Stanley Avenue School Kids Club
Te Aroha, Te Aroha
About Stanley Avenue School Kids Club
Welcome to Stanley Avenue Kids Club.
Here at Kids Club we aim to provide a safe, stimulating and educational environment which caters for the children's different ages, gender and cultural backgrounds while attempting to encompass individual needs and interests.
All of our Before School care, After School Care and Holiday Programmes comply with strict government regulations and are audited on a regular basis.
OSCAR Accreditation Standard, Level 3
We are subject to regular inspection visits by the MSD OSCAR assessors.
WINZ
As a parent you could be eligible for an OSCAR Subsidy which will help you with your fees.
Activities
Kids Club is not school. It is a time for your children to relax and enjoy themselves. There is no compulsion to participate in any particular activity. Children are presented with a choice of activities in specific locations. It could be quiet reading, it could be a board game, it could be a boisterous game outside, it could be a quiet chat with some friends.
Essential Guidelines
We have taken considerable time and care to develop policies and practices that will ensure your child’s safety, security and wellbeing at all times. Copies of our policies are available through our Co-Ordinator or Supervisor.
Staff: Child Ratios
1:10 with a minimum of 2 staff on site at any time. Holiday Programme trip days 1:8 and higher risk activities such as swimming, 1:6
Here at Kids Club we aim to provide a safe, stimulating and educational environment which caters for the children's different ages, gender and cultural backgrounds while attempting to encompass individual needs and interests.
All of our Before School care, After School Care and Holiday Programmes comply with strict government regulations and are audited on a regular basis.
OSCAR Accreditation Standard, Level 3
We are subject to regular inspection visits by the MSD OSCAR assessors.
WINZ
As a parent you could be eligible for an OSCAR Subsidy which will help you with your fees.
Activities
Kids Club is not school. It is a time for your children to relax and enjoy themselves. There is no compulsion to participate in any particular activity. Children are presented with a choice of activities in specific locations. It could be quiet reading, it could be a board game, it could be a boisterous game outside, it could be a quiet chat with some friends.
Essential Guidelines
We have taken considerable time and care to develop policies and practices that will ensure your child’s safety, security and wellbeing at all times. Copies of our policies are available through our Co-Ordinator or Supervisor.
Staff: Child Ratios
1:10 with a minimum of 2 staff on site at any time. Holiday Programme trip days 1:8 and higher risk activities such as swimming, 1:6
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Terms & Conditions
Stanley Ave
[quote]Kids Club
[/quote]
Policies
&
Procedures
March 2023
Stanley Ave
School Kids Club
Programme Philosophy
Safe, Stimulating and Educational Environment
The Stanley Ave School Kids Club aims to provide a safe, stimulating and educational environment which caters for the children's different ages, gender and cultural backgrounds while attempting to encompass individual needs and interests.
The well-being and safety of the children is the paramount consideration during programme provision.
These policies will be on a review cycle and will be reviewed at least two yearly. It is the responsibility of the Programme Co-ordinator to ensure that this is done. Procedures will be updated as required to reflect current practice. Regular staff meetings will be held to review and update procedures and all changes will be recorded.
Copies of these policies will be kept on site and available to parents at all times.
Programme Hours Before School
The programme will operate from 6.30am to 8.30am during the term time. The programme will not operate on public holidays.
Programme Hours After School
The programme will operate from 3:00pm to 5:30pm during the term time. The programme will not operate on public holidays.
Programme Hours School Holiday Programme
The programme will operate from 8.00am to 5.30pm, or flexible depending on needs of users.
Fees
The fee structure will be clearly shown and described on all programme promotional flyers. Fees may be changed from time to time by the Board of Trustees subject to parent consultation. Fees are paid directly to the Supervisor or on invoice through internet banking, telephone banking, credit card or to the school office.
Enrolment Procedures
All families must complete an enrolment form (Appendix 2) and sign a parent contract before the child can participate in the programme. It is the parent's responsibility to inform the Supervisor of:
Any changes to information given on the enrolment form;
Any custody or access arrangements or protection orders relating to the child;
Changes to attendance arrangements.
The parent contract will inform parents of their responsibilities in this regard.
Enrolment forms must include the following information:
Child's name, address and home phone number;
Parent/guardian's names and all contact phone numbers;
Emergency contacts (2);
Names of adults authorised to pick up child;
Special instructions regarding access;
Health needs, allergies and Doctors details;
Any other information necessary to provide proper care.
Enrolment information will be maintained by the Supervisor and will be checked with and signed by parents on an annual basis to ensure accuracy.
Once enrolled, families will receive a Parent Information Pack (see attached example Appendix 3 or 4)
Drop Off and Pick Up
All children are required to be signed in when arriving at the school holiday programme, and signed out when leaving the after school programme and school holiday programme by the parent/caregiver. Parents will be advised of this expectation in the information pack provided on enrolment.
Parents are expected to advise staff when collecting their child/ren.
Parents are expected to contact the Supervisor at least 60 minutes before the beginning of the programme if their child will not be attending. If you do not contact the supervisor about your childs absence there will be a $10 cancellation fee.
The following steps will be taken if a child does not arrive at the programme:
1.Parents will be telephoned.
2.If it is after school and no contacts are available, the school will be contacted for absence information.
3.If parents are unavailable, emergency contacts will be telephoned.
4.Local police will be contacted by the programme supervisor.
If a child is not collected at the end of a programme, the following procedure will be followed:
1.A staff member will remain with the child.
2.Parents and emergency contacts will be contacted.
3.If there has been no contact with the parents within one hour of the programme closing, local police will be contacted. A note will be left at the centre indicating where the child has been taken. The Coordinator will also be informed.
Parents may be charged a late pick-up fee of $10 per 15 minutes.
Parents must inform staff if a person who is not listed on the child's enrolment form will be collecting the child.
Staff will not release a child to a person who is not identified on the enrolment form. If an unauthorised person comes to collect the child, parents will be contacted for authorisation. Written permission or verbal confirmation from parent / caregiver must be given for children to leave the programme unaccompanied.
Transporting Children
Children enrolled in the after school programme must come directly to the Recreation Centre after release from their class room. If children are travelling by bus to Kids Club, they must come directly from the bus to the Rec Centre. If a child is not at the programme by 3.15pm the procedures above will be followed.
Private Car Transport
If transport is in a private vehicle, only those with a full drivers licence, sighted by the Co-ordinator of the programme will be drivers. Private vehicles must have seatbelts for all children, have a current WOF and registration.
Staff will transport a minimum of 2 children at a time. No child will sit in the front if a back seat is available.
Children aged 5 and 6 years old will be in a booster seat supplied by Stanley Avenue School Kids Club or the parents.
A mobile phone must be carried by the driver who is transporting children. If the vehicle breaks down, the driver will immediately contact the Supervisor who will take appropriate steps e.g. Making alternative travel arrangements for the children.
A first aid kit will be carried in the vehicle.
Drivers must have a current First Aid Certificate.
Complaints
Parents will be informed on enrolment that there is a complaints procedure. This will be included in information given to parents at enrolment and will also be available at the Centre. This information will include the contact details of Oranga Tamariki, should parents wish to report a serious concern. (See Complaints Form Appendix 5).
In general, if any parents have complaints about the programme or staff members, they should:
1.Approach the Supervisor who will attempt to rectify the situation. (The Principal may be approached initially if preferred).
2.If the parent is still unhappy they should then contact the Principal.
3.Further complaints must be made in writing to the Principal or the Board of Trustees and must contain details of the grievance and desired outcomes. Either party will respond to the complaint within 14 days. Where possible, a mutually agreeable outcome will be sought.
The Supervisor will keep the Coordinator informed of any verbal complaints received. A record of all written complaints and their resolution will be maintained by the Supervisor.
Wherever possible the suggestions of parents will be incorporated in programme planning and design.
Any staff wishing to make complaints may do so to the Board of Trustees Kids Clubs representative. Any written complaints of staff will be addressed at the next Board of Trustees meeting. Any complaints of a serious nature will be bought to the Principals attention immediately.
Children With Special Needs
Children with special needs will be included in the programme whenever possible, providing that child's needs can be catered for without adversely impacting the other children and that the child will benefit from being at the programme. Full information about the child's requirements, medication, diet and supervision, must be obtained from the parents and included with the child's enrolment form. It is the Supervisor's responsibility to ensure that all staff and volunteers are fully aware of the child's requirements and that they feel confident to provide the necessary care.
If the child will require further special aids, for example modified facilities, extra staff or staff training, the Supervisor will consult with the family, Board of Trustees Kids Club representative and Principal of Stanley Ave School before a final decision is made. Each case will be considered individually and every effort will be made to include the child within the limits of the resources of the programme. However if the programme is genuinely unable to cater to the childs needs e.g. for reasons of safety then they may be excluded from the programme after consultation.
Animals
There will be no animals on the Stanley Ave School site during Kids Club operational hours. In the event of encountering a stray animal at the programme, children will be removed from the area and animal control will be contacted.
Animals Untethered offsite: Where untethered animals are encountered offsite, children will be removed from the area immediately and the appropriate authorities notified.
Cleaning
Cleaning products will be stored in a secure location out of reach of the children. Children will be required to assist with tidying and may assist with basic cleaning. However children will not be allowed access to or required to use dangerous cleaning materials.
Unwell Children
If a child becomes ill during the day they will be made comfortable, put into a quiet area and the parents notified so the child can be collected as soon as possible. If parents are unavailable, the emergency contacts will be notified.
Parents are informed of their responsibilities regarding sick children in the parent information pack.
Illness and Medication
Medicine will not be administered unless parents have signed a medication consent form (see attached Appendix 12). This form must include dosage and be signed by the staff member when they administer the medicine. Parents must check this form daily. All medicine must be labelled showing the child's name and dosage and must be stored out of reach of all children.
All staff must wear disposable gloves when preparing food and administering first aid. Staff who have notifiable diseases must take appropriate precautions to prevent cross infection, for example, they will not participate in administering first aid.
Smoke-free
In accordance with smoke-free legislation, a smoke-free policy will be adhered to at all times when the programme is operating. There is no smoking in the school buildings or grounds. Staff may not smoke while on duty or when in sight of the children. "No Smoking" signs will be displayed in the indoor areas. Any parents and visitors breaching this policy will be approached by the Supervisor immediately and advised that the programme is smoke free.
Sun Safe
Sunhats will be worn by staff and children during relevant hours during terms 4 and 1 when outdoors. Sunblock will be distributed if consent has been given on the enrolment form.
1Develop appropriate procedures to meet child safety requirements as required and appropriate to the school
2Comply with relevant legislative requirements and responsibilities giving consideration to the guidelines, further information and sample child protection templates that are available in the Children's Action Plan guideline Safer Organisations, Safer Children:
htto://www.childrensactionolan. ovt.nz. assets/CAP-Uploads childrens-workforce SaferOrganisations-safer-children. df
3Make this policy available on the school's internet site or available on request
4Ensure that every contract, or funding arrangement, that the school enters into requires the adoption of child protection policies where required
5Ensure the interests and protection of the child are paramount in all circumstances
6Recognise the rights of family/whanau to participate in the decision-making about their children
7Ensure that all staff are able to identify the signs and symptoms of potential abuse and neglect and are able to take appropriate action in response
8Support all staff to work in accordance with this policy, to work with partner agencies and organisations to ensure child protection policies are understood and implemented
9Promote a culture where staff feel confident they can constructively challenge poor practice or raise issues of concern without fear of reprisal
10Consult, discuss and share relevant information in a timely way regarding any concerns about an individual child with the board or designated person
11. Seek advice as necessary from NZSTA advisors on employment matters and other relevant agencies where child safety issues arise
12Make available professional development, resources and/or advice to ensure all staff can carry out their roles in terms of this policy
13Ensure that this policy forms part of the initial staff induction programme for each staff member
14Ensure that a report is provided for the school's annual report re progress on implementation and compliance with any funding/contracting requirements
Excursions
During the summer the Kids Club may have access to the Stanley Ave School Swimming Pool when it is not otherwise in use. If using the swimming pool, the children will be supervised at all times by adults who are trained in water safety and resuscitation.
No other excursions the after school programme will be planned unless permission has been granted by the Board of Trustees and parents have been informed.
Excursions will be planned for the school holiday programme however. A Risk Assessment will be undertaken by the Supervisor for all excursions and presented to the Board of Trustees for approval prior to the programme commencing.
Ratios for excursions will be 1:8 or 1:6 when swimming is involved.
The cost for excursions may be charged in addition to the school holiday programme fees if necessary. This must be stated on the enrolment form so parents agree to it when enrolling children, and full payment is made on registration. Parents must give written approval for all excursions. See Appendix 21 for the Field Trip Permission Slip.
All staff transporting children must have a full Drivers Licence, and must travel in fully registered and warranted vehicles. All adults and children must wear seatbelts.
In the event of an off-site visit being organised, the Supervisor will ensure a cell phone is available and taken on the off-site excursion.
When using toilet facilities off-site, children will go in pairs or under supervision of an adult.
A fully equipped first aid kit will be taken on all excursions.
All staff and volunteers at the Kids Club are/will be trained in fire earthquake drills and other emergency procedures.
First Aid and Accidents
A first aid kit will be kept at the centre. The first aid kit will be stored out of reach of the children. It is the responsibility of the Supervisor to ensure that it is maintained and well stocked (see stock take list attached Appendix 11).
At all times at least one staff member who holds a current first aid certificate must be on site.
In the event of any accident to either children or staff, the following procedure will be followed:
Staff will immediately inform the Supervisor.
Appropriate first aid will be administered.
If a child needs medical attention, parents will be contacted to ascertain if they would prefer to take the child themselves or for staff to take them to the medical centre of their choice. If parents or alternative contacts are unavailable, the child will be taken to the nearest available medical facility by a licensed driver in a private vehicle that has a current warrant of fitness and seatbelts will be used.
If serious injury occurs, parents will be notified and an ambulance called. If it is not possible to call an ambulance, children may be transported in a private vehicle.
Accidents and incidents will be recorded by staff in an incident book and parents notified at the end of the day.
All accidents to staff and children, including near misses, will be recorded and investigated. An accident will be investigated as recommended in the Approach to Accident Investigation brochure. Any accident involving serious harm will be reported to OSH as soon as possible after its occurrence and the prescribed accident form submitted to OSH within seven days.
If a child is emotionally traumatised the following procedure will be followed:
Staff will calm the child.
Parents will be contacted.
The Child Adolescent & Families Mental Health Service will be contacted if required.
For trauma of staff, the Supervisor will ensure that professional supervision is made available.
Fires and Earthquakes
Both fire and earthquake drills will be carried out once a term at both after school and holiday programmes. The fire service will be notified at least 7 days before a fire drill occurs. The Coordinator and Supervisor will develop a plan of action for emergencies involving either fire or earthquake. The plan must be clearly displayed in every room and will include:
How to recognise the nature of the emergency;
How and where children will collect outside at the evacuation assembly point (back field);
Ensuring everyone is accounted for;
Knowing how to turn off water and power supplies if necessary;
How to recognise the emergency is over;
A quick reference map of the Recreation Centre and surrounding area, showing the emergency exits and assembly point.
The Supervisor is responsible for:
Keeping a record of each drill including the names of the adults present;
Ensuring that new staff/volunteers are aware of the procedures;
In an evacuation, all staff are responsible for the evacuation of children. However the Supervisor will be responsible for collecting the roll book and telephone, and doing a final check of the building before leaving and doing a head count at the assembly point.
Procedures will be in compliance with the Stanley Ave School Emergency and Evacuation Procedures as applicable, as these are the procedures with which Stanley Ave School pupils will be familiar. (Attached Appendix 15).
Recruitment
The selection and recruitment of staff is the responsibility of the Coordinator, in consultation with the Supervisor. All paid staff will be recruited according to the following procedure:
All positions will be advertised and a shortlist of applicants drawn up for interviewing(1);
Staff will be interviewed by at least two persons representing either the Board of Trustees or staff, depending on expertise. The interview process will consist of a stated set of questions and referee checks. Copies of CVs and interview records of successful applicants will be kept;
Requirements of the job description and person specification will be used to assess the suitability of applications. (See score sheets attached Appendix 16)
All applicants will be required to provide the names of at least two referees. It is the appointment panels responsibility to contact at least two referees for verification of the applicant's experience and suitability to work with children (see referee check form Appendix 17);
The Board of Trustees must verify the interviewing committee's recommendation;
Applicants will be informed of the Board of Trustees decision in writing;
All workers, including volunteers, must:
Sign a police vetting form which the Coordinator will submit to NZ Police. No person with a conviction for sexual crimes or crimes of violence against the person may be employed at the Kids Club. All appointments will be subject to police vetting approval.
Sign a statement that they will abide by Kids Club policies.
Staff will be provided with a full job description that states responsibilities, skills, certification and standards required. (See attached Appendix 18) A written employment agreement, clearly setting out wages and conditions of work, must be signed by the employee.
(1): At times it may be necessary to appoint short-term relieving staff. These may be sought through word of mouth rather than advertising.
The programme does not employ any person in a paid or voluntary capacity, including those in governance or management positions, who has a conviction for sexual crimes or for any offence involving the harm or exploitation of children.
Employment Agreement
All staff must have an employment agreement. These will be developed using the Employment Relations Service build an agreement facility to ensure all relevant legislation is adhered to. All minimum terms of employment are set out in legislation and these will still apply whether they appear in the employment agreement or not. An employment agreement is negotiated by both parties and employees are encouraged to seek advice if they have questions. The agreement will need to be signed by both parties with each retaining a copy.
Employment Agreements must be in writing and must contain:
Names of the Employer and Employee;
Job Description;
Place of Work and hours of operation;
Rate of pay and when and how payment of wages will be made;
A dispute resolution and description of services available for helping with employment relationship problems.
Training and Supervision
All staff will have experience and/or training in school-age childcare and/or recreation. Staff training needs will be reviewed during staff appraisals or as required and opportunities provided for further training as needed. Staff will be compensated for attending regular staff meetings.
The Coordinator is responsible for ensuring that all staff, including volunteers, are sufficiently trained in first aid, emergency procedures, child management and all Kids Club policies, to ensure the safety of the children at all times. New, young or less experienced staff will receive adequate support and supervision.
Grievances and Complaints
The Principal is responsible for undertaking disciplinary action and for ensuring that it is in accordance with all relevant legislation. The Principal may seek specialist support for this function from a Human Resources specialist. If a staff member is not performing adequately, every reasonable effort will be made to help them understand the problem and to improve. Staff will be given one verbal warning and two written warnings clearly stating the problem, the measures required to improve performance and a time frame in which this is to occur. If there is not sufficient improvement the staff member may be dismissed. A staff member may only be dismissed with the agreement of the Board of Trustees of Stanley Ave School.
Staff may be suspended on full pay pending further investigation by the Principal if they are accused of:
Striking or sexually abusing a child;
Failing to observe programme rules so that a child is injured or placed in serious danger.
If the complaint is upheld the staff member may be dismissed, with the agreement of the Board of Trustees. Following a dismissal of this nature the Principal, in consultation with the Supervisor, will prepare a follow-up report recommending any changes needed to avoid the situation recurring.
Staff complaints against other staff members must be referred to the Supervisor. If no agreement can be reached the complaint will be taken to the Principal. If it is clearly inappropriate to approach the Supervisor or the Principal, staff may contact the Chairperson of the Board of Trustees.
Performance Appraisal
Appraisal programmes for staff will be the responsibility of the Coordinator. Performance appraisals will be carried out annually for each staff member, with the intention of recognising areas of good performance, improving performance, and ensuring a high standard of care at the programme.
The appraisal will be based on the job description. It will establish individual and group strengths, and identify areas for personal development. It will consist of a self-appraisal and interview with the Coordinator or the Supervisor (see below). Objectives will be set for the next term of employment. All appraisals will be confidential.
Appraisal of the Carers will be the responsibility of the Supervisor. Appraisal of the Supervisor will be the responsibility of the Coordinator and a Board of Trustees representative. Appraisal of the Coordinator will be the responsibility of the Supervisor and a Board of Trustees representative.
Salary Review
Salary review will be undertaken in line with employment agreement provisions.
Code of Behaviour
The Code of Behaviour will cover what is expected of staff in regard to professional practise and interaction with children and other staff (attached Appendix 13).
Daily
Each Term
Sweeping/vacuuming all floors;
Emptying rubbish;
Washing kitchen and toilet floors;
Wiping all kitchen benches / surfaces where food is prepared;
Cleaning toilets and hand basins;
Sorting and checking art area, toys, equipment, etc.
Washing paint work;
Laundering floor cushions, soft toys, dress ups.
The boundaries for playing outside will be clearly marked. Children must be within sight of a staff member and able to hear a whistle at all times.
Phone Access
Easy access to a phone on site is essential for:
Staff to use for emergencies and to contact parents;
Parents to contact the programme during operating hours.
A cell phone will be available on site at all times to serve this purpose. It is the Supervisors responsibility to ensure that this phone is operational at all times. Staff will carry a whistle and implement a whistle alarm system to indicate an emergency should they venture more than 100m from a cellphone.
Programme providers maintain records in accordance with the Privacy Act 2020 and other relevant legislation.
Confidentiality
The programme will ensure staff and child confidentiality. At all times the programme will comply with the requirements of the Privacy Act 2020.
All forms, such as enrolment and staff information forms (Appendix 19), will state why information is collected and what will be done with the information, eg, for emergencies, birthdays, health and safety of a child. No information is shared except with the owner's permission or as required by legislation, eg, Health and Safety Act. All files holding confidential information will be duly secured and kept away from the access of unauthorised persons.
All personal information shared in discussions between staff or at meetings is to remain between those persons.
All sensitive and personal conversations including telephone conversations shall be held discreetly and in private.
The Coordinator will ensure records are up to date and accurate.
Policy Review Schedule
Policies & Procedures Manual first drafted August 2006
Reviewed in Full August 2008
Reviewed in Full August 2010
Reviewed in Full August 2012
Reviewed in Full August 2014
Reviewed in Full August 2016
Reviewed in Full June 2017
Reviewed in Full March 2020
Next Review Due May 2022