Enrolment Policy

ENROLMENT

According to the Child Care Provider Handbook (May 2023) ‘enrolling children is a requirement under Family Assistance Law for all children who attend childcare (or have an arrangement for care) regardless of their parent’s or guardian’s eligibility for Child Care Subsidy… An enrolment links the child, the individual claiming the subsidy and the childcare service.’ An enrolment notice is required for each child attending the Service. This reflects the type of arrangement that is in place between the provider and the family/individual or organisation.

IMPLEMENTATION

The Education and Care Services National Regulations requires approved providers to ensure their Services have policies and procedures in place for enrolment and orientation (Reg. 168) and take reasonable steps to ensure those policies and procedures are followed (Reg. 170).

Our Service accepts enrolments of children aged between 1 year- 6 years of age.

Enrolments will be accepted providing:

a) the maximum daily attendance does not exceed the licensed capacity of the Service
b) a vacancy is available for the booking required
c) the adult to child ratio is maintained in each room

PRIORITY OF ACCESS

Our Service aims to assist families who are most in need and may prioritise filling vacancies with children who are:

at risk of serious abuse or neglect
a child of a sole parent who satisfies, or parents who both satisfy, the activity test through paid employment.

Providers are asked to (but are not legally obliged to prioritise children). [CCS Handbook p.35]

ENROLMENT

To secure a child’s position families are required to pay an enrolment fee of Fifty Dollars and Two-hundred and fifty dollar bond which is calculated at full fee to secure the position. When 4 weeks’ notice of withdrawal is given, the bond will be refunded if all accounts are up to date.

When a family has indicated their interest in enrolling their child in our Service, we will organise an enrolment meeting to share information and build relationships.

Families will be provided with a range of information about the Service which may include:
- the Service philosophy, inclusion, programming methods, menu, incursions, excursions, fees, Child Care Subsidy, policies, procedures, SunSmart requirements, regulations and the licensing and assessment process for our State, Early Years Learning Framework (EYLF V2.0), the National Quality Framework, signing in and out procedure, room routines, educator qualifications, introduction of educator in the room the child will be starting in, and educator and parent communication strategies.
Families will be invited to ask questions and seek any further information they may require
Families will be provided with possible vacancies and start date
Families will be invited to bring their child into the Service at a time that is mutually convenient to familiarise themselves with the environment and educators as part of the orientation process
Any matters that are of a sensitive nature, such as discussing a child’s medical needs, court orders, parenting plans or parenting orders, will be discussed privately with management. Families will be required to bring any documents required in relation to court orders, medical needs or plans
Families will complete the enrolment form informing management of their child’s interests, strengths and individual needs
If a family or child uses English as a second language or speak another language at home, we request that families provide us with some key words in the language/s the child speaks so that educators can learn these words. Educators may use visuals to assist the child’s understanding and be able to communicate with others
Families who wish to receive CCS as reduced fees must apply for CCS through the myGov website/app, this includes completing the Child Care Subsidy activity test
Information about gap fees and absences will be discussed
It is a legal requirement that prior to the child starting at the Service we have all required documents including
- the completed enrolment form
- medical management plans (if relevant) completed by the child’s general practitioner
- a current Immunisation History Statement from the Australian Immunisation Register (AIR) showing the child is up to date with immunisations for their age and
- details of any court orders, parenting orders or parenting plans
It is a requirement of Family Assistance Law that immunisation information held by the Service is kept current. Parents are reminded mid-way through the year to provide any immunisation updates to the Service in order to continue receiving childcare subsidy
Children must meet the immunisation requirements to be eligible for Family Tax Benefit (FTB) Part A and Child Care Subsidy (CCS). Some exemptions apply; however, families are advised that vaccination conscientious objection is not a valid exemption
Parents must notify the Service if their child is not up to date with their immunisations for their age via the enrolment form and attach the required documentation on their AIR immunisation History Statement
National and state legislation in relation to immunisation for childcare
(NSW) To attend childcare, children must be fully immunised or on an approved vaccination catch-up program. If a child cannot be immunised due to a medical condition they may still be enrolled at the Service with supporting documentation (Medical Exemption Form). If a child is on a ‘catch-up’ schedule for immunisations they may still be enrolled at the Service. The child’s immunisation history statement will indicate that the child is on a catch-up schedule. [read more here]
Unborn children may be placed on the waiting list. If an unborn child is placed on the waiting list, the family must advise the Service of the expected birth date. It is the responsibility of the parent to inform management of the name and date of birth of the child within three months after the expected birth date. If this information is not provided, then the child and family details will be removed from the list
It is the family’s responsibility to keep the Service informed of any changes to the information recorded on the application form

FAMILIES WILL BE ASKED TO PROVIDE THE FOLLOWING INFORMATION:

Full name/s of parent/s (or the person legally responsible for the care of the child) residential address, place of employment and contact telephone number
Each parent’s occupation, work hours and educational qualifications
The full name, residential address and contact telephone number of a person or persons, authorised by the parent who may be contacted in case of an emergency concerning the child if a parent is unable to be contacted (authorised nominee)
The full name, address and contact telephone number of any person authorised by the parent to collect the child from the Service (authorised nominee)
Full name of the child
Child’s date of birth
Child’s birth certificate or passport
Child’s residency status
Child’s address
Gender of the child
Cultural background of the child
Provision of care – if care will be a routine and/or casual etc.
Session start and end times
Complying Written Agreement including fee information
Immunisation History Statement
Any court orders or parenting agreements regarding the child
The primary language spoken by the child; if the child has not learnt to speak, the child’s family’s language
Any special requirements of the family, including for example cultural or religious requirements
The individual needs of a child with a disability or with other additional needs
A statement/authorisation indicating the name and address and contact details of any person who is authorised to consent to the administration of medication to the child
Authorisation and signature by parent/authorised person for the approved provider, nominated supervisor or educator to seek:

medical treatment for the child from a registered practitioner, hospital or ambulance Service
transportation of the child by an ambulance Service

Child’s Medicare number (if available)
Specific healthcare needs of the child, including allergies and intolerances
Any medical management plan for a specific severe healthcare need, medical condition, or allergy, such as an ASCIA Action Plan
Details of any dietary restrictions for the child
The name, address and telephone number of the child’s doctor
Authorisation for regular occurring transportation and regular outings/excursions
CRN for child and claimant

ORIENTATION OF THE SERVICEV

During the orientation of the Service, families will:

be provided with the enrolment form to be completed or shown how to complete this through an online platform
have Child Care Subsidy explained to families and assistance may be offered to assist with the application process
be provided with an outline of the Service policies which will include key policies such as: Payment of fees, Sun Safe, Incident, Injury, Trauma and Illness, Dealing with Infectious Diseases, and Administration of Medication
be shown the signing in/out process for attendance
be advised of appropriate clothing for children to wear to the Service, including shoes, hats and sunscreen
be informed about policies regarding children bringing in toys from home
be introduced to their child’s educators
be taken on a tour around the Service
be invited to visit the Service at different times during the day
be provided with suggestions for developing and maintaining a routine for saying goodbye to their child
be asked to share information on any medical management plan or specific healthcare needs of their child (if applicable)
be informed of the daily report and how parents can view this or informed about the online platform/App the Service may use
be introduced to the room routine and Service program, including portfolios and the observation cycle
be informed about Service communication strategies including meetings, interviews, newsletters, emails, etc.
be given the opportunity to set goals for their child
confirm preferred method of communication
be provided with information and procedures about casual days and/or makeup days
be advised that it is their responsibility to notify the Service of any changes to their current details on enrolment forms (e.g.: new phone numbers).

ENROLMENT PACK

Once the enrolment fee and bond has been paid, families will be provided with an enrolment pack which consists of:

Family Handbook, which outlines the Service’s operation and philosophy
current fee structure and payment details
Child Care Subsidy (CCS) information
Information about the online App or platform (if applicable)
Information on the National Quality Framework, National Quality Standards and the Early Years Learning Framework
ECA Code of Ethics brochure
Lunchbox and Snack ideas
Munch and Move Fact Sheets

THE APPROVED PROVIDER/ NOMINATED SUPERVISOR/ MANAGEMENT WILL ENSURE:

that obligations under the Education and Care Services National Law, National Regulations and Family Assistance Law are met
educators, staff, students and volunteers have knowledge of and adhere to this policy and associated procedure
families are aware of this Enrolment Policy
the enrolment form is completed accurately and, in its entirety
document evidence such as birth certificate or passport is sighted to verify that the child’s enrolment details are true and correct
authorisations are signed by both parents/guardians
our Service complies with the Disability Discrimination Act and our enrolment policy and practices do not discriminate against children or others with disability
barriers to access and participation for children with disability are identified and reasonable adjustments to the program and environment is made to allow access and participation in the Service [See: Additional Needs Policy]
a child with medical needs does not begin at the Service unless a medical management plan is received and medication is brought to the Service each day
the child’s medical management plan is recorded, and this information is shared/distributed to educators
ASCIA Action Plans are completed in full (if relevant)
Administration of Medication forms are completed (if relevant)
the Medical Conditions Policy is provided to families for children with a specific health care need, allergy or other relevant medical condition before the child begins education and care at the Service
risk minimisation plans and communication plans are requested/completed with parents/guardians for children with medical needs before the child begins education and care at the Service
the appropriate room leader is informed of the new child including any medical conditions, interests, developmental needs, and strengths.
immunisation history statement and birth certificate have been sighted and photocopied
the child is added to the observation cycle
the enrolment is lodged through Kinderm8 or PEP with Department of Education
the enrolment notice is lodged within 7 days
- from the end of the week in which the provider and family made an arrangement
- the provider or Service being approved or
- the end of a suspension
enrolment notices must include details as outlined with the Childcare Providers Handbook, p. 30
enrolment notices and arrangements are updated within 7 days if details have changed or if the enrolment ends
a file for the Child’s information is created
families are provided with an orientation survey to complete within the first 6 weeks of starting to gain feedback about the orientation and enrolment process
families are made aware that casual days may be offered at the discretion of management and dependent upon licensing requirements and ratios

FAMILIES WILL:

complete all documentation required by the Service for enrolment
provide required authorisations as indicated on enrolment form
confirm enrolment notices and sign CWAs
notify the Service of any specific health care needs of the child, including medical conditions and allergies and provide a medical management plan for child if applicable
ensure all information about the child and family is kept up to date
be aware of our Service’s Family Conduct Guidelines

CHILD CARE SUBSIDY

Child Care Subsidy (CCS) offers assistance to families to help with the cost of childcare for children aged 0-13 years. There are three factors that determine a family’s level of CCS. These are:

Combined annual family income
Activity test – the activity level of both parents
Service type – type of child care Service and whether the child attends school

Documentation may be required such as Australian driver licence, Australian passport, foreign passport, Australian birth certificate, Australian marriage certificate, Australian citizenship certificate
Families are provided with a Customer Reference Number (CRN)
Child Care Subsidy is paid directly to providers to be passed on to families as a fee reduction
Families will contribute to their childcare fees and pay the Service the difference between the fee charged and the subsidy amount- generally called the ‘gap fee’
Families may also be eligible for Additional Child Care Subsidy depending upon their circumstance.

COMPLYING WRITTEN ARRANGEMENT

The approved provider and parent must enter into an agreement regarding the planned arrangements for care of a child, this is called a Complying Written Arrangement (CWA) and is an agreement to provide care in return for fees
The CWA must be recorded, and the parent must confirm the terms of the agreement either electronic or hard copy and this must be kept by the provider
The CWA must include the following information:
- the names and contact details of the provider and the individual(s)
- the date the arrangement starts
- the name and date of birth of the child (or children)
- if care will be provided on a routine basis and if so, details about the days on which sessions of care will usually occur
- the usual start and end times for these sessions of care
- whether care will be on a casual or flexible basis (in addition to, or instead of, a routine basis)
- details of fees charged under the arrangement (providers can reference a fee schedule or information available on their website), which the parties understand may vary from time to time
Where there are certain changes (fees or booked days) to the individual Complying Written Arrangements (CWA) for care between the provider and an individual, the provider must update the arrangement in writing, and the families are required to confirm the changes by signing the updated CWA
An enrolment notice must be submitted within 7 days following the signed CWA and enrolment acceptance
Once the approved provider submits an enrolment notice, the family will be asked to confirm the enrolment through their myGov account.

ADDITIONAL CHILDCARE SUBSIDY PROCEDURE

Our Service will ensure all ACCS applications are managed in line with the Guide to Additional Child Care Subsidy (child wellbeing) and CCS Handbook

Parents can apply for ACCS (grandparent), ACCS (temporary financial hardship) or ACCS (transition to work) through Centrelink directly
The approved provider can apply for ACCS (child wellbeing) through the CCS software or PEP for children identified at risk of serious abuse or neglect
Once a child has been identified as ‘at risk’ the Service will check the ACCS eligibility requirements from the Guide to the ACCS (Child Wellbeing)
If the Service deems the child is eligible for ACCS the Service will submit an initial ACCS Certificate for a 6-week period
The Service needs to provide a referral to an appropriate support agency in conjunction with the submission of an ACCS certificate
If further ACCS (Child Wellbeing) is required following the initial 6-week certificate the Service may apply for a Determination for a period of up to 13 weeks
Following an application for an ACCS 6-week certificate the provider will abide by the requirement to make an ACCS (child wellbeing) referral to an appropriate support agency
Following an application for an ACCS 13-week determination the provider will abide by the requirement that the application must be accompanied by evidence, dated less then 6 months old, or a statutory declaration that supports the provider’s view that the child continues to be ‘at risk’
If the child continues to be ‘at risk; after the initial 13-week determination, then the provider needs to lodge a subsequent determination application.

ON THE CHILD’S FIRST DAY

Consideration will be made to each family regarding the initial settling in period and strategies may be

offered to assist both parents and the child. Parents will be reassured that they are able to stay with their child for as long as they choose in the early days; speak to their child’s educator at any time; contact the Service during the day to ‘check’ in on their child and request help with separation if this is a problem for their child.

On the first day, the child and their family will be welcomed by the nominated supervisor and shown where or how to sign their child in/out of the Service.

They will be greeted by an educator and walked to their room
The educator will discuss what is happening in the room, and show where the child’s locker is located
Information about collecting their child at the end of the day will be discussed
Educators will ensure information about the child’s first day is shared with parents (through online APP or daybook)
Management will ensure the orientation checklist has been completed and all required documents and information has been received from families.

ENDING AN ENROLMENT

Families are required to provide management with four weeks written notice when withdrawing their child from the Service. The letter must state:
- the date they are writing the withdrawal notice
- the child’s last day of attendance.
Written withdrawal notification can be emailed or handed to management
This letter will be placed into the child’s file and archived once they have left the Service
All records related to a child’s enrolment must be kept securely until the end of 3 years after the last day of the child’s attendance
Management will add an end date into the Service software program to ensure compliance with the Family Assistance Law
Fees will be charged up to the end of the four weeks from the date at which notice was received in writing, whether or not the child has attended the Service during those two weeks
A final account is to be processed by administration and noted on the withdrawal form. The final account is to be issued immediately to the family advising of the balance (payment is due or no payment due as applicable)
A copy of the final account and withdrawal form is to be kept in child’s file
Families must ensure the account is paid prior to final attendance
If payment has not been received, the debt recovery process is to start immediately
If the child does not attend during their four weeks of notice, Child Care Subsidy (CCS) may not be paid after their last day of attendance (including if the child does not attend on their last day) and full fees will be applicable (This is a policy of the Family Assistance Law in relation to Child Care Subsidy)
At the end of the placement and if all criteria regarding fees and notice of withdrawal have been met, then the initial Bond payment made on enrolment will be refunded to the family within two weeks of the child’s last day
If at any time during the child’s enrolment it is felt that it is necessary to discuss the viability of the placement due to a concern regarding the duty of care to the child or other children in our care, the Service will immediately contact the parent/authorised person/s to discuss all options. This may include the termination of the child’s position.

EMPLOYEES WITH CHILDREN AT THE SERVICE

Employees are welcome to enrol their child at the Service, however, if an employee is terminated from their position, the Service reserves the right to terminate the child’s position due to conflict of interest. (See Children in the Workplace Policy).

WITHDRAWAL PRIOR TO COMMENCEMENT OF CARE

If a family has accepted the offer of a placement, then decides to withdraw from the Service before the agreed commencement date, the written notice period applies. If less than the written notice period is given prior to the agreed commencement date, full payment of the two weeks holding deposit/bond is payable to the Service and is non-refundable.

14 WEEK RULE (CCS)

An enrolment will end for Child Care Subsidy purposes, if a child does not attend a session of care at our Service for 14 continuous weeks. This is a rule set by CCS and the Department of Education. For further information see the CCS Handbook.

CONTINUING ENROLMENT FOR THE NEW YEAR

Prior to the end of each year, families will be provided with a letter to confirm their child’s continuing enrolment for the New Year.
Failure to return this letter may result in their child not being considered for a future position.
Families with children going to school the following year will be required to complete the Re-enrolment form confirming that their child will be going to school the following year, adding an end date to their child’s care
Families who require care in the New Year until the school year starts, will need to advise management in writing on the Re-enrolment form, stating their child’s last date of attendance at the Service. Any extensions to the advised date will be assessed by management and subject to availability which will be confirmed in writing for families.
The Complying Written Arrangement will be updated
Families eligible for Child Care Subsidy are responsible for ensuring that all information requested by Centrelink is provided to them in order to ensure no interruption to CCS payments.

UPDATING AND ENDING ARRANGEMENTS AND ENROLMENTS

Enrolment notices must be updated in the following circumstances:

The family disagrees with details of an enrolment and the Service agrees an update is required
The care arrangement between the Service and family changes
The Service notices information on the enrolment is incorrect
The enrolment ends

Our Service will update the enrolment notice with our CCS Software (or PEP) with 7 days of any of the events above occurring.

ENROLMENT RECORD KEEPING

Our Record Keeping and Retention Policy outlines the information and authorisations that we will include in all child enrolment records.

TERMINATION OF CHILD’S ENROLMENT

Our Service has a range of policies and procedures to ensure the safety, welfare and wellbeing of children, staff, families and visitors of the Service. We reserve the right to terminate a child’s enrolment if at any time a Service policy has been breached.

This may include:

failure to comply with the enrolment contract
disparaging, hurtful, or unsafe behaviour of a child that continues even with parent collaboration and/or support agency involvement in modifying the behaviour
non-payment of childcare or late fees and/or recurring late payment of fees
continuing to pick up the child past the required licensed time after consistent documented warnings
inability to meet the child’s individual needs without family support and commitment to ensure their child receives the best possible support within our Service
deliberate impertinence towards the approved provider or staff- Code of Conduct policy
if a parent knowingly brings their child ill to the Service
consistent child-rearing style differences between the parent and provider
false information given by a parent either verbally or in writing
bullying and/or harassing educators, children or families enrolled at the Service- Code of Conduct Policy
failure to provide AIR Immunisation History Statement or AIR Immunisation Medical Exemption form or AIR Immunisation History Form (catch up schedule).

Management or the nominated supervisor will advise families in writing that their child’s enrolment will be terminated following all attempts to rectify any non-compliance.

Four weeks’ notice will be provided to families, unless the safety and wellbeing of other children, staff or families is at risk. In this case, an immediate termination of enrolment may apply.
Any outstanding fees will be provided to families and remain due to be paid upon termination of enrolment. The initial Bond payment made on enrolment will not be refunded until any outstanding fees are paid.

BEHAVIOUR GUIDANCE

There are times when children’s behaviour requires guidance, which will always be undertaken according to the Service’s policies and procedures. Every effort will be made to deal with the behaviour using positive guidance and working closely with families to implement a plan in order to help rectify any unacceptable behaviour. If the child’s behaviour continues to be disruptive and harmful and the safety of other children and staff is compromised, we reserve the right to ask you to withdraw your child from the Service.

CONTINUOUS IMPROVEMENT/REFLECTION

Our Enrolment Policy will be updated and reviewed annually in consultation with families, staff, educators and management.