Commitment to Enrolment Statement

Aim

We aim to ensure children and families receive a positive and informative enrolment and orientation process that meets their individual needs. We strive to establish respectful and supportive relationships between families and the Service to promote positive outcomes for children whilst adhering to legislative requirements.

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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 (regulation 168) and take reasonable steps to ensure
those policies and procedures are followed (regulation 170). Our Service accepts enrolments of children aged between 6 weeks- 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

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Enrolments will be accepted providing:

​TG’s Management has the right to accept, or reject an enrolment application, this decision will be made on an individual basis and will ensure that:
• The maximum daily attendance does not exceed the approved number of places of the service.
• Child-educator ratios are maintained across the service.
• A vacancy is available.
The Federal Government has determined priority of access guidelines for allocating places in a government funded childcare service. The following are the priorities:

1. Priority 1: A child at risk of serious abuse or neglect.

2. 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 Family Assistance Act.

3. Priority 3: Any other child.

Within these categories we may also prioritise children in:
o Children in Aboriginal or Torres Strait Islander families
o Children and families which include a person with a disability
o Children in families with a lower income
o Children in families with a non-English speaking background
o Children in socially isolated families
o Children of single parents.

 

Enrolment:

When a family has indicated their interest in enrolling their child in our service, the following will occur:

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• A tour of our service.

During this tour, the Nominated Supervisor or educator conducting the tour will give the family information (following our orientation checklist) about the service including, but not limited to, an introduction to the TG’s Way, curriculum, menu, incursions, excursions, inclusion, fees and Child Care Subsidy, policies, procedures, our status as a Sun Smart service and our Sun Smart requirements, regulations for our state and the licensing and assessment process, signing in and out procedure, the National Quality Framework and the Early Years Learning Framework, room routines, educator qualifications, introduction of educators in the room the child will be starting in and educator and family communication strategies.

• Families are also invited to ask any questions they may have.

• Families are given a copy of the Family Handbook to read and are invited to ask questions.

• Discussions are held between Centre Managers and families regarding availability of days, a start date and tailoring an orientation process to suit the needs of the family and child. Any matters that are sensitive of nature, such as discussing a child’s medical needs, court orders, parenting plans or parenting orders, will be discussed privately with Management at this time. We give the family an enrolment form, and discuss their care and education needs, so we can support their needs in the service from the first day they start with us. Should a child use English as a second language, or speak another language at home, we request that families provide us with some key words in the languages the child speaks at this time so that educators can also learn and share the 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.

• It is a legal requirement that prior to the child starting at the Service we have all required documents including:

1. the completed enrolment form

2. 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

3. 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. Families 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.

• To attend childcare in NSW, 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.

• Queensland legislation does not make immunisation mandatory for children to be enrolled in approved ECEC services. Enrolment and/or attendance of children is at the discretion of the service.

• Unborn children may be placed on the waiting list to avoid the unfair allocation of places that may occur if children can only be placed on the list after birth. 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.

The enrolment record will include but not limited to (National Regulation 160):

• The full name, date of birth and address of the child

• The name, address and contact details of:

(1) each known parent of the child and

(2) any person who is to be notified of an emergency involving the child if any parent of the child cannot be immediately contacted; and

(3) any person who is an authorised nominee; and

(4) any person who is authorised to consent to medical treatment of, or to authorise administration of medication to, the child; and

(5) any person who is authorised to authorise an educator to take the child outside the education and care service premises; and

(6) any person who is authorised to authorise the education and care service to transport the child or arrange transportation of the child.

• Details of any court orders, parenting orders or parenting plans provided to the approved provider relating to powers, duties, responsibilities or authorities of any person in relation to the child or access to the child.

• Details of any other court orders provided to the approved provider relating to the child’s residence or the child’s contact with a parent or other person.

• The gender of the child.

• The language used in the child’s home.

• The cultural background of the child and, if applicable, the child’s parents.

• Any special considerations for the child, for example any cultural, religious or dietary requirements or additional needs.

• The relevant authorisations set out in regulation 161:

- an authorisation, signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child, for the approved provider, a nominated supervisor or an educator to seek:

(1) medical treatment for the child from a registered medical practitioner, hospital or ambulance service; and

(2) transportation of the child by an ambulance service; and

(3) if relevant, an authorisation given under regulation 102 for the education and care service to take the child on regular outings; and

(4) if relevant, an authorisation given under regulation 102D (4) for regular transportation of the child.

The relevant health information set out in regulation 162:

(1) the name, address and telephone number of the child’s registered medical practitioner or medical service; and

(2) if available, the child’s Medicare number; and

(3) details of any specific healthcare needs of the child, including any medical conditions, and allergies, including whether the child has been diagnosed as at risk of anaphylaxis and

(6) any medical management plan, anaphylaxis medical management plan or risk minimisation plan to be followed with respect to a specific healthcare need, medical condition or allergy

(7) Details of any dietary restrictions for the child; and

(8) The immunisation status of the child.

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Enrolment Forms may be updated annually or when a family’s circumstances change, to ensure information is current and correct.

• Families can claim Child Care Subsidy online by signing into their Centrelink online account through my Gov and completing a Child Care Subsidy claim. If eligible, the Subsidy will be paid directly to the service on families’ behalf and will reduce the fees owed. This can only occur after our service enters families’ enrolment information online, and families confirm their enrolment information through their MyGov account. Until Child Care Subsidy details are available, families will be required to pay full fees.

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Complying Written Agreement

• The Provider and family 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:

1. the names and contact details of the provider and the individual(s)

2. the date the arrangement starts

3. the name and date of birth of the child (or children)

4. if care will be provided on a routine basis and if so, details about the days on which sessions of care will usually occur

5. the usual start and end times for these sessions of care

6. whether care will be on a casual or flexible basis (in addition to or instead of, a routine basis)

7. 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.

• Once the provider submits an enrolment notice the family will be asked to confirm the enrolment through their myGov account.

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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:

1. Combined annual family income

2. Activity test – the activity level of both parents

3. 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’

 

Additional Child Care Subsidy

• Families can apply for ACCS (grandparent), ACCS (temporary financial hardship) or ACCS (transition to work) through Centrelink directly.

• The provider can apply for ACCS (child wellbeing) through the CCS software or PEP for children identified at risk of serious abuse or neglect.

• 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.

 

Orientation:

We believe orientation is an important process where educators are able to get important information about the new child’s needs and those of the family. To enable children to feel safe and secure, and to set the foundations for a trusting partnership, we believe that it is necessary for the family to attend at least one orientation visit.

 

The orientation process helps to make the transition from home to care as smooth as possible with the aim to maintain continuity between home and the service, which helps the child adjust to the new setting. The family will be encouraged to remain with their child when delivering or collecting them for as long a period deemed to be necessary to ensure the child’s wellbeing.

Please refer to our Orientation for Children Policy.

 

Enrolment Pack / Welcome Email

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, philosophy, policies and procedures.

• Current fee structure and payment details

• Child Care Subsidy (CCS) information

• Information on the National Quality Framework, National Quality Standards and the Early Years Learning Framework

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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 the family and the child. Families 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 a team member 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 families (through the daily information sheet and curriculum)

• Management will ensure the orientation checklist has been completed and all required documents and information has been received from families.

 

Other information about our service’s enrolment includes:

• We will try and accommodate families so that children from the same family can attend our service.

• To ensure all children are treated fairly and receive the same care and attention, enrolment of educator’s children, grandchildren, nieces, or nephews at the service is assessed on an individual case basis. This will be  determined by ensuring it is in the best interests of both the educator and child and service.

• In accordance with the National Law and Regulations, our educators will support each child to manage their own behaviour, respond appropriately to the behaviour of other children and communicate effectively to resolve conflicts. We will also work with each child’s family to support any children with diagnosed behaviour and social difficulties. However, a child’s enrolment at our service may be terminated if the nominated supervisor decides the child’s behaviour threatens the safety, health or well being of any other child and/or educator at the service.

• At the end of a child’s enrolment, the family will be given a Family Exit Survey (see Appendix A) to provide valuable feedback to the service.

 

Information and Authorisations to be kept in the Enrolment Record:

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

 

Parenting Order/Custodial and access arrangements

The National Regulations requires our service to have details of all custodial and access arrangements (National Regulation 160(c)(d)).

o Enrolling family members are responsible for informing the Nominated Supervisor of custody and access arrangements on enrolment and must advise the Nominated Supervisor immediately of any subsequent alterations to these arrangements.

o All relevant legal documentation is to be shown to the Nominated Supervisor and a copy will be maintained in the child’s enrolment record.

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​Created: August 2024       Next review: August 2025