The Akidamy Knowledge Platform

    Enrolment Policy

    POLICY CONTENT

    Enrolment and orientation are an exciting and emotional time for children and families. It is important to manage this time with sensitivity and support, building partnerships between families and the School. Such partnerships enable the School and families to work toward the common goal of promoting consistent quality outcomes for individual children and the School.  
     

    NATIONAL QUALITY STANDARD (NQS) 

    QUALITY AREA 6: Collaborative Partnerships
    6.1Supportive relationships with families   Respectful relationships with families are developed and maintained and families are supported in their parenting role.   
    6.1.1Engagement with the school   Families are supported from enrolment to be involved in their school and contribute to school decisions. 
    6.1.2Parent views are respected   The expertise, culture, values and beliefs of families are respected, and families share in decision-making about their child’s learning and wellbeing. 
    6.1.3Families are supported   Current information is available to families about the school and relevant community services and resources to support parenting and family wellbeing. 
    6.2Collaborative partnerships Collaborative partnerships enhance children’s inclusion, learning and wellbeing. 
    6.2.3Community and engagement   The school builds relationships and engages with its community. 
     

    RELATED LEGISLATION  

    Child Care Subsidy Secratary's Rules 2017Family Law Act 1975
    A New Tax System (Family Assistance) Act 1999 Family Assistance Law – Incorporating all related legislation for Child Care Provider Handbook in Appendix G 
    dese.gov.au/resources-child-care-provider...
     

    PURPOSE 

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

    SCOPE 

    This policy applies to children, families, staff, management, and visitors of the School. 

    ENROLMENT

    According to the Child Care Provider Handbook (June 2019) ‘enrolling children is a requirement under Family Assistance Law for all children who attend childcare (or have an arrangement for care) regardless of their parent’s or guardian’s eligibility for Child Care Subsidy… An enrolment links the child, the individual claiming the subsidy and the childcare service.’ An enrolment notice is required for each child attending the school. This reflects the type of arrangement that is in place between the provider and the family/individual or organisation.  

    IMPLEMENTATION 

    The Education and Care Services National Regulations requires approved providers to ensure their schools have policies and procedures in place for enrolment and orientation (regulation 168) and take reasonable steps to ensure those policies and procedures are followed (regulation 170).  
    Our School accepts enrolments of children aged between 6weeks- 5 years of age.  
    Enrolments will be accepted providing:  
    •  the maximum daily attendance does not exceed the licensed capacity of the School 
    •  a vacancy is available for the booking required 
    •  the adult to child ratio is maintained in each room 
     

    PRIORITY OF ACCESS 

    Our School aims to assist families who are most in need and may prioritise filling vacancies with children who are: 
    • at risk of serious abuse or neglect 
    • a child of a sole parent who satisfies, or parents who both satisfy, the activity test through paid employment.
    Providers are asked to (but are not legally obliged to prioritise children). CCS Handbook p.51  
     

    ENROLMENT 

    To secure a child’s position families are required to pay an enrolment fee and pay two-weeks in advance of fees which is calculated at full fee to secure the position. When 2 weeks’ notice of withdrawal is given, the account will balance. 
     
    Children with disabilities will be enrolled, if in the opinion of management, the School can meet the child's needs. Additional resources and funding may be required through disability and inclusion programs. 
     
    When a family has indicated their interest in enrolling their child in our School, we will organise an enrolment meeting to share information and build relationships.  
    • Families will be provided with a range of information about the School which may include:    
      • the school philosophy, inclusion, programming methods, menu, incursions, excursions, fees, Child Care Subsidy, policies, procedures, SunSmart requirements, regulations and the licensing and assessment process for WA, Early Years Learning Framework, the National Quality Framework, signing in and out procedure, room routines, educator qualifications, introduction of educator in the room the child will be starting in, and educator and parent communication strategies. 
    • Families will be invited to ask questions and seek any further information they may require 
    • Families will be provided with possible vacancies and start date  
    • Families will be invited to bring their child into the School at a time that is mutually convenient to familiarise themselves with the environment and educators as part of the Orientation process 
    • Any matters that are of a sensitive nature, such as discussing a child’s medical needs, Court Orders, parenting plans or parenting orders, will be discussed privately with management. Families will be required to bring any documents required in relation to court orders, medical needs or plans.  
    • Families will complete the enrolment form informing management of their child’s interests, strengths and individual needs 
    • If a family or child uses English as a second language or speak another language at home, we request that families provide us with some key words in the language/s the child speaks so that educators can learn these words. Educators may use visuals to assist the child’s understanding and be able to communicate with others. 
    • Families who wish to receive CCS as reduced fees must apply for CCS through the myGov website/app, this includes completing the Child Care Subsidy activity test. 
    • Information about gap fees and absences will be discussed 
    • It is a legal requirement that prior to the child starting at the School we have all required documents including  
      • the completed enrolment form 
      • medical management plans (if relevant) completed by the child’s general practitioner  
      • birth certificate or passport 
      • a current Immunisation History Statement from the Australian Immunisation Register (AIR) showing the child is up to date with immunisations for their age and 
      • details of any court orders, parenting orders or parenting plans  
    • It is a requirement of the Family Assistance Office that immunisation information held by the School is kept current. Parents are reminded mid-way through the year to provide any immunisation updates to the School in order to continue receiving childcare subsidy.  
    • Children must meet the immunisation requirements to be eligible for Family Tax Benefit (FTB) Part A and Child Care Subsidy (CCS). Some exemptions apply; however families are advised that vaccination conscientious objection is not a valid exemption.  
    • Parents must notify the School if their child is not up to date with their immunisations for their age via the enrolment form and attach the required documentation on their AIR immunisation History Statement.  
    • National and state legislation in relation to immunisation for childcare 
    • (WA services) Effective 22 July 2019, only children who have an AIR immunisation history statement no more than two months old, or a valid immunisation certificate issued or declared by the Chief Health Officer can be enrolled in a child care service, community kindergarten or school. 
    • Unborn children may be placed on the waiting list to avoid the unfair allocation of places that may occur if children can only be placed on the list after birth. If an unborn child is placed on the waiting list, the family must advise the School of the expected birth date. It is the responsibility of the parent to inform Management of the name and date of birth of the child within three months after the expected birth date. If this information is not provided, then the child and family details will be removed from the list. 
    • It is the family’s responsibility to keep the School informed of any changes to the information recorded on the application form.

    KEY INFORMATION - FROM FAMILIES

    Families will be asked to provide the following information: 
    •  Full name/s of parent/s (or the person legally responsible for the care of the child) residential address, place of employment and contact telephone number  
    • Each parent’s occupation, work hours and educational qualifications  
    • The full name, residential address and contact telephone number of a person or persons, authorised by the parent who may be contacted in case of an emergency concerning the child if a parent is unable to be contacted (authorised nominee) 
    • The full name, address and contact telephone number of any person authorised by the parent to collect the child from the School (authorised nominee) 
    • Full name of the child 
    • Child’s date of birth 
    • Child’s birth certificate or passport 
    • Child’s residency status 
    • Child’s address 
    • Gender of the child  
    • Cultural background of the child 
    • Provision of care – if care will be a routine and/or casual etc.  
    • Session start and end times 
    • Complying Written Agreement including fee information 
    • Immunisation History Statement 
    • Any court orders or parenting agreements regarding the child 
    • The primary language spoken by the child; if the child has not learnt to speak, the child’s family’s language 
    • Any special requirements of the family, including for example cultural or religious requirements 
    • The individual needs of a child with a disability or with other additional needs 
    • A statement indicating parental permission for any medications to be administered to the child whilst at the School. [Only a parent on the enrolment form can authorise the administration of medication.] 
    • Authorisation and signature by parent/authorised person for the approved provider, nominated supervisor or educator to seek: 
      • medical treatment for the child from a registered practitioner, hospital or ambulance service 
      • transportation of the child by an ambulance service
    • Child's Medicare number (if available) 
    • Specific healthcare needs of the child, including allergies and intolerances 
    • Any medical management plan for a specific severe healthcare need, medical condition, or allergy, such as an Anaphylaxis Emergency Management Plan or Risk Minimisation Plan.  
    • Details of any dietary restrictions for the child 
    • The name, address and telephone number of the child’s doctor 
    • Authorisation for regular occurring transportation and regular outings/excursions 
    • CRN for child and claimant 
    • Child Care Subsidy Assessment confirmation
     

    ORIENTATION OF THE SCHOOL

    •   During the orientation of the School, families will:  
    • be provided with the enrolment form to be completed or shown how to complete this through an online platform 
    • have Child Care Subsidy explained to families and assistance may be offered to assist with the application process 
    • be provided with an outline of the School policies which will include key policies 
    • shown the signing in/out process for attendance 
    • advised of appropriate clothing for children to wear to the School, including shoes, hats and sunscreen 
    • informed about policies regarding children bringing in toys from home 
    • introduced to their child's educators 
    • taken on a tour around the School 
    • invited to visit the school at different times during the day 
    • provided with suggestions for developing and maintaining a routine for saying goodbye to their child 
    • asked to share information on any medical management plan or specific healthcare needs of their child (if applicable) 
    •  informed of the daily report and how parents can view this or informed about the online platform/App the School may use 
    • introduced to the room routine and School program, including portfolios and the observation cycle 
    • informed about School communication strategies including meetings, interviews, newsletters, emails, etc.  
    • given the opportunity to set goals for their child 
    • confirm preferred method of communication.

    ENROLMENT PACK

    • Once the enrolment fee and bond has been paid, families will be provided with an enrolment pack at orientation which consists of: 
    • Welcome Letter
    • FAQ Sheet
    • Casual Day Information
    • How to Read Your Statement Information
    • Studio Brochure
    • First Day Survival Kit
    • T-Shirt

    Management and Nominated Supervisor will ensure:
    • the enrolment form is completed accurately and, in its entirety  
    • authorisations are signed by both parents/guardians 
    • a child with medical needs does not begin at the school unless a medical management plan is received and medication is brought to the school each day 
    • the child’s Medical Management Plan is recorded, and this information is shared/distributed to educators 
    • Action Plans are completed in full (if relevant) 
    • Administration of Medication forms are completed (if relevant) 
    • Risk Minimisation Plans and Communication Plans are requested/completed with parents for children with medical needs before the child begins education and care at the School 
    • the appropriate Room leader is informed of the new child including any medical conditions, interests, developmental needs, and strengths. 
    • immunisation history statement and birth certificate have been sighted and photocopied 
    • the child is added to the Observation cycle 
    • the enrolment is lodged through [enter childcare software provider] or PEP with Department of Education, Skills and Employment (DESE) 
    • a file for the Child’s information is created 
    • families are provided with an orientation survey to complete within the first 6 weeks of starting to gain feedback about the orientation and enrolment process.  
    Families  will ensure: 
    • complete all documentation required by the School for enrolment 
    • provide required authorisations as indicated on enrolment form 
    • notify the school of any specific health care needs of the child, including medical conditions and allergies and provide a medical management plan for child if applicable 
    • ensure all information about the child and family is kept up to date.
     

    CHILD CARE SUBSIDY

    Child Care Subsidy (CCS) offers assistance to families to help with the cost of childcare for children aged 0-13 years. There are three factors that determine a family's level of CCS. These are: 
    • Combined annual family income 
    • Activity test – the activity level of both parents 
    • Service type – type of child care service and whether the child attends school 
    • Documentation may be required such as Australian driver licence, Australian passport, Foreign passport, Australian birth certificate, Australian Marriage certificate, Australian citizenship certificate 
    • Families are provided with a Customer Reference Number (CRN) 
    • Child Care Subsidy is paid directly to providers to be passed on to families as a fee reduction 
    • Families will contribute to their childcare fees and pay the School the difference between the fee charged and the subsidy amount- generally called the ‘gap fee’ 
    • Families may also be eligible for Additional Child Care Subsidy depending upon their circumstance.
      

    COMPLYING WRITTEN ARRANGEMENT  

    • The Provider and Parent must enter into an agreement regarding the planned arrangements for care of a child, this is called a Complying Written Arrangement (CWA) and is an agreement to provide care in return for fees. 
    • The CWA must be recorded, and the parent must confirm the terms of the agreement either electronic or hard copy and this must be kept by the provider. 
    • The CWA must include the following information:  
      • the names and contact details of the provider and the individual(s) 
      • the date the arrangement starts 
      • the name and date of birth of the child (or children) 
      • if care will be provided on a routine basis and if so, details about the days on which sessions of care will usually occur 
      • the usual start and end times for these sessions of care 
      • whether care will be on a casual or flexible basis (in addition to, or instead of, a routine basis) 
      • details of fees charged under the arrangement (providers can reference a fee schedule or information available on their website), which the parties understand may vary from time to time.
    • Where there are certain changes (fees or booked days) to the individual Complying Written Arrangements (CWA) for care between the provider and an individual, the provider must update the arrangement in writing, and the families are required to confirm the changes by signing the updated CWA.   
    • An enrolment notice must be submitted within 7 days following the signed CWA and enrolment acceptance.  
    • Once the provider submits an enrolment notice the family will be asked to confirm the enrolment through their myGov account.  
     

    ADDITIONAL CHILDCARE SUBSIDY PROCEDURE

    Our School will ensure all ACCS applications are managed in line with the Guide to Additional Child Care Subsidy (child wellbeing) and CCS Handbook 
    • Parents can apply for ACCS (grandparent), ACCS (temporary financial hardship) or ACCS (transition to work) through Centrelink directly 
    • The provider can apply for ACCS (child wellbeing) through the CCS software or PEP for children identified at risk of serious abuse or neglect 
    • Once a child has been identified as ‘at risk’ the School will check the ACCS eligibility requirements from the Guide to the ACCS (Child Wellbeing) 
    • If the School deems the child is eligible for ACCS the school will submit an initial ACCS Certificate for a 6-week period 
    • The School needs to provide a referral to an appropriate support agency in conjunction with the submission of an ACCS certificate 
    • If further ACCS (Child Wellbeing) is required following the initial 6-week certificate the school may apply for a Determination for a period of up to 13 weeks 
    • Following an application for an ACCS 6-week certificate the provider will abide by the requirement to make an ACCS (child wellbeing) referral to an appropriate support agency 
    • Following an application for an ACCS 12-week determination the provider will abide by the requirement that the application must be accompanied by evidence, dated less then 6 months old, or a statutory declaration that supports the provider’s view that the child continues to be ‘at risk’ 
    • If the child continues to be ‘at risk; after the initial 13-week determination, then the provider needs to lodge a subsequent determination application.

    ENROLMENT RECORD KEEPING

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

    ON THE CHILD’S FIRST DAY

    Consideration will be made to each family regarding the initial settling in period and strategies may be offered to assist both parents and the child. Parents will be reassured that they are able to stay with their child for as long as they choose in the early days; speak to their child’s educator at any time; contact the school during the day to ‘check’ in on their child and request help with separation if this is a problem for their child. 
     
    On the first day, the child and their family will be welcomed and shown where or how to sign their child in/out of the school. 
    • They will be greeted by an educator and walked to their room  
    • The educator will discuss what is happening in the room, and show where the child’s locker is located 
    • Information about collecting their child at the end of the day will be discussed  
    • Educators will ensure information about the child’s first day is shared with parents 
    • Management will ensure the orientation checklist has been completed and all required documents and information has been received from families.  

    SOURCE

    Australian Children’s Education & Care Quality Authority. (2014).  
    ACECQA. (2021). Policy and procedure guidelines. Enrolment and Orientation. 
    Australian Government Department of Education, Skills and Employment. (2019) Child Care Provider handbook 
    dese.gov.au/resources-child-care-provider...  
    Australian Government Department of Education, Skills and Employment. (2019) Guide to Additional Child Care Subsidy (child wellbeing) dese.gov.au/additional-child-care-subsidy...  
    Australian Government Services Australia servicesaustralia.gov.au/individuals/services/medicare... 
    Australian Government Guide to Social Policy Law. Family Assistance Guide Immunisation- approved exemptions (FTB). guides.dss.gov.au/family-assistance-guide/2/1/3... 
    Department of Human Services (Centrelink): humanservices.gov.au/individuals/services/centreli... 
    Education and Care Services National Law Act 2010. (Amended 2018). 
    Education and Care Services National Regulations. (2011) 
    Government of Western Australia. Department of Health. (2021). Western Australian Immunisation Requirements. Guidelines for persons in charge of child care services, community kindergartens and schools.  
    Guide to the Education and Care Services National Law and the Education and Care Services National Regulations. (2020). 
    National Centre for Immunisation Research and Surveillance. (2021). No Jab No Play, No Jab No Pay ncirs.org.au/public/no-jab-no-play-no-jab-... 
    Revised National Quality Standard. (2018).