Documents Compliance Monitoring (Spot Check) LDC & OSHC
Documents required for Compliance Monitoring
Long Daycare - (LDC) & Outside of School Hours Care - (OSHC)
This is the checklist that ECRU uses as the Authorised Officer (AO) of ACECQATo assist with the visit and potentially reduce the time required to complete it, please locate the following documents for the authorised officer's review.
# | Description Record & Documents | Location & Support Evidence |
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1 | Staff Roster for the current week | Staff rosters are located on Employment Hero and are emailed and sent to staff. A copy is also generally available in the staff room. Staff log in and out during their shift and when they are off the floor. See the steps to find this here: Access Staff Roster Using Employment Hero Platform |
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| This can be found in Employment Hero under the People. Locate Staff Education & Care Qualifications Records |
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| This is located, as per the above, in Employment Hero. |
| 4 | Enrolment record for any child in attendance today diagnosed with a medical condition, including their medical management plan, risk minimisation plan and communication plan (where applicable) | Medical condition information is taken upon enrolment in Smart Central. This start with the child's enrolment and the development of action associated with the policies listed below. |
| 6 | Record of responsible persons | How to find & get Headcount and Responsible People |
| 7 | Evidence that the responsible persons on the roster for the day of the visit have consented to the placement in writing | How to find & get Headcount and Responsible People , this is also the Responsible Person for AM and PM, displayed in the reception area on the name plaques, on the roster on Employment Hero, and on SmartCentral. They will be logged in as RP for the opening and closing shifts.  |
| 8 | Record of educators working directly with children | Both Smartcentral and Earlyworks display this information. |
| 9 | Record which demonstrates the AP has assessed the minimum requirements for each NS and RP in attendance today (as per your roster). NS is the Nominated Supervisor, and RP is the Responsible Person. | Perth SchoolNominated Supervisor
Responsible PeopleThe Responsible Person for AM and PM is displayed in the reception area on the name plaques, on the roster on Employment Hero, and on SmartCentral. They will be logged in as RP for the opening and closing shifts.
Fremantle SchoolNominated Supervisor
Responsible PeopleThe Responsible Person for AM and PM is displayed in the reception area on the name plaques, on the roster on Employment Hero, and on SmartCentral. They will be logged in as RP for the opening and closing shifts.
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| 10 | Record that a person placed in day-to-day charge (ResponsiblePerson) has consented to this placement in writing | It is located in Employment Hero and in the Certification Section, by each person listed. |
| 11 | Incident, injury, trauma and illness record – sample from the last 6 months will be reviewed | This is located in Earlyworks for children: How to Locate & Access Incident, Injury, Trauma & Illness Record & Reports in Earlyworks |
| Transition records (where required to support staffing ratios) | This is shown in the previous Smartcentral, which shows ratios during shifts and child attendance. The school also has a Transition to School Policy for children as well. This information is generally stored in Earlyworks or Smartcentral. |
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| This store is located in Smartcentral and is also featured in Earlyworks. These systems talk to each other. We ask that you take note of the number of children who are present in each age group. Smartcentral Programme: this information is stored.
Smartcentral Programme: this information is stored.
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| This task is completed in Earlyworks. The record of the dates of the last rehearsals is in the office folder named 'compliance'; they are logged on Earlyworks under 'online forms' – 'evacuation drills'. Evacuation, Lockdown and Medical – All have risk assessments in 1Place Childcare. See the master sheet for a summary of Risk Assessments. Governance, Risk & Compliance (GRC) Master Directory: Filing & Evidence Guide Evacuation, Lockdown and Medical – all have procedures on Sweetprocess. Completed once a month, rotating through evacuation, lockdown and medical emergency. |
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| This is completed in 1Place Childcare. Opening and Outdoor Checklists are completed for indoor and outdoor environments at 1Place Childcare; this also includes maintenance records, etc. The following key policy supports this:
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| This process is undertaken and documented in Employment Hero, and it is also included in the staff certification and onboarding records. The school has a formal Learning Management System onboarding programme which is stored in Ispring LMS. |
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| Educational programmes are stored in Earlyworks. |
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| This is the daily login and logout of children at the service. Note we are not a OSHC Service nor do we do a pickup service. We have the following policys: |
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Please note: This does not include school runs, as this is considered transportation rather than an excursion.
| This is completed in 1Place Childcare and includes a risk assessment. Permissions are stored in Smartcentral. In 1Place this is located in the Register section by school. How to Find & Get a Risk Assessment for 1Place Childcare for Supervision |
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| Staffing policy, including a code of conduct for staff members | |
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