policy

Employee Team Handbook

Welcome to The Akidamy – We’re Delighted to Have You on Board!


This Team Member Handbook has been carefully designed to support all new members of The Akidamy School of Early Learning (referred to as The Akidamy or the School). While it is primarily tailored for our educational team, the information is relevant and accessible to all individuals joining our early childhood learning environment.

This includes, but is not limited to, administrative staff, temporary relief staff, volunteers, and students undertaking their practicum with us. While some sections of this handbook are formal and others are more conversational, this is intentional. Our goal is to ensure you feel welcomed while also providing you with a clear understanding of our values, expectations, and workplace culture.

As a team, we take great pride in the service we provide. To ensure alignment in our practices and philosophy, we believe in equipping every team member with the same foundational knowledge—this handbook serves as that guide. We encourage you to take the time to read it thoroughly. If anything is unclear or seems unreasonable, we welcome your feedback and will strive to improve clarity and effectiveness where needed.

As part of your onboarding, you will be required to sign the Team Handbook Acknowledgement, confirming your understanding and acceptance of this document. You will also have the opportunity to ask questions or seek clarification during your Induction Meeting—and, of course, at any time throughout your employment with us.

This handbook provides insight into how The Akidamy School of Early Learning operates. For further policy details, please refer to the policies available in Sweet Process. Should you require additional clarification, you are encouraged to speak with the School Director or the Administration and Communication Specialist.

We look forward to working with you and supporting your journey with The Akidamy!

Why we do what we do

We believe that each and every child should experience a space to flourish. One that inspires their young hearts and minds to grow and develop within a loving, educational and nurturing environment.

We believe that each and every parent should be supported with the growth and development of their child within a thriving, positive and inspired environment.

We believe in the importance of being actively involved within our community, as a source of connection, awareness and purpose.

We have a responsibility as industry leaders to demonstrate a higher standard in early childhood education. ‘We believe it takes a village to raise a child.’


How do we maintain, sustain and grow our village?

Through our high service culture, where our children and families’ needs come first, and we strive to exceed their expectations.

  • ‘Nothing but the child’ concept; our full service offering further supports our high service culture by making life easier and reducing stress, as we provide everything the child needs.
  • By fostering genuine relationships that are respectful and meaningful between children, families, educators, all staff and the wider community.
  • Providing a soulful kitchen where homemade nutritious food is cooked fresh on site, with a seasonal vegetarian menu.
  • Through our commitment to constantly developing and investing in our people and ensuring the right person is in the right role – we create a positive company culture, that unleashes the potential of our skilled and passionate team.
  • By being actively involved in our community to create purposeful connections and build strong partnerships.


Our School Vision: Our Just Cause

At The Akidamy we dream of a world where an outstanding holistic early childhood education that supports, encourages, inspires and nurtures children, is a universal right. Children are given a solid foundation, where they are empowered to reach their full potential by acquiring lifelong skills to contribute meaningfully to society – leading lives of joy; accomplishment; connection and contribution.

Our aim is to inspire a lifelong love of learning by focusing on providing everything that is essential to their journey of blossoming into wonderful humans.

The Akidamy is a place where children are at the very center of the learning environment.

Our school vision is based on providing ‘a space for love and learning’, with a commitment to understanding each child.

We are driven by five core values to guide our practices:

  • Children first

  • True to our promise

  • Genuine relationships

  • A place that feels special 

  • Always evolving and innovating

We encourage children’s learning through the creation of a loving, nurturing environment. We employ a holistic approach, whereby children are supported to explore, use their initiative, problem solve and learn to assess risks.


Our Learning Environment

As a team we strive to provide care of the highest standard in a secure, nurturing, and joyful environment. We aim to provide a wonderful atmosphere which incorporates realistic, natural, and culturally rich environments for our children and team.

We believe warm, sensitive, and responsive caregiving gives a child a sense of security and encourages emotional and intellectual development.

Our studios are designed for the unique needs of each age group for play, learning, meals, toileting and rest. Each room has natural light, fresh air, timber furniture and home-like soft furnishings. From our Nursery Studio to our Kindergarten Studio, love and care is consistent throughout.

Sustainability

Akidamy School of Early Learning considers eco choices and sustainability in all its practices:

  • We use our own solar power (the School has solar panels on its roof) and harvests 20,000 litres of water.
  • We operate and communicate electronically to curb paper waste.
  • We are mindful with our resources and have a policy of reuse, recycle or upcycle.
  • We maintain healthy air, using cross ventilation and fans as our first option.
  • We using timber (rather than plastic) in our School furniture and learning resources.
  • We encourage families to bring in recycled materials for craft.
  • Our vegetable garden is organic; produce is used in our meals where possible.
  • Our wet bags are resusable and are taken home and returned by families as an alternative to plastic bags.
  • Smoking is banned on the premises.
  • Cushion filling and carpet rugs are recycled PET fibre.

Community

The Akidamy acknowledges Aboriginal and Torres Strait Islander peoples' connections to land and waters, and acknowledges the community of the Whadjuk- Noongar people as the Traditional Custodians of the Country on which our School stands. 
We pay our respect to your Ancestors and Elders - past, present and emerging. We wish to acknowledge and respect Aboriginal and Torres Strait Islander peoples' continuing culture and the contribution they make to the life of this city and this region. We also recognise Aboriginal and Torres Strait Islanders employees' and local members' many contributions to our School. 

We look to our local community first, employing local tradespeople and suppliers for our building and maintenance needs. It means sourcing what we need close to home, including toys from community groups or buying locally grown fruit and vegetables. It includes choosing from local skilled professionals in education, IT, security, clothing suppliers and communication.

Not a “daycare” - the Akidamy School of Early Learning believes in supporting the needs of the whole family, while providing high quality service. To this end we provide a ‘one stop shop’ approach to childcare and early education, supplying everything our babies or children need so our family’s day is a little easier. This includes nappies, care products, all meals and snacks, hats and clothing.

Children’s Catering 

The Akidamy School of Early Learning has its own catering kitchen (La Cucina) providing meals to the children and all educators. Healthy home-style meals and snacks are prepared daily, guided by our onsite School Chef. Children and their educators share meals together in a home like setting always in an outdoor environment (weather permitting). Menus are provided to families each season (ie. 4 times per year) and family feedback into the menu is welcomed and actioned upon where appropriate. 

It has always been the ethos of the Akidamy to serve a purely Vegetarian menu. This is because, firstly, it ensures inclusivity of children of all faiths, backgrounds and beliefs and secondly Australian studies show that only 6% of children met both their fruit and vegetable recommendations, making it important to supplement this area of their diet.

The School chef shares a monthly recipe in the Pensieri for families to enjoy.

Kitchen Facilities

Team members are to ensure: -
  • All dishes are to be washed in hot water and detergent and air dried
  • Benches are cleaned with anti-bacterial solution before and after use
  • Tea towels are changed after each use
  • Electrical appliances are cleaned after use
  • Fridge is cleaned weekly and freezer defrosted monthly or when required
  • Floors are swept and mopped daily
  • Any other posted procedures in the kitchen (as may change from time to time) are followed
  • Food preparation areas (including areas used to organised food provided by the kitchen), should be set aside for this exclusive use; ie cannot be used for any other purpose. This is to limit the potential for cross-contamination

Food Preparation

Educators are to demonstrate and encourage correct techniques when handling, preparing and storing food. Nutrition and Food Safety
Educators are to ensure: -
  • Disposable gloves are worn at all times when preparing food
  • All work surfaces are cleaned before and after use. Documented kitchen/kitchenette cleaning procedures are to be followed at all times
  • Perishable foods are refrigerated or frozen at the regulated temperature until used
  • Perishable foods are not reheated
  • Used-by dates and food quality are checked before serving

Communication

To create a ‘circle of communication’ with families we use Early Works, a secure communication App that allows us to share each child’s day with their families – instantly. Families can give feedback and provide messages in real time to their child's educators, helping us build on each child’s learning and care. Families can digitally check-in using our Smart Central attendance app by scanning a QR code, this provides ease of administrative tasks during drop off and pick up times.  

Our team ethics include
  • As a team member we realise that we are not just a school, buildings and resources but a community and the culture within is largely shaped by the team members – the educators and managers.
  • We can create the culture that we want to belong to, one that is supportive, positive, inclusive and respectful.
  • We’ll be open, positive, fun, encouraging, professional, helpful and supportive.
  • We won’t talk behind other’s backs, be negative, discouraging, disrespectful or mean.
  • We’ll also recognise that we can ‘have a bad day’- then recognise when we’re wrong and apologise if necessary.
  • We will help to create an optimistic, progressive and exciting workplace where we can’t help but succeed.
  • We learn from our mistakes and promote a culture of open and honest feedback provided in a constructive way.
Note: In this document, where an action or authority is stated to be the responsibility of the Director, it should be seen to include that if the Director is absent, the Pedagogista (Educational Leader) is the next person in line with authority. If the absence of the Pedagogista, it would be the Responsible Person in Charge (RPIC) (see the title in this handbook) in consultation with the Operations Team (where appropriate).


Activities

All team members are encouraged to attend all School run or sponsored activities, including social occasions. This is considered an important area of team building as well as offering your support to the notion that we are members of a community. However, your attendance at some activities will be unpaid (eg. the family end-of-year celebration event). The Director will tell you whether the activity attracts payment. 

Alcohol and Drugs Tobacco, Drug and Alcohol - Free Policy
This policy is in place to protect employee health and welfare, prevent drug and alcohol-related incidents, foster a safe workplace environment and encourage safe and positive behaviors.

Induction

All team members are required to participate in the School’s induction process. During this time. team members will work through the School’s induction checklist with the Director. You will also be allocated an Induction Mentor (wherever possible) to offer day to day support and guidance during the probationary period (generally 6 months). This is a substantial process designed to allow you to know and understand more about us, our processes and procedures – as well as who all your colleagues are and where everything that you need to do your job is located.
A personnel file is established for you on our Employment Hero portal (SWAG app) and all documentation associated with your commencement will be available to you via the app – with the time and space allocated to allow you to complete these in a timely fashion.
All required documentation (particularly that supporting your qualifications and certifications) must be provided before or prior to commencement.

Staff Leave Entitlements

A summary of all leave entitlment is outline in the Staff Leave Entitlement Policy.

Annual Leave

Permanent team members are entitled to paid annual leave as per the relevant award and must be approved by the Director. It is a general industry standard/expectation that team members take their annual leave during low occupancy or quiet periods at the School. All team members are encouraged to take leave during these times. 

The planning of annual leave needs to be done in consultation with the Director. It is recommended that a minimum of 4-weeks’ notice in advance of Annual Leave be provided. **You apply through Employment Hero (SWAG app). 

If the School Director is on annual leave for more than two weeks (three weeks or more) then then Mrs Natalie Sebbag (Co-Founder and CFO) can be contacted via email and ask for approval if the School Director is not returning within a two week time frame. This is only in an emergency and should not be done when the School Director is present at the School. After having more than 2 days in a row off for Personal/Carer’s Leave, a medical certificate is required. After a team member takes 4 single days off sick (in a 12-month period), the Director can also request a medical certificate for each single day of sick leave after that.  If you take a sick day which is followed by a weekend, or is preceded by a weekend you will also be required to bring in a medical certificate for those days.
Team members who are obviously ill and contagious are expected to stay away until no longer infectious. If taken ill unexpectedly, it is important to contact the School a minimum of 2 hours prior to your shift commencing, or as early as possible, as this enables relief team members to be organized for your shift, if necessary. 

Team members need to make the nature of their condition clear to the director and indicate if they require more than 1 day of absence. Team members are required to phone the director before 3pm on the day before they are due to return to work, to confirm their return.

Superannuation

Your award carries provision for occupational superannuation. Superannuation is compulsory and under the terms of your employment you are required to complete the online forms on Employment Hero. All team members are entitled to elect/nominate which superannuation fund they want their money paid into. Any questions with regards to your super should be directed to Mrs Natalie, CFO. Natalie’s Role – Co-Founder, CFO & People. As most of you may know, Natalie Co-Founder and Chief Finance Officer of the School and is also a Chartered Accountant.
Her profile behind the scenes is to support the Director in several departments of the School. She manage all aspects of payroll including quarterly superannuation payments and annual Pay As You Go Payment Summary Reporting which links to your MyGov accounts.  All business, GST, payroll tax and FBT compliance also runs through me.She oversee all invoicing and payments as well as being involved in the recruitment process and onboarding new employees to Employment Hero. She completes certification checks on Employment Hero to ensure all team members are up to date with certifications. She may sendreminders from time to time to update your records. She also sets up the sponsorship system for employees that are being sponsored by The Akidamy.

She supports the School Director will all aspects of Human Resources including preparing new and varied contracts and all payroll advisory that is applicable to the School team.

Its important you add notes to your timesheet for any overtime/leaving early as this is needed when completing a pay run.

Her role also extends to our trainee/apprenticeship program and students on their practical placements where she is involved with ensuring the Akidamy receives any Federal and State Government assistance that may be available to our business.

The School Director's Role in People

The School Director is your line manager and all queries relating to daily operations, performance and health & safety must be discussed with her and then, if need be, she can bring it to the CFO's attention. If the director is absent and there is an emergency at the School that needs urgent attention, the Nominated Supervisor in her absence would inform the Founders of the emergency. All non-urgent topics must be dealt with when the School Director returns. If you ever have a query about the following,  these should be addressed with the Director directly:
  •  Your hourly pay rate
  • Your performance review scoring
  • A request to change your work hours/conditions.
  • A request to take leave of any type or the management of your leave

Appraisals

All team members will have their performance appraised at the end of the probation period and then bi-annually. This will be done through the Employment Hero portal and may include a 360 review. Appraisals and staff reviews


Arrivals and Departures of children

Children must be signed in and out each day by an authorised person using SmartCentral. Families must make prior arrangements with a senior team member (usually the Director) for any new person or anyone not on the enrolment form to collect their child/children from the School. The family should provide photo ID to the School of the person who will be collecting their child so they can be identified at the time of pick up.

If you are not familiar with someone who is trying to pick up a child in your care, you should communicate with another team member or the Director to clarify if they know them (or of any special arrangements) – but know that you will be supported by Akidamy School of Early Learning in approaching anyone in our environment to seek information about who they are and why they are here. You should always ask for photo identification if you are concerned.

It is important to always be aware of adults entering the Studios or reception area to make sure that you greet them. This will help build your relationships with family members, ensure the children feel secure and/or allow you to ask for additional information if needed.

Families with Court Orders in Place

Refer to the following procedure: Delivery of Children to, and Collection From Education end Care Service Premises

Attendance

All team members are expected to be punctual and ready to commence work at the start of their shift. Please make sure you arrive at least 10 minutes prior to commence your shift. This will allow you enough time to put away your belongings, sign in for work (for payroll and ratio purposes)– and mentally prepare for the day ahead.

If you are sick (or are going to be late), please contact the School by telephone as close to 7am as possible. This will allow time for a replacement team member to be organised, if necessary. You will need to call the school by 3pm latest to confirm if you will be attending the following day.

If you are rostered to open or close the School but will not be attending for your shift, you should contact the Director as soon as this is known. The Director will provide their mobile phone number to ensure that this contact can occur. Texting in sick is not appropriate, as you may not know if the person has received the text and covered the shift. Sick Staff Policy

Hours of Operation

The School is open from 7:00 am am to 6:00 pm Monday to Friday, 51 weeks per year as we are closed the week of Christmas and are closed on public holidays.

Award

All Educators are paid under the Children’s Services Award 2010 (Modern Award). All Early Childhood Teachers (ECTs) are paid under the Educational Services (Teachers) Award 2020. A copy of these awards and the National Employment standards can be found online at:

fairwork.gov.au/employment-conditions/awards/...

Service Approval

Akidamy School of Early Learning is an approved service, our service approval is under the Australian Children’s Education and Care Quality Authority (ACECQA). We operate in accordance with the National Quality Framework and its associated legislation. 

Behaviour and Conduct Expectations At The Akidamy School of Early Learning our goal is to provide the highest possible standard in childcare and early childhood education. In order to achieve this all staff members are expected to display the following qualities, conduct and behaviour. A condition of employment is that each staff member conducts themselves in accordance with this ‘Behaviour and Conduct Expectations’ item. The Behaviour and Conduct Expectations apply to all Akidamy School of Early Learning employees. Retaliation against team members who come forward to raise genuine concerns in relation to this item, will not be tolerated. Code of Conduct Policy

Changing Shift Schedules

Once a team roster has been posted, changes may only be made with the Director’s approval.

Wherever possible, the team roster will be made available to team members with a week’s notice to allow for team members to make any necessary personal arrangements.

Team members are expected to display flexibility and understanding when changes are necessary as this is usually to accommodate the personal circumstances of a team member or meet the needs of the School – and therefore our children and families. The opening hours of the School are from 7am to 6:00pm and team members are usually expected to be available for shifts during those hours.

Team members also understand that shift finish times can be a ‘moveable feast’ as team members will only be released from duty when Educator: child ratios are at the correct level. Again, this is to satisfy the regulatory requirements of the School and ensure our duty of care is maintained. We ask all team members who are having to work beyond their regular shift to do so with a positive attitude.

Closing & Opening Procedures

All opening and closing procedures are documented daily. The checklists are provided on Sweet Process Opening Checklist Closing checklist and must be completed and signed off by the Educators on the open and close of shifts.

Cleaning Checklists & Hygiene

Each Studio team is responsible for the equipment, preparation areas, toilets etc. in their space. There are cleaning checklists that must be followed and completed each day. Our School cleaner will drive this. 

Cleaning Checklist Procedure wherever possible include children in the routines associated with cleaning and hygiene – this will allow the children to develop a sense of ownership and belonging to their space/s, build their social membership skills and allow them to gain a sense of achievement. Build it into your room routines and transitions – particularly the hygiene practices. When coming inside from outside – wash your hands. Before eating, wash your hands. After cleaning – wash your hands etc.We take influence from the Japanese practice of Osoji - Osoji Video this helps to create a welcoming environment is what we seek to do at The Akidamy School of Early Learning and cleanliness and maintaining an inviting space is an important part of this.

Computers / iPads etc

Only authorised team members (School Director and Pedagogista) have access to the School’s computer in the office. Each Studio will have their own iPad to access. We also have laptops for the team to use for their programming. Each Studio, and ECT has their own laptop to use for programming time.

Confidentiality

Information relating to both families and the School is to remain totally confidential and should be maintained in a secure manner. Absolutely no information about the School, its families, its children or any of its team members may be divulged without the express permission of the School.

This applies to all team members during the tenure of employment and is also binding should you leave the School. Team members must understand that to give out confidential information may be a criminal offence and may be reported to the Police for further action.

You should not discuss any family or child with other families of the School.

Upon departure from the School, all records developed or written during employment or that relate to any of the School’s children must be returned to the school for appropriate storage.

All team members and child records are stored in locked filing cabinets in the office area and may only be accessed with an appropriate level of permission.

Curriculum

Positive encouragement from our Educators allows our children to develop positive self-image, this in turn allows them to become confident participants in their own learning.

Our educational programs are based on making meaningful observations of each child both as an individual and in group situations. The programs are designed to set goals for each child based on the detailed observations recorded by our dedicated team of Educators.

These goals take a holistic approach, covering social and emotional, gross and fine motor, cognitive, and speech and language development. Using the Developmental Milestones as prescribed by the Early Years Learning Framework, our educators set authentic, realistic goals which the children are then encouraged to achieve through the implementation of age appropriate experiences and activities.

Our curriculum incorporates an array of play-based learning opportunities which allow children to discover, create, improvise and imagine.

At the Akidamy our educational philosophy is inspired by the Reggio Emilia approach with the values of RIE and Pikler. Through the Reggio Emilia approach we place a strong emphasis on the child being viewed as strong, capable, resilient, rich with wonder and knowledge. Through the ‘100 languages of children’ we recognise that children have multiple ways of thinking, playing, exploring, speaking, and doing, therefore, we encourage children to embrace the environment around them.

We encourage children to pursue their own interests and revisit and build upon ideas at their own pace. Through the ‘100 languages of children’ we recognise that children have multiple ways of thinking, playing, exploring, speaking and doing. We encourage children to use every tool they have to express themselves. We endeavor to give every child the best possible start in life and foster skills such as resilience and confidence which will support their journey long into the future.

As an overarching Akidamy School of Early Learning principle – “learning is visible”.

Each Studio has a curriculum display space. This will include a copy of the curriculum and additional information for families that will allow them to understand the Early Years Learning Framework

Each studio should always have a Curriculum. This should be kept up to date based on the children’s significant learnings. You will also need to display your floor book weekly. An Early Works post must be posted to families based on curriculums each day with a summative at the end of the week.

Scaffolding, extension and/or planned activities should also be included – as should a record of spontaneous learning opportunities.

The curriculum is always reflective of professional practices and the Early Years Planning Cycle. Documentation (or at least discussions surrounding curriculum between the room educator team, the Pedagogista and the Director) should capture or include;

  • The child’s voice
  • Professional reflection
  • Planning for experiences
  • Research needs / methods
  • Photographic representations of learning
  • Learning stories
  • Documented observations etc
  • Family input and feedback

Programming should occur for both the indoor and outdoor environments and documentation should reflect and capture this. Curriculums will be reflective of the Akidamy School of Early Learning Ethos and reflective of the individual child.

Individual children’s observations and learning stories must be accessible to families.

All records are to be available at the School every day.

The Pedagogista will review the Curriculum/Program display and documentation. The Pedagogista will review Studio programs once a month and give educators feedback in relation to the curriculum, learning stories, observations, reflections and evaluations.

Permanent team members are provided with regular programming time. This will be fairly allocated to all ECT's, studio leads and educators. You must remember to sign in/out of programming on Smart Central, this allows us to ensure everyone has received their programming time and also helps us to manage on the floor ratios. 


Early Years Learning Framework

The Early Years Learning Framework (EYLF) describes the principles, practice and outcomes essential to support and enhance young children’s learning from birth to five years of age, as well as their transition to school.
Under the National Law and National Regulations, as an approved School we are required to base our educational program on an approved learning framework. The program should focus on addressing the developmental needs, interests and experiences of each child, while considering the individual differences of each child.
The educational program should contribute to the following outcomes:
  • children have a strong sense of identity
  • children relate to and contribute to their world
  • children have a strong sense of wellbeing
  • children are confident and involved learners
  • children are effective communicators
There are two nationally approved learning frameworks which outline practices that support and promote children’s learning:
  • Belonging, Being and Becoming: The Early Years Learning Framework for Australia (‘Early Years Learning Framework (EYLF)’)
  • My Time, Our Place: Framework for School Age Care in Australia (‘Framework for School Age Care’).
The EYLF has a strong emphasis on play-based learning and we endorse the concept that play is the best vehicle for young children’s learning as it provides the most appropriate stimulus for brain development.
The EYLF also recognises the importance of communication and language (including early literacy and numeracy) as well as social and emotional development.
If you have been employed at our School as an Early Childhood Education (ECE) professional, you should be familiar with the details the EYLF and its implementation. If you are embarking upon your ECE career, you are strongly encouraged to become familiar with the documentation supporting the EYLF, which includes:
  • Belonging, Being and Becoming. The Early Years Learning Framework for Australia
  • Educators Belonging, Being & Becoming. Educators’ Guide to The Early Years Learning Framework for Australia
  • The Early Years Learning Framework in Action. Educators’ stories and models for practice
All of these documents are readily available online (simply google their name/s as above). It is important as a practitioner to readily review the EYLF – particularly the Principles and Practice sections, as they support you in understanding and articulating your Pedagogy.
If you have been employed as a support team member (not directly responsible for the education or care of the children), you are also encouraged to become familiar with these documents as it will allow you to better understand our ‘business’, why we do what we do and some of the practices you will see in the working environment. We’re also confident it will help you do your job better! Interactions with our children are key to anyone in our Centre and being able to express an understanding of early childhood education to family members (for example), will certainly enhance our standing within the greater community.
In support of our educational frameworks (see also the Reggio Emilia Inspired section of this Handbook), the Pedagogista and Director will happily answer (or better yet – work with you to answer) any questions you may have around curriculum and pedagogy.
Educational Program Policy


National Quality Standards

The National Quality Standard (NQS) is designed to help children’s services provide the best possible level of early childhood education and care by outlining the factors that best support a child’s development. 

The National Quality Standard is divided into seven ‘Quality Areas’:

 If you have been employed as an early childhood education professional, you should have some knowledge of what these standards mean and how they are assessed. There is extensive documentation available through the Australian Children’s Education and Care Quality Authority (ACECQA).
Every childcare provider is subject to an Assessment and Rating process where the entire School will be Assessed. The ACECQA Guide to the National Quality Standards (September 2013) states on page 16:
Working with elements
Each standard has a number of elements of quality practice totalling 58. Examples of practice are provided for each element. The examples detail what the element might look like in everyday practice and the way the element will be assessed. The examples consist of guidance applicable to all service types and children of all ages, followed by any specific guidance identified for the service type or age of the children.
The examples are listed under the following headings:
• Observe—the assessor observes what children, families, educators, co-ordinators and staff members are doing (for example, engaging in caring, friendly and respectful interactions).
It is recognised that the assessor may not be able to observe all the standards and elements at the time of the assessment.
• Discuss—the assessor and approved provider, nominated supervisor, educators, co-ordinators, family day care educators, assistants or staff members engage in a discussion about why and how particular practices occur at the service.
• Sight—the assessor sights documentation provided as evidence to support particular practices at the service (for example, records of attendance, enrolment records, policies and procedures, meeting minutes, safety checklists, staff and family handbooks, newsletters, feedback forms and/or communications books, planning documentation, photos, collections of children’s work and documentation of child assessments or evaluations).
The examples of practice provided are not exhaustive. Each approved service is unique and the ways in which the elements and standards are met will be determined by the service context, including the service environment; the needs, interests and abilities of the children attending the service; and the needs of families and the wider community.
A service may determine that it is able to meet the standards and elements in ways other than those included in the examples. During the assessment process the service will need to demonstrate that its alternative approach achieves the same outcomes. While the assessment process determines whether each element is met or not met, it is likely that the assessor will be able to make decisions about a number of elements from an observation or a conversation.
Ratings against the NQS fall into four categories:
  • Exceeding NQS
  • Meeting NQS
  • Working towards NQS
  • Significant improvement required.
Akidamy School of Early Learning has the goal to achieve Exceeding NQS. As you become familiar with the NQS and are provided additional training and support, we will regularly perform audits and self-assessments to better understand how we might be performing in regard to ACECQA’s expectations. Additionally, we will have in place a comprehensive and meaningful Quality Improvement Plan designed to constantly review what we do, how we do it and what we can do to make things better.
For One Early Education, excellence should be in everything that we do every day and it is important for this to be appropriately acknowledged and recognised by the government department/s responsible for our oversight.
Team members are encouraged to undertake their own reading and knowledge building and multitudes of resources can be found at the ACECQA website to allow for this to occur.
Your Director can provide you with additional support and guidance in learning more about the NQS at any time.


Routine

In accordance with regulatory requirements, each Studio must have a daily routine. This is designed as a guide for children and families to understand the usual order of the routine of the Studio and this must be displayed to allow all families to see.

This will also assist in relieving or support staff to understand the usual course of events when providing coverage in a Studio during a team member's absence.

This should never get in the way of our children’s spontaneous learning opportunities but offer a sound guide which ensures that the service operates effectively and efficiently. Routine and predictability make for a more relaxed environment for the educator team, the children and their families.

All team members working in a new/different space are responsible for reading the routine and becoming familiar with it.

Disciplinary Action / Disciplinary Procedures 

The purpose of any disciplinary action is not to dismiss a team member; rather to provide an environment for discussion and learning, which will result in improved performance. Dismissal will always be a last resort and all efforts must be made to support and encourage improvement and development first.

In support of this approach, we have developed a policy that provides a series of clear discussions around the issue/s associated with the lack of performance, this ensures all steps are documented and provides for clear improvement expectations/goal, strategies to achieve success and associated timeframes.

Please refer to the following policy for more information: Staff Disiplinary & Termination Policy

All team members in both speech and action should demonstrate a commitment to equity in all situations. This includes sex, race, age etc. This School supports legislation that does not allow harassment or bullying of any kind in the workplace. Any instances of harassment will be dealt with severely.
Harassment includes any form of behaviour which the recipient finds offensive and/or which has a negative effect on the School.

Performance Improvement Plan (PIP)

A performance improvement plan (or “PIP”) is generally used where issues have been identified in an employee’s performance that need to be improved. A PIP will set clear goals or targets that the employee is expected to meet by certain dates. The Akidamy will review the employee’s performance during the period of the PIP and assist the employee in trying to improve their performance. If the employee’s improvement does not improve the employee may be required to attend a disciplinary meeting and may be issued a written warning. If the employee’s performance does not improve after being issued one or more warnings, they may be required to attend a disciplinary meeting and (if no reasonable excuse can be given for the failure to improve) their employment may be terminated.

You will be provided with a copy of the documentation so that you have a clear understanding of the plan and agreement moving forward.

Personal Records

A confidential personnel record is maintained for each employee online using the Employment Hero platform. All information must be kept up to date. It is the team member’s responsibility to advise the Director if any changes occur in your address, telephone number, Visa status or qualifications as these factors may affect your work eligibility and pay rates.

All team members are required to complete their employment details online using the Employment Hero platform prior to commencement of their first day of work. The details provided are for Management use only Under no circumstances should any team member access another team member’s Personnel File unless with consent (responsible person's role). 

Dress Code 

The Akidamy School of Early Learning will supply you with all uniforms including a hat, jacket, scarf, belt and apron on commencement of employment and these must be worn whilst you are on your shift.

 

Please see policy for more information Dress Code

Emergencies 

Team members are all responsible for ensuring that they are aware of the emergency procedures that we have in place. This includes a bomb threat, hostage situation, disturbed person incident, an evacuation and/or lock-down procedures.

Team members must ensure fire escapes routes remain clear and free of any obstructions at all times.

Emergency drills will be conducted every three months and will be held at different times and on different days. All team members, volunteers, students and family members present at the time for the drill are required, by law, to participate.

Team members must be aware of the School evacuation procedures and note where evacuation plans are posted throughout the School. A record of all fire and evacuation drills are kept on Early Works.


Exclusion Procedures for Sick Children

It is important when working with children to be able to recognise symptoms and/or signs of a sick child. In response, always ensure that the child is kept comfortable and act in a caring and compassionate manner towards the child. Please see policy here  Sick Children Policy

Infectious/Communicable Diseases

Within any School the spread of infectious or communicable diseases can create problems for team members, children attending the centre and possibly their immediate families. You need to be aware of the ways to minimise spread of disease within the centre and amongst the attending children. Cleanliness and hygiene practices are a critical element to this.

Control of Infectious Disease Policy

First Aid

In the event of an accident or a child’s falling ill, first aid requirements and expertise must be available.

A record is kept citing each child’s medical conditions and known allergic reactions to any form of medication or any other stimulants. Educators need to be aware of the need for confidentiality of information regarding the health and treatment of any person. All team members will be required to familiarise themselves with children’s medical conditions.

Hand Washing 

Careful hand washing is necessary, as all common infections are spread through person-to-person contact or though contact with contaminated surfaces. Refer link to the handwashing policy- Handwashing Policy


Immunisation

It is stated by Western Australia Health that team members working in Early Childhood Education and Care Services can be exposed to infectious diseases through contact with infectious children and their blood and body substances.

Recommended vaccinations for non-immune staff who work with young children include:

  • Hepatitis A
  • Measles-mumps-rubella (MMR) (persons born during or since 1966 who have only received one dose of the MMR vaccine should have a second dose)
  • Chickenpox (if not previously infected)
  • Pertussis (whooping cough) (an adult booster dose)
  • Influenza (annual flu vaccination).

Outbreaks of these diseases in a childcare setting can result in serious illness in staff, children attending the School and family members. Some of these diseases, such as rubella, chickenpox and influenza can cause severe disease in pregnant women and/or harm their baby.

The Akidamy will generally provide the annual flu vaccination on site once a year for staff free of charge. You should consult the Director should you not want to receive this vaccination

For information on immunisation of children, please refer to your doctor, or Western Australia Health.

CMV

The 5th edition of Staying Healthy in Childcare has a dedicated section on CMV, which discusses the risks posed to pregnant workers. 

Control of Infectious Disease Policy
Pregnancy in Early Childhood Policy

Insurance

The School maintains all the necessary business insurances. Any incident, which you think may be the subject of an insurance claim should be immediately reported to the Director.

Please note time, date, and names of people present, all details of what happened and sign your note detailing the events.

Team members Incidents / Accident / Trauma / Near miss situations must be recorded on Employment Hero.

Language

All team members are expected to model appropriate language whilst at the School and are to encourage parents to do the same. Correct grammar is to be used and swearing is prohibited. If we are to teach our children positive language skills, we need to use them at all times. Be aware of what language you use in communal areas such as foyers and team member break rooms, particularly if family members may hear you.

Lost Property

Educators should encourage children to be responsible for their own belongings. Any lost property should be placed in the appropriate box located in each Studio or returned to the family directly if the owner is known.

It may be necessary, from time to time, to organise a centralised lost property presentation. It is usual for any items not claimed after this practice to either be used as spare clothes within the School or, donated to a local charity. This will be advised directly to families when it occurs.

Meal Breaks

An employee working four hours or more on any engagement will be entitled to a paid rest period of 10 minutes. Provided that an employee is working for seven hours or more they will be entitled to two such paid rest periods of 10 minutes each unless the employee agrees to forego one of these rest periods. 10 minute breaks may only be taken when it is safe for them to be taken for example, when children are happily engaged in activities that are stationary or are within a confined space that allows for ease of supervision if a team member leaves for their break.


Meetings

Team meetings are generally held monthly. Team members must attend all meetings unless they have prior commitments or other circumstances preventing them from attending. Team members are also expected to contribute in a positive, professional manner. Behaviour, which trivializes the contributions of others, is not appropriate. Some professional development takes place in educators meetings—these meetings are designed to assist in the provision of high-quality care.

Team meetings dates are determined as soon as they are known (usually min. 4 weeks in advance). This is to allow for all team members to know well in advance when the meetings will be held and to make any necessary arrangements to attend.

Emergency Staff Meetings

The purpose of an emergency staff meeting will generally to be to discuss an incident that may occurred at the School.
 
All Akidamy employees must attend these meetings with no exceptions. If you do not attend the staff meeting it may be seen as a breach of your contractual agreement.
 
For those team members who are on annual leave at the time of the meeting, the minutes will be recorded as an announcement on the EarlyWorks platform and a discussion will be had with you upon your return about the purpose of the meeting. This is to ensure that every Akidamy employee is aware of the situation, the learnings taken as a team and any updates in our policies and procedures.


Resignation

A team member must submit a resignation in writing addressed to “The Director”. The actual period of notice required is specified in the relevant Award. A final pay will be credited to your bank account in consultation with the Director and CFO. When resigning, all School uniforms and property including electronic devices are to be returned prior to your last day at the School. On your last day, you should bring along an extra set of clothing to change into such that you can return your uniform.

Occupational Health & Safety

As required by the Work Health and Safety Act 2011, the School will as far as practical provide a work environment which is safe and without risk to your health and safety.

You as an employee have an obligation within the meaning of the Act to maintain safe and healthy conduct. This means:

  • Acting and performing work duties in a safe and responsible manner
  • Following defined work practices, including the wearing of protective equipment
  • Taking reasonable care for the health and safety of everyone in the workplace

If you become aware of any equipment or procedure, which could result in an accident, please report it immediately to the Director. All team members must demonstrate 100% commitment to the correct use of and adherence to workplace health and safety practices. Failure to use the safety equipment provided or failure to maintain safe work practices may result in disciplinary action. The Akidamy School of Early Learning aims to:

  • Make the workplace safe and without risk to the health and safety of any person
  • Ensure the safe use, handling, storage or transport of chemicals
  • Provide meaningful and supportive information, instruction, supervision and training to all team members
  • Ensure safe systems of work are in place
  • Ensure children, families, visitors and members of the public are not exposed to workplace activities which may present risks to their health and safety.
  • Where necessary, establish directions and procedures for volunteers, families and members of the public to ensure health and safety.

Hazards

Team members are to ensure;

  • The designated team member completes a thorough playground inspection before any equipment is used (checklist must be completed and signed) Opening ChecklistOutdoor afternoon safety checklist
  • Team members are to report faulty equipment/items to the Director immediately and not let the children use that equipment/item till it is fixed or remove the equipment/item from the children’s access
  • Stairs and walkways are clear of furniture, equipment and clutter at all times
  • Floor surfaces are kept dry and warning signs are erected when necessary
  • Adequate space is available for the type of equipment that is being used
  • Children remain within defined boundaries
  • They continually assess the suitability of games being played, taking into consideration the area being used and age of the children

Electricity

To prevent accidents, team members must take the following precautions when dealing with electricity and/or electrical equipment. Team members must ensure:-
  • No double adapters are used
  • Power cords are not obstructing walkways or play areas
  • Power cords do not come in contact with wet areas
  • Alterations or repairs to electrical equipment are only carried out by an authorised person
  • Only authorised / appropriately checked electrical equipment is used

Outdoor Play areas and equipment

All team members are to ensure that there are no hazards in the outdoor play areas. The morning team must go through the daily outdoor checklist for each playground. All equipment should be checked for any issues as set up occurs each morning. All hazards need to be reported to the Director and equipment should not be used if there are potential safety issues with it.

Personal Mobile Phones & iPads

Personal Mobile phones and personal iPads are not to be taken out of the staff room, used or switched on whilst you are working (excluding lunch breaks). Where an exceptional circumstance arises, Educators may be permitted to access their mobile phone/personal iPad for medical or safety reasons with prior permission from the Director.

It should be noted that any emergency can be directed to the School's main number.

The School phone is not for private use, if on an occasion you need to make a short private call please check with the Director first. At no time should a private call cause detriment to the School, Educators or families, contacts trying to call through. Any inappropriate use of or misuse of phones will be subject to disciplinary action.

Policies & Procedures

Akidamy School of Early Learning has an extensive Policy and Procedure manual located on the Sweet Process platform which reflects the Philosophy and Goals of our School. 

In this Team Member Handbook we provide a snapshot of policies, which will affect you during your time with us. Details in this manual are correct at the time of printing.

Please be advised that there are QR codes at the front of the School displayed for parents to access our Akidamy Family Handbook and School policies. These are also attached below:

 
AreaLinkQR Code
Knowledge Platform
 
sweetprocess.com/kb/qZ5qHx8dqiPNw/
 
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Description automatically generated
Family Handbooksweetprocess.com/policy/x2VLsG2Y/family-handbo...
 
A qr code with a black text

Description automatically generated with low confidence
Policies and procedures are subject to change. If you are in doubt about any policy or procedure, please consult with the Director.


Probationary Period

As a new employee you will serve a probationary period of six (6) months, during which time you will be assessed by the Director as to your capabilities and suitability for the position. You may receive confirmation of your appointment in writing at the completion of your probationary period.

Records

All business records must be kept maintained in accordance with procedures and must remain strictly confidential. There is an ethical obligation to do so and there may also be a legal obligation – any breaches may result in disciplinary action and/or legal action.

Records are not to be removed from the School. Accident/incident reports must be completed and given to the Director to sign where possible before the parent. Medication forms must be completed for all medications even if parents administers the medication on the premises. Administration of Medication Policy

Any records developed or completed on behalf of The Akidamy, whilst you are in employment, remain the property of Akidamy School of Early Learning at all times. If you would like to use any records for any purpose other than that required in your role, you must refer to the Director for her/him to seek authorisation to do so.

Relationships

At The Akidamy, we see relationships as critical in achieving our Philosophy, and the key to all learning opportunities. The relationships that are formed between the child, their family and the Educators plays a significant role in allowing children to feel like they truly 'belong'. 

We want the children to be confident and involved learners who can take charge of their interests and build something meaningful to them. Our ability as Educators to seek and hear what others see and know informs our practice and how we see ourselves as learners and teachers.

Responsible Person In Charge (RPIC)

As the School has been issued with a “Service Supervisor Certificate” we can invite who we consider to be suitably qualified and responsible individuals to take up the role of “Responsible Person In Charge” (RPIC) throughout the course of the day.

There will always be a minimum of two team members rostered at the School, one of whom will be the delegated RPIC and one other. The allocation of this status will usually relate to qualification level, for example studio lead would be the RPIC rather than an educator – although it may be necessary, for example, for two studio lead's to be rostered together, and one of them will be the RPIC during that period. Wherever possible, this detail will be included in the staff roster and where clarity is needed regarding a role, you should refer to the Director.

This allows our families and team members to know at any time who the most senior member of the team is on site at any time.

Refer to the Responsible Person Policy: Responsible Persons Policy

Referral Bonus

Staff are entitled to a referral bonus if they refer a suitable person to join our team. Refer to the Referral Bonus Policy Staff Referral Policy

Rubbish & Waste Management 

Team members must ensure rubbish is removed daily or more often if needed.

  • Rubbish bins & their lids are to be sanitised daily
  • Rubbish bins should always have bin liners in them
  • Our recycling practices are followed

From an early age, children need to be aware of the correct procedure for disposal of rubbish. It is essential that team members model the appropriate procedure.

Refer to the Akidamy Waste Management Plan: Waste Management Plan - Perth

Security & Access

The Akidamy School of Early Learning makes use of digital security for access and security. Staff will be given a unique pin code to gain entry during our opening hours. Access outside of these hours will not be permitted through this system.

There are CCVT cameras installed in all Studios and in the outside playground. These are to assist with visibility in Studios and outdoor playground and for security and safety purposes. The Director and the Founders have accesses to the camera footage for safety purposes.

Smoking

Smoking is not permitted anywhere within School premises or around the School surroudings. You will need replace your work top before you smoke. It is inappropriate for team members to leave the premises for a ‘smoke break’ unless on your lunch break. You are not allowed at any time to smoke in your work uniform top.

Smoking is also not permitted when accompanying children on excursions.

Specialty Areas

The Centre has introduced a program whereby all Educators will be a School “Champion” for a specific area of ‘specialty’. The current ‘specialty areas’ include; 

  • Sustainability
  • Reconciliation
  • Italian
  • Music
  • Mental health & well-being
  • Yoga and mindfulness
  • Educators are able to self-nominate for an area that they champion – however it is ultimately determined by the director (in consultation with the Operations Team and other Lead Educators). This responsibility means that they will put in place strategies to embed systems, practices and philosophies in the centre programs and methods of operation.

All team members are encouraged to identify with a ‘speciality area’ that they may be passionate about. Doing this will allow the team member to further develop their knowledge and capabilities, it may aid them in further studies they are undertaking as well as provide an opportunity to work with different team members.

Where appropriate / necessary time ‘off the floor’ may be granted to allow team members to fulfil this responsibility. The ‘champion’ of this specialty area will be responsible for putting together a case/submission to allow the director to understand the intention behind this additional time.

Sun Protection

It is very important that all team members role model suitable sun protection practices. Team members and children must wear hats and appropriate clothing when outdoors. Children and team members must apply sunscreen at regular intervals (prior to morning play and afternoon play). A sunscreen register is to be kept up to date.

Supervision procedures

Supervision is of paramount concern. Educators are ultimately responsible for the supervision of the children in their care. You are not covered under the workplace liability insurance if you are found to be negligent towards your duty of care.

Team member responsibilities:
  • Become familiar with the designated supervision spots in each play area – but use common sense – make sure that you position yourself so that you have full view of the area/s you are supervising
  • Do not leave any area un-supervised, always organise another Educators member if you must leave an area where children are still playing
  • If a family member wants to talk to you, please keep it brief and do not allow it to affect your supervision. If at all possible, you can talk to families and supervise – simply let the family member know that this is what you are doing
  • Be conscious of hazards and continuously assess the possible risk of injury. Take immediate action wherever possible to minimise/remove the hazard. Communicate with other team members regarding any identified risk and/or action/s taken
  • Report any accident or incident to the director immediately
  • Ensure children show respect to all people and property
  • Encourage children to respect flora and fauna
  • Implement activities and encourage participation for all children
  • Become familiar with each play area – any supervision challenges and solutions to minimise/mitigate risk/s

Teamwork

As a School, we acknowledge that we are, in fact, a community. The culture within is largely shaped by our educators and staff (the team members).

We commit to creating a culture that we want to belong to, one that is supportive, positive, inclusive and respectful. We want to be able to be open, positive, fun, encouraging, professional, helpful and supportive.

We don’t talk behind other’s backs, be negative, discouraging, disrespectful or mean.

We also recognise that team members can ‘have a bad day’- but we can recognise when we’re wrong and apologise if necessary. We can and should all help to create an optimistic, progressive and exciting workplace where we can’t help but succeed.

As part of the team, we are also given an opportunity to participate in a “Professional Achievement Plan, which includes, Performance Appraisal processes and may include Performance Improvement processes. We commit to participating in these processes actively as they are designed to allow us to achieve our full potential and deliver an amazing service to our children and their families.

As team members, we should also actively contribute to and participate in Team Meetings and the processes around Continuous Improvement. We should all be regularly examining what we do and how we do it – through our professional reflection processes, through surveys and through professional conversations.

Telephone Etiquette

The director (and any other support team members), will make every effort to answer the phone first, however, all team members are responsible for answering the phone. The phone should be answered within 3 rings (where possible). The phone should be answered in a friendly and courteous way. “Good morning/Good afternoon you’ve reached The Akidamy School of Early Learning– this is Sally speaking”.

Please write down all messages and advise the relevant person as soon as possible.

Theft

100% honesty is expected of all team members. Any incident of proven theft, no matter how small, will be subject to instant dismissal. This applies to theft from the School and/or other team members, the children or our families.

Training

In-school and external training possibilities/professional development opportunities are an integral part of on-going team member development. The Director is responsible for informing all team members of upcoming in-school training and workshops that are to take place. It is part of the team member’s responsibility to attend in school training throughout the year to further develop their skills and knowledge base.

Working With Children Cards, First Aid and CPR Certificates

Working With Children Cards, First Aid and CPR are your own responsibility and need to be sourced and paid for by the individual team member.

Educator team members must provide a current CPR certificate on a yearly basis, a First Aid Certificate must be obtained every three years and a working with children card as needed. It is your responsibility to ensure that a copy of each of these certifications is uploaded to your Employment Hero file.

Failure to provide the necessary documentation required for your role may subject you to further action.

Visitors, Students & Volunteers

Visitors, students & volunteers are a part of our involvement with the wider community and should be treated in a professional and friendly manner at all times. They are required to complete a sign in and out process when on the premises using the visitor QR code on the Smart Central app– this is to ensure that they are accounted for in case of an emergency.

They are expected to adhere to School policies and procedures when attending the School.

The Director and team members are responsible for ensuring that this information is given to the visitors, students or volunteers. Visitors, students and volunteers are never to be left alone with the children, nor are they to administer medication. They should follow the School's dress and behaviour code.

The Director and team members should, in accordance with the ECA Code of Ethics, provide support and guidance to them wherever possible. Students should be supported in their learning and educator teams should discuss their curriculum with them - allowing them the opportunity to learn from the centre programs and practices. Educator teams should be available to share resource materials and programming ideas with the students.

The School supports involvement from the community, including visitors sharing their time and talent, and should make every effort to incorporate this into the children’s learning program/s.

Wages & Salaries

Team members are paid according to their relevant Award. Refer to fairwork.gov.au for any further information.

Wages are paid each fortnight and by direct deposit into your nominated account, subject to the provision of an appropriately complete timesheet being received in the timeframe/s required.

It is a team member’s responsibility to ensure that they complete and submit their timesheet. They must also provide updated bank account information if and when needed.

All team members are provided with a pay slip detailing gross earnings, deductions and net earnings. Any enquiries regarding information on a pay slip should be directed to the CFO using the following email address: payroll@theakidamy.com.au. The turnaround time for an email response will be 24 hours.

Worker’s Compensation

The School contributes to the Workers Compensation Board on behalf of all paid team members.

If you suffer an injury, no matter how minor, whilst on duty or on your way to or from work, (by the usual route), report it immediately to your Director and complete an Team Member Incident/Accident Report.

In order to protect any claim you may have, the fully completed Team Member Incident/Accident Report should be completed as soon as possible. Failure to provide adequate information may result in the claim being rejected or may delay the payment of benefits.

Should you claim compensation, a medical certificate and a Worker’s Compensation Claim Form must be lodged with the Director if work time is lost or medical costs incurred.

Should an injury be sustained at work, you must contact a doctor within 24 hrs.