Childcare Services - Wexford County Childcare …

1 Childcare ServicesPaperwork ChecklistWexford County Childcare Committee7 Castle Hill, Enniscorthy, Co. Wexford T 053 9237156 F 053 9239540 E by the Irish Gover nment under the National Development Plan 2007-2013. Transforming IrelandTEIf you require any further infor mation contact: Wexford County Childcare Committee7 Castle Hill,Enniscorthy,Co. Wexford 053 9237156 Funded by the Irish Gover nment under the National Development Plan 2007-2013 Guide compiled by Reprinted with kind permission from South Dublin 12) Displayed infor mation3 2 3-64) Childcare and health & safet y policies, procedures and for ms5) Employment policies and for ms 96) On your bookshelf1) Welcome to the Paperwork Checklist 107) On the kit chen shelf 10 119)

2 Useful Publications 12-13 Welcome To The Paperwork Checklistkept to ensure full compliance with Childcare , health and safet y and employment For your convenience there is a space provided within each list for you to tickonce the task is completeWexfordguidepaper In addition to the essential legal requirements this guide also highlights additional paperwor k that should be kept to ensure best practice and to provide Keeping good records and clear policies and procedures can help in lots of ways: It s easier to keep track of how decisions have been made When you re being audited or have a compliance or inspection visit it means that infor mation is easily accessible When you re writing up a report or completing a funding proposal When you re talking to parents or other support agencies about children in your service It also means that everything done in the service is transparent Step 1: We suggest that you use this guide as a checklist & as a starting point to see what policies, procedures or for ms you may need to develop.

3 I t might be useful to do this section by 2: Once you have a li st of policies/procedures or forms that you need to develop we suggest that you talk to other Services , the Wexford County Childcare Committee or the NVCO s to build a picture of what you may need in your policy, procedure or for 3: Draft up your policy, procedure or for m and circulate it to your board or useful to get some feedback on it from 4:it to the manager/board of management for agreement. All relevant stakeholders should then be giv en infor mation about the new - a collective, agreed statement of beliefs and a commitment to their imple-mentation Procedure the practices by which the policies are implemented in the service (Barnardos, Supporting Quality Book 1 Policy & Gover nance)

4 7-81 ChildcareType of care providedFees chargedBehaviour management each roomMenusSleep Room Sudden infant death association infoEmploymentAbsence PolicyPerson in chargeEmploymentRights Inf or mationDignity at wor kplace posterHealth & Safet yHealth & safety statementCleaning schedules each roomHand-washing instruct ionsNappy changing InstructionsDisplayed Inf or mationThis lists the policies / practice sheets and posters that should be displayed in your service. Remember to laminate your signage to prevent them becoming tatty and recordKey wor ker childrenEmergency numbersdisplayed in all roomsadult prot ection policyFire Evacuation Information in each room/area of building Risk assessment sheets in each roomSigns on Display: Child Prot ection Person name and photo Children with dietary requirements name and photo in kit chen and roomsWhat s I n Your Filing Cabinet?

5 Children s Files Employee Files Building File Finance Fileindividual child and each employee. Under data prot ection legislation and on a need to know guides you to what should be found in your o ce ling cabinet. Use suspension les and your ling cabinateshould have the following lesChild s File1) Emergency contacts2) 3) 4) Par ental agreement5) Getting to know the child/family infor mation sheet6) 7) Medicine records8) Cor respondence with parent9) Accident/incident for m10) 11) Developmental milestones checklist12) Any relevant Childcare for ms (see for ms page 7) HSE Inspection Visit File Grants File Gover nance 23 Employee FileJob descriptionApplication for m/cvInt er view score sheetRef er ence check for mRef er ence check lettersGar da vetting for mJob acceptance letterContract of employmentCor respondence relating to any changes in ter ms and conditions of for msSupervision records, if relevantCor respondence relating to grie vance, disciplineAtt endance record for mAnnual leave request for mIncident/accident for mAny relevant employment for ms (see for ms page 9)

6 Building FilePlanning permissionRisk assessmentHealth & safet y statementsClaimsData prot ection infor mationSer vice contractorsList of suppliersFir e extinguisherPest controlFinance FileAnnual accountsCRO returnsReceipt book and receiptsIncome and expenditure records if not computer isedInvoicesBank statementsCheque requisitionCheque bookLodgement bookRevenue and Tax Inf or mationP. 45 if not computer isedP. 60 if not computer if not computer isedPayslips if not computer isedSalary Scales if not computer isedCharity Status (if applicable)HSE Inspection FileCor respondence with HSEEHO inspection visit reportsHSE inspection visit reportsHSE standard inspection tool45 Grants FileCSS scheme documentationCETS scheme documentationECCE scheme documentationOther funding schemes documentationInformation from Pobal & OMCYA Funding applicationsFunding contractsFunding reportsLetters and other correspondence to parentsAgreed fees policies for grant schemesGover nance FileContact numbers and email addressesList of directorsList of membersAgendas and minutes of meetingsBoard reportsMemorandum & articles of association or Par tnership agreementCer t of incorporationSolicitor correspondenceCharities act.

7 2009 Master copy of all policiesMaster copy of notices displayedChildcare & Health & Safet y Policies, Procedures & For msFiling Tips:It is ver y helpful to you, y our employees and inspectors when all policies and pr ocedures be accessed quickly when needed. I t is also wise to stor e them loose leaf in a ring binder so that individual policies can be updated. You should separate your policies into the three categories listed above. You should also create a ring folder containing the master for ms for each set of policies. These for ms can be copied when needed. All policies should be dated Administration & ServicesAdmissionsAims and Objectives of Ser viceChildren s CharterData Prot ectionECCE Free Pre-school PlaceCommunity Childcare Subvention SchemePar entsComplaints and CommentsPar ent HandbookPar tnership with Par ents/Car ersFees PolicyMission StatementRange of Childcare servicesSettling-in ProcedureCETS Scheme67 Childcare Good PracticeBehaviour ManagementChild DevelopmentChild Prot ectionChildren with Special NeedsCollectionsCur riculumGeneral Childcare Health & Saf et yAccidents and IncidentsAnimals and PetsBuilding Securit yCamera and Photo UsageCar Par kingCleanliness and HygieneFirst AidFood HygieneForms Childcare & Health & Saf et

8 YAnti-Febrile Medication Per missionChild Prot ection Standard Reporting For mChildren s I nt er est For mCleaning RecordsNappy ChangingObservation SheetsPar ental AgreementPer mission Medical Treatment For mCamera/Video, Sun Cream, StudentAccess to AnimalsHealthy eatingIllness and ExclusionsMedicinesNappy ChangingSleep and RestSpillages & HazardsSwine FluToilet TrainingCleaning schedulesDaily Planning SheetsFir e Drill RecordFirst Aid Checklist8 Equal OpportunitiesMulti-mediaObservationsOutd oor Pla yOutingsRecyclingSupervision of Children Indoor & outdoorSpecial Conditions for example face paintingRisk AssessmentSleep RecordRegistration For mWeekly Activity PlanningWitness Report For msEmployment Policies & For msAbsence and Sick Leave PolicyAdoptive LeaveAnti Bullying & HarassmentCommunicationCompassionate LeaveData ProcessingDisciplinaryDisciplinary ProcedureDress Code.

9 Appearance & BehaviourEmployees P ropertyEquality StatementExpensesFor ce Majeure LeaveGrie vanceInductionInf or mation Technology -Int er net, Email and social networ kingJury Ser vice LeaveForms EmploymentPolicies EmploymentEmployee Gar da VettingExpense SheetFor ce Majeure RequestHealth DeclarationInduction Training Check listLeave ApplicationMat er nity Leave ChecklistOrganisation of Working Time Act - OWT1 Leave EntitlementsMat er nity LeaveOwnership & Int ellectual Property RightsPar ental LeavePayment of WagesProbationRecruitment and SelectionRef er ences and Gar da VettingRetirementSer vice PropertySmokingStudent PlacementTer mination of EmploymentTer ms and Conditions of Employment (Contract of Employment)

10 TimekeepingTrade Union MembershipTra vel and SubsistencePar ental Leave For ms A, B & CPayslipRef er ence Check QuestionnaireSupport & Supervision RecordsTra vel Claim Sheet9 HACCP Folders with orig inal for msFood and Nutrition Guidelines for Pre-S chool Ser vices, 2004 Shopping Order BookRecipe BooksSample MenusFunding Compliance If your service is in receipt of fundingunder the Community Childcare Subvention scheme (CCS) and Early Childhood Care & Education (ECCE) Scheme, your service is subject t o an on-si te compliance visit. These visits are usually carri ed out by Pobal on behalf of the OMCYA who will infor m you in writing of the visit and their Visits: Inf o to have on hand:Enrollment/Att endance BookApproved Fee Payment PolicyFee Payment RecordsOn The Kitchen ShelfThis provides you with a list of publications that Child Care (Pre-School Services ) (No 2) ( Amendment) Regulations, 2006 Children First: national guidelines for the prot ection and welfare of children 2009 Quality Childcare and Life Long Learning.