Policies & Procedures
Ownership and Legal Status
Oscar Kool Kidz Limited is a Limited Liabililty company and has been incorporated since August 2010. Oscar Kool Kidz Limited trades as OKK (hereinafter referred to as OKK)
Mission Statement
“to provide childcare to children of which will be educational, safe and fun”
Treaty of Waitangi
OKK acknowledges the signing of the Treaty of Waitangi as a moment in the development of this country and that the Treaty is a basis for the relationship between Maori and other New Zealanders in a multi-cultural community.
OKK will recruit and retain Maori staff sufficient to provide support to Maori children and access to Maori perspectives to all children. We will also ensure that all staff is appropriately trained in ways to acknowledge and support Maori children. We will support Maori children to achieve and extend their aspirations through mentoring and encouragement to involve whanau in decision-making. We will seek to identify and incorporate teaching and learnning methodologies that improve Maori success.
OKK childcare is required to meet the Standards of Approval and performance
measures as indicated by Child, Youth & Family Services. All of the following standards are written in to policies and procedures and are as follows;
Programme
Programme Environment
The programme provides a safe and positive environment with child-focused
activities. There is an adequate and appropriate space for active indoor and
outdoor recreation.
Programme Operation
Programme providers have written policies to show what the organisation
does and written procedures to show how those policies are put into practice.
Programme Supervision
The optimum staff/child ratios will be as follows:
When onsite premises 1:10
Excursion 1:8
When swimming season is on there is a minimum of two staff in the pool at any one time, staff ratios are 1:6
There will always be a minimum of two staff on duty at any one time and within sight and sound of another staff member at all times.
The Programme supervisor is responsible for ensuring that staff are rostered so that all children are supervised at all times. Children will be in view of staff at all times when appropriate. Children will be informed of the boundaries they are expected to stay within at all times and must inform an adult when they are going to leave the area (to go to the toilet, etc). Children are not permitted to play in or around the car park or alongside any unfenced boundary or near the road. Staff will ensure weekly that the children are aware of the boundaries.
Formal attendance checks and head counts will be made at regular intervals during the day. If a child is missing, the following procedure will be followed:
Programme Philosophy
The programme aims to provide a safe and stimulating programme, which caters for the children’s different ages, sex and cultural backgrounds while attempting to encompass individual needs and interests.
The safety of the children is the principal consideration during programme provision.
These policies will be reviewed annually. It is the responsibility of the coordinators to ensure that this is carried out.
Copies of these policies will be made available to parents at all times.
Programme Management
Overall supervision of the programme is the responsibility of the supervisor who reports to the Director. The Director approves policy, finances and budgets, and monitors expenditure and set limits on how much spending can be delegated. The Director deems what suitable duties the supervisor undertakes.
The responsibilities of the supervisor will be clearly delineated in their job descriptions.
Support
Health and Safety
All OKK Staff and Directors will provide the minimum requirements needed to meeting Department of Labour requirements. All requirements are held within the following: http/www.osh.govt.nz/order/catalogue/33.shtml of which is reviewed annually to ensure the safety and requirements are always retained.
OKK has onsite the following documents to be completed:
6 Monthly
Health & Safety Review
Onsite Information Held
Outline of HSE Act
Code of Behaviour – see appendix 2
Child Protection
As an out of school childcare facility, we adhere to and promote Children, Young Persons, and Their Families Act 1989, Public Act. We refer to the Act on a regular basis and report anything untoward that may lead staff at OKK childcare to suspect otherwise.
http://www.legislation.govt.nz/act/public/1989/0024/latest/DLM149438.html
All staff at OKK are provided introductory Child Protection Training as well as on going through to Diploma in Child Protection Studies. OKK adheres to the following acts in relation to the Child Protection Policy;
The policy includes all of the following but is not limited to; management, staff, children, contractors, visitors, personnel providing services to family and children while on OKK Childcare premises. OKK Childcare will ensure any disclosures about alleged abuse are acknowledged, investigated and appropriate action taken to ensure the safety of children who make disclosures.
Definition of “Abuse”
“Child abuse means the harming (whether physically, emotionally or sexually), illtreatment, abuse, neglect or deprivation of any child or young person”. Staff will be supported, supervised and not overloaded as to not identify a child’s needs.
Peer Abuse
OKK does not and will not tolerate “Peer Abuse” in the form of physical, sexual or verbal harassment. If this is identified to staff at OKK, children will be separated (to reduce trauma). Dependant on the level of Peer Abuse immediate suspension may take place.
Parents will be notified immediately. Abusing children that are enrolled with any of OKK Childcare Programmes, will be communicated with all staff about the risks involved.
Family support and assistance will be required.
Responding to Suspicions of Child Abuse
The programme staff will act on all suspicions of child abuse:
Responding to suspicion or disclosure from a child;
In order from top to bottom.
There is a suspicion and or a child discloses abuse is suspected.
If in immediate danger – Act in URGENCY.
Assure the person disclosing the information they did the right thing and listen to them.
Inform Programme Management.
Document all observations as well as information disclosed.
Ring, Child, Youth and Family Services or the Police (Child Abuse Team).
Await further contact from CYFS or the Police before taking action.
Get support for yourself from appropriate people.
Allegation Against a Staff Member
Any allegation against a staff member is to be reported immediately.. Children under the care of OKK, will not be exposed to any unnecessary risk.
In order from top to bottom.
There is a suspicion and or a child discloses abuse is suspected.
If in immediate danger – Act in URGENCY.
Assure the person disclosing the information they did the right thing and listen to them.
Inform Programme Management.
Document all observations as well as information disclosed.
Ring, Child, Youth and Family Services or the Police (Child Abuse Team).
Management will suspend staff member while investigation takes place.
As part of the investigation the staff member will be required to respond to the allegation.
Findings of the investigation will be disclosed to all parties accordingly.
Dependant on findings the staff member may have their employment with OKK Childcare terminated (subject to employment agreement.)
Programme management to liaise closely with CYFS & Police
Reporting Abuse
Any stakeholder of OKK that needs to report suspected Child Abuse is to complete the Suspected Child Abuse Reporting Form with a staff member of OKK.
Behaviour Management
Behaviour Guidance and Control
Every child will be given “guidance and control”. The dictionary definition of ‘guidance’ is ‘to show the way’ and implies a goal to be reached. Control may be used in specific and urgent situations, e.g. to stop a young child running onto the road or to prevent a child hurting her or himself or another child.
OKK childcare will guide and support children through the learning process and ensure their safety and well-being, not to achieve conformity at the expense of understanding.
Programme hours
The programme will operate from 7.00 – 8.30am before school and after care will be from 3.00pm – 6.00pm.
Fees
The fee structure will be printed on the programme flyer prior to the commencement of the programme.
Fees are paid directly to the Facility.
All fees are due two weekly in advance by way of automatic payment, cash or cheque.
Enrolment procedures
All families must complete an enrolment form and sign a parent contract before the child can participate in the programme. It is the parent’s responsibility to inform the supervisor of any changes.
- Parent/guardian’s names and work phone numbers
Drop off and pick upAll children are to be signed in and out on a daily basis. All children registered with OKK will be signed in by OKK staff on a daily basis. Parents of children registered with OKK will be required to sign their children out on collection. If a child does not attend and are registered to attend OKK staff will take the following action:
Parents are expected to inform the supervisor if they will be dropping children off late or picking them up early. If the group is not in the centre (for example, outside on the playground), parents must make sure that the staff knows their child has been dropped off.
If a child is not collected at the end of a programme, the following procedure will be followed:
Staff will not release a child to a person who is not identified on the enrolment form. If an unauthorised person comes to collect the child, parents will be contacted for authorisation.
No child/ren are permitted to leave unaccompanied.
Children with special needs
Children with special needs will not be excluded from the programme, providing that the Director and supervisor is confident that the child’s needs can be catered for without negatively affecting the other children and also to ensure that the child will benefit from being at the programme.
Full information about the child’s requirements including medication, diet and supervision, must be obtained from the parents and included with the child’s enrolment form. It is the supervisor’s responsibility to ensure that all staff and volunteers are fully aware of the child’s requirements and that they feel confident to provide the necessary care.
If the child will require further special aids, for example modified facilities, extra staff or staff training, the coordinator will consult with the centre manager who will make the final decision. Each case will be considered individually and every effort will be made to include the child within the limits of the resources of the programme.
Programme Content
The content of the programme will be displayed daily during the term.
Organisers reserve the right to change the expected activity due to extraordinary circumstances, but will endeavour to administer the programme according to the stated activities.
The programme will offer within it the following:
Children will be encouraged to participate in planned activities but may choose not to, as long as they are not bored or disruptive. Whenever possible alternative activities will be provided.
Equipment will be maintained and appropriate to the activity.
Each programme will be reviewed on completion of the programme by the Director/Supervisor.
Food
Supervisors that hold their 167 certificate in Food Hygiene will prepare and or supervisor alternative OKK staff in the preparation of food, as required.
After School Care
All enrolled children will attend daily at 3pm. During this time the attendance will be
checked off and children will have afternoon tea. This will be an opportunity for them to finish their lunch in their lunch box and or eat the fruit/sandwiches and biscuits provided by OKK. This will not be a substantial meal and can not be
substituted for dinner.
Before School Care
All enrolled children will attend daily after 7:00am. During this time the attendance will be checked off and children will have breakfast of cereal/toast and milo
School Holiday Programme
All children will be provided fruit, biscuits, water or juice for morning tea & afternoon tea.
Children are still encouraged to pack their own lunches as they normally would for
school. There will be group lunch days, when we will arrange a delivery of lunch for the programme, however parents will be notified accordingly.
Sick Children
Any child/children showing signs of illness or being upset during their time at OKK
childcare will be sent to rest until their parents arrive to collect them. Parents are notified immediately to enable ASAP for collection. OKK childcare does not have or provide resources to care for sick children. Dependant on the illness, we may also request that the child does not attend until medical clearance has been provided. If your child has been collected from school early (possibly due to an illness), please make sure you contact the director so that OKK childcare staff to ensure there is no anxiety caused to staff, trying to locate a child, who is not even present.
Pets
Children attending OKK childcare will not be permitted to bring pets of any size shape or form unless required for a disability and adequate documentation supports this.
Animals encountered at the programme and on excursions are contained and responded to in a manner that ensures the children’s safety.
Late Pick Up
Children that are collected after the closing time for OKK will incur a late fee penalty of $25.00. Staff will contact parents/caregivers on the pre-enrolement form to arrange collection.
Supervision Guidelines
First Aid
A first aid kit will be held on site at all times and replenished on an regular basis. At least 1 staff member on site at all times will hold a current and relevant first aid certification to administer first aid as and when required. The first aid kit will be stored out of reach of children but accessible to all OKK staff.
Sun Burn – UV Rays
All staff and children at OKK are provided with sun screen to enable
prevention of sunburn. Parents that have children with reactions to particular sun
screens are encouraged to bring their own to enable their child full enjoyment of playing outside with the others.
All staff and children at OKK are also required to bring along a hat for summer days. No hat, not outside play and or an alternative hat (only if available) may be provided to ensure your child can participate.
Medication Administered
Any parent that requests medication be administered, will need to complete the required medication form and advise staff on completion. Staff will then store the medication out of reach of children.
Risk Management Assessment System
For all activities and excursions an assessment will be completed. (appendices)
Children with Special Needs and or Disabilities
Parents of children that have special needs and or disabilities will be advised of the
programme facilities and daily planners at the time of pre-enrolment. Parents will also be required to detail the disability and or special needs that are required for their child/children to enable planning and preparation for activities. We will adapt activities within our programmes to meet the special needs required.
All staff and management at OKK want to ensure that all children with special needs and or disabilities are included with all sport and active leisure to provide the children with skills and confidence.
Excursions
A written risk assessment (Health & Safety Checklist) to determine the appropriate
staff:child ratio will be completed prior to any off-site excursion and prior to any activity involving water.
When OKK has a planned excursion for children to attend. The following will apply;
Swimming
Children will not be able to swim unless the child to staff ratios of 1:6 can be maintained. Children under 8 years of age will remain with an assigned staff member at all times under constant supervision within the allowable ratios.
When getting out of the water, staff will do a head count on poolside, and again when the children return form the changing rooms to the recreation centre.
Supervision in the poolIf the staff has less than 20 children swimming then the two staff members will be in the water. If there are more than 20 children swimming then the majority of the staff ratio will be in the water with only the additional on poolside as over-watch, e.g. 25 children: 3 Staff = two staff in the water minimum and the third can be on poolside.
Staff are to be aware of the children in the water at all times.
If children want to get out of the pool then they need to inform a staff member before going to the changing rooms. The staff member must record that they have left the pool area, if only 5-7yrs of age the whole group must exit the pool and go as a group.
See Appendix 3 – Swimming Pool Hazard
Hazards and risk management
The safety of children and adults at the programme will be ensured by:
All employees are to be involved in hazard identification, and information on identified hazards will be made available to staff.
Health and safety information will be discussed at staff meetings where staff is informed of all health and safety policies and regulations.
Smoke-free policy
This building and programme operates a smoke-free policy. This will be adhered to at all times when the programme is operating. Staff may not smoke while on duty or when in sight of the children. “No smoking” signs are displayed in the stadium.
Accidents and Emergency procedures
A first aid kit will be kept at the centres and taken on excursions along with emergency contact numbers. The first aid kit will be stored out of reach of the children. It is the responsibility of the supervisor to ensure that it is maintained and well stocked.
At all times at least one staff member who holds a current first aid certificate must be on site.
In the event of any accident to either children or staff, the following procedure will be followed:
All accidents to staff and children will be recorded and investigated. An accident involving serious harm will be reported to OSH as soon as possible after its occurrence and the prescribed accident form submitted to OSH within seven days.
If a child is emotionally traumatised the following procedure will be followed:
Emergency Drills
Emergency Drills will take place once a term for before and after school care and for
school holiday programmes this will take place once a fortnight. A record of the drills will be maintained and made available upon request.
Emergency and disaster proceduresAll emergency Exit signage is present as part of the building Warrant of Fitness and is maintained on a regular basis. This includes all evacuation procedures which are displayed by emergency exits.
At least one staff member who holds a current first aid certificate will be supervising the children at all times.
REMAIN CALM, WALK AND DO NOT RUN. LEAVE BAGS AND PERSONAL EFFECTS
Assembly area will be identified by Director upon induction.
FIRE
The signal for a fire alarm will be – CONTINUOUS RINGING OF THE ELECTRIC BELL
Preparation Procedures:
EVACTUATION
IN CASE OF A FIRE – DIAL 111
ALL STAFF MUST KNOW WHERE THE NEAREST HOSES AND EXTINGUISHERS ARE
ASSEMBLY
EARTHQUAKE
Because of the nature of a real earthquake, things will be less clearly defined and it will take longer to check the safety and whereabouts of all children.
As far as possible checking and clearance procedures will be the same as for Fire:
Volunteers
Supervision of volunteers is the responsibility of the supervisor. Volunteers must undergo the same security checks and induction as paid staff. They should not be expected to undertake the same level of responsibility as paid staff; nevertheless they are required to abide by the centre’s policies. Efforts should be made to include volunteers in planning and training as appropriate.
Grievances and complaints
The Director is responsible for undertaking disciplinary action and for ensuring that it is in accordance with all relevant legislation. If a staff member is not performing adequately every reasonable effort will be made to help them understand the problem and to improve. Staffs who continue to fail to perform will be dealt with in accordance with the policies set out by OKK.
Staff complaints against other staff members must be referred to the Supervisor. The supervisor is to be informed and will inform the Director of any serious complaints involving staff.
Behaviour Respect and Dignity
OKK childcare is aware of the inherent influence of cultural and family practices for child behaviour. The way in which adults behave towards children is influenced by behaviour patterns experienced in childhood. If these are deemed inappropriate, e.g. do not give the child respect and dignity, strategies used to modify or change the behaviour will be implemented.
Behaviour Praise and Encouragement
Praise relates to something that has been done, or has already happened, i.e. a finished work or a completed action. Encouragement, on the other hand is related to something that could or should happen in the future. It may be given where a child is reluctant to begin an activity or carry out an action, or to help a child persist in an endeavour.
OKK childcare will link these concepts with ‘positive guidance to promote appropriate behaviour’. Both praise and encouragement is used for the purpose of promoting behaviours in the child which are recognised as appropriate for the child’s stage of development.
Buildings and Facilities
Environment and facilities
Children at OKK childcare will have available facilities that are clean and that
replenished on a daily basis. Children will be permitted to;
Phone Access
Although there is no land-line phone to the premises there is always 2 cell phones on the premises at all times. If in a situation whereby a cell phone is inoperable, the supervisor has access to the school to use the land-line telephone at all times. The supervisor also has a telecom calling card available to use.
Bathroom Facilities
Children enrolled at OKK Childcare will be provided with an introductory tour on arrival. This tour includes being shown where the bathroom facilities. These facilities are safe, clean and maintained on a daily basis and monitored by staff at OKK Childcare. For any excursions, children of OKK will be escorted to the bathroom facilities as required and a supervisor will remain outside the facilities until the child/children have finished.
Cleaning
Premises are cleaned daily and cleaning equipment is accessible for the duration of the programme. The premises are cleaned as part of the contract / agreement with the Oratia District School.
Smoke – Free
OKK Staff and children endorse a smoke free policy and do not permit smoking in and on the premises of OKK Childcare.
Drug & Alcohol - Free
OKK Staff and children endorse a drug and alcohol free policy and do not permit in and or on the premises of OKK Childcare.
Visitors
All visitors to OKK Childcare are to sign the Visitors book on arrival and departure. This does not include the drop off and collection of children from the facility. In addition to the general safety policies outlined, OKK will ensure that volunteers and other adults visiting or working at the programme are well supervised and visible to staff when interacting with the children.
Car Park
All children from OKK Childcare are not to be left unattended in the car park prior to drop off or collection. OKK Staff will not permit any children to play in on and or around the car park under any circumstances.
Staff Management
Delegations
All other expenditure must be authorised by the Shareholder/s and or Director.
Staff, Volunteers & Training
Applying for a Position
Potential staff of OKK will be required to complete the employment application and provide to the director along with a relevant curriculum vitae.
Interview
Potential staff of OKK that have submitted an employment application and current curriculum vitae, that meets the minimum qualifications for the position applied for, will be contacted by the director for an interview. The interview will consist of situational behaviour based questions of which will be tailored to suit the individual applying for the position. This interview will be conducted by 2 individuals, Director and Supervisor.
2nd Interview
A candidate that has been shortlisted for a 2nd interview again will attend and answer situational behavioural based questions surrounding the needs and requirements of OKK children and the ability of the candidate applying for the position. This interview will be conducted by 2 individuals, Director and Supervisor.
Reference
Once 2nd interviews have been conducted and short listed to the final 2 or 3 to select from. The director will make contact with 2 of each candidate’s referees, utilising the Verbal Reference. Upon completion the director will then be able to make an informed decision as to a position decision.
Police Vetting
Because the safety of children is paramount all staff in the final process of acceptance for a position with OKK will be required to complete a Police Vetting Check.
Position Decision
The director of OKK will make contact with all unsuccessful applicants and provide feedback in relation to the interview/s and also ways to improve for future interviews.
The director of OKK will also make contact with the successful applicant/s and notify of acceptance for the position.
Induction
On the commencement of employment with OKK you will be provided a thorough induction. This will include the director and new employee completing all relevant information required (Kiwi saver, IRD, Employee Information, return of signed Employment Agreement and Job Description). Upon completion of all this paperwork the director and new employee will go through the policies and procedures of OKK from start to finish. This will also include a tour of the premises and emergency exits and assembly areas.
Evaluation
Upon commencement of a new employee with be provided 3 months to acquaint themselves with policies and procedures of OKK. After 3 months a performance appraisal will be conducted. At this time the performance evaluation will indicate career aspirations, goals and objectives, what the employee does well and needs improvements on. All of which are set and signed of both parties and reviewed thereafter on a annual basis. OKK strives to provide staff with regular feedback to ensure consistency and also to ensure that they are provided with direction.
Volunteers
Any volunteers wanting to apply for work within OKK will be required to complete Application for Employment, be considered for an interview, referees contacted. On acceptance a Job Description will be required to be completed along with the induction policy and procedure.
Certification Required
All staff of OKK will either hold or be working their way towards holding their First Aid Certificate. OKK senior staff (supervisor or senior assistant) will either be working their way towards their OSCAR Certificate or have completed.
OKK value our staff and knowledge that they can provide to our children. Therefore we enrol staff on the required courses to ensure that they meet the minimum requirements for the position that they hold. Staff will be provided a minimum of 2 weeks notice to attend a course and will be required to make arrangements so that they can attend and gain the required knowledge and certification.
OKK staff of all levels will undergo training in Childcare protection studies. This ranges from introductory through to Diploma, dependant on position with OKK.
Finance
Record Keeping
The Shareholder/s & Director are responsible for the approval of all educational and facility budget decisions, including setting all financial policies and regulatory matters, financial strategy and planning, financial position and performance. All expenditure is planned, approved, processed, monitored and reviewed.
OKK childcare will manage its financial resources prudently and effectively, utilising the accounting programme Kid Tracker. It will also have the accounts audited on an annual basis by a chartered accountant.
OKK Director/Supervisor will have records available for parents/caregivers for checking of accuracy noting that this is a confidential document.
Appendix 1
OKK LTD
EMERGENCY EVACUATION / FIRE DRILL DOCUMENTATION
In accordance with the Centre’s Evacuation Instruction Procedures and Programme Procedures all staff will be briefed during an induction and an emergency evacuation drill will be carried out at the start of each holiday programme.
OKK LTD - Programme Emergency Evacuation/Fire Procedures
GENERAL:
PROGRAMME STAFF DUTIES: - Your prime concern is saving of Life and safety
HEAD WARDEN: The senior IC Recreation Officer or Programme Supervisor/Leader on site
The following staff were present and conducted the drill with ___ OOSC programme children on the following date:
Supervisor: Asst. Supervisor:
Programme Leaders:
Note: Children are to be briefed every morning during roll call on procedures and rules, staff and children are debriefed after all drills and practices.
Name & Position: Signed: Date:
Appendix 2
Code of Behaviour for OSCAR Workers and the Prevention of Child Abuse
The programme is committed to the prevention of child abuse and to the protection of children, with the well-being and safety of the children being our primary goal. The following policy and code of behaviour are a means of achieving this.
The interests and welfare of the child will be the prime consideration when any decision is made about a child suspected of being abused. This organisation supports the roles of statutory agencies i.e.; the Police and Child, Youth and Family (formerly CYPFA), in the investigation of abuse and will report cases of suspicion of abuse to these agencies.
This organisation will maintain a good working relationship with Child, Youth and Family and will be familiar with the law that serves to protect children form abuse. We will consult with the Department and with other appropriate agencies that have specialist knowledge. We will not assume responsibility beyond the level of our own expertise.
This organisation will respond to suspicions of child abuse by recording all observations, impressions and communications about children suspected of being abused.
No staff member will act alone about suspicions but will consult with senior staff who will be committed to taking action and arranging for consultation with appropriate agencies.
This organisation will act on recommendations made by relevant agencies and Child, Youth and Family concerning the official reporting of the suspected abuse and on the consulting of families. At no time will we regard ourselves as having the child’s parent’s permission to consult or report.
If we individually or collectively suspect that a staff member or other person within our organisation has perpetuated child abuse, we will not collude with or protect that person or the organisation but promptly report the matter to the management and statutory authorities. The suspected member of staff will be prevented from having further access to children during any investigation and will be informed fully of their rights.
Children, families and staff involved in the investigation of allegations of child abuse will have support and we will refer them to appropriate support agencies in the community for support.
The programme employment procedures include a thorough examination and checking of each applicant’s previous work history and we make contact personally with both referees and some past employers. This will be done with the applicant’s consent. Our prime consideration in choosing staff will be ensuring that they have skills and attributes which contribute to the children’s safety and health, physical, emotional, intellectual and social development and will not put children at risk of abuse.
This organisation will ensure that the staff are well supervised and visible in the activities they perform with children. Opportunities for staff to be alone with children will be kept to a minimum. Children will not be taken on outings without parental approval in writing or by phone and will be accompanied by more than one adult. In the case of an emergency every attempt will be make for a child to be accompanied by two adult. This organisation has established a set of rules about acceptable touching of children. All adults working in our organisation will be made aware of these rules. Apart form toilets and bathrooms the programme will have an open door policy and staff should be aware where all children are at all times.
This organisation encourages staff to keep their personal and professional lives separate and we do not encourage the fostering of close personal relationships and /or caretaking activities with children and families outside the work environment.
This organisation encourages parents to be involved in our activities and management. Parents and family are welcome to visit the programme at any time. If parents have any concerns about the treatment of a child by any of our staff they are encouraged to make these known. We will ensure that the matter is fully investigated and acted on if necessary. We will use an advisor and mediator form outside the organisation if independent investigation or arbitration is indicated.
All staff will sign a declaration of criminal records and will present a current copy of their record.
Code of Behaviour for workers
The organisation expects staff to be supportive non-abusive and to present themselves as a positive role model. Many children have affectionate natures and express themselves freely. Regardless of the situation and child’s culture and nature, staff must avoid inappropriate physical contact.
In making physical contact with children, adults should be guided by the principle that they will do so solely in order to meet the child’s physical or emotional needs. Touching should not be initiated to gratify adult needs. Children should not be asked to take care of adult physical or emotional needs.
If a child initiates physical contact in the seeking of affection, reassurance or comfort it is appropriate to respond in a manner suitable for that child’s developmental stage and needs. It is not appropriate to force any form of unwanted affection or touching on a child.
The physical contact of children during changing or personal cleaning must be for the purpose of that task only and not be more than is necessary for that job. Children should be encouraged to take care of themselves to the limits of their ability.
Oscar Kool Kidz Limited is a Limited Liabililty company and has been incorporated since August 2010. Oscar Kool Kidz Limited trades as OKK (hereinafter referred to as OKK)
Mission Statement
“to provide childcare to children of which will be educational, safe and fun”
Treaty of Waitangi
OKK acknowledges the signing of the Treaty of Waitangi as a moment in the development of this country and that the Treaty is a basis for the relationship between Maori and other New Zealanders in a multi-cultural community.
OKK will recruit and retain Maori staff sufficient to provide support to Maori children and access to Maori perspectives to all children. We will also ensure that all staff is appropriately trained in ways to acknowledge and support Maori children. We will support Maori children to achieve and extend their aspirations through mentoring and encouragement to involve whanau in decision-making. We will seek to identify and incorporate teaching and learnning methodologies that improve Maori success.
OKK childcare is required to meet the Standards of Approval and performance
measures as indicated by Child, Youth & Family Services. All of the following standards are written in to policies and procedures and are as follows;
Programme
Programme Environment
The programme provides a safe and positive environment with child-focused
activities. There is an adequate and appropriate space for active indoor and
outdoor recreation.
Programme Operation
Programme providers have written policies to show what the organisation
does and written procedures to show how those policies are put into practice.
Programme Supervision
The optimum staff/child ratios will be as follows:
When onsite premises 1:10
Excursion 1:8
When swimming season is on there is a minimum of two staff in the pool at any one time, staff ratios are 1:6
There will always be a minimum of two staff on duty at any one time and within sight and sound of another staff member at all times.
The Programme supervisor is responsible for ensuring that staff are rostered so that all children are supervised at all times. Children will be in view of staff at all times when appropriate. Children will be informed of the boundaries they are expected to stay within at all times and must inform an adult when they are going to leave the area (to go to the toilet, etc). Children are not permitted to play in or around the car park or alongside any unfenced boundary or near the road. Staff will ensure weekly that the children are aware of the boundaries.
Formal attendance checks and head counts will be made at regular intervals during the day. If a child is missing, the following procedure will be followed:
- Other children on the programme will be made safe.
- A thorough search of the area will be conducted.
- Parents will be contacted.
- If necessary, the police will be contacted.
Programme Philosophy
The programme aims to provide a safe and stimulating programme, which caters for the children’s different ages, sex and cultural backgrounds while attempting to encompass individual needs and interests.
The safety of the children is the principal consideration during programme provision.
These policies will be reviewed annually. It is the responsibility of the coordinators to ensure that this is carried out.
Copies of these policies will be made available to parents at all times.
Programme Management
Overall supervision of the programme is the responsibility of the supervisor who reports to the Director. The Director approves policy, finances and budgets, and monitors expenditure and set limits on how much spending can be delegated. The Director deems what suitable duties the supervisor undertakes.
The responsibilities of the supervisor will be clearly delineated in their job descriptions.
Support
Health and Safety
All OKK Staff and Directors will provide the minimum requirements needed to meeting Department of Labour requirements. All requirements are held within the following: http/www.osh.govt.nz/order/catalogue/33.shtml of which is reviewed annually to ensure the safety and requirements are always retained.
OKK has onsite the following documents to be completed:
- Daily Checklist (appendices)
- Activities Checklist (appendices)
- Incident Form
- Accident Form
- Medication Form
- Hazard Notice
- Hazard Identification
6 Monthly
Health & Safety Review
Onsite Information Held
Outline of HSE Act
Code of Behaviour – see appendix 2
Child Protection
As an out of school childcare facility, we adhere to and promote Children, Young Persons, and Their Families Act 1989, Public Act. We refer to the Act on a regular basis and report anything untoward that may lead staff at OKK childcare to suspect otherwise.
http://www.legislation.govt.nz/act/public/1989/0024/latest/DLM149438.html
All staff at OKK are provided introductory Child Protection Training as well as on going through to Diploma in Child Protection Studies. OKK adheres to the following acts in relation to the Child Protection Policy;
- Health and Disability Commissioner Act 1994
- Children young Persons and their Families Act 1989
- Privacy Act 1993
- Human Rights Act 1993
- Education Act 1989/1998
- Domestic Violence Act 1995
- Care of Children Act 2004
- Employment Relations Act 2000
- Child Young Person and their Families Act 1989
- Code of Health and Disability Services Consumers' Rights
The policy includes all of the following but is not limited to; management, staff, children, contractors, visitors, personnel providing services to family and children while on OKK Childcare premises. OKK Childcare will ensure any disclosures about alleged abuse are acknowledged, investigated and appropriate action taken to ensure the safety of children who make disclosures.
Definition of “Abuse”
“Child abuse means the harming (whether physically, emotionally or sexually), illtreatment, abuse, neglect or deprivation of any child or young person”. Staff will be supported, supervised and not overloaded as to not identify a child’s needs.
Peer Abuse
OKK does not and will not tolerate “Peer Abuse” in the form of physical, sexual or verbal harassment. If this is identified to staff at OKK, children will be separated (to reduce trauma). Dependant on the level of Peer Abuse immediate suspension may take place.
Parents will be notified immediately. Abusing children that are enrolled with any of OKK Childcare Programmes, will be communicated with all staff about the risks involved.
Family support and assistance will be required.
Responding to Suspicions of Child Abuse
The programme staff will act on all suspicions of child abuse:
- Record incidences and observations and at the same time
- Report suspicions to the supervisor (or directly to the coordinator)
- The supervisor will then report to the coordinator
- The programme coordinator will then consult with relevant agencies, including Child, Youth and Family, to ascertain what steps will be taken.
Responding to suspicion or disclosure from a child;
In order from top to bottom.
There is a suspicion and or a child discloses abuse is suspected.
If in immediate danger – Act in URGENCY.
Assure the person disclosing the information they did the right thing and listen to them.
Inform Programme Management.
Document all observations as well as information disclosed.
Ring, Child, Youth and Family Services or the Police (Child Abuse Team).
Await further contact from CYFS or the Police before taking action.
Get support for yourself from appropriate people.
Allegation Against a Staff Member
Any allegation against a staff member is to be reported immediately.. Children under the care of OKK, will not be exposed to any unnecessary risk.
In order from top to bottom.
There is a suspicion and or a child discloses abuse is suspected.
If in immediate danger – Act in URGENCY.
Assure the person disclosing the information they did the right thing and listen to them.
Inform Programme Management.
Document all observations as well as information disclosed.
Ring, Child, Youth and Family Services or the Police (Child Abuse Team).
Management will suspend staff member while investigation takes place.
As part of the investigation the staff member will be required to respond to the allegation.
Findings of the investigation will be disclosed to all parties accordingly.
Dependant on findings the staff member may have their employment with OKK Childcare terminated (subject to employment agreement.)
Programme management to liaise closely with CYFS & Police
Reporting Abuse
Any stakeholder of OKK that needs to report suspected Child Abuse is to complete the Suspected Child Abuse Reporting Form with a staff member of OKK.
Behaviour Management
Behaviour Guidance and Control
Every child will be given “guidance and control”. The dictionary definition of ‘guidance’ is ‘to show the way’ and implies a goal to be reached. Control may be used in specific and urgent situations, e.g. to stop a young child running onto the road or to prevent a child hurting her or himself or another child.
OKK childcare will guide and support children through the learning process and ensure their safety and well-being, not to achieve conformity at the expense of understanding.
Programme hours
The programme will operate from 7.00 – 8.30am before school and after care will be from 3.00pm – 6.00pm.
Fees
The fee structure will be printed on the programme flyer prior to the commencement of the programme.
Fees are paid directly to the Facility.
All fees are due two weekly in advance by way of automatic payment, cash or cheque.
Enrolment procedures
All families must complete an enrolment form and sign a parent contract before the child can participate in the programme. It is the parent’s responsibility to inform the supervisor of any changes.
- Enrolment forms must include the following information:
- Parent/guardian’s names and work phone numbers
- Emergency contact x 2
- Names of adults authorised to pick up child
- Special instructions regarding access
- Health problems, allergies
- Any other information necessary to provide proper care.
Drop off and pick upAll children are to be signed in and out on a daily basis. All children registered with OKK will be signed in by OKK staff on a daily basis. Parents of children registered with OKK will be required to sign their children out on collection. If a child does not attend and are registered to attend OKK staff will take the following action:
- Contact the parents to ensure the child attended today and their last known whereabouts.
- If the child is still not located a search of the entire school grounds will be conducted.
- If the child/ren are still not located then school and emergency contacts will be notified.
- If parents and emergency contacts are unavailable then the police will be notified.
Parents are expected to inform the supervisor if they will be dropping children off late or picking them up early. If the group is not in the centre (for example, outside on the playground), parents must make sure that the staff knows their child has been dropped off.
If a child is not collected at the end of a programme, the following procedure will be followed:
- A staff member will remain with the child doing activities.
- Parents and emergency contacts will be contacted.
- If there has been no contact with the parents within one hour of the programme closing, the child will be taken to the nearest police station. A note will be left at the centre indicating where the child has been taken. Parents will be charged a late pick-up fee of $25 per 15 minutes.
- Parents must inform staff if a person who is not listed on the child’s enrolment form will be collecting the child.
Staff will not release a child to a person who is not identified on the enrolment form. If an unauthorised person comes to collect the child, parents will be contacted for authorisation.
No child/ren are permitted to leave unaccompanied.
Children with special needs
Children with special needs will not be excluded from the programme, providing that the Director and supervisor is confident that the child’s needs can be catered for without negatively affecting the other children and also to ensure that the child will benefit from being at the programme.
Full information about the child’s requirements including medication, diet and supervision, must be obtained from the parents and included with the child’s enrolment form. It is the supervisor’s responsibility to ensure that all staff and volunteers are fully aware of the child’s requirements and that they feel confident to provide the necessary care.
If the child will require further special aids, for example modified facilities, extra staff or staff training, the coordinator will consult with the centre manager who will make the final decision. Each case will be considered individually and every effort will be made to include the child within the limits of the resources of the programme.
Programme Content
The content of the programme will be displayed daily during the term.
Organisers reserve the right to change the expected activity due to extraordinary circumstances, but will endeavour to administer the programme according to the stated activities.
The programme will offer within it the following:
- Planned arts and crafts projects
- Organised sports or active group games
- Free use of games and equipment
- Outdoor play
- Swimming
Children will be encouraged to participate in planned activities but may choose not to, as long as they are not bored or disruptive. Whenever possible alternative activities will be provided.
Equipment will be maintained and appropriate to the activity.
Each programme will be reviewed on completion of the programme by the Director/Supervisor.
Food
Supervisors that hold their 167 certificate in Food Hygiene will prepare and or supervisor alternative OKK staff in the preparation of food, as required.
After School Care
All enrolled children will attend daily at 3pm. During this time the attendance will be
checked off and children will have afternoon tea. This will be an opportunity for them to finish their lunch in their lunch box and or eat the fruit/sandwiches and biscuits provided by OKK. This will not be a substantial meal and can not be
substituted for dinner.
Before School Care
All enrolled children will attend daily after 7:00am. During this time the attendance will be checked off and children will have breakfast of cereal/toast and milo
School Holiday Programme
All children will be provided fruit, biscuits, water or juice for morning tea & afternoon tea.
Children are still encouraged to pack their own lunches as they normally would for
school. There will be group lunch days, when we will arrange a delivery of lunch for the programme, however parents will be notified accordingly.
Sick Children
Any child/children showing signs of illness or being upset during their time at OKK
childcare will be sent to rest until their parents arrive to collect them. Parents are notified immediately to enable ASAP for collection. OKK childcare does not have or provide resources to care for sick children. Dependant on the illness, we may also request that the child does not attend until medical clearance has been provided. If your child has been collected from school early (possibly due to an illness), please make sure you contact the director so that OKK childcare staff to ensure there is no anxiety caused to staff, trying to locate a child, who is not even present.
Pets
Children attending OKK childcare will not be permitted to bring pets of any size shape or form unless required for a disability and adequate documentation supports this.
Animals encountered at the programme and on excursions are contained and responded to in a manner that ensures the children’s safety.
Late Pick Up
Children that are collected after the closing time for OKK will incur a late fee penalty of $25.00. Staff will contact parents/caregivers on the pre-enrolement form to arrange collection.
Supervision Guidelines
- Staff will inform the Director of any injuries, incidents and or dangerous Behaviour.
- If a OKK staff member can see that an activity, game or the like is going to possibly cause harm. This activity, game or the like will be stopped and not permitted to continue until the supervisor has advised.
- All staff at OKK is trained to acknowledge emergency situations and react appropriately. Staff will remain calm and remove all children from activities, crafts, arts & games and direct them to the assembly area (as designated by the staff). Once all students are present and accounted for and only then, will 1staff member from OKK, make contact with emergency services or rectify the situation while children are out of harms way.
- Staff is not permitted to leave their designated area without notifying other staff from OKK childcare to take over supervision until they return.
- If staff is unable to maintain clear guidance, direction and supervision of all allocated children within a group activity, then the staff member is not to participate in the activity.
- All staff is to be positioned so that all designated children are within close and clear view at all times.
- Staff should complete regular head counts on the children that they have within their designated area.
- Staff is to be constantly watching the children within their designated areas at all times.
First Aid
A first aid kit will be held on site at all times and replenished on an regular basis. At least 1 staff member on site at all times will hold a current and relevant first aid certification to administer first aid as and when required. The first aid kit will be stored out of reach of children but accessible to all OKK staff.
Sun Burn – UV Rays
All staff and children at OKK are provided with sun screen to enable
prevention of sunburn. Parents that have children with reactions to particular sun
screens are encouraged to bring their own to enable their child full enjoyment of playing outside with the others.
All staff and children at OKK are also required to bring along a hat for summer days. No hat, not outside play and or an alternative hat (only if available) may be provided to ensure your child can participate.
Medication Administered
Any parent that requests medication be administered, will need to complete the required medication form and advise staff on completion. Staff will then store the medication out of reach of children.
Risk Management Assessment System
For all activities and excursions an assessment will be completed. (appendices)
Children with Special Needs and or Disabilities
Parents of children that have special needs and or disabilities will be advised of the
programme facilities and daily planners at the time of pre-enrolment. Parents will also be required to detail the disability and or special needs that are required for their child/children to enable planning and preparation for activities. We will adapt activities within our programmes to meet the special needs required.
All staff and management at OKK want to ensure that all children with special needs and or disabilities are included with all sport and active leisure to provide the children with skills and confidence.
Excursions
A written risk assessment (Health & Safety Checklist) to determine the appropriate
staff:child ratio will be completed prior to any off-site excursion and prior to any activity involving water.
When OKK has a planned excursion for children to attend. The following will apply;
- Roll taken prior to leaving. First Aid Kit packed and to be taken on excursion.
- Children buddied up and allocated a supervisor for the excursion. (1:8 – unless the excursion involves water and the ratio will be 1:6).
- Children and staff board the form of transport. Again prior to departure all supervisors will count and check that all their buddies are in attendance. (If not a full search of the school facilities will be conducted).
- On arrival all children will have the groups assemble point allocated And notified that in the case of an emergency and or if they become lost, they are to return to this location until their supervisor collects them.
- Students will commence excursion with their buddies and supervisor/s.
- Supervisors will continuously ensure that all buddies are accounted for throughout the day.
- Children and staff board the form of transport. Again prior to departure all supervisors will count and check that all their buddies are in attendance. (If not a full search of the facilities will be conducted).
- Roll taken prior to leaving.
- Return to OKK Childcare.
Swimming
Children will not be able to swim unless the child to staff ratios of 1:6 can be maintained. Children under 8 years of age will remain with an assigned staff member at all times under constant supervision within the allowable ratios.
When getting out of the water, staff will do a head count on poolside, and again when the children return form the changing rooms to the recreation centre.
Supervision in the poolIf the staff has less than 20 children swimming then the two staff members will be in the water. If there are more than 20 children swimming then the majority of the staff ratio will be in the water with only the additional on poolside as over-watch, e.g. 25 children: 3 Staff = two staff in the water minimum and the third can be on poolside.
Staff are to be aware of the children in the water at all times.
If children want to get out of the pool then they need to inform a staff member before going to the changing rooms. The staff member must record that they have left the pool area, if only 5-7yrs of age the whole group must exit the pool and go as a group.
See Appendix 3 – Swimming Pool Hazard
Hazards and risk management
The safety of children and adults at the programme will be ensured by:
- Identifying and recording all potential hazards at the centre and any other venues used. This will be done by filling out a Risk Analysis Management System form for each programme.
- Assessing the risk to staff and programme participants of all identified hazards.
- Putting controls in place to remove or minimise the risks.
- Using the WCC health and safety standards to train staff on safe work practices.
- Regular inspections by staff to check that hazards have not changed
- Compliance with all relevant codes of practice and regulations
- Having a sun-safe policy in place, which must be followed by children and staff.
All employees are to be involved in hazard identification, and information on identified hazards will be made available to staff.
Health and safety information will be discussed at staff meetings where staff is informed of all health and safety policies and regulations.
Smoke-free policy
This building and programme operates a smoke-free policy. This will be adhered to at all times when the programme is operating. Staff may not smoke while on duty or when in sight of the children. “No smoking” signs are displayed in the stadium.
Accidents and Emergency procedures
A first aid kit will be kept at the centres and taken on excursions along with emergency contact numbers. The first aid kit will be stored out of reach of the children. It is the responsibility of the supervisor to ensure that it is maintained and well stocked.
At all times at least one staff member who holds a current first aid certificate must be on site.
In the event of any accident to either children or staff, the following procedure will be followed:
- Staff will immediately inform the supervisor.
- Appropriate first aid will be administered.
- If a child needs medical attention, parents will be contacted to ascertain if they would prefer to take the child themselves or would they prefer staff to take them to the medical centre of their choice. If parents or alternative contacts are unavailable, the child will be taken to the nearest available medical facility.
- If a serious injury occurs, parents will be notified and an ambulance called. If it is not possible to call and ambulance, children may be transported in a private vehicle.
- The accident will be recorded by staff in the accident and incident book and parents notified at the end of the day.
All accidents to staff and children will be recorded and investigated. An accident involving serious harm will be reported to OSH as soon as possible after its occurrence and the prescribed accident form submitted to OSH within seven days.
If a child is emotionally traumatised the following procedure will be followed:
- Staff will calm the child.
- Parents will be contacted.
- The Child Adolescent & Families Mental Health Service will be contacted if required.
Emergency Drills
Emergency Drills will take place once a term for before and after school care and for
school holiday programmes this will take place once a fortnight. A record of the drills will be maintained and made available upon request.
Emergency and disaster proceduresAll emergency Exit signage is present as part of the building Warrant of Fitness and is maintained on a regular basis. This includes all evacuation procedures which are displayed by emergency exits.
At least one staff member who holds a current first aid certificate will be supervising the children at all times.
REMAIN CALM, WALK AND DO NOT RUN. LEAVE BAGS AND PERSONAL EFFECTS
Assembly area will be identified by Director upon induction.
FIRE
The signal for a fire alarm will be – CONTINUOUS RINGING OF THE ELECTRIC BELL
Preparation Procedures:
- Appoint student leaders who will lead the children out
- Arrange for children to walk in lines or to have buddies to hold hands with.
- Have a monitor to hold the door open.
- Prepare an alternative checking procedure to use if you don’t have your class register.
- Practise doing these things and going out to the line-up area.
- Even when there is no emergency drill, rehearse the children about once per month.
EVACTUATION
- OKK Ltd children will leave room in an orderly fashion by the Northward facing doors, or the main exit facing the playground.
- In some instances, during a real fire, emergency exits will have to be used – be aware of where they are and check they can be opened from the inside.
- Children must WALK in lines or with partners – no running.
- OKK Staff will tell children when to move and should be last out – checking the room as they leave.
- OKK staff will bring the attendance sheet with them if possible.
IN CASE OF A FIRE – DIAL 111
ALL STAFF MUST KNOW WHERE THE NEAREST HOSES AND EXTINGUISHERS ARE
ASSEMBLY
- All OKK Children assemble on playing fields – as per map.
- All OKK children will be checked off present and accounted for, a monitor reports to the staff member who will be stationed on the main field wearing a red hat. The other staff member will be stationed at the Shaw road gate to direct the Fire Brigade.
- When all OKK children are checked off and there are no unaccounted for children the Principal/DP/OKK Staff will send runners to announce the ALL CLEAR and then OKK children are released and can return to Room 21.
EARTHQUAKE
- There may in fact be no warning signal at all - no bell or whistle.
- Children should get down and crouch or kneel under desks during the initial shock or shocks.
- After the main shaking has stopped children should assemble in an open area away from all structures and clear or fallen lines – the playing field is the most obvious place for this.
Because of the nature of a real earthquake, things will be less clearly defined and it will take longer to check the safety and whereabouts of all children.
As far as possible checking and clearance procedures will be the same as for Fire:
- Call the roll, or if you don’t have the register use an alternative checking procedure.
- Report the state of classroom to either office staff member 1 or 2 or Ms Swanepoel – Principal.
- ALL CLEAR will be announced by the Principal or DP.
Volunteers
Supervision of volunteers is the responsibility of the supervisor. Volunteers must undergo the same security checks and induction as paid staff. They should not be expected to undertake the same level of responsibility as paid staff; nevertheless they are required to abide by the centre’s policies. Efforts should be made to include volunteers in planning and training as appropriate.
Grievances and complaints
The Director is responsible for undertaking disciplinary action and for ensuring that it is in accordance with all relevant legislation. If a staff member is not performing adequately every reasonable effort will be made to help them understand the problem and to improve. Staffs who continue to fail to perform will be dealt with in accordance with the policies set out by OKK.
Staff complaints against other staff members must be referred to the Supervisor. The supervisor is to be informed and will inform the Director of any serious complaints involving staff.
Behaviour Respect and Dignity
OKK childcare is aware of the inherent influence of cultural and family practices for child behaviour. The way in which adults behave towards children is influenced by behaviour patterns experienced in childhood. If these are deemed inappropriate, e.g. do not give the child respect and dignity, strategies used to modify or change the behaviour will be implemented.
Behaviour Praise and Encouragement
Praise relates to something that has been done, or has already happened, i.e. a finished work or a completed action. Encouragement, on the other hand is related to something that could or should happen in the future. It may be given where a child is reluctant to begin an activity or carry out an action, or to help a child persist in an endeavour.
OKK childcare will link these concepts with ‘positive guidance to promote appropriate behaviour’. Both praise and encouragement is used for the purpose of promoting behaviours in the child which are recognised as appropriate for the child’s stage of development.
Buildings and Facilities
Environment and facilities
Children at OKK childcare will have available facilities that are clean and that
replenished on a daily basis. Children will be permitted to;
- Play in the designated areas under supervision of OKK childcare staff.
- Utilise the bathroom facilities as directed by staff at OKK childcare.
- Drink from the designated facilities as directed by staff at OKK childcare.
- Eat in the designated area as directed by OKK childcare staff.
- Leave their belongings in the designated area as directed by OKK childcare staff.
Phone Access
Although there is no land-line phone to the premises there is always 2 cell phones on the premises at all times. If in a situation whereby a cell phone is inoperable, the supervisor has access to the school to use the land-line telephone at all times. The supervisor also has a telecom calling card available to use.
Bathroom Facilities
Children enrolled at OKK Childcare will be provided with an introductory tour on arrival. This tour includes being shown where the bathroom facilities. These facilities are safe, clean and maintained on a daily basis and monitored by staff at OKK Childcare. For any excursions, children of OKK will be escorted to the bathroom facilities as required and a supervisor will remain outside the facilities until the child/children have finished.
Cleaning
Premises are cleaned daily and cleaning equipment is accessible for the duration of the programme. The premises are cleaned as part of the contract / agreement with the Oratia District School.
Smoke – Free
OKK Staff and children endorse a smoke free policy and do not permit smoking in and on the premises of OKK Childcare.
Drug & Alcohol - Free
OKK Staff and children endorse a drug and alcohol free policy and do not permit in and or on the premises of OKK Childcare.
Visitors
All visitors to OKK Childcare are to sign the Visitors book on arrival and departure. This does not include the drop off and collection of children from the facility. In addition to the general safety policies outlined, OKK will ensure that volunteers and other adults visiting or working at the programme are well supervised and visible to staff when interacting with the children.
Car Park
All children from OKK Childcare are not to be left unattended in the car park prior to drop off or collection. OKK Staff will not permit any children to play in on and or around the car park under any circumstances.
Staff Management
Delegations
All other expenditure must be authorised by the Shareholder/s and or Director.
Staff, Volunteers & Training
- Managers have the primary responsibility to promote equal employment opportunities for all employees and to eliminate policies and practices that work against equity in the workplace.
- OKK policies and systems enable employees to reach their full potential in the organisation with:
- Training and development
- Study assistance
- Career development
- Performance management
- Skills and abilities are measured equitably and balanced with experience. OKK employees are rewarded fairly according to their contribution.
- OKK recognises its employees are a most valued resource and provides a safe supportive and responsive environment. All employees are treated (and encouraged to treat one another) with respect dignity, so that the workplace is safe and harmonious.
- Individual and cultural differences are catered for and valued so as to maximise the contribution of each employee.
- All OKK employees are aware of the opportunities for redress against discrimination and harassment. Examples of discrimination include bullying or derogatory language on any or the prohibited grounds in the Human Rights Act 1993 (sex, marital status, religious belief, colour, race, ethnic or national origin, disability, age, political opinion, employment status, family status, sexual orientation).
- OKK has policies and systems to recruit the most competent people. All judgements are based on merit rather than on stereotypes or discriminatory values. Vacancies, secondments and other opportunities will generally be advertised widely. Position descriptions focus on the skills and competencies required in the position. Fair review processes are available. OKK staff reflect the diversity of the community and our customers.
Applying for a Position
Potential staff of OKK will be required to complete the employment application and provide to the director along with a relevant curriculum vitae.
Interview
Potential staff of OKK that have submitted an employment application and current curriculum vitae, that meets the minimum qualifications for the position applied for, will be contacted by the director for an interview. The interview will consist of situational behaviour based questions of which will be tailored to suit the individual applying for the position. This interview will be conducted by 2 individuals, Director and Supervisor.
2nd Interview
A candidate that has been shortlisted for a 2nd interview again will attend and answer situational behavioural based questions surrounding the needs and requirements of OKK children and the ability of the candidate applying for the position. This interview will be conducted by 2 individuals, Director and Supervisor.
Reference
Once 2nd interviews have been conducted and short listed to the final 2 or 3 to select from. The director will make contact with 2 of each candidate’s referees, utilising the Verbal Reference. Upon completion the director will then be able to make an informed decision as to a position decision.
Police Vetting
Because the safety of children is paramount all staff in the final process of acceptance for a position with OKK will be required to complete a Police Vetting Check.
Position Decision
The director of OKK will make contact with all unsuccessful applicants and provide feedback in relation to the interview/s and also ways to improve for future interviews.
The director of OKK will also make contact with the successful applicant/s and notify of acceptance for the position.
Induction
On the commencement of employment with OKK you will be provided a thorough induction. This will include the director and new employee completing all relevant information required (Kiwi saver, IRD, Employee Information, return of signed Employment Agreement and Job Description). Upon completion of all this paperwork the director and new employee will go through the policies and procedures of OKK from start to finish. This will also include a tour of the premises and emergency exits and assembly areas.
Evaluation
Upon commencement of a new employee with be provided 3 months to acquaint themselves with policies and procedures of OKK. After 3 months a performance appraisal will be conducted. At this time the performance evaluation will indicate career aspirations, goals and objectives, what the employee does well and needs improvements on. All of which are set and signed of both parties and reviewed thereafter on a annual basis. OKK strives to provide staff with regular feedback to ensure consistency and also to ensure that they are provided with direction.
Volunteers
Any volunteers wanting to apply for work within OKK will be required to complete Application for Employment, be considered for an interview, referees contacted. On acceptance a Job Description will be required to be completed along with the induction policy and procedure.
Certification Required
All staff of OKK will either hold or be working their way towards holding their First Aid Certificate. OKK senior staff (supervisor or senior assistant) will either be working their way towards their OSCAR Certificate or have completed.
OKK value our staff and knowledge that they can provide to our children. Therefore we enrol staff on the required courses to ensure that they meet the minimum requirements for the position that they hold. Staff will be provided a minimum of 2 weeks notice to attend a course and will be required to make arrangements so that they can attend and gain the required knowledge and certification.
OKK staff of all levels will undergo training in Childcare protection studies. This ranges from introductory through to Diploma, dependant on position with OKK.
Finance
Record Keeping
The Shareholder/s & Director are responsible for the approval of all educational and facility budget decisions, including setting all financial policies and regulatory matters, financial strategy and planning, financial position and performance. All expenditure is planned, approved, processed, monitored and reviewed.
OKK childcare will manage its financial resources prudently and effectively, utilising the accounting programme Kid Tracker. It will also have the accounts audited on an annual basis by a chartered accountant.
OKK Director/Supervisor will have records available for parents/caregivers for checking of accuracy noting that this is a confidential document.
Appendix 1
OKK LTD
EMERGENCY EVACUATION / FIRE DRILL DOCUMENTATION
In accordance with the Centre’s Evacuation Instruction Procedures and Programme Procedures all staff will be briefed during an induction and an emergency evacuation drill will be carried out at the start of each holiday programme.
OKK LTD - Programme Emergency Evacuation/Fire Procedures
GENERAL:
- Raise the alarm immediately by operating nearest fire alarm, notifying other staff members and reception areas.
- Ensure Fire Service or required emergency service is notified by a 111 call. Clearly state the premises Name: Address:. Nature of Emergency: Fire/gas leak/floods etc…
- Leave immediately by the NEAREST escape route. Move quickly but DO NOT RUN.
- Report to your designated assembly area, Do not return to the building until the Fire Service, Emergency Service or a Council representative gives the all clear.
PROGRAMME STAFF DUTIES: - Your prime concern is saving of Life and safety
- Raise alarm and initiate evacuation of Centre. Ensure your own safety is not in danger.
- Ensure your activity/games area is cleared and children are assisted out of the Centre by nearest safe escape route to assemble point.
- Nominated staff are to:
Clear all activity areas and rooms including toilets, changing rooms and showers ensuring all smoke doors on route of exit are closed.
Stop car park traffic while children are crossing to assembly point.
Rally children at Assembly Area and complete roll call and head count. - Note location of persons remaining in premises, including children, disabled persons, staff, evacuation/fire control personnel etc.
- Report to Head Warden and pass information on.
- Report to Assembly Area for personnel control.
- ONLY if conditions permit and it is safe to do so, should any attempt be made to extinguish any fires. Fire extinguishers are signposted around the Centre.
- Persons remaining in building attempting to extinguish fire must have their location reported to the Head Warden.
HEAD WARDEN: The senior IC Recreation Officer or Programme Supervisor/Leader on site
- Ensure the Fire Service or other emergency service required has been notified.
- Control evacuation and Centre clearance.
- Report to Alarm Panel Check personnel check and roll call/head count has been completed
- Report to emergency Services on arrival and pass on ALL information.
The following staff were present and conducted the drill with ___ OOSC programme children on the following date:
Supervisor: Asst. Supervisor:
Programme Leaders:
Note: Children are to be briefed every morning during roll call on procedures and rules, staff and children are debriefed after all drills and practices.
Name & Position: Signed: Date:
Appendix 2
Code of Behaviour for OSCAR Workers and the Prevention of Child Abuse
The programme is committed to the prevention of child abuse and to the protection of children, with the well-being and safety of the children being our primary goal. The following policy and code of behaviour are a means of achieving this.
The interests and welfare of the child will be the prime consideration when any decision is made about a child suspected of being abused. This organisation supports the roles of statutory agencies i.e.; the Police and Child, Youth and Family (formerly CYPFA), in the investigation of abuse and will report cases of suspicion of abuse to these agencies.
This organisation will maintain a good working relationship with Child, Youth and Family and will be familiar with the law that serves to protect children form abuse. We will consult with the Department and with other appropriate agencies that have specialist knowledge. We will not assume responsibility beyond the level of our own expertise.
This organisation will respond to suspicions of child abuse by recording all observations, impressions and communications about children suspected of being abused.
No staff member will act alone about suspicions but will consult with senior staff who will be committed to taking action and arranging for consultation with appropriate agencies.
This organisation will act on recommendations made by relevant agencies and Child, Youth and Family concerning the official reporting of the suspected abuse and on the consulting of families. At no time will we regard ourselves as having the child’s parent’s permission to consult or report.
If we individually or collectively suspect that a staff member or other person within our organisation has perpetuated child abuse, we will not collude with or protect that person or the organisation but promptly report the matter to the management and statutory authorities. The suspected member of staff will be prevented from having further access to children during any investigation and will be informed fully of their rights.
Children, families and staff involved in the investigation of allegations of child abuse will have support and we will refer them to appropriate support agencies in the community for support.
The programme employment procedures include a thorough examination and checking of each applicant’s previous work history and we make contact personally with both referees and some past employers. This will be done with the applicant’s consent. Our prime consideration in choosing staff will be ensuring that they have skills and attributes which contribute to the children’s safety and health, physical, emotional, intellectual and social development and will not put children at risk of abuse.
This organisation will ensure that the staff are well supervised and visible in the activities they perform with children. Opportunities for staff to be alone with children will be kept to a minimum. Children will not be taken on outings without parental approval in writing or by phone and will be accompanied by more than one adult. In the case of an emergency every attempt will be make for a child to be accompanied by two adult. This organisation has established a set of rules about acceptable touching of children. All adults working in our organisation will be made aware of these rules. Apart form toilets and bathrooms the programme will have an open door policy and staff should be aware where all children are at all times.
This organisation encourages staff to keep their personal and professional lives separate and we do not encourage the fostering of close personal relationships and /or caretaking activities with children and families outside the work environment.
This organisation encourages parents to be involved in our activities and management. Parents and family are welcome to visit the programme at any time. If parents have any concerns about the treatment of a child by any of our staff they are encouraged to make these known. We will ensure that the matter is fully investigated and acted on if necessary. We will use an advisor and mediator form outside the organisation if independent investigation or arbitration is indicated.
All staff will sign a declaration of criminal records and will present a current copy of their record.
Code of Behaviour for workers
The organisation expects staff to be supportive non-abusive and to present themselves as a positive role model. Many children have affectionate natures and express themselves freely. Regardless of the situation and child’s culture and nature, staff must avoid inappropriate physical contact.
In making physical contact with children, adults should be guided by the principle that they will do so solely in order to meet the child’s physical or emotional needs. Touching should not be initiated to gratify adult needs. Children should not be asked to take care of adult physical or emotional needs.
If a child initiates physical contact in the seeking of affection, reassurance or comfort it is appropriate to respond in a manner suitable for that child’s developmental stage and needs. It is not appropriate to force any form of unwanted affection or touching on a child.
The physical contact of children during changing or personal cleaning must be for the purpose of that task only and not be more than is necessary for that job. Children should be encouraged to take care of themselves to the limits of their ability.
- Staff should avoid being alone with a child
- Staff must be aware of where all children are at all times
- Supervisors should ensure volunteers and visitors are never alone with a child or group of children.
- Staff may not smoke in front of children, in the centre building or programme areas.
- Clothing should facilitate job performance (i.e. be appropriate for participating in activities, be safe, be appropriate for role modelling to children).
- Personal visitors and telephone calls shall not interfere with responsibilities of supervision
- Staff must realise their individual emotional and physical limitations and request support and/or relief when necessary.
- Confidentiality must be maintained at all times.
- Staff medication must be labelled and stored out of reach of the children.
- Children should not be present when staff uses the toilet and bathroom facilities for personal needs.
- “Adult” topics of conversation should not take place within hearing of the children.
- Staff should maintain a professional relationship with families with respect to confidentiality, objectivity and conflict of interest.