NQS

QUALITY AREA 2:  CHILDREN’S HEALTH AND SAFETY

National Regulations

Purpose

Under the Education and Care Services National Regulations the approved provider must ensure that policies and procedures are in place for the delivery of children to, and collection from, service premises and take reasonable steps to ensure those policies are followed. (ACECQA 2021). 

An accurate record of child attendance is critical to ensure that the correct child/staff ratios are being met by the service, emergency drills are effectively executed and are a requirement of the Education and Care Services National Regulations 2011.

Practical and safe approaches to the delivery and collection of children at the education and care service will promote a smooth transition between home and the service

Educators and Staff will only release children to an authorised person as named by the parent/guardian on the child’s enrolment form. The electronic sign in (ESI) is not only a legally required document to record children’s attendance as per National Law and Regulations but also used as a record of the children on the premises should an emergency evacuation be required to be implemented.

Arrivals at Baulkham Hills Early Learning Centre:

• All children need to be signed in by an authorised person. (Note: The signing in of a child is verification)

• of the accuracy of the attendance record. Information required on the register includes the child’s

• name, the date and time they arrive and the signature, or e-signature of the person dropping off the child.)

• The parent/authorised nominee must also advise staff who will be collecting the child/children if it is not parent 1 or parent 2 from the child’s online enrolment form.

• Families will be reminded to sign their child/children into the Service, and sent SMS messages from the work mobile phone as reminders if they are repeatedly forgetting to sign their child in/out.

• Should families forget to sign their child/children in, National Regulations require the nominated supervisor or educator to sign the child in.

• Sign-in sheets/attendance records are to be used as a record in the case of an emergency to account for all children present at the Service – if the online sign in system is down.

• Children are to be sighted by an educator before the parent or person responsible for the child leave. This ensures that the educator is aware that the child has arrived and is in the building.

• A child’s medication needs, or any other important or relevant information, should be passed on to one of the child’s educators by the person delivering the child.

• If a child has not arrived at the Service by 10am for their booked attendance and no notification has been received, the child will be marked as absent for the day, and an educator will contact the family to confirm their status and ensure their well-being (best practice)

Departures from Baulkham Hills Early Learning Centre

• Children may only leave the Service premises if the child leaves:

  • in accordance with the written authorisation of the child’s parent/guardian or authorised nominee named in the enrolment record; or

  • taken on an excursion or on transportation provided or arranged by the Service with the written authorisation of the child’s parent or authorised nominee; or

  • given into the care of a person or taken outside the premises because the child requires medical, hospital or ambulance care or treatment; or because of another emergency (evacuation due to bush fire, flood, severe storm)

  • in the case of an emergency, (because the child requires medical, hospital or ambulance care or treatment), where the parent or a previously authorised nominee (as indicated in the child’s enrolment form) is unable to collect the child, the parent or person responsible for the child (as listed on enrolment form as having a parenting role) may telephone the service and arrange an alternative person to pick up the child. This contact must then be confirmed in writing to the Service (email, text or letter).

• Parents/guardians are to advise their child’s educator if someone different is picking up their child, person is to be named on the enrolment form or added in writing to management as an authorised nominee or authorised person for the child. 

• A primary educator must sight photo identification before the child is released. If educators cannot verify the person’s identity, they may be unable to release the child into that person’s care, even if the person is named on the enrolment form

• All children must be signed out by their parent (or a person authorised by the parent) when the child is collected from our Service, including each child’s name, date and time they depart. If the parent or other person forgets to sign the child out, they will be signed out by the nominated supervisor or educator.

• Parents/guardians or authorised persons are required to arrive to collect their child/children by service closure, at 6pm.

• No child will be withheld from an authorised contact or biological parent named on the enrolment form unless a current court order is on file at the Service

• In the case of a particular person (including a biological parent) being denied access to a child, the Service requires a written notice (court order) from a court of law. 

• Educators will attempt to prevent that person from entering the service and taking the child however, the safety of other children and educators must be considered.

• Educators will not be expected to physically prevent any person from leaving the Service.

• In such cases, the parent with custody will be contacted along with the local police and appropriate authorities, and the service lockdown procedure will be followed if the responsible person at the time feels it appropriate.

• Where possible, the educator will provide police with the make, colour, and registration number of the vehicle being driven by the unauthorised person, and the direction of travel when they left the service.

• A court order overrules any requests made by parents to adapt or make changes.

• In the case of a serious incident occurring, as described above, the regulatory authority must be notified within 24 hours through the NQA IT System

• The nominated supervisor/responsible person will ensure that the authorised nominee pick-up list for each child is kept up to date. It is our policy that we do not allow emergency contacts/authorised nominees under the age of 16 to collect children.

• If the person collecting the child appears to be intoxicated or under the influence of drugs, and educators feel that the person is unfit to take responsibility for the child, educators will:

  • discuss their concerns with the person, without the child being present if possible, and

  • suggest they contact another parent or authorised nominee to collect the child

  • follow procedures to protect the safety of children and staff of the education and care service as per Child Protection Law and Child Protection Policy

  • contact the Police and other regulatory authorities (Child Protection Hotline 132 111)

• If an authorisation to collect a child is refused by the Service, it is best practice to document the actions for evidence to authorities (refer to Refusal of Authorisation Register)

• At the end of each day educators will check indoor and outdoor premises including all rooms and storage rooms, beds and cots, and storage sheds to ensure that no child remains on the premises after the Service closes.

• children may leave the premises in the event of an emergency, including medical emergencies as outlined in our Emergency Evacuation Policy

• details of absences during the day will be recorded.

• If there is a child who is not signed out for the day, close Educators will contact room Educators to find out, and record, who collected the child. The child will then by signed out by Educators and a parent/guardian will be required to confirm this on next sign in.

Authorised Nominees

• On enrolment parents/guardians are to provide the names of two people who are authorised nominees for the purpose of collecting their child/ren from the service.

• Authorised Nominees must be over 16 years of age to sign a child out. This is not a regulation but best practice. However, if the underage person has written permission then they are permitted to collect.

• Authorised Nominees will be required to show photo ID to educators prior to collecting and signing out child/ren if they have never been met by educators at the service.

• Staff members are to check the name on the photo ID against the list of approved persons to collect a child. A person is not allowed to collect a child if they do not have ID, or if the ID does not match the authorisation list.

• If an educator is unable to identify the person trying to collect the child from the service, the parents will be contacted immediately for clarification.

• Please note: Unless there is a prohibition for one or both parents to collect the child from the service, both parents have the authority to remove the children from the premises. The family must provide the service with documentary evidence of any such prohibitions.

• In the case of an emergency, where the parent or a previously authorised contact is unable to collect the child, the parent or person responsible for the child (as listed on enrolment form as having a parenting role) may telephone the service and arrange an alternative person to pick up the child. This contact must then be confirmed in writing to the Service.

 Late Collection of Children

• If there are children still present at the Service upon closing, it is best practice to ensure a minimum of two Educators are present.

• Parent to notify the Service if they know that they are going to be late: If possible, make arrangements for someone else to collect child.

• If parent has not arrived by 6pm they will be contacted. If we are unable to contact the parent, and the child has not been collected, we will call alternative contacts as listed on the enrolment form to organise the collection of the child.

• If the parent, or any emergency contact cannot be contacted, the service may need to contact the police or other relevant authorities. If this occurs, the Service will be obligated to contact relevant Child Protection Agencies and notify the Regulatory Authority. 

• Continual lateness may result in the termination of the child’s enrolment.

• A fee $5/minute will be incurred for late collections.

Responsibilities of the Approved Provider/Nominated Supervisor/Responsible Person

• Ensure the service operates in line with the Children (Education and Care Services) National Law (NSW) 2010 and The Education and Care Services National Regulations 2011 with regard to the delivery and collection of children at all times.

• Ensure that a parent of a child being educated and cared for by the service may enter the service premises at any time when the child is being educated and cared for by the service (National Regulation 157(1))—except when:

  • permitting entry would pose a risk to the safety of the children and staff or conflict with the duty of the Approved Provider, supervisor or educator under the law or

  • the Approved Provider is aware the parent is prohibited by a court order from having contact with the child.

• Ensure children only leave the education and care premises in the care of a parent /guardian or authorised person or in accordance with written authorisation as per Reg. 99

• enrolment records are kept for each child enrolled in the Service, including the name, address and contact details of:

  • any emergency contacts

  • any authorised nominee

  • any person authorised to consent to medical treatment or administration of medication

  • any person authorised to permit the educator to take the child off the premises

  • any person who is authorised to approve the Service to transport the child or arrange transportation of the child

  • details of any court order, parenting orders or parenting plan

  • authorisations for the service to take the child on regular outings

  • authorisations for the service to take the child on regular transportation

  • any medical management plan, anaphylaxis medical management plan (ASCIA) or risk minimisation plan

• Ensure that if any serious incident does occur, an Incident, injury, trauma or illness record must be completed (see Incident, Injury, Trauma and Illness Policy and Procedure)

• Ensure that in the case of a serious incident occurring, the regulatory authority must be notified within 24 hours through the NQA IT System

• Ensure all new educators and staff are provided with an induction to the Service including an understanding of this policy

• Ensure all educators and staff are provided with procedures and training on how they will verify the identity of an authorised nominee or a person authorised by the parent or authorised nominee to collect the child (including procedures of what to do when an unauthorised person attempts to collect a child).

• Provide supervision, guidance and advice to ensure adherence to the policy at all times.

• Ensure children are adequately supervised and are protected from harms and hazards.

• Ensure relevant educator to child ratios is adhered to at all times.

• Ensure children do not leave the education and care service premises except in accordance with the Education and Care Services National Regulations.

• Ensure that a parent of a child being educated and cared for by the service may enter the service premises at any time when the child is being educated and cared for by the service (National Regulation 157(2))—except when:

  • permitting entry would pose a risk to the safety of the children and staff or conflict with the duty of the Nominated Supervisor, provider or educator under the law or

  • the Nominated Supervisor is aware the parent is prohibited by a court order from having contact with the child.

• Ensure an unauthorised person (Authorised person described in National Law 170(5) and Inappropriate person described in National Law 171(3)) is not at the service while children are present unless the person is under direct supervision.

• Ensure there are procedures in place to ensure that all children have been signed out for the day by the parent/guardian of the child or a responsible person.

Responsibilities of the Educators

• Ensure accuracy of attendance record at all times.

• Be available for individual greeting and settling of children.

• Provide a supportive and welcoming environment for children and families to assist with separation and settling.

• Follow all service procedures regarding the delivery and collection of children.

• If you are unsure whether a child should be allowed to leave with the person who has come to collect, do not allow the child to go until you have confirmed permission. Seek advice from the responsible person if unsure.

Responsibilities of the Families

• Log into digital sign in system using personal phone number and pin to sign your child in or out of the service, upon arrival and at the time of departure.

• Communicate any changes of routine with educators.

• Leave your child in the direct care of a staff member.

• Ensure educators are aware your child has been collected from the service at all times.

• Provide the service with any court orders relating to your child.

• Provide the service with emergency contacts for your child.

Responsibilities of the Visitors

• To ensure we can meet Work Health and Safety requirements and ensure the safety of our children, individuals visiting our Service must sign in when they arrive at the service and sign out when they leave. It is also a requirement of the National Regulations that Visitors are not left alone with children at any time.

Related Statutory Obligations & Considerations

• Australian Children’s Education and Care Quality Authority (ACECQA)

• Children (Education and Care Services) National Law (NSW) No 104a

• Children and Young Persons (Care and Protection) Act 1998

• Department of Education

• Education and Care Services National Regulations 2011

• National Quality Framework (NQF)

Related Telephone Numbers

• Early Childhood Directorate – 1800-619-113

• ACECQA - 1300 422 327

• Police - 000

• Office of the Children’s Guardian – (02) 8219 3600

Amendment History

This policy will be updated to ensure compliance with all relevant legal requirements every year. Appropriate consultation of all stakeholders (including staff and families) will be conducted on a timely basis. In accordance with Regulation 172 of the Education and Care Services National Regulation, families of children enrolled will be notified at least 14 days and their input considered prior to any amendment of policies and procedures that have any impact on their children or family.

Date:

April 2025

Version:

6

Last amended by:

Laura Clarke  

Next Review:

April 2026

Position:

Nominated Supervisor