Childrens Services Policies Manual 2013

City of Melbourne Childrens Services
Policies Manual
2013
DM 7883735
Vision and philosophy

Childrens Services vision
Children are respected, healthy, safe and connected.
Childrens Services philosophy
City of Melbournes Childrens Services believes our philosophy is the foundation to how
we practice and deliver our service to families and their children.
Within every child, every family and in every culture, the experience of childhood is a
unique journey. We commit ourselves to this adventure by responding to the childs need
and creating an environment which promotes a sense of belonging.
We believe that exploration awakens the childs learning, interests and imagination,
creating a sense of self worth to move through life and its challenges.
The City of Melbourne endeavours to provide childrens services that are reflective of the
United Nations Convention on the Rights of the Child. We aim to provide:
Environments that embrace differences within children and families and

complementary to each childs home environment.
Environments in which we resist stereotypes, reflect diversity, confront discrimination

and bias, advocate for acceptance and honour differences.
Learning and education experiences for each child which challenge and promote
independence and recognise the needs of individuals and the group as a whole.
An environment that fosters the development of every childs self esteem and pride in
their cultural heritage.
Ongoing communication with parents and families as part of planning and developing
the services.
Support to all families.
A program that is flexible, challenging and responsive to the changing needs of the
children and their families.
A program that seeks to demonstrate and encourage in children a respect for our
environment through the careful use of materials, the minimisation of waste and
strategies to raise environmental awareness. Children can be influenced by positive
ways of thinking, behaving, interpreting and understanding the environment.
These principles have been developed to align with the seven quality areas defined in the
National Quality Standard. They have been developed in consultation with families.
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National Quality Standards and Our Goals

Area 1 Educational programs and practice
Goals
We aim to achieve the best education and learning outcomes for the children attending
City of Melbourne Childrens Centres.
We achieve excellence through people.
Our approach is current and consistent across all our centres
Area 2 Childrens health and safety

Goals
The City of Melbournes vision is that children are respected, healthy, safe and
connected.
Our goal is for children, families and staff to feel safe.
Area 3 Physical environment

Goals
Children and families benefit from a high quality physical infrastructure.
Sustainability is a key feature.
Children and families are engaged in the planning and delivery.
Children enjoy a creative environment.
Area 4 Staffing arrangements

Goals
Roles are filled on a permanent basis by appropriately qualified staff.
Staff turnover is managed effectively.
There is a strong and supportive culture in each centre.
Area 5 Relationships with children

Goals
We achieve our vision of respected, healthy, safe and connected children.
Area 6 Collaborative partnerships with families and communities

Goals
We have engaged, connected families.
We have positive, active relationships with agencies, neighbours and the wider
community.
Area 7 Leadership and Service Management

Goals
We aim to be recognised for excellence in the implementation of the National Quality
Framework.
Centres are run efficiently and effectively.
DM 7883735
Required policies all service types (National Regulations, regulation 168)

Content of policy and/or procedure
Reference
Health and safety

Delivery and collection of children
Excursions
Refusal of authorisations for a child to leave the service
Dealing with infectious disease
Dealing with medical conditions
Emergency and evacuation
Health and safety, including matters relating to:
nutrition, food and beverages, and dietary requirements
sun protection
water safety
administration of first aid
Incident, injury, trauma and illness
Child-safe environment
Staffing arrangements
Staffing, including:
code of conduct
determining the responsible person present
participation of volunteers and students
Relationships with children
Interactions with children
Service management
Governance and management of the service, including
confidentiality of records
Enrolment and orientation
Payment of fees
Dealing with complaints
Regulation 99, 168(2)(f)

Regulations 100102,
168(2)(g)
Regulation 168(2)(m)
Regulations 88, 168(2)
(c) Standard 2.1
(d) Standard 2.1
(e) Standard 2.3
Regulation 168(2)(a)
Standard 2.2
Standard 2.3
Standard 2.3
Standard 2.1
(b)
Standard 2.1
Regulation 168(2)(h)
Standards 2.3, 7.1
Regulation 168(2)(i)
Standard 4.2
Regulations 155156,
168(2)(j) Standards 5.1,
5.2
Regulation 168(2)(l)
Standard 7.3
Regulation 168(2)(k)
Standard 6.1
Regulation 168(2)(n)
Standard 7.3
Regulation 168(2)(o)
Standard 7.3
Contents
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Our policies are arranged in sections relating to the seven quality areas identified in the
National Quality Framework. The figures after each policy reflect the standards and
elements to which they are most closely aligned. These childrens services policies are in
addition to the City of Melbourne corporate policies, which can be accessed by all
childrens centre employees via the internal City of Melbourne website.
POLICY
Educational Program and Practice
National Quality Framework policy (1.1)
Curriculum Development policy (1.1.1)
Language and Literacy policy (1.1.2)
Grouping of Children policy (1.1.3)
Daily Flow and Routines policy (1.1.3)
Digital Photography policy (1.2.1)
Kindergarten policy (1.2.2)
School Transition policy (1.2.2)
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08
10
12
13
14
15
16
17
Childrens health and safety

Collection of Children
Delivery and Collection of Children policy (2.3.1)
Access to Children policy (2.3.3)
Late Collection of Children policy (2.3.1)
Excursion policy (2.3.1)
18
20
22
24
Dealing with Infectious Disease

Infectious and Communicable Diseases policy (2.1.4)
Infection Control policy (2.1.4)
HIV, AIDS and Hepatitis policy (2.1.4)
26
28
30
Dealing with Medical Conditions

Medical Conditions in Children policy (2.1.1)
Medication policy (2.1.1)
Anaphylaxis policy (2.1.1)
First Aid, Illness, Incident, Injury or Trauma policy (2.3)
32
34
37
40
Health and Wellbeing

Hygiene policy (2.1.3)
Dental Health policy (2.1.3)
Nutrition policy (2.2)
Sleep and Rest policy (2.1.2)
Nappy Changing and Toileting policy (2.1.3)
Clothing and Footwear for Children policy (2.3)
SunSmart policy (2.3)
Water Safety policy (2.3)
42
44
45
50
52
54
56
58
Safety
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Child Supervision policy (2.3.1)

Child Protection policy (2.3.4)
Visitor and Volunteer policy (2.3)
Horticultural policy (2.3.2)
Use and Storage of Toxic Substances policy (2.3.2)
Emergency and Evacuation policy (2.3.3)
60
62
64
66
67
69
Physical Environment
Safe Environment policy (3.1.2)
Indoor and Outdoor programming policy (3.1.3)
Environmental programming policy (3.3)
71
73
75
Responsible Person in Charge policy (4.2)
Student Placement policy (4.1.1)
Code of Conduct for Childrens Centre Staff, Families and Children (4.2)
Children of Employees (4.2.1)
77
79
80
83

Interactions with children policy (5.2)
Childrens participation and decision making policy (5.1)
Child sexuality policy (5.1.3)
84
87
89
Partnerships with families and communities

Family engagement policy (6.1)
Communication policy (6.1)
Enrolment and orientation policy (6.1.1)
Anti-bias policy (6.1)
Celebration and festivities policy (6.1.2)
Fundraising policy (6.1)
Religious beliefs policy (6.2)
Priority of access policy (6.3)
Family Services Referral to Child Care policy (6.3)
External support policy (6.3)
90
91
93
95
97
98
99
100
102
104
Service management
Education and Care Services National Regulations 2010 policy (7.1)
Employee Training and Professional Development policy (7.2)
Individual records of children policy (7.3)
Acceptance and Refusal of Authorisations Policy (7.3)
Fee policy (7.3.2)
Cancellation or variation of care policy (6.3.2)
Complaint handling policy (7.3.4)
Childrens Services policy management policy (7.3.5)
106
107
110
112
114
117
118
119
Appendices
121
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City of Melbourne organisational policies available online

Annual leave policy statement
Anti harassment and bullying policy statement
Dealing with the media policy statement
Equal opportunity policy statement
ERA health programme policy statement
Health and safety representatives policy statement
ID cards name badges policy statement
Incident/hazard reporting and investigating policy
Induction of new staff policy statement
Information and Privacy Act policy statement
Internet and e-mail policy statement
Leave policy
Leave without pay policy statement
Manual handling policy statement
Occupational health and safety policy statement
Personal business policy statement
Professional supervision policy statement
Recruitment of staff policy statement
Rehabilitation policy statement
Resignation policy statement
Security and safety policy statement
Smoke-free workplace policy statement
Staff vaccination and immunisation policy statement
Study assistance policy statement
Support to staff with baby care responsibilities policy statement
Telephone usage policy statement
Termination of employment policy statement
Universal inclusion policy statement
WorkCover policy statement
Work flexibility policy statement
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Educational Program and Practice

National Quality Framework policy
Purpose
To ensure that all Childrens Centres run by the City of Melbourne adhere to the National
Quality Framework and demonstrate excellence in each of the seven quality areas.
Scope
The National Quality Framework (NQF) is a Council of Australian Governments initiative
implemented by the Australian childrens Education and Care Quality Authority
(ACECQA). The City of Melbourne is committed to continuous quality improvement and
participation in the NQF.
Application
All staff working in a City of Melbourne Childrens Centre.
Policy statement
NQF will be implemented fully in each Childrens Centre.
Each centre will strive to achieve excellence in each of the seven quality areas of the
NQF:
Educational program and practice
Childrens health and safety
Physical environment
Collaborative partnerships with families and communities
Leadership and service management
Monthly staff meetings will be used as a means for ensuring continuous quality
assurance.
Our responsibilities
Childrens Centre coordinators have a responsibility to ensure that:
The centre is registered with ACECQA and the annual fee is paid to maintain
registration.
Self assessments are undertaken regularly.
Quality improvement plans are implemented through consultation with parents and
staff members.
Staff regularly discuss the accreditation process and implement appropriate
strategies.
City of Melbourne Childrens Centres employees have a responsibility to ensure that:
Participation in the accreditation process is maintained.
Roles allocated to quality activities are undertaken.
Documentation required for regulatory and accreditation purposes are displayed.
Reference
Curriculum Development policy
Education and Care Services National Regulations
policy
Source
ACECQA
National Quality Standard 2011
2011Early Years Learning Framework
Victorian Early Years Learning and Development

Framework
Details
Created
Maintained
Revised
Reviewed
Authorised
September 2003
Childrens Services Training and Project Coordinator
November 2006
June 2006, March 2010, March 2011, January 2012, May 2013
Childrens Services team leader

Purpose
To ensure that all City of Melbourne Childrens Centre staff are aware of curriculum
development requirements including relevant learning frameworks, emergent curriculum,
reflective practice and critical reflection.
Scope
Curriculum development is integral to the programme and environment fostered at City
of Melbourne Childrens Centres. Staff must be guided by early years learning
frameworks and consultation with families when developing the curriculum.
Application
Policy statement
All full time staff working with children are provided with regular time on and off the
floor for curriculum planning. Staff work on programme documents within the room
and children collaborate in the planning and assessment of the learning and practice.
A range of methods is used to gain information about childrens skills, knowledge and
attitudes, interests and developmental level, in order to plan effectively.
Critical reflection is carried out on all aspects of the programme.
Learning narratives, professional reflections, links the to the Early Years Learning
Framework and the Victorian Early Years Development and Learning Framework
form part of the documentation of the programme in the childrens books.
Consideration is given to spontaneous learning, intentional teaching and strategies
consistent with childrens interests and developmental needs, ensuring both the
programme and adult engagement is deliberate, purposeful and thoughtful (pg15
EYLF2010)
Programmes will be developed in conjunction with the centre philosophy. The centre
philosophy will be updated annually (with input from staff and parents) and displayed
on the centre noticeboard.
A range of experiences, such as music, visual, arts, movement, language, literature,
drama, maths, technology, science, health, safety, natural environment, equality and
cultures will be provided.
City of Melbourne Childrens Centre employees have a responsibility to ensure that:
Programmes are challenging and engaging for all children, build on the childs
interests and abilities and are linked to relevant learning frameworks.
Families, children and staff are consulted when planning the programme.
Consideration is given to children and families cultural and religious beliefs.
The equity of all children is promoted in the programme.
A range of methods is used to discover more about children, including learning
narratives, noticings (both individual and those on the room Noticeboard), samples of
work, documentation of projects, discussions with parents and digital media.
Current programmes are displayed in the childrens rooms for parents and staff
reference.
Resource agencies are accessed to support the inclusion of children into the centre
programme.
Programmes ensure that both planned and incidental learning opportunities are
catered for.
Thoughtfully planned small groups are encouraged at all times; transitions are
progressive, calm and reflected upon.
In each childs book and/or file there will be a range of records that provide
information about the child.
References
Source
Interactions with Children policy
Environment Policy Statement
Education and Care Services National Regulations 2011
Celebration/Festivities Policy Statement
Early Years Learning Framework
Religious Beliefs Policy Statement
Victorian Early Years Learning and Development Framework
Language and Literacy Policy Statement
Legal Aspects of Child Care 2009
Excursion Policy Statement
Department of Human Services
Details
Created
September 2003
Maintained
Revised
July 2012
Reviewed
Authorised
Language and Literacy policy

Purpose
To ensure that children accessing the City of Melbourne Childrens Centres are able to
maintain and be supported in learning about and expressing their home language and
culture and that all children are encouraged to communicate according to their age and
ability.
Scope
City of Melbourne Childrens Centres recognise that children attending the Centres come
from varying backgrounds and cultures. Staff at the centres are committed to
encouraging and supporting families and children to maintain their home language and
culture.
Application
All staff, parents and children in City of Melbourne Childrens Centres.
Policy statement
A variety of language and literacy experiences are provided in the programme.
Children are supported to maintain their home language through the use of
language, print and visual materials and resources/support agencies.
We treat children as valuable conversation partners and role model appropriate
language.
Children collaborate with staff and parents on aspects of the programme they have
been involved with or would like to see happen.
Resources and materials are provided in languages other than English to foster
childrens interest in the written form of a variety of languages.
Staff respond vocally to childrens attempts to communicate, name objects for them
and represent non-verbal communications in simple words.
Staff use key words, songs and rhymes from childrens home languages.
Staff read to individuals and small groups.
Children are encouraged to discuss their thoughts and ideas with others.
Children are encouraged to use a range of language and print mediums as part of
the programme.
Resource agencies are used where possible to plan for children who do not have
English as their home language and for those with additional communication needs.
References
Interaction with Children policy
Curriculum development policy
Family Engagement policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
FKA Childrens Services
September 2003
July 2012
Grouping of Children policy

Purpose
To ensure that room grouping of children provides a suitable learning environment
consistent with the Education and Care Services National Regulations 2011 and the
Victorian Early Years Learning and Development Framework (VEYLDF).
Scope
The City of Melbourne Childrens Centres believe that there are unique learning
experiences available in peer and multi-age environments. Each centre has a grouping
model that meets the needs of the centre and the needs of children and their families.
Application
All staff and families in City of Melbourne Childrens Centres.
Policy statement
Children will be placed in a room within the centre based on their age, individual
needs and individual abilities.
Decisions to move children are made by the centre co-ordinator in consultation with
the room staff and families.
Families are consulted about any changes to their childs care.
Orientation programmes are gradual and based on childrens individual needs.
Families and staff are consulted about any possible room changes for individual
children.
Families are consulted about orientation programmes and progress.
Reference:
Enrolment and Orientation policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Kathy Walker and Associates, Multi Age Classrooms: A philosophy, not
a structure.
September 2003
July 2012
Daily Flow and Routines policy

Purpose
To ensure that Childrens Centre programmes run with flexibility and consistency in order
to provide a stable and secure environment for all children in attendance.
Scope
This policy encompasses the relationships, activities and routines which are part of the
Childrens Centre experience. Daily flow refers to the experiences, relationships and
routines that flow through the day and the way they interact with each other. Transition
refers to the act of passing from one activity or place to another.
Application
All staff and coordinators working in a City of Melbourne Childrens Centre.
Policy statement
The daily flow offers routines that provide stability while allowing for flexible and
emergent learning opportunities. Transitions are relaxed and progressive to ensure a
smooth flow. The daily flow includes opportunities for individual, small group and whole
group experiences. Sleep and rest times meet the individual needs of children in
consultation with their families.
The daily flow is flexible and allows for spontaneous and child-initiated experiences.
Children are provided with opportunities for quiet, individual play.
Transitions are relaxed and progressive, and provided in a manner that meets the
individual and developmental needs of the children in the room.
Families are consulted about their childrens individual needs.
Self-help skills are encouraged throughout the day.
Childrens individual rest times are respected.
Children who do not require rest are provided with alternative play experiences.
Children and centre staff have clearly defined rules and expectations that are
developed in consultation with the children and continually reviewed. This fosters
feelings of ownership and responsibility for both individual and group outcomes.
References
Curriculum Development Policy
Indoor Outdoor Programming Policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Legal Aspects of Childcare Victoria 2009
September 2003
July 2012
Digital Photographs and Cameras policy

Purpose
To ensure that digital photography is managed to protect the privacy and dignity of
children.
Scope
Technology has a place in learning environments and can be an important way to involve
parents in the daily activities of their children. Digital photography can be an efficient way
to document and display a childs activities. It is imperative that images of children are
not used in ways that could be harmful to a child. All use of digital technology in City of
Melbourne Childrens Centres should be within the boundaries of this policy.
Application
All staff, volunteers and families at City of Melbourne Childrens Centres.
Policy statement
The use of digital cameras and photographs is integral to the childrens learning and
providing feedback to parents. Staff ensure that photographs are only used in ways that
are appropriate and authorised by parents/guardians.
We gain permission from parents/guardians/children to take any photographs of
children in our care.
We gain permission from parents/guardians/children to use any photographs in
publications or for training purposes.
Photographs do not contain images of children who are not dressed, or who are
toileting or sleeping.
Photographs of children may be emailed to the childs parents/guardians only if the
photographs do not include other children.
We do not keep copies of digital photographs of children for personal use.
Centre digital cameras and memory sticks stay on site, except for centre-related
reasons that include excursions, training conferences and professional development
sessions.
References
Curriculum Development Policy
City of Melbourne Image of Children
policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Walters, Kim 2006. Digital Photos and Cameras. Reflections.
Gowrie Australia p.15
The Victorian Information Privacy Act 2000
September 2006
July 2012
Kindergarten policy
Purpose
The learning and development that occurs in the kindergarten programme will assist
children to make a seamless transition into primary school.
Scope
City of Melbourne Childrens Centre programmes offer a range of engaging play
experiences that provide opportunities for children to develop meaningful relationships,
social competencies, self esteem, as well as physical and cognitive skills.
Application
All early childhood educators at City of Melbourne Childrens Centres.
Policy statement
The City of Melbourne funded preschool programmes offer a play-based emergent
curriculum which is led by qualified kindergarten teachers.
Our educators have a responsibility to ensure that:
The learning and development that occurs in the kindergarten programme will assist
children to make a successful transition into formal education.
The kindergarten programmes endeavour to develop positive attitudes which will
enable children to continue learning skills for life.
Children have access to technologies that will enhance a range of skills and
knowledge.
Play experiences encourage children to investigate, explore and manipulate the
environment.
Children are given the opportunity to participate in play experiences that include
messy play.
References
Curriculum development policy
School Transition Policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
KPV Welcome to Kindergarten 2007, A Guide for Parents
Victorian Kindergarten Policy Statement, Policy Statement and Funding
Criteria 2004 2006
Department of Education and Early Childhood Development, Transition:
A Positive Start to School Resource Kit 2009
September 2006
July 2012
School Transition policy

Purpose
To ensure that children are encouraged and supported in this pivotal transition.
Scope
This policy acknowledges the start of a new life cycle for children preparing to start
school, and addresses the support structures and activities which can help children to
prepare for the transition from their early childhood programme to school.
Application
Policy statement
In the years before a child is due to start school, children are given opportunities to
further develop and practice independence and self help skills to assist the transition.
Early childhood staff work in partnership with the local school to develop ways for
children and families to familiarise themselves with the school and its programmes.
Families are provided with information and support to assist their understanding of
their childs readiness for school.
Children are given the opportunity look after their own belongings and dress
themselves.
Children are encouraged to express their wants and needs and to answer questions
from others without adult intervention.
Children have the opportunity to practice conversation and thinking about things.
Children are encouraged to make choices and follow through with their decision in
the programme and play experiences.
In the year before a child is due to start school, transition programmes for each child
are developed in partnership with parents and local schools to familiarise children
with the new environment and routines.
Children attending a funded kindergarten programme will have a transition statement
written for them by the kindergarten teacher for the primary school they will attend.
References
Kindergarten policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Margetts, K.(1999) Transition to school: looking forward. AECA National
Conference, Darwin 1999
Margetts, K. (2002). Planning transition programmes. In H. Fabian & A.W. Dunlop (eds.). for Australian Research in Early Childhood Education 7
Department of Education and Early Childhood Development, Transition: A
Positive Start to School Resource Kit 2009
September 2006
July 2012
Childrens Health and Safety

Collection of Children
Delivery and Collection of Children policy
Purpose
To ensure that children only leave the premises in the care of an authorised person.
Scope
The Education and Care Services National Regulations 2010 require the approved provider of
an education and care service to ensure that a child who is being educated and cared for by
the service does not leave the education and care service premises except in accordance with
the requirements under Part 4.2 Division 6.
Definition
An authorised person is a person who has been given written permission by the legal
parent/guardian to collect a child from care. Authorised people must be 16 years of age, or
older.
Application
All families and staff accessing the City of Melbourne Childrens Centres.
Policy statement
All children must be signed in upon arrival at the centre by the person accompanying the
child. Signing in includes recording the time of arrival, contact number for the day and the
name of the person collecting the child.
All children must be signed out upon departure from the centre by the person collecting the
child. Signing out includes recording the time of departure.
If a person other than a parent (authorised person) is required to collect a child from care,
they must have written permission from the childs parent. An authorised person must be
16 years or older. This permission should be made in writing on the sign in sheet, and
photographic identification of the authorised person will be required when they arrive at the
centre to collect the child.
The authorised persons are asked to bring a form of photographic identification with them
when collecting a child from care.
If written permission for the authorised person cannot be given, the parent may inform the
coordinator/staff in person or via the telephone.
All families are aware of the requirement to sign their child in and out each day.
The sign in/out book is shown to each parent upon enrolment to the centre and when
changing rooms.
The sign in/out book is checked each day to ensure that all children are signed in and out.
Written or telephone approval is provided before a child is allowed to leave the centre with a
person other than their parent/guardian.
Authorised persons are asked for evidence of their identity when presenting at the centre to
collect a child.
Parents are made aware that children cannot be released into the care of an unauthorised
person if parental permission has not been received in writing or via telephone and/or if
parental permission has been received but the authorised person cannot show
photographic identification.
No child leaves the centre with a person who is unauthorised.
Family responsibilities
Families have a responsibility to ensure that:
Their child is signed in upon arrival at the centre and the time of arrival recorded.
Their child is signed out upon departure from the centre and the time of departure recorded.
They notify the centre of any changes in the person collecting the child from care staff on a
day to day basis.
The centre coordinator or a member of staff is notified via the telephone where written
permission cannot be given, should an authorised person be required to collect a child from
care.
The authorised person brings a form of identification with them to the centre when collecting
the child.
References
Access to children policy
Refusal of Authorisations policy
Individual records of children policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Legal aspects of Child Care 2009 Victoria
September 2003
July 2012
Access to Children policy

Purpose
To ensure that children are kept safe when in the care of City of Melbourne Childrens Centres
and to ensure that only authorised persons have access to children at all times.
Scope
The City of Melbourne is committed to protecting the rights and safety of all children in its care.
All parents, guardians, authorised persons and persons with lawful authority have access to the
service and their child(ren) during operational hours. There are circumstances where the lawful
authority to access a child may be suspended by a court order. Childrens services staff must
understand their role and responsibility in these circumstances in order to protect themselves
and the children in their care from harm.
Definitions
Lawful authority
Authorised person
Lawful authority means a power, duty, responsibility or authority

conferred at common law or under an Act (including an Act of the
Commonwealth) in relation to a child.
Authorised person means a person who is authorised by the parent,
guardian or a person who has lawful authority to collect the child. An
authorised person must be 16 years of age, or older.
Application
City of Melbourne Childrens Centre staff and families attending the centres.
Policy statement
All parents, guardians and authorised persons have access to the centre and their children at
all times, unless relevant Court Orders are held by the Childrens Service that specify
otherwise.
Families are asked at enrolment if there are Court Orders relating to the care of their child.
Staff must sight the Court Orders which are kept in the childs file in a secure and
confidential manner.
In the event that a person breaks a Court Order and seeks access to a child, the person
with the lawful authority to collect the child is to be contacted immediately; the staff should
attempt to explain the correct policy to the person to delay them from taking the child and if
necessary contact the police.
Families attending a City of Melbourne Childrens Centre have a responsibility to ensure that:
A copy of all Court Orders in relation to custody and access/restraint are provided to the
centre coordinator upon enrolment or as enacted.
The centre coordinator is notified of any changes to these documents as soon as they
occur.
References
Delivery and Collection of Children policy
Family Services referral to childcare policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
2011
Framework
September 2003
July 2012
Late Collection of Children policy

Purpose
To ensure that Childrens Centre staff and families are aware of the requirements for the
collection of children from the centres and any penalties or other consequences which may be
implemented in the event that a child is not collected on time.
Scope
Late collection of children can affect the quality of care and the required staff numbers and may
cause the centre to be in breach of its licence and the childrens regulations. This policy
outlines the expectations relating to the collection of children and the course of action to be
taken, including penalties to be applied, in the event that a child is not collected on time.
Application
All staff and families accessing the City of Melbourne Childrens Centres.
Policy statement
All children are to be collected prior to the advertised closing time of the centre.
A late fee will apply to any family collecting their child after the advertised closing time.
The late fee will commence at the advertised closing time.
A late fee of $1.00 per minute or part thereof will be charged to the account.
The late fee does not attract the Child Care Benefit applied under the requirements of the
Department of Families, Housing, Community Services and Indigenous Affairs.
The late fee will be included on the fortnightly invoice.
Families who continue to attend late to pick up their child without adequate reason will be
required to meet with the centre coordinator and their care may be reduced.
Childrens Centre employees have a responsibility to ensure that:
The late fee documentation is filled in.
All families are aware of the late fee policy and at what times it applies.
Appropriate staffing arrangements are made where a child is collected late from care.
Families attending late to collect their child are told the amount of their late fee.
Families are billed with their fees for the late fee.
Child Care Benefit is not applied to the late fee in order to comply with the requirements of
the Child Care Benefit funding scheme.
Child welfare procedure when no contact from parents/guardians suspected abandonment:
If a child has not been collected ten minutes after the close of the centre and there has
been no contact by the person who is responsible for picking them up, a call will be made to
the person and/or guardian of the child.
If contact cannot be made with the person to collect the child and the parents/guardians,
then contact will be attempted with the emergency contact persons listed on the childs
enrolment form.
Contact is to be made with the team leader of Childrens Services or the manager,
Community Services, to advise that a child has not been collected within 30 minutes of the
centre closing.
The Childrens Services team may then decide after 60 minutes to contact the Child
Protection Office of the Department of Human Services on the Child Protection Crisis Line
13 12 78.
The Victoria Police will not attend to such matters however they may be contacted to
undertake a welfare check of the family home to ensure that nothing suspicious has
occurred.
If the late pick up is during sessional hours the above process will apply.
Childrens Centre employees are notified, if possible, of any lateness in the collection of a
child.
The late fee documentation is signed.
References
Fee policy
Source
Legal Aspects for Childcare Victoria 2009
Department of Human Services Child

Protection Unit - Footscray 1300 360 462
Victoria Police - T: 000 for welfare check
Details
Created
September 2003
Maintained
Revised
November 2006
Reviewed
Authorised
Excursion policy
Purpose
To ensure that all excursions take place with parental consent, in liaison with other centre staff
and with all safety precautions in place.
Scope
The City of Melbourne Childrens Centres operate within an urban environment that provides
opportunities for many learning experiences and enjoyment. Children can experience the
natural and built environment through excursions to local places and further a field as their
interest develops. An excursion provides pleasure, enjoyment, humour and laughter as an
important part of each day.
Application
Policy statement
Pre-planning of all excursions is undertaken with the centre coordinator and will consider:
Numbers of children and staff attending the excursion
The needs of children not attending the excursion and ensuring that the adult/child ratio
in the room is maintained.
Consultation with their room and centre colleagues to make sure any changes in the
centre programme or routine are considered, and plans made for their continuation.
A risk assessment completed by the room leader prior to the excursion date
Excursions are relevant to the programme and children involved.
A Risk Assessment of a new excursion venue will occur prior to the event to gain safety
information, determine the location of toilets, lunch areas, shaded areas, play areas,
possible activities, entrances and exists and parking.
Excursion ratios are:
1:2 adult/child for children three years old and under and
1:3 adult/child for four to five years old.
A minimum of two adults must accompany every excursion.
Written consent must be received by parent, guardian or an authorised person to enable a
child to attend an excursion.
Children who have not received correct authorisation by their parent, guardian or authorised
person will be included in the centre programme for the day.
Parent involvement in excursions is encouraged by the centre.
Coordinated planning of both onsite activities and the excursion occurs with the centre
coordinator.
Information and consent forms are sent to all families outlining the reason for the excursion,
date and time of event, destination, and method of transport, proposed activities, and length
of excursion, number of staff, cost and parents accompanying the children.
Children, staff and parents are reminded of the expectations of them whilst on the
excursion.
Staff must be aware of all the whereabouts and needs of children at all times during the
excursion.
Children without correct authorisation to attend the excursion remain at the centre.
Communication with the centre staff occurs to ensure the children remaining at the centre
are cared for appropriately, and staff/child ratios are maintained
Children staying at the centre are provided with information about why they are remaining
and where they will be cared for during the excursion.
The following items must be taken on the excursion first aid kit, emergency contact
numbers, medical information and medications, appropriate seasonal clothing, water for
children, mobile phone, money and permission forms.
References
Anaphylaxis policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
September 2003
July 2012
Dealing with Infectious Disease

Infectious and Communicable Diseases policy
Purpose
To limit the spread of communicable and infectious disease.
Scope
The well being of children is of the highest priority in the centres. While the transmission of
some illnesses amongst children is common, providing information to parents about infectious
disease and excluding staff and children while contagious supports a healthy learning
environment.
Definitions
Infectious diseases
Diseases that can be spread directly or indirectly from one living

thing to another, such as meningitis, malaria, strep throat and
influenza.
Communicable diseases
Diseases capable of being passed on from one person to

another.
Contagious diseases
A condition of the mind or body easily diffused or spread from one

person to another.
Application
All children and staff accessing the City of Melbourne Childrens Centres.
Policy statement
Families will be informed of the occurrence of any infectious diseases in either staff or
children at the centre.
Children or staff with infectious diseases will be excluded from attendance at the centre as
specified in the Department of Human Services infectious disease exclusion list.
In the case of an infectious disease, children who are not immunised are required to stay at
home for the duration of the period of infection.
Specific details of individuals with infectious diseases will not be disclosed to other families
in line with the Health Privacy Act 2001.
Families are encouraged to immunise their children against contagious diseases. The City
of Melbourne immunisation schedule is displayed at the centre.
All City of Melbourne Childrens Centre staff are provided with the opportunity to immunise
against influenza and Hepatitis A and B vaccinations.
Immunisation schedules are promoted within the centre.
Parents are notified of any symptoms their child is showing of illness as soon as is
practicable.
Accident, injury and illness forms are completed for any child showing the signs of illness.
Children are referred to their local doctor for diagnosis of infectious diseases.
All families are notified of the presence of any infectious diseases within the centre as soon
as is practicable via written notification and verbal information sharing.
The infectious diseases exclusions list is displayed on the centre notice board and is
included in the Childrens Services parent handbook.
Families attending a City of Melbourne Childrens Centre have a responsibility to ensure:
Centre staff are notified as soon as possible that their child has contracted an infectious
disease.
Their child attends a doctor if any infectious diseases are suspected.
The centre is provided with a medical certificate from a doctor stating that their child is no
longer infectious.
The centre coordinator sights the childs immunisation record or a registered objection and
notified of any additional immunisations provided. This information must also be supplied to
the Family Assistance Office to claim benefits.
References
Immunisation Policy City of
Melbourne
Infection control policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
City of Melbourne Medical Officer
Department of Human Services Infectious Disease Exclusion
List
Health Privacy Act 2001
The Australian Standard Vaccination Schedule 2000 2002
Royal Childrens Hospital Resource Centre
Education and Care Services National Law Act 2010
September 2003
July 2012
Infection Control policy

Purpose
To ensure that centre staff act to guard against the spread of infection, and implement the
appropriate steps should any incidents arise.
Scope
Infection control is a matter of importance to all people accessing and working in Childrens
Centres. It is the responsibility of all adults to ensure that infection control is managed and that
the appropriate steps are taken as set out by this policy.
Application
All staff in a City of Melbourne Childrens Centre.
Policy statement
Centre staff will manage all blood/bodily fluids in line with universal hygiene precautions for
the prevention of infection at all times.
The removal of syringes is handled in accordance with City of Melbourne policy.
Syringe containers are provided in the office of each centre for use where
appropriate/necessary.
Centre staff will contact the City of Melbourne Health Department to report any syringes for
collection.
Blood spills kits are provided with First Aid kit.
City of Melbourne Childrens Centre coordinators have a responsibility to ensure that:
Latex and rubber gloves are provided to staff in a range of sizes.
Aprons are provided to staff within the work environment.
Disposable paper towel is provided to clean up blood spills and bodily fluids.
All cuts, sores, wounds and skin breaks are covered by a waterproof bandage at all times in
the workplace.
Hands are washed after contact with blood/bodily fluids using warm soapy water.
Gloves are worn when dealing with bodily fluids, particularly if the staff member has a cut on
their hand.
Hands are washed after removing gloves.
Gloves are to be sealed in a bag or container and placed in a rubbish bin.
Spilt bodily fluids are cleaned up using the centres blood spills kit.
Equipment exposed to blood/bodily fluids is cleaned thoroughly with hot soapy water as
soon as is practicable.
Syringes are handled in accordance with the City of Melbourne policy.
References
HIV / AIDS / Hepatitis Policy Statement
Hygiene Policy Statement
Syringe Removal Policy Statement CoM web
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Department of Human Services
Staying Healthy in Childcare 2006 Edition
City of Melbourne Policy Statement
Early Years Learning Framework 2010
Framework
September 2003
November 2006
HIV, AIDS and Hepatitis policy

Purpose
The City of Melbourne has a duty of care to provide and maintain a healthy environment for all
staff, and a safe environment for all children and adults accessing the centre in order to
minimise the risk of anyone contracting an infectious disease. We are also committed to
supporting and protecting children and adults accessing or working at the centre who have an
infectious disease from discrimination, harassment and vilification. This policy outlines for staff
the process by which this duty of care is to be enacted.
Scope
We recognise that children and adults accessing or working in childrens centres may come into
contact with an infectious disease such as HIV, AIDS or hepatitis. The rights of infected
persons, in terms of confidentiality, privacy and discrimination, and the rights of non-infected
persons, primarily in terms of safety so that they remain uninfected, are paramount.
Application
All staff working in a City of Melbournes Childrens Centre.
Policy statement
The City of Melbourne does not require anyone to disclose that they are HIV positive or
have AIDS. Children cannot be excluded from a centre on the grounds of HIV infection or
assumed infection.
All medical details of staff, parents or children attending the centre will be held confidential
in accordance with the Health Records Act 2001.
The number of centre staff aware of a childs condition will be kept to the minimum needed
to ensure proper care of the child and to detect situations where there is potential for
transmission.
We will provide sound workplace hygiene and infection control practices to prevent the
spread of any infection or disease.
Centre staff are provided with the opportunity to have hepatitis A and B vaccinations.
Children who have moist skin lesions or abrasions should cover those lesions while in care
with waterproof covering which is securely attached.
Sound workplace hygiene and infection control practices are in place at all times to prevent
the spread of infection or disease.
All medical details regarding children are held in a confidential manner.
References
Immunisation Policy Statement City of
Melbourne
Infection control policy
First aid, illness, incident, injury and trauma
policy
Individual records of children policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Health Records Act 2001
National Association of People Living with HIV/Aids (NAPWA)
The Commonwealth Department of Health and Aging
www.health.gov.au
September 2003
November 2006
Dealing with Medical Conditions

Medical Conditions in Children policy
Purpose
To ensure that staff and families understand the individual health plan requirements to care for
children with medical conditions or specific health needs in City of Melbourne Childrens
Centres.
Scope
Children with health conditions can often fully participate in the programme if careful
consideration has been given to the care and risks associated with these conditions. Specific
actions may be required to manage medical conditions like asthma, diabetes, anaphylaxis and
other individual heath needs. It is the responsibility of families and centre staff to determine an
agreed management plan for these health needs to ensure that precautions are taken and that
treatment actions are clearly defined. Plans should be completed prior to a child being enrolled
at a City of Melbourne Childrens Centre, or as soon as the families becomes aware of the
health need to ensure appropriate management actions can be taken.
Application
All staff, students, volunteers, children and families in City of Melbournes Childrens Centres.
Policy statement
The centre must be notified of any medical conditions.
Families and centre staff will discuss the childs medical conditions or allergies during
enrolment or as soon as families become aware of the individual health need.
A copy of the Medical conditions in children policy is to be provided to parents or
guardians when the service is advised their child experiences a medical condition.
The centre must ensure permanent and relief staff, students, and volunteers can identify
children with a medical condition, the childs health management plan and the location of
the childs medication.
Children with a medical condition may not attend the service without the prescription
medication required in relation to the childs specific health care need.
All medical details held by the centre will be managed in accordance with the Health
Records Act 2001.
Individual Health Management Plans for serious conditions will be developed as required for
individual children. Individual Health Management Plans are reviewed on a six monthly
basis or as the condition changes, whichever comes first.
See also Anaphylaxis policy
City of Melbourne Childrens Centres have a responsibility to ensure that:
An individual health management plan is developed when advised of a childs medical
condition
All staff, students and volunteers can identify children in the service with a medical
condition, locate the respective action plans and locate the respective childs medication.
A number of staff at each centre are trained in management of health conditions, including
awareness of common childhood conditions and their symptoms.
Action plans are implemented and families notified in the event of a medical event.
Children only attend the service where families have provided unexpired medication
required for treatment of their childs medical condition.
Staff check the expiry date of medication that is stored at the centre and advise families if
medication is nearing expiry.
Risk minimisation is practiced where possible. This includes checking food labelling; safe
food handling and ensuring children are seated and supervised during meals.
Individual health management plans are reviewed every six months or as required.
Families attending a City of Melbourne Childrens centre have a responsibility to ensure:
The centre is notified if their child experiences or has experienced a medical condition.
An individual health management plan, developed in consultation with the childs family
doctor, is provided to centre staff. It must include what actions to take in the event of a
medical event and written permission to implement the action plan if required.
Current medication is available to the child at the centre each day the child is in care.
Any changes to the childs condition, medication or dietary requirements are communicated
to staff as soon as practicable.
References
Anaphylaxis policy
Medication Policy
HIV/AIDS/Hepatitis Policy
Nutrition policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
City of Melbourne Childrens Services Food Safety Plan
Food Act 1984
Legal Aspects of Child Care Victoria 2009
September 2003
July 2012
Medication policy
Purpose
To provide staff with directions for applying any medications that must be administered to a
child while in their care.
Scope
We recognise that some children may be required to take medication during the day to a
prescribed schedule. Any child who is required to take medications during their time at a centre
must have their medications administered in accordance with this policy. It is the responsibility
of families and staff to work together to confirm the necessary medications and dosages and to
ensure that they are administered in accordance with this policy.
Definitions
Non-Prescribed
Low-risk registered products are non-prescription medicines. Products in

this category are considered to be lower risk than prescription medicines.
However, they still require a high level of scrutiny, for example ensuring
adequate labelling for appropriate use.
Prescribed
Prescription medicines fit into the sub-category of registered medicines

as high-risk registered products. Medicines assessed as having a higher
level of risk must be registered (not listed). The degree of assessment
and regulation they undergo is rigorous and detailed, with sponsors
being required to provide comprehensive safety, quality and efficacy
data.
Listed medicines
Listed medicines are usually considered to be relatively benign, so the

regulations allow for sponsors to self assess their products in some
situations. The majority of listed medicines are self-selected by
consumers and used for self-treatment.
Medication
Medication includes, but is not limited to, eye drops, cough mixture,
Panadol, Asthma pumps, teething gel, prescribed nappy rash cream.
Complementary
Complementary medicines (also known as traditional or alternative

medicines) include vitamin, mineral, herbal, aromatherapy and
homoeopathic products. They may either be registered or listed,
depending on their ingredients and the claims made.
Application
All staff, children and families in the City of Melbourne Childrens Centres.
This policy applies equally to prescribed and non-prescribed medication, including over-thecounter medications and complementary medications such as naturopathic, herbal and
homeopathic, and to paracetamol.
Policy statement
Centre staff will administer medication prescribed by a general practitioner (GP), nonprescribed and natural medicines if directed to do so by a childs parent/guardian.
Staff must have written and signed consent from the childs parent/guardian to administer
any medication the parent asks to be administered.
Prescription medication will only be administered to the child named on the pharmacy label.
All medication will be administered in accordance with the Education and Care Services
National Regulations 2010 and as prescribed, or for non-prescribed or complementary
medicines as indicated on the original medication container.
Medications will be kept out of reach of children in keeping with the environmental
conditions (i.e. refrigerator or out of reach/locked cabinet) required by the medication.
Prescribed medication is written onto the medication form and signed by the childs parents.
Prescribed medication is written into the childs individual health management plan with
consent to implement where required.
Medication is provided in its original container with original label, instructions and the childs
name and is within its use by date.
Medication is kept in an out of reach/locked cabinet or in the refrigerator.
Before staff administer the medication they cross check the childs name, with the
prescribed name on the medication, check the prescribed dosage, the use by date and then
the dosage witnessed by another staff member.
Medication is not given to a child at a higher dosage than that prescribed on the label.
Medication will only be administered where a set dosage and schedule are stated, not as
required.
Details of medication administered are recorded on the medication form by an authorised
person.
The parent is notified if medication is not administered, for any reason, as soon as
practicable.
Where emergency treatment was provided and oral authorisation given, that written
confirmation is received within seven days of this authorisation.
Families attending a City of Melbourne Childrens Centre have a responsibility to ensure:
Prescribed medication is written onto the centre medication form in a clear manner, signed
and discussed verbally with staff.
The instructions on the medication must include a specific time or condition, eg when the
childs temperature reaches 38 degrees Celsius, inflamed gums.
Prescribed medication is written onto the medication form with consent to implement where
required.
A detail of the last dose of medication is provided to the staff.
Medication is provided in its original container bearing the original label, childs name and
instructions, before the use by date.
The medication form is signed to verify that they have been informed that their child has
been provided with their required medication.
References
Medical conditions in children policy
Anaphylaxis policy
Refusal of authorisations policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Legal aspects of Child Care 2009
Department of Health and Ageing Therapeutic Goods
Administration
September 2003
July 2012
Anaphylaxis policy
Purpose
To ensure that staff have an appropriate management plan for all children enrolled at a City of
Melbourne Childrens Centre who are at risk of anaphylaxis.
Scope
The City of Melbourne believes that the safety and wellbeing of children who are at risk of
anaphylaxis is a whole-of-community responsibility. This policy relates to caring for a child
diagnosed as being at risk of anaphylaxis.
Definition
Anaphylaxis is a generalised allergic reaction, which often involves more than one body system
(eg skin, respiratory, gastro-intestinal, or cardiovascular). Severe allergic reaction usually
occurs within 20 minutes of exposure to the trigger and can rapidly become life threatening.
Application
All staff, students, volunteers, children and families in the City of Melbourne Childrens Centres.
Policy statement
Through risk minimisation practices, a safe and healthy environment is provided where
children at risk of anaphylaxis can participate equally in all aspects of the programme and
experiences.
Parents or guardians of each child at risk of anaphylaxis are actively involved in assessing
risks, developing risk minimisation strategies and management strategies for their child.
All staff members, students and volunteers have adequate knowledge of allergies,
anaphylaxis and the medical conditions policy.
Signage indicating a child with anaphylaxis attends the service is visible as required.
Food provided to the child at the centre conforms to the individual health management plan
provided by the family.
Families are asked not to bring food into the centre to be shared amongst other children.
City of Melbourne Childrens Centre employees have a responsibility to:
Ask all parents/guardians as part of the enrolment procedure, prior to their childs
attendance at the centre, whether the child has allergies and document this information on
the childs enrolment record. If the child has allergies, we ask the parents/guardians to
provide a medical management plan signed by a doctor.
Ensure that parents/guardians provide an anaphylaxis action plan signed by the childs
doctor and a complete EpiPen or Anapen kit while the child is present at the centre.
Ensure a risk minimisation plan and allergy dietary plan is completed, including strategies to
address the particular needs of each child at risk of anaphylaxis, and that the plan is
implemented.
Ensure that parents of a child at risk of anaphylaxis have been provided with a copy of the
services anaphylaxis policy.
Ensure that a copy of the childs anaphylaxis action is visible to all staff.
Ensure that the childs anaphylaxis action is followed in the event of an allergic reaction
which may progress to anaphylaxis.
Where a child who has not been diagnosed as allergic, but who appears to be having an
anaphylactic reaction:
Call an ambulance immediately by dialling 000.

Commence first aid measures.
Contact the parent/guardian as soon as practicably possible.
Contact the person to be notified in the event of illness if the parent/guardian cannot be
contacted.
Practise EpiPen or Anapen administration policy using an EpiPen or Anapen trainer
and anaphylaxis scenario on a regular basis, preferably quarterly.
Ensure that the EpiPen or Anapen kit is stored in a location that is known to all staff,
including relief staff, easily accessible to adults (not locked away), inaccessible to children
and away from direct sources of heat.
Ensure that the EpiPen or Anapen kit for each child at risk of anaphylaxis is carried by a
trained adult on excursions that the child attends.
Regularly check the EpiPen or Anapen expiry date. The manufacturer will only
guarantee the effectiveness of the EpiPen or Anapen to the end of the nominated expiry
month.
Ensure all food prepared for the child is checked and approved by the childs
parent/guardian in accordance with the risk management plan.
Ensure that there is no sharing of food, food utensils and containers.
Ensure that staff discuss the use of foods in play activities with parents/guardians of
children with an anaphylactic allergy, and these foods be consistent with the risk
minimisation plan eg egg cartons.
The risk minimisation plan will inform the childrens services food purchase and planning.
Cook and staff observe food handling, preparation and serving practices to minimise the
risk of cross contamination.
Ensure that all children are seated and closely supervised at meal and snack times.
Parents/guardians of a child at risk of anaphylaxis will:
Inform staff, either on enrolment or on diagnosis of their childs allergies.
Provide staff with an anaphylaxis action plan and an allergy dietary plan and written consent
to use the EpiPen or Anapen in line with this action plan.
Provide staff with a complete EpiPen or Anapen kit.
Regularly check the EpiPen or Anapen expiry date.
Assist staff by offering information and answering any questions regarding their childs
allergies.
Notify centre staff of any changes to their childs allergy status and provide a new
anaphylaxis action plan in accordance with these changes.
Communicate all relevant information and concerns to centre staff, eg any matter relating to
the health of the child.
Comply with the centres policy that no child who has been prescribed an EpiPen or
Anapen is permitted to attend the centre or its programmes without that EpiPen or
Anapen.
Ensure that they have received a copy of the centres anaphylaxis policy.
Ensure that an anaphylaxis action plan for their child is signed by the childs doctor and
provided to the centre.
Ensure that a copy of the childs anaphylaxis action plan is visible to all staff.
References
Enrolment and orientation policy
First Aid, Illness, Incident, Injury or Trauma policy
Nutrition policy
Hygiene policy
Excursion policy
Emergency and Evacuation policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Royal Childrens Hospital, Department of Allergy,
Website www.rch.org.au T: 03 934505701
Australasian Society of Clinical Immunology and Allergy
(ASCIA) at website www.allergy.org.au
T 042502160402
Anaphylaxis Australia IncWebsite www.allergyfacts.org.au
T: 1300 728 000
Framework
September 2006
July 2012
First Aid, Illness, Incident, Injury and Trauma policy

Purpose
To outline all precautionary steps to be taken to ensure the safety of all children in care, and to
outline the steps to be taken in the event of an accident, illness, incident, injury or trauma.
Scope
The City of Melbourne believes that the well-being and safety of all people in the centre is
important. While unforeseen incidents do occur, preventative and responsive measures must
be in place to maximise the health and safety of all children in our care.
Application
All staff, students, children, families and volunteers at City of Melbourne Childrens Centres.
Policy statement
Childrens services will ensure all staff hold current first aid qualifications as required by the
Education and Care Services National Regulations 2010.
All accidents, illness, incidents, injury or trauma will be promptly acted upon.
All accidents, illnesses, incidents, injuries or traumas are documented and parents are
informed when collecting their child.
The City of Melbourne Childrens centre coordinator is responsible for ensuring that:
All centre staff hold current competence in Level 2 First Aid.

Level 2 First Aid certificate updates are undertaken on a three yearly basis.
CPR/Auto injector updates are undertaken on an annual basis.
First Aid Management of Anaphylaxis training is undertaken on a three yearly basis
Asthma updates are undertaken on an annual basis.
Childrens Centre employees have a responsibility to ensure:
They hold current competence in relation to Level 2 First Aid Certificate including CPR for
both adults and children.
Upgrade CPR for adults and children on an annual basis.
Upgrade Level 2 First Aid Certificate on a three yearly basis.
Upgrade first aid management of anaphylaxis on a three yearly basis.
They are competent in asthma management.
In the event of an accident or illness:

Suitably equipped and labelled first aid kits are maintained at the centre in readily
accessible positions.
A first aid kit is taken on all excursions.
Each accident/illness is assessed and appropriate first aid is applied as soon as practicable.
Children are monitored and recorded for any further signs or symptoms of illness and
appropriate action is taken.
Parents/guardians are notified as soon as practicable of an accident, illness, incident, injury
or trauma involving their children.
Where a child requires further medical treatment, the parents are contacted as soon as
practicable, asked to collect their child and advised to seek medical advice. When a child
requires emergency medical treatment, an ambulance will be called immediately. Where
practicable, a staff member will accompany the child and the parent/guardian will be notified
as soon as practicable.
It is recommended that a minimum of one staff member per centre will hold current
certificate of competence in asthma management.
All staff must have a current certificate of competence in First Aid Management of
Anaphylaxis. All staff must complete refresher training annually.
Annual training in safe syringe disposal and blood spillage management is provided.
A quarterly Occupational Health and Safety inspection takes place.
Daily yard inspections take place.
Where a child requires medical or hospital assistance, the Department of Education and
Early Childhood Development is notified within 24 hours.
All accidents and illnesses /incidents/ injuries or traumas are documented using the forms
provided by the City of Melbourne and Department of Human Services.
Families are provided with a completed and signed copy of the accident/illness form for their
own records.
The medical permission and conditions agreement included in the enrolment form is signed
before care commences. This allows staff to seek medical, hospital or ambulance
assistance for their child and that all costs connected with this treatment will be paid for by
the family.
After being informed of a specific incident, any accident, illness, incident, injury or trauma
report is signed to demonstrate that they have been notified, and a copy of this form is
retained.
Any child who has:
o a fever of more than 38 degrees Celsius;
o vomiting;
o diarrhoea or
o has been prescribed antibiotics for an acute illness;
is required to stay away from the centre for at least 24 hours after last incident or as advised by
a doctor.
References
Enrolment and orientation policy
Medication policy
HIV/Aids/Hepatitis policy
Excursion policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Dr Ines Rio Medical Officer of Health, City of Melbourne
www.childrenspanadol.com.au
September 2003
July 2012
Health and Wellbeing

Hygiene policy
Purpose
To ensure that high levels of hygiene are practiced and encouraged at City of Melbourne
Childrens Centres to keep children and adults free from communicable disease.
Scope
The City of Melbourne recognises that children are not naturally hygienic in their daily actions
and that mouthing of toys, saliva and other bodily fluids are a normal part of childhood and may
leave toys and equipment unhygienic. City of Melbourne staff have a responsibility to ensure
that equipment is regularly cleaned, that they model good hygienic practice themselves and
that children are encouraged and helped to be hygienic themselves.
Application
Policy statement
The City of Melbourne Childrens Centres provide a safe and hygienic environment for all
children and staff.
A high level of hygiene is practiced at the centre at all times to keep cross infection to a
minimum.
Children are encouraged and supported to follow hygienic practices at the centre and at
home.
Children do not make common use of personal items such as bottles, dummies or hats.
General hygiene
Childrens personal items are stored so that they are not touching.
Toys shared among children are cleaned and disinfected after being mouthed, daily.
The centre is thoroughly cleaned on a daily basis.
Bathroom fixtures are disinfected and rubbish is removed on a regular basis.
Used tissues are disposed of immediately.
Personal hygiene of children
Children are introduced to hygiene practices through modelling and discussion.

All children will wash their hands with soap and water before and after meal times, after
using the toilet, handling animals, wiping noses and after other unhygienic practices.
Children are provided with disposable paper towels or individual hand towels to dry their
hands.
Children are encouraged to flush the toilet after use.
Personal hygiene of staff

Staff will:
Provide positive modelling for children in relation to personal hygiene practices;
Wash hands with soap before and after assisting with toileting or nappy changing;
Wash hands with soap before and after handling food;
Wash hands with soap after blowing a childs nose;
Wash hands with soap after using the toilet;
Wash hands with soap before and after performing first aid.
Laundry
Sheets and blankets are provided to each child for sleep time and are kept in a named
bedding bag.
Mattresses and stretcher beds are washed with soapy water daily.
Sheets are washed weekly or more frequently as required.
Face washers, tea towels and other linen used for individual children are laundered through
the linen service, or the centres laundry.
Nappy changing, training potties and toilet training
See Nappy changing and toileting policy .
References
Infection Control policy
Nappy changing and toileting policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
National Health and Medical Research Council,
Staying Healthy in Childcare 2006, 2007 Edition
September 2003
July 2012
Dental Health Policy

Purpose: By promoting dental hygiene in conjunction with educating children, staff and
families, we hope to promote a strong awareness of dental care throughout our centres, our
programs and within the home.
Scope: Staff are aware of the importance of having a dental care routine that is followed
through at the centre and at home, and the importance of establishing good dental care
practices at an early age. Dental care and dental hygiene are important for young children and
should be incorporated into the program. Children up to the age of 6 require assistance with
tooth brushing. Time requirements for one-on-one assistance and supervision, risk of cross
contamination, and hygienic storage issues make tooth brushing an ineffective procedure at the
Centre, however other prevention and education strategies are used.
Application: All City of Melbourne Childrens Centre staff, students and volunteers
Policy: Childrens services staff model, support and encourage all children to practice correct
dental hygiene.
Our responsibilities:
City of Melbourne childrens centre employees have a responsibility to ensure:
Children are encouraged to drink after meals, rinsing their mouths to minimise the effect of
sugary foods
Children do not have bottles in cots or fall asleep with bottles to minimise the effect of milk
and the teat on teeth
Milk is provided at lunch time as a source of calcium as dairy products have a proven
protective effect in oral hygiene
Water is provided throughout the day to rinse mouths and provide fluoride for the teeth
Children are encouraged to drink and enjoy water and to eat fresh fruit
Children have discussions and read stories that model and support food choices that
strengthen teeth and reduce tooth decay
Families are provided with information on dental care practices recommended by
recognised health and dental care authorities
Materials promoting healthy teeth and gums and correct oral hygiene are displayed
Dental health professionals visit the service where possible to educate children and their
families on dental hygiene
Children are reminded that the most important times of the day to brush their teeth are
before bed and in the morning.
References
Nutrition policy
Sleep and rest policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Australian Dental Association website (www.ada.org.au)
July 2012
May 2013
Nutrition policy
Purpose
To ensure that children are provided with their necessary daily nutritional requirements and that
mealtime is a positive time of learning and socialisation as well as nutrition.
Scope
The City of Melbourne is committed to providing children in care with a portion of their daily
nutritional requirements (Recommended Daily Intakes - RDIs). We understand that providing
meals for young children is not simply about meeting their daily nutritional requirements, it also
provides children with routines, social and eating experiences, development of self help skills
and sound hygiene practices. Meal times are seen as an important component of the daily
programme and are used to maximise childrens learning opportunities.
Application
City of Melbournes Childrens Centres chef, kitchen staff and employees.
Definitions
Food allergies
Food intolerance
Immune reaction
Non-immune reaction
Usually begins as infant or toddler
Can develop at any age
Symptoms can be mild to life threatening and

include swelling, itching, hives, breathing difficulties,
anaphylaxis (see policy)
Symptoms can be mild to severe, including hives,

irritable bowel
Immediate onset of symptoms minutes to one hour
Delayed onset of symptoms one to 72 hours
Symptoms occur every time
Symptoms dont always occur, depending on the

level of tolerance
Can be diagnosed with skin/blood tests
Difficult to diagnose elimination diet
Usually involve only a few foods common foods

causing allergies/intolerances are milk, eggs,
peanuts, tree nuts, wheat, soy, fish and seafood
May involve a large number of foods natural and

those with added chemicals
Policy statement
The formation of healthy eating habits is critical in children 0-5 years
Childrens individual needs are met by flexible meal times, reheating of meals according to
the food safety plan, encouraging children to develop healthy eating habits whilst taking into
account food preference or choices, cultural and dietary requirements, and responding to
their individual daily nutritional needs.
Meals provided at the centre account for 50 per cent of the recommended daily intake for
children in long day care.
Menus prepared consider childrens nutritional requirements as set out in the current
Australian dietary policy statement for children under five (www.nhmrc.gov.au), the healthy
food pyramid and RDIs for children in long day care centres:
Serves of essential foods:

Essential food
50% RDI
1 serve =
Milk and milk

alternatives
3 serves = 300ml
100ml full cream milk = 1/3 cup

15g cheese
100g yoghurt = cup
100ml soy milk
Breads and
cereals
2 serves = 60g
1 slice of bread
cup of breakfast cereal
cup cooked rice
cup cooked pasta
Fruit
1 serve 150g
1 medium piece (smaller amounts of 2-3 different fruits to

equal 1 serve should be offered)
Vegetables
1 serve = 75g
cup cooked vegetables (smaller amounts of 2-3 different

vegetables to equal 1 serve)
Meat and meat

alternatives
1 serve = 45g
55g cooked legumes, baked beans, lentils = 1 cup

1 egg
45g cooked meat
55g fish
Fats and oils
1.5 serves = 7g
1 teaspoon margarine/oil
Menus consider the medical, cultural and religious requirements of children in care.
Seasonal fruit and vegetables provide an important basis for the centre menu.
Children are involved in the meal time routines where appropriate.
Meal times are an opportunity to provide social and learning experiences.
Children, families and staff are invited to provide feedback and make suggestions for the
centre menu.
Families are provided with nutrition information through a recipe in the bi-monthly
newsletter, Food Matters quarterly newsletter, parent information sessions (run by the
individual centres and Family Services team), brochures and pamphlets.
To ensure the protection of children, families are asked not to bring food into the centre to
be shared amongst other children.
Birthday cakes and food for special occasions will be provided on request.
If food is provided for special occasions, staff will try to keep the focus on the occasion
rather than the food, consider serving everyday food in special ways and will aim to avoid
food high in fat, salt and sugar.
Food transported from one centre to another meets food safety requirements.
Food safety audits are undertaken in accordance with legislation.
The chef, kitchen staff and at least one staff member from each centre hold a Certificate in
food handlers food safety training and at least one staff member per centre is trained as a
food safety supervisor (two day programme).
Each centre has a food safety plan which is adhered to and reviewed annually.
The chef is required to provide all staff with basic safe food handling training.
At least one staff member per centre has training in nutrition for young children eg nutrition
and cyclic/seasonal menu planning for young children (Lady Gowrie)
Childrens Services chef and kitchen staff have the responsibility to ensure that:
Water and milk are provided for the children at snack and meal times.
Water is accessible to children at all times.
Meals are provided for children needing alternative dietary requirements.
Sugar and salt are not used, or where necessary are kept to a minimum.
The weekly menu is displayed on the centre notice board.
Safe food handling and hygiene practices are undertaken at all times.
The centre complies with an approved food safety plan.
Children are not permitted in the centre kitchen.
Emergency foods are kept on the premises and their use by date is checked regularly.
Enough food eg dry biscuits, canned food eg soup, baked beans, and fluids eg bottled
water are kept at each centre for all children to cover a minimum of 24 hours. If an
emergency continues beyond 24 hours other methods of providing food for the children will
be explored, for example purchasing suitable healthy food from local shops.
Childrens Centre employees have the responsibility to ensure that:
Water is accessible to children at all times.

Bottles are clearly labelled with the childs name and the date of expression if breast milk.
Breast milk is signed in on the medication form, and the childs name and the date checked
by two staff members prior to being given to the child.
Hygiene practices are maintained prior to and during meal times.
Staff model hygiene, safe food handling and social skills at meal times.
Children are seated whilst eating and drinking.
Staff sit with children at meal times.
Children are provided with opportunities to participate in cooking experiences.
Children are provided with opportunities to prepare the table for meals, serve themselves
and pack away afterwards.
Meal times are used as a social and learning experience for children.
Staff encourage children to develop their self help skills and sound hygiene practices.
Meal times are relaxed, flexible and pleasant experiences for children.
When extra fluids are required infants are provided with boiled, cooled water.
Children are offered both courses at their meal time; food is not used as a reward or
punishment.
Children are encouraged to discuss food and related topics during meal times and other
programme activities.
A dietary requirements/restrictions information form is filled out by the parents/guardian for
a child who has a medical condition, allergy, cultural belief or a religious belief. Action plans
for medical emergencies are developed in consultation with the family. (Refer to
anaphylaxis policy)
Children in care for more than eight hours are provided with a late afternoon snack
Preventing choking on food
Choking is a risk for young children because their back teeth may not be fully developed
until around four years of age. They are still learning to grind and chew food. To prevent
choking:
Children are supervised to ensure choking does not occur.
Small hard lumps that may cause choking are avoided.
Foods such as carrots, celery and apple are grated, cooked or mashed.
Meats such as sausages, frankfurts and other meats are cut into small pieces.
Young children are not given popcorn, nuts, hard lollies, corn chips or similar foods.
Children are always seated when they eat.
Young children are not forced to eat.
Children who are laughing or upset are not offered food.
Managing food allergies and intolerances

Parents and centres need to work together to develop a shared management plan for
managing individual allergies or intolerances. If staff suspect a child may have an allergy or
food intolerance, parents will be informed and encouraged to seek further medical advice. The
parents will also be encouraged to fill out a dietary requirements/restrictions information form.
For more information on managing and treating food allergies and intolerances, contact:
Local doctor
Community dietician/nutritionist
Maternal and child health nurse
Royal Childrens Hospital
Allergy specialist/paediatrician
Royal Childrens Hospital Allergy Unit
5. Feeding of infants 0-6 months
Caregivers will ensure that:
Breast milk or formula meets the fluid and nutrition needs of infants until around six months
of age.
Breast milk or formula provided by parents is refrigerated until needed.
Breast milk or formula is warmed just prior to feeding the infant.
Only the amount of breast milk or formula needed is warmed.
Breast milk or formula is warmed by water bath method and microwaving is not used to
heat any bottled milk.
Bottled milk or formula is shaken and the temperature checked before it is offered.
Food heated in a microwave is stirred or shaken before the temperature is checked.
Cooled boiled water is offered when extra fluid is required.
Fruit juice is not given to infants under six months of age.
6. Introducing solids to infants
Caregivers will ensure that solids are introduced in consultation with the childs family, and the
progression to different textured food is made according to the stages of infant development.
Around 0-6 months liquid:
Breast milk or infant formula as required.
Around 6 months pureed or sieved:

Iron fortified baby rice cereal, cooked fruit and cooked vegetables.
Start with 1-2 teaspoons after milk.
Introduce one new food every three days.
Avoid adding sugar, spices or fat to food.
Around 6-9 months minced, mashed or grated:
Meat and meat alternatives, fruit, vegetables and cereals.
Offer food before milk feed three times per day.
New foods should be introduced gradually.
Finger foods can be introduced from about eight months.
Be aware of foods that can break into small piece in the mouth.
Around 9-12 months meat is minced; other foods chopped or mashed and finger foods:
Offer a wide variety of fruits, vegetable, cereals and meats.
Slowly introduce full cream milk foods.
Offer three small meals per day with snacks between meals.
Encourage finger foods.
Continue to offer breast milk of formula three times per day after feeding.
References
Hygiene Policy
Celebrations Policy
Food Safety Plan
Anaphylaxis Policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Australian Dietary Policy Statement for Children under 5 www.nhmrc.gov.au
The Healthy Food Pyramid
Recommended Daily Intakes for Children in Long Day Care Centres
Quality Practices Guide
Start Right Eat Right
Choking www.betterhealth.vic.gov.au/
Nutrition Australia www.nutritonaustralia.org
September 2003
November 2006
Sleep and Rest policy

Purpose: To ensure that the sleep and rest requirements of children are acknowledged and
met in a safe and comfortable environment.
Scope: Each child has different requirements for rest based on age and individual sleep habits.
When a child indicates a need for rest, this should be accommodated in a quiet and
comfortable place. Safe practices around Sudden Infant Death Syndrome (SIDS) and bottle
feeding must be followed. Appropriate bedclothes and positioning can reduce the likelihood of
SIDS in babies. Bottle feeding while sitting or partly reclined can reduce the likelihood of
choking, tooth decay and ear infections.
Application: All staff, students and volunteers in the City of Melbourne Childrens Centres.
Policy: Childrens individual needs for rest or sleep will be determined in consultation with
families. Children will be provided a safe and comfortable place to sleep or rest as needed.
Staff will consult with parents to develop their childs individual sleep or rest routine.
Children will not be forced to sleep or remain awake. If a child goes to sleep of their own
accord they will be allowed to wake of their own accord unless requested by the family.
Staff will ensure that children do not have bottles in cots and do not remain with a bottle
in their mouth while asleep.
Staff will ensure that the environment is comfortable and will provide children with
comfort items as requested.
Children who do not sleep will be offered a quiet activity e.g. books, puzzles, drawing
etc in a way that will not disturb other resting or sleeping children.
Babies/toddlers will be placed in their cots/beds as per SIDS recommendations
including:
Position the babys feet at the bottom of the cot;
Tuck the babys bedclothes securely;
Put the baby on its back to sleep;
Make sure the babys head remains uncovered during sleep;
Use a firm, clean well fitting sheet and mattress;
Quilts, duvets, pillow, soft toys and cot-bumpers are not recommended for young
babies (less than 12 months).
Staff will monitor sleeping children and will ensure room lighting is sufficient to visually
check sleeping children.
Staff will wash beds/cots with warm soapy water between different children using the
same bed/cot.
References
Dental health policy
Nutrition policy
Child participation and decision making policy
Interactions with children policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
SIDSandkids.org
Australian Dental Association website (www.ada.org.au)
Framework
July 2012
May 2013
Nappy Changing and Toileting policy

Purpose
To ensure that City of Melbourne Childrens Centre staff manage the toileting of all children in
their care appropriately, according to individual, family and cultural needs.
Scope
Toileting and nappy changing is a daily part of childhood. We recognise the need for a
consistent, positive and culturally sensitive approach to toileting and nappy changing.
Application
Policy statement
City of Melbourne Childrens Centre staff are sensitive to the emotional and physical needs
associated with toileting each child, and regularly consult with families so that toileting practises
are consistent.
City of Melbourne Childrens Centre staff have a responsibility to ensure that:
Nappy change is a time for positive interactions between staff and children.
A consistent, positive approach is taken to the toileting of children within the programme.
Toileting is appropriate to the individual childs development.
Toileting accidents are managed in a positive and supportive manner.
Staff are aware of any cultural practices in this area.
The following procedures are observed and practiced:
1. Nappy changing
Children are always supervised whilst on the nappy change bench.

Clean cloth nappies are provided by the centre.
Families are requested to bring a nappy the child can wear home.
Families may provide disposable nappies where specific needs are identified.
We wash our hands with soap prior to and immediately after changing a nappy.
We wear disposable gloves to reduce the incidence of cross infection.
Disposable nappies are stored in sealed containers and removed on a weekly basis.
Soiled cloth nappies are stored in closed containers and removed on a weekly basis.
The nappy changing area is cleaned with soapy water after every change.
Nappy wipes and cleaning cloths are used once only and disposed of or laundered.
Authorisation is received by parents before applying prescription or barrier creams.
The relevant nappy changing procedure for the room is displayed.
2. Training potties
Contents of training pots are emptied into a toilet and flushed.

Toddlers training pots should be washed in warm soapy water, rinsed and air dried after
each use.
3. Toilet training
Ask parents to supply several changes of clothing for children who are toilet training.
Do not embarrass, shame or punish children, or in any way make the child feel bad about
any aspect of using the toilet.
Place soiled clothes in a plastic bag, tying the top firmly, for parents to take home at the end
of the day. Soiled clothes will not be rinsed or washed at the centre as this can spread
germs.
Help the child use the toilet.
Ensure children wash and dry their hands using good hand washing practices and provide
support for younger children as needed. Explain to children that washing their hands and
drying them properly will stop germs that might make them sick.
If the child can use a toilet this is preferable as using a potty chair increases the risk of
spreading germs. If the child must use a potty, empty the contents into the toilet and wash
the chair. Do not wash it in a sink used for washing hands.
Wash your own hands.
Families attending a City of Melbourne Childrens centre have a responsibility to ensure:
Staff are notified if disposable nappies are to be used.
Staff are notified of any prescription or barrier cream to be used on their child as per the
medication policy.
Staff are advised of any family or cultural practices regarding toileting.
References
Childrens Sexuality Policy Statement
Medication policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Department of Human Services Toilet Training Tip Sheet
September 2003
July 2012
Clothing and Footwear for Children policy

Purpose
To ensure that children are protected by wearing appropriate clothing and footwear.
Scope
To ensure the safe and full participation of children in the programme, it is important to ensure
children are suitably dressed for the activities they are undertaking.
Application
All staff, students, children and families accessing the City of Melbournes Childrens Centres.
Policy statement
Children are dressed appropriately for indoor and outdoor play.
Centre staff assist children to adjust their clothing to meet changing conditions throughout
the day.
Children are provided with protective clothing for messy play experiences.
Footwear is expected to be worn at most times. When children are playing in the sand pit
or trickle stream they may remove their footwear. Individual needs will be considered eg
children learning to walk, crawlers, etc.
Children wear comfortable clothing that allows for freedom of movement.
Children wear clothing and footwear as required for the activity.
Children do not go outside unless appropriately dressed for conditions.
Toilet trained children wear underpants at all times. Cloth nappies are covered by
waterproof pants
Underpants or a nappy, plus a singlet or T-shirt are worn by all children at sleep time.
Footwear is appropriate to the age and skill level of the child:
1. Young Babies The only footwear babies need is socks for warmth as they are
not constrictive and allow the feet to grow normally.
2. Walking Rapid growth during early childhood may require changing the size of
the childs socks and shoes every few months.
3. Play Shoes should offer protection from injury or cold yet allow freedom and
mobility. Shoes need to have enough depth, length and width to accommodate
the foot and ensure that laces or straps hold the shoe securely to the foot to
reduce slippage when walking.
A supply of clothing for weather changes and toileting accidents is kept at the centre.
Any concerns or suggestions regarding suitable clothing and footwear are respectfully and
discretely discussed with families
Families have a responsibility to ensure:
Their child is provided with a change of clothing each day.
Any specific clothing requirements are discussed with staff upon enrolment.
Their child is wearing clothing and footwear that is appropriate, suitable and comfortable.
Their child brings a coat and a hat every day in the winter months.
Their child brings a legionnaire or wide brimmed hat each day.
References
Sun Smart policy
Indoor-Outdoor Programming policy
Heat and Sun Protection policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Royal Children Hospital Resource Centre
Anti Cancer Council
ePodiatry.com
September 2003
July 2012
SunSmart policy
Purpose
To ensure that all children and staff are protected from the sun at all times whilst maintaining a
healthy exposure to the sun for Vitamin D intake, in accordance with SunSmart
recommendations.
Scope
The City of Melbourne Childrens Centres are very conscious of the risks to young children of
exposure to direct sunlight. The SunSmart policy is to be implemented throughout the entire
year, with particular emphasis from September to April (inclusive).
Definitions
Wide brimmed hat
The hat should have a brim of between 10cm and 12cm for adults,
between 8cm and 10cm for children and 6cm for very young children.
Legionnaire hat
Caps with large peak and flaps at the back sides to protect the neck and
ears.
Sunscreen
Non-allergenic cream with an SPF of 30+ that is broad-spectrum and

water resistant.
Clothing
Clothing should fully cover shoulders. Singlets and sleeveless dresses

are discouraged.
Application
All staff and children accessing the City of Melbourne Childrens Centres.
Policy statement
This policy is to be followed wherever UV Index Levels reach three and above. In Victoria,
UV Index levels are three and above from the beginning of September until the end of April.
Maintaining sun protection throughout the entire year in the southern parts of Australia is
not necessary and may lead to other health concerns. Childrens Centres will not implement
their sun protection policy during May to August in accordance with Sun Smart
recommendations.
Particular care is to be taken between 10am and 2pm (11am and 3pm daylight saving time)
when UV levels reach their peak.
All children and staff are required to have a legionnaire or wide brimmed hat at the centre
for daily use.
The centre will provide non-allergenic sunscreen with an SPF of 30+ which is broadspectrum and water resistant for children and staff participating in outdoor play.
All children and staff are required to wear wide-brim hats and sunscreen when outdoors and
access shady areas whenever possible.
Children are to be exposed to the sun for vitamin D production in accordance with the Sun
Smart recommendations of two to three hours a week during May to August and for five
minutes before 10am and five minutes after 3pm on most days during September to April.
We incorporate into the programme awareness of the sun and ways to protect your skin.
A combination of sun protection measures are considered when planning all outdoor
activities.
All children have a hat on when playing outdoors.
Children are encouraged to play in shady areas for outdoor play.
The use of wrap-around sunglasses that meet Australian Standard 1067 (sunglasses
category 2, 3 or 4) is encouraged.
Due to our indoor/outdoor play policy, staff should apply sunscreen to all children at the
beginning of the day and reapply every two hours thereafter.
The availability of shade is considered when planning excursions and outdoor activities.
Parents sign an authority to allow staff to apply sunscreen to their child.
We act as role models by practising SunSmart behaviours.
Staff and families are provided with educational material on sun protection, skin cancer and
the centres sun protection policy, and ways they can help support it.
Children will be exposed to the sun for two to three hours a week during May to August and
for five minutes before 10am and five minutes after 3pm between September and April.
During this time childrens faces, arms and hands will be exposed to the sun.
Staff are provided with sunscreen for their child if required.
Authority is provided to staff to apply sunscreen prior to outdoor playtimes.
A legionnaire or wide brimmed hat is brought to or left at the centre for their childs use.
References
Occupational Health and Safety Heat and Sun
Protection Policy Statement CoMWeb.
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Anti Cancer Council of Victoria T: (03) 9635 5148
Internet: www.sunsmart.com.au
September 2003
November 2006
Water Safety Policy Statement

Purpose
The purpose of this Policy is to ensure that all children remain safe when accessing water. This
relates to water play, excursions, near water, hot water, drinking water and hygiene practices
with water in City of Melbourne Childrens Centres.
Scope
Children gain many skills such as scientific discovery, numeracy and literacy whilst engaging in
safe water-play and clean water is essential to a healthy body. We recognise that there are
safety and hygiene requirements for children accessing water.
Application
All staff, students and volunteers in the City of Melbourne Childrens Centres.
Policy Statement
City of Melbourne Childrens Services staff will ensure that water use will be supervised at all
times to ensure the health and safety of children and families.
Responsibilities
Staff will ensure water troughs or containers for water-play are supervised at all times and
that after use the water is emptied onto garden areas. Children will be discouraged from
drinking water from these activities.
Staff will ensure that all vessels that can reasonably present a drowning hazard are emptied
onto garden areas and allowed to dry thoroughly after use to prevent build-up of potentially
harmful bacteria and mould
Staff will ensure that all vessels that can reasonably present a drowning hazard are stored
in a manner as to prevent the inadvertent collection of water through rain
Childrens outdoor play areas will be checked each morning and during the day if rain
occurs to ensure that no containers or pools of water are accessible to children.
Children are encouraged to safely explore the properties of water, building water safety and
environmental water-wise messages into the programming.
Buckets used for general cleaning are to be emptied immediately after use and no buckets
are to be left in play areas or accessible to children.
Children will have access to clean drinking water at all times. This water is supervised to
ensure safety and that it is hygienic for consumption. Water containers including childrens
water bottles will always be securely sealed and at emptied and cleaned thoroughly the end
of each day.
Hot water accessible to children will be maintained at 43.5 degrees and will be tested and
serviced annually.
Staff are not to consume hot drinks in childrens rooms.
References
Source
Environmental programming policy
Community Child Care Co-operative Ltd (NSW)
Child Supervision Policy
Kidsafe Victoria
Safe Environment Policy
Royal Life Saving Association of Australia water safety tips
Hygiene Policy
Details
Created
November 2011
Maintained
Revised
July 2012
Reviewed
May 2013
Authorised
Safety
Child Supervision policy
Purpose
To ensure that children are appropriately supervised at all times during their care at a City of
Melbourne Childrens Centre.
Scope
The City of Melbourne is committed to ensuring that all staff provides direct and active
supervision of the children at all times to ensure their safety. Staff and facilities must meet the
Education and Care Services National Regulations 2010 to ensure a safe and secure learning
environment is provided at all times.
Application
Policy statement
All children will be directly and actively supervised at all times.
Centre staff will position themselves in a way to ensure maximum supervision of the
room/outdoor area at all times.
Centre staff will communicate with each other regularly regarding their movements,
particularly relating to positioning and ability to provide active and direct supervision.
All entry doors and gates have self-closing mechanisms.
A minimum of two staff are on duty at all times that children are in care.
A regular head count is taken of the children in each room to ensure that each child is
accounted for.
Head counts are referenced with the sign in/out book.
Staff child ratios are maintained in accordance with the Education and Care Services
National Regulations 2010 at all times.
Centre gates and entrance doorways are closed at all times to prevent children from leaving
the centre unaccompanied.
Parents/guardians sign their children in and out of the centre.
Centre staff need to check that the sign in/out has been signed and if this has not occurred
the staff member will sign and indicate who collected the child in lieu of the parent. The
parents/guardian signature will be sought the next day of care.
Before leaving the centre each room is checked for children and cross referenced with sign
in/out book.
If a child leaves the centre unaccompanied, we will ensure that:
The premises (indoors and outdoors) are checked to see if the child is still within the centre.
A search of the immediate area fence perimeter, surrounding streets, parks and properties
is undertaken as soon as the child is noticed to be missing.
Parents, team leader, Childrens Services and Department of Human Services are
contacted immediately.
Police are called 000 and staff to follow police direction. Staff will prepare an accurate
description of the child including photograph, age, clothing and any distinguishing features.
Staff will ensure that other children in the centre remain safe and calm.
Counselling is offered to children, staff and families as required.
A report is sent to Department of Human Services within 24 hours.
Families have a responsibility to ensure:
An authorised person signs their child into and out of the centre each day.
Centre gates and entrance doorways are closed at all times to prevent children from leaving
the centre unaccompanied.
References
Delivery and Collection of children policy
Safe environment policy
Excursion policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
DHS Childrens Services Practice Notes
Framework
September 2003
July 2012
Child Protection policy

(See Appendix for the full Child Protection and Wellbeing Policy)
Purpose
To ensure that this policy is enacted when suspicions or allegations of any form of child abuse
arise.
Scope
The health and welfare of all children in care is paramount. Teachers, doctors, nurses and
police officers are mandated under the Children, Youth and Families Act 2005 to notify to the
Department of Human Services any children and young people under the age of 17 years who
have suffered or are likely to suffer physical and/or sexual abuse. The centre will act on behalf
of any child to protect their right to safety and security. Confidentiality may legally be breached
when the safety of a child is compromised. This policy and appendix encompass the process to
enact to ensure the protection and wellbeing of children.
Definitions
Child abuse includes:
Physical abuse, which involves any non-accidental injury to a child by a parent or caregiver.
Sexual abuse, which occurs when an adult or someone bigger and/or older than the child
uses power or authority over the child to involve the child in sexual activity.
Emotional abuse, which occurs when a child is repeatedly rejected or frightened by threats.
Neglect, which is the failure to provide the child with the basic necessities of life, to the
extent that the childs health and development are at risk.
Application
All staff working in City of Melbourne Childrens Centres.
Policy statement
Notwithstanding our obligations under the law, we have a responsibility to notify the
Department of Human Services if we are concerned that a child is being or has been abused or
neglected.
All staff have a duty of care to protect the rights of the young children in their care and must
report any concerns to the qualified staff member on their team or the centre coordinator.
All staff are provided with regular training and information regarding current child protection
law, child abuse signs, protocols and policies.
All staff will refer to the City of Melbourne Child Protection and Well-Being Policy Statement
for Children and Family Services 2011.
All observations of unusual behaviour, changes in behaviour and physical signs which may
indicate child abuse are recorded in the individual childs file including staff analysis of
same.
The staff member who has the information will discuss their concerns with their immediate
supervisor who will document the discussion through completing a Child Wellbeing
Discussion Form. This form aims to facilitate the recording of any developmental concerns
for children and ensure that they are addressed by the service.
The centre coordinator will take responsibility to table for discussion and review the
completed Child Wellbeing Discussion Form at either of the following two internal meetings:
o For children and families involved in a Childrens Services programme, it will be
tabled at the monthly coordinators meetings. The Child Protection and Wellbeing
Coordinator attends the final part of this meeting every month to facilitate the
discussion and ensure that the rest of the procedure is implemented.
o For children and families involved in a Family Services programme, it will be
tabled at the weekly intake and review meeting. The Child Protection and
Wellbeing Coordinator attends this meeting to facilitate the discussion and
ensure that the rest of the procedure is implemented.
References
Appendix 1 COM Child Protection Policy
Statement
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Department of Human Services Child Protection Unit
Legal aspects of childcare Victoria 2009
Child Protection Crisis Line 13 12 78
Australian Childhood Foundation www.childhood.org.au
Dr Joe Tucci, CEO of the Australian Childhood Foundation
September 2006
July 2012
June 2006, June 2008, March 2010, March 2011, January 2012, May 2013
Visitor and Volunteer policy

Purpose
To ensure that visitors and volunteers are appropriately supervised, are aware of their
responsibilities while in the centre and are not given any unauthorised access to children while
on the premises.
Scope
Volunteers bring a range of skills and experiences to the learning environment and can add to
the success of an event or excursion. Visitors are sometimes required at, or invited to, City of
Melbourne Childrens Centres. Under the Working with Children Act 2005, some volunteers and
visitors may be required to provide a satisfactory Working with Children check (WWC) prior to
engaging in child-related work. A parent engaging in work as a volunteer in relation to an
activity in which his or her child is participating or ordinarily participates is exempt from a WWC
in respect to that activity. This policy encompasses the responsibilities and steps to be taken to
ensure the safety of the children in the centres care.
Definitions
Authorised person
any individuals authorised by the City of Melbourne to be on the child

care premises.
Direct supervision
for the purposes of the Working with Children Act 2005, direct
supervision of a person requires immediate and personal supervision
but does not require constant physical presence
Visitor
any person without authorisation to access City of Melbourne childrens

centres.
Volunteer
A person engaged in unpaid work
Application
All staff, volunteers and visitors to a City of Melbourne Childrens Centre.
Policy statement
Any unauthorised persons, visitors and volunteers are required to report to the centre
coordinator or person in charge and show identification. Visitors and volunteers must present a
valid WWC when required under the Working with Children Act 2005. Volunteers must be made
aware their responsibilities in the service, of policies applicable to their activity in the centre and
must be directly supervised by the centre coordinator or a certified supervisor.
City of Melbourne Childrens Centre staff have a responsibility to ensure that:
Visitors and volunteers identify themselves and provide the reason for their visit,
identification and a WWC if needed upon request.
Visitors are escorted to the relevant area and directly supervised as required.
Volunteers review and understand any policies relevant to their activity in the centre.
Volunteers are clearly briefed on their role and responsibilities in the service and are directly
supervised by an appropriate staff member.
Contractors:
If no identification is available, a phone call should be made to City of Melbournes
maintenance department to the relevant department/agency to confirm identification.
Centre staff are advised of maintenance workers entering the premises, the type of work
that will be undertaken and the duration of the work when possible.
References
Child supervision policy
Medical condition in children policy
Anaphylaxis policy
Excursion policy
Digital photography policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Working With Children Act 2005
September 2006
July 2012
Horticultural policy
Purpose
To ensure that plants and plant matter are safe for children and that the necessary poisons
information is available to all staff at the centre.
Scope
Plants and the environment are important for childrens experiences and learning. We
encourage the presence of plants however we also recognise the dangers of some plants and
avoids their presence at the centres.
Application
Policy statement
Centre staff have an updated list of plants from the Victoria Poisons Information Centre
(VPIC) that are best not grown in places where there are children.
Plants named on the Victorian Poisons Information Centre (VPIC) list are not permitted in
City of Melbourne Childrens Centres.
Centre staff have the Victorian Poisons Information Centre (VPIC) phone number beside all
telephones in the centre in the case of poisoning.
All plants brought into the centre are checked against the VPIC list prior to exposure to
children.
All telephones have the VPIC phone number beside them at all times.
Annual updates of the plants list are obtained through VPIC.
Plants lists from VPIC are available at the service for reference by all families within the
centre.
References
First Aid, illness, incident, injury or
trauma policy
Anaphylaxis Policy Statement
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Victorian Poisons Information Centre 13 11 26
http://www.austin.org.au/poisons
September 2003
November 2006
Use and Storage of Toxic Substances policy

Purpose
To provide a safe and hygienic environment that minimises the use of toxic substances and
ensures that potentially dangerous products are handled and stored to protect the health of
staff and children.
Scope
The City of Melbourne Childrens Centres consider a toxic substance to be a product capable of
causing injury or death, especially by chemical means; poisonous, and including but not limited
to cleaning products, personal care products, and garden supplies. Young children do not
understand the potential dangers of handling or ingesting some substances commonly used in
childrens centres. Appropriate handling and labelling of potentially harmful substances may
limit the risk of injury to staff and children. Our environmental responsibility also requires
services to minimise chemical use where possible when cleaning facilities and equipment.
Application
All staff, students and volunteers working in the City of Melbournes Childrens Centres.
Policy statement
Toxic substances will be clearly labelled and inaccessible to all children at all times.
Where appropriate the centre will use non-toxic, environmentally friendly products for
cleaning and other purposes.
Staff are informed through a qualified food handler and OHS officer about the preparation,
use and potential hazards of all chemicals stored in the centre.
Staff are informed during orientation of all toxic substances in use at the service and are
required to keep up to date with the most current legislative practice regarding use and
storage of chemicals.
All toxic substances including chemicals, first aid supplies, medicines and cleaning agents
are stored in their original labelled containers.
All toxic substances that are decanted from their original container must be diluted to the
correct ratio if necessary and labelled with the appropriate name, chemical composition,
and risk and safety warnings.
Only permanent staff who have appropriate instruction on handling toxic substances will
decant toxic substances into other containers
All toxic substances including chemicals, first aid supplies, medicines and cleaning agents
are stored out of reach or in a locked cupboard labelled chemical storage or first aid
immediately after use.
Warning signs are posted on or near storage areas for potentially dangerous products and
include a list of those products held.
Toxic sprays that produce fumes are not used when children are present.
Protective gloves are used when handling potentially corrosive products.
Containers used to store toxic substances are not subsequently used for any other purpose.
All chemicals and cleaning agents are replaced before the expiry date and have a material
data safety sheet provided by the supplier at the time of delivery.
The centre has a first aid and action plan on dangerous products and it is posted near the
centre first aid kit.
The phone number for the Poisons Information Centre is posted beside all telephones in the
centre and is included on the first aid and action plan.
References
Environmental programming policy
First Aid, Illness, Incident, Injury and
Trauma policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
City of Melbourne OHS Policy Statement
OHS Act 1985
September 2003
July 2012
Emergency and Evacuation policy

Purpose
To ensure the safety of all persons accessing City of Melbourne Childrens Centres.
Scope
The personal safety of the children and staff attending the centre is of primary importance. An
emergency is an event that adversely affects the running of the Childrens Centres. It could
arise from an internal or external source and cause physical and/or emotional distress. The
response to the emergency depends upon the type of emergency and could include a mass
evacuation, minor evacuation or a lockdown.
Definitions
Lockdown
Shelter-in-place
Children and staff at the childcare centre are locked into the building in
response to an emergency situation such as a toxic emission.
A safe place for staff and children to stay during an emergency.
Application
All staff, children, families, volunteers, and students accessing City of Melbourne Childrens
Centres.
Policy statement
Our centres have written policies for medical emergencies, fire, bomb scares, hostage
and/or violent situations, robbery and toxic emissions.
Staff are trained to respond to all types of emergencies and have appropriate equipment on
hand to facilitate the movement of children from the centre to an evacuation centre or
shelter-in-place.
Evacuations and lock downs are practised every three months in response to scenarios
developed by centre staff members.
Any emergency situation is debriefed thoroughly, documented and investigated according to
City of Melbourne Occupational Health and Safety policy.
City of Melbourne Childrens Centres have a responsibility to ensure that:
Each centre has its own emergency management plan that details an evacuation and
lockdown plan specific to that centre.
The centre emergency management plan and City of Melbourne disaster plan are displayed
in the foyer of the centre.
The centre emergency evacuation policies are displayed in each of the childrens rooms
within the centre.
The emergency management plan is discussed with staff at staff meetings on a regular
basis.
Emergency phone numbers are displayed beside all centre telephones.
Emergency and evacuation practice drills are conducted at least four times per year at
varying times of day and debriefed at their conclusion.
Parental consent is obtained for children leaving the centre to practice emergency drills.
Staff have a current first aid certificate.
Staff attend the annual City of Melbourne BECO update.
Staff attend other training that will improve their response in emergency situations including
but not limited to dealing with aggressive people, fire warden training and OHS training.
A record of all emergency and evacuation practice drills undertaken is kept at each centre
including an evaluation of the drill.
All new or relief staff are informed of the emergency evacuation policies upon
commencement.
An emergency pack is available in a convenient location in the centres.
We have a responsibility to discuss emergency, accident, lockdown and evacuation policies
with the children as part of the programme.
Know and understand the emergency management plan and location of emergency
equipment.
References
First Aid, Illness, Incident, Injury or Trauma
policy
Emergency Management Plans
Building Emergency Control Organisation
(BECO) - City of Melbourne
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
September 2003
July 2012
Physical Environment
Safe Environment policy
Purpose
To ensure that all buildings, playgroups and equipment are maintained as safe and habitable
for children and staff attending the centres.
Scope
The City of Melbourne is aware that the safety of childrens buildings, playgrounds and
equipment is paramount to ensuring the health and wellbeing of all staff, children, families,
students and visitors within these facilities. The City of Melbourne is committed to ensuring that
the safety of all persons within a Childrens Centre is upheld, through regular safety audits of
buildings, playgrounds and centre equipment.
Application
Policy statement
Annual safety check audits are undertaken for the outdoor playground area to ensure that
all fixed items of equipment meet relevant standards and legislation.
Annual safety check audits are undertaken of all buildings to ensure that the centres have
maintenance plans which are up to date, relevant and plan ahead.
Quarterly OH&S inspections are undertaken by the OH&S representative in each centre
and reported to the OH&S committee.
Daily safety checks are undertaken throughout the centre and all outdoor areas to remove
any dangerous or unsafe objects.
The Childrens Services team leader has a responsibility to ensure that:
Building and playground reviews are undertaken at all Childrens Centre premises on an
annual basis by Facilities Management.
Daily safety checks of outdoor play areas are undertaken prior to childrens use, using the
playground inspection checklist, which is then signed by the staff member.
Centre staff are required to be aware of their surroundings and actively provide a safe
environment for all in the centre.
Results of quarterly safety checklists are reported to the bi-monthly OH&S committee.
Information in regard to child safety is updated regularly and provided to families.
Broken, unsafe or dangerous equipment is removed immediately.
OH&S issues are tabled at regular staff meetings
References
SunSmart Policy
Horticulture policy
Use and Storage of Toxic Substances policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Kidsafe Child Accident Prevention Foundation of
Australia (03) 9427 1008
Royal Childrens Hospital Safety Centre
Occupational Health and Safety Act 1985
2011
Framework
September 2003
November 2006
Indoor and Outdoor programming policy

Purpose
To ensure that children can access indoor and outdoor play and learning spaces throughout
their time at the centre.
Scope
The centre values the learning and play experiences that come from playing inside and outside
and the programme structure incorporates both experiences into the programme and
equipment set-up.
Application
All staff in City of Melbourne Childrens Centres.
Policy statement
All children are given the opportunity to experience simultaneous indoor and outdoor play.
A combination of sun protection measures will be considered for all outdoor play, and staff
will act as role models by practising SunSmart behaviours when outside.
The programme will provide an environment that is inclusive, provides freedom of choice,
values and recognises the childrens play as meaningful and provides opportunity for
spontaneous learning. By providing opportunity for children to use indoor and outdoor play
spaces simultaneously children have the choice to explore and discover the programme
using both areas as an entire space.
Children and staff should move freely within the space, with staff positioning themselves to
ensure children are being actively engaged and supervised at all times.
Once the environment is set, routines will be gradual and relaxed to allow time for the staff
to nurture and interact with the children.
When playing outside, we will ensure that children are adhering to the centres SunSmart
policy.
A range of experiences are provided in the indoor and outdoor areas that provide
opportunities for exploration and extension of all developmental areas and take into account
childrens interests.
The outdoor area should contain flexible equipment, such as tyres, boards, frames, blocks,
sheets etc that can easily be manoeuvred by staff and children. The set up of outdoor
equipment should factor in SunSmart recommendations.
Obstacle courses, climbing, jumping, ball games are provided to encourage large muscle
experiences.
Both the outdoor and indoor areas need to provide areas for active and passive play,
spaces for solitary play as well as small and larger group work.
A range of natural, recycled and improvised materials are provided as the basis for the
experiences presented to children.
References
SunSmart Policy Statement
Curriculum Development Policy Statement
Daily Flow and Routines Policy Statement
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Framework
City of Melbourne Childrens services Leadership Group
September 2003
July 2012
Environmental Programming policy

Purpose
To ensure that environmental issues and awareness are a high priority in both practice and
programming.
Scope
We believe that if young children are educated and receive positive role modelling promoting
sustainability, it will provide them with beneficial knowledge, skills and practices for their future.
To promote environmental awareness and educate children about environmental issues
through centre practice and culture.
Application
Policy statement
Children are introduced to the concept of environmental awareness through the programme,
service operation, staff behaviour and the choice of materials used within the programme and
the Childrens Centre.
Recycled materials are used where possible.
Recycling of paper, glass and plastic is undertaken and children are supported to be part of
this programme.
Children are educated about the benefits of responsible behaviour and practices towards
the environment.
Unused food is composted where appropriate.
Environmental friendly cleaning products are used where appropriate.
Environmental awareness is an integral part of the programme planning.
Maximum access to natural materials is provided in the childrens programme and play
experiences.
Green materials and equipment are given consideration when purchasing art supplies and
replacing equipment.
Waste audits are conducted annually by each of the services and goals and objectives
developed annually by staff teams to promote and improve green practices.
Rain water tanks are installed at each centre for children to access for water play and
promote positive learning about water conservation.
Fundraising and excursions organised by individual services take into account
environmentally friendly projects and activities.
Cloth nappies are used via a commercial nappy wash service, unless requested otherwise
from families, in which case families must supply their own disposables.
References
Nutrition policy
Water safety policy
Nappy Change and Toileting policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Environmental Education in Early Childhood Association
September 2003
July 2012
Staffing
Responsible Person in Charge Policy
Purpose: To ensure a nominated responsible person is physically present at the centre at all
times during service operation and to ensure that the responsible person is clearly identified.
.
Scope: The Education and Care Services National Regulations 2011 require that a
responsible person in charge must be physically present at a centre based service at all times
that a service operates. This is to ensure the safety and wellbeing of children in care of the
service and to ensure the service operates within the Education and Care Services National
Regulations 2011.
Definitions:
A responsible person can be:
1. The Approved Provider,
2. The Nominated Supervisor usually the centre coordinator who has a supervisors
certificate and is designated by the service as the nominated supervisor, or
3. A Certified Supervisor an educator with a supervisors certificate, who has been placed in
day-to-day charge of the service.
Policy:
A nominated responsible person in charge of the service will be on the premises at all
times during service operation.
Details of the responsible person will be clearly displayed at the main entrance for
educators, staff and families.
The responsible person, although in charge of the service does not take on all
responsibilities of the Nominated Supervisor. The Nominated Supervisor has overall
charge of the service and ensures that there is consistency and continuity in practice.
Our Responsibilities
The Approved Provider will:
Ensure that the responsible person in charge of the service is a certified supervisor or
has a valid supervisor certificate,
Obtain the written consent of Certified Supervisors to be placed in day to day charge of
the service,
Ensure the Nominated Supervisor and the Certified Supervisors have a clear
understanding of the role of the responsible person,
Ensure a responsible person is physically present at the centre at all times when the
childrens service is operating, and
Advise the regulatory body when there is a change to nominated or certified
supervisors.
The Nominated Supervisor will:

Primarily be the responsible person in charge of the service.
Ensure the name of the responsible person is displayed at the main entrance of the
childrens centre.
Designate a certified supervisor to be placed in day to day charge of the service, when
the nominated supervisor is absent from the service during operating hours.
Ensure the process for determining the responsible person is clear to all educators and
staff, and followed at all times
Develop rosters in accordance with the availability of responsible persons, centre
operation and attendance patterns of the children.
References
Complaint handling policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
National Quality Standards 2011
Australian Childrens Education and Care Quality Authority Information
Sheet Certified Supervisors
Department of Education and Early Childhood Development Fact Sheet
Nominated and Certified Supervisors December 2011
July 2012
May 2013
Student Placement policy

Purpose
To ensure that students are offered places from accepted courses and in accordance with
priority and supervision guidelines as outlined in this policy statement.
Scope
The City of Melbourne recognises that student placements are important for the training and
development of future carers for children in the wider community and so will offer placements to
students studying specifically related courses.
Application
All staff and students working in City of Melbourne Childrens Centres.
Policy statement
The City of Melbourne Childrens Centres will provide placements for students in the centres.
Priority will be given to students studying a diploma or degree in early childhood, Certificate I
III, or work experience. Courses that are unrelated to Childrens Services, eg nursing and social
work, are assessed on an annual basis.
Student placements will be organised on an annual basis in a manner that is planned and
appropriate and suits the needs and culture of the centre
Students are allocated a student supervisor at the centre and must meet the relevant
documentation and competency requirements.
Students are expected to abide by the requirements of the Education and Care Services
National Regulations 2010, all City of Melbourne policies and principles of accreditation,
whilst attending the centre.
Students are required to sign in and out each day for insurance purposes.
Students are not to give advice and information about parenting and individual children to
parents/carers.
City of Melbourne Childrens Centre Coordinators have a responsibility to ensure that:
HR is informed that all necessary paperwork is completed prior to the student commencing
their placement.
An induction process is undertaken for all students prior to commencing their placement.
All students are supervised by a qualified staff member at all times.
Students are not to be left alone or left in charge of a group of children.
Students are made aware of the conditions of their placement as outlined previously.
References
Privacy Information Act Policy - City of
Melbourne
Education and Care Services National
Regulations policy
National Quality Framework policy
Details
Created
Maintained
Revised
Reviewed
Source
City of Melbourne Human Resources Department
Framework
September 2006
November 2006
Authorised
Code of Conduct for Childrens Centre Staff, Families and Children

Purpose
To ensure that all City of Melbourne Childrens Centre staff and families are aware of the code
of conduct expectations regarding interactions between staff, adults and children.
Scope
This code of conduct details practice we require all adults working or visiting our centre to
follow. It will assist in ensuring the safety and well-being of children, families and staff.
Application
All staff, parents, students and visitors to a City of Melbourne Childrens Centre.
Policy statement
Childrens Centres are places of learning and care for young children and therefore the rights of
the child must always be considered first and foremost. All adults are expected to follow the
principles of:
Safety
Ethical conduct
Support
Communication
Respect
Confidentiality
Comply with all centre policies.

Act in the best interest of colleagues, children, their families and users of
the service.
Work in a co-operative manner.
Use courteous and acceptable verbal and non-verbal language. Avoid
the use of profane, insulting, harassing, aggressive or otherwise
offensive language.
Value diversity and refrain from all actions and behaviours that constitute
harassment or discrimination.
Keep information relating to children and families confidential.
In relation to children, all adults are required to:

Be a positive role model at all times.
Always speak in an encouraging and positive manner.
Listen actively to children and offer empathy, support and guidance where needed.
Regard all children equally and with respect and dignity.
Support children to be able to take care of their own personal needs.
In relation to others (including staff, parents and visitors), adults are required to:
Use respectful, encouraging and accepting language.
Respect the rights and dignity of others as individuals.
Give encouraging and constructive feedback.
Deal with ethical issues in ways that reflect the City of Melbournes values and standards.
Refrain from public criticism of children and adults at the centre.
Any issues or grievances should be directed to the centre coordinator as outlined in the
complaints policy.
Under no circumstances should a child, parent or member of staff be approached directly or
in a confrontational manner regarding an issue or grievance.
City of Melbourne Childrens Centre employees will promote the health and well-being of all
children and will strive to:
Create and maintain safe and healthy environments for children.
Foster all facets of childrens development in the context of the child, their family and their
community.
Enhance each childs feelings of competence, independence and self esteem.
Act as an advocate on behalf of all children for policies, programmes and services that
impact on their health and well-being.
Act promptly in situations where the well-being of the child is compromised.
Enable children to participate to their full potential in environments that are carefully
planned to serve individual needs and to facilitate the childs progress in the social,
emotional, physical and cognitive areas of development.
Consider the childrens cultural and social environments when planning.
Apply the knowledge of stages of physical, social, emotional, moral and cognitive
development of each child.
We will demonstrate our care for all children in all aspects of our practice by:
Responding appropriately to each childs expression of need.
Providing children with experiences that build trust.
Expressing warmth, appropriate affection, consideration and acceptance for children both
verbally and non-verbally.
Communicating to children a genuine interest in their activities, ideas, opinions and
concerns.
Supporting children as they experience different emotions and model acceptable ways of
expressing emotions.
We will work in partnership with parents; recognise that parents have primary responsibility for
the care of their children, value their commitment to their children and support them in their
parenting. We will do this by:
Promoting considerate relationships with parents.
Respecting the rights of parents to transmit their values, beliefs and cultural traditions to
their children.
Supporting parents with knowledge, skills and resources that will enhance their ability to
care for their children.
Supporting families in obtaining support from other agencies / professionals.
Providing programmes and environments that meet both child and family needs.
We will work in ways that enhance human dignity in trusting, caring and cooperative
relationships:
Communicate respect by practising and promoting anti-biased interactions.
Plan inclusive programmes that communicate respect for diversity regarding ability, culture,
gender, socio-economic status, sexual orientation and family composition.
We will comply with the policy for dealing with a breach in the code of conduct:
An alleged breach of the code of conduct will be reported to the Childrens Services team
leader and the manager of Community Services.
The Childrens Services team leader and manager of Community Services will recommend
a course of action that may include but is not limited to a first and final warning
meeting/letter being issued to inform the relevant person that the service will not tolerate
another breach of the code of conduct.
In an emergency situation where staff believe they, the children or parents are at immediate risk
(for example violence has been threatened or perpetrated) the staff must ensure action is taken
quickly and decisively. These actions may include but not be limited by:
Contacting the local police to advise them of the current situation.
Suspending the relevant person from attending the centre until the incident has been
investigated and a course of action decided.
The Childrens Services team leader will ensure that:
All staff are provided with a copy of the code of conduct.
A copy of the code is sent to all parents/guardians and adults regularly using the centre.
A completed and signed acknowledgement of receipt of code of conduct is collected from
staff, parents/guardians and adults regularly using the centre and is attached to the childs
enrolment form or personal file.
The code of conduct is observed and compliance is monitored.
References
City of Melbourne Employee Code of
Conduct (DM 5057807)
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
City of Melbourne Human Resources Department
Australian Childhood Foundation www.childhood.org.au
Early Childhood Australia www.earlychildhoodaustralia.org.au
Kindergarten Parents Victoria
Kathy Walker and Associates, Educational Consultants
www.kathywalkeredcon.com.au
November 2006
Children of Employees policy

Purpose
To ensure all staff are aware of the allowances and limitations upon having their children
enrolled in a childrens centre where they are employed.
Scope
The City of Melbourne recognises that there may be instances where a childrens services staff
member may wish to enrol their child at the centre where they are employed. The City of
Melbourne acknowledges there are benefits and potential limitations of this arrangement. Staff
must consult with the appropriate City of Melbourne departments to determine whether it will be
a suitable arrangement for them and the centre.
Application
Staff members working in a City of Melbourne Childrens Centre, who wish to have their child
attend the same centre for the purpose of childcare.
Policy statement
Placement of children in care must meet the requirements of the City of Melbourne priority
of access policy.
Authorisation to place a child in the same service where their parent is employed is at the
discretion of the Team Leader, Children Services and will consider information from Human
Resources branch, other City of Melbourne branches, and discussion with staff.
City of Melbourne Childrens Centre employees who wish to have their child cared for in the
same centre as they work have a responsibility to discuss with the team leader, childrens
services and Human Resources representatives how the needs of their child and their ability to
undertake their work duties will be impacted by the placing their child in the same centre.
References
Priority of Access policy
Work flexibility policy - City of Melbourne
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Framework
September 2003
July 2012
Relationships with Children

Purpose
To create an environment which promotes equitable and respectful relationships between staff
and children.
Scope
This policy recognises the importance of an environment that promotes positive relationships
and behaviours, both between staff members and between staff and the children in their care. It
emphasises that children have the same rights as adults. It acknowledges, values and
celebrates the differences and similarities that exist in all persons.
Application
All staff, students, volunteers, children and families accessing City of Melbourne Childrens
Centres.
Policy statement
Children are treated with the same respect and empathy as an adult would expect.
Staff use strategies that build childrens confidence and self-esteem; provide children with
support, guidance and opportunities to manage their own behaviour; and promote
collaborative behaviours between the services stakeholders and/or external agencies.
We model the values, attitudes and current recommended strategies that promote positive
play behaviours and patterns.
We respect the importance of interactions and relationships between children, families and
staff.
We understand why children behave in certain ways in specific circumstances.
We promote realistic play and behaviour limits that guide childrens safety and security
rather than curb their play experiences, curiosity or creativity.
1. Managing behaviours, not children
We recognise and understand that a childs behaviour may be affected by their age and
development; general health and wellbeing; relationships with their family; play and learning
environments, which includes the physical indoor/outdoor settings, the weather, the time of
year, the time of day; staff/carers caregiving strategies and practices, which includes how
those strategies are implemented; relationship with other children and stakeholders, such as
students, volunteers and visitors; and external factors, such as family, home life, school or peer
group experiences, or media coverage of traumatic events.
Families and staff display respect and empathy towards children when they label behaviour and
not the individual child. This means that behaviours are managed, not children. Staff, other
children and families refrain from labelling a childs inappropriate or negative behaviour as
naughty or bad. Similarly, traditional labels such as good boy or good girl identify the
individual but not the positive behaviour. For example, when a child completes a task directed
by an adult, such as washing their hands before a meal, we respond with thank you (childs
name) for washing your hands with soap before lunch or thank you for remembering to clean
your hands before you eat.
2. Behaviour guidance
Staff who are implementing behaviour guidance strategies and/or plans for children who display
inappropriate behaviours, (especially if the behaviour is aggressive towards other children or
adults) receive continued support and assistance. Childrens Services has a duty of care to
ensure that employees mental and emotional wellbeing is considered, as well as the childs
need for positive behaviour guidance strategies.
The use of physical punishment, isolation, humiliation, intimidation or negative labelling as a
behaviour guidance strategy is not acceptable under any circumstances.
Guidelines that can assist staff when recognising and implementing behaviour guidance
strategies and practices:
Staff respond to, and acknowledge childrens emotions, such as happiness, anger,
pleasure, fear, anxiety, frustration, sadness, and pride.
Staff acknowledge that the emotions experienced by children are significant.
Staff understand that children may not have developed the appropriate strategies to
express emotions due to their age and/or stage of development.
Staff attitudes and caregiving strategies demonstrate an understanding and empathy
towards children who display behaviours that are not always consistent with their
development and/or general disposition.
3. Indoor outdoor programme
The running of an indoor outdoor programme, as well as the use of progressive morning,
afternoon tea and lunch, give children the freedom to immerse themselves in play that is
uninterrupted by the need for rigid routines and enforced waiting times.
4. Communication
We provide families with support and information regarding the use of positive language.
We use I messages and positive and respectful language when communicating with
children, eg I feel
We get down to the childs level when communicating with them and make sure that they
are listening.
Children are encouraged to participate cooperatively, and to help when possible.
Children are assisted to recognise and label their feelings and are also assisted to develop
an awareness and respect for other peoples feelings.
Clear expectations and limits are set in cooperation with the children where possible (but
children are not given choices where there are none).
Children are redirected where necessary through options or choices.
5. Establishing limits
Children are involved in establishing play and safety limits, which reflect recommended best
practices, and the consequences involved when limits are not adhered to.
Reflective questions engage children to think about their practices and environment.
Encouraging children to develop their play and learning limits and consequences, reinforces
ownership of the centres practices.
Defining limits in terms of a positive instead of a negative assists children to remember
what to do rather than what not to do. For example, children walk inside is preferable to
children do not run inside.
Establishing limits depends on the developmental level of children. Younger children require
safety and guidance limits established for them by adults, while staff can vary their
communication style and language with older children to negotiate limit setting.
6. Establishing spaces
Children are involved in establishing play and learning spaces in the environment which
includes areas where children can find solace, peace and relaxation.
Environments need active, loud and energetic play spaces balanced with passive, quiet and
peaceful areas where children can find solace and peace. Centres provide both types of
spaces, especially for those children who recognise that they require time apart from their
peers.
7. Support
Opportunities are provided for children to seek information that can assist them in dealing
with their emotions.
Children are aware of and able to enlist adult support and receive information when
required.
References
Communications policy
Nutrition policy
Occupational health and safety Policy Statement
Child supervision policy
Individual Health Management Plans policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Cadwell, L. (1997). "Bringing Reggio Emilia home: An innovative
approach to early childhood education.". Teachers College Press,
New York.
Early Childhood Australia Inc. (2007). The code of ethics. Retrieved
May 2, 2007, from
http://www.earlychildhoodaustralia.org.au/code_of_ethics/early_childh
ood_australias_code_of_ethics.html
Porter, L. (2003). Young childrens behaviour: Practical approaches
for caregivers and teachers (2nd ed). NSW: MacLennan & Petty.
Porter, L. (2006). Children are people too: A parents guide to young
childrens behaviour. Adelaide: East Street Publications.
Stonehouse, A., & Gonzalez-Mena, J. (2004). Making links: A
collaborative approach to planning and practice in early childhood
services. NSW: Pademelon Press.
UNICEF (n.d.). Fact sheet: A summary of the rights under the
Convention on the Rights of the Child. Retrieved April 4, 2007,
September 2003
July 2012
June 2009, March 2010, March 2011, July 2011, January 2012, May 2013
Childrens Participation and Decision Making policy

Purpose
This policy is designed to ensure that, in respecting the UN Convention on the Rights of the
Child, children, staff and families are collaborators and shared decision makers in the childrens
programmes within the City of Melbourne Childrens Centres.
Scope
The connection between children and learning is stronger when the adults around them support
and collaborate with them to achieve joint goals (Warden, 2006). The UN Convention on the
Rights of the Child states that children who are capable of forming views should be given due
weight in accordance with their age and maturity and that children have the right to freedom of
expression through any media of the childs choice.
Application
All staff, students, volunteers, children and families at City of Melbourne Childrens Centres.
Policy statement
Staff will ensure child-initiated, shared decision making happens across all aspects of the
centre.
Staff will empower children to access and learn from their own life experiences as well as
those of their peers and adults around them.
Staff will be active listeners, observers, scribes and sounding boards for children.
Staff will respect the age and stage of the child during decision making. Staff may use
different levels of participation as appropriate:
o Child initiated, shared decision making with adults
o Child initiated and directed adults provide a supportive role
o Adult initiated shared decision making with children
Children will be consulted about how their input will be used and advised of the outcomes of
the decisions made.
Staff will ensure children have a voice in their level of participation including:
o Areas of interest they would like to explore.
o Where and how they would like to play, with others, or alone.
o What they would like to use.
o The adults with whom they feel comfortable and secure.
o When and what they would like to eat.
o How they prefer to sleep or rest.
o Whether they need to use the toilet or require a nappy change.
Children are consulted about the environment and programme in which they participate.
The different communication strategies of children, such as body movement, gaze, facial
expression, the manipulation of objects and talk or conversation are used to support childinitiated projects and programmes.
Children participate in decision making.
Records and documentation of childrens drawings, conversations, and ideas are
maintained in the childs book. With childrens permission, staff should act as a scribe for
what children say, adding context and professional reflective thinking rather than
commentary.
Childrens views are actively sought and discussed. Their responses and perspectives are
worked into the programme with respect and authenticity.
References
Language and Literacy policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Hart, R. 1992 Childrens Participation: from Tokenism to Citizenship. UNICEF
Owens, A 2009 Putting Children First, Involving children in decision making
NCAC Fact Sheet
Prout, A. (2000). Children's Participation: Control and self-realisation in British
late modernity. Children & Society 14(4), 304315.
Warden. C. (2006). Nurture through nature.
UN Convention on the Rights of the Child http://www.hrweb.org/legal/child.html
September 2006
July 2012
Child Sexuality policy

Purpose
To ensure that childrens questions or actions related to the human body or sexuality are
responded to with consistency, clarity and sensitivity.
Scope
This policy acknowledges that children are inquisitive by nature and that it is necessary and
appropriate to respond to childrens questions calmly and with sensitivity to the childs family
and cultural beliefs and practices.
Application
All staff, students, children and families in City of Melbourne Childrens Centres.
Policy statement
Staff will always portray a positive attitude to the human body.
The correct names of body parts are used when speaking to children.
Staff should be aware and respectful of families cultural and religious beliefs in relation to
expectations and responses to childrens sexual questions and exploration.
Families are consulted about childrens questions and sexual exploration and the staff
response.
Reactions to childrens sexual exploration are calm and without value judgement.
Responses to childrens sexual exploration are carefully considered.
Childrens questions are answered simply and factually with respect for family values.
Childrens questions are answered with enough information to assist the child to
understand.
Parents are informed about childrens sexual questions and exploration.
Parents are made welcome to discuss issues and concerns.
Staff have an understanding of what is age and developmentally appropriate and what is
part of normal inquisitive behaviour.
Staff will take action to ensure that children are protected from abuse, family violence and
neglect in accordance with the Child Protection Policy 2007.
Staff will take seriously any concerns or issues raised by children and/or parents in
accordance with the Child Protection Policy 2007.
References
Child Protection policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Department of Human Services Child Protection
NAPCAN
Australian Childhood Foundation
September 2006
July 2012
Partnerships with families and community

Purpose
This policy provides staff and families with information about how and when families may
access the Childrens Centres, and guidelines as to how best to facilitate these visits.
Scope
Families are the primary educator in childrens lives. We encourage and welcome the
participation of families in the centres and facilitate this attendance through a variety of
activities.
Application
All staff, children and families in City of Melbourne Childrens Centres.
Policy statement
Family members are welcome to attend the Childrens centre at any time throughout the
day while still respecting the daily flow.
Family members are informed of, and invited to, a range of social and educational forums
throughout the year.
City of Melbourne Childrens Centres employees have a responsibility to ensure that:
Each centre will holds parent nights regularly throughout the year.
Special events which complement the programme are held at each centre throughout the
year to enable parents to be involved in the programme.
Parent participation in excursions and onsite activities is welcomed and encouraged.
References
Communication Policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
City of Melbourne Childrens Services Leadership Team
September 2003
July 2012
Communication policy
Purpose
To outline the communication principles for staff and families attending the City of Melbourne
Childrens Centres.
Scope
The City of Melbourne considers the role of the parent/family as paramount in the development
of a child. Family members have a great deal of knowledge about their child and a positive
working relationship will ensure that this knowledge can be shared with early childhood staff.
Communication is a two way process and the centre staff will endeavour to share information
about each childs day with their family on a daily basis. Formal and informal processes for
communicating with families will be used to ensure that all relevant information is given and
received in a timely manner.
Teamwork and effective communication between staff members is critical to the efficient
operation of a Childrens Centre and the consistent care of young children. The City of
Melbourne is committed to ensuring that staff work in a positive environment with maximum
communication and collaboration.
The City of Melbourne will ensure that each family has access to fair and equitable policies for
dealing with complaints. All complaints about the service will be dealt with fairly, promptly and
confidentially.
Application
All staff and coordinators working in City of Melbourne Childrens Centres.
Policy statement
1. Communication with families
We will use a range of communication methods to ensure that effective and efficient
communication occurs within the team and with the families attending the centre. These
methods will include, but are not limited to, newsletters, notices on notice boards, e-mails,
formal meetings with families and informal daily contact with families.
Feedback regarding childrens progress will occur through face to face communication, formal
and informal contact where necessary.
The interpreter service will be utilised where necessary to ensure that a family can
communicate effectively with staff.
2. Communication within the staff team
Staff will keep each other informed, in a timely manner, of any organisational matters which
impact on their work as soon as is practicable, either in writing or verbally.
Staff meetings will be utilised to ensure that all staff have an opportunity to work together
and that the same messages are being passed on to all staff.
Staff working in rooms will ensure they have effective communication systems with regard
to; the programme, childrens changing needs, health issues and any incidents which have
occurred.
Verbal communication occurs with families on a daily basis regarding information about
their childs day.
Formal meetings with families occur as required as well as on a planned basis for the
centre.
A room journal is maintained, which documents childrens involvement and learning within
the programme.
As well as room learning journals, individual childrens books are added to and are available
at all times for parents to access and/or contribute to.
A regular newsletter is prepared and distributed to parents.
Staff participate in the development of the newsletter by providing information about what is
happening in the room in which they work.
Notice boards are kept up to date.
We share ideas and knowledge at regular staff meetings, through social events and
incidental communication which occurs on a daily basis.
Families are responsible to ensure that:
Staff are provided with current information regarding the childs progress, development and
health.
References
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
September 2006
November 2006

Purpose
To ensure that staff are aware of the needs of each child in care, and that the necessary
documents are completed by each family enrolling a child or children into a City of Melbourne
Childrens Centre.
Scope
The policy encompasses all the procedures and activities which are included in orienting new
children and families to the City of Melbourne Childrens Centres to ensure that children settle
in well to the new environment and their parents are informed about their childs experience.
Application
All staff and families within City of Melbourne Childrens Centres.
Policy statement
All families accepting a place in the City of Melbourne Childrens Centre will be asked to
attend an entry interview to discuss needs, interests and expectations and complete the
relevant paperwork for enrolment.
An orientation programme will be designed to assist each individual child to settle into the
centre. This programme will be designed with the family and staff at the enrolment interview.
The orientation process is expected to be carried out over a two week period from
commencement of care.
Each family will be asked to regularly update their family and child details.
City of Melbourne Childrens Centre coordinators are responsible for ensuring that:
All families are offered an entry interview prior to commencement in the centre.
All families have completed the required paperwork prior to commencement of care.
Families are provided with a tour of the centre and introduction to room staff prior to
commencement.
The date of commencement and days of care are secured via the Confirmation of Care
form. Any changes to care as outlined on this form are subject to the Cancellation or
Variation of Care policy.
All families are provided with information about the service during the enrolment interview.
An orientation programme is designed for each child, taking into account parent and child
needs and availability.
Families are provided with information on their childs progress settling in.
Parents are asked to update their enrolment details on a regular basis.
Families accessing a City of Melbourne Childrens Centre are required to:
Ensure that they are in attendance at the entry interview.
Ensure that all required documents are completed and provided at that time.
Ensure that child and family details are regularly updated.
Ensure that regular communication with staff occurs regarding their child.
References
Fee policy
Individual Records of Children policy
Cancellation or Variation of Care policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Framework
DHS Practice notes
September 2003
July 2012
Anti-bias policy
Purpose
Bias exists in our society and individuals maybe discriminated against because of their gender,
race, religion, ability, socio-economic status or family structure. Such discrimination may lead
to individuals not reaching their full potential.
Scope
It is important that children have the opportunity to develop their full potential within safe
environments and that they learn the knowledge, skills and attitudes which enable them to
make informed and just decisions about themselves and others. These biases can develop at a
young age and so it is important to encourage children to explore areas of bias, learning to
treat other children and adults with equity and respect.
Definitions
Bias
Discrimination
Respect
Family Structure
Equity
Inclination or prejudice for or against one thing or person.

Making an unjust distinction in the treatment of different categories of
people, especially on the grounds of gender, race, religion, ability, socioeconomic status or family structure.
Due regard for the feelings or rights of others.
Includes but is not limited to: single parent families, same sex families,
adoptive families, families with legal guardians, foster families, and
blended families.
The quality of being fair and impartial.
Application
All staff, students, volunteers and families at City of Melbourne childrens centres.
Policy
Within our centres, staff and management endorse the concept of a multi-cultural and antibiased curriculum and believe that children should be encouraged to explore areas of bias in
an environment that offers diversity.
We will treat all children, families and staff equally regardless of gender, race, nationality,
religion, culture, ability, work, education, background and family structure.
We encourage children to treat others as equals with regards to gender, race, nationality,
religion, culture, ability, work, education, background and family structure.
We foster each childs construction of a knowledgeable, confident self-identity.
We foster each childs comfortable, empathetic interaction with diversity among people.
We foster each childs critical thinking about bias, to question and enquire.
We foster each childs ability to stand up for themself and others in the face of bias.
(Derman-Sparkes)
It is expected that the children attending the City of Melbourne Childrens Centres will be
immersed in programmes that:
Reflect language use and daily practice that are inclusive and non-discriminatory.
Endeavour to provide environments that promote experimenting with broad learning which
allows children to discover differences and similarities in readily apparent, concrete ways.
Ensure all equipment and materials provided are inclusive regarding gender, race,
nationality, religion, culture, ability, work, education, background and family structure.
Encourage children to explore other languages.
Provide inclusive models when discussing family structure.
Utilise parents' expertise with regard to the gender, race, nationality, religion, culture, ability,
work, education, background and family structure that is shared in the household.
Are staffed by people who take the opportunity to develop an understanding of areas that
they may not fully understand.
Endeavour to employ a diversity of staff to ensure that role models are inclusive of the
broad society i.e. gender, race, nationality, religion, culture, ability, work, education,
background and family structure.
Reference
Code of conduct for Childrens Centre staff,
families and children
Celebration and festivities policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Clarke, C (1984) Developing Multicultural Perspectives in
early childhood, (Revised Edition)FKA Multicultural Resource
Centre, Richmond, Australia
Derman-Sparks, L (1989), Anti Bias Curriculum: Tools for
empowering young children. N.A.E.Y.C Washington D.C
September 2003
July 2012
Celebration and Festivities policy

Purpose
To ensure that celebrations and festivities at City of Melbourne Childrens Centres are suitably
acknowledged.
Scope
This policy applies to birthdays, name days, celebrations and festivities. We recognise that
celebrations and festivities can assist children to learn about other people and cultures.
Application
All staff, children and parents in City of Melbourne Childrens Centres.
Policy statement
The centres will acknowledge and celebrate a range of special occasions and festivities with
the children through consultation with current families.
Families and children are consulted about the celebration of birthdays, special occasions
and festivities to ensure that they meet individual, cultural and religious beliefs. This is
included in the orientation and enrolment policy.
Families are invited to attend the centre to acknowledge and celebrate special days.
A simple cake will be shared in the room on each childs special day.
The programme includes a range of experiences representing everyday life.
Celebrations do not focus on one specific festival or aspect of a culture alone.
Celebrations are an opportunity for children to learn and experience similarities and
differences between the cultures represented in our society.
Children are encouraged to acknowledge, celebrate and participate in festivities related to
their own culture, religion or lifestyle with the group.
Festivals and celebrations are well researched and relevant to young children.
Parents are encouraged to provide input into the festivities and celebrations experienced
within the centre to ensure that they are relevant to the children in the programme.
References
Religious Beliefs policy
Nutrition policy
Anti Bias policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Childrens Services Resource and Development Officer
City of Melbourne Childrens Services Celebrations Working
Party 2006
September 2003
November 2006
Fundraising policy
Purpose
To ensure that Childrens Centre fundraising takes places in an ethical way, without pressuring
families, and that all fundraising events are developed in consultation and with the support of
families accessing the centre and with the Childrens Services team leader.
Scope
Fundraising activities conducted by City of Melbourne Childrens Centres can provide additional
opportunities to add to the programme. It is important to ensure these activities are targeted,
voluntary and aligned with service and family values.
Application
All staff working in the City of Melbournes Childrens Centres.
Policy statement
The responsibility of fundraising for the centre is up to individual centres to negotiate.
Individual centres will have a plan for fundraising activities and will consult with families
before appointing a supplier.
All fundraising activities will have a specific purpose which families are to be notified of
when the activity commences. Notification will occur through centre newsletters, notice
boards and verbal conversations with families.
It is not an expectation that fundraising is a compulsory activity. No family should feel
pressured to participate in fundraising activities.
Money from fundraising activities is kept in the centres locked safe.
Fundraising activities must be discussed with Childrens Services team leader and approval
granted before notification to families.
All fundraising projects organised must take into account environmental, cultural, religious
and health sensitivities.
Families are notified of all fundraising activities and their purpose.
No staff member or family feels pressured to participate in fundraising activities.
Parents and staff are informed of the amount raised in each funding activity, what the
money is to be used for, and the total amount being held at the centre.
Reference
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
2011
Framework
September 2003
July 2012
Religious Beliefs policy

Purpose
To ensure City of Melbourne Childrens Centre staff acknowledge and respond suitably to the
religious backgrounds and beliefs of the children attending the centre.
Scope
We are respectful of all religious beliefs, and the programmes and attitudes of the centres
reflect this, providing and encouraging an environment of mutual respect between children,
staff and families.
Application
Policy statement
Centres are non-denominational and therefore it is not the role of the centre to teach religion.
All staff will demonstrate respect for the religious beliefs and practices of staff, students,
volunteers, families and children at City of Melbourne childrens centres.
Childrens religious beliefs and practices are respected and acknowledged.
Where possible religious practices of individual children are catered for.
There is a clear understanding of childrens religious beliefs and practices gained at the
time of enrolment and orientation, and through continued consultation with families.
Resource agencies are accessed where appropriate
References
Celebrations and Festivities policy
Nutrition policy
External support policy
Anti-bias policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
VICSEG
Multicultural Resource Centre
Framework
September 2003
July 2012

Purpose
To ensure that all children enrolled in Childrens Centres are a placed in accordance with
the Australian Government and City of Melbourne priority of access guidelines.
Scope
The priority of access guidelines are primarily enacted when a Childrens Centre has a
large waiting list and families are competing for a limited number of vacant places.
Definitions
Family means the child, the individual in whose care the child is, that individuals
partner (if any), and any other individual with whom the child lives.
Parents means the individual in whose care the child is and that individuals partner.
Single parent means an individual in whose care a child is, and who has no partner.
Application
Families wishing to access City of Melbourne Childrens Centres and centre
coordinators.
Policy statement
The Australian Government funds child care with a major purpose of meeting the
childcare needs of Australian families. However, demand for childcare sometimes
exceeds supply. When this happens, it is important for centres to allocate places to
those families with the greatest need for childcare support.
The Australian Government has determined a policy for allocating places in these
circumstances. In the City of Melbourne this policy applies to centre based long day
care. The following are the three levels of priority, which City of Melbourne Childrens
Centres must follow when filling vacant places:
Priority 1 A child at risk of serious abuse and neglect
Priority 2 A child of a single parent who satisfies, or parents who both satisfy, the
work/training/study test under section 14 of the Family Assistance Act.
Priority 3 Having satisfied the Commonwealth priority process, remaining places will be
allocated using the following City of Melbourne priority of access policy:
1.
2.
3.
4.
Families who are currently using a City of Melbourne centre and require more days.
Children with siblings already enrolled in a City of Melbourne centre.
Families who live, work or study in the City of Melbourne.
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 lower incomes.
Children in families with a non-English speaking background.
Children in socially isolated families.
Children of single parents.
The City of Melbourne Childrens Centre employees are responsible for ensuring that
families who are currently accessing the services meet the Commonwealth and City of
Melbourne priority of access policies.
1. Higher priority children
Any Childrens Centre that has no vacant places and is providing care for a Priority 3
child may require that child to leave the centre in order for the centre to provide a place
for a higher priority child, but only if:
o The person who is liable to pay child care fees in respect of the child was
notified when the child first occupied the child care place that the centre
followed this procedure.
o The centre gives that person at least 14 days notice of the requirement to
leave.
2. Waiting list
When a City of Melbourne Childrens Centre is fully occupied, families requiring care
may place their name on the central waiting list. Unborn children will not be accepted
on the waiting list.
The centralised waiting list is maintained in date order of receipt of the applications.
All places offered within the City of Melbourne Childrens Centres are made in
accordance with the Commonwealth and City of Melbourne priority of access policies
and the City of Melbourne Childrens Centre coordinators may choose which priority
of access policy to use if a family is in crisis or facing extraordinary circumstances.
Where there is more that one family eligible for the next vacancy (within each priority
area) the family who was placed on the waiting list first will receive the available
place.
Where a family seeks to establish priority, documents of evidence may be requested.
Each centre has an allocation of places for children of City of Melbourne staff. Once
these places are full, normal priority of access policies apply.
Information for childcare waiting lists will be provided to new parents during their
visits with the maternal and child health nurse.
The centralised waiting list is updated twice yearly. Failure to confirm waitlist
preferences may result in the family being deleted from the list.
Information relating to the policy is translated into community languages where possible.
Reference
Family Services Referral to Childcare
policy
Details
Created
Maintained
Revised
Reviewed
Source
Australian Government Childrens Services Handbook
http://www.facs.gov.au/internet/facsinternet.nsf/childcare/familiespriority_of_access.htm
National Quality Standard 2011Education and Care Services
National Regulations 2011
September 2003
November 2006
June 2009, March 2010, March 2011, July 2011, January 2012, May 2013
Authorised
Family Services Referral to Childcare policy

Purpose
To ensure that the priority of access policy is adhered to in all City of Melbourne
Childrens Centres.
Scope
Access to early childhood education can be particularly important for children and
families experiencing economic and social disadvantage. Childrens services
acknowledges the Commonwealth Priority of Access guidelines and their application to
families identified by City of Melbourne family services as being in urgent need of
support.
Application
All staff, families and children at City of Melbourne Childrens Centres.
Policy statement
City of Melbourne Family Services staff and Childrens Services staff will work
cooperatively to give high support needs families priority access to childcare vacancies
within the five City of Melbourne Childrens Centres. High support needs families and
children may be experiencing a combination of the following factors:
Maternal depression
Drug and alcohol issues
Family breakdown
Family violence
Severely limited parenting skills eg parent with intellectual disability
Severe anxiety concerning the parenting role
Stressful family circumstances eg financial, housing, serious illness or death of a
family member
Chaotic family lifestyle
Environmental development delay of the child
Parent with mental health issues
At weekly Family Services intake and review meetings, the Family Services staff will
identify and prioritise high support needs children and maintain a list of these
children/families seeking child care. The family support coordinator is the only
person who can add children to the list
The list is forwarded to the centralised waiting list as a separate sheet and these
children are considered within the Commonwealth Government Priority of Access
Policy Statement.
When a place is available, the manager of the centralised waiting list telephones the
family support coordinator prior to any contact with the family
If a child cannot be given the recommended number of days of care initially, the
centre coordinator prioritises this child to receive additional days of care as they
become available. The centre coordinator contacts the family support coordinator in
this event and informs them that additional days have become available.
A meeting with the family, Childrens Centre coordinator and family support
coordinator or worker can be held to develop a care plan. However, a care plan can
be developed in consultation with the family support coordinator/worker, including

completion of the Priority of Access for High Support Needs Child form by both
family support coordinator and Childrens Centre coordinator
The family support coordinator/worker will provide assistance with the orientation and
enrolment process if required.
The placement of the child will be monitored by the family support coordinator/worker
and the Childrens Centre coordinator and the care plan will document the review
process.
Support and training to Childrens Centre staff will be arranged by the family support
coordinator/worker and Childrens Centre coordinator where necessary. The family
support worker may be included in the Childrens Services individual planning for the
child
Family support coordinators/workers can be invited to attend Childrens Centre team
meetings to provide information and support
Personal information about the family will be confidential and, with the familys
consent, the family support worker will share relevant information with the Childrens
Centre coordinator. In turn, the Childrens Centre coordinator will only share
information (with permission) with the room staff that is helpful in providing the best
service for the family.
If a family defaults on fee payments, the credit control procedure will be implemented
and care may be stopped. The family will be provided with information about support
services City of Melbourne Family Services; financial counselling.
The Childrens Centre coordinator and family support coordinator/worker will raise
any concerns about a childs placement and communication between the services.
Quarterly review meetings for key people working with the children/families using
child care through the high needs register will be held.
If a family self-identifies as a high needs family or the family seeks assistance
through other City of Melbourne access points, a referral to Family Support will be
offered immediately and will be the entry point for priority of access.
References
Individual records of Children policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Childrens Services Parent Handbook
City of Melbourne Child Protection and Well Being Policy
2011
Framework
November 2006
July 2012
March 2009, March 2010, March 2011, January 2012, May 2013
External Support Agency policy

Purpose
To outline the steps Childrens Centre staff must take before engaging external support
or resource staff.
Scope
The City of Melbourne recognises that external support or resource agencies may at
times be required to work with staff to meet a resource need, or other specific need of
the centre and children at various times. This support may include:
Providing or sourcing information and support in response to Childrens Services
inclusion needs.
Supporting services to develop, implement and sustain flexible, inclusive practises.
Assisting services to link with relevant community groups, services and
organisations.
Supporting services to work in partnership with families and support networks.
Assisting Childrens Services to identify professional development needs and
opportunities.
Supporting services to engage in ongoing reflective and improvement practices.
Application
Staff working in City of Melbourne Childrens Centres and the external support or
resource agencies contracted to work in these centres.
Policy statement
Parents are consulted and verbal or written consent obtained prior to contact with
resource/support agencies.
Resource agencies are used to optimise the programme and experiences offered to
meet childrens individual needs.
Responsibilities
Childrens Centre employees have a responsibility to ensure that:
Parental written consent is obtained before a referral is made to a resource agency
for their child.
Parents will be offered the opportunity to self refer to resource agencies on behalf of
their child.
We keep up to date with the available agencies and their specific roles in order to
assist children and families.
An up to date folder of all agencies and their roles is kept at each centre.
The team is represented at network meetings.
References
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Department of Human Services - Victoria
Commonwealth Department of Family and Community Services - Victoria
Royal Childrens Hospital - Victoria
Multicultural Resource Centre www.fka.com.au
Noahs Ark INC - 590 Orrong Road Armadale 3143
Lady Gowrie Child Centre www.gowrie-melbourne.com.au
VICSEG mail@vicseg.com.au
September 2003
November 2006
Leadership and Service Management

Education and Care Services National Regulations 2010 policy
Purpose
To ensure that the requirements of the Education and Care Services National
Regulations 2010 are adhered to at all times in City of Melbourne Childrens Centres.
Scope
The Education and Care Services National Regulations 2010 apply to the licensing and
operation of childrens services. This policy outlines the authority and responsibility of
these regulations in City of Melbourne Childrens Centres.
Application
This policy and the Childrens Services Act 1996 apply to all staff and centre
coordinators working in the City of Melbourne Childrens Centres.
Policy statement
All staff working in City of Melbournes Childrens Centres will ensure that the
requirements of the Education and Care Services National Regulations 2010 are met
at all times.
The Childrens Services team leader is the approved provider on behalf of the City of
Melbourne
The coordinator of the centre is the nominated supervisor
As needed, certified supervisors are given the responsibility for the centre as defined
in the Education and Care Services National Regulations 2010.
All City of Melbourne Childrens Centre employees have a responsibility to ensure that:
They act in accordance with and remain current with the requirements of the
Education and Care Services National Regulations 2011 and the Education and Care
Services National Law Act 2010.
They refer to the Education and Care Services National Regulations 2011 and
Department of Education and Early Childhood Development (DEECD) practice notes
and website www.education.vic.gov.au when making decisions about work within the
centre or when unsure about requirements.
Reference:
Responsible Person in Charge policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
2011
Framework
September 2003
July 2012
Employee Training and Professional Development policy

Purpose
To ensure staff are aware of the training opportunities available to them and the training
they are required to undergo, along with processes by which they are to apply.
Scope
City of Melbourne provides a comprehensive training and professional development
programme for its entire staff. The City of Melbourne encourages all staff to take full
advantage of this programme to develop personal skills as well as building skills to
provide the best possible services to clients.
Application
All City of Melbourne Childrens Centre staff.
Policy statement
All training to be undertaken as a legislative requirement of the City of Melbourne,
such as manual handling and first aid, will be scheduled by the Training and Project
Coordinator (TPC) in consultation with the centre coordinators and the Childrens
Services team leader, at a mutually agreeable time.
The RTO will book the trainer/facilitator, the venue and any catering requirements.
The RTO will notify the centre coordinator and the Childrens Services team leader
no later than two weeks prior to the date of training (where practical) to confirm date,
time, venue and training participants.
If centres cancel or remove participants any later than one week prior to the training
and the place cannot be filled, the centre will be required to reimburse the training
centre budget from its own budget. The centre will also be required to pay for the
make-up training.
The reason for any withdrawal must be sent to the team leader in writing within 48
hours. The team leader may, at their discretion, decide that the City of Melbourne
will pay for the further training and absorb the cost arising from the cancellation.
If the Childrens Services team leader requests a staff member to attend training
outside their normal work hours, the staff member will be offered a choice of overtime
payment or time in lieu of the hours they attended the training. If the staff member
chooses to attend training outside their work hours, the City of Melbourne can pay for
the training as long as it relates to the staff members position, but the staff member
will not receive any overtime payment or time-in-lieu. All applications to attend
training outside normal work hours must be sent to the team leader for approval.
1. CPR update training
The TPC will schedule CPR/Auto Injector update sessions as is required. All City of
Melbourne early childhood educators are expected to attend one of these sessions.
2. First aid training
The TPC will schedule first aid sessions as required to cover all City of Melbourne early
childhood educators on a three yearly rotational basis. All new Childrens Services staff
that require first aid training will be booked into a public course during work hours and
will be paid for by the City of Melbourne.
3. Building Emergency Control Organisation (BECO)

The TPC will schedule one session annually. All staff from Childrens Services are
required to attend. If a staff member is unable to attend the session, they must attend a
session at one of the other City of Melbourne services.
4. Manual handling training
The TPC will schedule a one hour session with the facilitator annually to look at
Childrens Services unique requirements. After this has been undertaken, there will be a
further one hour group session where the facilitator will discuss some of the unique
requirements as well as a general overview of manual handling policy and
recommendations. It is expected that all staff attend this session.
5. Non-attendance
Every attempt must be made by staff to attend the training sessions they have been
booked into. If they are unable to attend any of the sessions in the rotation they will be
required to attend a public course on their own time. In this instance, the City of
Melbourne will pay for the cost of training, however the staff member will not be paid
overtime or credited with time in lieu. The reason for non-attendance at any scheduled
training session must be sent to the Childrens Services team leader in writing within 48
hours.
6. Professional development (PD)
Training is organised for each staff member in line with the outcome of their professional
development review (PDR) to enhance the development of their skills and assist the
service to reach its annual objectives.
The TPC has a list of staff and the training listed on their PDR.
All training must be approved by the centre coordinator and Childrens Services team
leader.
All training requests must be submitted in writing.
All training requests must be sent to the TPC on the correct form, with either the
registration form or the details of where it can be found.
The registration form must be forwarded to the TPC no later than three weeks prior to
the date of training.
Once the request has been approved, the TPC will contact the staff member and the
centre coordinator by email to confirm the booking.
If a training request is denied, the TPC will contact the staff member and the centre
coordinator by email with the reason.
7. Feedback
Training participants will complete evaluations for all training held within the
organisation to determine its relevance and effectiveness.
Training attended off site will be reported to the team at the next staff meeting
regarding the content and relevance of the training attended.
References
Learning and Development policy City of
Melbourne
Study Assistance Policy Statement City of
Melbourne
Curriculum Policy Statement
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Framework
September 2003
November 2006
Individual Records of Children policy

Purpose
To ensure that the privacy of all families accessing City of Melbourne Childrens Centres
is maintained and that staff are aware of all documentation to be completed in
accordance with the relevant government regulations.
Scope
The City of Melbourne is committed to maintaining the privacy of all families accessing
Childrens Centres.
Definitions
Childrens records
Centre records
All records relating to individual children.

All records the centre must retain under the Education and Care
Services National Regulations 2011 including sign in/out book,
accident/illness book, medication forms, fee records, statistical
data, financial records, Child Benefit records, staff records, staff
sign in/out and programming records.
Application
All staff, students and volunteers working in City of Melbourne Childrens Centres.
Policy statement
All child and centre records are to be kept in accordance with the Information Privacy
Act 2000 and Health Privacy Act 2001.
Comprehensive documentation of child health and development is to be kept on all
children attending the centre which may include checklists, planning, evaluations and
photographs.
Childrens records are to be kept secure and confidential in accordance with the City
of Melbourne Records Management policy.
The Department of Human Services City of Melbourne Childrens Centre advisors,
the centre coordinator, and staff working directly with a child and parents are the only
persons to have access to an individual childs file.
All staff and Department of Human Services City of Melbourne Childrens Centre
advisors have access to centre records.
Staff will not discuss a child or family with anyone other than the centre coordinator,
staff working with the child and specialist staff authorised by the family.
All records of individual children are archived for 21 years. These records include
individual enrolment, communication, medical accident/injuries.
The centre coordinator must ensure:
All documentation complies with the Education and Care Services National
Regulations 2011, Department of Families, Housing, Community Services and
Indigenous Affairs (FaHCSIA) policy and City of Melbourne records retention policy.
Staff are instructed and ensure that all documentation is complete and accurate.
Confidentiality is maintained at all times.
Records are kept up to date in accordance with the Education and Care Services
National Regulations 2010.
Records are maintained in accordance with the Health and Information Privacy Acts.
Comprehensive documentation of individual children is maintained.
All documentation related to children is up to date at all times.
All reports to centre management, the City of Melbourne and the Commonwealth and
State funding bodies are completed on time.
All sections of all forms are compliant, completed and accurate and delivered to the
appropriate bodies.
References
Record Management Policy 2012 - City
of Melbourne
Education and Care Services National
Regulations policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Health Privacy Act 2001
Information Privacy Act 2000
September 2003
July 2012
Acceptance and Refusal of Authorisations Policy

Purpose: To ensure City of Melbourne childrens services staff obtain correct
authorisation where required by the Education and Care Services National Regulations
2011 and to ensure staff are aware of the need to refuse authorisations that do not
comply.
Scope: Under the Education and Care Services National Regulations 2011, there are
circumstances where a service provider must obtain authorisation from parents,
guardians or authorised carers. Some examples of theses circumstances are:
the administration of medications,
the collection of children,
excursions,
photography and
the provision of access to personal records.
Failure to obtain the correct authorisation can affect the health and safety of children and
can result in penalties to the service for failing to comply with regulations.
Application: All staff and families accessing City of Melbourne childrens centres.
Policy: All correct authorisations as required in the Education and Care Services
National Regulations, 2011 will be obtained. In situations where written authorisation
cannot be obtained, verbal consent may be obtained provided staff record and retain the
details of this authorisation. If the correct authorisation is not obtained in advance, the
childrens services staff will refuse the requested action.
Childrens services staff will:
Ensure documentation relating to authorisations contains:

o the name of the child enrolled in the service;
o the date;
For written authorisations, obtain the signature of the childs parent/guardian, or
nominated contact person who is on the enrolment form;
For verbal authorisations,
confirm the identity of the person providing the authorisation,
ensure the person is an authorised person on the childs
enrolment record,
explain the nature of the authorisation being sought, and
record the name of the person, how the identity was confirmed,
the time and date of the verbal authorisation.
Apply these authorisations to the collection of children, administration of
medication, excursions, photography and access to records.
Retain these records in the childs record or other secure location.
Exercise the right of refusal if written or verbal authorisations do not comply.
Waive compliance where a child requires emergency medical treatment for
conditions such as anaphylaxis or asthma. The service can administer
medication without authorisation in these cases, provided they contact the

parent/guardian as soon as practicable after the medication has been
administered.
Family responsibilities:
Their childs record contains current information regarding authorised persons.
The service is notified as soon as practicable if there is a change to these authorised
persons
Correct authorisation or refusal is provided to the service when requested.
References
Source
Medication policy,
Delivery and Collection of Children policy,
2011
Excursion policy,
Digital photography policy
Individual records of Children policy
Details
Created
July 2012
Maintained
Revised
Reviewed
May 2013
Authorised
Fee policy
Purpose
The purpose of this policy is to ensure that families accessing City of Melbourne
Childrens Centres are aware of the applicable fees and the payment policy, and the
Childrens Centre Staff are aware of their responsibilities in this area.
Scope
The City of Melbourne is committed to providing high quality, affordable care and
educational programmes to families living, studying and working within the municipality.
Fees will be reviewed on an annual basis in line with the council budgeting process.
Definitions
Child Care Benefit (CCB)
Federal Government fee subsidy scheme. Applications

can be made through the Family Assistance Office.
City of Melbourne subsidy
A subsidy paid to families on 44 per cent CCB or greater

the amount of subsidy paid to the family is the equivalent
of 30 per cent of the CCB amount the family receives.
Booked care
Regular days of care the family arranges with the centre.
Long day care
Care that is booked on a permanent basis from Monday to

Friday. Long day care may be full time or part time.
Pre-school
A funded kindergarten programme for eligible four and five

year olds which can be accessed on either a sessional
basis or as a part of the long day care programme.
Occasional care
Care that is booked daily or up to a week in advance for

the hours or days required such as half day sessions, full
days or a number of hours.
Application
Policy statement
Fees vary from one service type to another and will be charged to families in
accordance with the City of Melbourne fee schedule.
Fees may be paid at the service by EFTPOS direct debit, credit card, or BPay.
Payment can be made by cash or cheque at the Melbourne Town Hall, Swanston
Street, Melbourne.
Fees must be paid by the due date provided upon the invoice. Fees are due
fortnightly and occasional care fees are due in advance of the booked session.
Fees will be charged for public holidays and absences from booked days of care in
excess of the 45 allowable days per child, per year.
All families will be notified of the Federal Government fee subsidy (CCB).
Assistance will be provided to eligible families having difficulty paying fees through
Special Child Care Benefit (SCCB)
Eligible families may access JETCCFA or other forms of fee support.
All families are notified of centre fees upon enrolment.
Invoices are prepared and distributed on a fortnightly basis for long day care.
Families receive invoices on a fortnightly basis.
Families receive invoices on a sessional basis for occasional care and sessional
kinder.
Families are shown the method of payment for the centre (direct to staff).
Families are informed of the requirements for payment and notification of absences
from care.
Families are notified of the conditions in relation to late pick-up fees.
Families are notified that failure to pay fees may result in care ceasing.
Late pick up fees are included on the fortnightly invoice and are charged at a rate of
$1.00 per minute or part thereof. CCB does not apply to late fees.
Receipts are provided for all fees paid.
Child Care Benefit (CCB)
All families are notified about CCB upon enrolment.
CCB subsidies are deducted from centre fees when invoicing families.
Special Child Care Benefit (SCCB)
Special Child Care Benefit is available for eligible families facing exceptional short
term or long term hardship.
The Childrens Services team leader will be advised of any application for SCCB.
The SCCB application will be discussed with the relevant centre coordinator and, if
applicable, the applicant.
Each application will be assessed on an individual basis.
The Childrens Services team leader is responsible for determining the outcome of
the application.
If the applicant is not satisfied with the outcome of the application, an appeal can be
submitted to the Manager Community Services.
All SCCB will be monitored through the service billing system.
Fees are paid 14 days in advance.
All fees are paid on time.
Any difficulties making fee payments are discussed with the centre coordinator.
They contact the Family Assistance Office in regard to CCB applications, fee support,
and changes to payments.
References
City of Melbourne Childrens Services
credit control policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Childrens Services Parent Handbook 2009
City of Melbourne Fee Schedule, Childrens Services
September 2003
July 2012
Cancellation or Variation of Care policy

Purpose
To ensure that City of Melbourne Childrens Centre staff and all families accessing City
of Melbourne Childrens Centres are aware of the cancellation or variation of care
requirements and any penalties that may apply when cancelling or varying a childs
enrolment.
Scope
The policy covers all aspects related to the cancellation or variation of care for a child
enrolled in a City of Melbourne Childrens Centre.
Application
All families accessing the City of Melbourne Childrens Centres.
Policy statement
A minimum of two weeks notice is required in writing prior to changing current care
arrangements.
If less than two weeks notice is given, two weeks fees will be charged in lieu of
notice.
Families are made aware that two weeks notice is required in writing, prior to the
cancellation or variation of care.
All families are notified that if less than two weeks notice of cancellation or variation
of care is given, then two weeks fees will be charged in lieu of notice.
Families not providing two weeks notice of cancellation or variation of care are
invoiced for an additional two weeks care in their final invoice.
Two weeks notice is provided in writing for cancellation or variation of care.
References
Fee policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
September 2003
November 2006
Complaint Handling policy

(See Appendix for full version)
Purpose
To ensure that all complaints are treated seriously by City of Melbourne staff, that
families are aware of how complaints can be made and to ensure that complaints
received are responded to and resolved in a consistent manner.
Scope
Complaints can provide opportunity to identify areas which need improvement and to
build strong relationships with families by responding to their concerns. The Complaint
Resolution policy provides detail on the assessment, investigation and evaluation
required to respond to complaints made by stakeholders.
Application
Policy statement
Each complaint will be assessed to determine its nature and seriousness.
The centre coordinator will determine a course of action, whether an investigation is
warranted, and will delegate a responsible officer to manage this process.
The centre coordinator will determine the parameters of the investigation.
An investigation plan will be developed and implemented by the appropriate officer.
The responsible officer will ensure that information regarding the investigation is
communicated to the complainant in an appropriate manner.
All complaints are treated with seriousness and respect.
Complaints are investigated and a timely response is provided to the complainant
The incident and complainant are dealt with according to the Information Privacy Act.
Appropriate City of Melbourne staff and DEECD are informed of the complaint where
needed.
They have informed the organisation of the circumstances of the complaint.
They allow for the complaint to be investigated and a response to be provided.
References
City Of Melbourne Complaint Resolution
policy
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Framework
September 2003
July 2012
Childrens Services Policy Management policy

Purpose
To outline the process for developing and maintaining policy documents for the City of
Melbourne Childrens Centres.
Scope
This policy applies to all City of Melbourne Childrens Centres policies.
Application
All Childrens centre staff, students, volunteers and families
Policy statement
Policy gaps are identified through discussion between the manager of Community
Services, Childrens Services team leader, centre coordinators, staff and families.
The team leader, childrens services will be responsible for overseeing the
development, revision and review of policy statements.
Consultation on draft policy will take place with staff, parents and stakeholders.
Final policy statements are authorised by the team leader and reviewed annually.
The coordinator is made aware of any practical changes occurring in the service
which may conflict with policies.
They participate in the development of policies for the centre.
They familiarise themselves with the policy statements annually and as needed.
Reference
Details
Created
Maintained
Revised
Reviewed
Authorised
Source
Framework
September 2003
July 2012
Appendix A
Child Protection and Wellbeing Policy for

Children and Family Services
Last updated: October 2011
124
Table of Contents
1.
What commitments do we make?.............................................................................Page 122
2.
What we expect from our staff, students and volunteers.Page 123
3.
Who is responsible for this policy?.............................................................................Page 126
4.
When will we act to support and/or protect children? ...Page 127
5.
What we will do.Page 128
6.
What support do we offer to staff?..............................................................................Page 138
7.
How will we know if our Child Protection and Wellbeing Policy is working?..............Page 139
Appendix A: The Child Protection Service...Page 140

Appendix B: When should a report be made to Child Protection?.....................................Page 141
Appendix C: What is Child First?.......................................................................................Page 143
Appendix D: What is Community Based Child Protection?................................................Page 144
Appendix E: Flow Chart - Child Protection and Wellbeing Policy Model for ActionPage 145
Appendix F: Alternative contact list in the event that the CPWC is unavailable..Page 146
Appendix G
: Child Protection Record Form..Page 147
Appendix H: Child Wellbeing Discussion Form.Page 149
Appendix I: Child Assault Allegation Report FormPage 151
Appendix J: What if Child Protection (DHS) requests information about a child or young person in
Childrens or Family Services..Page 152
125
1. What commitments do we make?

Our commitment to children
We are committed to the safety and well being of all children and young people who
access any of our services.
We are committed to providing children with positive and nurturing experiences.
We will support families and communities to promote childrens development.
We will take action to ensure that children and young people are protected from abuse,
family violence and neglect.
We will take action to ensure that children are not exploited, abused or harmed during the
time that they are involved with any of our programs.
We will listen to children and address any concerns that they raise with us.
Our commitment to families
We are committed to helping parents and carers to care for their children.
We recognize that parents and carers will require varying levels and types of support at
different points in their childrens development.
We will offer guidance and assistance that builds on families strengths, is sensitive to their
cultural and religious beliefs and empowers them to adapt to the changing needs of their
children.
We will be open and transparent with parents and carers when engaging with our service.
Our commitment to staff, students and volunteers
We are committed to providing all staff members and volunteers with the necessary
support to enable them to fulfill their roles.
We will put in place a management structure that supports and develops staff in their
roles.
We are committed to providing all staff members and volunteers with regular supervision
and professional development.
We will ensure that staff have access to a senior person to help them make decisions in
relation to any action required to protect children.
We will work to ensure that there are safeguards in place to protect staff from violence in
their work place.
Our commitment to ensuring a child safe organization
We are committed to utilizing best practice standards in the recruitment, screening

and employment of staff and volunteers. We will work to create an environment in
which children are safe and feel safe.
We will ensure that we do not harm, abuse or exploit children and young people who
are involved with our services.
126
We have created the role of Child Protection and Wellbeing Coordinator.

We have established a Child Wellbeing Committee to oversee and implement the
policy.
2. What do we expect from our staff, students and

volunteers?
We expect our staff, students and volunteers to understand child development.
An understanding of child development is an important basis for all the services that we offer to
children and families. It enables us to identify when children are developing appropriately and
when they require additional support to address emotional, cognitive, physical or social delays.
We expect our staff, students and volunteers to have a working knowledge of child development
appropriate to their role and use it to inform decisions about planning, resources and intervention.
We expect our staff, students and volunteers to understand and acknowledge the
significance of family relationships for children.
Childrens experiences of their family are foundational for their development. Families can act as
supportive resources for growth and resilience in children. Family relationships can also restrain
and harm childrens social, physical, cognitive and emotional functioning. Families are the single
most significant influence in shaping the way children develop and perceive their sense of
identity. We expect our staff, students and volunteers to recognise, respect and work to
strengthen the capacities of parents/carers and other family members to nurture and care for their
children.
We expect our staff, students and volunteers to respect the cultural and religious
practices of families who access our services.
We recognise the importance of culture and religion in the lives of children and families. We
expect our staff, students and volunteers to act in ways that are inclusive and respectful of the
cultural and religious practices of families who access our services. However, no cultural or
religious belief will take precedence over the right of children to protection from harm.
We expect staff, students and volunteers to understand and respond to the

support needs of children with developmental delays or disabilities.
We acknowledge that children with developmental delays or disabilities have special needs. We
expect our staff, students and volunteers to act in ways that communicate effectively with families
and are supportive of children with developmental delays or disabilities. We also understand that
we will need to be proactive in recognising the additional vulnerability that children with
127
developmental delays or disabilities may experience.
We expect our staff, students and volunteers to be respectful of children and

young people.
As part of our commitment to children and young people, we will facilitate opportunities for
children and young people to tell us their views and feedback about the services we provide to
them. We will treat children as individuals and respect their unique abilities and vulnerabilities.
We expect our staff, students and volunteers to express attitudes and engage in behaviour that
respect and support children and young people.
128
We expect our staff, students and volunteers to protect the privacy of children,
young people and families.
We have a comprehensive privacy policy. We expect our staff, students and volunteers to protect
the privacy of children, young people and families. At the beginning of their involvement with our
services, we will provide children, young people and their parents/carers with information that
details this policy and its implications. The information will be made available in developmentally
appropriate language and translated to accommodate the languages of the major cultural
diversity of the communities which access our services.
We will ask for consent from parents and carers before we seek out or provide information about
their family to any other individuals or organization. However, we may not ask for consent to
disclose information to Victoria Police or Child Protection in the event that we have concerns
about the safety and well-being of a child or young person and by doing so may increase the level
of risk to a child or young person.
We expect our staff to act on any concerns regarding staff, student or volunteer
conduct raised by children, young people and/or their parents.
We will take seriously any concerns or issues raised by children, young people and/or their
parents. We will investigate all complaints or allegations made against any of our staff, students
or volunteers. We will ensure that we report any crimes against children, young people or other
family members to the Victoria Police. We expect our staff and volunteers to follow our complaints
procedure without hesitation in response to concerns raised by children, young people and/or
their parents.
We expect our staff, students and volunteers to understand the definitions,

indicators and impact of child abuse.
Experiences of abuse and neglect are significant sources of trauma for children and intensify the
risk of children and young people developing a range of emotional, psychological, social and
behavioural problems. Intervention which identifies and prevents abuse from occurring is
instrumental in supporting children and families. When abuse has occurred, it is imperative that
action is taken to protect children from further experiences of abuse. We expect our staff,
students and volunteers to know how to define child abuse, be aware of its indicators and
understand its consequences.
We expect our staff, students and volunteers to know and follow regulations in
relation to the care of children.
There are number of regulations governing the provision of child care in Victoria. These
regulations define our minimum responsibilities and obligations towards children and families. We
expect all our staff, students and volunteers to know and follow these regulations. It is the
responsibility of the managers of our child care services to ensure that the regulations are
adhered to by all staff and volunteers under their supervision.
129
We expect our staff, students and volunteers to know and follow the law in relation
to reporting child abuse.
Teachers, doctors, nurses and police officers are mandated under the Children, Youth and
Families Act (2005) to report to Child Protection (Department of Human Services, DHS) any
children and young people under the age of 17 years who have suffered or are likely to suffer
physical and/or sexual abuse.
City of Melbourne staff both mandated and non-mandated, will act in accordance with the
legislative requirements of mandated professionals to ensure the safety and wellbeing of all
children that utilise our services. We expect our staff, students and volunteers to co-operate with
Police, Child Protection Services or other formal investigations.
In every circumstance, we expect our staff, students and volunteers to co-operate fully with any
formal investigation undertaken by the Victoria Police, Department of Human Services or other
authorised body in relation to the care and protection of children and young people.
We expect our staff, students and volunteers to use the procedures set out in this
document whenever they have a concern that a child may be experiencing abuse,
family violence or neglect.
This policy has been designed to facilitate decision making in relation to the protection of children
and young people. At all times, we expect our staff, students and volunteers to have a
comprehensive understanding of the contents of this policy and abide by them whenever they
have concerns about the possibility that a child or young person has experienced or may be at
risk of experiencing abuse or neglect.
We expect our staff, students and volunteers not to harm or exploit children who
access our services.
It is a serious breach of this policy, and possibly the law, if a staff member, student or volunteer
harms or exploits children and young people who are involved in any of our services. Breaches of
this policy include, but are not limited to, staff or volunteers who:
Sexually assault children or young people who are involved in one of our programs.
Physically assault children or young people who are involved in one of our programs.
Verbally abuse, denigrate or bully children or young people who are involved in one of our
programs.
Sexually harass children or young people who are involved in one of our programs.
Take, reproduce and/or distribute photos of children or young people without their consent
or the consent of their guardians.
Publish any material containing images of children or young people who are involved in
one of our programs that can be used for the sexual gratification of others.
130
We expect our staff, students and volunteers not to contravene any policies,
regulations or laws in relation to the safety and protection of children and young
people.
It is a serious breach of this policy, and possibly the law, if a staff member, student or volunteer
contravenes any regulations or laws in relation to the safety and protection of children whether or
not they are working or volunteering at the time. Breaches of this policy include, but are not
limited to, staff, students and volunteers who:
Sexually assault children or young people.

Physically assault children or young people.
Abduct children or young people.
Verbally abuse or bully children or young people.
Sexually harass children or young people.
Take photos of children or young people without their consent or the consent of their
guardians.
Publish any material containing images of children or young people that can be used for
the sexual gratification of others.
Access, download, store or distribute any form of child pornography.
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3. Who is responsible for this policy?

We are all responsible for protecting children from abuse and harm. All staff, students and
volunteers have a role to play in monitoring childrens well-being, supporting them and their
families to promote their development and acting to initiate protective strategies in the event that it
is suspected that they have experienced, or are at risk of experiencing, abuse or neglect.
As part of this policy, we are committed to building formal structures and roles within our services
that have the capacity to support staff, students and volunteers to fulfil our responsibility and
commitment to children and families.
The role of the Child Wellbeing Committee

We have established a Child Wellbeing Committee (CWC) to oversee the implementation and
ongoing review of this policy. The CWC draws its membership from the leadership group across
our children and family services. It meets every six months and examines the ways in which the
Child Protection and Well-being Policy is being applied. It will oversee the collection and analysis
of data that relate to key measures of success associated with this policy. It is responsible for
reviewing and modifying the policy to ensure that it meets the needs of children, young people
and their families who access our services. In conjunction with supervisors and coordinators, it
will also oversee the training and induction of new staff in relation to this policy.
The Chair of the Child Wellbeing Committee is Ben Gullifer, Family Support and Counselling.
The members of the Child Wellbeing Committee are:
Child Protection and Wellbeing

Coordinator
Childrens Services Team Leader
Family Support & Counselling
Coordinator
Family Health Coordinator
Enhanced Maternal and Child Health
Nurse
Family Services Resource Officer
Parenting Services Coordinator

Immunisation Coordinator
Community Based Child Protection
Team Leader
Child Care Centre Coordinator
(nominated by Team Leader
Childrens Services)
The Role of the Child Protection and Wellbeing Co-ordinator

The role of Child Protection and Wellbeing Coordinator (CPWC) has three functions:
1.
To resource the development and implementation of plans that address the needs of
vulnerable or at risk children and young people for support and intervention to promote
their development.
2.
To support staff, volunteers and line managers to initiate strategies that lead to the
protection of children from abuse and neglect.
132
3.
To be involved in and co-ordinate the decision making processes associated with the
specific children where there are concerns about their welfare.
The CPWC for Children and Family Services is Ben Gullifer
4. When will we act to support and/or protect

children?
We will take action whenever we have information to suggest that any of the following
circumstances have arisen. When we believe:
Children have suffered or are at risk of suffering

abuse or neglect.
Go to section 5.1
Page 128
Children accessing our services are showing signs

that may relate to physical, emotional, psychological,
social or behavioural delays or difficulties.
Go to section 5.2
Page 130
That there has been an allegation that one of our

employees or volunteers has sexually assaulted a
child who accesses our services.
Go to section 5.3
Page 131

employees or volunteers has physically assaulted a
child who accesses our services.
Go to section 5.4
Page 133
What we will do when there is an allegation made or

an observation by a staff member, student or
volunteer of inappropriate behaviour by a child or
inappropriate child to child interactions
Go to section 5.5
Page 135

employees or volunteers has contravened any other
policy, requirement or law related to the safety and
protection of children from abuse, exploitation or
harm either whilst at or away from work.
Go to section 5.6
Page 136
133
5. What we will do
5.1
What we will do when we believe children have suffered or are at risk of
suffering abuse or neglect.
PLEASE NOTE: City of Melbourne Children and Family Services staff both mandated and
non-mandated, will act in accordance with the legislative requirements of mandated
professionals to ensure the safety and wellbeing of all children that access our service.
1.
The staff member who holds the information will immediately discuss the concerns
with their Supervisor or Coordinator on that day. If the Supervisor or Coordinator is
unavailable, the staff member who holds the concerns for a child or young person,
will consult with their next available line manager (APPENDIX F).
2.
The Child Protection and Wellbeing Coordinator (CPWC) (or delegate see
APPENDIX F) will then be consulted and always be available within 24 hours.
Depending on the immediacy of the circumstances and the potential value of
additional information, other staff working with the family will also be consulted.
This may assist in providing context and a more thorough risk assessment.
3.
In conjunction with the CPWC, a plan will be developed that aims to address the
safety and/or wellbeing concerns for the child or young person. The CPWC is
responsible for ensuring the staff member documents the plan and all other
relevant information on the Child Protection Record Form (APPENDIX G). This form
is then placed in the familys file and the original copy provided to the CPWC.
PLEASE NOTE: If a consultation with the CPWC occurs and the decision is made not to
report to Child Protection, then the Child Protection Record Form is still completed and
provided to the CPWC.
4.
When the CPWC assesses a significant or immediate safety risk, the CPWC is
responsible to ensure a report to Child Protection is made (Phone 1300 664 977).
Should the CPWC not believe a report is warranted, the staff member who identified
the concerns still has the right to report to Child Protection if they maintain the
belief that there is a significant safety or wellbeing concern. The CPWC will still be
made aware of any decision to report to Child Protection.
5.
Family Support & Counseling staff members must consult with Community Based
Child Protection (CBCP) prior to any decision to report to Child Protection (See
APPENDIX D for CBCPTL contact details). The only exception to this process is
when there are significant and immediate circumstances relating to a child or
young persons safety requiring an immediate response from Child Protection.
Please note: Consulting with Community Based Child Protection (CBCP) is a requirement
as a registered community-based child and family services agency under the Children,
Youth and Families Act (CYFA, 2005). The process of any decision to utilise CBCP for a
134
consultation applies to all families referred either through the Child FIRST intake process
or the local intake process.
6.
Given City of Melbournes integrated model of service delivery, other City of

Melbourne Family or Childrens Services programs may access the opportunity for
supported consultation with CBCP in conjunction with a Family Support and
Counseling staff member. For this to occur there must be a FS&C staff member
working with the family or with capacity to provide immediate follow up beyond the
consult with CBCP.
7.
If a Child Protection report or consultation with CBCP is the eventual outcome, the
staff member who identified the concerns will be offered support throughout the
process. The Supervisor/Coordinator will be advised that a report is to be made
and will be supportive of the staff members decision.
8.
At the point of consultation with the CPWC, how and when the decision to report to
Child Protection is communicated to the parents/carers is also determined.
Professional judgment determines the extent of prior discussion with parents
and/or carers, and where this occurs, they will be advised of the consultation
process. Ideally, parents or carers of children and young people will be involved in
the process of contacting Child Protection unless doing so jeopardizes the safety
of a child, family member or staff member.
Please note: Advice to parents about intention to report to Child Protection may in some
cases of alleged abuse, impede Child Protection and Police investigations. An example of
where this is particularly important is when the alleged harm is of sexual or physical
nature. On these occasions, Police and Child Protection conduct a joint interview of the
child or young person prior to informing the parents.
If a staff member is unsure of whether to inform the parents or carers prior to making a
report to Child Protection, this discussion with a family does not to occur until after the
report is made and in consultation with Child Protection.
9.
If a report is not made to Child Protection or a consult had with CBCP, the CPWC, in
conjunction with the staff member and Supervisor/Coordinator, will ensure a plan is
developed that will seek and advocate for an appropriate range of supports to the
child, young person and their family. The CPWC is available at all times to support
the staff member and Supervisor/Coordinator to communicate this plan to the child
or young persons parents.
10.
The CPWC will set a review date with the staff member and Supervisor/Coordinator
to evaluate the effectiveness of the support plan. A further case conference may
occur at any stage.
PLEASE NOTE:
135
A)
Immediate and significant safety concerns for a child or young person can override this
entire process. A staff member may in this instance, contact Police on 000 and/or report
to Child Protection Intake immediately. The staff member must then inform their immediate
Supervisor, other staff working with the family and the CPWC as soon as possible.
B)
For situations whereby a CoM Childrens or Family Services staff member is contacted by
Child Protection in relation to a child or young person and that staff member is NOT the
individual who reported to Child Protection, please follow the process outlined in
APPENDIX J.
C)
The Paediatric Fellow is not required to adhere to this policy. The Paediatric Fellow is not
an employee of City of Melbourne and their clients are not City of Melbourne clients.
Despite this, it would be an expectation of the CPWC that in situations whereby a
Paediatric Fellow client is also a client of another City of Melbourne staff member, that this
staff member and the CPWC are informed of the report to Child Protection.
136
5.2
What we will do when we believe that children or young people

accessing our services are showing signs that may relate to physical,
emotional, psychological, social or behavioural delays or difficulties.
1.
The staff member who has the information will discuss their concerns with their
immediate supervisor who will document the discussion through completing a
Child Wellbeing Discussion Form (APPENDIX H). This form aims to facilitate the
recording of any developmental concerns for children and ensure that they are
addressed by the service.
2.
The Supervisor will take responsibility to table for discussion and review the
completed Child Wellbeing Discussion Form at either of the following two internal
meetings:
For children and families involved in a Childrens Services program, it will be

tabled at the monthly Childrens Services Coordinators meetings.
For children and families involved in a Family Services program, it will be

tabled at the weekly Intake and Review meeting The CPWC attends this
meeting to facilitate the discussion and is responsible for ensuring
implementation of the policy.
3.
If required and in conjunction with the CPWC, a plan will be developed, that aims to
address the safety and wellbeing concerns in relation to the particular child.
4.
The CPWC is responsible for documenting the plan and all other relevant
information in relation to the outcomes of decision-making on the Child Wellbeing
Discussion Form.
5.
The CPWC, in conjunction with the staff member, supervisor and parents, will
develop and document a plan that will seek and advocate for an appropriate range
of supports to the child, young person and their family.
6.
The CPWC will support the staff member and supervisor to communicate with the
childs parents.
7.
If necessary, the CPWC will facilitate referrals to one of our other programs or an
external support service.
8.
The CPWC will set a review date with the staff member and supervisor to evaluate
the effectiveness of the support plan.
9.
At any stage, additional or increasing concerns for a child or young person will be
discussed with the CPWC.
137
138
5.3
What we will do when there is an allegation made that one of our employees,
students or volunteers has sexually assaulted a child who accesses our
services.
1.
The staff member who has the information will discuss their concerns with their
supervisor and coordinator immediately who will document the discussion through
completing Child Protection Record Form (APPENDIX G). The coordinator will then
contact either the Childrens Services Team Leader or the Family Services Team
Leader.
2.
If the supervisor and coordinator are unavailable, the staff member who has the
information will discuss their concerns with their next available line manager.
3.
The coordinator will request that the person who has made the allegation complete
the Child Assault Allegation Report Form (APPENDIX I). All efforts will be made by
the coordinator to support the person to complete the form immediately in a
confidential and timely way.
4.
The coordinator will immediately contact the CPWC.
5.
If the CPWC is unavailable, the supervisor will seek out the next available person
(Refer to APPENDIX F) to discuss the concerns about a child.
6.
The CPWC will report the matter to the Human Resources Department of the City of
Melbourne (HRD).
7.
The manager of the HRD, in conjunction with the CPWC, will immediately develop
and document a plan. All allegations of sexual assault of children by an adult who
works, studies with or volunteers for the City of Melbourne will be reported to
Victoria Police Sexual Offences and Child Abuse Unit (SOCAU).
8.
The staff member, student or volunteer who has had an allegation of sexual assault
against them will be stood down immediately with pay as soon as the Child Safety
Form is officially lodged.
9.
No communication will take place with the staff member, student or volunteer
against whom the allegations have been made. Victoria Police will determine the
procedure for communicating with the child, their parents or carers and the staff
member or volunteer against whom the allegations have been made.
10.
All staff, students or volunteers who are aware of this information will not discuss it
with anyone other than their supervisor, the CPWC and HRD. They may be required
to discuss their allegations with Victoria Police as directed.
11.
When the alleged assaults are related to children accessing our child care services,
the CPWC will inform the Department of Human Services of the concerns and the
plans put in place within 48 hours and after a plan has been determined in
139
conjunction with Victoria Police as outlined in Regulations 40 and 51 of the

Childrens Services Regulations 1998.
12.
The Manager of Family and Youth Services, in conjunction with the CPWC and
HRD, will establish a plan to offer support and counseling as required to the child
who has been assaulted and his/her family.
13.
The Manager of Family and Youth Services, in conjunction with the CPWC and
HRD, will establish a plan to offer support and debriefing to staff about the incident
as soon as practicable.
14.
The staff member, student or volunteer who has had an allegation of sexual assault
against them will be provided with access to counselling and support through the
City of Melbourne Employee Assistance Program (EAP).
Please note: Resolutions RTK is the People Assist Program provider for the City of
Melbourne. All EAP consultants are professionally qualified, are independent of
the City of Melbourne and follow a strict code of ethics regarding confidentiality.
You do not require approval from your manager or supervisor to access any of the
services. For more information go to the following link:
http://comweb/StaffServices/HROnline/OHSWellbeing/InjuryManagement/PeopleAssistPr
ogram/
140
5.4
What we will do when there is an allegation made that one of our employees,
students or volunteers has physically assaulted a child who accesses our
services.
1.
The staff member who has the information will discuss their concerns immediately
with their immediate supervisor and coordinator who will document the discussion
through completing Child Protection Record Form (APPENDIX G). The coordinator
will then contact either the Childrens Services Team Leader or the Family Services
Team Leader.
2.
If the immediate supervisor and coordinator are unavailable, the staff member who
has the information will discuss their concerns with their next available line
manager.
3.
The coordinator will request that the person who has made the allegation complete
the Child Assault Allegation Report Form (APPENDIX I). All efforts will be made by
the supervisor to support the person to complete the form immediately in a
confidential and timely way.
4.
The coordinator will contact the CPWC and discuss the concerns about the child.
5.
If the CPWC is unavailable, the supervisor will seek out the next available person
(Refer to APPENDIX F).
6.
Melbourne (HRD) and to the childs parents.
7.
The manager of the HRD, in conjunction with the CPWC, will develop and document
a plan about how the allegations will be investigated. In the first instance, the
Manager of the HRD and the CPWC will conduct a preliminary investigation into the
allegation which includes interviews with all relevant staff, students and volunteers.
They will document the outcome of the investigation.
8.
When the investigation substantiates the allegation and it is sufficiently serious,

the Manager of the HRD and the CPWC will report the matter to Victoria Police.
Victoria Police will then determine the procedure for communicating with the child,
their parents or carers and the staff member or volunteer against whom the
allegations have been made.
9.
The staff member or volunteer who has had an allegation of physical assault
against them will be stood down immediately with pay when an allegation is
reported to Victoria Police for investigation.
10.
When the investigation substantiates the allegation but it is not considered

sufficiently serious, the Manager of the HRD and the CPWC will determine and
implement a plan for managing feedback to the relevant staff member or volunteer
that is consistent with the disciplinary policy of the City of Melbourne. The CPWC
141
will also convene a meeting with the carer/parent of the child and discuss the
outcomes of the investigation.
11.
When the Manager of the HRD and the CPWC are satisfied that the allegation was
unsubstantiated, or was justified or adequately explained, then the CPWC will
convene a meeting with the relevant staff member or volunteer and discuss the
outcomes of the investigation.
12.
The CPWC will also convene a meeting with the carer/parent of the child and
discuss the outcomes of the investigation. If the parent/carer is not satisfied with
the outcome of the investigation, the parent/carer will be referred to the City of
Melbourne Complaints Procedure. The parent/carer will also be informed that
he/she can refer the matter to Victoria Police for further investigation.
13.
All staff, students or volunteers who are aware of this information will not discuss it
with anyone other than their supervisor, the CPWC and HRD. They may be required
to discuss their allegations with Victoria Police as directed.
14.
When the alleged assaults are related to children accessing our child care services,
the CPWC will inform the Department of Human Services of the concerns and the
plans put in place within 48 hours and after a plan has been determined in
conjunction with Victoria Police as outlined in Regulations 40 and 51 of the
Childrens Services Regulations 1998.
15.
When required, the Manager of Family and Youth, in conjunction with the CPWC
and HRD, will establish a plan to offer support and counselling as required to the
child who has been assaulted and his/her family.
16.
and HRD, will establish a plan to offer support and debriefing to staff about the
incident as soon as practicable.
17.
The staff member or volunteer who has had an allegation of physical assault
against them will be provided with access to counselling and support through the
City of Melbourne Employee Assistance Program (EAP).
ogram/
142
5.5
What we will do when there is an allegation made or an observation by a

staff member, student or volunteer of inappropriate behavior by a child or
inappropriate child to child interactions
City of Melbourne recognises that within Family and Childrens Services there may
be instances of inappropriate child to child interactions. These interactions may be
physical such as hitting or biting another child, emotional or sexual exploration
between children. While it is recognised that these behaviours will commonly be
regarded within accepted developmental norms, these behaviours will be
acknowledged and addressed by Childrens or Family Services staff members.
While addressing these behaviours Childrens Services staff should follow the
Behaviour Guidance Policy in the Childrens Services policy and procedure manual
(Document number 6787086). Family Services staff are expected to utilise their
Practice Standards and Guidelines manual (Document number 5570004) to access
their relevant procedures.
These policies set out clear procedures and expectations in relation to managing
any concerning behaviours or inappropriate interactions between children.
143
5.6
What we will do when we believe that one of our employees, students or

volunteers has contravened any other policy, requirement or law related to
the safety and protection of children from abuse, exploitation or harm either
whilst at or away from work.
1.
The staff member who has the information will discuss their concerns immediately
with their immediate supervisor and coordinator who will document the discussion
through completing Child Protection Record Form (APPENDIX F). The coordinator
will then contact either the Childrens Services Team Leader or the Family Services
Team Leader.
2.
If the supervisor and coordinator are unavailable, the staff member who has the
information will discuss their concerns with their next available line manager.
3.
The staff member, supervisor and/or coordinator will contact the CPWC and
discuss the concerns.
4.
If the CPWC is unavailable, the staff member and supervisor will seek out the next
available person (APPENDIX F) to discuss the concerns about a child.
5.
Melbourne (HRD).
6.
The Manager of the HRD, in conjunction with the CPWC, will develop and document
a plan about how the allegations will be investigated.
7.
No communication will take place with the staff member or volunteer against whom
the allegations have been made. If Victoria Police become involved, they will
determine the procedure for communicating with the child, their parents or carers
and the staff member or volunteer against whom the allegations have been made. If
Victoria Police are not involved, the Manager of the HRD and the CPWC will
determine the procedure for communicating with the child, their parents or carers
and the staff member or volunteer against whom the allegations have been made.
8.
The staff member or volunteer who has had an allegation made against them will be
stood down immediately with pay when an allegation is reported to Victoria Police
144
for investigation.
9.
All staff or volunteers who are aware of this information will not discuss it with
anyone other than their supervisor, the CPWC and HRD. They may be required to
discuss their allegations with Victoria Police as directed.
10.
When an allegation relates to children accessing our child care services, the CPWC
will inform the Department of Human Services of the concerns and the plans put in
place within 48 hours as outlined in the Regulations 40 and 51 of the Childrens
Services Regulations 1998.
11.
and HRD, will establish a plan to offer support and counselling as required to the
child who has been abused, exploited or harmed and his/her family.
12.
and HRD, will establish a plan to offer support and debriefing to staff about the
incident as soon as practicable.
13.
The staff member or volunteer who has had an allegation made against them will be
provided with access to counselling and support through the City of Melbourne
Employee Assistance Program (EAP).
ogram/
145
6. What support will we offer to staff?

We will ensure that staff, students and volunteers receive training about this
policy.
On an annual basis, we will ensure that all staff, students and volunteers are provided with a
minimum of one compulsory training opportunity to understand and recommit to this policy. The
policy will also form part of the induction of new staff, students and volunteers.
We will ensure that staff, students and volunteers are clear about what is expected
of them in relation to childrens safety and wellbeing.
We will provide regular opportunities to clarify and confirm the procedures for staff to apply when
taking action in relation to childrens welfare and safety. This will include a discussion of this
policy as a standing item for the six monthly meetings of the Child Protection and Wellbeing
Committee.
We will ensure that staff, students and volunteers are aware of the formal
recruitment, screening and employment practices of the City of Melbourne in
relation to working or volunteering with children and families.
All staff and volunteers will be informed during their recruitment that their employment will be
subject to clearance under the Working with Children Check system run through the Victorian
Department of Justice. It is a serious breach of this policy, if an individual continues in his/her
employment, student placement or volunteer role with us if he/she has been charged or convicted
of a crime that would make him/her ineligible to be granted a Working with Children Check
clearance.
We will provide staff, students and volunteers with guidance and supervision in
relation to their role with children, young people and families.
We recognise that caring for and working with children, young people and their families can be
complex and challenging. As such, we will provide regular supervision for all staff and volunteers
in relation to their specific roles with children, young people and families.
We will jointly make decisions about initiating action to protect children and young
people from abuse, neglect or exploitation.
We will work collaboratively to protect children from abuse, neglect or exploitation. The decision
to initiate any form of action will be made following consultation with the CPWC unless there is an
immediate and significant safety risk to a child or young person.
We will provide opportunities for staff, students and volunteers to receive

debriefing in the event that it is required.
We recognise that responding to children and young people who are at risk of or have
experienced abuse or neglect can be very stressful. In these situations, we will provide
opportunities for formal debriefing to staff and volunteers as required. We further recognise the
additional stress when the situation involves alleged abuse/misconduct by a staff member,
146
student or volunteer. Counseling may be organised through the Employee Assistance Program
(EAP) in consultation with management, and can also be accessed independently by staff. It is
also the responsibility of staff to take all steps to work harmoniously with their colleagues.
Resolutions RTK is the People Assist Program provider for the City of Melbourne. All EAP
consultants are professionally qualified, are independent of the City of Melbourne and follow a
strict code of ethics regarding confidentiality. You do not require approval from your manager or
supervisor to access any of the services. For more information go to the following link:
http://comweb/StaffServices/HROnline/OHSWellbeing/InjuryManagement/PeopleAssistProgram/
147
7. How will we know if our child protection and

wellbeing policy is working?
The Child Wellbeing Committee (CWC) will review this policy at a minimum on an annual basis to
ensure that it is kept up to date with changes to legislation and related practices associated with
the care and protection of children and young people.
The CWC will conduct audits of a sample of concerns raised in relation to children and young
people according to this policy. It will report on how well the policy was understood and
implemented. It will ensure that any inconsistencies between actual practice and the policy are
identified and resolved through communicating generally to all staff and volunteers.
The CWC is responsible for developing and distributing information about this policy to children,
young people and parents/carers as part of an introduction pack to be given out when they first
begin to access any of our services. The information will be made available in developmentally
appropriate language and translated to accommodate the main communities that access our
services.
148
APPENDIX A
The Child Protection Service
What is the Child Protection Service?
Child Protection provides child-centred, family-focused services to protect children and young
people from significant harm caused by abuse or neglect within the family. It also aims to make
sure that children and young people receive services to deal with the affect of abuse and neglect
on their wellbeing and development.
The role of the Child Protection Service is to:
Receive reports from people who believe a child needs protection from abuse or neglect.
Provide advice to people who report cases of abuse or neglect.
Investigate when a child is believed to have been abused or is at risk of abuse or neglect.
Refer children and families to services in the community for ongoing support and harm
prevention.
Take matters to the Children's Court if the child's safety within the family cannot be
guaranteed.
Supervise children on legal orders granted by the Childrens Court.
Mandatory reporting of child abuse

Some professionals such as Doctors, Nurses, Police Officers and School Teachers are legally
obliged to report suspected child abuse if it is of physical or sexual nature. In addition, any person
who believes on reasonable grounds that a child needs protection can make a report to the
Victorian Child Protection Service. It is the Child Protection Workers responsibility to then assess
and, where necessary, further investigate if a child or young person is at risk of immediate or
significant harm.
City of Melbourne Family and Childrens Services policy is that all staff act according to the
legislative requirements of mandatory reporters.
Other points to consider with regards to making a report to Child Protection
You do not have to prove that abuse has taken place. You only need reasonable grounds
for your belief.
You do not need permission from parents or caregivers to make a report; nor do they
need to be informed that a report is being made.
If you make a report in good faith, you cannot be held legally liableregardless of the
outcome of the notification.
149
Confidentiality when making a report to Child Protection

Your identity as a reporter will remain confidential under the Children, Youth and families Act
(2005) UNLESS:
You choose to inform the child and/or family of the report to Child Protection yourself.
You consent in writing to your identity as the reporter being disclosed.
A Magistrate decides they require this information in order to ensure the safety and
wellbeing of the child or young person
The court decides in the interests of justice, it requires that the evidence be given.
APPENDIX B
When should a report be made to Child
Protection?
A report to Child Protection should be made in any of the following circumstances:
Physical abuse of, or non-accidental or unexplained injury to, a child (mandatory reporters
must report).
A disclosure of sexual abuse by a child or witness, or a combination of factors suggesting
the likelihood of sexual abuse - the child showing concerning behaviours, for example
after the child's mother takes on a new partner or where a known or suspected perpetrator
has had unsupervised contact with the child (mandatory reporters must report).
Emotional abuse and ill treatment of a child affecting the child's stability and healthy
development.
Persistent neglect, poor care or lack of appropriate supervision, where there is a likelihood
of harm to the child, or the child's stability and development.
Persistent family violence or parental substance misuse, psychiatric illness or intellectual
disability - where there is a likelihood of harm to the child or the child's stability and
development.
Where a child's actions or behaviour may place them at risk of significant harm and the
parents are unwilling or unable to protect the child.
Where a child appears to have been abandoned, or where the child's parents are dead or
incapacitated, and no other person is caring properly for the child.
Cumulative harm refers to the effects of multiple adverse circumstances and events in a
childs life. The unremitting daily impact of these experiences on the child can be profound
and exponential, and diminish a childs sense of safety, stability and wellbeing.
Formal grounds as per Section 162 of the Children, Youth and Families Act (2005) to
consider when making a report to Child Protection
(1) For the purposes of this Act a child is in need of protection if any of the following
150
grounds exist:
(a) the child has been abandoned by his or her parents and after reasonable inquiries
(i) the parents cannot be found; and
(ii) no other suitable person can be found who is willing and able to care for the child;
(b)the child's parents are dead or incapacitated and there is no other suitable person
willing and able to care for the child;
(c) the child has suffered, or is likely to suffer, significant harm as a result of physical injury
and the child's parents have not protected, or are unlikely to protect, the child from harm of
that type;
(d) the child has suffered, or is likely to suffer, significant harm as a result of sexual abuse
and the child's parents have not protected, or are unlikely to protect, the child from harm of
that type;
(e) the child has suffered, or is likely to suffer, emotional or psychological harm of such a
kind that the child's emotional or intellectual development is, or is likely to be, significantly
damaged and the child's parents have not protected, or are unlikely to protect, the child
from harm of that type;
(f) the child's physical development or health has been, or is likely to be, significantly
harmed and the child's parents have not provided, arranged or allowed the provision of, or
are unlikely to provide, arrange or allow the provision of, basic care or effective medical,
surgical or other remedial care.
(2) For the purposes of sub-sections (1)(c) to (1)(f), the harm may be constituted by a
single act, omission or circumstance or accumulate through a series of continuing acts,
omissions or circumstances.
Details to provide when making a report to Child Protection or having a Community Based
Child Protection Consult
Details
Indicators of harm
Reason for reporting
Safety assessment
Description
Childs and parents/carers
whereabouts
Other services
Family information
The parents, carers, child or young persons name,

age and address
The reason for believing that the injury or
behaviour is the result of abuse or neglect
The reason the call is being made at this
point in time
Assessment of immediate danger to the child or
children or opportunity for further harm
Description of the injury, behaviour observed or
disclosure made by a child or young person
The current whereabouts of the child or
young person and their parent and/or carer
Knowledge of other services involved with
the family
Any other information about the family
151
Cultural characteristics
Any specific cultural or other details that may assist
Please note: A report should still be made, even if the reporter does not have all the
necessary information.
APPENDIX C
What is ChildFIRST?
Professionals involved with vulnerable children, young people (0-17 years) and their families,
including families with an unborn child, may from time to time consider they should report or refer
a concern to either Child Protection or the Child FIRST intake service.
Child FIRST teams provide a consolidated intake service to Family Services within sub regional
catchments. These arrangements reflect the provisions in the Children, Youth and Families Act
2005.
Western Child First (CF) is the primary Intake service for the Western Child & Family Services
Alliance (WC&FSA). This catchment covers 5 LGAs Melbourne, Moonee Valley, Maribyrnong,
Hobsons Bay and Wyndham. ChildFIRST is supported by Local Agency Intake comprising:
Families who have previously received a service from that agency and are again seeking
support;
Families referred from other internal agency programs; and
Families who self refer or walk in to the agency (WC&FSA Operational Manual Dec.
2009)
City of Melbournes Family Support & Counselling (FS&C) program provides local agency Intake
152
and has the same status as ChildFIRST in receiving referrals. The program is registered as a
community-based child and family service under the CYFA (2005), also known as Integrated
Family Services agency (IFS)
A referral to Child FIRST or City of Melbournes Family Support & Counselling
This may be the best way of connecting children, young people and their families to the
services they need, where families show any of the following factors that may affect a
childs safety, stability or development:
serious parenting problems that may be affecting the child's development
family conflict, including family breakdown
families under pressure due to a family members physical or mental illness, substance
abuse, disability or bereavement
young, isolated and/or unsupported families
serious social or economic disadvantage that may have a bad effect on a childs care or
development
There may be many factors, or combinations of factors, within family life that have a bad
affect on children's safety, stability and development
APPENDIX D
What is Community Based Child Protection?
Community-Based Child Protection is the term used to describe a range of roles and functions in
regional Child Protection that support partnerships between Integrated Family Services and Child
Protection as well as support the delivery of family services.
Role includes:
Facilitate reports from community based child and family services to Child Protection
Provide consultation and advice to community based child and family services on specific
cases, including risk management and safety planning to enable ongoing case
management
153
Family Support & Counselling will consult with community based child protection in the first
instance, prior to making a report to Child Protection unless there are specific circumstances
(such as an urgent matter that requires an immediate response from child protection).
While a consultation (under section 38 of CYFA) may occur without the familys knowledge or
consent at any point during the course of a family services case, wherever possible consent will
be obtained before disclosing information, provided that doing so does not compromise the safety
of the child or any other person.
Processes and Procedures (taken from WC&FSA Operational Manual (Dec. 2009):
Prior to consulting with Community Based Child Protection (CBCP), worker consults with
their team leaders and managers about concerns of the safety and well-being of a child
for advice, information, support and safety planning.
FS&C consults with Community Based Child Protection (CBCP) about the safety and
wellbeing of a child for advice, information, safety planning and strategies to manage
increased risk.
With each consultation a risk and needs assessment in relation to safety, stability and
development is done by CBCP
FS&C must record this consultation in a file note on the clients file.
CBCP must record the consultation as a Section 38 Consult (S38 Consult is a terminology
often used by CBCP), unless the decision is to make a report to Child Protection. If a
report is made CBCP will close any open Section 38 Consultation and include the
consultation in the report to Child Protection.
A decision making rationale is made and communicated whether or not a report should be
made to Child Protection. FS&C must record the decision making rationale provided by
CBCP as a case note
If no agreement is reached between FS&C and CBCP then dispute resolution can be
sought (see section 13).
If FS&C do not agree with the decision made by CBCP then a report can be made to
Child Protection intake.
Contact details for Community-Based Child Protection Consults:

Simon McDonald - 0448 311 532 (Full time staff member)
Carol Gould - 0421 053 631 (Full time staff member)
Fatma Goktas - 0411 657 426 (Part time staff member Wed Fri)
154
APPENDIX E
Flow Chart - Child Protection and Wellbeing Policy
Model for Action
Staff member with
concerns re abuse,
neglect, other
Yes
Discuss issue with

Supervisor/Coord
(Within 24 hours)
Is Supervisor available?
Report to Child
Protection
1) Consult CBCP (Only

in consultation with
FS&C)
No
Is CPWC or delegate
available?
No
Discuss with CPWC

or delegate
2) Referral/s
Joint plan
determined and
recorded
3) Case Conference
KEY:
CPWC - Child Protection and Wellbeing Coordinator
CBCP - Community Based Child Protection
155
FS&C Family Support and Counselling
156
APPENDIX F
Alternative contact list in the event that the Child
Protection and Wellbeing Coordinator is
unavailable
The CPWC is Ben Gullifer and can be contacted on 0428 526 223. If unavailable for
any reason, staff and supervisors with immediate concerns for children under this policy
should contact the individuals in the following roles in the order set out below.
In a situation whereby a staff member has not been able to consult the CPWC or
delegate via telephone, staff will text the CPWC or delegates a message stating:
URGENT CP ISSUE. This will ensure that the CPWC or delegate can leave their
immediate situation and will be available for consultation.
FAMILY SERVICES
Name
Position
Phone
Mobile
Marianne Glen
Family Services Team Leader
9340 1422
0422 005 502
Jenny Vaughan
Family Support & Counselling Coordinator
9320 4720
0422 005 503
Genevieve Rawling
Family Health Coordinator
9340 1425
0422 002 762
Anita Marsden
Parenting Services Coordinator
9320 4718
0418 561 809
Rebecca Conley
Immunisation Coordinator
9340 1421
0459 038 654
Michelle Gale
Social Worker
9340 1424
0407 139 070
Jane Foley
Manager Community Services
9658 9919
0418 123 734
Phone
Mobile
CHILDRENS SERVICES
Name
Position
157
Marianne Glen
Family Services Team Leader
9340 1442
0422 005 502
Jenny Vaughan
Family Support & Counselling Coordinator
9320 4720
0422 005 503
Beck Aldridge
Childrens Services Team Leader
9658 9709
0407 815 876
Michelle Gale
Social Worker
9340 1424
0407 139 070
Jane Foley
Manager Community Services
9658 9919
0418 123 734
158
APPENDIX G
Child Protection Record Form
Name of Child: ___________________________________________ Age:___________
Name of parent/carer:_____________________________________________________
Address:
_____________________________________________________________________
Phone: _____________________
Service/s that child attends:
______________________________________________________
Name of Key Worker/Case Coordinator: ________________________________
Date form completed: ___/___/___
Name of Supervisor:
____________________________________________________________
List the reasons you believe that the child has experienced or is likely to experience
abuse or neglect. Provide examples that support your concerns.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Do you have any information about who may be the person who allegedly has or is likely
159
to harm the child?

YES / NO
If yes, who is the person allegedly responsible for the abuse or neglect?
______________________________________________________________________
What relationship does the person responsible for harm have to the child?
__________________
Assessment To be completed in conjunction with CPWC
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Plan To be completed in conjunction with CPWC

1.
______________________________________________________________________
______________________________________________________________________
2.
______________________________________________________________________
_____________________________________________________________________
3.
______________________________________________________________________
______________________________________________________________________
160
Will the concerns be reported to: Child Protection or Community Based Child
Protection? Yes or No
(Please circle)
Date of report to CP or consult with CBCP (If relevant): ____/____/____
Outcome of report to CP or consult with CBCP (If relevant):

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
_________________________________________________
Date outcome obtained: ____/____/____
Review Date with CPWC: ____/____/____
APPENDIX H
Child Wellbeing Discussion Form
Name of Child: _________________________________________ Age: ____________
Service that child attends:
________________________________________________________
Case Coordinator: ________________________________
Date form completed:______________________________
Name of Supervisor:
____________________________________________________________
What are the concerns you have for the child? E.g. developmental concerns, behavioural
concerns, learning gaps, any formal diagnosis etc.
161
1.
______________________________________________________________________
2.
______________________________________________________________________
3.
______________________________________________________________________
What supports are already in place for the child and what are the child and familys
strengths?
1.
______________________________________________________________________
2.
______________________________________________________________________
3.
______________________________________________________________________
What additional strategies could be implemented to collaboratively address the issues
with the child and/or parent?
1.
______________________________________________________________________
2.
______________________________________________________________________
3.
______________________________________________________________________
4.
______________________________________________________________________
5.
______________________________________________________________________
Assessment To be completed in conjunction with CPWC:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
162
______________________________________________________________________
Plan To be completed in conjunction with CPWC and family if deemed appropriate:
1.
______________________________________________________________________
______________________________________________________________________
2.
______________________________________________________________________
______________________________________________________________________
3.
______________________________________________________________________
______________________________________________________________________
Review Date: ___/___/___
163
APPENDIX I
Child Assault Allegation Report Form
Name of Child: _________________________________________ Age:_____________
Name of parent/carer: ____________________________________________________
Address:_______________________________________________________________
Phone: _____________________
Service/s that child attends:________________________________________
Date form completed: _________
What do you believe has happened to this child?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
What do you believe should happen from here?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
164
______________________________________________________________________
Name of person with whom this form was discussed_____________________________
Signature: _________________________________________________________
Name: ____________________________________________________________
Date: ___/___/___
APPENDIX J
What if Child Protection (DHS) requests
information about a child or young person in
Childrens or Family Services?
Often CoM staff members are spontaneously contacted by Child Protection (DHS) when
they were NOT the individual who reported the concerns for that child or young person.
In this situation it is important that the staff member makes the Child Protection and
Wellbeing Coordinator aware of this contact so a record can be kept of all children
attending our service that are in contact with Child Protection. When this occurs, the
following information is to be sent via email or provided over the telephone to the CPWC:
The name of the child and parent.

The date you were contacted by Child Protection
The stage of the Child Protection process (E.g. Intake, Initial Investigation, court
order etc).
The outcome if provided by Child Protection.
The staff member is also expected to inform all other CoM staff member of this
contact.
If you are contacted by Child Protection please ask for their telephone number and return
this persons call to ensure it is a genuine call from DHS. Furthermore, if a Child
Protection worker asks for information or provides you with information about a family,
they must authorise you under the Children, Youth and Families Act (2005). If they do not
do so, legally you do not have to provide any information.
165
With regards to informing the family of the contact with Child Protection, it is advised that
you ask the worker on the telephone as to whether this is appropriate as it may
jeopardise the CP investigation or the safety of the child, family or staff member.
166
Appendix B
Policy Name
Policy Owner
Issue Date
Docs Number
Last Revised Date
Next Review Date
Document Links
Complaint Resolution Policy

Fran Duiker
04/02/09
DM# 5049973 v.2
22/07/2013 11:20:00 PM
Annual
Process Map DM# 5100809 v.2
TABLE OF CONTENTS
Title .
Purpose ..
Scope ..
Definitions ..
Legislative Context.
Policy ..
Procedure
Supporting Material
Governance Policy Development and Review.
1
1
1
1
2
2
3
4
NA
Customer Complaint Resolution Policy

1. Purpose
The purpose of the Complaint Resolution Policy is to address any circumstances where a
customer may feel their request or concern has not been addressed fairly or as efficiently as they
may have liked or expected. The policy requires a process to be followed to ensure the
customers complaint is logged, responded to and resolved within a set time frame.
2. Scope
All employees, including the Chief Executive Officer, Directors, Managers and Team Leaders
must act in accordance with the policy. Managers at all levels must promote and enforce the
policy in their work areas. Service providers, representatives, contractors, and agents must make
sure their employees are aware of the policy.
Anyone who has contact with our staff, facilities or utilises any of our services is eligible to make a
complaint. This may be a visitor, a resident, our stakeholders or an external contractor.
3. Definitions
WHAT IS A COMPLAINT?
A complaint is any expression of dissatisfaction that needs a response, in order to find resolution
for the customer.
167
Dissatisfaction can be expressed in relation to:
Failure to achieve specified standards of service

Delay in responding
Behaviour or attitude of employees
A Council decision or policy and/or
Withdrawal or reduction of a service.
The expression of dissatisfaction must be related to a product or service that is within the CoM
domain, jurisdiction and/or responsibility.
When the customer states that they want their query addressed as a complaint we need to
instigate the customer complaint resolution procedure. As a guideline, this will probably be if
the concern outlined cannot be rectified immediately. This means that the complaint will be
passed on to the Complaint Coordinator for further analysis and work area investigation.
WHAT IS NOT A COMPLAINT?
A request for service (e.g. stray dog or noise pollution). However, a request for service
can become a complaint if not dealt with within a reasonable amount of time
A request for information
A complaint about something over which CoM has no responsibility
4. Legislative Context
This policy adheres to all requirements set out by Ombudsman Victoria.
The City of Melbournes complaint policy definition is guided by Australian Standard AS ISO
10002-2006 Customer Standard-Guidelines for complaints handling in organisations. This guide
is based on the current Australian Standard.
The City of Melbourne Customer Complaint Resolution policy requires all staff to meet the
Information Privacy Act. The requirements of the Privacy Act are covered in the City of
Melbournes Privacy Policy which applies to all Councillors, Staff and Contractors.
5. Policy
Introduction
At the City of Melbourne we are committed to putting our customers first.
Understanding our customers experience in dealing with the City of Melbourne is important to us
and will help us to continually improve the way we do business. One way of increasing our
understanding is to know when our customers have a complaint, to understand what triggered the
complaint and to ensure that we have processes in place to resolve the complaint to the best of
our abilities.`
What is a complaint?
We interact with our customers, in many different ways, hundreds of times a week. We strive for
all our interactions to be seen as positive and beneficial to the community. Although the majority
of our interactions are positive, there are times when a customer may feel their request or
concern has not been addressed fairly or as efficiently as they may have liked or expected.
168
A simple request for service or a report of an issue is not usually a trigger for formal complaint. If
a previously reported issue or service has not been rectified within a reasonable timeframe, and
the customer sees fit to make contact with us about the same issue a second time, we will at this
point offer to lodge a formal complaint on behalf of the customer.
Due to our high levels of training and customer commitment, we do not expect the new policy to
dramatically affect the number of customer complaints.
Who is a complainant?
Anyone who has contact with our staff, facilities or policies or utilises any of our services is
eligible to make a complaint. They may be a visitor, a resident, our stakeholders or even an
external contractor.
Why do we need a policy?
The primary goal of establishing a Complaints policy is to ensure our customers have their
concerns recorded, followed up and resolved, and where applicable, the underlying cause
addressed. Until now, there has been no central point for managing complaints, resulting in the
opportunity for a complaint to be handled inconsistently across the organisation or in a manner
that does not meet our standards for customer service.
Along with ensuring our high customer service levels are met, we are keen to provide a policy to
complement the services offered by Ombudsman Victoria.
The City of Melbourne has made a commitment to resolve a complaint within ten working days.
If we cannot resolve a customers complaint within ten working days the relevant Work Area is
responsible for keeping the customer informed of our progress and ensure they are provided with:
the name of the person responsible for resolving the complaint;
the estimated length of time it may take to resolve their complaint; and
A timeframe for when they can next expect an update from us.
6. Procedure
When we receive a customers formal complaint it will be recorded in our Pathway Customer
Service system. If we receive a written complaint, we will prepare a written acknowledgement to
the customer and they will be provided with a customer reference number to assist in future
tracking. In the case of a verbal or face-to-face complaint, the acknowledgment will be provided
upon the initial conversation.
When we receive a formal complaint the Customer Relations Complaint Coordinator will classify
and direct the concern (via a Service Request) to the relevant Branch Manager, who will be
responsible for reassigning the request to the most appropriate Actioning Officer(s) within their
Work Area. The Actioning Officer will be responsible for keeping the customer up to date on the
progress of their complaint.
The Actioning Officer within the relevant Work Area is responsible for composing a letter of
resolution to the customer upon completion of an investigation. The letter of resolution is to be
reviewed by the Customer Relations Complaint Coordinator prior to being sent.
The City of Melbourne has made a commitment to resolve a complaint within ten working days.
If we cannot resolve a customers complaint within ten working days the relevant Work Area is
responsible for keeping the customer informed of our progress and ensure they are provided with:
the name of the person responsible for resolving the complaint;
169
the estimated length of time it may take to resolve their complaint; and
a timeframe for when they can next expect an update from us.
Disputes
If a customer remains dissatisfied with our response to their complaint, they can request a review
by the Chief Executive Officer.
View the process map
VISIO version: DM# 5100809v.2

PDF version: DM# 5936931v.1
7. Supporting Material
For more information:
Refer to the published Complaint Policy on the external Corporate Website
http://www.melbourne.vic.gov.au/AboutCouncil/ContactUs/Pages/Complaints.aspx
View Quick Reference Guide #8 Actioning a Service Request (DM# 3491368)
View Quick Reference Guide #12 Creating Letters from a Service Request (DM#
3876405)
View Quick Reference Guide #6 DM Document attachments on Service Requests
(DM# 3498915)
Attend one of our Pathway Customer Service Training Sessions (for those who need
assistance with handling Service Requests)
Contact the Customer Focus Strategy Team on ext. 9005
170

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City of Melbourne Childrens Services

Vision and philosophy

Environments that embrace differences within children and families and

Environments in which we resist stereotypes, reflect diversity, confront discrimination

Support to all families.

National Quality Standards and Our Goals

Area 2 Childrens health and safety

Area 3 Physical environment

Area 4 Staffing arrangements

Area 5 Relationships with children

Area 6 Collaborative partnerships with families and communities

Area 7 Leadership and Service Management

Required policies all service types (National Regulations, regulation 168)

Health and safety

Regulation 99, 168(2)(f)

Childrens health and safety

Dealing with Infectious Disease

Dealing with Medical Conditions

Health and Wellbeing

Child Supervision policy (2.3.1)

Relationships with children

Partnerships with families and communities

City of Melbourne organisational policies available online

Educational Program and Practice

Victorian Early Years Learning and Development

Curriculum Development policy

Language and Literacy policy

Grouping of Children policy

Daily Flow and Routines policy

Digital Photographs and Cameras policy

School Transition policy

Childrens Health and Safety

Access to Children policy

Lawful authority means a power, duty, responsibility or authority

Late Collection of Children policy

Department of Human Services Child

Dealing with Infectious Disease

Diseases that can be spread directly or indirectly from one living

Diseases capable of being passed on from one person to

A condition of the mind or body easily diffused or spread from one

Infection Control policy

HIV, AIDS and Hepatitis policy

Dealing with Medical Conditions

Low-risk registered products are non-prescription medicines. Products in

Prescription medicines fit into the sub-category of registered medicines

Listed medicines are usually considered to be relatively benign, so the

Complementary medicines (also known as traditional or alternative

Call an ambulance immediately by dialling 000.

First Aid, Illness, Incident, Injury and Trauma policy

All centre staff hold current competence in Level 2 First Aid.

Childrens Centre employees have a responsibility to ensure:

In the event of an accident or illness:

Health and Wellbeing

Personal hygiene of children

Children are introduced to hygiene practices through modelling and discussion.

Personal hygiene of staff

Nappy changing, training potties and toilet training

See Nappy changing and toileting policy .

Dental Health Policy

Usually begins as infant or toddler

Can develop at any age

Symptoms can be mild to life threatening and