Allergies

Policy Statement 

Kidz Klub aims to provide safe and effective care of children by ensuring the staff are fully aware of the individual needs of all children, including their reactions to, and management of, allergies. Policies and practices relating to allergy management will be reviewed regularly.

Procedure 

Parents will be required to inform the Centre of any allergies the child may have at the time of enrolment. This information will be recorded on the enrolment form. Where the child has a severe allergy, the parents will be asked to supply a Medication Management plan from their doctor explaining the effects if the child was to be exposed to a particular allergen and the action required, as per Regulation 90. 

Children with Anaphylaxis will be required to provide an “Action Plan for Anaphylaxis” from the child’s doctor. Without these plans, a child’s enrolment will not be confirmed. Parents will be reminded of this requirement through the Family Handbook. 

Permission will be sought from the parent for their child’s action plan to be placed in a visible spot in the Kitchen Counter. 

All staff will be informed of the current enrolments with allergies on an ongoing basis. A list will be kept of all children with particular allergies and staff will be responsible for referring to the list at the commencement of each shift. All relief staff and volunteers will be informed of the list on initial employment and provided orientation on what action to take in the event of a medical emergency involving the child.

Food Allergies 

Parents will be required to provide an outline of the child’s current diet on a Severe Allergies Form. Parents may be required to provide further information regarding the allergy and action plan at the discretion of the Centre Coordinator. A listing of children with food allergies will be placed in the kitchen so as to be easily visible and accessible to staff. A list of what the child cannot eat will be recorded, as well as alternatives of what the child can eat. Parents/guardians of a child with an allergy will be provided with a copy of the Allergies Policy (Regulation 91). 

Practices and procedures in relation to safe food preparation and consumption will be reviewed each time enrolment for a child with a Severe Allergy is accepted at the centre. At a minimum, this policy will be reviewed every 12 months. If relevant, policies and practices in relation to specific needs of individual children will be developed and implemented.

Anaphylaxis

Policy Statement 

Kidz Klub believes the safety and wellbeing of children who are at risk of anaphylaxis is a whole-community responsibility. We aim to provide an environment which is safe and healthy where children at risk of anaphylaxis can participate equally in all aspects of the programs and experiences offered at the service. We will ensure all staff are equipped with adequate knowledge and training of allergies, anaphylaxis and emergency procedures to enable them to respond immediately and appropriately.

Procedure 

The Centre will ensure there is at least one educator present at all times that children are being educated and cared for at the service who has undertaken approved anaphylaxis management training, as per Regulation 136. 

All educators will be required to undergo approved Anaphylaxis Management Training, as specified by the Australian Children’s Education and Care Quality Authority (ACECQA). Training will be updated every 3 years as required. 

Parents will be required to inform the Centre of any child diagnosed by a medical practitioner as being at risk of anaphylaxis, at the time of enrolment. This information is recorded on the enrolment form. Parents are reminded of this requirement through the Family Handbook. Parents will be required to provide a copy of the Anaphylaxis Action plan, as authorised by the medical practitioner (Regulation 90).

Permission will be required from parents to have the action plan displayed in a location visible and accessible to staff responsible for the child. Any medication required such an adrenalin pen or antihistamine must be supplied by the parents in a hard plastic box, clearly marked with the child’s name and any additional relevant information must be kept with the medication at all times. 
The Centre Coordinator will ensure that any child who has been prescribed an adrenalin pen is only allowed to attend the centre if their medication has been made available to educators. All medication must be stored in an area easily accessible to staff (not locked away) but inaccessible to children and away from any direct heat source. 

When off service grounds, any adrenalin pens for children on the excursion must be carried and administered only by educators adequately trained in anaphylaxis management. All educators, including relief staff and volunteers, will be informed of the currently enrolled children who have been diagnosed with anaphylaxis upon employment. Educators will be responsible for familiarising themselves with the children diagnosed. In the event of an anaphylactic reaction occurring where a child has been diagnosed at risk of anaphylaxis, staff will follow the instructions on the child’s action plan. Following an anaphylactic reaction, the centre administrator and staff are to be notified. A review of this policy is to be undertaken and amended as required. 

In the event of an anaphylactic reaction occurring where a child has been diagnosed as only being allergic, staff will: 
•    Call an ambulance immediately “000” 
•    Commence first aid measures as advised by 000/health care professional  
•    Contact the parent/guardian 
•    Contact the person to be notified in the event of illness if the parent/guardian cannot be contacted 

Medication may be administered to a child without authorisation in case of an anaphylaxis emergency (Regulation 94). If medication is administered under this regulation, the approved provider or nominated supervisor of the education and care service must ensure that the following are notified as soon as practicable: 
•    a parent of the child  
•    emergency services 

Staff must ensure that all anaphylaxis medication administered is recorded in a medication record. Parents/guardians of children diagnosed as being at risk of anaphylaxis must be provided with a copy of the Anaphylaxis Policy on enrolment (Regulation 91). 

If parental permission is given, the Centre must notify the other families using the service of a child at risk of anaphylaxis being enrolled in the service (Regulation 173). 
The child’s name will not be mentioned. This can be done in the newsletter and will be displayed on the noticeboard. If relevant, policies and practices in relation to specific needs of individual children will be developed and implemented. 

Food Allergies 

If a child has been diagnosed as being at risk of anaphylaxis directly relating to certain foods:  
•    Parents will be required to provide an outline of the child’s current diet on a Risk Minimisation and Communication Plan/Severe Allergies Form (see D-15 Allergies Policy) 
•    A listing of children with food restrictions will be placed in the kitchen to remind staff 
•    Allergy boards detailing the alternate food items to be served to children with allergies will be written and displayed prior to food preparation and service.  
•    A list of what the child cannot eat will be recorded, as well as alternatives of what the child can eat 
•    Food will be served in different coloured bowls, plates and cups used only for children with allergies. 
•    Children at risk of anaphylaxis are to be served first or separately. 
•    All staff are to make themselves aware of the record on an ongoing basis 

All children’s individual needs such as allergies, anaphylaxis, dietary requirements etc. will be addressed in the menus. Practices and procedures in relation to safe food preparation and consumption will be reviewed each time enrolment for a child with a risk of anaphylaxis is accepted at the centre. 

Kidz Klub is currently a nut aware Centre in line with the anaphylaxis requirements of attending children. Where possible, the Centre will reduce the risk of exposure to allergens and provide alternatives during mealtimes where an allergen may be present. Any staff members who have been diagnosed as being at risk of anaphylaxis by a medical practitioner must advise the Centre Coordinator. This will be recorded on their emergency details form and any additional information recorded on file.

Asthma

Policy Statement

Procedure

The Centre will ensure there is at least one educator present at all times that children are being educated and cared for at the centre who has undertaken approved emergency asthma management training, as per Regulation 136. All staff will be required to undergo Approved Asthma Management Training, as specified by the Australian Children’s Education and Care Quality Authority (ACECQA). Training will be renewed every 3 years as required. Parents will be required to inform the Centre of any child diagnosed by a medical practitioner as being asthmatic, and the severity, at the time of enrolment. This information is recorded on the enrolment form. Parents are reminded of this requirement through the Family Handbook. Parents will be required to provide a copy of the asthma action plan, as authorised by a medical practitioner (Regulation 90).

Permission will be required from parents to have the action plan displayed in a location visible to staff responsible for the child. Any medication required such as inhalers and spacers must be supplied by the parents in a hard plastic box, clearly marked with the child’s name and any additional relevant information must be kept with the medication at all times. An emergency reliever inhaler and spacer will be kept in the First Aid Kit. Staff will be responsible for replacing the inhaler when it has expired. If the emergency spacer is used by a child during an asthma attack, the spacer will be disposed of after use, and a replacement purchased. All medication must be stored in an area easily accessible to staff (not locked away) but inaccessible to children and away from any direct heat source. When off service grounds, any asthma medication must be carried and administered only by staff adequately trained in asthma management. All staff, including relief staff and volunteers, will be informed of the currently enrolled children who have been diagnosed as being asthmatic upon employment. Staff will be responsible for familiarizing themselves with the children diagnosed.

In the event of an asthma attack occurring where a child has been diagnosed as being asthmatic, staff will follow the instructions on the child’s action plan. In the event of an asthma attack occurring where a child has not received an asthma diagnosis and has no prior history of asthma, staff will:

• Sit the child upright and reassure them. The child must not be left alone.
• Administer 4 puffs of the reliever inhaler (one puff at a time), preferably through a spacer device. The child should take 4 breaths with each puff of the inhaler.
• Wait 4 minutes
• Have another staff member contact parent or guardian
• If it is little or no improvement repeat the above steps
• If it is still little or no improvement, contact ambulance services “000”
• Continue the above steps until medical services arrive

Medication may be administered to a child without authorisation in case of an asthma emergency (Regulation 94). If medication is administered under this regulation, the approved provider or nominated supervisor of the education and care service must ensure that the following are notified as soon as practicable:

• a parent of the child
• emergency services

Staff must ensure that all asthma medication administered is recorded in a medication record. Parents/guardians of children diagnosed as being asthmatic must be provided with a copy of the Asthma Policy (Regulation 91).

Any staff member who has been diagnosed as being asthmatic by a medical practitioner must advise the Centre Coordinator. This will be recorded on their emergency details form and any additional information recorded on file.

Bookings 

Policy Statement

 We will ensure that appropriate and required records are kept for the specified period of time. We will protect the privacy and confidentiality of all families, staff and management of the Centre, by ensuring that records and information are kept in a secure place and only disclosed to people who have a legal right to know.

Procedure 

Changes to bookings are made through the Centre’s webserver using the individual login information. There are three types of bookings: Permanent, Casual and Alternate bookings. 

Permanent Bookings 

Bookings are considered permanent if they are made for the same session for a minimum of two consecutive weeks and are chargeable despite attendance. 

Changes to permanent bookings, either cancellations or session additions, must be made through the Centre’s webserver by 9 am of the Friday prior to the week that the changes are to take place. Additions not put through by this time will be at the discretion of the Centre Director. Cancellations not put through by this time will be charged. 

An “Away” booking change must be entered through the Centre’s webserver by 12 pm (midday) the day prior to the session the change is to take place. “Away” notifications after this time must be made to the Centre. “Away” Permanent sessions are chargeable. Non-notification of a child’s absence from a session may incur additional fees (See Policy Fees). 

Permanent bookings may be transferred from one day to another in the same week (Monday to Friday) providing the change is logged online by 12 pm (midday) the day prior to the session being transferred from or to and that they are the same session type (i.e. Morning for Morning, Afternoon for Afternoon). 

Permanent bookings falling on a public holiday are non-chargeable. 

Casual Bookings 

Bookings are considered casual if they are made irregularly or occasionally. Casual bookings must be made online by 12 pm (midday) the day prior to the required booking. After this time, bookings must be confirmed directly with the Centre and must be made prior to the commencement of the session required. 

Casual bookings may be cancelled without charge provided the centre is advised prior to the end of the morning session or the commencement of the afternoon session. If the centre is not informed by this time the casual session will be charged. 

Alternate Bookings 

Where a parent is involved with shift or rostered work the Centre will endeavour to arrange permanent bookings for their children on a week-to-week basis. Parents should advise the Centre Director of their position and appropriate arrangements will be put in place to accommodate these situations. 

Alternate booking should be logged online by Friday 9 am prior to the week that the bookings are to take place. Alternate bookings do not carry over at the end of each school term and must be resubmitted for bookings to occur.
 

Dealing with Infectious Diseases

POLICY STATEMENT:

Kidz Klub will provide a safe and hygienic environment that will promote the health and wellbeing of the children in line with outcome 3 of My Time, Our Place (MTOP). We will take all reasonable steps to prevent and manage the spread of infectious diseases through the implementation of procedures that are consistent with guidelines of the NSW Department of Health.

PROCEDURE:

Prevention:

• A copy of the current NSW Department of Health’s Communicable Diseases Factsheet will be reviewed in staff meetings and kept in the policies for reference by staff, families and management.
• If a child is showing signs or symptoms of an infectious disease whilst at home, families are not permitted to bring the child to the service. Children who appear unwell when being signed in by their family will not be permitted to be left at the service.
• Due to COVID-19 the following signs and symptoms will that a child must be kept home and exclusions from the service until a doctor written clearance certificate is issued for the child stating that the child is ‘not contagious’. Without a certificate stating this, children must not attend. The COVID-19 symptoms requiring clearance from being contagious are:
  • Fever (temperature greater than 37.5°C)
  • Cough
  • Sore throat
  • Runny or blocked nose
• Handwashing or hand sanitisation will be practised by all educators, children and visitors:
  • upon entering the service
  • before and after food handling
  • before and after eating
  • before and after administering first aid
  • after toileting or assisting children with toileting
  • after wiping noses
  • after cleaning
  • after handling animals
  • when leaving the service
• Educators will maintain and model appropriate hygiene practices and encourage children to adopt effective hygiene practices through positive acknowledgement of those who are demonstrating good practice.
• Education in hygiene practices will be conducted through conversations, planned experiences, service routines and reminders.
• Health and hygiene practices will be shared with parents through information sheets or posters.
• Cultural differences will be acknowledged and adhered to providing they do not contradict the health and hygiene standards of the service and management will discuss service requirements with the family.
• Kidz Klub and Kidz Klub buses will be cleaned daily and checklists completed as evidence of cleaning tasks being completed.
• All tables, kitchen surfaces, sinks, basins and toilets will be cleaned and sanitised daily.
• Toys will be washed and sanitised regularly and a toy cleaning checklist completed as evidence of the task being completed.
• All toilet facilities will have access to a basin or sink with hot and cold running water, soap and paper towel for washing and drying hands.
• Females will have access to proper feminine hygiene disposal.
• Soap and paper towel will be available in the kitchen area.
• Upon appointment, all educators will be advised to maintain their immunity to common childhood diseases, Tetanus, and Hepatitis B through consultation with their chosen health professional.

Management:

• If your family has been in contact with someone who has a confirmed case of COVID-19 you will need to report this to Kidz Klub and keep your child home until your child has been tested and cleared. Kidz Klub will require a copy of the results to be forwarded to the Kidz Klub email with a negative result for your child to be able to return.
• Children, staff and visitors with an infectious disease will be excluded from the service for the period recommended by the NSW Department of Health and require a clearance certificate from a doctor to be able to return.
• If a child shows signs or develops symptoms of a possible infectious disease whilst at the service, the parents or emergency contacts will be notified and required to have the child collected immediately. This will also apply to signs and symptoms associated with COVID-19. If a child is sent home due to signs and symptoms, they will be excluded from attending the service until a doctor written clearance certificate is issued for the child stating that the child is ‘not contagious’. The COVID-19 signs and symptoms include:
  • Fever (temperature greater than 37.5°C)
  • Cough
  • Sore throat
  • Runny or blocked nose
• Families will be notified by electronic means and/or posters if any person has entered Kidz Klub with an infectious disease.
• Confidentiality must be maintained when communicating infectious disease and no identifying information will be shared.
• In the event of an outbreak of a vaccine-preventable disease at Kidz Klub or the school attended by the children at the service, children not immunised will be required to stay at home for the duration of the outbreak for their protection.

    Last Updated: 12/05/2020

Fees & Charges

POLICY STATEMENT:

Kidz Klub will endeavour to keep the service affordable and accessible to families in the communities that Kidz Klub services. Kidz Klub ratifies the budget annually, or as necessary, and monitors it carefully throughout the year.

PROCEDURE:

Bond:

• Upon being offered a place at Kidz Klub, the applicant is required to pay a two-week security bond at the full fee session amount before the position is secured.
• The bond secures each child’s position at the service and is refundable at the termination of enrolment provided that the required two weeks written notice is given, and the account has a zero balance after the position is finalised. The bond may be used to cover any debt to finalise your account.
• Upon a fee increase, you will be required to update the bond in accordance with the newer rate to ensure your bond remains equal to two weeks at full fees.
• Under special circumstances, the payment of bond may be deferred for a short period of time at the discretion of Kidz Klub management.

Fees:

• Your contract with Kidz Klub is for the full fee amount of all bookings: permanent, casual and absent.
• On application, you may be eligible for a subsidy from Centrelink. If Centrelink provides you with a subsidy Kidz Klub will only charge the gap that remains.
• Direct debit is the required payment method and is to be set up upon enrolment.
• Where a weekly payment frequency is requested, fees are charged the balance at the end of the current week plus one week in advance.
• Where a fortnightly payment frequency is requested, fees are charged the balance at the end of the current week plus two weeks in advance.
• Where a monthly payment frequency is requested, fees are charged the balance at the end of the current week plus four weeks in advance.
• Direct debit reversals will mean that the account holders will be charged the debt amount plus the full scheduled fee on the next direct debit run.
• Statements will be issued via email once a term or upon the request of the account holder. Please ensure you keep your email accounts up to date.

Subsidies:

• Centrelink is responsible for all subsidies offered to eligible families.
• Parents/Carers will need to accept Kidz Klub as an authorised provider on their Centrelink account after enrolment before Centrelink will consider offering a subsidy.
• Kidz Klub does not have any say or control over Centrelink’s subsidy system and has no means to manipulate Centrelink provided data in any way.
• It is Centrelink’s discretion to provide or remove subsidy at any time as they deem fit.
• Full fees will be charged until such time that Centrelink provides a subsidy or if Centrelink removes subsidy.
• Parents/Carers are responsible for keeping Centrelink and Kidz Klub information up to date. Failure to do so may affect Centrelink providing a subsidy.
• It is a parent’s/carer’s responsibility to follow up any subsidy dispute with Centrelink.

Bookings and Cancelations:

• Permanent bookings are available for both before and after school care sessions only and are charged based on the NSW public school term dates.
• Vacation care sessions are booked on a casual booking basis and are available to everyone regardless of holding a permanent before or after school care session. For this reason, it is recommended to book vacation care sessions as early as possible.
• All before and after school care casual bookings should be made at least 1 hour prior to the required session to prevent late booking charges.
• All vacation care bookings should be made prior to 12 noon the day before the required session to prevent late booking charges.
• If you make a late booking, please contact Kidz Klub by phone prior to attending to ensure that your child can be accommodated as late bookings cannot be guaranteed due to staff-to-child ratios and vacation care bus places, but it is very rare that we will not be able to accept the booking.
• Late bookings are still accepted as long as staff-to-child ratios can be met but incur a fee of $5.00 per child.

Absences:

• While Kidz Klub is operational, fees are payable for all booked days regardless of the reason for absence, this includes but is not limited to illness or family vacations.
• Casual bookings are charged as absences if they are not cancelled more than 24 hours prior to the booked session.
• Each financial year Centrelink provide subsidy to all eligible children for up to 42 allowable absences, across all children’s services that your child may attend.
• After the 42 allowable absences across all children’s service that your child attends, Centrelink will withdraw subsidy for all further absences which will result in the full fee being charged for those days.
• There may be some circumstances where families can apply for Centrelink to cover subsidy for additional absences beyond the allowable 42 days. You will need to provide a copy of written supporting evidence to Kidz Klub for the application to be submitted to Centrelink.
• It is the parent's/career’s responsibility to track their child’s absences or to request information regarding their child’s absences with Kidz Klub.

Service Closure:

• No fee will be charged in the event of Kidz Klub being closed during the regular operating days and hours.
• Kidz Klub does not operate during legislated NSW public holidays.
• Kidz Klub will close for a brief period over Christmas and New Year with exact dates to be advised prior to the commencement of the December/January school vacation period.
• Permanent before and after school care bookings are not charged during NSW public school vacation periods.

Direct Debits:

• Direct debits are the required method for the payment of fees.
• Direct debits are collected by a Payment Card Industry Data Security Standards (PCI DSS) compliant company for a nominated fee based on the chosen payment method which is the responsibility of the account holder.
• The default for direct debit collection will be a weekly frequency taken every Thursday. It is the account holder’s responsibility to request an alternative frequency and day through written means, email accepted.
• It is the account holder’s responsibility to ensure there are sufficient funds in their account to cover the fee being taken on the scheduled date.
• Occasionally there may be electronic or communication issue that prevents the account being debited on the scheduled date. In this instance, the account will be debited at the earliest time available to the system after the scheduled date. It is the account holder’s responsibility to ensure there are enough funds remaining in the account until they have been collected. Charges incurred due to insufficient fund at any time will be at the expense of the account holder.
• Kidz Klub only charges the amount owing on the account. All other fees including dishonour fees for insufficient funds are made by the direct debit company. Kidz Klub cannot see any of the additional charges that you may have incurred through the direct debit company. If you have any issues relating to charges, please contact the direct debit company.
• Account holders will be given 14 days notice of change of PCI DSS company via email and the Kidz Klub website. Account holders will be required to migrate to the new provider within the 14-day notification period or risk falling into debt and debt recovery proceedings commencing.

Debts and Debt Recovery:

• Where an account falls overdue the position may be terminated and collection proceedings entered into.
• It is better for account holders to contact Kidz Klub prior to falling behind on payments to enter into an agreed fee payment plan contract to prevent debts being referred for collection.
• Upon agreeing to a signed payment plan contract, it is the account holder’s responsibility to ensure the terms of the payment plan contract are met in full. Failure to meet the contract requirements will result in debt recovery and termination of enrolment.
• Kidz Klub reserves the right to take action to recover debts owing to the service. This can include the engagement of solicitors and debt recovery agencies to recover any monies owed plus additional charges.
• The account holder will be liable for the full debt amount, plus all fees incurred by the solicitors and debt collection company, plus a $50 administration fee payable to Kidz Klub.
• There is no way for Kidz Klub to withdraw a claim once debt recovery proceedings have commenced.

Late Collection Charge:

• Kidz Klub is open for the following sessions:

Before school	06:30 am	to	09:00 am
After school	03:00 pm	to	06:30 pm
Vacation care	06:30 am	to	06:30 pm

• Kidz Klub is unable to accept children outside of the operating hours stated above. It is wise to ensure you have reliable people authorised to collect your child included in your child’s enrolment form that you can call on to ensure your child is collected on time in the case of an emergency.
• A late fee will be charged to each child that has not been signed out and has left the premises by 06:30 pm.
• The late fee will be charged at a rate of $2 per minute per child which is billed automatically in our system.

Failure to Notify of Absence Charge:

• It is a requirement of enrolment that parents notify Kidz Klub of all absences.
• It is the responsibility of parents/carers to notify Kidz Klub themselves. Schools do not notify Kidz Klub and are not responsible for notifying Kidz Klub of your child’s absence. We are also unable to accept the word of siblings or other children in regard to your child’s absence.
• Absences should be managed by parents/carers via the My Family Lounge app or through the family login at kidzklub.net.au prior to 02:30 pm.
• If you are unable to access the app or website, please call or email Kidz Klub before 02:30 pm to prevent charges applying.
• Kidz Klub has an answering machine that is always on so please make sure you leave a message. Failing to leave a message will result in the charge being applied.
• Emails will be accepted on the basis of the timestamp received.
• The fee for failing to notify will be charged at $10 per instance per family.

Additional Charges:

• During vacation care, all additional charges for excursion extras such as movie treats will be added to the account for payment via direct debit. This is an optional charge and will only be accepted when parents complete the extras order sheet, sign and date for approval.
• No cash will be accepted for these charges.

CONSIDERATIONS:

Education and Care Services National Regulations	National Quality Standard	Other Service policy/documentation	Other
R168, R172, R173	NQS 7.3	Enrolment form Enrolment & Orientation Policy Delivery & Collection of Children Policy Confidentiality Policy Governance & Management Policy Family Handbook	Child Care Management System (CCMS)

Last Updated: 20/05/2020