Governance, Risk & Compliance (GRC) Master Directory: Filing & Evidence Guide

• Policies & Procedures: The single source of truth for all school policies and procedures.
• Handbooks: Parent and Staff Handbooks and key information about the school and operations.
• Operational Logs: Working lunches and meetings are logged here.
• Feedback: Uploaded feedback from the Educational Matrix.
• QIP: Location for the Fremantle Quality Improvement Plan (QIP).
• Risk Assessment & Management:  1Place Childcare Register.

• Risk Management: Risk assessments, Hazard identification, and the Risk Register.
• Checklists: Daily, weekly, and monthly safety checklists, including indoor and outdoor.
• Maintenance: Maintenance logging and jobs.
• Compliance Matrices: Education matrix is logged here. WHS (Work Health Safety) matrix is logged here.
• Kitchen Checklists: This location of Fremantle Kitchen Checklists.

• Educational Program: Location of all educational matters, observations, programming, curricula, and portfolios.
• Compliance Forms: Evacuation drills are located under 'Online Forms' > 'Evacuations' (these are printed as a hard copy and put in the compliance file).
• Communication: Parent communication between studios and parents.
• Daily Logs: Logging of daily comms, sleep checks, including meals, nappies, etc.
• Incidents: Incident and accident reporting for Children.
• QIP: Location for the Perth Quality Improvement Plan.

• Child & Family Data: Children's details, Parents' details, and Enrolment Forms.
• Child Attendance: All bookings and rolls, casual days, headcounts, and paper rolls.
• Financials: CCS (Child Care Subsidy) and the process of weekly/fortnightly payments. Fees, wait lists, and booking payments.
• Children's Medical: Medical clearance letters and allergy updates.
• Uploaded Documents: Allergy plans and Risk Minimisation Plans (which are created in Canva).
• Staff Sign-in Ratio Monitoring (Headcounts): Sign-in and sign-out of staff at the school, including compliance with children-to-staff ratios, supervision, and Responsible Persons (RP). Responsible Person is also displayed in the reception area at all times and is updated accordingly as people sign in and sign out.
• Note: Ensure Smartcentral is configured to log the specific start and end times that a staff member assumes the 'Responsible Person' duty (Reg 150), distinct from their standard shift sign-in. 

• Records: Shows records of payments from parents, including failed payments.
• Manual Payments: Records of manual payments.
• Reference: Provides reference ID for proof of payment (Note: ref needs to go into Smartcentral when payment is recorded).

• Records: Where records of staff are kept, including certifications, compliance documents, job descriptions, and performance reviews.
• HR Documents: Qualifications, Employment Contracts, Onboarding (Links to iSpring for induction module completion certificates), and WWCC.
• Payroll: Payroll and payslips.
• Timesheets: Logged here for overtime.
• Leave: Leave requests are made through this platform.
• Staff Incidents: Incident and accident reporting for Staff.

• Directories: List of contractors' and suppliers' information.
• Occupancy Forecast: Short-term and long-term planning of school occupancy.
• Audits: Educational Audit Matrix (Planning/Process side).
• Events: RSVP information for events.
• Feedback: Parent Survey Database. 
• Employee of the Month via QR code.

• Enrolment Management: Monitoring the process from school tour to enrolment (Smart list of families) .
• CRM: School tours booking (information stored for follow-ups) and Customer Relationship Management.
• Communication: Friday team updates and Family newsletter.
• Scheduling: Interviews and calendars (Parent interviews sync with calendars).
• Feedback: Feedback from parent interviews can be seen here.
• Social Media: Management of messages and postings.

• Access: Accessible via Teams or through “OneDrive”.
• Storage: Contains photos and documents.
• Governance: Staff Meeting Minutes (located in Sweetprocess and Sharepoint as documents) and GRC Framework Reviews.
• Incidents: Any reportable incident reviews or supporting documents being set are stored.
• Brand: Brand guidelines.

• Staff Onboarding: Onboarding Modules for Staff
• Training: Where the training modules are hosted. Include how-to guides and videos
• Tracking: Tracking of staff training module completion and certification of module Completion.

• This is a creative platform for creating documentation (in line with brand guidelines). Wellness plans and IEPs are here. School calendars and employee certificates. Children's portfolios and Illumina (Akidamy magazine)

• Provides a baseline policy that the school uses as the baseline policy document that is reviewed in light of the school's actual experiences, the latest policy regulations and recommendations from ACECQA and ECRU.

• Physical Compliance: The physical wall where all mandatory public-facing documents are displayed (e.g., Ratings, Responsible Person, School Values and Philosophy, Provider Details, Grievance procedure).

• Managing the service day-to-day.
• Ensuring children’s safety, supervision, and well-being.
• Supporting educators and addressing operational issues.

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