy will be adhered to at all times.
• Provisions will be made for nappies, drinking water and medications.
• If all the children leave the Centre, then a note will be posted on the Centre door giving the destination and the number of the cell phone taken on the excursion.
• Roll calls will be taken prior to departure from the Centre and repeated before final departure from the location of the excursion.
• At least one qualified teacher and one staff member with a current first aid certificate will go on every excursion.
• Each outing will have a designated “person responsible”, with a recognised qualification (eg Diploma of Teaching).
• If any incidents or accidents occur on the trip the persons responsible must notify the Centre Director immediately.
• There will be no smoking by anyone on excursions.
• Whilst walking near the road children will be holding hands or in pushchairs. Pedestrian crossings will be used whenever possible for crossing roads. The opportunity will be taken to educate children on road safety.
• Excursions will be planned for within the programme, also allowing for those that occur spontaneously. Excursions may link to children’s strengths and interests, and focuses within the programme.

Ratios on Trips

• Four Years and above: 1:5
• Two – Three Years: 1 adult to 4 children (1:5 with approval from the Centre Director)
• Under twos: 1 adult to 2 children. (This may be increased with Centre Director’s approval)
• Ratio will be lessened if risk factors are identified.
• Ratios can be made up with staff, parents, whanau, volunteers, students, and other visiting adults. Minimum adult to child staffing ratios will be maintained at all times, both on the trip, and for those remaining at the Centre.
• If parent helpers are bringing siblings on Centre excursions they will need to be counted in the ratio unless they are older than 14 years of age.
• If the excursion involves a trip to water then the ratio will be 1 adult to every 1 child.
• Careful consideration and approval by the Educational Manager is required for children on trips under two years of age.
• There will be a minimum of two adults on an outing. (See Child Protections Policy). Adults will avoid being alone with the children if at all possible, for example, when they are taking them to the toilet.

Regular/Spontaneous Outing or Excursion

• A check will be made of children’s enrolment form to confirm that permission is given by parents for children to leave the Centre.
• Staff will leave information at the Centre regarding the destination, route and timeframe of the intended excursion, and complete the relevant paperwork.
• A list of children going on the walk will be taken with the staff.
• A list of children who took part in the walk will be posted by the sign-in sheet to inform parents that their child has been for a walk.
• Outings will be documented on the Noticeboard on the day of the outing or before this if known.
• If any children remain at the Centre, e.g. a sleeping child, at least two staff/adults will stay at the Centre, one of whom will be a qualified teacher and one of whom will have a current First Aid certificate.
• A First Aid kit will be taking along with other appropriate supplies, such as nappies, camera, food, drink, medication, sun hats and sun block when appropriate. Everyone will stay together on excursions.
• An Excursions Form recording all names, destination, staff ratios and special conditions will be taken on all excursions and a copy will remain at the Centre.
• All other Hatch Early Learning Centre policies apply while on excursions.

Special Outing or Excursion Ratios for special outings or excursions:

• Excursions using buses: Over twos: 1 adult to 4 children. Under two: 1 adult to 2 children.
• Excursions involving car: Two adults per car – maximum 3 children. All children to be in approved car restraints.
• Excursion by van: Two Adults and up to 6 children.
• A handout will be drawn up one the details of an outing is finalised. The appropriate Excursions Form will be used to record all details outlining the following:
  • Purpose of outing
  • Learning outcomes
  • Date and time of trip
  • Destination
  • Teacher to child ratio for the trip
  • Teacher to child ratio for the children remaining at the Centre
  • Charge to children
  • Hazard identification and risk analysis
  • Method of transport
  • Written evaluation of trip and any follow up from it
• Parents will be given the information about the trip and asked to sign a permission slip.
• A record will be kept of all details of the trip including the destination, route taken and estimated return time. A mobile phone number will be recorded at the Centre.
• An ‘Outing Safety Action Plan’ will be filled out and copied. One copy will go with staff on the outing and another copy will remain at the Centre.
• Provision will be made for children unable to undertake a trip, with at least two staff members remaining at the Centre, one of whom will be a qualified teacher and one of who will have a current First Aid certificate.
• A First Aid Kit and cell phone will be taken on all trips.

Excursions by Motor Vehicle

• All children will be restrained in a safety approved car seat..
• Vehicles must contain at least two adults except where a parent travels with their child only. Vehicles used must hold a current Warrant of Fitness and Registration and the driver must hold a current Full Drivers License. These details will be recorded and held on file.
• Children will always be seated in the back of the car and never in the front seat.
• A record of all special outings or excursions will be kept in the Excursions Folder. This will include:
  • the names of adults and children involved;
  • the time and date of the outing;
  • the location and method of travel;
  • assessment and management of risk in the manner set out in this policy;
  • adult:child ratios;
  • evidence of parental permission and approval of adult:child ratios.

Signed parental consent will be required for each child prior to a special outing or excursion. This consent form will include:

• The time and date of the excursion.
• The adult:child ratio for the excursion.
• The location of the excursion and the method of travel.
• Indication of appropriate clothing and footwear.

Excursion Permission Form Format

• Venue for Excursion
• Purpose of Excursion
• Date and Time
• Means of Travel
• Details regarding Clothing and Kai requirements
• Adult:Child Ratio to be met
• Request for Parent Support

Example of Excursion Permission Form: EXCURSION RISK ANALYSIS AND MANAGEMENT SYSTEM: Licensing Criteria HS17, HS18.

---

Infectious Disease Exclusion Procedure

Rationale: To take all reasonable steps to ensure Hatch Early Learning Centre is a safe and healthy environment by minimizing the spread of infectious disease amongst the staff and children.
GUIDELINES
Definition of a Communicable Disease:
A “communicable disease” is a disease which is either infectious, or according to the Ministry of Health requirements, a notifiable disease.
NOTIFICATION PROCESS OF AN INFECTIOUS DISEASE

1. If your child shows signs of an infectious disease over the weekend it is the parent or guardians’ responsibility to inform the Centre as soon as possible.
2. If your child becomes ill during the day staff will phone you immediately and will require the child to be picked up from the Centre as soon as possible. An isolation area located in the non-contact room is where they will be fully supervised until they are picked up by their parent or guardian.
3. Children who are vomiting must be isolated where possible and moved to an area with a hard floor (eg: concrete, wooden or vinyl floor). The staff member assisting them is recommended to wear a face mask where possible. A disposable plastic container should be used if available.
4. All staff and children illnesses will be recorded and kept in the Accident, Incident and Sickness Folder/Booklet at the Centre.
5. All staff members have a duty to report to the Centre Manager/Director or the Educational Manager immediately when they have reason to suspect any adult, staff member, visitor or child is attempting to or has come onto the premises during operation hours, as an infectious person. This is defined as any person who may come into contact with children and who have a disease or condition that is likely to have a detrimental effect, and which is capable of being passed onto children.
6. The same rules apply to those deemed not in good health. This is defined as any person working or present in any capacity in the Centre who clearly is in a state of ill-health which limits their capacity to work safely or who is suffering from an infectious disease listed in the second schedule of the Health Regulations 1996.
7. When the Centre Manager/Director or Educational Manager has reason to believe that an infectious person or staff member is not in good health is attempting to come onto, or is present on the premise, they will advise that person that their presence is unlawful and they are to leave immediately. A Doctor’s certificate may be required in some circumstances of a prolonged communicable illness.
   Note: Infants and preschoolers can often have an isolated case of vomiting and/or diarrhea due to change in diet, motion sickness and anxiety/excitement. Staff should inform the Centre Manager and monitor from first symptoms before seeking Centre Manager permission to arrange for the child to home.

Accident, Incident & Illness Policy

Rationale: To ensure the best interest of staff, children and their families are catered for in any accident, incident, or illness that occurs at Hatch Early Learning Centre. This policy describes the internal and external reporting and recording requirements and procedures. It specifies who does the reporting, recording and investigating of accidents, incidents and sickness, and it describes what forms must be completed and records to be kept.
GUIDELINES
The Centre has an Accident / Incident / Illness / Child Form which is filed in the Accident/ Incident/ Illness Folder to keep a record of all accidents, incidents and illness that occur to children or staff whilst they are at the Centre. All major accidents, incidents or illnesses are to be reported to the Center Manager. All minor accident, incidents or sicknesses are to be reported to the Educational Manager or Head Teacher and signed by the staff member and parent.
MINOR INCIDENT AND ACCIDENT

• A minor incident or accident is when immediate medical attention is not required.
• In the event of a minor accident, incident or sickness the staff member is responsible for filling out the Accident / Incident / illness / Child and staff form. The parent, guardian, or whānau member will be notified.
• The form will be signed off by the child’s parent or guardian.

Administration of Medicine Policy

Rationale: Medication needs to be administered appropriately, safely, and correctly. The health and safety of the child is paramount
Purpose: To protect children requiring medicine and staff administering medicine.
To ensure safe storage of medicine at the Centre.
To ensure parents are familiar with the procedure involved with administering medicine at the Centre. To comply with the Education (Early Childhood Centres) Regulations 2008.
.
GUIDELINES
Parents or caregivers and required by regulation to inform, in writing, any medication to be administered. A medicine book is permanently kept in each room for parents to complete the medication requirements for their child on a daily basis. Details will include the child’s full name, the type of medicine, the time it needs to be given, time of last dose, the amount needed, and a signature. Medication will only be administered by registered staff that have current first aid certificate and will be checked by a second staff member before being administered. All prescribed medicine will have a prescription label on it with the child’s name, the name of the medicine, and the amount that needs to be given. Medicine brought from the pharmacy will be clearly labelled by the parent with the child’s name, and will be administered as per the dosage of recommendation on the labelled medicine. Any needs for long-term medicine (such as inhalers or epi-pens) should be discussed with the managing director and/ or team leader and the long-term medication form needs to be filled in. Medication will be stored away from children, either in the medicine cabinet or the fridge. Medication will not be kept in children’s bags. Medication left at the centre needs to be checked monthly. Any expired medicines will be disposed of safely.
Medication will be stored away from children, either in the medicine cabinet or the fridge. Medication will not be kept in children’s bags. Medication left at the Centre needs to be checked monthly. Check the expiry date on the medication. Any expired medicines will be disposed of safely. Category 1 Medicines

Definition: A non-prescription preparation (as detailed on the enrolment form) that is:

• Not ingested
• Used for the first aid treatment of minor injuries
• Provided by the service and kept in the first aid cabinet.

Fee Policy

Rationale
To inform parents of the Centre’s guidelines for fee payment and the collection of unpaid fees, to ensure the smooth operations of the Centre.
Fee Payment The centre has a schedule of fees across all age ranges and is calculated across 52 weeks of the year. Holiday fees, sick days, and public holidays have been calculated into the fee for ease of weekly payment and administration. We do not offer the retainers or reduced fees for holidays as these have been calculated into the weekly fees for ease of regular payment. All fees must be paid in advance. Fee payment is due upon enrolment, then by the Tuesday of your child second week and every consecutive Tuesday. The minimum advance period of one week is strongly in forced. You will be asked to bring your fees into line, should you fall behind. All fees are to be paid by direct credit or bank debit as we do not provide eftpos or banking facilities at the centre. Sibling Discount A 10% discount is offered to families with two or more children who attend. Late Fee Payment Failure to pay the missed fees will result in your child/children’s positions being terminated. All dept collection costs are the responsibility of the parents or caregivers. All collection costs will be added to the outstanding fees. “20 hours ECE” explained From 1st July 2010, all three, four and five year old children were able to get an additional subsidy at early childhood education (ECE) services. This is limited to 6 hours per day, 20 hours a week. 20 hours ECE applies to all teacher-led ECE services. Fees additional to “20 hours ECE” ECE services cannot charge fees for the 20 hours ECE, but they can charge for your child other enrolled hours outside the six hours. We have set our fees on a daily rate basis to ensure these additional fees can be charged so that we can continue to deliver high-quality early childhood. These additional charges cover specific features above the regulated services funded by the Government. These include; significantly higher adult to child ratios (additional staff) and superior resources. Childcare Assistance (WINZ) Work and income New Zealand provide a childcare subsidy to help pay for part of your fees cost if you qualify. If this information is of interest to you, please do not hesitate in asking your managing director for further information. Please check here on the WINZ website to see if you’re eligible as many people unaware of the entitlement. Christmas closure The centre is closed on all public holidays and charges remain in place for public holidays. Over the Christmas period the centre is closed for public holidays. Notice period Two weeks’ notice is required if your child is leaving the centre. No refunds are given.
Holidays/Statutory Holidays/Sick Days/ Absences
Fees are charged when your child is absent due to sickness or other reasons. Fees will be charged for Statutory Holidays. No fees will be charged if the Centre is closed over the Christmas Period. Fees will be charged for any unavoidable closures of 2 days or less (eg. Earthquake, snow etc). Any closure longer than this will not be charged. Holidays are an important time for families which is why we offer a holiday discount for 3 weeks per year at 50% of your weekly fees. 2 weeks notice of the absence will be required for the discount to apply.