Nqs6-Enrolment-And-Orientation-Procedure

Enrolment and Orientation
Purpose of this procedure

To establish mutually respectful and supportive relationships between families and the service to promote positive
outcomes for children and ensure legislative requirements are met.
Step No.
STEP
Overview
Enrolment
information
Description / Who is responsible

Centre Director: Provide enrolling families with an Enrolment Booklet.
If the family has more than one child, insert the Enrolment Form
Additional Child into the initial Enrolment Booklet. Take the time to
explain the information required by the Centre and ensure the family
understands the purpose for this. If required, help non-English
speakers by offering an interpreting service. If the family did not
receive a centre tour offer to conduct a tour and ensure they have
been provided with a Family Handbook, a Centre Brochure and a
Qikkids Quote Letter.
Ensure the family understands the Centres fee structure. Discuss any
specific requirements for their child and inclusive practices used at the
service. If additional support is required to facilitate the childs
enrolment refer to the Inclusion Support Procedure.Explain the fee
assistance options available to families, ensuring families have
registered with the Family Assistance Office (FAO) if they wish to claim
Child Care Benefit (CCB) and/or Child Care Rebate (CCR).
Next steps
Go to
STEP 2.
Offer families assistance in how to read their statement.

Centre Director: Ensure the Enrolment Booklet has been completed in
full. Using this information:
Create,editoractivateanexistingaccount in QikKids. Use the
Enrolment Wizard if the family does not already have an
account.
Create a bookingpattern with a placed status.
STEP
Enter any details in QikKids that have not already been entered
as part of the Enrolment Wizard, including:
Record
family
information
Child Details Tab Childs CRN, gender and starts school

date.
Child Details, Custom Tab Any medical, dietary or
additional needs. Where required this will trigger the
Inclusion Support Procedure.
Immunise Tab Childs Immunisation details.
Contacts Tab CRN for primary account holder, email
address and work details for primary and secondary
account holders.
DOCUMENT NUMBER & TITLE
NQS6 Enrolment and Orientation PROCEDURE
POLICY OWNER
Sara Parrott, General Manager, Strategic

Communications
DATE PUBLISHED
31/10/2013
DOCUMENT VERSION
CONTENT OWNER
V2.0
Paula Nelson, Head of Operations

Excellence
REVISION DUE DATE
18/11/2015
Ensure you are using the latest version of this policy. You can find it at
http://policies.goodstart.org.au/PoliciesandProcedures/NQS6%20Enrolment%20and%20Orientation%20PROCEDURE.doc
Warning uncontrolled when printed. This document is current at the time of printing and may be subject to change without notice.
Go to
STEP 3.
Contacts Tab All details for Emergency Contacts and

Authorised Nominees.
Update the family enquiry record in Enquiry Tracker with the
booking status and Child ID.
Centre Director: Ask the family if they would like to make an
appointment for an orientation. The purpose of orientation is to start
building relationships between children, families and educators, and to
help children and families feel comfortable in a new environment and
with people they have not previously met.
Centre personnel/Family: During orientation the
parent/guardian/person with parental responsibility is required to
provide adequate supervision for their child at all times.
The childs enrolment records must be completed in full and returned to
the centre prior to orientation. To conduct an orientation:
STEP
Sight the familys photo identification and ask the family to sign
into the visitors book. Explain the purpose for this is to ensure
childrens safety and wellbeing.
Orientation
Show the child and his or her family the childs indoor and
outdoor play environments, where the child will eat and sleep or
rest, the bathroom the child will use, and where the child will
store his or her belongings while participating in the program.
Go to
STEP 4.
Encourage families to share information about their cultural

background, and their childs routine at home.
Educators should take the opportunity to share information with
children and their family about the centre programs and
operations, the centre philosophy and the childrens indoor and
outdoor environments.
At the end of orientation ask the family to sign out of the visitors
book.
Update the family enquiry record in Enquiry Tracker with the
orientation date.
Centre personnel:
So that the child and family feel welcome and begin to develop a sense
of belonging in a new place on their first day, ensure:
STEP
The agreed locker is available for the child. If the agreed locker
is no longer available ensure you explain the reason and invite
the child to choose an alternative.
Prepare for
first day
The family has access to a communication pocket.

The childs name appears on the attendance records.
All educators are expecting and welcome the child and family on
their first day.
POLICY OWNER

Communications
DATE PUBLISHED
31/10/2013
DOCUMENT VERSION
CONTENT OWNER
V2.0

Excellence
REVISION DUE DATE
18/11/2015
Go to
STEP 5.
Applicability of this requirement

Goodstart Early Learning operates under the Federal Government Child Care Benefit Scheme (CCB) and complies
with the Australian Governments Priority of Access Guidelines.
The service statement of philosophy is available and information about the centre philosophy is included in the
enrolment and orientation process.
All families are offered orientation as a way to share expectations and establish respectful and supportive
relationships between children, families and the service.
Families are advised at enrolment about the communication mechanisms available at the service.
Access to inclusion and support assistance is facilitated.
Fees
Fees will apply in accordance with the centres fee structure.
Families are advised of the fee assistance options available.
Record keeping
Enrolment records must be retained for each child at the service for the term of their enrolment plus three
years.
Enrolment records must be completed in full and returned to the service prior to the first day of attendance.
Families must allow the Centre Director to sight the childs original birth certificate and immunisation history on
enrolment. The immunisation history must be copied and kept with the childs enrolment records. Families
need to provide their childs immunisation history to the Centre Director each time it is updated.
Families are asked to update Emergency Contact and Authorised Nominee information at least annually.
Enrolment records for all children attending the service are available at the service and are stored appropriately
to ensure confidentially and compliance with legislative requirements (regulation 161 and 162).
Authorisations
Goodstart has clear requirements for obtaining authorisations from families for administering medication
(regulation 92), children leaving the premises in the care of someone other than their parent/guardian/person
with parental responsibility (regulation 99), and children participating in excursions (regulation 102).
Families are provided access to relevant excursion procedures on enrolment. If permission is not provided by
the family in accordance with the appropriate requirement outlined in the procedure, educators will refuse
authorisation for the child to participate in excursions.
National regulations
Regulation 75
Information about educational program to be kept available

Information about the contents and operation of the program is easily understood and
displayed in a place accessible to families.
Regulation 76
Information about educational program to be given to parents

Parents are provided with (a) information about the program so far as it relates to their
child; (b) information about their childs participation in the program; (c) a copy of their
childs assessments or evaluations for delivery of the program.
Regulation 91
Medical conditions policy to be provided to parents

Families of an enrolled child must be provided with a copy of the medical conditions
POLICY OWNER

Communications
DATE PUBLISHED
31/10/2013
DOCUMENT VERSION
CONTENT OWNER
V2.0

Excellence
REVISION DUE DATE
18/11/2015
policy if the centre is aware that the child has a specific health care need, allergy or
other relevant medical condition. To ensure family sensitivities are supported and
requirements are clear, explain this policy in person and if necessary engage the
services of an interpreter.
Regulation 111
Administration space
A centre must have an adequate area or areas available for consulting with families.
Ensure that families who require translation or the services of an interpreter to support
their participation in consultation have access to those services.
Regulation 173
Prescribed information to be displayed

The following information must be displayed:
The name of the provider, the provider approval number and conditions of the
approval;
The name of the service, the service approval number and conditions of the
service approval;
The name of the nominated supervisor and his/her prescribed class
The current rating level for each quality area in the National Quality Standard
(NQS) and the overall service rating;
Details of any waivers for element of the NQS and the Regulations;
Information about the operation of the service including:
Regulation 177
Centre operating days and times
Name and phone number of person to whom complaints are directed
Name of educational leader
Contact details of Regulatory Authority
A notice stating that a child at the centre is at risk of anaphylaxis (if

applicable)
A notice of an infectious disease at the centre (if applicable).
Prescribed enrolment and other documents to be kept by approved provider (in

so far as they directly relate to children and families)
The following documents must be kept:
Childrens assessment or evaluations for delivery of the program
Incident, injury, illness and trauma records
Medication records
Childrens attendance and enrolment records
Record of the centres compliance with the Law
Records relating to an enrolled child and to the centres compliance with the Law must
be made available to a parent of the child on request in a form that is easily understood
by the family.
POLICY OWNER

Communications
DATE PUBLISHED
31/10/2013
DOCUMENT VERSION
CONTENT OWNER
V2.0

Excellence
REVISION DUE DATE
18/11/2015
Regulation185
Law and Regulations to be available

The Law and Regulations must be accessible to families at the centre at all times. To
ensure the information in the Law and Regulations is accessible to all families, it may
need to be translated or presented in such a way that is easily understood.
Responsibilities
This procedure is to be implemented by: All Goodstart Centre Staff.
Content owners: Paula Nelson, Head of Operations Excellence
POLICY OWNER

Communications
DATE PUBLISHED
31/10/2013
DOCUMENT VERSION
CONTENT OWNER
V2.0

Excellence
REVISION DUE DATE
18/11/2015

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Enrolment and Orientation

Purpose of this procedure

Description / Who is responsible

Offer families assistance in how to read their statement.

Child Details Tab Childs CRN, gender and starts school

DOCUMENT NUMBER & TITLE