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Health and Safety Policies

101 - Safety and Hygiene Policy

ECC Reg 24 Safety and hygiene – (1) the licensee of a licensed centre must ensure that –
(a)The premises, furniture, furnishings, fittings, equipment, and materials in the centre to which the children attending have access are kept safe and hygienic, and all items and surfaces comply with all applicable NZ standards, and
(b)all equipment and materials are safely stored; and
(c)All floor surfaces are suitable and safe for the activities to be carried out, and can easily be kept clean; and
(d)The centre has at least 2 separate outside doors that allow people to get out easily; and
(e)Where any part of the centre is not at ground level, applicable safety standards in relation to windows and balconies in that part are maintained to the satisfaction of the Secretary; and
(f)A handrail (and, where appropriate, balusters) is fitted on all steps and ramps, except for stairways incorporating isolated steps; and
(g)Any window that on any side has its lower edge less than 80cm above the floor, the ground, or any deck or verandah, - (i) In the case of a centre established in a building completed after 1 June 1991, either has a fixed protective barrier on that side, or is made of a material approved by the Secretary for the purpose, and (ii) In any other case, either is not a hazard to the children in an unprotected state, or is so protected that it is not a hazard to the children; and
(h)All electrical sockets are either out of reach of children, or adequately shielded to prevent danger to children; and
(i)A telephone is available for emergency calls to and from the centre, and
(j)A plan for the evacuation and care of the children in emergencies is prominently displayed on the premises; and
(k)All animals are kept clean and healthy, and are able to be restrained; and
(l)Outside doors, fences, and gates are secure and safe enough to ensure that children are not able to leave the centre without the knowledge of a staff member;
(m)Any swimming pool …(see swimming policy)
(n)No portable paddling pool…(see swimming policy)
(o)All sandpits, bark pits, and similar facilities (i) are covered after the last session each day; or (ii) if covering is impracticable, are before the first session each day raked, and inspected, for animal droppings and dangerous objects; and
(p)All cleaning agents, medicines, poisons, and other hazardous material at the centre are inaccessible to children; and
(q)There are in place systems that prevent children from gaining access to any plant matter that is, or is capable of being, poisonous to children.

Management will ensure that the health and well - being of the child are protected and nurtured while she / he attends the Centre.

Any birds or animals will be kept in a clean safe environment. Their cages will be cleaned each week and water and food will be given as needed.

All cleaning agents and hazardous materials will be stored in the cleaners cupboard or on high shelves out of the reach of children.

Toys mouthed by children will be sterilised after use and at the end of the day.

Play equipment -- brushes, pots, easels, fingerpaint table, play dough equipment -- will be cleaned daily.

The sandpit will be covered when not in use. It will be raked over before and at the end of each day and any hazardous materials removed. It will be sprayed with disinfectant in the morning after raking, before use.

All carpets will be vacuumed daily. Vinyl and polished floors will be swept and cleaned daily and as needed. Vinyl floors will be polished weekly.

An independent inspector will access the standards each year.

102 - Sleeping Policy

103 - Nutrition Policy

104 - Medicine Policy

DOPs 5, ECC Reg 28
Educators should ensure that children’s health is promoted and educational well being nurtured, and they are kept safe from harm

Draft Criteria for licensing – 3.30 Medicine (prescription and non-prescription is not given to a child unless it is given:
by a doctor or ambulance officer in an emergency,
by the parent of the child, or
with the written authority (appropriate to the category of medicine) of a parent.
Documentation required:
1.A record of the written authority from parents for the administration of medicine in accordance with the following categories:
Category (i) medicines are non-prescription preparations (such as arnica cream, antiseptic liquid, insect bite treatment spray etc) that are:
Not digested,
Used for the ‘first aid” treatment of minor injuries, and
Provided by the service and kept in the first aid cabinet.
Category (ii) medicines are both prescription (such as antibiotics, eye/ear drops etc.) and non-prescription (such as paracetamol liquid, cough syrup etc) medicines that are:
Used for a specified period of time to treat a specific conditions or symptoms,
Provided by a parent for the use of that child only, and
Stored safely at the service and disposed of or sent home with the child after the specified period of time.
Parents provide a written authority to administer Category (ii) medicating at the beginning of each day the medicine is administered.

Written authority to administer medicine must be obtained from parents, guardians or aiga prior to the administration of any medication. This will be kept in the medicine book near the signing in sheets for parents.

Only staff who have a current first aide certificate will be able to administer medication to children. Staff must sign the time, and amount given on the authority sheet.
The name of the child and the medical practioner’s directions [prescription] must be on the label of the medication to be given.

All medication will be stored in the fridge except for asthma inhalers.

105 - Sick Children policy

Early Child Regulations 35.E – RECORDS
The licensee of a licensed centre must ensure that there are kept for each child (for at least 7 years) records, available at all times for inspection and copying by authorised persons having the right of entry to the centre under section 318 of Act, of –
(e) Particulars of every accident and illness occurring to the child while at the centre, and of any action taken;

Well Being – Soifua Laulelei
O le a mauaina e tamaiti se siomaga e mafai ai ona; Atinaeina ma tausia leleia ai latou ola.

If children become sick while attending the A’oga Fa’a Samoa their parents or emergency contact will be contacted immediately, to arrange that they will be picked up as soon as possible.

Their record will be checked for medicine to be given. If necessary and permission has been signed then paracetamol will be administered.

The sick child will be isolated from the other children and taken to couch areas and monitor until picked up.

106 - Immunisation Policy

Ministry of Health Requirements (B4 – Nga Kupu Oranga – Healthy Messages; “The Health (Immunisation) Regulations 1995 mean that services must ask parents and caregivers for the Immunisation Certificate when the child enrols, or at age 15 months, if they enrol before age 15 months. Staff must write information from the certificate on an Immunisation Register. This records the name of each child and whether they are fully immunised or not. If the parent or caregiver does not have the certificate, educators record that fact on the register. An immunisation register sheet (code 7018) has been developed by the Ministry of Health

The A’oga Fa’a Samoa supports ‘mandatory choice’ for immunisation of children.
Full information on the pros and cons of immunisation is to be made available to parents to enable them to make their informed choice.

The A’oga Fa’a Samoa disclaims the Centre of responsibility of any adverse outcomes in the event of parents choosing not to immunize.

This information is maintained on the enrolment forms.

Checks carried out by ERO & Ministry of Education. The Ministry of Health also have the right to inspect. The Medical Officer of Health will use information in the register if children in the community or in the early childhood service develop one of the nine serious diseases. The register allows staff to see who is not at risk from the disease, who might be offered an immunisation.

We maintain an electronic register - Infocare

107 - HIV / Aids Policy

Confirms our support for children with Aids including maintaining privacy whilst ensuring other children protection from infection.

It was recommended by the Ministry of Education and Health that a policy be developed but there is no official requirement to do so.

Children infected with HIV will have the same rights and considerations as any other child with a health problem.

HIV positive children will be entitled to the normal privacy regulations regarding medical confidentiality in regard to their health records.

Staff and management will provide appropriate information in the form of educational pamphlets and education programmes as required.
Hygienic precautions will be observed at all times to protect children from all infectious diseases and from HIV/AIDS.

Hygiene requirements - Jan and senior staff carries out daily checks and that the cleaning rosters are being adhered to.

108 - Accidents or Serious Illness

Sets out the Aoga’s accountability for the child’s wellbeing in case on an accident or serious illness, ensuring that parents are notified and proper record is kept.

Early Child Regulations 35.E – RECORDS
The licensee of a licensed centre must ensure that there are kept for each child (for at least 7 years) records, available at all times for inspection and copying by authorised persons having the right of entry to the centre under section 318 of Act, of –
(e) Particulars of every accident and illness occurring to the child while at the centre, and of any action taken;

Accident or Serious Illness
Minor accidents will be recorded in the accident register at the A’oga. Staff will treat the problem, getting parents to sight the register and sign they have read the description of the accident and the treatment taken.
Staff will discuss the incident with parents.
Serious accident or illness will be immediately notified to parents or emergency contact. The child will be taken to the Emergency Clinic in Ponsonby which is located 5 minutes away. If bleeding is occurring the staff member will apply 1st aid treatment before going to the Emergency Clinic.
In extreme serious cases an ambulance would be called.
There will be at least two staff with current 1st aid certificates working at the A’oga Fa’a Samoa. There will be one staff member with this certificate on duty at all times.
An up to date 1st aid box will be kept in the teachers resource cupboard on the top shelf where children can not access it.
[Refer Immunisation Policy]

The back of the medication book a record is kept signed by teacher. When the parent picks up the child, they sign the same record confirming that a correct record has been made.

109 - Right of Exclusion for Infectious Illness

Sets out the rights of the Aoga to not accept a child or to send a child home due to illness that may affect the wellbeing of other children.

Education (Early Childhood Centres) Regulations 28 (1)
Child Health: (1) The licensee of a licensed centre must take all reasonable steps to ensure that any child suffering from any infectious disease listed in the second schedule of the Health (Infectious and Notifiable Diseases) regulations 1966 is excluded from the centre; and regulations 14 of those regulations, with necessary modifications, applies to every licensed centre as if it were a school.

Right of Exclusion
Any child or staff member who is unwell should remain at home until they are well.
A child should stay home if :
they have no interest in activities or play
have little energy, want or need to sleep or rest for long periods.
cry easily, are irritable or in pain
constantly want to be held or comforted
have a fever
any child with diarrhoea or vomiting should stay away until symptoms cease and they are well.

In the case of any child or staff member affected by an infectious illness as listed in Kupu Oranga [Ministry Of Health Resource Manual.] They will be asked to stay home until cleared by a Doctor and provide written evidence of this.
An immunisation chart is held at the A’oga and parents are asked to bring their certificates of immunisation to register on this. Parents will be advised to update immunisation information regularly.
Parent information evenings will be held on immunisation and other health matters as needed.
[Refer Immunisation Policy]

On arrival, if teachers recognise immediately that the child has a contagious disease (e.g. conjunctivitis) then teacher will ask parents to remove the child.

If not noticed until later on the day, the teacher will record the illness in the medication book and telephone parent to pick up child. Parent will need to sign the book to confirm the illness. Parents will be advised that the child should not return to the Aoga until the child is well.

110 - Identification of Hazards in the workplace

Sets out the Aoga’s responsibility to be aware of hazards that may cause harm to children and to take action to remove or minimise these.

ECC Reg 24(4)
Every person responsible for the control of a centre, every staff member of a centre, and the licensee of a licensed centre must ensure that, so far as is reasonably practicable, hazards to the safety of the children are corrected, repaired, removed, or made inaccessible to the children.

Each year staff to write down list of all hazards that could be in the work place.
At staff meeting discuss whether these are significant or not.
Discuss ways they could be eliminated, or minimised.
Manager to follow up with management if any structural changes are needed.
Record in staff minutes.
All staff to be made aware and encouraged to read :

Poisonous plant book
N.Z. Safety Manual
Kupu Oranga [Ministry Health and Safety Resource book]
Work Place Accident Register

List of identified hazards are displayed for parents and staff to be aware of.
Staff meeting minutes record any discussion and identification of hazards.
Management meeting minutes record discussions on structural changes needed.

111 - Smoking Policy

Confirms that no smoking is allowed on the Aoga’s premises.

ECC Reg 29 (4) Staff health – The licensee of a licensed centre must ensure that no person smokes indoors at the centre in the areas used by the children or where food is prepared, or outdoors where children are playing.

“ O le ola o tamaiti ia faasilisili, manatu ia fai faalelei ma puipuia ma faalavelave.”
“ Children experience an environment where their health is promoted and they are kept safe from harm.’ [ Te Whariki Goal 1 Well Being.]

There will be no smoking at the A’oga Fa’a Samoa.
All smoking must be done away from the Primary School grounds.
The A’oga Fa’a Samoa is a smoke free area.

Any complaints about the smoking policy should be taken to the Management Committee.

E matua faasaina lava le ulaula, po’o le taumafa tapa’a i totonu o le A’oga Fa’a Samoa.
Fa’a fesiligia le ta’ita’i fono ma le komiti po’o le e aiaia tulafono a le komiti a le A’oga Fa’a Samoa.

No smoking signs displayed. Policy displayed on notice boards.

112 - First Aid Policy

Sets out how the first aid requirements will be met

ECC reg 25 – First Aid – (1) The licensee of a licensed centre must ensure that there is provided at the centre and kept in good condition and ready for immediate use, a first-aid cabinet equipped to a standard approved by the body that, on the commencement of these regulations, was known as the Health Funding Authority.
(2)The licensee of a licensed centre must ensure that every first-aid cabinet at the centre is fitted with a lock or other device that makes its contents inaccessible to children.
(3) the licensee of a licensed centre must ensure that there is at the centre, at all times while children are attending, at least 1 staff member who holds a current first aid certificate, or some other qualification recognised by the Secretary for the purpose.

ECC Reg 26 Food and drink (1) The licensee of a licensed centre must ensure that food is served in the centre at such times, and in such variety, quantity, and quality, as to meet the nutritional needs of the children.
(2)the licensee of a licensed centre must ensure that (a) At all times an ample supply of potable drinking water is available to the children, and (b) children under 6 months are held while being fed and are fed no infant formula unless it is a formula of a type approved by a parent or guardian; and (c) No child is unattended while eating; and 9d) No child has access to any fluid while in bed (or any other sleeping or resting place); and (e) all food provided is clean when stored, prepared, and served; and (f) A record of every meal served to children at the centre, showing the type of food provided, is kept and available for inspection, for 12 months after it is served.

Health and Safety of staff and children is paramount to a good learning environment.

To ensure that the A’oga Fa’aSamoa is a safe and healthy place regular property inspections are undertaken. All broken equipment is either repaired or renewed.
Staff are regularly up skilled on their first aid certificates and use safe practices at work.

A First Aid kit is kept in a secure place and is regularly checked and replaced. A medication and accident record chart is also kept. Good staff/ child ratios are maintained at all times. An emergency plan is displayed for all staff and parents to observe. Emergency drills are taken with the main school.
A fire extinguisher is regularly checked as part of main school requirements.

Sick children are isolated from others - couch is used until parents are able to collect them from the Centre. Regular ear and dental checks are given to the children by the health services concerned.

A cook is employed to provide morning & afternoon teas plus a mid-day meal. Meals are nutritional and menus displayed daily. All food is recorded and babies have separate food charts.

St Johns regularly check 1st aid kits. All staff required to have 1st aid certificates. Record of food served is recorded on a whiteboard for parents inspection. A separate record of meals are also kept by the cook for inspection for up to 12 months.

113 - Trips away from the A’oga Fa’a Samoa – Excursion Policy.

Sets out requirements when children travel beyond the school boundaries.

ECC Regs 27 Travel arrangements – (1) The licensee of a licensed centre must ensure that if children travel in a motor vehicle while in the care of the centre – (a) a person responsible ensures that each child is restrained as required by reg 29A fo theTraffic Regs 1976; and (b) there are at least 2 adults in any motor vehicle carrying more than 3 children; and (c) the written permission of the parent or guardian of the child has been obtained before the travel begins.
(2) The licensee of a licensed centre must ensure that no child leaves the centre with any person, unless the person – (a) has custody of the child; or (b) Is authorised in writing to take the child by a person who has custody of the child.
(3) The licensee of a licensed centre must ensure that if children are taken on any excursion or activity outside the centre while in the care of the centre – (a) There is a ratio of adults to children that, to the satisfaction of the secretary, ensures the safety of those children; and (b) The parent or guardian of each child has given written approval to the ratio to be used; and (c) The adult to child ratio requirement for children remaining at the centre is maintained.

The Goal of Exploration, Ola Suesue will be used for planning for any trips away from the Centre.
All trips away from the Centre will have a permission slip attached asking permission and also for parent participation in the trip so that adequate supervision can be organised.

Types of Trips .
If travelling by car children who need car seats, must have seats left by parent before the trip.
All parents helping with transport must have a full drivers licence.
All cars used must have a warrant of fitness and be registered.
Parents need to indicate if their car is available.
Two adults will travel in the car at all times.
All children will use seat belts.
Travel arrangements as set out in the regulations will be adhered to at all times.
If going on a walk around the neighbourhood, staff will take go in groups, keeping to staff ratios.
Children left in the Centre will have at least two staff members remaining with them.
Full details of the trip will be sent home to parents.
Written consent will be obtained for all trips away from the Centre. Information regarding trips will be sent home to parents prior to the trip taking place. A permission slip will be included which will also ask for parent assistance in travel and ratios for children.
If there is any uncertainty regarding ratios then the trip will be cancelled.

Monitoring.
A roll will be taken before the trip starts. All children will have name tags. The adult in charge of each group of children will have a list of children’s names in the group.
Ratios: Will depend on numbers going on the trip. Ratios will be given on the permission slip given to parents. Under two children will have a 1 – 3 ratio, over twos will have a 1- 6 ratio. Safety of the children will be paramount.

Resources.
Drinks , food , clothing, first aid kit , nappies, tissues and any other items as deemed necessary according to the type of trip to be taken, will be also included as part of the trip. Adults will be given responsibilities for looking after these items.

First Aid
Teachers with first aid certificates will be left both at the Centre if children are remaining, and be included on the trip.
Teaching staff are required to up date their first aid certificates every two years.

Communication.
A notice will be left on the door of the Centre informing where the trip is and times of the trip.
The Primary School attached will also be informed of where the trip is and time of the return to the Centre. The Primary School will be the first port of call in case of an emergency.
Times of trips departures and return will also be indicated on the information sent to parents.
A working cell phone will be taken on all trips away from the centre. All parents will be notified of the cell phone number.
Review.
Management Committee will review this policy annually.

Travel Arrangement
Except in the case of fire, civil defence or medical emergency, no child will leave the centre with any other person other than the parent [s] or those named on the enrolment form as emergency contact.

Walks in the Immediate Environment
The A’oga Fa’a Samoa’s policy for walks in the community around the A’oga reflects the Curriculum [Te Whariki ] strand Exploration / O la Suesue; Goal 4 :
Mo tamaiti ina ia iloa ma masani i lo latou siosiomaga, ia avea ai foi ma auala e fausia ma fa’amautu ai lo latou iloa i le natura ma fegaoioiga o le siosiomaga ma mea e iai. Ia maua uma e tamaiti le avanoa e iloa ai oi latou foi o se vaega taua o le siosiomaga.

As the A’oga is part of a larger Primary school the children use the school playground when the larger school is indoors. Children must be attended by at least two staff members at all times. Ratios depend upon numbers of children outside, age range of children and the activity involved.

Walks around the school area happen frequently. These are used to extend the children’s knowledge of their wider community, also for road safety practices.

Staff would be allocated according to the number of children walking. Children left at the Centre will have at least two staff with them. One of which will be trained and have a current 1st Aid Certificate.
Walking children will be dressed in an appropriate manner for the weather conditions at the time.

Walks taken that are going to be a distance from the Centre will be planned for ahead of time and information and separate permission slips sent out.

Walks that are close to the Centre may be spontaneous according to the programme of the day

Parents are required to sign an agreement to this occurring to be kept with the child’s file...

-------------------------------------------------------------------------------------------
I / We agree to our child / children _____________________ exploring their wider community by going on class walks with staff in accordance to the ratios as set out in the Early Childhood regulations.
Signed___________________________..

Signed permission slips for trips away from the A’oga are obtained. Walks in the community signed on enrolment. Parent participation in trips away from the centre to ensure ratios are met.

114 - Swimming Policy

Sets out the monitoring of children on swimming trips.

Te Whariki Exploration Goal 2
Children may experience confidence in and control over their bodies.

ECC Reg 24 (m) & (n)
Safety and hygiene – (1) The licensee of a licensed centre must ensure that (m) any swimming pool, excavation, structure, or site at the centre capable of holding water is secured against entry by children in the manner prescribed by the Fencing of Swimming Pool Act 1987; and (n) No portable, paddling pool at the centre has any water in it at any time, unless – (i) a staff member is then supervising alongside; or (ii) no children are then attending the centre

ECC Reg 27 Travel arrangements – see “Trips away from the A’oga Fa’a Samoa – Excursion Policy”

Swimming may take place on picnic days that the A’oga is taking part in, or organized.
Children swimming must have:
A written permission slip signed by parents or guardians.
Towel, bathing suit, for swimming.
Sunscreen and a sun hat.

The staff of the A’oga must be prepared to swim with children.
The ratio must be 1 adult for 3 children.
Staff must be dressed in an appropriate manner for swimming along side children.
Staff must have a dry change of clothes for after swimming.
If swimming in the sea a boundary line must be enforced that children cannot move past.
Staff in the water with children must have a current 1st aide certificate with knowledge of resuscitation.
The A’oga Fa’a Samoa mobile phone will be used to contact emergency services if needed.

Permission slips, ratios of adults to children.

115 - Toilet and Changing Facilities Policy

Sets out the rights of children privacy whilst using the toilet facilities and the standard of cleanliness to be maintained.

ECC Regs 19 – Toilets: (1) the licensee of a licensed centre must ensure that the centre has, to the satisfaction of the Secretary, sanitary facilities that are conveniently accessible, safe, and appropriate, for use by children and adults.
(2) A centre that conforms to the standards set out in schedule 2 complies with subclause (1)

Schedule 2:
1.Water-closet pans – (1) Where the greatest number of people over 3 at any time using the centre is less than 16, the centre must have at least 1water-closet pan. (2) Where the greatest number of people over 3 at any time using a centre is more than 15 and less than 31, the centre must have at least 2 water-closet pans. (3) Over 3 is more than 30 and less than 46 – at least 3 water-closet pans. (4) Over 3 is more than 45 – at least 4 water closet pans. (5) At least 1 water-closet pan in a centre must be suitable for use by adults. (6) for the purpose of this clause, the people over 3 using the centre at any time are all the children over 3 then attending the centre and all staff then present at the centre.
2.Chamber pots- The centre must have enough chamber pots, having regard to the number and age range of the children attending the centre and the numbers of children who are not fully toilet-trained.
3.Hand-washing facilities – (1) The centre must have at least 1 handbasin for ever 15 (or part thereof) of the maximum number of people (that is to say, children attending and staff present) at any time. (2) the handbasins must be conveniently close to the water-closet pans. (3) The handbasins must be set at heights appropriate for the people who are to use them. (4) The centre must have a means, with an adjustable thermostat, of providing an adequate supply of hot water to the handbasins. (5)The temperature of the water at handbaisns accessible to the children must be effectively controlled so as not to be higher than 40 celsius at the outlet. (6) Notwithstanding subclause 95) where a hot water cylinder is used as a means of providing hot water, the water in it must at all times when the centre is open be kept at a temperature of at least 60 clesius. (7) Individual washcloths and towels, or some other hygienic means of drying hands, must be available near the handbasins.
4.Washing facilities – The centre must have suitable facilities for washing sick or soiled children.
5.Napkin changing facilities – The centre must have suitable arrangements for changing napkins if children likely to wear napkins are expected to attend.

Respect for the child’s rights to privacy while being changed or toileted will not be compromised.

Toilet and Nappy changing:

Only staff or students under the supervision of staff will change or toilet infants / toddlers.

Visitors to the Centre will not be permitted into the change room while it is being used.

The procedure displayed in the change room will be followed ensuring that children and their families feel comfortable with the routines, customs and regular events, of the Centre.

Toilets, potties and change mats will be sprayed with a sterilising solution after each use.

Children will be assisted to wash and dry hands before meals and after toileting.

Floors will be kept dry and clean throughout the day and wet mopped at the end of the day.

Sanergenic bins will be emptied as needed.

Cleaning roster for staff. Procedure for nappy changing displayed for parents, staff and visitors to observe.

116 - Child Abuse Policy

Sets out the Aoga’s responsibility to ensure the safety of children from physical, emotional or sexual abuse.

Section 15 Children, Young persons, and their Families Act 1989 – Reporting of illtreatment or neglect of child or young persons – Any person who believes that any child or young person has been, or is likely to be, harmed (whether physically, emotionally, or sexually), ill-treated, abused, neglected, or deprived may report the matter to a social worker or a member of the Police.

RESPONDING TO CHILD ABUSE.
All staff of the A’oga Fa’a Samoa will respond to suspected child abuse by:
Writing down observations, impressions, and communication which cause concern in our daily diaries.
Information will be discussed with other staff/ Supervisor for validation/ confirmation.
A decision will then be made as to whom to inform – if outside the family we may tell parents before we report.
If abuse is caused by a family member we will not initially tell family but report the matter to the Children and Young Person’s Service or to police or WINZ, depending upon the case.
If we suspect the child abuse has been perpetuated by a staff member we will report the matter immediately to the manager and if necessary to statutory authorities. Staff members under suspicion will be suspended while the matter is investigated and they will be informed fully of their rights.
We believe that children, families, staff and others involved in the investigation of suspected child abuse should have support and we will maintain knowledge of people in our Samoan community that we can refer them to for support.
KEEPING IN TOUCH WITH PROFESSONAL AGENCIES.
The A’oga Fa’a Samoa maintains a good working relationship with support agencies and is familiar with laws and regulations which serve to protect children from abuse. We will consult with the Children and Young Person’s Service or other appropriate agencies which have specialist knowledge to help us protect children from abuse. We will not assume responsibility beyond the level of our expertise.

O GAOIOIGA E FAIA PE’A TULAI MAI LENEI FA’AFITAULI.

Afai e masalomia o se tamaittiiti ua afaina i nei fa’afitauli. e tatau i le A’oga Fa’a Samoa ona.

Tusitisia i lalo ni mea ua maitauina.
O ni uiga ua fa’aalia.
Poo ni faamatalaga poo se gagana e tautala ai le tamaitiiti.

O nei mea uma ua tusitusia, e ao ona fa’atalanoaina ma le aufaigaluega poo le taitai ina ia maua se fa’amaoniga.

E ao ona faia se fa’aiuga poo ai e tatau ona logoina.

Afai e tupu i se tasi i fafo atu o le aiga o le tamaitiiti, e tatau ona ripotiina lenei fa’afitauli i le Matagaluega mo Alo ma Fanau ma Tupulaga Talavou ( NZCYPS) poo le ofisa foi o Leoleo.

Afai e masalomia o se tasi o le au-faigaluega e tupu ai, o le a ripotia loa i le komiti e pulea le A’oga Fa’a Samoa ma le ofisa o leoleo. O lea fa’ateaina foi lenei tagata faigaluega a’o faia le su’esu’ega, ma o lea matua faamalamalamaina foi iai lana aia tatau fa’ale- tulafono.

O loo iai le talitonuga,o e uma o lo’o a’afia i le su’esu’eina o lenei fa’afitauli pea tulai mai, e aofia ai alo ma fanau, o aiga, o le aufaigulega ma nisi foi e ao ona tuuina atu iai le fesoasoani e tatau ai, ae maise ai le lava o le silafia o le A’oga Fa’a Samoa i nisi o tagata Samoa e mafai ona fesiligia mo lea fesoasoani.

Training of staff, open rooms, glass windows to all rooms so that children can be viewed at all times. Good record keeping of staff. In the past we have also had workshops for staff and parents by people who work in the field. ( Not well attended by parents)

117 – Cybersafety Policy

Sets out the Aoga’s appropriate use of technology and to ensure children’s safety in the use of such technology.

No legal requirements

The Internet, and Information and Communication Technologies (ICT) play an increasingly important role in children’s learning, and in the administration of ECE centres.
The LICENSEE/COMMITTEE of A’oga Fa’a Samoa endeavours to meet all its responsibilities as outlined in the [CHARTER/LICENCE] and relevant legislation for the physical and emotional safety of the children attending its centre, and its responsibilities to employees and/or other personnel assisting in the running of the centre. This includes the need to establish and maintain the cybersafety of the centre environment.
This policy has been developed as part of the A’oga Fa’a Samoa cybersafety programme, and is designed to:
educate teaching staff about cybersafety issues
provide guidance regarding the safe and responsible use of ICT at A’oga Fa’a Samoa
outline the nature of possible consequences associated with breaches of the A’oga Fa’a Samoa cybersafety policy, which may undermine the safety of the centre’s environment.
A’oga Fa’a Samoa Cybersafety Policy
RATIONALE
1)The [LICENSEE/COMMITTEE] of A’oga Fa’aSamoa acknowledges that:

a)the Internet, and Information and Communication Technologies (ICT) play an increasingly important role in the learning of children in the ECE sector, and in the administration of ECE services
b)The establishment and implementation of a cybersafety policy and cybersafety use agreements for A’oga Fa’a Samoa and parents & teaching staff.
i)contributes to the provision of a safe learning environment which fosters children's emotional, physical and social development as described in the Education (Early Childhood Centres) Regulations 1998
ii)contributes to the maintenance of a safe work environment and a safe environment for visitors under the Health and Safety in Employment Act 1992
iii)assists A’oga Fa’a Samoa to meet its obligations to deliver curriculum which promotes the health of children, nurtures children’s well-being, and keeps children safe from harm as expressed in the Revised Statement of Desirable Objectives and Practices for Chartered Early Childhood Services in New Zealand (DOPs) 1996.
2)The policy document and related use agreements are not intended to be exhaustive documents containing all relevant rights and obligations that may exist in legislation to regulate use, storage and dissemination of information.
OBJECTIVES
This policy will assist A’oga Fa’a Samoa to:
a)meet its legal obligations as outlined in the previous section
b)provide guidance to teaching staff, parents, and visitors regarding the safe and responsible use of ICT at A’oga Fa’aSamoa or at A’oga Fa’a Samoa related activities
c)educate members of the A’oga Fa’a Samoa community regarding the safe and responsible use of ICT.
DEFINITION OF CYBERSAFETY
The [LICENSEE/COMMITTEE] uses the following definition of Cybersafety at the centre:
a)the safe and responsible operation/use, at any time, on or off the centre site, and by any person, of the centre’s Internet facilities, network, and associated ICT equipment/devices, such as computers and laptops, digital cameras, mobile phones, and other devices noted on the cover of this document
b)the safe and responsible use by anyone, of any privately-owned ICT equipment/devices on the centre site, or at a centre-related activity.
Note that examples of a ‘centre-related activity’ include, but are not limited to, a field trip, camp, sporting or cultural event, wherever its location.
CYBERSAFETY PRACTICES AT A’oga Fa’a Samoa. ]
1)The A’oga Fa’a Samoa programme of cybersafety
The [LICENSEE/COMMITEE] requires that the manager puts in place a cybersafety programme. This programme should include:
a)This cybersafety policy, and comprehensive use agreements for teaching staff and parents
b)security systems which represent good practice including;
i)updated anti-virus software
ii)updated firewall software or hardware
iii)updated anti-spyware software
iv)regularly patched operating systems
v)secure storage of ICT equipment/devices

c)cybersafety education for educators and other personnel, children, and for the centre’s community (e.g. NetSafe pamphlets, and NetSafe training modules developed specifically for the ECE sector).
2)Permitted use
Use of the A’oga Fa’a Samoa computer network, Internet access facilities, computers and other centre-owned ICT equipment/devices (including mobile phones) on or off the centre site, is restricted to:
a)Staff who have signed a cybersafety use agreement
b)Parents of enrolled children, and/or other visitors who have signed the appropriate A’oga Fa’a Samoa cybersafety use agreement
c)Persons contracted to carry out work at the centre and at the discretion of the manager such as trades people or technicians
d)centre-related activities
e)personal usage by staff (such as professional development) which is appropriate (see point 5) to the centre learning environment and is of a reasonable amount.
3)Parents/caregivers consent for children to use ICT
The enrolment procedure clearly indicates that by enrolling their child, parents and caregivers agree to their child using or being involved with the use of ICT as part of the learning environment.
4)Privately-owned/leased ICT equipment/devices
Use of privately-owned ICT equipment/devices (including mobile phones) at the centre or any centre-related activity is restricted to activities which are appropriate to the centre learning environment. This includes storage of any images or material on such devices.
5)Appropriateness of use and content to A’oga Fa’a Samoa learning environment
The manager will provide guidelines as to what is considered appropriate to the centre learning environment, including the taking of photographs or video.
6)User accounts and passwords
Access to the centre’s computer network, computers, and Internet access facilities, requires a password protected personal user account.
It is important that passwords are strong. It is recommended that a password:
a)uses a combination of upper and lower case letters, numbers and other characters
b)is a minimum of 8 characters in length
c)is changed regularly.
7)Filtering and monitoring
a)The centre may utilise filtering and/or monitoring software where appropriate, to restrict access to certain websites and data, including email
b)The centre reserves the right to monitor, access, and review all use of centre-owned ICT equipment/devices. This includes personal emails sent and received using the centre’s computers and/or network facilities, either during or outside centre hours.
8)Ownership of electronic files or data
Any electronic data or files created or modified for the purpose of completing work on behalf of A’oga Fa’a Samoa on any ICT, regardless of who owns the ICT, are the property of A’oga Fa’a Samoa.
9)Auditing
a)The [LICENSEE/COMMITTEE] may from time to time, at its discretion, conduct an audit of its computer network, Internet access facilities, computers and other centre ICT equipment/devices.
b)Conducting an audit does not give any representative of A’oga Fa’a Samoa the right to enter the home of staff, nor the right to seize or search any ICT equipment/devices belonging to that person.
10)Performing work-related duties at home using privately-owned equipment/devices
Where it is necessary for staff or parents to regularly perform centre-related duties (e.g. centre accounts or official correspondence) on privately-owned ICT equipment/devices at home, this work should be authorised by the [LICENSEE/COMMITTEE].
11)Inappropriate activities/material
a)A’oga Fa’a Samoa will take all reasonable steps to filter or screen all material accessed using the centre’s network or Internet access facilities. However when using a global information system such as the Internet, it may not always be possible for the centre to restrict access to all such material. This may include material which is inappropriate in the centre learning environment, dangerous, or objectionable as defined in the Films, Videos and Publications Classification Act 1993.
b)While using the A’oga Fa’a Samoa network, Internet access facilities or ICT equipment/devices, or using any privately-owned ICT equipment/devices at the centre or at any centre-related activity, no person may:
i)initiate access to, or have involvement with, inappropriate, dangerous, illegal or objectionable material or activities
ii)save or distribute such material by copying, storing or printing
c)Accidental access to inappropriate material:
By parents, caregivers or other visitors
In the event of accidental access to any inappropriate material by a [PARENT/CAREGIVER], or other visitor, a member of the staff should be consulted.
Where the material is clearly of a more serious nature, or appears to be illegal, users should:
1.remove the material from view (by closing or minimising the window, turning off the monitor, or shutting down the device)
2.report the incident immediately to a member of staff.
By [CENTRE PERSONNEL]
In the event of accidental access of inappropriate material at the lower range of seriousness (e.g.Spam), staff should delete the material.
If the nature of such material is somewhat more serious, (e.g. spam containing inappropriate but not illegal images), delete it and also log the incident in the ICT Incident Book*. If uncertain as to the seriousness of the incident, the centre management should be consulted. When in doubt, log the incident.
In the event of accidental access of inappropriate material clearly of a much more serious nature, or of material which appears to be illegal, users should:
1.remove the material from view (by closing or minimising the window, or turning off the monitor)
2.report the incident immediately to centre management who will take such further action as may be required under this policy.

* The ICT Incident Book is to be kept by the manager.
12)Unauthorised software or hardware
Authorisation from manager must be gained before any attempts to download, install, connect or utilise any unauthorised software or hardware onto or with any A’oga Fa’aSamoa ICT equipment/devices. This includes use of such technologies as Bluetooth, infrared, and wireless, and any similar technologies which have been, or may be developed. Any user seeking authorisation should speak with the manager.
13)Children’s use of the Internet and email.
a)Children will be actively supervised by staff, or by someone who has signed an A’oga Fa’a Samoa cybersafety use agreement when accessing the Internet on the centre’s site or at any centre-related activity
b)Children may create and/or send email only under the active supervision of staff.
14)Confidentiality and privacy
a)The principles of confidentiality and privacy extend to accessing or inadvertently viewing information about personnel, or children and their families, which is stored on the centre’s network or any device
b)Privacy laws are such that staff should seek advice from centre management regarding matters such as the collection and/or display/publication of images (such as personal images of children or adults), as well as text (such as children’s personal writing)
Ministry of Education guidelines should be followed regarding issues of privacy, safety and copyright associated with the online publication of children’s personal details or work.

Security Systems installed (anti-virus software, firewall, anti-spyware, secure storage).
Cybersafety Use Agreement – signed by staff and any others who have access to the Aoga network/equipment.
Passwords issued to all those who have signed the Cybersafety Use Agreement.
ICT incident Book kept by manager.
Internal Audits to take place from time to time.

211 - Emergency Procedures

Emergency exit procedures; identification of hazards; action plan in civil defence situation; contact of parents and relevant authorities.

Education (Early Childhood Centres) Regulations 1998 – Reg. 5(a) Every application for a licence must be accompanied by (a) A copy of an operative evacuation scheme for public safety that meets the requirements of section 21A of the “Fire Service Act 1975 and Part II of the Fire Safety and Evacuation of Buildings Regulations 1992;

Civil Defence Emergency Management Act 2002, Health and Safety in Employment Act 1992, Fire Safety and Evacuation of Buildings Regulations 1992, Building Act 2004, Building Regulations 1992

PROCEDURE
1] All children will be kept under strict control of Centre Staff. A transistor radio should be manned at all times after the emergency has been declared.
2] Staff to keep an accurate roll of every child in the Centre.
3] Manager to contact Civil Defence Headquarters to report on the Centre situation as soon as possible. ( Use cell phone if lines are down).
4] Children will only be released to parents who personally collect them from the Centre.
5] Any unclaimed children will be moved to Civil Defence Emergency
Centre until reunited with the family.
HAZARD IDENTIFICATION
1] Glass on both sides of the rooms.
2] Open shelves, tables, chairs, birdcages, glass in doors.
FLOOR PLAN
Children to assemble on the mat area in the centre of the room.
Staff to reassure children
A staff member to call the roll.
Electrical main to be switched off at meter.
Gas meter to be turned off outside.
Water to be stored in clean bucket.
Fire extinguishers ready for use.
Transistor radio turned on for update on situation.
EVACUATION PLAN
Glass to be cleared away from double doors.
Richmond Road School to be notified on A’oga’s situation, and request update and instruction from the school.
In case of fire children to leave the building as quickly as possible in an orderly manner with younger children holding older children’s hands.
Senior staff to check all children and staff are out of the building, close all windows and doors and bring the attendance register for a roll call.
Children and staff will assemble at the end of the school field until notification of safe return to building.
STAFF ACTION PLAN
Calm and reassure frighten children.
Move children to the mat area as quickly as possible in a quiet firm manner.
Attend to the first aid needs of the injured.
Account for all children.
‘Extinguish any small fires, and turn off gas and electrical meters.
Contact the school, and emergency services.
ADVISING PARENTS
Notification to all parents on policy of release of children from the Centre.
Notification of nearest Emergency Centre [Richmond Road Primary School]
Parents are requested to assist staff as much as possible in an emergency situation
LONG TERM REQUIREMENTS
Well stocked first aid kits.
Staff all up to date with first aid training and current certificates.
Transistor radio, cell phone, torches, batteries, candles, matches all kept in a safe area.
Evacuation plan clearly displayed.
Fire drills observed with the school once a term.
Drinking water stored in the fridge.

The evacuation drills are carried each term in conjunction with the school and other early childcare centres. A record of all drills are recorded.

212 - Milk formula preparation procedures

Instructions for staff on the preparation of milk formula

Not governed by any legislation.

Staff please note.

If parents have not provided the prepared formula, teachers will ensure:

1. You use the gloves provided.

2. Bottles are cleaned and sterilised before being used.

3. Measurements and amounts are as per parents instructions.

4. Scoops of formula are levelled with a knife and added to cooled, boiled
water.

5. Amounts consumed are recorded and leftovers are emptied down the
sink.

6. Bottles, teats and bands are rinsed clear, filled with warm, soapy water
and detergent and scrubbed with a bottle brush, before being rinsed
thoroughly again, filled with boiling water, then sealed ready for next
use.

Whiteboard records daily of milk consumption.

Parents act as a form of control through having daily access to records of consumption and reporting any issues of concern.

213 - Nappy Changing Procedure

List of actions staff should follow when changing nappies.

Draft Criterion for licensing - HEALTH & SAFETY 3.33 A procedure for changing (and disposal, if appropriate) of nappies is displayed near the nappy changing facilities and consistently implemented. Documentation required: A procedure for changing (and disposal of nappies). The procedure aims to ensure:
Safe and hygienic practices, and
That children are treated with dignity and respect.

Staff Must:

wear clean disposable gloves.
remove and dispose of gloves once used, then wash hands thoroughly.
put soiled nappies in container with a tight fitting lid.
stay with child when using the nappy changing table.
keep things needed for nappy changing away from children, but where they can be reached easily.
dispose of faeces down the toilet before putting nappies in container.
clean potties every time they are used.
put all bottom flannels into washing bucket, paper towels into the rubbish.
write up record of nappy change
use warm water for wiping children.
wash children’s hands when finished.
clean and disinfect changing area after each child.

A whiteboard in each nappy changing area is recorded daily. Senior and trained staff are required to ensure procedure is implemented.

214 - Laundry Facilities Procedures

Sets out how and when laundry will be carried out.

ECC regs 20 Laundry facilities – (1) the licensee of a licensed centre must ensure that there is in place a system, satisfactory to the Secretary, for ensuring the hygienic laundering of linen used by the children or the staff.

Flannels and bibs towels will be washed daily at the Centre.

Tea towels and dish cloths will be washed separately from children’s washing.

Used bedding will be washed at the end of the week except if wet or soiled where they will be washed immediately.

All washing will be dried in the drier daily.

Any heavy blankets or washing not suited for the drier will be hung in the sun to dry.

Rosters drawn up by Senior Teachers for washing of above items.

311 - Financial Policy

Sets out financial controls, authorisations and reporting systems.

Incorporated Societies Act 1957 – financial accounts are to be approved at the AGM and becomes public record.

Criteria for Licensing or Certification of ECE services – 4.8 GOVERNANCE, MANGEMENT AND ADMINISTRATION - an annual budget guides financial expenditure. Documentation required: An annual budget. The budget includes at least:
staffing costs, including leave entitlements,
professional development costs,
equipment costs for the ongoing purchase of new equipment and consumable materials, and
provision for maintenance of the premises as appropriate
(based on DOP 11c)

The Management of the A’oga Fa’a Samoa will ensure efficient administration of the Centre and accurate financial accountability. The Management will ensure that the funding received is used towards achieving the goals of the Centre Charter.

All Government funding received from the Ministry of Education and Income Support is audited yearly and is available for parents to read.

Systems will be put in to place which clearly show where Government funding has been spent.

The A’oga Fa’a Samoa will keep financial records of all financial transactions accurate and up to date and appropriately secured.

Financial Controls.

Receiving Fees,
Approved staff who have been shown procedures are to receive fees from parents.
Fees should be paid on the Friday of each week unless another arrangement has been approved by the Manager.
Payment is recorded in the fees book, on each child’s fee card and in the fees section of the software system
Receipts are issued at the end of each term.

Income Support Subsidy.

Income support subsidy information is offered to all parents so they can decide whether they are able to claim.
Manager to sign claim form for parents who wish to claim childcare subsidy through Income Support.
Subsidy approved from Income Support to be recorded in fees book, software system and approval forms kept in appropriate file.

Banking.

All fees received are to be banked weekly,
Cash held at the Centre must be secure at all times.
All banking must be recorded in the bank deposit book which must reconcile with the fee book weekly total.

Payments.

Invoices to be sighted by signatories.
Ad-hoc or extra-ordinary payments (especially those not budgeted for) to be presented to Management Committee on a monthly basis.
Two signatures are required on all cheques.

Financial Statements.

Financial statements will be presented to the Management Committee meetings to be passed. Records of these will be kept in the operations manual.

Petty Cash.

A separate petty cash book will be kept to record all cash transactions.
Receipts of all petty cash will be kept in a separate folder.
Petty cash will be replaced as needed.

Business Cards.

1.Foodtown Card – This is the A’oga Fa’a Samoa Card to be only used for purchases for the A’oga Fa’a Samoa. Authorisation for the use of this card is by the manager. Receipts of items are to be produced and filed. Payment is by direct debit from the A’oga Fa’a Samoa bank account.
2.Visa Business Card. – This is a business card for the A’oga Fa’a Samoa to be only used for purchases for the A’oga Fa’a Samoa. It will be kept at $2000 and all purchases will be recorded on the A’oga Fa’a Samoa bank statement. Authorisation for use of the card will be by the Manager or an authorised management committee member.

‘
Financial Audit.

Financial Administrator will compile all financial records for the Auditor.

Independent auditor to review each year.
Bank account must have two signatories/authorisation.
All payments reviewed by bi-monthly by management committee
Financial accounts submitted to AGM for approval and registered with Registrar of Incorporated Society for public viewing.

312 – Absence from Centre

Regulates allowances made for children absences.

ECC Reg 35(d)
The licensee of a licensed centre must ensure that there are kept for each child (for at least 7 years) records, available at all times for inspection and copying by authorised persons having the right of entry to the centre under section 318 of the Act, of
(d) an attendance roll showing the times and dates of the child’s attendance at the centre.

POLICY ABSENCES AND SICK DAYS
Soifua Laulelei.
The health and well – being of the child is protected and nurtured.
O le a mauaina e tamaiti se siomaga e mafai ai ona.

Parents are required to notify the Centre of their child’s absence due to illness by 8.00am that day. Prior notice is preferable if known especially where the child will be absent for a period of time.

Staff to record all absent days and parents to check and sign the register at the end of each month to ensure accurate records are being kept.

Attendance register, signing in sheets, Info Care software programme.

313 - Personnel Policy

Sets out considerations for management to take prior to advertising a vacant positions, how management will go about advertising, interviewing and selecting an employee. A contract and performance appraisal will be drawn up for the new employee and discipline actions are also set out.

Management responsibility to fill a vacant position and choose an employee that fullfill the requirements of the Aoga. Management will ensure the requirements of the Employment Relations Act is fulfilled and that the staff’s progress is monitored through regular performance review.

Employee responsibility to read and question the terms of the contract prior to signing it.

Section 120A Education Act 1989 – Restrictions on appointment of teachers: (1) No employer shall appoint to any teaching position – (a) any person (i) whose registration as a teacher has been cancelled; and (ii) Who has since been registered as a teacher again; or (b) any person whose authorisation has been cancelled; and (2) No employer shall permanently appoint to any teaching position any person who does not hold a practicing certificate.

Section 122 Education Act 1989 – The teachers council shall register an applicant under section 121 of this Act if satisfied that the applicant is (a) Is of good character and (b) Is fit to be a teacher, and (c) Is satisfactory trained to teach and (d) Has satisfactory recent teaching experience.

Section 311 Education Act 1989 – (1) the management of every chartered early childhood centre shall keep, and make available to the Secretary on request, (e) Such other records as are necessary to enable the centres performance to be monitored adequately.

Employment Relations Act 2000 – in particular for Personal Grievance rights and procedures.

Human Rights Act 1993 – in particular equal employment opportunities, best person for the job despite race, gender, age, disabilities etc.

Staff Appointment
Management will employ people both trained and untrained, with a range of skills and experience and who demonstrate passion energy and enthusiasm for early childhood care and education.
Vacancies may or may not be advertised, depending upon the position and available known and suitably qualified/experienced personnel.

In the event that the position is advertised the following procedure will be followed:
Determine what the current needs of the centre are. [ hours, days, experience, qualifications needed].
Determine the person specification, qualification.
Appointment process undertaken by Manager, and nominated Management person and/or senior staff member.
Review job description to check its accuracy.
Advertise first through known channels.
This can be done verbally through phone calls as well as in written form.
If unsuccessful advertise in the Harbour News, Herald and the Gazette.
Set criteria for assessing individual applicants. Agree on decision making process.
Organise interview times and contact referees by phone.
Interview. Choose successful applicant. Document.
Contact all persons interviewed.
The A’oga contract will then be offered with conditions for reviewing according to staff performance appraisal guidelines, after a three month period.

Staff Induction
Newly appointed staff will have an induction which will include:

* opportunity to discuss the charter, philosophy statement, policies and
the key tasks of the job description.
* full explanation and demonstration of Centre procedures.
* being “buddied” with a regular worker until such a time as all parties
are confident that the new member is able to carry out required duties
satisfactorily on her / his own.

Performance Appraisal
Three methods of assessment are used:
self assessment, with goals set for the year.

peer assessment. This occurs at staff meetings with staff dividing into pairs. This is an oral procedure and is up to each staff member as to whether the assessment is recorded.

professional review assessment done by the Manager. This
occurs at least once a year.

Discipline and Dismissal
As per the Collective / Individual contract agreement.

When the employer is unsatisfied with the employees work there will be a meeting between the Manager and the employee, in which the areas of concern are outlined.
If after this meeting the employee’s work does not improve a further meeting will be held with the Management Committee Chairperson, the Manager and the employee in which a written warning will be given to the employee clearly stating the areas of concern, and a time period for which improvement must be made.
If satisfactory improvement is not made within 2 further working weeks the worker will be dismissed.

In the case of serious misconduct the Management has the right of instant dismissal.
Reporting for work under the influence of a mind altering substance, harsh treatment of children, or theft from Management or breach of the Early Childhood Regulations are examples of serious misconduct.

Signing of contract by both parties. Signing of job description by both parties. Buddy system with senior staff member overseeing. Documented performance appraisals kept on each person’s file.

314 - Overdue Fees and Outstanding Debts

Sets out the process for recovery of debt

No legislation

All fees will be paid one week in advance. New children will be required to pay a two week bond prior to starting. Fees are to be paid weekly at weeks end unless prior arrangements have been made. A reminder notice will be issued weekly for debts over $600.

Accounts overdue for 6 weeks and are over the amount of $600 (4 weeks in arrears) will be deemed an outstanding debt.

After receipt of two reminder notices and failure to pay within two weeks, will result in a request for an interview with the parent to discuss repayments. The manager may make discretionary arrangements to collect accounts. The management reserve the right to discontinue enrolment of the child as a last resort.

If no satisfactory arrangement is made to repay the outstanding debt, a debt collection agency will be used to recover any outstanding fees plus debt recovery costs, including any solicitors costs.

Soft ware programme “ Info – Care” identifies bad debt.
Enrolment procedures now incorporate new policy of one week in advance payment.

315 - Child Behaviour Management Policy

Sets out boundaries of acceptable behaviour in the care of children

ECC Reg 33 Management practice for child behaviour – The Licensee of a licensed centre must formulate and apply a written policy on management practices for child behaviour that ensures that –
(a)Every child is given respect and dignity; and
(b)Every child is given positive guidance promoting appropriate behaviour, having regard to the child’s stage of development; and
(c)Every child is given positive guidance, using praise and encouragement, and avoiding blame, harsh language, and belittling or degrading responses; and
(d)Children are given guidance and control; but no child receiving guidance and control is subjected to any form of physical ill-treatment, solitary confinement, immobilisation, or deprivation of food, drink, warmth, shelter, or protection.

ECC Reg 34 Ill-treatment of children – (1) the licensee of a licensed centre who becomes aware that there are reasonable grounds for believing that a member of the centre’s staff, or any other person, -
(a)has physically ill-treated a child; or
(b)In guiding or controlling a child, has subjected the child to solitary confinement, immobilisation, or deprivation of food, drink, warmth, shelter, or protection, -
Must ensure that the person is excluded from coming into contact with the children; and if satisfied that it is necessary to do so to ensure no child is ill-treated, ensure that the person is excluded from the centre.
(2) The Secretary may immediately suspend the centre’s licence under regulation 11(1) if satisfied on reaonsable grounds that the licensee of a licensed centre –
(a) Has physically ill-treated a child; or
(b) In guiding or controlling a child, has subjected the child to solitary confinement, immobilisation, or deprivation of food, dink, warmth, shelter, ore protection; or
(c) has failed to comply with subclause (1) in relation to the centre.

This policy is based on the Principles of Te Whariki in particular ‘empowerment of the child.’
The goals of ‘ well- being, and belonging’ should be adhered to in implementing the policy.

Children attending the A’oga Fa’a Samoa will experience an atmosphere where he / she feels secure and loved.
Staff will use positive guidance towards appropriate behaviour using praise and support methods.
There will be no physical punishment or ill treatment of any kind.
There will be no deprivation of children’s basic needs such as food.
Emphasis will always be on enjoyment, support, and respect of each other.

Staff will use Te Whariki Goal 4 to support this policy.

[ Children and their families will experience an environment where they know the limits and boundaries of acceptable behaviour.]

Staff must be implementing our philosophy which incorporates this policy and is part of ECE curriculum and regulations. Senior educators to monitor that this is implemented daily.

316 - Teacher Registration Policy

Sets out the support the Aoga offers teachers applying for registration.

ECC Regs 39 Persons responsible to hold recognised qualifications – No persons may be, and the licesee of a licensed centre must ensure that no person carries out the duties of, a person responsible in respect of a licensed centre, unless the person has qualifications recognised under regulations 38 (being qualifications recognised in respect of the education and care of children attending centres of all kinds, or in respect of the education and care of children attending centres of a kind to which the centre belongs), and experience considered by the licensee to be suitable for carrying out the duties of a person responsible.

“Management should implement employment policies which incorporate the principle of being a good employer.”

The Management of the A’oga Fa’a Samoa encourages all Diploma of Teaching staff to become registered teachers.
The Management supports the Strategic Education Plan for ECE to have diploma trained and registered ECE teachers employed at the A’oga Fa’a Samoa.
The Management shows support of this by paying registration cost up to $120 to the Teaching Council

Management annual report sets out to the management committee percentages of staff registered and progress made towards meeting the ECE strategic Education Plan.

ERO review

Teachers registration certification is displayed for public viewing on the noticeboard – main entry into the over 2 building.

Expressed as a value of the aoga and percentages of trained teachers reported for public viewing on the Aoga website.

Individual contract and consenting parties collective contract detail payment for supervison of teaching staff towards registration

317 – Maintaining the Policies and Procedures

Sets out how the Aoga’s policies and procedures are reviewed and maintained.

Education (Early Childhood Centres) Regulations 1998
28 Child health
…centre must ensure that a policy is developed on the prevention…
33 Management practice for child behaviour
…formulate and apply a written policy on management practices for child…

Documented procedures and policies serve as a guidelines for staff and parents without which the Aoga is likely to be at greater risk of the consequences of unacceptable behaviour. Further if staff and parents are unaware of the policies and procedures governing the Aoga, they cannot be held accountable should violations be committed. Clearly stated policies and procedures are therefore necessary for the following reasons:
a.for the proper regulations of the Aoga facilities and systems
b.as behaviour guidelines to staff and parents
c.to allow properly authorised investigation in alleged breaches to regulations and policies
d.to meet legal and audit requirements

To ensure the Aoga policies and procedures are kept updated, the management committee will carry out regular reviews.

The Aoga’s website will act as the official record of its policies and procedures. To ensure that both staff and parents are aware of the policies and procedures, they will be notified of changes once it has been posted to the Aoga website. A register of the changes will also be kept on the website recording both a summary of the change and the date of the change.

Although a majority vote at the management committee will carry a change to the policies and procedures, only the following persons are authorised to organise the update to the policies and procedures with IT support:
Chairperson, or
Manager, or
Secretary

Management Committee requirement to review regularly.
Public scrutiny once posted to the website. Feedback from parents and staff encouraged for the management committee consideration.
A register of version control recording both the summary of change and date of change will be maintained and made available for public viewing via the Aoga website.
Only authorised parties may arrange the update to the policies and procedures.

318 – Staff Unused Leave Policy

Sets out the grounds for which the Aoga will pay out leave not yet taken to staff

Holidays Act 2003 –
27.  When payment for annual holidays must be made
(1) An employer must pay an employee for an annual holiday before the holiday is taken unless—
(a) the employer and employee agree that the employee is to be paid in the pay that relates to the period during which the holiday is taken; or
(b) the employee's employment has come to an end.
(2) If subsection (1)(b) applies, the employer must pay the annual holiday pay in the pay that relates to the employee's final period of employment.
28 When annual holiday pay may be paid with employee's pay
(1) Despite section 27, an employer may regularly pay annua holiday pay with the employee's pay if—
(a) the employee—
(i) is employed in accordance with section 66 of the Employment Relations Act 2000 on a fixed-term agreement to work for less than 12 months; or
(ii) works for the employer on a basis that is so intermittent or irregular that it is impracticable for the employer to provide the employee with 4 weeks' annualholidays under section 16; and
(b) the employee agrees in his or her employment agreement; and
(c) the annual holiday pay is paid as an identifiable component of the employee's pay; and
(d) the annual holiday pay is paid at a rate not less than 8% of the employee's gross earnings.
(2) If an employee to whom subsection (1)(a)(i) applies is employed by the same employer beyond 12 months on a series of fixed-term agreements of less than 12 months each, the employer and employee may agree that the employee is to be paid in accordance with subsection (1) regardless of the number of agreements.
(3) If the fixed-term agreement of an employee to whom subsection (1)(a)(i) applies is followed by permanent employment with the same employer, the employee—
(a) becomes entitled to paid annual holidays at the end of 12 months' continuous employment (including the period of that fixed-term agreement) under section 16; but
(b) the amount of the holiday pay that the employee is entitled to be paid for the holidays is reduced by the amount that the employee has already received under subsection (1).
(4) If an employer has incorrectly paid annual holiday pay with an employee's pay in circumstances where subsection (1) does not apply and the employee's employment has continued for 12 months or more, then, despite those payments, the employee becomes entitled to annual holidays in accordance with section 16 and paid in accordance with this subpart.

All staff at the A’oga Fa’a Samoa must take their annual leave of 20 days according to the Holidays Act as set out in their contracts.

Assistance Supervisors may, depending on circumstances, apply to have their extra leave entitlement paid out.

Any application for such a payment would need to be negotiated with the manager at the time and is subject to the managers discretion and would only be considered if circumstances of the applicant warranted it.

The manager will bring any application to the attention of the chairperson or committee should it become a matter of concern.

319 - Student Policy

Sets out considerations of incoming students on practicum placements at the A’oga Fa’a Samoa that will both protect the students and the centre during their placement time.

The associate teacher working with the student will be responsible in giving the policy to the student and explaining it.

The students will be responsible to keeping to the terms of the policy.

No legal requirements

Policy: Students on placement at the A’oga Fa’ a Samoa.

The A’oga Fa’a Samoa welcomes students on practicum placements to the centre.

While at the A’oga Fa’a Samoa:

• Students must work with a fully teacher registered staff member.

• Students must wear suitable clothing for working with young children in all aspects of the centre.

• Students must speak Samoan to children at all times.

• Students are permitted to read any of the A’oga Fa’a Samoa teaching resources but are not permitted to remove them from the centre.

• Students are not permitted to use the photocopier, computers or other ICT resources for their own personal use.

• Students must abide by the philosophy of the A’oga Fa’a Samoa and be guided by their associate teacher.

• Students may not use the A’oga Fa’a Samoa facilities after closing.

• Students must get written permission from parents before taking photos of children in the centre.

Associate teacher and the training lecturer supervision of student.

320 - Police Vetting Policy

All people working with children in early childhood centres must go through the process of Police Vetting. Registered teachers are automatically Police vetted as part of maintaining their registration.

The manager must ensure that all the staff are police vetted.

Section 78c Education Act 1989 - (reprint 1 Nov 2009)

78C Police vetting of non-teaching and unregistered employees on schools

• (1) Before appointing a person who is not a registered teacher or holder of a limited authority to teach to a position at a school, the board of the school, or (in the case of a school registered under sction 35A) the management of the school, must obtain a Police vet of the person from the New Zealand Teachers Council.

78CB - Internal Procedures relating to Police vets

(2) Every requester must establish internal procedures for dealing with Police vets that are received as a result of a request under section 78C or section 78CA, which must, in particular,-

• (a) identify the person or office-holder within the requester to whom Police vets must be sent by the Teachers Council; and
• (b) ensure that strict confidentiality is observed for Police vets.

(3) A requester may not take adverse action in relation to a person who is the subject of a Police vet until-

• (a) the person has validated the information contained in the vet; or
• (b) the person has been given a reasonable opportunity to validate the information, but has failed to do so within a reasonable period.

All teachers will be police vetted either by the NZ Teacher’s Council if applying to be registered teacher or through the police if untrained and non registered. The process for this will be part of the offer of employment. If the person being employed and the police clearance has not come through the offer of employment will be conditional on a satisfactory police vet. Documents will be kept in a locked filing cabinet accessed only the Privacy Officer.

Furthermore, where a negative result is received, the applicant will not be employed or will be temporary suspended without pay if already employed for a maximum of 5 working days. This will allow the employee the opportunity to validate the information. After 5 working days if the employee has failed to validate the information, the employee’s position will be terminated permanently.

This will be through the NZ Teacher’s Council teacher registration processes which are reviewed every two years. Any teacher who does not meet the vetting process will not be employed at the A’oga Fa’a Samoa.

411 - Samoan Language Policy

Sets out how the samoan language will be promoted in children’s learning.

ECC Reg 32 Programme of activities – the licensee of a licensed centre must, to the satisfaction of the Secretary – © Encourage children to become and remain confident in their own culture and to develop an understanding of and respect for other cultures of Aotearoa/New Zealand

‘Atiae ma faalau teleina lo latou tomai i le gagana tautala e feso’otai atu i so’o se isi po’o so’o se tulaga.’
“They develop verbal communication skills for a range of purposes.”

The A’oga Fa’a Samoa uses a “total immersion” model to meet the philosophy of the A’oga, which is to promote Samoan language and culture to nurture the positive identity of the children.

This will be implemented by the teaching staff at the A’oga Fa’a Samoa, speaking Samoan to the children attending, at all times.

By encouraging parents to foster the language in their homes and communities.

By encouraging parents to continue Samoan learning from the A’oga Fa’a Samoa through to the Samoan bi-lingual unit in the Primary School.

By informing parents and other interested parties of the advantages for their children to learn and speak two languages.

To encourage non-speaking parents and visitors to use designated areas for speaking English. This will be explained to new parents at the time of settling in their children to the A’oga Fa’a Samoa.

Where possible all newsletter and notices will be written in Samoan and English.

Detailed at time of induction into the A’oga. Staff encouraged to attend papers outlining bilingual theories.
Parent education evenings.

412 - Enrolment Policy

Gives priority for children who will be considered for enrolment. Sets out when new enrolment will take place.

Not goverened by any legislation.

The A’oga Fa’a Samoa will give preference to Samoan children on the waiting list who:
Have brothers / sisters attending the A’oga
Are taking a full time space.
Will help fill the under two quota
Are children or grandchildren of permanent staff members.
According to group sizes for staff ratios.

Children will be listed on the waiting list according to enrolment and places will be allotted taking into account the above conditions.
Children will settle during Primary School holidays so that they will experience a less busy time where they can bond with their primary care giver and familiarise with their new environment.
Children will usually start as a part of a group of new children unless vacancies arise through children withdrawing from the A’oga.
Children will need to enroll for two days or more to meet the philosophy of being a language based centre.

A copy of the policy is handed out to parents when they enrol. Parents are encouraged to telephone or discuss any questions they have.

413 - Grievance Complaints Procedure

To whom parents may complain to concerning licensing requirements, teachers, or programme.

Education (Early Childhood Centres) Regulations 1998 – Reg 9(c) Licence to be displayed – The licensed Centre miust ensure that – There is prominently displayed next to the centre’s licence a notice that (i) sets out procedures for any paent who wishes to complain about non-compliance with licence conditions .

This will be replaced under new regulations criteria 4.1 GOVERNANCE, MANAGEMENT AND ADMINISTRATION – The following are prominently displayed at the service for parents and visitors:
a.….
b.….
c.….
d.A procedure people should follow if they wish to complain about non-compliance with the Regulations or criteria.

If parents are unhappy about : Licensing requirements
a teacher
the programme
or have general concern
Please bring your concerns to the Manager
If your complaint is about the Manager, then it should be taken to the Chairperson.
Any unsatisfactory response to these complaints / concerns, should then be brought to the Management Komiti.
If unsolved by management you may wish to refer it to the Ministry of Education.

Complaint/ Concern.
1. Manager/Chairperson. If unresolved
2. Management Komiti. If unresolved
3. Ministry of Education

Any complaints against a teacher is maintained against the teacher’s records – this is fully documented.

414 - Attendance of School Age Children Policy

Sets out the Aoga’s ability to accept school age children for after-school care.

ECC Regs 37
37. Maximum number of children – (1) The lecensee of a licensed centre must ensure tht-
(a) No more than 50 children attend at the same time.

ECC Regs 36
36. Staffing – The licensee of a licensed centre must ensure that at all times while children attend they, or the staff members by whom they are supervised, are supervised by a person responsible.

The A’oga Fa’a Samoa encourages strong links with the families of children attending the A’oga Fa’a Samoa as is outlined in the centre philosophy.

In keeping with early childhood regulations of License numbers and ratio of staff to children the school age children attending A’oga Fa’a Samoa in the Primary School holidays;
may only attend if roll numbers are low.
must be six years or under.
can only attend if permission has been granted by the Manager based on roll numbers during that period..
normal daily fees would apply.

Attendance of brothers and sisters from Richmond Road Primary school while waiting for parents at the end of the school day must:

be no longer than an hour
must have permission from the Manager
must pay a $10.00 flat fee rate weekly.
notification must be made of this arrangement with the Primary School
only be able to attend if roll numbers are low.

Attendance register and daily signing in sheets. Have to apply via the manager who will adhere to the policy.

415 - Operational Hours and Fees Policy

Sets out the Aoga’s opening hours and fees charged

ECC reg 35 Records – the licensee of a licensed centre must ensure that there are kept for each child (for at least 7 years) records, available at all times for inspection and copying by authorised persons having the right of entry to the centre under section 318 of the Act, of –
(a)An attendance roll showing the times and dates of the child’s attendance at the centre.

DOP 11 – management should implement financial management policies which include budgeting to ensure that policies and objectives are met.

The A’oga Fa’aSamoa shall remain open throughout the school year, closing for statutory holidays and for 3 weeks in the December/ January Christmas period.

The A’oga will be open daily between 7:45am and 5:15pm each day.

The A’oga will be staffed according to regulatory requirements of the Ministry of Education. A Diploma of Teaching ECE staff member will be on site at all times.

Fees will be reviewed on an annual basis and will be set by the management committee. Children will be charged the fee rate set for the days open for the year.

Signing-in attendance register records dates and times child attends school. Policy advised to parents on enrolment. Software programme keeps track of attendance and fees.

416 - Privacy Policy

Sets out the Aoga’s responsibility towards keeping information received from parents with privacy.

Section 6 – Privacy Act 1993
Principle 1 – Purpose of collection of personal information must be for a lawful purpose.
Principle 2 – Source of personal information must be from the individual concerned.
Principle 3 – when collecting information from subject the agency should explain the purpose it is being collected, who will have access to the information, whether the information is required by law, consequences if the information is not collected.
Principle 4 – personal information shall not be collected by unlawful means, or by means that are unfair or intrude to an unreasonable extent upon the personal affairs of the individual concerned.
Principle 5 – Storage and security of personal information must be maintained to avoid mis-use.
Principle 6 – Individuals may have access to view personal information held in their name. They may request that the information be corrected.
Principle 7 – Individuals may request a correction but where the agency refuses to correct, they should attach a statement by the individual.
Principle 8 – The agency has the responsibility before using the information ensure that it is accurate, up to date, complete, relevant and not misleading.
Principle 9 – Agency not to keep personal information for longer than necessary.
Principle 10 – The information will be used for the purpose it was collected for and not for any other purpose. There are certain grounds where the information can be shared.
Principle 11 – The agency can not disclose the information to a person or body unless it is for the purpose it was collected or certain grounds – eg. Law Enforcement, to avoid prejudice, to protect the public etc.
Principle 12 – The Agency shall not assign a unique identifier to an individual unless it is necessary to enable the agency to carry out its functions efficiently.

The A’oga Fa’aSamoa respects the privacy of staff, children and families attending. All files are kept in a locked filing cabinet. A privacy officer has been appointed. Information gathered from families is only used for the purpose of its intent.

The privacy officer at the A’oga Fa’a Samoa will be the Manager unless so decided otherwise by the Management of the time.

The Privacy Officer will adhere to the 12 principles as set out in the Privacy Act and apply them to the A’oga Fa’a Samoa.

Filing cabinets in managers office- lock for managers door.

417 - Separated parents policy

Sets out in what way the Aoga will cooperate with both parents despite separation.

Parents responsibility to provide names of both parents who have access to their child and any conditions this may be subject to.

Management responsibility to keep records and to inform teachers of names and any conditions notified.

Teachers responsibility to release the child to only authorised parties.

ECC reg 40 Parents’ right of entry – the parent or guardian has a right of entry to the centre whenever the child is there except where a parent or guardian of a child attending the a licensed centre –
(a)Is forbidden by law to have access to the child; or
(b)Has access by law to the child subject to conditions that forbid access while the child attends the centre; or
(c)Is suffering from a contagious or infectious disease likely to have a detrimental effect on the children if passed on to them; or
(d)In the opinion of a person responsible, is under the influence of alcohol or any other substance that has a detrimental effect on the functioning or behaviour of the person; or
(e)Is in the opinion of a person responsible, exhibiting behaviour that is or is likely to be disruptive to the effective operation of the centre.

The staff of the A’oga Fa’a Samoa will take a neutral stance in any dispute between parents.
Both parents are entitled too:
A copy of all written reports.
Discuss the development of their child with the A’oga Fa’a Samoa staff in the same way as any other parent.
Participate on management committees.
See such official records about the child as are normally shown to parents.

If the A’oga staff have reasonable doubts about the identity, good faith, or legal rights of any person wishing to make contact with a child, they should contact the person who is known to have legal custody of the child to find out if the person does have right of access.
A child may legitimately be known by a name other than that with which he or she is registered. The A’oga should note both names in all its official records.
The A’oga has no right to disclose any information unless the requesting party has a statutory right to such information, and that the non- compliance with the Privacy Act is therefore necessary for the conduct of the proceedings before a court. This statutory right should be sighted by the A’oga staff.
Both parents retain guardianship and the rights, which belong to a guardian, regardless of the custody arrangements.

Information gathered at enrolment time. Software programme info care stores information on custody which is also kept in each child’s file. All staff to be informed if any statutory notification of access is on file.

418 -Transition to School

Sets out how children from the Aoga will transition to the bilingual unit of Richmond Primary School.

Management responsibility to attend the monthly meetings with the primary school principal and prepare written reports to the BOT.

Teacher’s responsibility to supervise four year old children for half hour visits.

Teachers’ responsibility to supervise Aoga’s children when using the primary school facilities.

No legislation covers this.

To ensure that children can move easily into the Primary School area the A’oga Fa’a Samoa works closely with the Samoan Bilingual unit in the School attached.

On mornings four year old children spend half an hour in the Bilingual room accompanied by a staff member from the A’oga Fa’a Samoa.

The Aoga also uses the school library, and take part in powhiri and join in weekly assemblies in the school hall.

Transition information is available in the enrolment package for parents.

Monthly meetings with ECE leaders and primary school principal. Written reports to the BOT. Constant liaison between staff in bilingual unit and A’oga. Support for the bilingual unit parent group “Mua I Malae”.

419 - Visitors Policy

Assures safety for children from strangers by ensuring that those who visit the centre are there for legitimate reasons.

Teachers responsibility to question any unknown adults on the premises. Teacher will ensure the visitors book is completed and that the visitor is either escorted to the manager’s office or remain off the premises until the manager is able to attend to him/her.
Visitors responsibility to sign the visitors book and to seek permission to enter the premises prior to visit.
Managers responsibility to ensure the visitor is supervised whilst on the Aoga premises.

No legislation covers this.

All visitors to the A’oga Fa’a Samoa will be asked to identify themselves to the staff on duty. Staff will then ask them to wait outside the outside gate or in the foyer until the Manager has been notified of the visitor/s. If the Manager wishes them to enter staff will then escort them to the manager’s office.
All visitors must sign in the visitor’s book.
Visitors coming to view the centre as a Centre of Innovation, or as group for professional development, must have prior approval from the Manager. These visits must be organised so as not to interfere with the daily programme of the centre. The research room will be used to host the visitors so that the centre philosophy can be explained. There will not be more than one visit per month for Centre of Innovation viewing, professional development groups may visit more often according to their need.

Photos or videos may be taken at the A’oga at the Manager’s discretion.

Mandatory visitors will automatically be admitted after they have identified themselves. These are officials from the Ministry of Education, Ministry of Health, and the Education Review office.

Parents of children attending are welcome at the A’oga Fa’a Samoa at any time.

Alls staff to be made aware of the policy. Visitors book displayed in foyer.