The nominated supervisor is responsible for:
- ensuring parents/guardians have completed the authorised nominee section of their child’s enrolment form, and that the form is signed and dated
- ensuring Kidsoft is available, and that each child’s arrival and departure time is accurately recorded by either a parent/guardian, authorised nominee, nominated supervisor or educator
- developing safety procedures for the mass arrival and departure of children from the Early Learning Victoria centre
- ensuring a child does not leave the centre except with a parent/guardian or authorised nominee, or with the written authorisation of one of these, or in the case of a medical or other emergency
- refusing to allow a child to depart from the centre with a person who is not the parent/guardian or authorised nominee, or where there is no written authorisation of one of these
- ensuring a child is not taken outside the premises on an excursion or regular outing except with the written authorisation of a parent/guardian or authorised nominee
- ensuring authorisation procedures are in place for excursions, regular outings and other centre events (see the Excursions, incursions and regular outings policy), including the authorisation for transporting children
- ensuring that there are procedures in place when a child is given into the care of another person, such as for a medical or other emergency
- implementing the authorisation procedures outlined in this policy if a parent/guardian or authorised nominee telephones the centre to advise that a person not listed on their child’s enrolment record will be collecting their child
- ensuring that a parent/guardian or authorised nominee is contacted if an unauthorised person arrives to collect a child from the centre, and that appropriate procedures are followed
- following the procedures to ensure the safe collection of children
- following procedures if an inappropriate person attempts to collect a child from the centre
- informing the approved provider as soon as practicable, but within 24 hours, if a child has left the centre without an adult, or with an unauthorised person
- keeping a written record of all visitors to the centre, including time of arrival and departure
- ensuring procedures are in place for the care of a child who has not been collected from the centre on time (see Procedures for the late collection of children)
- following procedures for the late collection of children (see Procedures for the late collection of children)
- ensuring that the educator-to-child ratios are always maintained when children attend the centre, including when children are collected late from the centre
- should any incidents occur relating to the delivery of children to, or collection from, the premises, ensuring that the response meets all regulatory requirements, including implementing the Incident, injury, trauma and illness policy
- ensuring children are always adequately supervised
- ensuring the entry/exit doors and gates are kept closed during operating hours and promptly addressing any maintenance issues that might arise to prevent this
- ensuring that early childhood teachers, educators, staff and parents/guardians comply with the Road safety education policy
- ensuring that, in consultation with a child’s family, the conditions are met before approving a child to be transported to an ELV centre through the School Bus Program (see Procedure for children being dropped off or collected through the School Bus Program)
- ensuring that, if there are children being transported to the Early Learning Victoria centre via the School Bus Program, there is capacity in the roster for a staff member or members (depending on ratio requirements) to be available to escort any child or children safely from the bus to the centre in the morning, and from the centre to the bus in the afternoon
- completing the School Bus Program form 6: written undertakings for pre-school students for any child being transported via the School Bus Program, in collaboration with each child’s parent/guardian
- ensuring that a risk assessment is completed that includes consideration of the specific needs and abilities of each child accessing the School Bus Program, in consultation with the coordinating principal (or their delegate) of the School Bus Program
- ensuring that an Emergency Management Plan incorporating modes of travel, including the School Bus Program, is completed in collaboration with the coordinating school of the School Bus Program, bus operator and all other client schools and early childhood education and care services in the bus network
- ensuring the Emergency Management Plan addresses emergency scenarios that could arise in the context of the specific local bus network and transport arrangements
- ensuring staff who are responsible for escorting children to and from the school bus are aware of and have access to the required documentation including, the risk assessment and Emergency Management Plan
- ensuring the risk assessment is reviewed weekly, as well as if any additional children join the program, and following any minor or major incident associated with the School Bus Program, in consultation with the coordinating principal (or their delegate) of the School Bus Program
- ensuring a list is maintained and available for staff of all children accessing the School Bus Program. This must include each child’s name, family contact details, medical considerations, booked days and any other important information relevant to the School Bus Program
- communicating any relevant known absences in advance to staff members who are rostered to collect children travelling via the School Bus Program.
Educators are responsible for:
- ensuring arrival and departure times are recorded accurately in Kidsoft by either the parent, authorised nominee, nominated supervisor or an educator
- following safety procedures for the mass arrival and departure of children from the centre (where applicable)
- ensuring they are aware that their child has arrived at/been collected from the centre
- ensuring a child does not leave the centre except with a parent or authorised nominee, or with the written authorisation of either of these, or in the case of a medical or other emergency
- checking identification, if needed, to confirm the identity of a person who is collecting a child
- refusing to allow a child to leave the centre with a person who is not the parent or authorised nominee, or where there is no written authorisation of one of these
- ensuring a child is not taken outside the premises on an excursion or regular outing except with the written authorisation of a parent or authorised nominee
- following procedures to ensure the safe collection of children
- following procedures if an inappropriate person attempts to collect a child from the centre
- informing the nominated supervisor as soon as possible if a child has left the centre unattended by an adult or with an unauthorised person
- maintaining a written record of all visitors to the centre, including time of arrival and departure
- following procedures for the late collection of children
- ensuring that the educator-to-child ratios are always maintained when children are in attendance at the centre, including when children are collected late from the centre
- reporting any incidents relating to the delivery of children to, or collection from, the premises or School Bus Program pick up/drop point (where applicable), ensuring that the response meets all regulatory requirements, including implementing the Incident, injury, trauma and illness policy
- ensuring children are adequately supervised at all times
- ensuring the entry/exit doors and gates are kept closed during program hours
- ensuring that early childhood teachers, educators, staff and parents/guardians comply with the Road safety education policy
- when responsible for children being transported via the School Bus Program, ensuring all procedures are followed as outlined and all documentation required is complete and up to date
- communicating any relevant known absences in advance to staff members who are rostered to collect children travelling via the School Bus Program.
Early Learning Victoria is committed to ensuring that children are safely delivered to and collected from our centres. We are committed to providing families, educators and staff with the essential knowledge to confidently implement these policies and procedures.
1. Scope
This policy applies to children, families, staff and management of Early Learning Victoria centres. This includes volunteers, students on placement and contractors or labour hire employees of Early Learning Victoria.
2. Policy statement
This policy provides guidelines and procedures for Early Learning Victoria staff and families to ensure all children are safely delivered to and collected from Early Learning Victoria centres. This policy also provides additional procedural guidance for families and staff of children being transported via the School Bus Program, ensuring Early Learning Victoria meets its duty of care obligations under the Education and Care Services National Law Act 2010 (the National Law) and Education and Care Services National Regulations 2011 (the Regulations) in relation to all drop off and collection activities.
2.1 Requirements
Under the National Law and Regulations, services must have policies and procedures in place for ensuring the safe drop off and collection of children.
A child may only leave a centre in the care of a parent or carer, authorised nominee or a person authorised by one of these parties to collect the child. An authorised person cannot be a parent who is legally restricted from having contact with a child by a court order. An exception to this requirement can be made in the event of a medical or other emergency (see the Incident, injury, trauma and illness policy and Emergency management and evacuation policy).
3. Actions and procedures
3.1 Drop off and collection of children
Drop off of children
Families are responsible for dropping off children to Early Learning Victoria centres.
When a child is being dropped off at an Early Learning Victoria centre, a parent or authorised nominee named in the enrolment record must sign the child into the centre via the Kidsoft system, available at all centres via an iPad login. Login details are provided to families on enrolment.
If this system is not working families should follow instructions from Early Learning Victoria staff about alternative sign-in options (see Responsibilities of families below).
If the nominated supervisor has concerns following the drop off of a child by an unauthorised person, they must contact the child’s parent or authorised nominee to discuss. If the occurrence raises concerns about child safety, the nominated supervisor must refer to the Protecting children policy to determine whether additional actions are required. If unsure, Early Learning Victoria staff should contact the Early Learning Victoria Area Manager to discuss.
Collection of children
Under the Regulations, children can only be collected from Early Learning Victoria centres by:
- a parent (but not a parent who is legally prohibited from having contact with the child)
- an authorised nominee who is named on the child’s enrolment form
- a person authorised by a parent or authorised nominee named in the child’s enrolment record to collect the child from the premises.
The exception to thisis when Procedures for when an unauthorised person presents to collect a child have been followed.
Procedure for when an unauthorised person presents to collect a child
This procedure is to be followed when an unauthorised person presents to collect a child, including if a parent or authorised nominee contacts the centre to notify that such a person will be collecting their child.
The nominated supervisor must:
- Request that the parent or authorised nominee email the authorisation if possible, detailing the name, address and telephone number of the person who will be collecting the child.
- Accept a verbal authorisation if it is not possible for the parent or authorised nominee to give authorisation via email, provided that:
- all details of the person collecting the child, including their name, address and telephone number, are obtained
- 2 educators/staff members take the verbal authorisation message
- the verbal authorisation is documented and stored with the child’s enrolment record for follow-up
- photo identification is obtained to confirm the person’s identity on arrival at the Early Learning Victoria centre.
A parent or authorised nominee must follow up a verbal authorisation by completing an Authorisation form (see Attachment 1) when next at the centre, or by adding details of the new authorised nominee to the child’s enrolment record.
The nominated supervisor must:
- Ensure the email authorisation is stored with the child’s enrolment record.
- Ensure the attendance record is completed prior to the child leaving the centre.
- Notify the Early Learning Victoria Area Manager if written authorisation is not provided, for further follow-up.
Where the parent or authorised nominee contacted does not authorise the collection of the child by the unauthorised person, the nominated supervisor must:
- Inform the unauthorised person they cannot take the child with them.
- Not allow the child to go with the unauthorised person.
- Contact police immediately if the safety of the child or centre staff is threatened.
- Ensure the parent or authorised nominee is aware of the attempt and check if they require support in relation to this.
If the incident raises concerns about child safety, the nominated supervisor must review the Protecting children policy to determine whether additional actions are required. If unsure, Early Learning Victoria staff should contact the Early Learning Victoria Area Manager to discuss.
Procedure to ensure the safe collection of children
Early Learning Victoria staff have a duty of care not to endanger children by knowingly placing them in a situation that could reasonably be expected to be dangerous, including releasing a child into the care of an unauthorised person or an inappropriate person. This includes a person who may pose a risk to the safety, health or wellbeing of any child or children at the Early Learning Victoria centre.
If an educator believes that the parent or authorised nominee may be ill, affected by alcohol or drugs, or not able to safely care for the child, they must:
- Immediately consult with the nominated supervisor or the Early Learning Victoria Area Manager, if possible.
- Advise the person collecting the child of their concerns and suggest contacting an alternative authorised nominee to collect the child.
- Call 000 or contact police immediately if the nominated supervisor or Early Learning Victoria Area Manager has concern for the safety of the child, themselves or other centre staff at any time.
- Complete the Incident, Injury, Trauma and Illness Record and file with the child’s enrolment form.
- Inform Early Learning Victoria Director Early Learning that same day.
- Inform the Regulatory Authority within 24 hours if it is deemed to be a serious incident.
Procedure for the late collection of children when the Early Learning Victoria centre has been notified of the late collection
If a parent or authorised nominee has notified the Early Learning Victoria centre that they will be late collecting their child, the nominated supervisor must:
- Ensure that the educator-to-child ratios are always maintained when children are in attendance at the centre.
- Contact the parent or authorised nominee if the child has not been collected by the agreed time and inform the Early Learning Victoria Area Manager of the situation.
- Follow the steps listed in the next procedure if a parent/guardian or authorised nominee does not arrive to collect the child and cannot be contacted.
Procedure for the late collection of children when the Early Learning Victoria centre has not been notified of the late collection
If a parent or authorised nominee is late collecting their child and has not notified the Early Learning Victoria centre that they will be late, the nominated supervisor must:
- Ensure that the educator-to-child ratios are always maintained when children are in attendance at the centre.
- Contact a parent or authorised nominee to request collection.
- Inform the Early Learning Victoria Area Manager of the situation.
- Follow the steps listed below if no parent/guardian or authorised nominee can be contacted.
Procedure for when the child has not been collected and a parent or authorised nominee cannot be contacted
If the parent or authorised nominee is late collecting their child and cannot be contacted, the nominated supervisor must:
- Ensure that the educator-to-child ratios are always maintained when children are attending the centre.
- Contact The Orange Door or local police if a child has not been collected within a set time (to be determined by the centre, based on local knowledge about the family and situation).
- Inform the Early Learning Victoria Area Manager of the situation.
- Notify the Regulatory Authority as soon as practicable (see the Incident, injury, trauma and illness policy).
Late collection fee
A late collection fee may be charged in accordance with the Payment and collection of fees policy in all the above scenarios.
3.2 School Bus Program
Procedure for children being dropped off or collected through the School Bus Program
Through the Department of Education (the department) School Bus Program, 4- and 5-year-olds attending Early Learning Victoria centres located on an existing school bus route may be able to use a school bus to travel to their centre for the purpose of participating in the kindergarten program. The School Bus Program supports children in rural and remote areas to participate in kindergarten programs by reducing their barriers to access.
Where the School Bus Program is available and the child meets the criteria for participation, children can use the service to travel to and from the centre. However, it is at the Early Learning Victoria centre director’s discretion, in consultation with Early Learning Victoria central office, whether to accept children being transported under this arrangement. This decision must be based on an assessment of the child and family’s capacity to adhere to the department’s and ELV’s policies and guidelines for accessing the School Bus Program.
Families must discuss their interest in participating in the School Bus Program with the Early Learning Victoria centre director or the nominated supervisor before applying to the coordinating principal (or their delegate) for their child to be transported to the Early Learning Victoria centre through the School Bus Program.
Alongside the above, the department’s School Bus Program policy conditions must also be met. The conditions most relevant to Early Learning Victoria staff include:
- The child’s parent or carer must accept the conditions of travel and the authority of the coordinating principal (or their delegate) who is responsible for coordinating the local School Bus Program services.
- A parent or carer of the child who will access the School Bus Program must provide written confirmation to the coordinating principal that the child is independently able to travel on a bus by completing the School Bus Program ‘Form 1: application for permission to travel’ and ‘Form 6: written undertaking for pre-school students’ (see School Bus Program policy).
- The Early Learning Victoria nominated supervisor, centre director or kindergarten teacher must also confirm in writing by completing the ‘School Bus Program Form 6: written undertakings for pre-school students’ that:
- the child is independently able to travel on a bus, and
- an adult arranged by the Early Learning Victoria centre will escort the child between the bus stop and the centre in the morning and afternoon. Note that contracted bus drivers are not permitted to escort children from the bus to the centre. Regarding item 3. (b), if a child is enrolled at an Early Learning Victoria centre and is being transported through the School Bus Program, the nominated supervisor of the ELV centre, in consultation with the child’s teacher or educator, must ensure this condition is met.
- The nominated supervisor must also ensure that there is capacity within the roster for a staff member to be available to escort the child safely from the bus to the centre in the morning and from the centre to the bus in the afternoon.
Emergency Management Planning
All Early Learning Victoria centres are required to develop an Emergency Management Plan (EMP; see the Emergency management and evacuation policy).
To meet the School Bus Program emergency management operational guidelines, the nominated supervisor must also work with the co-ordinating principal of each bus service to ensure that the Early Learning Victoria centre EMP includes a specific section providing contact details and covering responsibilities, procedures and actions in an emergency event that affects School Bus Program services for each relevant bus network. This should be developed in collaboration with the coordinating school, bus operator and other client schools or early childhood education and care services in the bus network.
School Bus Program procedures in the EMP must align with the responsibilities, procedures and actions documented in the coordinating school’s EMP. Note that the department provides an EMP template that contains suggested procedural information about school bus emergencies. However, each Early Learning Victoria centre must ensure its EMP is adapted to reflect its specific situation (see Attachments).
Risk assessment
A risk assessment must be completed before giving approval for any child to access the School Bus Program to and from an Early Learning Victoria centre (see Attachment 2). Staff with responsibility to escort any child to and from the bus should actively reflect on and consider any issues that may change or impact the risk assessment and update the risk assessment and coordinating school accordingly. This may be related to, for example, the child’s behaviour and capability, the dynamics of the cohort travelling on the bus, or the regularity of the child’s bus use.
Risk assessments will be reviewed at the beginning of each term. They will also be reviewed as required (for example, after an incident).
Meeting the child/ren and logging attendance
When an Early Learning Victoria centre has agreed to accept a child travelling on the School Bus Program to the centre, the nominated supervisor must ensure there is an Early Learning Victoria staff member or members (in line with ratio requirements) rostered to meet the child/ren at the bus on arrival and escort them to the centre, then escort them safely back onto the bus at the end of the day.
A list of Early Learning Victoria children accessing the School Bus Program must be maintained and updated daily by the centre. The list must include the child’s details, family contact details, booked days for attendance and any other information relevant to the child accessing the School Bus Program (see Attachment 3).
For each day that a child is scheduled to access the bus program, the rostered staff member/s must:
- Check with the nominated supervisor and any other staff on site whether any family has made contact to inform them that their child won’t be on the bus that day.
- Collect and check the list of children to be met at the bus.
- Carry an emergency phone, first aid kit and the list of children expected to the bus meeting point.
- Ensure that when the bus arrives, Early Learning Victoria children exit the bus.
- Conduct a head count of all Early Learning Victoria children arriving from the school bus and record the headcount against the list of expected children. (If there is an anomaly, the staff member must follow the Procedure if a child does not arrive on the bus.)
- Safely escort all the Early Learning Victoria children into the Early Learning Victoria centre.
- Ensure that the attendance is recorded accurately in Kidsoft for each day of attendance.
Escorting children back to the school bus in the afternoon
When escorting the child/ren back to the bus at the end of the day, the rostered staff member must:
- Collect and check the list of children to be escorted back to the bus at the end of the day, including checking whether any children have already been picked up and signed out of Kidsoft via an alternative arrangement.
- Assemble all children travelling on the school bus.
- Log their departure time in Kidsoft.
- Carry an emergency phone and the list of children required to the bus meeting point.
- Safely escort the child/ren to the point of pick up.
- Remain with the child/ren as the bus arrives and pulls up.
- Guide child/ren safely towards the bus and ensure they have gotten on board.
- Return to the Early Learning Victoria centre.
Expectations of families
Under this arrangement, and in addition to the obligations outlined in the School Bus Program policy conditions, families have additional responsibilities to Early Learning Victoria. They must:
- seek the Early Learning Victoria centre’s endorsement for their child to travel to and/or from the centre through the School Bus Program. This may be contingent on staff availability, rostering or access requirements
- ensure that the authorised nominee section of their child’s enrolment record includes ‘Early Learning Victoria [centre name] staff’, providing authorisation for staff to escort their child to the bus at the end of the day (where applicable)
- notify the Early Learning Victoria centre as soon as possible, and before the child would have been due to arrive on the school bus, if:
- their child is not attending the centre or catching the bus on any given day, including due to planned holidays, or
- the child has missed the bus and is therefore not required to be met at the bus on arrival.
Procedure if a child does not arrive on the bus
Under the School Bus Program policy, the coordinating school, the bus operator and the Early Learning Victoria centre must have an agreed Emergency Management Plan in place to cover this scenario. It is important that these 3 parties determine and document local procedures for all emergency scenarios.
If a child is expected but is not on the school bus when it arrives, the rostered staff member must immediately phone the family to determine what has happened If the family confirms the child did not get on the bus intentionally or simply missed the bus, the staff member must:
- Verbally remind the family of their responsibility to call the Early Learning Victoria centre to inform staff of the child’s non-attendance.
- Inform the nominated supervisor, who will make a record of the instance and remind the family via email of their obligations.
- Ensure the absence is recorded correctly in Kidsoft.
If a family repeatedly fails to communicate a non-attendance to the Early Learning Victoria centre as per their obligations, the nominated supervisor will discuss this with the family directly. The ELV centre may use its discretion to revoke support for the child to access the program. The Early Learning Victoria centre will inform the coordinating principal (or their delegate) of the School Bus Program before the child is removed as an approved bus traveller.
If the family informs the Early Learning Victoria staff member that the child got on the bus and should be on the bus upon arrival, the Early Learning Victoria staff member must immediately alert the nominated supervisor, who must contact the coordinating principal (or their delegate) of the School Bus Program network to discuss the situation and enact the procedures noted in the Emergency Management Plan.
Procedure if the bus does not arrive, is late to arrive or collect children, or is cancelled
The following scenarios may also occur when a child is travelling via the School Bus Program:
- The bus does not stop at the bus stop as expected.
- The bus is more than 10 minutes late.
- The bus does not arrive (for drop off or collection).
- The bus is cancelled.
If either of these scenarios arise, the Early Learning Victoria staff member responsible for meeting the children at the school bus must immediately alert the nominated supervisor, who will contact the coordinating principal (or their delegate) of the School Bus Program network to discuss the situation and enact the procedures noted in the Emergency Management Plan.
The School Bus Program policy includes guidelines that outline roles and responsibilities, including for the Early Learning Victoria centre as ‘client school’, in relation to the management of forecast and rapid onset emergency events affecting the School Bus Program (see School Bus Program emergency management operational guidelines).
The guidelines set out the obligations of other parties, including the transport operator, to inform the coordinating principal (or their delegate) of any circumstances that may lead to delayed bus services, and the coordinating school, to inform of cancelled bus services.
The department’s Security and Emergency Management Division publish early childhood service, school and bus cancellations on the department’s website (see Early childhood and school closures).
In the above scenario, the nominated supervisor will be required to undertake the roles and responsibilities set out in the Emergency Management Plan and School Bus Program emergency management operational guidelines, including to determine the most appropriate way to manage staffing at the Early Learning Victoria centre.
3.3 Responsibilities of families
Families are responsible for:
- completing the authorised nominee section of their child’s enrolment record, and ensuring that the record is signed and dated (see the Enrolment and orientation policy)
- using Kidsoft to sign their child into the centre on arrival and out of the centre on collection
- following Early Learning Victoria centre staff instructions for manual sign in and sign out if Kidsoft is not working on any day
- ensuring educators are aware that their child has arrived at or has been collected from the centre
- contacting the centre to advise of their child’s absence on any booked day that their child is not attending
- providing written consent via email to the centre for a person who is not the parent, carer or authorised nominee (or where there is no written authorisation of one of these) to collect their child. This must include the person’s name, address and contact details
- following procedures for when a child is being collected by an unauthorised person if they are unable to provide consent via email (see Procedure for when an unauthorised person presents to collect a child)
- providing written authorisation for their child to be taken outside the centre premises on an excursion or regular outing where applicable (see the Excursions, incursions and regular outings policy)
- following procedures to ensure the safe collection of children (see Procedure to ensure the safe collection of children)
- following procedures for the late collection of children (see Procedures for late collection of children)
- collecting their child on time, and alerting the Early Learning Victoria centre if they are likely to be late
- paying a late collection fee as required and outlined in the Payment and collection of fees policy
- supervising their child before signing them into the program and after they have signed them out of the program
- supervising other children in their care, including siblings, while attending or assisting at the Early Learning Victoria centre
- ensuring the entry/exit doors and gates are not held open and taking special care to ensure gates and doors are closed behind them after use to minimise the chance of children absconding from the centre
- ensuring their child’s belongings are put away on arrival at the centre and, if applicable, handing any bottles to an educator
- advising the centre if their child will be absent; for example, due to illness or a holiday (see the Enrolment and orientation policy)
School Bus Program
- if their child is travelling to/from an Early Learning Victoria centre on the School Bus Program, ensuring additional responsibilities are met (see the Procedure for children being dropped off or collected through the School Bus Program)
- prior to applying for their child to access the centre under the School Bus Program, discussing the application first with the nominated supervisor or centre director
- completing the School Bus Program Form 1: application for permission to travel and Form 6: written undertaking for pre-school students in consultation with the nominated supervisor or centre director at their Early Learning Victoria centre
- contacting the Early Learning Victoria centre as soon as possible if their child is booked for but won’t be travelling via the school bus or doesn’t require to be transported back home via the school bus on any given day.
3.4 Responsibilities of staff
