Enrolment & Orientation

POLICY STATEMENT:

Green Umbrella OSHC accepts enrolments to the service for primary school age children in accordance with funding priorities and guidelines.  An orientation process is in place for children and their families. Its purpose is to:

• Enable educators/staff to meet and greet children and their families
• Provide essential operational information
• Form the foundation for a successful and caring partnership between home and the service.
• To help children develop a sense of belonging, feel accepted, develop attachments and trust those who care for them (“My Time, Our Place”, Outcome 1).
• Provide an opportunity for children and their family to view the program in action prior to enrolment.

PROCEDURES:

(a)        Eligibility

• Access and eligibility will be subject to the Priority of Access Guidelines set down by the Department of Education, Employment and Workplace Relations (DEEWR), these are:

• Priority 1 – a child at risk of serious abuse or neglect
• Priority 2 – a child of a single parent who satisfies, or of parents who both satisfy, the work, training, study test under section 14 of the A New Tax System (Family Assistance) Act 1999
• Priority 3 – any other child

• Within these main categories priority should also be given to the following children:

• Children in Aboriginal and Torres Strait Islander families
• Children in families which include a disabled person
• Children in families on low incomes
• Children in families from culturally and linguistically diverse backgrounds
• Children in socially isolated families
• Children of single parents.

• As well as the above, the service policy is that children must be enrolled in Primary school in order to be eligible to attend the service. Children of Preschool age will not be accepted into the program, except for the December/January Vacation care period immediately prior to them commencing Primary school – this enrolment will be accepted upon proof that the child is enrolled to commence Primary school.  Children who have completed Year 6 may be eligible to attend the service at the discretion of the Nominated Supervisor.  

(b)        Inclusion of children additional needs

• Provision of places for children with additional needs will be made wherever possible, with a regular review period. Access to care will focus on the needs of the child and the service’s ability to meet these needs.  Ongoing arrangements will be at the discretion of the Nominated Supervisor in consultation with parents and educators.

(c)        Waiting list

• Where demand for care exceeds the service’s number of approved places, families will be placed on the service’s waiting list.  When completing waiting list details families will be advised of the Priority of Access Guidelines.

• Waiting lists will be refreshed regularly.. A request for updating family details and contact numbers will be sent to each family on the waiting list. If the service does not receive an updated reply by email and the form is not returned to the service, families will be removed from the list, as it is presumed the family is no longer requiring care.

(d)        Enrolment

• Enrolments will be created in line with the Priority of Access Guidelines and the Child Care System (CCS).  There are three enrolment types under the CCS:

• Formal enrolments
• Informal enrolments
• Other enrolments e.g. emergency enrolments

• Enrolments will not be accepted from families without full completion of the enrolment form. To secure the enrolment, parents are required to pay the enrolment fee.Information about fees is included in the Fee Policy.

(e)        Attendance and enrolment records

• Accurate attendance records will be kept, which:  

• Records the full name of each child attending the service
• Records the date and time each child arrives and departs
• Is signed on the child’s arrival and departure by either:
  - The person who delivers or collects the child
  - The Nominated Supervisor or an educator (Regulation 158); and
• Meet the requirements of the Child Care System (CCS)

• An enrolment record for each child will be kept at the service which includes all details outlined in Regulations 160, 161 and 162.

(f)        Child’s attendance once enrolled

• The service’s responsibility for the child begins when placed in the staff’s care by parent or guardian, or when they arrive from school for the afternoon session.  If a child is to be absent on a day they are normally booked, the family must notify the service as soon as possible.  The rules for Allowable Absences under CCS will be followed in relation to all absences.
• If a child who is enrolled with the service, but is not on the Roll for a particular day, arrives at the service, the Nominated Supervisor, or other relevant staff member will be contacted immediately to see if the child has been booked in for the day.
• If a child has not been enrolled they will be taken into care.  In this case, please contact the school and/or child’s parents  (if possible) immediately.

(g)        Cancellation of enrolment

• Cancellation of an enrolment may be initiated in two different situations:

• A parent advises the service that no further care needs to be provided
• The service identifies that care is no longer required or being provided
  (CCS Ending Enrolments)

• The family must give two weeks notice if they wish to cancel a child’s enrolment; failure to do so will mean that attendance fee’s for the two weeks will be incurred. Refunds may be granted under exceptional circumstances after discussion with the Nominated Supervisor.
• CCS guidelines will be followed once an enrolment is cancelled.

(h)         Confidentiality and storage of records

• Enrolment information will be kept in strict confidence according to the services Confidentiality Policy.  All enrolment records will be kept in a safe and secure place and kept for the period of time specified in the Regulations (Regulations 158, 159,160, 183).  

(i)        Orientation

• Families who are enrolling their child for the first time will be sent the Parent Handbook and the key policies for families prior to the child’s first day at the service. Families should read this handbook so that their child is prepared for their first day at the service and to give them time to complete all relevant forms.
• In the event of a child needing medicine, their parent must supply the centre with medication and method of administration prior to commencement.
• Parents should advise educators when they are greeted that it is their child’s first day at the service and the educator will introduce themselves and guide them through the sign-in/out process, check that all relevant forms and authorities have been signed and show them around the Centre.
• Educators will introduce the child to other children and engage them in an activity. The educator will remain with the child until they are settled and comfortable in the new environment. Educators will carefully monitor the child whilst in the service to ensure they are settling in.

(j)        Re-enrolment

• All existing families will be sent an email reminding them that permanent bookings will be rolled-over to the following year, unless we have been provided information that the child will not be continuing or will change their booking, prior to the cutoff date.
• The service will also seek any required updates to personal, medical and contact information via email.