Our School values the participation of students and volunteers. Having students and voluntary workers within the School helps to inform the community about our program and the value of the work we do. Students, voluntary workers and visitors are welcome at the School; however, the children’s care and safety are our first priority.
| Quality Area 7: Governance & Leadership |
|---|
| 7.1 | Governance | Governance supports the operation of a quality School. |
| 7.1.1 | School philosophy and purposes | A statement of philosophy guides all aspects of the School’s operations. |
| 7.1.2 | Management Systems | Systems are in place to manage risk and enable the effective management and operation of a quality School. |
| 7.1.3 | Roles and Responsibilities | Roles and responsibilities are clearly defined and understood and support effective decision-making and operation of the School. |
| 7.2 | Leadership | Effective leadership builds and promotes a positive organisational culture and professional learning community. |
| 7.2.2 | Educational leadership | The educational leader is supported and leads the development and implementation of the educational program and assessment and planning cycle. |
| 7.2.3 | Development of professionals | Educators, co-ordinations and staff members’’ performance is regularly evaluated and individual plans are in place to support learning and development. |
Scope
This policy applies to children, families, educators, staff, management, Approved Provider, a nominated supervisor, students, volunteers, and visitors of the School.
Audience
This policy applies to all employees, contractors, and representatives of The Akidamy who are responsible for organising or facilitating visits by others to The Akidamy facilities or events.
General Guidelines
All visitors to The Akidamy facilities or events must be authorised by inviting The Akidamy personnel and must comply with all policies and procedures while on The Akidamy property or participating in The Akidamy events.
Visitors must wear identification lanyards, they must be returned to The Akidamy personnel upon leaving the premises or event.
Visitors may not take photographs or video, or make audio recordings, within The Akidamy facilities or events without prior permission from The Akidamy director.
Visitors must leave their phones/Ipads or any device that has recording capabilities at the front of the centre or in their car. They are not to bring their device past the reception point.
Implementation
We have a strong commitment to provide a range of opportunities for volunteers, students and visitors to participate in programs and activities while adhering to clear guidelines regarding appropriate interactions and communication with staff, and other adults and children at the School. As a child safe organisation, we embed the National Principles for Child Safe Organisations and implement child safe policies and procedures to ensure child safety is paramount. In addition, our School has adopted the
National Model Code and Guidelines for taking images or videos of children which applies to volunteers, students and visitors
A visitor may include, but is not limited to:
- Families looking to enrol their child/ren and are provided with an opportunity to view the School
- Inclusion support workers/ Allied Health Workers
- Trades person (plumber, carpenter, electrician)
- Community members contributing to the educational program such as through story or music
- Authorised Officer (Department of Education, regulatory authority, SafeWork, Police)
- Students or Volunteers
- Educators visiting from another School
- TAFE/Uni/RTO Teachers
- Performers/ Entertainers/ Presenters
The Approved Provider / Management / Nominated Supervisor will:
- ensure all educators, staff, students, volunteers and visitors have knowledge of and adhere to this policy
- ensure all volunteers, students and visitors are aware of guidelines adopted by the School around the use of personal electronic devices whilst education and care is provided for children
- request visitors who are supporting children at the School (NDIS funded support professionals, Inclusion Support professionals) gain written consent from the approved provider to capture images or video of a child for observation/documentation purposes only
- ensure the student or volunteer completes a Student and Volunteer Application Form prior to commencement of work placement, recording their full name, address, and date of birth
- ensure a Visitor Registeris maintained, including
- date
- reason for visit
- full name
- time of arrival and departure
- company (if applicable)
- Working With Children Check (where applicable, best practice)
- ensure the Visitor Register is kept in a safe and secure location
- ensure visitors provide ID if required
- conduct a visitor induction program to provide information about the School’s policies and procedures and use of personal devices [National Model Code]
- ensure all visitors complete and sign the Visitor Register
- ensure students, volunteers and/or visitors are under the direct supervision of the approved provider, nominated supervisor, responsible person or educator at all times whilst at the School
- ensure students, volunteers and/or visitors are never left alone with a child whilst at the School under any circumstance
- provide the student/volunteer with information about Child Protection Law and mandatory reporting obligations
- ensure visitors who may come into direct contact with children submit their Working with Children Check to be verified by the approved provider (best practice)
- appoint an educator to be the Student Supervisor/mentor for the duration of the placement
- conduct an orientation for the student, volunteer or visitor, including taking the student, volunteer or visitor on a tour of the School, showing emergency exits, staff room and bathroom facilities
- complete the Student and Volunteer Induction Checklist with the student or volunteer
- provide the student/volunteer with a Student and Volunteer Handbook
- negotiate with the student or volunteer the times/hours to be worked, and dates of the placement.
- advise students or volunteer to bring in a poster with a photo introducing themselves and outlining the reason for their placement
- inform families, children, and educators when work experience students and volunteers are present at the School, including their role and hours they will be attending the School
- ensure work placement students or volunteers are never left alone with children
- ensure work placement students or volunteers are never included in the ratio of adult to children (best practice)
- ensure students and volunteers are aware that they must not discuss concerns, issues or complaints with parents, guardians and/or visitors
- introduce the student or volunteer to educators and the Lead Educator/ Supervisor
- show the student, volunteer or visitor where they can access the School policies
- ensure the student or volunteer has signed a confidentiality agreement prior to commencing their placement
- discuss any relevant important information about specific children to the student or volunteer (i.e. court orders, additional needs, dietary needs) so that the student or volunteer is aware of potential issues
- liaise with learning institutions and accept suitable student placements under the institution’s supervision
- assist learning institutions to place suitable students with individual educators
- ensure student’s paperwork and insurances are current
- ensure each student or volunteer holds a current Working with Children Check
- record and verify each student, volunteer or visitors Working with Children Check where required
- ensure that no student, volunteer or visitor is affected by or under the influence of drugs or alcohol while on the School premises when children are being educated and cared for
- refer to the School Managing an Aggressive Person or Visitor Policy for guidance if a visitor becomes hostile or aggressive.
Educators will:
- maintain open communication with work experience students and volunteers along with their practicum teachers about their performance
- support all student’s and volunteer’s practicum requirements to the best of their ability during the placement
- work as a team sharing appropriate skills and knowledge with each student and volunteer
- ensure all colleagues are provided with relevant information about tasks the student is required to complete in the School as part of their practicum
- be aware of student and volunteer expectations
- have the time and proficiencies to support each student and volunteer in their placement
- encourage students to seek help and advice as required
- be positive role model, showing appropriate behaviour and conduct themselves in a professional manner
- guide the students or volunteer throughout the day
- make the student or volunteer feel welcome and a valued member of the team
- ensure all visitors complete and sign the Visitor Register
- ensure the student, volunteer or visitor is not left alone with a child or children whilst at the School under any circumstance
- ensure students, volunteers and/or visitors are under the direct supervision of the approved provider, nominated supervisor, responsible person or educator at all times whilst at the School
- refer to the School’s Managing an Aggressive Person or Visitor Policy for guidance if a visitor becomes hostile or aggressive
The Lead Educator Will:
- discuss the progress of written work and performance with the student or volunteer
- discuss any concerns raised by the student with the Student Supervisor
- ensure students or volunteers are directly supervised at all times during children’s nappy change times
- encourage students and volunteers to use their initiative
- ensure the student or volunteer remains up to date with their assessments/tasks to be completed
- discuss concerns with student or volunteer with management
- never leave the student or volunteer alone with a child or children
- provide honest and accurate feedback to the student’s training institution supervisor as required
Work Experience Students and Volunteers will:
- complete the Student and Volunteer Application Form prior to the commencement of work placement
- provide Working with Children Check details prior to placement
- not be in possession of personal electronic devices that can take images or videos while providing education and working directly with children.
- learn about the children through interaction and practical experience
- develop the skills and knowledge needed to care for and educate children
- learn about the importance of working as part of a team in the Early Childhood profession
- learn strategies for working in a team environment
- learn and accommodate the expectations of qualified educators in the School
- inform their room leader in writing of what will be expected of them by their training body, University or School, or any other training organisation, and provide time sheets and evaluation forms
- keep up to date with all written work requirements
- work a variety of shifts to gain knowledge of different aspects of School operations
- bring in a poster introducing themselves that will include:
- Name
- Photo
- Course they are studying
- RTO/university/school they are studying with
- Dates and times they will be at the School
- The focus of their study.
- discuss any problems the student may be experiencing with their room leader.
- adhere to all School policies and procedures
- never remove a child from direct staff supervision
- participate in the induction process and assist to complete the Student and
Volunteer Induction Checklist - Preferred the student wear a institution shirt (University or TAFE) with a logo. In the case no institution shirt is available, the student is to wear a smart shirt with a visitor badge.
Probity Checks
- All students, volunteers and visitors will supply identity details to the nominated supervisor
- All students, volunteers and visitors will complete and provide to the School a Working with Children Check [or similar in each state/territory prior to commencing their placement] (best practice for visitors)
- All students and volunteers will have a meeting with the nominated supervisor to receive information regarding the following School policies:
- Child Protection
- Child Safe Environment
- Privacy and Confidentiality
- Dealing with Complaints
- Work, Health and Safety
- Code of Conduct
- Safe Transportation
- Photograph
- Social Media
Students at Risk
If educators feel that the student is at risk of failing their practicum, the following steps will be taken:
- the Lead Educator will alert the student’s training institution Supervisor of any concerns regarding the student.
- both the Student Supervisor and the Lead Educator will discuss concerns with the student. the Lead Educator will arrange for the student’s supervisor/assessor to visit the School and discuss concerns that have ascended.
- the student’s educational institution and nominated supervisor will govern the outcome of the practicum.
Termination Of Student Practicum Or Volunteer Placement
Termination of a student’s or volunteer’s placement will occur if the student or volunteer
harms or is at risk of harming a child in their care:
- is under the influence of drugs or alcohol
- fails to notify the School if they will not be attending the School
- does not adhere to starting times or break times
- is observed using repeated inappropriate behaviour at the School
- does not comply with all policies and procedures addressed in the student package
- does not provide the photo with an introduction on commencement
- does not keep up to date with their work placement tasks
- removes any child or children from the direct supervision of an educator
- is unable to maintain or hold a current Working with Children Check
Continuous Improvement/reflection
Our
Student, Volunteer and Visitor Policy will be reviewed on an annual basis in consultation with children, families, staff, educators and management.
Sources
Australian Children’s Education & Care Quality Authority. (2024). Guide to the National Quality Framework.
Australian Government Department of Education. Belonging, Being and Becoming: The Early Years Learning Framework for Australia.V2.0, 2022
Australian Children’s Education & Care Quality Authority. (2024. Taking Images or Videos of Children While Providing Early Childhood Education and Care. Guidelines for the National Model Code.
Education and Care Schools National Law Act 2010. (Amended 2023).
Education and Care Schools National Regulations. (Amended 2023).
Fair Work Act 2009 (Cth).
Fair Work Commission: Anti-bullying jurisdiction.
Safe Work Australia. (2016). Guide for preventing and responding to workplace bullying
TAFE NSW Student responsibilities in work placement
Work Health and Safety Act, 2011.
