MAUNGAWHAU SCHOOL OUT OF SCHOOL CARE
POLICIES AND PROCEDURES
Maungawhau School provides a safe, fun and above all quality OSCAR programme, that caters for children of different ages, gender and cultural backgrounds. The safety and wellbeing of the children is the most important consideration for the duration of the programme. Staff are selected to meet the high standards of programme delivery set by the Programme Manager. Staff are encouraged to take ownership of the programme and any ideas and participation in planning is encouraged.
The policies will be reviewed annually. Management take full responsibility to ensure this is completed. Copies of these policies and procedures will be made available to staff, parents and caregivers at all times.
Our services are delivered free from any discrimination, coercion, harassment, and sexual, financial or other exploitation.
The Before School Care programme will operate from 7.30am – 8.30am Monday to Friday, during the school term.
The After School Care programme will operate from 3.00pm – 6.00pm, Monday to
Friday, during the school term.
The Holiday Programme will operate from 8.00am – 6.00pm,
Monday to Friday, during the school holidays.
The programme will not operate on public holidays.
PROGRAMME ENVIRONMENT POLICIES
Maungawhau School will provide a safe, varied and stimulating programme that meets the developmental, emotional, intellectual and physical needs of the children.
Maungawhau School provides an environment where the wellbeing of children attending is paramount. It is a safe, positive and child focused environment, ensuring that all children and their families feel welcome, included and valued as individuals.
The programme will take place in Term Blocks for Before and After School Care and eight to twelve weeks for Holiday Care, with different activities scheduled for different days, to ensure children have exposure to all types of activities.
Each day’s activities and programme plans will be displayed at the venue.
There will be varied and organized age appropriate activities each day. This will include afternoon tea, free time, and homework time on request.
While supervision will be available during homework time it will remain the parent’s/caregiver’s responsibility to ensure all homework is completed and returned on time.
Holiday Programme brochures will be distributed to all children in the school as soon as possible prior to each holiday period. This brochure outlines the location and dates of the programme, each day’s planned activities, costs, enrolment information, policy information and other relevant parent information.
The programmes will cover a wide range of activities that meets children’s needs in the areas of:
Planned arts and crafts
Time on playground structures (weather permitting)
Child directed use of art and craft materials
Organized sport or active group game
Organized group quiet game or activity
Free use of games and equipment
Free outdoor play time
Organised excursions to approved destinations
All equipment will be well maintained and will be age appropriate.
Children booked into the After School Care Programme will be provided with a simple afternoon tea. This will follow nutritional guidelines, for example cut up fruit, sandwiches etc. Occasionally the children may receive treats and snack food. Parents may request their children to only be given inedible treats, such as novelty pens, stickers etc.
Preparation of food will be done in an area that is food hygiene safe and meet the requirements for food preparation in the kitchen where access to hot water is available and surfaces are clean.
Parents are expected to brief staff fully regarding any food allergies or nutritional requirements that their children have. Parents are also expected to keep their family’s profile information updated on https://Maungawhau.aimyplus.com to ensure the Programme Manager is aware of any changes to children’s needs.
Adequate space will be provided that allows all children to engage in activities that are noisy and messy as well as space for calm and quiet activities.
The school Library will be available where possible to ensure the continuation of the programme delivery in the event of weather conditions preventing outdoor play and activities.
All furniture, materials and equipment will be comfortable and convenient for children to use, and will be stored appropriately for easy access.
Regular hazard identification checks will be carried out to ensure that all areas continue to be safe.
A quiet area, suitable for free time, will be available where possible if a child wishes to remove themselves from the programme. This area will be suitably supervised.
All families must complete an enrolment form for each child on https://Maungawhau.aimyplus.com to secure a place in the programme. By enrolling child(ren) at OSCAR, consent is given to transport children if necessary. Enrolment forms and other information given to us by parents may be shared with funded government agencies.
The enrolment form must include:
Child’s name, address and home phone number
Parent’s/Caregiver’s name/s, address and all daytime phone numbers
Names and contact details of two emergency contacts
Names of adults authorized to collect child
Any health or medical conditions, what treatment is required, and whether the child is ‘self-medicating’
Access or custody instructions
Other information necessary to provide proper care
Days and times on which child will be attending
Any behavioural notes the OSCAR staff need to be aware of
Any changes to the above details must be updated on https://Maungawhau.aimyplus.com to ensure safety of all children.
Parents are expected to contact the Programme Manager (firstname.lastname@example.org) directly if there are any changes to booked hours, before 1pm on the day of booking or for casual bookings.
Bookings must be made on https://Maungawhau.aimyplus.com prior to 1pm on the day care is required. Casual bookings will be accepted on the day, subject to staffing requirements but additional fees are charged for the casual service.
Parents/Caregivers must provide written consent (preferably email) before their children can leave the programme unaccompanied.
The fee structure will be included on the OSCAR brochure available at OSCAR or Maungawhau School Office for both Before and After School Care. The fees for Holiday Programme are on the brochure sent out prior to end of term and will also be available at OSCAR.
Payment methods include cash, cheque, EFTPOS, visa, MasterCard and internet banking.
Spaces on the Holiday Programme are available on a first come, first served basis. When the programme is full, a waiting list will start, also on a first come, first served basis.
Changes to existing bookings can be accepted by email or telephone.
Maungawhau School Holiday Programme has a no refund policy, staff are employed and rostered based on the number of children enrolled. Parents may choose to swap the absent day to another day in the same holiday period, providing space for extra children is available on that day. Note: if it is a trip day it would be subject to availability.
Bookings are subject to availability; therefore, any late bookings or enrolments will incur a late fee of $25 on top of the fee for the day.
BEFORE AND AFTER SCHOOL CARE
Fees for Before and After School Care are to be paid on receipt of invoice, distributed weekly/fortnightly in arrears on a Monday. Unless prior arrangement is made, payment is due by the Friday of that week.
If fees remain unpaid for more than 3 weeks your child/children may be excluded from the programme until fees are paid.
If children are absent from the programme, parents should inform OSCAR (email@example.com) by 1pm on the day, or as soon as is possible. If notification is not received before 1pm on the day, the full day charge will apply.
After School Care or Holiday Programmes do not operate on Statutory Holidays. The after school care programme may be available on Teacher only days, on a first come first served basis with appropriate fees applied.
If a child is collected after 6.00pm, a late fee of $10 will be applied with an additional $1.00 per minute charge, and your child may be excluded from the Programme. Strict observance of the finishing time must be adhered to.
DROP OFF AND PICK UP
Parents are expected to sign their child in to before school care.
Parents are expected to sign their child out of after school care.
Parents are expected to sign their child in and out of holiday programme.
Children will only be allowed to leave with persons authorised by their parents/caregivers on https://Maungawhau.aimyplus.com, therefore, it is important that this is kept updated by parents/caregivers.
The following steps will be taken if a child does not arrive at the After School Programme.
Etap (administration software) will be checked to see if the child is absent from school.
The After School Care workers on the day will check the school grounds.
The school office will be notified and the class teacher called.
The Office Administration team and After School Care workers check classrooms and school grounds again.
Parents are notified. If parents are unavailable, emergency contacts will be telephoned.
If all attempts to contact parents/caregivers and emergency contacts fail, police will be notified.
The following steps will be taken if a child is not collected at the end of the After School Care and Holiday Programme:
At least two Maungawhau School staff members will stay with the child at all times and exercise duty of care, and continue this obligation until the parent/caregiver collects the child.
Parents and emergency contacts will be contacted
Staff will not release a child to a person who is not authorised on https://Maungawhau.aimyplus.com. If an unauthorised person comes to collect the child, parents will be contacted for authorisation.
No child(ren) will leave the programme unaccompanied unless parents/caregivers have given the staff written authorisation which we will keep record of.
If there has been no contact with the parents or caregivers within one hour of the programme closing, the child will be supervised until a suitable caregiver is located or Police contacted.
All staff will ensure that every child is signed out by their parent/caregiver before leaving the programme.
EXCURSIONS AND TRANSPORT – HOLIDAY CARE ONLY
Parents are to make their own arrangements to ensure children arrive at the Programme safely. Parents are expected to sign their children in on the tablet upon arrival. When children are taken off site, staff will follow appropriate supervision and safety procedures.
For excursions, staff-to-child ratios will reflect the nature of the activity and be one staff to no more than eight children. For high-risk activities including water-based activities, there will be fewer children per adult, in accordance with the risk assessment.
Children will be put into groups with a staff member whose primary responsibility will be to supervise that group. At least two staff members are to carry mobile phones during any excursions, Programme Manager and Assistant Manager.
On walks the children will be organised into a buddy system and will walk double file with at least one staff member at the rear and one staff member leading. Where there is a road to cross, pedestrian crossings will be used if available. One staff member will stand in the middle of the road to ensure traffic is stopped before children begin to cross and will remain there until all children are safely across the road.
Written consent will be gained from parents before children are taken on outings via enrolment form. Parents will receive all relevant details about outings in the programme brochure i.e. What to bring, appropriate clothing e.g. jumpers, sunhat, lunch, drink etc.
The daily timetable will be displayed on a board in the reception area and there will be no significant departure from the planned itinerary, unless an emergency requires it. The planned itinerary for trips includes contingency arrangements for weather etc.
No staff member is to transport any child, except in the case of an emergency and only then are they authorised to take the child straight to the nearest accident and emergency facility. If this situation arises, parents must be notified immediately by the Programme Manager.
A list of all children participating in the field trip will be with the Programme Manager at all times, including emergency contacts for each child.
A First Aid kit is taken on all field trips.
Risk management plans will be completed by the Programme Manager before each outing. Appropriate planning & preparation will include:
Ensuring access to a phone while away from the venue
Implementing a buddy system as and when needed - children will be put into pairs and made responsible for their buddy
Scheduling of regular roll checks
Ensuring staff have adequate knowledge of destination
Instructing children about safe road crossing
Revising clear safety guidelines for walking in groups on footpaths etc.
Briefing for children on behaviour and safety before they leave the venue and before they enter a venue
As a child safe organisation, this policy is in the interests of keeping parents and carers informed as to the process required for making any complaints or disputes or grievances to the Maungawhau school OSCAR Programme in regards to their child(ren)’s participation in our programmes and services.
If any parents/caregivers have complaints/disputes and/or grievances about the programme or staff members, they should first approach the OSCAR Manager who will then attempt to rectify the situation.
Complaint forms are available for staff and parents/caregivers to complete, which record the grievance and the plan of action, decided upon. All complaints/disputes and/or grievances will be documented and responded to within 2 working days.
Steps to take in the event of complaint/dispute and/or grievance being where the situation has not been rectified satisfactorily:
Advise in writing to OSCAR Manager the concern/complaint.
OSCAR Manager will seek to rectify and also advise Principal.
Person making complaint will be advised in writing of outcome by the OSCAR Manager within two weeks of initial complaint being received.
If still unsatisfied, the complaint will go to the school Principal.
All correspondence will be documented by the OSCAR Manager, and each party to receive a copy.
If the person making the complaint is still unsatisfied then the parent has the opportunity to refer the complaint to the Ministry of Social Development or Child Youth & Family.
The Programme will ensure staff and child confidentiality. At all times the Programme will comply with the requirements of the Privacy Act 1993.
All information collected on forms, such as enrolment and staff information, shall not be shared except with the owner’s permission or as required by legislation, for example Health and Safety Act. All files holding confidential information will be suitably 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. Any confidential documents will be disposed of securely when needed.
CHILDREN WITH SPECIAL NEEDS
Maungawhau School is an inclusive programme. No child will be excluded from the Programme, provided the child’s needs can be catered for without negatively affecting the experience or safety of the other children and staff. Maungawhau School will also endeavour to ensure that the child will benefit from being at the Programme.
Full information about the child’s requirements, including medication, diet and supervision, must be obtained from the parents and included with the child’s enrolment. It is the Programme Manager and the Programme Assistant Manager’s responsibility to ensure that all staff are fully aware of the child’s requirements and that they feel confident to provide the necessary care.
All children’s needs will be assessed in a non-discriminatory way. If any concerns are identified regarding individual needs, a meeting with parents will be arranged and any appropriate support measures will be put into place.
All incidents regarding safety issues and unacceptable social behaviour of all children must be documented in an Incident Report. Any final decision on any child continuing in the Programme rests with the Programme Manager and every effort will be made to include the child within the parameters of the resources and safety procedures of the Programme.
Maungawhau School will endeavour to identify and meet any cultural needs of children enrolled in the Programme. Identification of cultural needs and requirements will be collected via the enrolment.
Any information around cultural and religious requirements and also any food requirements will be catered for on the enrolment forms. This information will then be communicated to all relevant staff prior to the child starting the Programme.
HEALTH AND SAFETY POLICY
Maungawhau School will ensure that all staff are aware of the School’s Health and Safety procedures and that staff comply with all relevant health and safety legislation including OSH requirements.
Maungawhau School will ensure that staff conduct regular hazard identification and safety checks of the venue and Programme environment. A staff member will check the Programme environment at the beginning of each day.
Any hazards which may cause injury or harm will be identified, including the venue, equipment and regular activities. These will be evaluated to assess their significance and will be managed by minimising, isolating, or eliminating.
All hazards will be recorded on a Hazard Identification Sheet and will be monitored by the Programme Manager and Programme Assistant Manager on a regular basis. All staff will be trained in identifying potential hazards, and will be made aware that these must be reported to the Programme Manager and Programme Assistant Manager for documentation and follow up.
Use of personal mobile phones is not permitted during shift hours except in cases of contact with another staff or emergency.
In addition to regular safety checks, Maungawhau School will complete Risk Assessment Management (RAM) Form for activities that pose particular safety risks.
It is the responsibility of the Programme Manager to ensure RAM forms are completed prior to the commencement of each Programme. RAM forms will be filed and available for Programme staff whenever the relevant activities are carried out.
Some examples of activities where it is advisable to complete a RAM are:
All RAMS will be reviewed each time the activity takes place by the Programme Manager to ensure no new risks have been identified.
ACCIDENTS AND INCIDENTS
In the event of any accident the following procedure will be followed:
Staff will immediately inform the Programme Manager and Programme Assistant Manager
Appropriate first aid will be administered
If a child needs urgent medical attention, parents will be contacted.
If serious injury occurs, parents will be notified and an ambulance called.
If the situation is urgent, the Assistant Manager will take necessary actions and inform parents and the Programme Manager as soon as it is possible.
All accidents and incidents will be recorded using Accident/Incident Forms (sick bay log book). Minor injuries will be recorded by staff and parents notified at the end of the day if need be. For injuries requiring medical attention, or when a more serious injury is suspected (e.g. a head injury) a complete accident report will be filed.
Under the Health and Safety at Work Act 2015 (HSWA) we will notify WorkSafe NZ when certain work-related events occur (a death, notifiable illness or injury a notifiable incident).
FIRST AID KITS
A first aid kit will be kept on site. Kits are checked before each term and recorded on Daily Venue Check sheet. A First Aid Checklist form will be completed by the Programme Manager, prior to the commencement of each term. One currently qualified first aid person will be on site at all times.
Children will use toilet blocks attached to the Hall. In the event that children are using other areas of the venue, they will be made aware of where the nearest toilet block is. Children are expected to inform staff when they need to use the toilet facilities.
In the event that children are required to use public toilets and bathrooms whilst off-site, a staff member must be notified. That staff member must check the toilets for anything unusual, including strangers, before allowing the children to enter. The staff member must stay positioned outside the toilet block to ensure the children come out safely. Toileting facilities will be included in RAMS forms.
If there are no separate adult and child toilets available, staff must not use the toilets while occupied by children.
The Programme Manager will ensure that regular cleaning of the venue is carried out each day by all staff on a roster basis if the school hired cleaners are not available. They will ensure that all parts of the OSCAR facility are kept clean and free of rubbish. This plan includes:
Wiping kitchen benches and surfaces where food is prepared
Washing kitchen cloths and tea towels regularly
Toilets must be checked during the day and any rubbish must be disposed of
Safety cleaning equipment will be made available to all staff, including gloves
Cleaning fridge and any areas where food is stored
All cleaning products will be stored out of the immediate reach of children. If children are allowed to assist with tidying and cleaning, this must be carried out under adult supervision. No child will use cleaning products.
SMOKE – FREE
Maungawhau School is a Smoke free school.
The Cancer Society advise that the most dangerous time for sunburn coincides with summer daylight saving. So this policy will apply to those months of the year.
This policy will be applied in conjunction with the Cancer Society Guidelines “Sun Protection on School Excursions and Outdoor Activities”
The staff will follow the recommendations of the Cancer Society to protect children from harmful UV rays. All staff are required to read the policy outlined above.
When enrolling children parents are expected to notify staff if their children have any allergy to sunscreen. The Programme will have sunscreen; however, parents may provide their own sunscreen if they wish to do so. The OSCAR Programme will provide sunscreen and this is to be applied to all children when they are going outside. Staff will encourage older children to apply their own sunscreen and will supervise all children to ensure it is applied correctly. Parents will be asked to provide a hat for their child and the child will be required to wear it when they are outside. The Programme will be organised to minimise time spent in the sun during lowest burn-time periods, as advised by the Cancer Society. Children will be encouraged to play in the shade, particularly when they do not have hats. Parents must provide appropriate sun-coverage clothing for swimming and beach trips such as suitable t-shirts, sun suits etc. Children will not be allowed to participate in such activities without suitable clothing.
HEALTH AND WELLBEING POLICY
All staff of Maungawhau School will respond appropriately when illness or medical issues arise at the Programme. Staff must be fit for work. Children who are unwell may not attend the Programme. Information about children’s medical conditions/allergies is collected on enrolment and all staff are made aware of these. Management will ensure staff are kept informed about any medical warnings in the community.
Healthy eating choices are promoted at the Programme.
FOOD HANDLING AND HYGIENE
Staff and children will wash hands before any food handling. Children will be reminded of hand-washing after using the toilets and before eating.
If a child becomes ill, they will be made comfortable in the quiet time area. Parents will be notified and expected to collect the child as soon as possible.
If staff are concerned about the health of a child and feel the matter is urgent they will first ring the parent, then if the parent cannot be contacted they will ring the emergency contacts. If necessary, the child will be moved by Ambulance to the nearest medical facility and a staff member will remain with the child while parents are notified.
PROGRAMME SUPERVISION POLICY
Maungawhau School will operate to strict supervision guidelines ensuring the safety and wellbeing of children at all times. There will be a minimum of two staff involved in the supervision of children attending the Programme. Children will be supervised by a minimum of two staff and will be within sight and sound of a staff member at all times. Maungawhau School will not employ staff under the age of 16.
At least one person, commonly the Programme Manager, over the age of 20 will be on site at all times. This person is responsible for the overall supervision of staff and children. To ensure that all children are within sight and sound of staff member at all times, boundaries will be set at the beginning of the Programme. Staff supervising specific areas will be aware of where children are at all times.
Children will be allowed in specific areas at the discretion of the staff. If safety factors prevent staff from adequately supervising a particular area, this area will be off limits until it can meet supervision requirements.
All staff will be active in their supervision. They will interact and encourage children, and ensure all children can be seen at all times. The boundaries of specific areas will be explained to children before the activity begins.
Staff will be rostered according to the numbers enrolled and the days planned activity.
The staff: child ratio will be 1:10, although the number of children per staff may lower depending on activity,
The overall boundaries of the Programme will be explained at the beginning of each day. If a staff member is required to leave their assigned area, they must ensure another staff member has taken their place, and they have informed the Programme Manager. No staff member, at any time, is permitted to be alone with an individual child.
All staff will assist, to ensure that attendance records are completed by parents/caregivers at the beginning and the end of each day.
SUPERVISION GUIDELINES - CHILD PROTECTION
To minimise the risk of actual or alleged abuse in the Programme these guidelines are in place. All staff should examine the opportunities or possible situations there are for staff to be alone with children. This should be avoided wherever possible. If you are alone use extremely careful judgment.
Wherever possible an open door policy for all spaces should be used (exception, not possible for toilets). Staff should be aware of where all children are at all times and check to ensure what they are doing is appropriate. Be aware of situations where children are out of sight together (dens, play huts etc.) and supervise accordingly. Visitors to the centre should be monitored at all times by programme staff. All volunteers and outside instructors should be monitored by the paid Programme staff. There is no need to assist school aged children with toileting. Staff shall not transport a child or young person on their own, unless an emergency requires it. Except in an emergency, children and young people are not to be taken from the centre.
CHILD PROTECTION POLICY
Maungawhau School OSCAR believes that children have the right to be completely secure from both the fear and reality of abuse, and we are committed to protecting children and young people from harm.
Maungawhau School OSCAR is committed to ensuring that it meets its responsibilities in respect of child protection by treating any allegation seriously and sensitively. Maungawhau School OSCAR will not carry out any investigation itself into a suspected child abuse incident. On discovering allegation of abuse of a client and/or associated community member, the OSCAR Manager and/or OSCAR Assistant Manager will immediately refer the case to Oranga Tamariki.
Further to the above, the following principles will govern any suspected or reported
Where actual or suspected abuse comes to the attention of the staff, they will
report this to the Manager at the earliest possible opportunity.
Staff are encouraged and supported to trust their professional judgement and if
they suspect abuse has or is taking place, to report this.
Full written records of all reported incidents will be produced and maintained.
Information recorded will include full details of the alleged incident; full details of all
parties involved; any evidence or explanations offered by interested parties;
relevant dates, times and locations and any supporting information or evidence
from members of staff.
The Manager will be responsible for ensuring that written records are dated, signed
and kept confidentially.
Staff will ensure that all concerns and allegations are treated with sensitivity and
Any client involved in alleged incidents will be comforted and reassured.
In circumstances where a client makes an allegation or disclosure, the member of staff confided in will:
Listen fully to what the client has to say:
Make no observable judgement
Ask open questions that encourage the client to speak in their own words.
Ensure that the client is safe, comfortable and not left alone.
Make no promises that cannot be kept; such as promising not to tell anybody what they are being told.
Staff will be aware of the CPS’s booklet ‘How can I tell?: Recognising when a child or family needs help’.
REFERRING ALLEGATIONS TO CHILD PROTECTION AGENCIES
If the Manager has reasonable grounds for believing that a client and/or associated community member has been, or is in grave danger of being subject to abuse, the following procedure will be enacted:
Contact will be made, at the earliest opportunity with Oranga Tamariki.
The Manager will communicate as much information about the allegation and related
incidents as is consistent with advice given by Oranga Tamariki.
At all times, the safety, protection and interests of the client concerned will take
Maungawhau School OSCAR will assist the social services and the police, as far as it is able, during any investigation of abuse or neglect. This will include disclosing written and verbal information and evidence.
EMERGENCY PROCEDURES POLICY
EXIT AND EVACUATION
All emergency exits should be clearly displayed and regularly checked to be in working order and free of obstructions.
Evacuation procedures should be displayed, clearly indicating where people can assemble safely outside the building. These will be checked and documented by the school and updated at the beginning of each term if necessary.
In all emergencies stay calm – walk do not run
Alarm (for any emergency situation)
1. Use a whistle blown in three short bursts, sounding continuously
2. If on-site assemble at designated location
3. If on an excursion assemble where the whistle is being blown
4. Conduct head count and inform group of reason for alarm
1. Evacuate as above
2. Seek to extinguish small fire, or Programme Supervisors will call 111
3. Children will be kept at the assembly point until danger has passed.
1. Stay indoors if possible
2. If inside- crouch in safe place, under desk
3. stay away from windows and cupboards
4. stay away from other objects that could fall
5. If outside - assemble away from power lines and trees
6. assemble in a street and shelter using building doorways or beside parked vehicles
7. When shaking stops check for injuries and any hazards
8. Be alert for aftershocks
All staff will be trained in emergency procedures and the evacuation plan. This will take place during the induction for new staff and will be refreshed during the pre-programme meeting for existing staff.
Staff will conduct a full evacuation drill once per term programme. The date will be recorded on the Daily Venue and Hazard Check form.
Emergency and evacuation drills occur at a minimum of once a term for before and after school care and once weekly for holiday programmes. Drills will be clearly documented and the names of staff present will be recorded.
SIGN IN/SIGN OUT - TABLET
All parents/guardians must sign their child(ren) In/Out each day on the tablet provided. All staff, particularly those on duty at the hall, are responsible for ensuring all parents adhere to this.
During an emergency evacuation, the Manager, or another staff member if the Manager is unavailable, will take the tablet and complete a full roll call at the evacuation point.
Formal attendance checks and head counts will be made regularly.
If a child is found to be missing the following procedure will be followed:
1. Staff will conduct a thorough search
2. The programme management will be informed as soon as possible
3. Parents will be contacted
4. Emergency contacts will be contacted
5. If necessary the police will be contacted
BUSINESS CONTINUITY & DISASTER RECOVERY
The programme is committed to providing a continuity of service, as feasible and appropriate.
If an alternative venue is required:
Ministry of Social Development (MSD) will be notified as soon as a potential venue has been identified and the programme will follow the advice of MSD staff to secure MSD Approval at the new facility. This will include a risk assessment process for the new facility.
Parents will be advised of new facility and any new arrangements re-arrival or releasing children from the venue
Children will be gradually orientated to the new facility as part of the programme activities.
If an alternative venue is not found or approved, the programme will temporarily be put on hold. All clients of the programme will be notified immediately and support will be provided when feasible.
Staff will be assisted to access appropriate support when the programme is re-establishing after a significant event such as natural disaster.
STAFF AND MANAGEMENT POLICY
Maungawhau School will ensure quality care is provided through fair and consistent recruitment procedures, and the supervision and training of all staff.
‘Staff’ is defined as anyone involved in Maungawhau School OSCAR Programme who is relied on to deliver the Programme to children. This includes management and paid staff.
The selection and recruitment of staff is the responsibility of the Programme Manager, in consultation with the Deputy Principal. All paid staff will be recruited according to the following procedure:
All positions will be advertised where appropriate and a shortlist of applicants will be drawn up for interviewing. The Programme Manager and Assistant Manager will conduct interviews.
All applicants will be required to provide the names of at least two referees. It is the Programme Manager’s responsibility to contact two referees for verification of the applicant’s experience and suitability to work with children, prior to appointment.
Applicants who have been interviewed will be informed of the decision verbally. Applicants who are not interviewed will be informed by letter.
The successful applicant will receive a Confirmation of Appointment letter. Both parties are to sign the Employment Contract.
All staff, 17 years and older, including volunteers, must sign a Consent to Disclosure of Information, which will be forwarded to the Police Licensing and Vetting Service Centre, Wellington.
Offers of employment cannot be finalised until police vetting confirms a candidate’s suitability.
Any person who has been convicted of any offenses, will not be employed by Maungawhau School Out of School Care. Police vetting will be updated every three years.
A written employment contract, clearly setting out wages and conditions of work, must be signed by both parties.
Staff will be provided with a full job description that states responsibilities, and skills, certification and standards required. These include:
Providing a safe and enjoyable programme to care for Maungawhau children outside normal school hours.
Maintaining positive relationships with staff, children and parents
Actively engaging children in activities
Ensuring materials and equipment are used and stored appropriately
Managing student behaviour in accordance with school policies and procedures
DUTY OF CARE
Duty of Care is the legal obligation each person has to take reasonable care to avoid causing foreseeable harm to another person or their property. Duty of care starts when a staff member arrives for work and ends when the last child is collected. All staff will be made aware of this responsibility in the Code of Conduct and during induction training.
CODE OF CONDUCT
Maungawhau School aims to create an environment for children which is stimulating, fun, caring and safe. In order to achieve this, staff should be aware of these professional guidelines.
Treat all children with dignity and respect
Recognise that all children have the right to feel safe and to be safe.
Not physically punish children or in any way intentionally harm children either physically or emotionally e.g. by ridiculing, threatening, or abusive behaviour.
Provide comfort or reassurance for children.
Take care to ensure any activity suits the age and ability of the children participating.
Encourage and assist children but do not force children into any activity.
Communicate Programme rules and boundaries clearly and are fair and consistent with children who misbehave.
Always be aware of safety
Supervise children and give this task your complete attention
Seek help if a situation is unsafe
Stop an activity immediately if you see any possibility that an activity could cause an accident or injury
Talk openly with the Programme Manager about incidents where safety was a concern
Staff must ensure they-
Follow policies and procedures at all times
Remember that you are a role model
Are punctual and ready for work at the required time
Are dressed appropriately and are ‘fit for work’*
Not smoke at the Programme, the School is a smoke free zone
Do not use personal mobile phones during shift
Not discuss adult topics around children
Are not to be alone with a child
Are friendly and courteous to parents
Respect the confidentiality of any discussions with parents about children’s behaviour and check with the Programme Manager if worried
Convey any observations/ concerns regarding child abuse to the Programme Manager
Refer any concerns or grievances you may have to the Programme Manager or Deputy Principal
Help each other to do their job whenever possible
Ask for help and advice whenever it is needed
“Fit for work”
You should turn up for work, ready and fit to perform your role in a safe and proper manner
Being “fit for work” includes
Being dressed appropriately in uniform
Not bringing children or siblings with you unless expressly agreed to by the Programme Manager or Office Manager.
Not being under the influence of non-prescriptive drugs, alcohol or other substances that reduce the ability to perform duties.
If prescription drugs you are using have the potential to impair performance, you must advise the Programme Manager.
Acts of serious misconduct may result in the staff member having their employment with the OSCAR Programme terminated without further notice or formal warning.
The following are examples of the type of actions and behaviour that we consider to be serious misconduct:
Failure to disclose criminal convictions to the Programme Manager or Deputy Principal.
Abusive or offensive behaviour to any other person in the course of employment
Theft, vandalism, or unauthorised use of property belonging to the OSCAR programme, another staff member, or any other person.
Falsification of Programme records
Bringing into or consuming at the OSCAR programme, non-prescribed drugs, or other dangerous substances.
The disclosure to unauthorized persons of any confidential information belonging to the OSCAR programme or concerning any children, families or staff members.
Failure to record and report any workplace accident.
Serious harassment of Oscar staff or families.
Staff training needs will be reviewed as required and opportunities for further training will be provided as needed.
All staff must complete an induction training covering the School OSCAR Programmes policies and procedures, information on hazard management, reporting of accidents and incidents, and emergency procedures.
It is preferable for all new staff to obtain a First Aid Certificate prior to commencing at Maungawhau School’s OSCAR Programme.
All staff will be included in a performance management system to ensure staff maintain a high level of professionalism and to maintain the integrity of the OSCAR Programme.
A performance appraisal for each staff member will be carried out at least once per year.
These will be conducted by the Programme Manager and Programme Assistant Manager except in the case of Programme Manager which will be conducted by the Deputy Principal and will be fully documented. The Manager will follow up any issues identified.
GRIEVANCES AND COMPLAINTS
The Programme Manager is responsible for undertaking disciplinary action and for ensuring that it is in accordance with all relevant legislation. 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 two verbal warnings and one written warning 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. Staff may be suspended pending further investigation if they are accused of 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 Programme Manager and Deputy Principal. Following a dismissal of this nature, the Programme Manager, in consultation with the Deputy Principal, will prepare a follow-up report recommending any changes needed to avoid the situation recurring.
BEHAVIOUR MANAGEMENT POLICY
In order to provide a safe and enjoyable environment for children, staff will use a clear and consistent approach to guide children’s behaviour.
Focus will be given to the behaviour, not the child.
Every child will be:
Treated with respect and dignity
Given positive guidance to encourage appropriate behaviour
Given positive guidance using praise and encouragement and avoiding blame, or harsh language
Encouraged to take responsibility for their behaviour by being offered choices and the use of consequences, including, if necessary, the involvement of parents
In the event of a child breaching behaviour management policies, the following will occur:
The incident will be recorded
Parents/Caregivers will be informed
Collaboration between OSCAR staff/programme and parents/caregivers will commence
If no progress or resolution is made, the principal will be notified
Inappropriate behaviour is defined as:
Biting, hitting, kicking, spitting, throwing sand/bark/toys, yelling inside, pushing, shoving, pulling hair, bad language, intimidating others or damaging their creations.
Appropriate behaviour is defined as:
Respecting other people, their creations and equipment.
The right to be safe and feel safe
The right to receive care, attention and support from programme staff
The right to be treated fairly by the staff and the other children
The right to play and be included in activities
The right to enjoy recreation and relaxation
RULES AND RESPONSIBILITIES
Maungawhau School has clearly defined rules that use children’s language to ensure that the children understand what the rules are.
The staff and children will formulate a set of rules for the programme and discuss the consequences of breaking these rules. Positive Reinforcement will be used as much as possible. Rewarding good behaviour will promote good behaviour.
The rules will cover the following:
Moving around and everyone’s safety boundaries – behaviour and physical
Children are also responsible for:
Keeping the programme clean and tidy
Packing up toys and equipment when they have finished using them
Looking after the Programme’s property and resources
Steps to be taken in managing behaviour include:
Removing the child from the situation
Warning the child with “Don’t do… please do…” OR “(Child’s name) I don’t like you doing… because…”
Staff will, at all times, model the required behaviour, and will be available to assist children to manage their behaviour.
Conflict between children is normal. Staff will use appropriate methods and problem solving skills to help children manage their conflict. Children will mostly respond to a stern reminder of the rules they should be adhering to. When these rules are ignored, staff will use the least intrusive approach possible to rectify the situation. Time out may be used, to allow children to cool off, but not isolated from view or from others.
Children will be allowed time to talk about what happened and what the conflict was about
Ask open ended questions such as “What happened?” or “Can you tell me…” rather than “Did you...?”
Listen reflectively. “You’re saying…” or “In other words…”
Acknowledge feelings as well as facts. “Sounds like you’re feeling…because…”
Avoid making judgments or judging children’s solutions. Respect their opinions and attempts to rectify the situation.
Children will be asked how the situation could have been managed differently – brainstorm to assist children to problem solve
Children will be asked how they would like to end the situation e.g. handshake, apologies etc.
Children may need help understanding the consequences of a solution. “What do you think would happen if you did that?”
Children may need help action on their solution. Ask, “What is the first thing you need to do?” or “How are you going to take the first step?”
SERIOUS MISCONDUCT AND EXCLUSION
Unacceptable behaviour will be recorded in the Incident Register. Serious or repeated cases of unacceptable behaviour will be reported to the parent/guardian. If unacceptable behaviour continues, parents will be asked to meet with the Manager and all avenues will be explored and a behaviour management plan will be prepared.
If no improvement is made, it is a last resort of the Programme Manager, in consultation with management to exclude the child from the programme, either for a short time, or possibly permanently. All discussions and recording of children’s behaviour will be entirely confidential.
No child will be hit or in any way be physically, verbally or emotionally abused by staff members. Staff will address behaviour calmly and assertively and will not shout, threaten or intimidate children. There will be no unusual confinement and food and drinks will not be withheld from children. Staff will not discuss the behaviour of children outside of the programme, except in situations where child abuse or neglect is suspected.
PROGRAMME MANAGEMENT POLICY
At Maungawhau School the OSCAR Programme will comply with the requirements of the Privacy Act 1993 and any amendments. All information gathered on staff, management, families and children will only be used for the purpose it was collected. This information will be stored securely and will be made available to the individuals concerned when requested. Any information gathered will not be shared without the owner’s permission unless required by legislation. Information will be updated and changes to circumstances noted each holiday period, with all children enrolled being required to fill in a new enrolment form. Any changes to before and after care days and times are expected to be updated on a new enrolment form and given to the Programme Manager.
All staff will be informed that any information learned during the course of employment with Maungawhau School OSCAR Programme, must remain private and confidential at all times. This will be covered in the induction process.
Attendance records will be kept, including a sign in sign out information, to ensure that in the case of an emergency, the Programme has an accurate record of children in attendance.
Maungawhau School OSCAR Programme will be run in a manner which keeps control of day to day finances and shows accountability and transparency. All money handling and banking will be carried out by the School Office and Programme Manager where appropriate. All children enrolled will be sent a confirmation of enrolment and receipt/invoice.
An annual audit or independent review will be carried out by an appropriate professional. The Programme Manager and Office Manager may delegate certain tasks to the Programme Assistant Manager as appropriate, for example, collection of fees.
The Programme Manager will be issued with a school credit card. This will be used at the discretion of the Programme Manager for incidentals used in conjunction with the Holiday Programme, items such as bread, fruit etc.
The Programme Manager must keep accurate records of all children’s attendance.
Our programme actively aims to improve our services on a regular basis. We do this by:
Parent/Caregiver feedback - We have open communication with our parents/caregivers to ensure they feel welcome to make suggestions and give us feedback directly.
Community surveys - We aim to do yearly surveys to the Maungawhau School community regarding our OSCAR programme.
Staff Appraisals: Staff are given a self-reflection sheet to fill out and the answers are discussed with the OSCAR Management.
BUILDINGS AND FACILITIES POLICY
BUILDING WARRANT OF FITNESS
It is the School’s responsibility to ensure that the venue has a current building warrant of fitness and that it complies with other relevant fire and safety requirements.
Any buildings and facility hazards, breakages and maintenance issues that are identified through the Hazard Identification process, are to be notified to the Programme Manager, to ensure that the school caretaker is advised immediately. The Programme Manager is assigned a mobile phone. This must be kept on their person and switched on at all times during the programme.
Any parents contacting the Programme will, if in School hours (8-3pm), call the School Office on 638 8829, who will then pass any relevant information directly to the Programme Manager. If out of hours e.g. after 3pm - 6pm, please call the Programme Manager on 021 950 489.
Any areas which have poor phone coverage must be identified in a RAMS Form and a contingency plan must be put in place to ensure that contact can be made quickly with emergency services.
Maungawhau School OSCAR Programme will operate according to the evacuation plan guidelines as set out by the venue.
All emergency exits should be clearly displayed and regularly checked to be in working order and free of obstructions. These will be checked and documented by the Programme Manager at the beginning of each term.
Evacuation procedures should be displayed, clearly indicating where people can assemble safely outside the building. These will be checked and documented by the Programme Manager at the beginning of each term.