Safe Transportation: Policy and Resource Updates for Early Childhood Services

Ensuring the safety and wellbeing of children during transportation is a critical responsibility for all education and care services. Under the Education and Care Services National Regulations, every service that provides or arranges transportation for enrolled children must have appropriate policies, procedures, risk assessments, written authorisations, and supporting resources in place. These documents must not only guide educator practice but also demonstrate compliance with key regulatory requirements.

Our team at the Childcare Centre Desktop, have recently completed a comprehensive review and update of our Safe Transportation Policy, procedure, and related documentation. The purpose of these updates is to provide clear, practical guidance for services and educators, and to help reduce the risk of serious incidents occurring during the transport of children. To further support best practice, we have also added several new resources to the Desktop Library.

Key Regulatory Requirements

Education and Care Services National Regulations 100-102 and 102A-102F, require the approved provider to ensure that transportation policies and procedures address a range of specific compliance areas. These include:

• Conducting risk assessments for all excursions where transportation is provided
• Obtaining written authorisations from parents/guardians prior to children leaving the Service
• Ensuring authorisations include specific transportation details
• Including transport specific considerations in all risk assessments, conducted prior to transportation taking place
• Notifying the regulatory authority if the Service begins to provide or ceases to provide regular transportation
• Implementing and recording supervision and attendance checks as children embark and disembark vehicles at the service
• Meeting staff qualification requirements for those supervising children during transportation

Importantly, all transportation related records must be retained for a minimum of three years after the child last attends the service.

Regulation 168 (2) (ga) Policy and Procedures

Our Safe Transportation Policy has been revised to provide stronger guidance for educators and management. It clarifies Service expectations and outlines the practices needed to ensure children are transported safely and in accordance with regulatory requirements. The policy supports Services to manage risks, obtain written authorisations, maintain supervision and implement safe practices throughout all stages of transporting children.

Members have access to our updated Safe Transportation Procedure which provides step by step guidance for educators to follow before, during and after transporting all children, whenever and wherever the service is providing or arranging transportation as part of our Service activity, ensuring consistent implementation of safety checks, supervision and documentation.

Regulation 102B, 102C – Risk Assessments

The Desktop Library includes a Transport Risk Assessment to assist Services to identify potential hazards and implement control strategies, specific to transportation as per regulation requirements. Specific details include information about the:

• the proposed route and duration
• pick up location and destination
• means of transport
• seat belt and safety restraint requirements
• any water hazards
• number of adults and children
• required specialised skills or qualifications from adults
• any items that should be available during transport
• the process for entering and exiting the service premises and pick up location or destination
• procedures for how each child is accounted for on embarking and disembarking the vehicle

The risk assessment MUST be conducted prior to authorisation being sought out for the child to be transported by the Service. The risk assessment for regular transportation MUST be reviewed every 12 months or after becoming aware of an incident or circumstance where the health, safety or wellbeing of children may be compromised.

Regulation 102D – Written Authorisations

Parents/guardians are required to provide written authorisation for their child to be transported by the Service or transport arranged by the Service. Desktop’s Transport Authorisation form includes all required information under regulatory requirements, including:

• Child’s name
• Reason for transport
• Date of transport or description of when child is to be transported (for regular transport)
• Description of pick-up location and destination
• Means of transport
• Period of time child is to be transported
• Anticipated number of children
• Anticipated number of staff/adults who will accompany and supervise children
• Seat belts or safety restraints requirements
• Confirmation that a risk assessment has been prepared and is available
• Policies and procedures are available

Providers must ensure children do not participate in transport activities unless written authorisation has been obtained by authorised persons nominated on the child’s enrolment form prior to children traveling on. If the authorisation is for regular transportation, the authorisation is only required to be obtained once in a 12-month period.

Regulation 102E and 102F – Children Embarking and Disembarking from Vehicles (Mandatory for LDC and OSHC Services)

National regulations require a designated educator, who is not the driver, to be present as children embark and disembark from the vehicle at the Service. This educator is responsible for ensuring each child is accounted for before, during and after transportation and ensuring relevant records are completed immediately.

Desktop’s Transport Attendance Record is designed to confirm that each child is accounted for and record how each child was accounted for as children have embarked and disembarked the vehicle. The form includes a declaration that the interior of the vehicle was inspected after children have exited. Each record must include the date, time, and the name and signature of the person completing it, the Transport Attendance Record is to be kept for a period of 3 years after the last day of attendance for the child.

Additional Resources

In addition to the above resources, Desktop members also have access to several new and updated resources to further support safe and compliant transportation.

Emergency Transport Folder: NEW form developed to support Services in creating an Emergency Transport Folder containing essential emergency information relating to children and educators. This folder is intended to be accessible to emergency services in the event that the driver or educators are unresponsive during an emergency.

Driver Declaration: NEW form developed for drivers to complete to confirm they hold a suitable licence, are fit to drive and are committed to following Service policies and procedures whilst operating the vehicle.

Vehicle Safety Report: NEW form available for the designated driver to complete to ensure the vehicle is inspected and confirmed to be in safe and roadworthy condition before each use.

Transportation Checklist:  It is recommended that the designated educator complete this checklist each time transport is provided to children to ensure all safety, attendance and operational requirements are checked and completed prior to children being transported.

Find out how our membership can support your supervision practices and management: Click here: https://www.childcarecentredesktop.com.au

Adequate supervision is critical in ensuring child safety within Early Childhood Services. Recent media coverage has highlighted the importance of maintaining effective supervision at all times, reinforcing the need for educators to remain vigilant, responsive and proactive in preventing incidents and ensuring children’s safety and wellbeing.

Supervision is a key component of the National Quality Framework, supported by the National Law, National Regulations and the National Quality Standard. The National Law and Regulations require children to be adequately supervised at all times, including during indoor and outdoor activities, excursions and transitions.

Active Supervision Techniques

Active supervision is essential for ensuring child safety. The following examples promote active supervision and help educators remain alert and responsive to children’s needs while minimising risks.

• Position themselves strategically to maintain a safe environment
• Use redirection to guide children’s behaviour
• Provide close supervision during high-risk activities
• Plan transitions carefully to ensure safety
• Implement clear supervision plans
• Engage in regular self-reflection

Management can support educators to provide adequate supervision by implementing a combination of strategies to focus on training, clear expectations, monitoring and ongoing support. Examples include:

Clear Policies and Procedures: Our Supervision Policy and Supervision Guidelines and Procedure outline expectations, responsibilities and best practices for active supervision.

Develop Plans and Risk Assessments: Establish a Supervision Plan and conduct regular risk assessments that outline appropriate supervision strategies and identify potential hazards for unique situations and environments.

Ongoing Training and Professional Development: Regular training sessions including positioning, maintaining awareness and identifying risks should be ongoing and include refresher courses periodically.

Regular Observation and Feedback: A Supervision Audit can provide constructive feedback, while identifying any gaps or areas of improvement.

Team Meetings and Communication: Discussing supervision strategies and challenges helps to reinforce expectations and provide support.

Review: Following an incident involving supervision it is critical to conduct a review of current practices and address any areas of concern and improvement.

Find out how our membership can support your supervision practices and management: Click here: https://www.childcarecentredesktop.com.au

Are your educators aware of the correct procedures and practices for administering medication in compliance with regulations 92-96?

The National Regulations outline clear requirements for the administration of medication, including authorisations, documentation and correct administration practices.

Correct administration of medication reduces the risk of errors that could result from incorrect dosages or types of medication, potentially leading to allergic reactions or medical emergencies. Accurate medication records not only meet regulatory requirements but also provide accountability for educators and the Service.

Key Reminders for Medication Administration

Authorisation: Before administering prescribed or over the counter medication, written authorisation must be provided by the parent or guardian.

Prior to Administration: The medication record must contain the following details: child’s name, parent/guardian authorisation, name of medication, time and date medication was last administered and is to be administered, dosage and manner of which the medication is to be administered.

Original Packaging: All medication must be in the original packaging, with clear instructions on how to administer, within the expiry date and the child’s name if prescribed by a medical practitioner.

Double Checking: 2 educators are required to check the medication details prior to administration. This includes verifying the child’s name, medication, dosage, time, and method of administration, and both staff members should sign the medication record to confirm the check has been completed. (Note: This may not apply in FDC settings.)

Following Administration: The following details must be recorded after medication has been administered: The dosage, manner, date and time the medication was administered, name and signature of person administering the medication, name and signature of person witnessing and checking the administration of medication. (note: FDC may not require a witness).

Parent Acknowledgement: As an additional measure, our medication procedure and medication record encourage the parent/guardian to initial and acknowledge the date and time the medication was administered.

Storage of Medication: Medication must be stored securely and out of reach of children. Parents/guardians are to ensure medication is provided directly to educators and not left in bags or lockers.

Note: Asthma and Anaphylaxis medication should be easily accessible in an emergency and must not be stored in a locked container.

Accurate Records: Medication records must be retained for 3 years after the child’s last day of attendance.

Childcare Centre Desktop offer members a comprehensive Administration of Medication Policy and associated resources.

• Administration of Medication Procedure
• Administration of Medication Record
• Administration of Paracetamol Record
• Authorisation to Apply Non-Prescription Medication
• Medication Audit
• Self-Administration of Medication Authorisation Record (OSHC/FDC)

LEARN MORE – FOLLOW THIS LINK FOR FREE RESOURCES

All tasks associated with the accuracy, relevance and delivery of your childcare service policies takes time…and a decent chunk of your sanity.

Childcare Centre Desktop takes pride in our strong and robust Policy Review System. We are committed to ensuring each policy is updated annually to meet compliance requirements.

Reviewed by our expert Policy Review Team, each policy aligns with industry standards including the National Quality Framework, Education and Care Services National Law and National Regulations, Family Assistance Law, and other relevant legislation.

Policy development is an ongoing process and an integral part of the Quality Improvement Process. Childcare Centre Desktop members have peace of mind knowing policies remain up to date.

Here’s how it all works…

Annual Updates: All policies are reviewed and updated annually.

Childcare Centre Desktop conducts a thorough, comprehensive review of all policies every 12 months in accordance with the Policy Review Calendar schedule. Policies may also be reviewed outside of this schedule, if necessary, due to changes to NQF, regulations, legislation or following member feedback.

Following the monthly policy review schedule the selected policies are uploaded to the Desktop library around the 15^th of each month.

Policy Revisions:

During the policy review process, newly submitted information and text is highlighted yellow for ease of recognition and information to be deleted has a strike-through.

Highlighted text to be added and strikethroughs are to be removed during your own editing process.

Words within the policies and resources written in Italics indicate that policies, procedures, guides, forms, audits, checklists and letters are available within Childcare Centre Desktop for you to access and use.

Words written in red text indicate text that needs to be adjusted to suit your individual Service.

The header and footer can be edited to include your Service information. Refer to the Terms of Use listed at the bottom of the website under the heading ‘About’.

Notification:

Members receive an email with the reviewed policies, which they can then adjust as needed.

We encourage Service’s to review all policies, procedures and resources and alter to align with your Service philosophy, Service context and your state or territory legislative requirements.

Key resources:

• Policy Review Calendar
• Required Policies and Procedures Guide
• Policy and Procedure Acknowledgement Form
• Policy and Procedure Checklist

Members can access these resources on the Compliance QA7 Governance and Leadership page of the website, scroll down to the Policy Management Module.

• NOT A MEMBER? – INTERESTED IN JOINING OUR COMMUNITY? – follow this link!

Our newsletter resource is the perfect ‘time smart’ solution to provide a relevant and informative publication to your families each month.

We’ve already researched and submitted 80% of the content for you, left space to submit service specific information and uploaded it to our newsletter library so you can download and publish at your convenience.

Each edition is professionally formatted in WORD. You can edit and add information at your convenience then save as a PDF for emailing or posting to your website.

Tick these five critical boxes using our newsletter resource and comply with 11 separate elements of the National Quality Standard

1. ASSESSMENT AND RATING
All inclusions in our newsletter resource are by design, not only to inform families but to help as a visual source of evidence for Assessors. Save hours every month, support compliance and increase family feedback.

2. LINK TO YOUR QIP
Continuity in practice can be easily supported through documentation linking. Showing evidence of a recognised ‘issue’ and the suggested solutions in the Newsletter with the aim of prompting feedback, further suggestions and community engagement. I.E: car park safety or policy review

3. REVIEW EACH EDITION
Archive a copy of each newsletter for the purposes of compliance. Record the links back to the NQF & NQS directly onto the copy to be filed.

4. KNOW YOUR FAMILIES
Newsletters are a comprehensive communication tool. In saying this, it is important that the information is relevant and interesting. Seek feedback from families and staff on what they want, not necessarily what you think they need.

5. DISTRIBUTION
Make sure families have access to your newsletter. Make it easy for them to access and if necessary, put it under their noses but don’t fall into the trap of just placing it into a pocket or sleeve with an attitude of; “it’s up to them to look”. Regularly review and update your families ‘preferred method of communication’ list and see if they would prefer a hard copy or email.

Always keep evidence of any improvement within easy reach. It will confirm your commitment to ‘continuous improvement’ and an organic approach to compliance.

• OSHC EDITION ALSO AVAILABLE

FOLLOW THIS LINK FOR MEMBERSHIP OPTIONS!

Childcare Centre Desktop, the online resource library focused on early childhood education and care (ECEC) documentation that supports services meet their operational and compliance responsibilities, has confirmed the completion of a restructure that will see majority ownership transfer to a new strategic investor as it lays the foundation for a new frontier in childcare software.

“We are incredibly excited to welcome Sam Benjamin and Debbie Nerio as the new majority owners of the Childcare Centre Desktop family. Between them they bring an extraordinary amount of childcare experience as well as a digital capability that is second to none,” Mark Evans, founder and CEO of Childcare Desktop said.

To read the whole article follow this link to The Sector

Reconciliation Week 27 May- 3 June 2020  

A key practice in the learning frameworks of early childhood education and care is the notion of cultural competence. This applies to all cultures within our services and particularly as one of our guiding principles from the Education and Care National Law, the cultures of Aboriginal and Torres Strait Islander peoples.

National Reconciliation Week is a time for all Australians to learn about and celebrate Aboriginal and Torres Strait Islander cultures, histories and achievements. All Australians are encouraged to reflect on the part they play on our journey towards achieving reconciliation in Australia.

Whilst it may not be possible to invite your families and community to come together to encourage awareness and learning about National Reconciliation Week, this doesn’t mean your service can’t get involved in a whole range of activities to support and celebrate Reconciliation.

This year’s theme is In This Together and 2020 marks the twentieth anniversary of the reconciliation walks of 2000.

Reconciliation is a journey for all Australians- as individuals, families, communities and importantly as a nation. Every one of us has a role to play when it comes to reconciliation and having a conversation is really important to understand what Reconciliation Week is all about.

The National launch is on Wednesday 27 May 2020 at 12pm with an Acknowledgement of Country.

Wherever your service is located, take time to acknowledge the traditional owners of the land and pay your respects.        #InThisTogether2020      #NRW2020

Reconciliation Australia has some excellent suggestions for schools and early learning services to help children be get involved.

Ideas may include:

• Create and conduct your own Acknowledgement of Country
• Create actions for your Acknowledgement
• Watch and discuss Play School: Acknowledgment of Country
• Display Aboriginal and Torres Strait Islander flags
• Share books and scaffold discussions about the country described within these (Colours of Australia– Bronwyn Bancroft; Where the Forest Meets the Sea– Jeannie Baker)
• Connect with your local Aboriginal land council or Elders group (perhaps even organise a zoom meeting)
• Have a Yarn with colleagues about reconciliation
• View samples of Aboriginal and Torres Strait Islander Art
• Hold a TED talk screening for your staff meeting told by Aboriginal and Torres Strait Islanders peoples
• Reflect on your service’s Reconciliation Action Plan (RAP) or begin your journey. See the Narragunnawali platform to assist in developing your plan.

Policies within the Childcare Centre Desktop library incorporating cultural competency include:

• Anti-Bias and Inclusion Policy
• Respect for Children Policy
• Interactions with children, families and staff Policy
• Non-English Speaking Background Policy
• Celebrations Policy and
• Multicultural Policy