Compliance Checklist Schools - ACECQA & ECRU NQS Tool Audit

The Akidamy School of Early Learning - Perth

• Michael Sebbag – CEO & Co-founder

• Michael Sebbag – CEO & Co-founder

• Perth School Director - Hannah Sutherland Smith
• Education Leader - Katelyn Mani
• Head of Studios - Nina Majewski
• Studio Lead - Mira Kelsey

• Fremantle Acting School Director - Ashlee Jarvis
• Hannah Sutherland Smith
• Nina Majewski

• Adelene Goh - Studio Teacher
• Lily Lee - Studio Teacher
• Mette Jensen - Studio Educator
• Mira Kelsey - Studio Lead
• Natasha Soni  - Office & Experience Coordinator
• Paula Abreu Caldas Maciel  - Studio Lead
• Paige Kiernan - Studio Teacher 
• Samantha Mosley - Studio Lead
• Yasmin Austen - Studio Teacher

• Bianca Estojero - Studio Lead
• Lucy McKenzie - Studio Lead
• Eloise Monk - Studio Educator

ECRU will undertake a Desktop Review

Review the service summary report from the NQA ITS and complete a desktop review of the available information about the service to determine the focus of your visit. This includes the following items:

• Print off a record of the responsible persons and ensure they are accessible if the NS is not there (Actioned)
• Previous monitoring visit
• Compliance actions since last visit
• Notifications (patterns &/or non-reporting)
• Conditions
• Alerts
• Print off a record of the responsible persons and ensure they are accessible if the NS is not there (Actioned)

Observations of Supervision Practices & Interactions With Children

• Sleep and Rest
• Transitioning between spaces and activities/routines
• Higher-risk activities
• Outdoor play (including free flow between inside and outside)
• Toileting and use of bathrooms
• Meal times
• Headcount practices
• Educators undertaking other tasks, including food prep, nappy changes and cleaning etc.

• The dignity and rights of each child are maintained at all times
• Educators give each child positive guidance and encouragement towards acceptable behaviour (tone of voice, language used, recognising children’s emotions and supporting regulation)
• Educators have regard to family and cultural values, age and physical and intellectual development and abilities of each child
• Educators do not use any form of physical redirection (i.e., pulling  a child by the arm, pushing a child to move, forcefully carrying a child, etc.).

• Physical sleep checks for children <2 every 10 minutes; documented in Early Works.
• Physical sleep check includes monitoring the rising and falling of the chest and regular breathing patterns.
• Children on mats are spaced out and have their bedding washed regularly.

• Free flow is encouraged; educators accordingly; headcounts completed frequently
• Educators follow supervision plan guidelines to understand how to actively supervise.

• Always supervised with privacy and autonomy according to appropriate developmental stage
• Educators communicate when they are moving spaces; phones are available to call for help/communicate.

• Educator serving a meal follows hygiene practices. Educators support mealtime and encourage children to follow a gradual mealtime in line with respect for their rights and autonomy.
• Communicating serving sizes and other information early is effective.

• The programme assists educators in planning and scheduling daily activities such as diaper changes, mealtimes, sleep and rest periods, and cleaning tasks.

• Follow the UN rights of the child. Children are listened to.
• The Akidamy approach to positive behaviour is followed and developed by educators.
• Tone of voice is always maintained at a conversational level; voices are never raised. Positive reinforcement and redirection were used.
• The Akidamy approach to positive behaviour is specific to the studio and is developed in respect to children’s age and developmental stage.
• Unless necessary for safety (child is going to hurt themselves), physical redirection is never used.

The Akidamy School of Early Learning - Perth

The Akidamy School of Early Learning - Fremantle

The Governance, Risk & Compliance (GRC) Master Directory: Filing & Evidence Guide is the location of the key summary of the systems used or located at the service.

Restrictions on the use of personal devices in centre-based services

• At the entrance of the school, there is signage with respect to the restriction of personal devices at the School.
• Digital Technology and Online Environments Policy
• Code of Conduct Policy

R.168

Education and care services must have policies and procedures.

1. the taking, use, storage and destruction of images and videos of children being educated and cared for by the service;
2. obtaining authorisation from parents to take, use and store images and videos of children being educated and cared for by the service
3. the use of any optical surveillance device at the service (CCTV)
4. the use of any digital device issued by the service
5. the use of digital devices by children being educated and cared for by the service

• For complete details, refer to the Child Safe Environment and Wellbeing Policy.  
• Digital Technology and Online Environments Policy
• Safe Use of Digital Technologies and Online Environments Procedure
• Technology policy
• CCS Date Security, Governance, & Cyber Safety Policy
• Photography Policy

S.51(1)(a)

Add comments from discussions with a sample of these people; consider:

• where personal devices are stored
• when can these be accessed
• what service devices are available
• how are service devices identifiable
• how are multi factor identification requirements met if applicable
• no images or log in credentials are shared between or linked to personal email accounts

Are any personal devices being used or in the possession of educators, staff, students or volunteers whilst working directly with children?  

(if yes, detail reason, location and by whom and photograph the device and location if possible.)

The procedures regarding the restricted use of personal electronic devices that can take images or videos and personal storage media are outlined in our Digital Technology and Online Environments Policy. Here are some key points from the policy relevant to your questions:

• Personal electronic devices that can take images or videos (e.g., tablets, phones, digital cameras, smart watches), as well as personal storage and file transfer media (e.g., SD cards, USB drives), should not be in the possession of any person while providing education and care and working directly with children. Exceptions are allowed only for limited, essential purposes that are authorised in writing by the approved provider.

• Educators, staff, students, and volunteers working directly with children are required to be aware of these restrictions. Professional judgement and ethical behaviour are emphasised when using technology.

• The policy encourages discussions with staff to ensure that everyone understands where personal devices are stored, when they can be accessed, and the identification of service devices.

• Safe Use of Digital Technologies and Online Environments Procedure 
• Digital Technology and Online Environments Policy
• Safe Use of Digital Technologies and Online Environments Procedure
• Technology policy
• CCS Date Security, Governance, & Cyber Safety Policy
• Photography Policy

S.165

Offence to inadequately supervise children.

Does the service have processes in place to ensure that all children being educated and cared for by the service are adequately supervised at all times that the children are in the care?

AO to observe, discuss or sight and record notes:

• Children are adequately supervised, being supervised at all times, including during toileting, sleep/rest, transitions and mealtimes.
• Educators adjust their levels of supervision depending on ages and needs of children as well as risk.
• Supervision conditions on service approval are being followed (if applicable).
• Educators have knowledge of their responsibilities and effectively implement supervision plans and/or headcounts

• Supervision Policy
• Staffing Arrangements Policy
• Child Supervision Procedure

Children are never left on their own; there will always be a staff member supervising toileting, sleep/rest & transitions

Educators follow a supervision plan to understand supervision zones and how to adjust their practice based on where the children are, the ages of the children, etc. This included in the staff onboarding modules.

Supervision Plan - Headcounts are down after each transitional period throughout the day. This is logged on Smart Central; this also tracks staff ratios and responsible individuals. This is checked Daily and also during the course of the day. 

S.167

Offences relating to the protection of children from harm and hazards.

Every reasonable precaution is taken to protect children being educated and cared for by the service from harm and any hazards likely to cause injury.

Surface temperatures and equipment are below 40 degrees Celsius 

(AO to use heat gun to check – record temperature & take photo)

Hot liquids are not consumed or accessible to children

Chemicals, poisons and other dangerous items are inaccessible to children.

Physical environment safety checks are done every morning/afternoon & evening as part of checklists. If a hazard is identified, it is immediately reported via the checklist and addressed. Checklist on 1Place.

• Outdoor Opening Safety Checklist Procedure
• Outdoor Closing Safety Checklist Procedure
• Outdoor Afternoon Safety Checklist Procedure
• Outdoor environment
• Physical Environment Policy
• Transition to School Policy
• Bottle Safety and Hygienic Preparation Policy

Boiling water for bottles is kept in the bottle prep room only; this room is not accessible by children. A hot tap( TapBill) is in the Prep Room in Nursery 2 at Perth and Prep room between Nursery 1 & 2 at Fremantle.

All chemicals are stored in locations that are inaccessible to children, either up high or in a locked cupboard if they are under 1.2 metres. Cupboards with chemicals are labelled and out of reach of children. Safe Storage of Hazardous Chemicals Policy

Chemical data sheets are kept in each studio – these are sourced from the products' websites, i.e., Glen 20. 

A copy of all Chemicals kept in Folder in the Storeroom and location of Other Chemical in the Studio or Room they are located in.

R.155

S. 166

Interactions with Children

Offence to use inappropriate discipline

UN rights of the child are displayed and embedded throughout practice. Link to poster here: UN Rights of a child.

Educators follow Akidamy approach to positive behaviour (Positive Behaviour Procedure)

Following Akidamy approach to positive behaviour with the following policy:

• Multicultural Policy
• Anti-bias & Inclusion Policy
• Interactions with Children, Families & Staff Policy
• Respect for Children Policy

S.51(8)

Conditions on service approval

Are the conditions on the service approval being followed?

• If not, collect evidence of this and record a breach under S51(8)

R.89

CD – AP

INF - AP

First Aid Kits

Are there an appropriate number of accessible first aid kits that are:

• suitably equipped.
• easily recognisable
• readily accessible to adults, including during transport if applicable.

First aid kit in each studio and reception area. Cupboards are labelled to identify where they are. This is also shown in the emergency plans on the school and shown in all studios.

There is a list on SweetProcess that identifies what needs to be checked and logged and how often.

First aid checklist and record and administration of First Aid Policy 

R.97

R.97(4)

INF - AP

Emergency Evacuation Procedures

All evacuation maps are located at the doors. Plans made by Heng at EMT and Fremantle by the building Fire Management Company. A base copy is shown in the Perth - Emergency and Evacuation Policy and Fremantle - Emergency and Evacuation Policy

R.103

CD – AP

Premises, furniture and equipment to be safe, clean and in good repair.

Maintenance is reported immediately on 1Place platform, and unsafe furniture is removed from children’s environment.

R.104

CD – AP

INF – AP

Fencing

Is the fence of a height and design that prevents children of preschool age and under from getting through it, under it or over it?

Yes, in line with Australian standards and building regulations and codes. Building and Building Brief: The Akidamy - School Design Standards, Assumptions & Guidelines.

R.105

CD – AP

Furniture, materials and equipment

Is there sufficient furniture, materials and developmentally appropriate equipment for children?

R.114

CD – AP

Outdoor space – shade

Indeed. The structures have been designed to have a permanent shade structure that is superior to Sunsafe at both Perth and Fremantle, which accounts for forty percent of the total playspace. Within the structural roof awning category is that.

R.115

CD – AP

Premises designed to facilitate supervision.

• facilitates supervision of children at all times
• Are there any blind spots?
• maintain the rights and dignity of the children.

AOs are to take photos or videos of any areas of the premises that present a supervision concern.

• Yes, transparent windows and doors that allow for no blind spots but still maintain the rights and dignity of the child.
• Facilities are appropriately designed for the children so they can maintain developmentally appropriate independence and autonomy when using these facilities. (doors for kindy children's toilets and steps for nappy changes so children can climb up).
• The school has established policies for alterations to the building's design and makes certain that these policies are in accordance with the regulations.
• Smartsheet containing information about the suppliers and contractors.
• The following key policies support this:
  • Internal and Building Design Areas Brief and Standards - Base
  • The Akidamy - School Design Standards, Assumptions & Guidelines
  • Toilet Training A Child Procedure
  • Respect for Children Policy

S.169(1)

Offence relating to staffing arrangements

Educator-to-child ratio - WA specific: Is the relevant number of educators to children met to ensure compliance with R.123? Are the educators working directly with children?

• 0-2 years = 1:4
• 2-3 years = 1:5
• 3+ years = 1:10

We ask that you take note of the number of children who are present in each age group.

• Enrolment information on Smart Central
• Daily rolls on Smart Central
• Family/guardian signs the child in/out with their pin. The nominated supervisor/educator can sign the child in with their unique pin if the parent has forgotten.

See above, as this information is also outlined per school.

• Enrolment information on Smart Central
• Daily rolls on Smart Central
• Family/guardian signs the child in/out with their pin. The nominated supervisor/educator can sign the child in with their unique pin if the parent has forgotten.

R.158

Prescribed record

Children’s attendance records

Is there a record of children’s attendance, including:

S.172

Prescribed information to be displayed as per Regulation 173

Is this information visible from the main entrance?

• Approved Provider:
• name
• provider number
• conditions
• Approved Service
• name
• service number
• conditions
• name(s) of all Nominated Supervisor(s) and Responsible Person'
• current ratings for each Quality Area in the National Quality Standard and the overall rating of the service.
• any temporary or service waivers granted – including duration.
• centre’s hours and days of operation
• name and phone number of the person to be contacted to receive a complaint
• name and position of the responsible person in charge at any given time
• name of the educational leader
• contact details for the Regulatory Authority.
• if applicable, a notice stating that a child at risk anaphylaxis is enrolled at the service
• if applicable, a notice of an occurrence of an infectious disease at the service.

Discussions and Review of Documents

Law / Regs

Items Requirements by ECRU

The Akidamy - Compliance Evidence to Support

S.167 contd.

Prescribed record (R.162)

Offences relating to the protection of children from harm and hazards.

• Procedures are in place to check that environments are free from hazards (safety/hazard checks)
• Children with medical conditions have medical management, risk minimisation and communication plans in place

The open/close checklist is used for daily safety checks. Procedure for reporting hazards. Checklists on 1Place.

Copies are in the studio, kitchen and reception areas. Families are reminded when plans are due for review. 

Stored on Smartcentral and created on Canva.

• Administration of Medication Policy
• Managing Medical Condition Procedure
• Family Communication Policy

S.165 contd.

Prescribed record

Offence to inadequately supervise children.

• Child Safe Environment (or specific supervision) policy-specific information relating to supervision
• Supervision plans &/or headcounts

Supervision policy; includes supervision plan and headcounts (completed on Smartcentral).

• Supervision Policy
• Child Supervision Procedure
• Child Safe Environment and Wellbeing Policy

R.84

CD - AP

Awareness of child protection law.

Has the approved advised the NS, staff members (educators), volunteers and students of:

1. The existence and application of the current child protection law
2. any obligations that the person may have under that law.

In WA this refers to the mandatory reporting obligation of child sexual abuse from 1 November 2024.

AOs to sight evidence of how the AP has advised of the child protection law and obligations (i.e. induction records, policy, code of conduct, staff/student handbook).

Receive information from Childcare Desktop, ECRU and ECA when policies have changed/laws updated. All staff members complete child protection training during onboarding and annual updates.

Child protection reporting policy – Child Protection Capo.

S.170

Offence relating to unauthorised persons on education and care service premises

R.87

Prescribed record

(3) The incident, injury, trauma and illness record must include —

(ii) any medical personnel contacted;

Any serious incidents are on the portal NQAITIS, and the follow-up from them is in our Akidamy SharePoint under compliance documents.

Incident reports via Earlyworks.

• Incident, Injury, Trauma and Illness Policy
• How to Locate & Access Incident, Injury, Trauma & Illness Record & Reports in Earlyworks

R.97

R.97 (2), (2A), (3), (4)

CD - AP

Emergency evacuation procedures

The service must:

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 1 place. 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. 

• Perth - Emergency and Evacuation Policy
• Evacuation Procedure including fire, lockdown and medical - Perth School
• Fremantle - Fire Evacuation Procedure
• Fremantle - Emergency and Evacuation Policy

Completed once a month, rotating through evacuation, lockdown and medical emergency.

S.169(2)

Prescribed record

(2) Educator qualifications - WA specific. Does each educator meet the qualification requirements to ensure compliance with R.126?

*50% of educators required to meet ratios must hold or be actively working towards at least a diploma-level qualification.

*All remaining educators required to meet ratios must hold or be actively working towards at least a Cert III level qualification.

*An educator may be employed for up to 3 months with an AP before needing to be enrolled in a relevant qualification. AO to sight the qualifications.

*If issues are identified regarding ratios &/or qualifications, the AO must gather evidence of all qualifications (including working towards a qualification), a working directly with children record and a record of children’s attendance (sign in and our record) to complete a thorough assessment post visit.

AO to sight a sample of educator qualifications

On a daily observation, the staff clock in on SmartCentral, and this says what qualification they are.

Qualification ratio is available through the ratio on smart central.

Ratio record on Smart Central, including staff who have worked directly with children. Please note this reviewed as part of the rostering of staff members for leave and assigned work hours weekly for a rolling two-week schedule.

R.136

CD – AP

Prescribed record

First Aid Qualifications

• an ACECQA approved first aid qualification.
• completed approved emergency asthma management training.
• completed approved anaphylaxis management training.
• CPR is completed within the last 12 months

AO sighted qualifications for at least the opening and closing staff on the day of the visit.

All staff have up-to-date first aid and CPR training, as well as ARTHREX and anaphylaxis training. Logged, and this is logged and stored in Employment Hero, under each staff certification, and provides reminders for when this needs to be renewed. Employment Hero is the primary place to Locate Staff Education & Care Qualifications Records

 

R. 117A

Prescribed record

Placing a person in day-to-day charge

Has the person consented to the placement in writing?

*AO to review the consent for Responsible Persons on the day the visit

*If concerns are identified regarding the appointment of a responsible person or the nominated supervisor, the AO must consider R117B or R117C and obtain evidence.

*If no responsible person is in charge at the time of the visit, this should be recorded as a breach of S.162. Offence to operate education and care service unless responsible person is present

Responsible person declaration on employment hero; certifications. Copy the file also.

Morning person opening is responsible

This then changes over to the close at 2:45pm.

Daily logged on Smart Central

R.150

Prescribed record

Records of responsible persons

Does the staff record include the name of the responsible person at the service for each time that children are being educated and caredf for?

*Prescribed record under R.177 If the document is not available, a breach of S.175

Using the Smart Central app, staff members check in at the Reception desk as Responsible People (RP). This keeps track of the number of staff to children, the chosen supervisor, the number of staff in each studio, and the children who come and go each day. This includes prescribed roles as Nominate Supervisor (NS) and RP. Before parents drop off their children, they do this, and staff do random checks throughout the day to make sure the attendance list is correct.  

Every day, the reception shows who is currently the Responsible Person. This person changes depending on who is on duty in that role. The Notice Board at Reception has a list of the NS and RP people. This is also recorded electronically in the Smartcentral under the Ratio Screen 

R.151

Prescribed record

Record of educators working directly with children

Does this record reflect observed staffing arrangements?

*Prescribed record under R.177 If the document is not available, a breach of S.175

Ratio; Smart Central. Educators sign in for the programming lunch. The planned two rolling rosters are stored in Employment Hero as well.

S.168

Prescribed record

Offences relating to required programs

The programme being delivered to children is:

(a) based on an approved learning framework (EYLF or MTOP)

(b) is delivered in a manner that accords with the ALF

(c) is based on the developmental needs, interests and experiences each child

(d) is designed to take into account the individual differences each child

• Earlyworks; programs
• In line with EYLF; early works
• Earlyworks; milestones, EYLF

R.75

Information about the educational programme is to be kept available.

(a) information about the contents and operation of the educational program for the service displayed at the education and care service premises at a place accessible to family members of children being educated and cared for by the service; and

(b) a copy of the educational program available for inspection onrequest

(c) (i) at the education and care services premises.

* Whilst the programme is not required to be displayed information about the programme must be displayed i.e. if a digital/online platform isused, information about what this is and how it can be accessed shouldbe displayed.

Communicated with families and printed in each studio, this is also included in our digital Education tool Earlyworks – It's printed and displayed.

S. 175

Offence relating to requirement to keep enrolment records andother documents.

• Are prescribed records (as per R.177) available for inspection byAO?

  • Must, to the extent practicable, be kept at the premises in relation to the operation of the service, staff, and children.

  • In any other case, it must be kept in a place/manner that is readily accessible to AO.

*Prescribed records are noted in the left-hand column of the checklist.

• Incident, injury, trauma and illness records
• Children’s enrolment records
• Children’s medical management plan or risk minimisation plan
• Children’s attendance records 
• Staff records (qualifications and WWCC) 
• Records of the responsible person at the service at any given time
• the documentation of child assessments or evaluations for delivery of the program
• Record of educators working directly with children (rosters, timesheets, other records)
• Record of children embarking and disembarking a means of transport at the education and care service (if applicable). 

All in Compliance file in the Reception and stored electronically in Earlyworks.

Anything older than 2 years is on a memory stick located in the Key Cupboard – Storeroom AND stored in the Sharepoint Directory. 

Transportation of children other than as part of excursion (if applicable)

*Transport does not include walking transportation.
*Transport is for REGULAR transport NOT for an excursion 

DOES NOT APPLY AT AKIDAMY -  WE DO NOT PROVIDE TRANSPORT
Nevertheless, when children go on excursions and trips, we ignore the risk assessment that covers this activity. This is located in 1Place.

If the service provides transport:

i.e. school drops &amp; collections or home transport

R.102E

Children embarking a means of transport — centre-basedservice.

*Embarking at the service only.

The service must ensure the following requirements are compliedwith:

(4)(a) a staff member or nominated supervisor of the service, who is not driving the means of transport, is present when the children embark the means of transport at the education and care service premises; and

(b) each child embarking the means of transport at the education and care service premises is accounted for by the person referred to inparagraph (a); and

(c) immediately after all the children have embarked the means oftransport at the education and care service premises, a record is madethat —

(i) confirms each child referred to in paragraph (b) has beenaccounted for; and

(ii) states how each child referred to in paragraph (b) has beenaccounted for; and

(iii) states the date and time the record is made; and

(iv) states the name of, and is signed by, the person referred to inparagraph (a).

AO to review embarking and disembarking documents, discuss this practice and, where possible, observe the practice.

DOES NOT APPLY AT AKIDAMY  - WE DO NOT PROVIDE TRANSPORT  
Nevertheless, when children go on excursions and trips, we ignore the risk assessment that covers this activity. This is located in 1Place.

R.102F

Children disembarking a means of transport — centre-based service.

*Disembarking at the service only

The service must ensure the requirements are complied with:

(4)(a) a staff member or nominated supervisor of the service, who is not driving the means of transport, is present when the childrendisembark the means of transport at the education and care servicepremises; and

(b) each child disembarking the means of transport at the educationand care service premises is accounted for by the person referred to inparagraph (a); and

(c) the person referred to in paragraph (a) examines the interior ofthe means of transport to confirm no children remain on the means oftransport; and

(d) immediately after all the children have disembarked the means oftransport at the education and care service premises, a record is made that —

(i) confirms each child referred to in paragraph (b) has beenaccounted for; and

(ii) states how each child referred to in paragraph (b) has beenaccounted for; and

(iii) states the examination referred to in paragraph (c) has beencarried out; and

(iv) states the date and time the record is made; and

(v) states the name of, and is signed by, the person referred to inparagraph (a).