Practice Statement:
7.7 ACCOUNTABILITY MEASURES POLICY
This policy applies to: Samaritans Early Learning Centre – Newcastle Samaritans Early Learning Centre - Woodberry Samaritans Family Day Care
Samaritans in Home Child Care
Samaritans Supporting Children with Additional Needs Project
7.7.1 Procedures
Payment of Fees
Payment of fees will be in accordance with Samaritans Children’s Services fee schedule.
Inclusion Support Subsidy – ELC, FDC, IHC
This payment is available for caring for a child with additional needs or ongoing high support need. These may:
Require the educator to have special skills or undertake special training.
Involve the educator in more detailed training and supervision of the child for Family Day Care - limit the number of children an educator can care for and therefore limit the educator’s income.
The ISF guidelines must be utilised when an application is being made.
A diagnosis from a qualified medical practitioner and a current health care card must be provided.
The Inclusion Support Facilitator will complete a Child Assessment/Additional care form, assessing the child’s abilities in all developmental areas and this will be used by the educator to assist in inclusion of the child into the care environment.
Practice Statement:
Samaritans is committed to the fair and equitable provision of funds in accordance with its mission, vision and values. This is achieved by the funds being allocated in a way that will achieve the best outcomes for all children.
Samaritans Children’s Services are committed to being able to offer accessible, quality child care and support, informing families of government rebates while fulfilling all accountability requirements
This policy aims to ensure that there are procedures in place to minimize the risk of fraud and to assure that there is accountability of the usage of Government funds.
29 | Page D a t e SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS The Nominated Supervisor will claim ISS payments on an ISS claim
form at the end of each quarter.
The Child Assessment will be reviewed annually.
Child Care Benefit
Administration of Child Care Benefit will be in accordance with Samaritans Standard 7.5 Government Fee Assistance Policy.
To receive CCB from the beginning of care families must provide a CRN for the child, a CRN for the family member who is responsible for the fees and dates of birth for both aforementioned individuals so that the service can submit these details to the CCMS to ascertain the family’s eligibility for CCB. If these details are not provided the service shall charge full fees until advised on their pay advice of the relevant CCB%.
Families must nominate the number of hours of care to be used with Samaritans Children’s Services if they are using more than one approved service for childcare.
Attendance records and receipts must be provided to the CCMS at the end of each week for processing (for FDC & IHC these must be provided to the Co-ordination unit). These attendance sheets and receipts must meet DEEWR accountability requirements. (For FDC &
IHC - Educators are advised of accountability requirements prior to registration and through self-paced training modules provided by the coordination unit.)
The child’s attendance record shall be signed and the time of arrival/departure noted by the person delivering or collecting the child to/from care on each occasion of arrival and departure from the care environment.
Copies of forms must be kept in accordance with the DEEWR Child Care Service Handbook.
Educators must keep an up-to-date account of allowable and approved absences on the child’s attendance record.
All records must be completed in black/blue ink, no white-out or other editing aids are to be used. their current visit list and enter attendance sheets, checking that these correspond to their home visit sheets. Records of these will be kept at the co-ordination unit with the period they apply to.
Co-ordination Unit staff will visit educators unannounced at a variety of times to ensure they get a true reflection of the children in care;
particular note will be made at play sessions also.
SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS Attendance records from play sessions can be randomly selected to confirm accuracy of attendance sheets during input and at the time of deducting play session fees.
Confirmation of booked hours of care will be given to all families bi-annually; various families will be selected randomly for confirmation of these by the Co-ordination Unit. Copies of these will be kept on the child’s file at the coordination unit.
Accurate records will be kept at the co-ordination unit. Records must be retained for at least 36 months from the end of the financial year of the last entry date.
If fraud is suspected by the Nominated Supervisor/Co-ordination Unit/Service Provider and confirmed by Samaritans internal investigation, the case will be referred to DEEWR. The Family Assistance Office will be informed and CCB compliance investigation invited. The case may also be referred to and investigated by the local police. If substantiated, the case may go to the NSW Director of Public Prosecutions for consideration. Whilst an investigation is underway the educator may be suspended pending the outcome of the investigation.
Audited Statements – SCAN
Audited statements are not required by the SCAN Co-ordination Team.
Services are however; reminded that under CS licensing requirements they are required to provide an audited statement at the end of their financial year.
This statement should clearly show a line entry for SCAN income and SCAN expenditure, as this information will be provided to CS by the SCAN Co-ordination Team.
Accountability Form - SCAN
All Services receiving SCAN funding will be required to submit an Accountability Form during the last week of the financial and calendar years (Terms two and four). Due date reminders will be provided to Services on the SCAN Calendar.
The original document must be returned to the SCAN Co-ordination Team office – not a photocopy or fax copy.
The Certification of Funding section must be signed by the Authorised Supervisor and either the duly authorised delegate or two Management Committee representatives – of which one MUST be the treasurer or person responsible for the management of funds.
Up to twelve children can be accounted for on the one Accountability Form,
The Form asks Services to record the total of the SCAN contribution as well as the total expenditure for supporting the SCAN funded children.
Receipts for goods purchased do not need to be forwarded to the Co-ordination Team, but may need to be sighted at a Service visit or provided upon request.
31 | Page D a t e SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS Expenditure of the contribution must reflect what is itemised on the Services funding letter. For example, Services who used SCAN funds to purchase equipment but did not have E/R written in the purpose column of the funding letter will be required to reimburse those funds.
Funding for the Services forthcoming Term one or three is dependent upon Services completing and forwarding the Accountability Form to the SCAN Co-ordination Team. If the Accountability Form is not received by the due date, funding for the following term will be withheld until it is received.
Continuation of Funding / Funding Adjustment Form - SCAN
Every child who has received any funding MUST be accounted for on the Continuation of Funding/Funding Adjustment Form, even if they have since left the service.
A completed Form is required four weeks prior to the end of Term two and Term four. Due dates will be provided to Services on the SCAN Calendar.
One child per Form.
Each form will outline the child’s funding requirements and detail the ongoing adjustments for the forthcoming six months and their progress over the past six months. If the adjustments detailed are not able to substantiate the necessity for funding during the following six months, funding will not be approved.
The form must be approved by the Authorised Supervisor but can be completed by any delegated employee.
Funding for the Services forthcoming Term one or three is dependent upon Services completing and forwarding the Continuation of Funding/Funding Adjustment Form to the SCAN Co-ordination Team.
Late receipt of the Form may jeopardise funding for the following term.
7.7.2 References
NSW Department of Human Services, Community Services, Supporting Children with Additional Needs Program Guidelines and Forms,
Samaritans Children’s Services Policies and Standards
SCAN Resource and Information Manual
7.7.3 Person Responsible
It is the responsibility of the SCAN Co-ordination Team to:
Advise Services of the due dates for the Accountability Form and the Continuation of Funding/Funding Adjustment Form
Maintain systems that ensure compliance with internal accountability structures and processes.
SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS It is the responsibility of the Nominated Supervisor to:
Ensure the Accountability Form and the Continuation of Funding/Funding Adjustment Forms is returned to the Co-ordination Team. Not FDC or IHC.
ensure all details on the form are completed accurately
Sign the Accountability Form and the Continuation of Funding/Funding Adjustment Forms. Not FDC or IHC
Provide families with information on government payments.
Provide training to educators on the relevant government subsidies.
Assist with the completion of ISS assessments.
Ensure that information and forms are completed accurately by educators and families.
Complete all accountability criteria and provide to the appropriate government body, FAO and DEEWR.
It is the responsibility of educators to:
To enter appropriate attendance and absence data for CCB reconciliation.
To assure all records are maintained and accurate.
To assist with ISS assessments.
7.7.4 Implementation and Evaluation
Procedures are clearly outlined for Service staff to follow.
This policy will be reviewed at least every two years in accordance with Samaritans Standard 6.2 Policy Development and Review.
7.7.5 Documentation
SCAN Resource and Information Manual Audited Statements.
ISS Child Assessment/Additional Care Form ISS Claim Form
Attendance Sheets
Confirmation of Booked Care Form
Administration Training Module (IHC & FDC)
7.7.6 Related Policies
Breach in Regulations Privacy and Confidentiality
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7.8 MEDIA/PRESS POLICY
This policy applies to: All Samaritans Children’s Services
7.8.1 Procedures
Every educator and volunteer is provided with clear written guidelines detailing:
Who has the delegated authority to release images and information to the media.
How authority may be obtained to release images or information to the media.
The CEO of the Samaritans Foundation has the delegated authority to provide Samaritans Children’s Services with permission to release information or images to the media.
Samaritans Children’s Services will be provided with copies of media releases approved by the CEO that have been distributed to the mass media, these can then be distributed to local media if this is felt to be advantageous. All information provided to the media reflects the agency ethos of the Samaritans Foundation.
Practice Statement:
All stakeholders have the right to the protection of personal information, and all information in the media will reflect the ethos of Samaritans Foundation. Educators and families need to be aware of the impact media releases may have upon the service/organisation. All service/organisation regulations, policies, and standards are to be complied with when releasing information.
With respect for Family Day Care & In Home Child Care Educators being self employed, individual Educators are required to consult with the Nominated Supervisor and Samaritans Media Release personnel prior to releasing information to the Media.
Note: Samaritans Children’s Services protects the privacy and confidentiality of individuals and ensures the ethos of the Samaritans Foundation remains intact by ensuring that no educator or volunteer of Samaritans Children’s Services shall release any information or images to the media (in any form) without appropriate authority.
SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS Requests for advertising, educator vacancies, childcare vacancies etc shall be sent to Human Resources (media officer) Samaritans Foundation for approval.
Educators registered with Samaritans Family Day Care and In Home Child Care shall not advertise independently without first seeking approval, they should provide a copy of their advertisement to the Authorised Supervisor who will then seek appropriate approval.
No images of children shall be shown in the media or displayed in any manner without the express authority provided on their Family Enrolment with Samaritans Children’s Services.
All information provided to the media will adhere to Samaritans Children’s Services Philosophy and Standards.
Any information (other than advertising) being released to any form of media shall be directed through the Client Services for appropriate approval.
Should a member of the press contact educators for comment, the standard response is to be “no comment” and notify your Manager of the call and the caller’s identity and contact details as soon as practically possible.
If educators are unsure of anything in relation to this policy, they should contact their Manager.
Educators and volunteers may not give information or evidence on matters relating to children and/or their families to anyone outside their line of accountability to the Nominated Supervisor, other than the custodial parent/guardian, when that information has been obtained in the course of their care provision. Exceptions may apply regarding information about children when subpoenaed to appear before a court of law.
Public Comment – internet & social networking sites
As more people are going “online” there has been an increase in the use of social networking sites. Please be aware of the content of your communications on these social networking sites (i.e. facebook, MySpace, twitter, YouTube, etc.).
Remember that these sites can be accessed by numerous people and are therefore NOT confidential. Photos from your workplace/learning environment and comments relating to specific individuals (colleagues, children and/or families) within your workplace are a breach of confidentiality.
Internet usage may be monitored.
Mobile Phone Cameras
Mobile phones will not be used to take covert photos of children, families or colleagues – this is a breach of confidentiality. Prior to taking any photos
35 | Page D a t e SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS within or of Samaritans learning environments written permission MUST be provided by the parents/guardians of any children within the photo, written permission from any colleagues within the photo and the Authorised Supervisor.
7.8.2 References
Commonwealth Privacy Act 1988.
Privacy Amendment (Private Sector) 2000.
Samaritans Foundation Policies and Standards – Media Releases.
7.8.3 Person Responsible
Any person releasing information is responsible to give accurate and up-to-date information. Samaritans Management is responsible for advising on media releases.
Nominated Supervisor is responsible for:
Providing training, resources and support for educators so that the media policy is fully understood and maintained.
Ensuring that the guidelines of this Standard are maintained at all times and that they encourage their colleagues in this also.
Educators are responsible for:
Ensuring that the guidelines of this Standard are understood and maintained at all times.
7.8.4 Implementation and Evaluation
Radio Newspaper Television Newsletters
Five Star FDC Marketing group
This policy will be reviewed at least every two years in accordance with Samaritans Standard 7.2 Policy Development and Review.
7.8.5 Documentation
Samaritans Marketing.
Transcript of releases made.
7.8.6 Related Policies
Privacy and confidentiality
SAMARITANS CHILDREN’S SERVICES POLICIES & STANDARDS
7.9 TERMINATING ACCESS TO SERVICE
This policy applies to: Samaritans Early Learning Centre – Newcastle Samaritans Early Learning Centre - Woodberry Samaritans Family Day Care
Samaritans in Home Child Care
7.9.1 Procedures
Termination of access shall follow a process of:
Consultation and Facilitation of Change: The Nominated Supervisor (or delegated representative) or a representative of the Service Provider shall discuss the issue, regulatory and policy requirements and service expectations with the family or educator concerned and a course of action and reasonable time frame shall be agreed upon to remedy the situation having regard to the urgency of the matter. All necessary professional development and/or support shall be offered to the parent or educator concerned to assist with satisfactory resolution of the matter. The issue and course of action agreed upon shall be recorded and a copy supplied to the family or educator concerned.
Formal Warning In the event that action as agreed to in step 1 above is not undertaken the Service Provider or a representative shall cause to be delivered to the family or educator concerned a formal warning in writing setting out the issue, the action to be taken to remedy the situation and a time frame in which the situation shall be reviewed and the consequences of failing to take action required.
Practice Statement:
Termination of access to the service shall occur as a result of non compliance with one or all of service Policies, Regulatory Requirements, failure to pay all fees and charges levied by the service, or performance or conduct which is deemed to be detrimental to the provision of quality care or to the service.
Samaritans Children’s Services through its orientation and support systems allows families and educators to identify their responsibilities and service expectations towards the provision of care and in this regard educators will ensure the safety and wellbeing of children in care is paramount at all times. Samaritans provides educators with opportunities for enhancement of their self and service through professional development in the interest of provision of highest quality child care, compliance with regulatory requirements and service policies. Every educator has the right to a harmonious and supportive working environment. Samaritans Children’s Services shall provide fair and equal access to support services and advocacy to all educators and families.
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Suspension of Access In the event of unsuccessful resolution of an issue following a formal warning within the period specified or in the event of a subsequent issue arising and proceeding to formal warning the Nominated Supervisor or Service Provider shall cause notice in writing to be delivered to the family or educator concerned of the suspension of access rights to the service. Such notice shall nominate a time and date when the parent or educator may attend a meeting with the Nominated Supervisor and the Service Provider’s representative to show cause for continuation of access rights.
Termination of access to the Service shall be as a result of:
Written request/resignation being received from a family or educator with a minimum of two week’s prior notice.
Failure to attend a meeting (as set out above or to show sufficient cause for continuation of access rights following Suspension of access (as referred to above).
Following termination of access the names of the family or educator shall be removed from any appropriate register held by the service and any relevant authority notified of this action.
At each step in the process of termination of access all parties have a right to:
Fair, impartial, confidential and respectful handling of the matter
Advocacy and/or supportive or union representation
Ask questions/voice concerns without fear of repercussions or
Ask questions/voice concerns without fear of repercussions or