Record keeping and retention policy.

Aims: To ensure that our service maintains appropriate records in line with our regulatory requirements and according to best practice.

Implementation

Records to be Kept in Relation to Staff

The following records must be kept in relation to the service's Nominated Supervisors

• The full name, address, and date of birth.

• Evidence of any relevant qualifications held by the Nominated Supervisor.

• If applicable, evidence that the Nominated Supervisor is actively working towards that qualification. If this is the case, the following must be recorded:

• Proof of enrolment.

• Documentary evidence that the Nominated Supervisor has commenced the course, is making satisfactory progress towards the completion of the course and is meeting the requirements of maintaining the enrolment.

• For Nominated Supervisors who are working towards the completion of a Diploma level education and care qualification, proof that they hold an approved Certificate III level education and care qualification or has completed the units of study in an approved Certificate III level education and care qualification determined by ACECQA.

• Evidence of any approved training (including first aid training) completed by the Supervisor, training certificates must state the date when the person completed the course and the expiry date or validity date of the training

• The identifying number and expiry date of a Working with Children Check (WWCC) and the date this was verified or for nominated supervisors the identifying number and expiry date of their current teacher registration

• For Nominated Supervisors and Persons in Day to Day Charge, evidence the person has consented to the position and meets the minimum requirements to be placed in the position.

The following records must be kept in relation to other staff members:

• The full name, address, and date of birth.

• Evidence of any relevant qualifications.

• If applicable, evidence that the staff member is actively working towards that qualification. If this is the case, the following must be recorded:

  • Proof of enrolment.

  • Documentary evidence that the staff member has commenced the course, is making satisfactory progress towards the completion of the course, is meeting the requirements of maintaining the enrolment.

  • For educators who are working towards the completion of a Diploma level education and care qualification, proof that they hold an approved Certificate III level education and care qualification or has completed the units of study in an approved Certificate III level education and care qualification determined by ACECQA.

• Evidence of any approved training (including first aid training) completed by the staff member.

• The identifying number and expiry date of a Working with Children Check (WWCC) and the date this was verified, or the identifying number and expiry date of their current teacher registration.

The following records must be kept in relation to the Educational Leader:

• The name of the educator who is designated at this role.

The following records must be kept in relation to Students and Volunteers:

• The full name, address, and date of birth of each student or volunteer.

• The Approved Provider must also keep a record for each day on which the student or volunteer participates in the service, the date, and hours of participation.

• A Working with Children Check with a record of the identifying number and expiry date and the date this was verified.

The following records must be kept in relation to the Responsible Person:

• The staff record must include the name of the Responsible Person at the centre-based service for each time that children are being educated and cared for by the service.

The following records will be kept in relation to educators working directly with children:

• The name of the educator.

• The hours that each educator works directly with children. Please note that a staff roster or time sheet is sufficient record of this.

The following records will be kept in relation to access to Early Childhood Teacher/s:

• The Approved Provider of a centre-based service that provides education and care to fewer than 25 children preschool age or under must ensure that a record is kept of the following:

• The period that an early childhood teacher is working with the service in accordance with the time frames set out in the Staffing Arrangements Policy.

• The periods that the Early Childhood Teacher is working directly with children and not working directly with children.

• The Approved Provider of a centre-based service that provides education and care to 25 or more children preschool age or under must ensure that a record is kept of the period that an Early Childhood Teacher is in attendance at the service.

Child safe record keeping

We are committed to keeping full, clear, objective and accurate records about any incidents, responses and decisions that relate to child safety and well-being, including sexual abuse. We support individuals’ rights to access, amend and annotate their own records, except if in doing so they are breaking the law or breaching one of our other policies.

All records that relate to child safety and well-being – e.g. suspicions, disclosures, allegations, convictions, reports, complaints, grievances, investigations, complaints handling, breaches, disciplinary actions, referrals, exchanges of information, risk assessments, policies and procedures - will be kept, maintained and stored for the best practice period of a minimum of 45 years after the date they are made (and longer if possible). This is because it is common for children to delay reporting or pursuing cases of abuse.

Online records will be stored password protected file and physical records in a secure cabinet.

Records Relating to Enrolled Children

The following records will be kept in relation to enrolled children:

• Documentation relating to child assessments or evaluations for delivery of the education program, including:

• Assessments of the child's developmental needs, interests experiences and participation in the education program.

• Assessments of the child's progress against the outcomes of the educational program.

• An Incident, Injury, Trauma, and Illness Record (within Incident, Injury, Trauma, and Illness Policy), including:

• Any incident, injury, trauma or illness records will be kept on the child’s enrolment record and will include:

• Details of any incident in relation to a child or injury received by a child or trauma to which a child has been subject while being educated and care for by the service. The following must be included:

• The name and age of the child.

• The circumstances leading to the incident, injury, or trauma.

• The time and date the incident occurred, the injury that was received or the child was subjected to the trauma.

• Details of any illness which becomes apparent while the child is being educated and care for by the service. The following must be included:

• The name and age of the child.

• The relevant circumstances surrounding the child becoming ill and any apparent symptoms.

• The time and date of the apparent onset of the illness.

• Details of the action taken by the service in relation to any incident, injury, trauma, or illness which a child has suffered while being educated and cared for by the service. The following must be included:

• Any medication administered or first aid provided.

• Any medical personnel contacted.

• Details of any person who witness the incident, injury, or trauma.

• The name of any person who the education and care service notified or attempted to notify of any incident, injury trauma or illness a child has suffered at the service and the time and date of the notification and notification attempts.

• The name and signature of the person making an entry in the record and the time and date that the entry was make.

• This record must be recorded as soon as is practicable, but not later than 24 hours after the incident, injury, trauma, or onset of illness occurred.

• A medication record which includes the following:

• The name of the child

• The authorisation to administer medication (including self-administration if applicable) signed by a parent or a person named in the child's enrolment record as authorised to consent to administration of medication.

• The name of the medication to be administered.

• The time and date the medication was last administered.

• The time and date or the circumstance under which the medication should be next administered.

• The dosage of the medication to be administered.

• If the medication is administered to the child:

• The dosage that was administered.

• The manner in which the medication was administered.

• The name and signature of the person who administered the medication.

• If another individual is required to check the dosage, the name and signature of that person.

• A record of attendance for enrolled children, including:

• The full name of each child attending the service.

• The date and time each child arrives and departs.

• The name/signature of the person who delivers the child to the education and care service premises or the name of the nominated supervisor or an educator. Child attendance records are completed digitally through our centre App.

• Child enrolment records which include the following:

• The full name, date of birth and address of the child.

• The name, address and contact details of:

• Each known parent of the child.

• Any person who is to be notified of any emergency involving the chid if any parent of the child cannot be immediately.

• Any person who is an authorised nominee.

• Any person who is authorised to consent to medical treatment of, or to authorise administration of medication to the child.

• Any person who is authorised to authorise an educator to take the child outside the education and care service premises.

• Details of any court orders, parenting orders or parenting plans provided to the approved provider relating to powers, duties, responsibilities, or authorities of any person in relation to the child or access to the child.

• Details of any other court orders provided to the approved provider relating to the child's residence or the child's contact with a parent or other person.

• Gender of the child.

• Language used in the child's home.

• Cultural background of the child and parents (if applicable).

• Any special considerations for the child (e.g., cultural, religious, dietary requirements or additional needs).

• Authorisations signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child or nominated supervisor to seek:

• Medical treatment for the child from a registered medical practitioner, hospital, or ambulance service.

• Transportation of the child by any ambulance service.

• Authorisation to take the child on regular outings.

• the name, address and telephone number or the child's registered medical practitioner or medical service.

• The child's Medicare number if available.

• Details of any specific healthcare needs of the child, including any medical conditions, allergies, including whether the child has been diagnosed as at risk of anaphylaxis

• Any medical management plan or risk minimisation plan

• Details of any dietary restrictions for the child.

• The immunisation status of the child.

• A notation that states that a staff member or approved provider has sighted a child's health record.

• A record of the services compliance with the law, including:

• Details of any amendments of the service approval made by the Regulatory Authority including:

• The reason stated by the Regulatory Authority for the amendment.

• The date on which the amendment took or takes effect.

• The date (if any) that the amendment ceases to have effect.

• Details of any suspension of the service (other than a voluntary suspension) including:

• The reason stated by the Regulatory Authority for the suspension.

• The date on which the suspension took or takes effect.

• The date that the suspension ends.

• Details of any compliance direction or compliance notice issued to the approved provider in respect of the service, including:

• The reason stated by the Regulatory Authority for issuing the direction or notice.

• The steps specified in the direction or notice.

• The date by which the steps specified must be taken.

• This information must not include any information that identifies any person other than the Approved Provider.

• A record of any person placed in day-to-day charge of the education and care services.

• A Record of qualified educator replacement; which must include

• Name of the educator being replaced;

• Qualification(s) the reliving educator holds, or is actively working towards;

• Qualification(s) of the substitute educator;

• Dates of replacement;

• Reason(s) for absence.

• Record regarding replacement of ECT or suitably qualified person which must include:

• Name of the ECT/suitably qualified person being replaced;

• Role;

• Qualifications(s) of the substitute educator;

• Dates of replacement;

• Reason(s) for absence.

The Approved Provider must ensure that the documents referred to above in relation to a child enrolled at the service are made available to a parent of the child on request. In line with this, if a parent's access to the kind of information referred to in this documentation is limited by an order of a court, the Approved Provider must refer to the court order in relation to the release of information concerning the child to that parent.

We must obtain written consent of the person to whom the personal information relates before disclosing to a parent of a child enrolled at the service any personal information relating to:

1. A parent of a child enrolled at the service, if that person is not the parent making the request

2. A person who is required to be notified of an emergency involving a child enrolled at the service if a parent cannot be immediately contacted

3. An authorised nominee of a child enrolled at the service

4. A person who is authorised to consent to medical treatment of, or to authorise administration of medication to, a child enrolled at the service

5. A person who is authorised to allow an educator to take a child outside the premises

6. A person who is authorised to allow the service to transport, or arrange transport for, the child

A person who has given their consent can withdraw it in writing at any time before the information is disclosed.

Evidence of public liability insurance

The approved will keep ongoing evidence of the current public liability insurance at our service premises (e.g. certificate of currencies)

Child Care Subsidy Records which include

• Complaints made about compliance with the Family Assistance Law

• Any notice made to a state/territory agency about a child at risk of abuse or neglect

• Attendance record for each child at service (whether eligible for CCS and/or Additional CCS or not) including records of any absences

• Evidence that any absences in excess of the 42 days allowed meet the required criteria

• Copies of invoices and receipts for the payment of child care fees

• Copies of all Statements of Entitlement issued and any Statements advising a change of entitlement

• Complying Written Arrangements (CWAs) for each child (unless fees are not paid under this type of arrangement) which include names and contact details of provider and person responsible for paying fees, date arrangement starts, name and date of birth of child (or children), if care will be provided on a routine basis, and if so, details about the days on which sessions of care will usually be provided, and the usual start and end times for these sessions of care, whether care may be provided on a casual or flexible basis (in addition to, or instead of, a routine basis), details of fees to be charged e.g. via fee schedule or information available on website that the parties understand may vary from time to time

• All evidence to support background checks for specified personnel including persons with management or control of service and persons responsible for day to day operation of service.

Length of Time Records must be Kept

The approved provider must keep the following documents and have them available for inspection at our premises:

• Evidence of public liability insurance – Ongoing

• Quality improvement plan – Ongoing with annual revisions

• Child assessments or evaluations for delivery of the educational program – Until the end of 3 years after the child’s last attendance

• Incident, injury, trauma and illness record – Until the child is 25 years old or for at least 45 years from the date the record was made if it relates to child abuse

• Medication record - Until the end of 3 years after the child’s last attendance

• Child attendance record - Until the end of 3 years after the child’s last attendance

• Child enrolment record - Until the end of 3 years after the child’s last attendance

• Death of a child while being educated and cared for by the service - Until the end of 7 years after the child’s death

• Record of service’s compliance history - Until the end of 3 years after the approved provider operated the service

• Staff record - Until the end of 3 years after the staff member works for the service

• Record of access to early childhood teachers or suitably qualified person - Until the end of 3 years after the staff member works for the service

• Record of educators working directly with children - Until the end of 3 years after the staff member works for the service

• Record of volunteers and students - Until the end of 3 years after the volunteer or student attended the service

• Record of responsible person in day-to-day charge including nominated supervisors placed in day-to-day charge - Until the end of 3 years after the staff member works for the service- Until the end of 3 years after the staff member works for the service

• Records required for Family Assistance Law/Child Care Subsidy purposes – Until 7 years after the date on which the records were made.

Storage of Records

Record made by our service will be stored in a safe and secure location for the relevant time periods as set out above and only made accessible to relevant individuals.

If a service is transferred under the law, documents relating to a child must not be transferred without the express consent of the child's parents.

Confidentiality and Storage of Records

The Approved Provider will ensure that information kept in a record is not divulged or communicated through direct or indirect means to another person other than:

• The extent necessary for the education and care or medical treatment of the child to whom the information relates.

• A parent of the child to whom the information relates in accordance with regulation 177 “Prescribed enrolment and other documents to be kept by the approved provider” – in other words, we must have the written consent of the person to whom the personal information relates to before disclosing the information (except in the case of information kept in a staff record)

• The Regulatory Authority or an authorised officer.

• As expressly authorised, permitted or required to be given by or under any Act or law (for example, exchanges of information under child protection laws – see Child Protection Policy for more information)

• With the written consent of the person who provided the information.

Information recorded on our centres App.

This includes records of the responsible person on duty, individual children’s developmental records, nappy change records, centre checks i.e., outdoor area checks, fridge temps etc. will be stored electronically and securely on our OWNA (Eikoh Child Care Centre) App.

Sourced: Public Health Regulation 2012

Privacy Act 1988

Education and Care Services National Regulations

National Quality Standard

NSW Office of the Children’s Guardian

Child Protection (Working with Children Act) 2012

Centre Support

Roles and responsibilities

All staff, volunteers, students and families must understand our Record Keeping and Retention Policy and their role and responsibilities in keeping and retaining records.

This policy is the property of Eikoh Seminar Australia Pty Limited and must not be reproduced without the consent of management.