Policy Content

Our School aims to engage educators, staff and Nominated Supervisors who have the qualifications and experience to develop warm, nurturing, and respectful relationships with children. We are committed to ensuring that children’s health, safety, and wellbeing is protected at all times through providing appropriate and effective supervision according to legislated ratios and best practice. Our educators, in collaboration with our Educational Leader, design and implement programs that support children’s participation and engagement, interests, learning, and development. 

National Quality Standard (NQS)

QUALITY AREA 4: Staffing Arrangements

4.1	Staffing arrangements	Staffing arrangements enhance children’s learning and development.
4.1.1	Organisation of Educators	The organisation of Educators across the School supports children's learning and development.
4.1.2	Continuity of staff	Every effort is made for children to experience continuity of Educators at the School.
4.2	Professionalism	Management, Educators and staff are collaborative, respectful and ethical.
4.2.1	Professional collaboration	Management, Educators and staff work with mutual respect and collaboratively, and challenge and learn from each other, recognising each other’s strengths and skills.
4.2.2	Professional Standards	Professional standards guide practice, interactions and relationships.

 

Purpose

Under the Education and Care Services National Regulations, the approved provider must ensure that policies and procedures are in place in relation to staffing arrangements (regulation 168) and take reasonable steps to ensure those policies and procedures are followed. (ACEQA 2021). 

Scope

This policy applies to staff, educators, approved provider, nominated supervisor, management, students, and volunteers at the School. 

Implementation

Our School will comply with the required educators to child ratios, taking into consideration qualification requirements and experience, implement the required staffing requirements and ensure all staff adhere to our Code of Conduct. 
 
Our School will comply with the National Quality Framework and ensure 50 percent of educators meet the relevant Diploma qualification requirement or be actively working towards an approved diploma level education and care qualification. All other educators are ‘suitably qualified persons’ who are required to have at least an approved Certificate III level education and care qualification or be actively working towards their qualification. 
 

Suitably Qualified Person

ACECQA determines the following qualifications as requirements for a ‘suitably qualified person’: 

• an individual who is ‘actively working towards’ an approved early childhood teaching qualification AND has completed at least 50 per cent of the qualification or holds an approved early childhood education and care diploma OR 
• an individual who is registered (accredited in New South Wales) as a primary or secondary school teacher in Australia AND holds an ACECQA approved early childhood education and care diploma (or higher approved qualification)

Acting Working

 Actively working towards definition:

• An educator who is enrolled in a course for an approved Early Childhood qualification.  
• The educator is required to provide documentary evidence of their course, training plan and progress towards completion of the course.  
• Individuals actively working towards an approved qualification may be counted towards qualification requirements as ‘suitably qualified persons.’ 
• Our School will communicate with the educator’s RTO to ensure the educator successfully completes their qualification.  
• We will support the educator in completing their qualification through mentoring and assistance.  

Early Childhood Teacher  

An Early Childhood Teacher (ECT) is a person with an approved early childhood teaching qualification in accordance with ACECQA’s qualification list. A record must be kept containing the period the early childhood teacher is working directly with children.  

• Our School will comply and will engage and have access to an ECT based on the number and age of children attending the School (depending on state requirements).  
• Our School (if educating and caring for fewer than 25 children per day) will ensure access to an ECT for at least 20 per cent of the time the school provides education and care (this access can be remote via information communication technology) 
• Our School will employ a second ECT or alternatively a ‘suitably qualified person’ when 60 or more children preschool age or under on a given day, are being educated and cared for. 
• If an ECT is absent due to short term illness or leave, the following persons can be taken to be the Early Childhood Teacher: 
  • a person who holds a primary teaching qualification 
  • a person who holds an approved diploma level qualification 
    (this applied for up to 60 days in a 12-month period only) 

Educational Leader

The Educational Leader has an influential role in inspiring, motivating, affirming, and challenging or extending the practice and pedagogy of educators. It is a joint endeavour involving inquiry and reflection, which can significantly impact on the important work educators do with children and families. 

• The Approved Provider will nominate a qualified and experienced educator to take on the Educational Leader role and responsibilities.  
• The Educational Leader will keep a record about how they mentor and guide educators of the School to ensure continuous improvement.  
• The Educational Leader will guide educators to provide a compliant and rich program.

Nominated Supervisor

The Nominated Supervisor is a suitable person appointed by the Approved Provider who is placed in  
day-to-day charge of an approved Service. The Approved Provider must provide sufficient evidence and information to demonstrate compliance to the Regulatory Authority of the suitability of this person. Nominated Supervisors have a range of responsibilities under the National Law and Regulations including programming, supervision and safety of children, entry to and exit from the premises, food and beverage, administration of medication, excursions, staffing, sleep, and rest. 

The approved provider will display the name of the nominated supervisor in a location that is clearly visible to staff, educators, families, and visitors. 
The Approved Provider will notify the regulatory authority at least seven days prior to the Nominated Supervisor starting or as soon as practicable (not more than 14 days).

Nominated Supervisor should meet the following criteria:

• The Nominated Supervisor must be 18 years of older 
• The Nominated Supervisor must have successfully completed Child Protection training 
• The Nominated Supervisor is responsible for the day-to-day management of the Service, ensuring compliance with the National Law, National Regulations, National Quality Standards and Family Assistance Law. 
• The Nominated Supervisor will accept the role in writing, to ensure they have a clear understanding about their role and responsibilities 
• The Nominated Supervisor will ensure the Service program is reflective of the approved learning framework, incorporates the children’s developmental needs, interests, and experiences, and consider the individual differences and needs of each child.
• The Nominated Supervisor will adhere to Service policies ensuring a safe and healthy environment is provided.

Responsible Person

A Responsible Person is required to be physically present at the School at all times that children are being educated and cared for. The Responsible Person can be the Approved Provider or a person with management or control placed in day-to-day charge of the School. The Responsible Person must be at least 18 years old and have adequate knowledge and understanding of the provision of education and care to children.

• Our School will ensure there is always a Nominated Supervisor or Responsible Person on the premises when children are being educated and cared for.
• Our School will clearly communicate the Responsible Person on duty with families, educators, staff and visitors by displaying this information in the foyer or reception area.
• The Responsible Person will adhere to School policies and procedures and maintain a safe and healthy environment for children.
• The Responsible Person will always act with professionalism when dealing with children, educators, visitors, and families. 
• All Responsible Persons will accept the role in writing, to ensure they clearly understand their role and responsibilities [this is best practice; not mandated by regulations]. 
• The Responsible Person must have a history of compliance with the Education and Care National Law and other relevant law (e.g., Family Law).

 

Approved First Aid Qualifications  

• The approved provider is required to ensure that at least one staff member, or one nominated supervisor, holds current qualifications for first aid, anaphylaxis management, and emergency asthma management training.
• The Approved Provider must ensure that at least one staff member or Nominated Supervisor is present at any location where children are being educated and cared for by the School, is immediately available in case of an emergency, and possesses the mandatory qualifications for:
  • an ACECQA approved first aid qualification and 
  • anaphylaxis management and  
  • emergency asthma management training.
    (Approved qualifications are published on the ACECQA website.) 
• Services must have staff with current approved qualifications on duty at all times and be immediately available in an emergency. 
• It is the staff and educator’s responsibility to ensure they maintain current First Aid, Asthma, and Anaphylaxis Training certificates and provide the School with a copy of the certificate. Staff and educators must ensure they participate in training prior to the expiration date on their certificates.

 

Working with Children Clearance/Check  

A Working With Children Check (WWCC) is a requirement for people who work or volunteer in child-related work. It involves a national criminal history check and a review of findings of workplace misconduct. The result of a WWCC is either a clearance to work with children for three years (WA) or a bar against working with children. Cleared applicants are subject to ongoing monitoring, and relevant new records may lead to the clearance being revoked. 

• To comply with National Regulations for those undertaking paid or voluntary child-related work, all employees of the School will acquire a Working with Children Check. 
• Management will keep a record of the expiry date of the Working With Children Check for all staff, volunteers and students. 
• Management will ensure the Working With Children Checks are verified before Nominated Supervisors or Responsible Persons are engaged at the School. 
• Management will ensure any notifications or concerns regarding a person’s Working With Children Check/Clearance are recorded and steps taken immediately to ensure the person is not working directly with children in accordance with directions from ECRU.

Immunisation requirements

Our School will ensure all staff and visitors (contractors, health professionals, volunteers, students, and committee members) are fully vaccinated against COVID-19 or hold a medical contraindication certificate, as per the current Public Health Order. 
 

Staff Record

• Approved Services must keep information about the Nominated Supervisor, Responsible Person, Educational Leader, staff, volunteers, and students at the Service 
• Details must include evidence of staff and educators working directly with children, their qualifications and training information and Working with Children Check verification number and expiry date 
• Details regarding staff PRODA registrations will be kept in each staff record, including RA number and evidence of fit and proper checks 
• All staff, educators, students, volunteers, and visitors are required to sign in and out each day 
• Immunisation status may be recorded as part of the staff record (including mandatory COVID-19 vaccination requirements)

Adequate Supervision

Adequate supervision is a consideration for any part of the School premises where children are educated and cared for and is part of every educator’s Duty of Care. Educators are required to ensure that children are in sight and/or hearing at all times, demonstrating that the best interest of children is being provided for. This includes toileting, sleep, rest, nappy changing, transition routines and whenever the service provides or arranges transport for children as part of the school. 

• Our School will comply with educator-to-child ratios outlined in National Legislation and National Quality Framework. 
• Educators are required to adhere to the School’s Supervision Policy and floor plan to maintain effective supervision. 
• Educators will always be able to observe each child, respond to individual needs and attend to children as necessary. 
• Educators will adjust their level of supervision depending on the area of the School and the skills, age, dynamics, and size of the group of children being supervised. 
• When supervising outdoors, educators will position themselves so as to be able to see as much of the play area as possible. 
• Where there are water activities or high-risk experiences, educators will ensure close supervision is maintained. 
• Infants and toddlers who are sleeping in cot rooms will be closely monitored and checked/inspected every 10 minutes to assess their breathing and the colour of their skin. 
• Older children will be adequately supervised whilst sleeping or resting. 
• Children will be supervised when handwashing and during toileting/nappy change times. 
• Educators are required to adhere to the School’s Supervision Policy and floor plan to maintain effective supervision. 
• Adequate supervision will be provided when children are being transported. Considerations will be made depending on risk assessments, the number, age, and ability of children, their visibility, and each child’s current activity. (see Safe Transportation Policy) 
• Educators will communicate with other staff and educators about their supervision points and offer advice and support to ensure children’s safety is of the highest priority at all times.
• Supervising educators will provide their complete attention to the children and not perform other duties or tasks. 
• Unless we briefly discuss child or school concerns, educators will not congregate together, either inside or outside. 
• Educators will interact with children as pedagogically appropriate while supervising.

  

Working Directly with Children

National Regulations state that an educator cannot be included in calculating the educator-to-child ratio of a centre-based Service unless the educator is working directly with children. A record must be kept of educators working directly with children, which includes the name of each educator and the hours each educator works directly with children being educated and cared for by the School.   

• To ensure compliance with regulations, we will only include educators in the educator-to-child ratio who are working directly with the children and ensure a current roster and a sign on/sign off record are available to verify this via SmartCentral.
• The Approved Provider must ensure that a record is maintained, showing the duration of time each Early Childhood Teacher and suitably qualified person works directly with children.

Rosters  

• Our School will ensure the roster and routine provide adequate supervision of children at all times.
• Rosters will be created to provide children with continuity of care to support children’s development of secure relationships and contribute to their wellbeing. 
• Where possible, casual staff will be chosen from a pool of regular educators with whom the children are familiar to provide continuity of care.

Volunteers and Students  

• The Approved Provider will ensure that volunteers and students meet any requirements for Working With Children Checks/Clearance, or teacher registration 
• At no time will volunteers and/or students be left alone with a child or group of children or be included in the educator-to-child ratio. 
• All volunteers and students will be inducted into the School to ensure they adhere to the School’s policies and procedures, Statement of Philosophy and Code of Conduct 
• induction will ensure volunteers and students are aware of how to manage medical conditions and to respond to a child in case of illness, injury or trauma, as well as awareness of privacy laws (including social media, photography) and behaviour guidance procedures.

Privacy  

• Educators will adhere to the School’s Privacy and Confidentiality Policy and Privacy Law in relation to children and their families or matters relating to the School and will at no time take part in inappropriate or unlawful conversations or discussions.
• The Nominated Supervisor will ensure that students and volunteers are made aware of the School’s Privacy and Confidentiality Policy and Privacy Law during their initial induction. 
• We provide information about the ECA Code of Ethics to all staff, educators, volunteers, and students. 
• All staff and educators will be made aware of Child Information Sharing Scheme.

Staff Employed Under 18 Years of Age

Our School will ensure any staff member under 18 years of age does not work at the school alone and is adequately supervised at all times. 

Staff Recruitment  

Our School will ensure a rigorous recruitment process is followed to select the best staff possible based on skills, qualifications, experience and suitability for the position available.Each role will refer to the appropriate position description during recruitment and the probation period to ensure applicants are suitable for the role and position. 
 
All potential staff will participate in robust interviews and have reference checks completed before an offer of employment is presented.Reference checks will take into consideration the suitability of the applicant for the role, previous experience and their commitment to child-safe practices. 
 
All potential staff are subject to maintaining a valid Working With Children Card (WWCC) and appropriate qualifications. Valid first aid, asthma and anaphylaxis management, and immunisation status – including mandatory COVID-19 vaccination requirements – or food safety qualification may also be required. 
 
All new staff will undergo a probation period of six (6) months, during this time they will participate in an induction and orientation program and hold regular discussions regarding their performance with an appointed mentor. 
 
Staff induction includes provision of the School’s policies and procedures, code of conduct, Child Safe Standards, child protection, Work Health and Safety guidelines, behaviour guidance, school routines, human resource documentation, physical environment, communication with family’s processes, Family Assistance Law, administration of Child Care Subsidy, Child Information Sharing Schemes and introduction to senior staff members and/or mentors.
 
Reduction in Working Hours – Early Childhood Educators
Our School is committed to offering flexible working arrangements for all Early Childhood Educators . In order to ensure adequate staff to child ratios and supervision throughout the School at all times of the day and all days of the week, we have a policy for any staff wanting to reduce their contracted working hours. All early childhood educators requesting to reduce their contracted working hours need to make a formal request to their school director; this request can be in writing via email or by having a meeting with the director at a mutually convenient time.  The Director must be provided with a minimum of 4 weeks' notice prior to when the reduction in hours is requested to commence from. For example, an Educator wanting to reduce their hours starting on 1 July must request this from their Director no later than 1 June.

Any requests made to the Director where the minimum 4-week notice period has not been given will not be approved except in special circumstances at the Director's discretion, taking into account the needs of the school at the time. Where an Educator is hired in a full-time capacity, it would have been to meet the needs of the school; therefore, it is unlikely that a reduction of days will be accepted.

Educator-to-Child Ratios

Our School will meet the minimum child ratio requirements as stated below: 

STATE	Age of Children	Educator-to-child ratio

WA	Birth to 24 months	1:4
WA	Over 24 months and less than 36 months	1:5
WA	Over 36 months of age or over (not including children over pre-school age)	1:10

 

Source

Australian Children’s Education & Care Quality Authority. (2014).  
ACECQA. (2021). Policy and procedure guidelines. Staffing Guidelines. 
Department of the Officer of the Privacy Commissioner: privacy.gov.au 
Early Childhood Australia Code of Ethics. (2016). 
Education and Care Services National Law Act 2010. (Amended 2018). 
Education and Care Services National Regulations. (2011). 
Guide to the Education and Care Services National Law and the Education and Care Services National Regulations. (2018) 
Guide to the National Quality Framework. (2017). (amended 2020). 
Office of the Children’s Guardian: kidsguardian.nsw.gov.au/child-safe-organisations/work... 
Revised National Quality Standard. (2018).