NQS

QUALITY AREA 2:  CHILDREN’S HEALTH AND SAFETY

Education and Care Services National Law and National Regulations

The health and safety of all staff, children, families and visitors to our Service is of the utmost importance. We aim to reduce the likelihood of incidents, illness, accidents and trauma through implementing comprehensive risk management, effective hygiene practices and the ongoing professional development of all staff to respond quickly and effectively to any incident or accident.

Our Service aims to minimise illnesses by adhering to all recommended guidelines from relevant government authorities regarding the prevention of infectious diseases and adhere to exclusion periods recommended by the Australian Government National Health and Medical Research Council (NHMRC) and the Public Health Unit.

Scope 

This policy applies to children, families, educators, staff, the approved provider, nominated supervisor, management, students, volunteers and visitors of the Service.

Purpose

Baulkham Hills Early Learning Centre’s purpose is to ensure that immediate action is taken in the case of any incident, injury, trauma, or illness, of a child and accident or emergency treatment is initiated as well as accurate records completed and kept. This policy will guide educators and staff to manage illness and prevent injury and the spread of infectious diseases and provide guidance of the required action to be taken in the event of an incident, injury, trauma or illness occurring when a child is educated and cared for. All decisions relating to incident, injury, trauma or illness management are guided by the paramount consideration of children’s safety, health, rights and best interests.

Strategies

• Ensure enrolment procedure has Panadol authorisation included and correctly completed.

• Staff are aware of signs of illness and are aware of responsibilities and procedures. 

• It is at the discretion of an Educator to exercise their duty of care and contact a parent to collect their child. if they believe the child is unfit or unwell to participate in the day’s activities. 

• Parents have access to the Incident, Injury, Trauma & Illness Policy on enrolment and is readily accessible via QR code in centre foyer which is always accessible.  

• Refer to administration of first aid policy.

• To ensure the symptoms are not infectious and to minimise the spread of an infection, medical advice is required to ensure a safe and healthy environment.

• Symptoms indicating illness may include: 

• Behaviour that is unusual for the individual child

• High temperature or fevers 

• Loose bowels

• Faeces that are grey, pale or contains blood 

• Vomiting

• Discharge from the nose, eye or ear (other than clear runny nose)

• Skin that displays rashes, blisters, spots, crusty or weeping sores

• Stiff muscles or joint pain

• Continuous scratching of scalp or skin 

• Sore throat

• Persistent, prolonged or severe coughing 

• Difficulty breathing 

• Poor feeding/ loss of appetite

• Poor urine output/ dark urine

• Pain

This is not an exhaustive list of indicators of illnesses.

Administration of First Aid

When an accident, injury or illness occurs, requiring staff to administer first aid, a staff member with current first aid qualifications must be the one to administer the treatment. Staff are provided with first aid/ CPR courses to maintain updated qualifications.

Staff will:

• Assess the situation for any further danger to themselves or others;

• Ensure no further danger is present and clear children away from the accident site and continue with the normal routine.

• Respond to the injury, illness or trauma needs of the child or adult into the capability of their training in first aid, asthma or anaphylaxis. Referral to the child’s medical management plan and risk minimisation plan should be made. 

• Staff will wear gloves whilst attending to a child who is bleeding.

• Staff are to practice hygiene procedures such as disposal of gloves, used gauze/wipes/tissues, etc after treatment.

• No medications will be used on the child unless they are prescribed for that child.

• Notify the Nominated Supervisor/ Responsible Person and parents of the incident, illness, injury or trauma the same day that it occurs.

• As part of first aid response educator may if required:

  • Call an ambulance (or ask another staff member to call and co-ordinate the ambulance).

  • Notify a parent or authorised nominee that the child requires medical attention from a medical practitioner. 

  • Contact a parent or authorised nominee to collect the child from the service if required within an appropriate timeframe. 

• If first aid is administered, an Incident, Injury and Trauma or Illness report is to be filled out by the staff member present at the time of the accident and the staff member who treated the child/adult.  Information should be recorded as soon as possible in the Accident/Injury Register, and within 24 hours after the incident, injury, trauma or illness.  This will state:

• Date and time of accident.

• Where the accident occurred.

• Nature of incident/injury trauma (be specific).

• Parent/person contacted and the time they were contacted (if necessary).

• Adult witnesses.

• Name of child/adult.

• Circumstances of the accident (be specific).

• Treatment given.

• Person who administered the first aid.

• Ways in which the accident could be prevented from occurring in the future.

• Signed by staff member.

• The parent is to sight and sign the form and receive a copy via kinderloop within 24 hours of the incident injury or trauma.  If contact is not possible on the day of the accident, the nominated supervisor or Responsible Person must contact parents by phone or in person as soon as possible the next day.

• All incident reports are completed via centre Kinderloop and sent to children’s parents/ guardians. Parents are able to view these reports once completed and all reports are saved within app. Approved provider/ nominated supervisor monitor accident types and reflect upon this with staff as necessary to make changes to support prevention. 

• The National Regulations require that an incident, injury, trauma and illness record be kept, and that the record be accurate and remain confidentially stored until the child is 25 years old.

• Continue to monitor the child’s condition.  If the child’s condition deteriorates, then the Nominated Supervisor or Responsible Person is to assess the situation and if necessary, call an ambulance, the parents or other emergency contacts nominated in the enrolment form.  If either of these staff members are unavailable, then another member of staff is to do this, and the Nominated supervisor or Responsible Person is to be notified as soon as possible.

• If the parents are not available and a child needs to go to hospital by ambulance, a staff member is to go with them.  In this case the Nominated Supervisor (RFF) is to take the staff member’s place, or a casual staff member called to come urgently to maintain staff/child ratios as per the Education and Care Services National Regulation.

• Remaining staff are to continue to try to contact the parents/emergency contacts.

• the name and signature of the person who provided or attempted to provide the notice

• A copy of the child’s enrolment form is to be taken to the hospital by the staff member accompanying the child.

• If a child requires hospitalisation, the Nominated Supervisor or Responsible Person is to contact the regulatory authority, the NSW Early Childhood Education and Care Directorate via NQA ITS Portal within 24 hours.

• A small first aid kit is to be kept in an evacuation pack, which is used in the evacuation of the service, e.g. fire, bomb threat, etc.

• In case of a death of a child in care, the Nominated Supervisor or Responsible Person must immediately give notice of the fact to:

• The parent of the child.

• The Police.

• The regulatory authority, the NSW Early Childhood Education and Care Directorate within 24 hours.

• The Approved Provider of the service.

Illness/ High Temperature

Early childhood educators and management are not doctors and are unable to diagnose an illness or infectious disease, however, as our educators are familiar with the children in their care, they will watch for symptoms of sickness. If a child becomes ill whilst at the Service, educators will respond to their individual symptoms of illness and provide comfort and care. Illness management practices will be implemented in a manner that upholds child safe principles, including adequate supervision, respectful interactions, protection of children’s dignity and privacy, and emotional wellbeing, particularly when children are isolated or unwell.

If an educator notices that a child has a high temperature of 38°C or higher:

• They are required to take the temperature of the child and notify responsible person.

• Take off any excess clothing and socks.

• Give a cool cloth to wipe down the child’s face and body.

• Make sure the child has access to water to keep them hydrated. 

• If the child’s temperature continues to rise, and cannot be lowered by other methods, a First aid qualified educator can administer Panadol after being given consent by parent. There must be two staff members present at the time of administration. 

• Administer Panadol/ Paracetamol according to the age of the child. Dosage amount can be found on the Panadol/ Paracetamol label. 

• Ensure that the Panadol/ Paracetamol is the correct age group for child.

• Record temperatures on their medication record at time of fever, after 15 minutes and after 45 minutes if the child is still in attendance at the service. 

• The parents should be called to come and collect the child within the hour of being notified.

• Verbal authorisation without written authorisation is acceptable only when two staff members receive the verbal authorisation. In ALL instances the parent/guardian or authorised nominee must be on their way to collect the child. If the parent/guardian or any other authorised nominee in the child’s file does not answer the call to administer Panadol/Paracetamol and the child has permission on their enrolment form the, the Nominated Supervisor or Responsible Person is able to administer Panadol/Paracetamol and sign off for it if the child is in distress from feeling unwell.

• Infants under the age of 6 months should not be given Panadol/Paracetamol except under the guidance of a medical practitioner.

• The child is not allowed to return to the service until 24 hours after their last fever and bring in a medical clearance to say they are fit to return to the service. 

• Once the parent or authorised person has arrived to collect child; they should leave the service with the child promptly. 

• Educators will monitor the child carefully to ensure their condition does not get worse and call an ambulance immediately if required

Serious Incident/ Injury

If the incident/ injury has required the administrations of a medical practitioner or the child has attended hospital, it will be considered a serious incident.

If the attention of a medical practitioner was sought or the child attended hospital due to the injury, trauma or illness the incident is considered a serious incident and must be notification must be made within 24 hours of the incident occurring. 

To decide if an injury, trauma or illness is a ‘serious incident’ when the child did not attend a medical practitioner or hospital, the following should be considered: 

• Was more than basic first aid needed to manage the injury, trauma or illness? 

• Should medical attention have been sought for the child? 

• Should the child have attended a hospital or an equivalent facility? 

Serious incidents also include: 

• The death of a child.

• An incident at the service where the emergency services attended or should have attended. 

• A child is missing.

• A child has been taken from the service without the authorisations required under National Regulation

• A child is mistakenly locked in or out of the service. 

• Appears to have been involved in a sexual offence or sexual misconduct, within the meaning of the Children’s Guardian Act 2019, Part 4. 

If the service only becomes aware that the incident was serious afterwards, notification to the regulatory authority within 24 hours of becoming aware that the incident was serious will be made. Notification using form SI01 Notification of Serious Incident will be made. This can be accessed and uploaded via the NQA IT portal.

The Approved Provider will also notify the regulatory authority in writing: 

• Within 24 hours of any complaints alleging that the safety, health or wellbeing of a child is being compromised at the service.

• Any head injuries 

• Fractures 

• Burns 

• Removal of appendages.

• Meningococcal infection. 

• Anaphylactic reaction requiring hospitalisation.

• Witnessing violent or a frightening event.

• Epileptic seizures.

• Bronchiolitis.

• Whooping cough. 

• Measles.

• Diarrhoea requiring hospitalisation. 

• Asthma requiring hospitalisation.

• Sexual assault.

• Within 7 days of any circumstances arising at the Service that pose a risk to the health, safety and wellbeing of a child.

NSW Health Notifiable Diseases and Illnesses

• Diphtheria

• Mumps

• Poliomyelitis

• Haemophilus influenzae Type b (Hib)

• Meningococcal disease

• Rubella ("German measles")

• Measles 

• Pertussis ("whooping cough")

• Tetanus

• Gastro

Responsibilities of the Approved Provider

The Approved Provider of an education and care service must:

• Ensure that the parent of the child is notified as soon as practicable, but no longer that 24 hours after the occurrence, if the child is involved in any incident injury, trauma or illness while the child is being educated and cared for by the education and care services.

• Ensure that an incident, injury, trauma and illness record is kept in accordance with this regulation.

• Ensure that the children’s enrolment forms provide authorisation for the service to seek emergency medical treatment by a medical practitioner, hospital or ambulance service.

• Ensure that an incident report is completed and a copy forwarded to the regulatory authority as soon as is practicable, but not later than 24 hours after the occurrence.

• Ensure that there is a minimum of one educator with a current approved first aid qualification on the premises at all times.

• Ensure there is permission on all enrolment forms that parents/guardians must tick whether they allow Panadol to be administered by the educators at the service should their child require it.

• Ensure that SI01 forms are submitted for any and all serious incidents.

Responsibilities of the Nominated Supervisor

The Nominated Supervisor of an education and care service must:

• Notify parents/guardian immediately after an incident, injury, trauma or medical emergency as soon as is practicable.

• Request the parents/guardians to make arrangements for the child or children involved in the incident or medical emergency to be collected from the service, or informing parent/guardians if an ambulance has been called.

• Notify other person/s as authorised in the child’s enrolment form when the parents/guardians are not contactable.

• Ensure ACECQA is notified of any serious incident, injury, trauma or illness, through the ACECQA NQA ITS PORTAL, that have required medical treatment with 24 hours with attached relevant information and documentation.

• Review the cause of incident, injury, trauma and illness and take appropriate actions to remove cause, if required.

• Discuss and critically reflect after any incident; that is reported to ACECQA, at the following staff meeting and make all necessary changed if required.

• Ensure that responsible persons of the service are administering medication if necessary.

• The Nominated Supervisor will ensure a copy of this policy is available to the families and provided to parents when they enrol their child.

• Ensure first aid qualified educators are present at all times on the roster and in the Service, including opening and closing the service. 

• Ensure first aid kits are suitably equipped and checked on a monthly basis. Our service utilises an external company Clean and Fresh who performs this service. 

• Ensure first aid kits are easily accessible when children are present at the Service and during excursions. 

• Ensure first aid, anaphylaxis management training, and asthma management training is current and updated as required.

• Ensure adults or children who are ill are excluded for the appropriate period.

• Parents are notified of any infectious diseases circulating the Service within 24 hours of detection.

Responsibilities of the Educators

The Educators of an education and care service must:

• Record details of any incident, injury or illness in the Incident, Injury, Trauma and Illness Record as soon as practical, but no later than 24 hours.

• Seek further medical attention, if required.

• Ensure familiarise be aware of any symptoms of any illness/trauma.

• Be aware of any children with allergies status and familiarise with attending days to use this knowledge when attending to any incident, injury or illness.

• Respond to children demonstrating any symptoms of illness and record appropriately on illness form. Educators will contact authorise person to inform them of the illness signs, or request the collection of the child.

• Ensure that two people are present any time medication is being given to children in care and that the Nominated Supervisor or responsible person is notified before administering.

Responsibilities of the Family/Guardian

The Family/Guardians of an education and care service must:

• Be informed of policies and procedures during the enrolment process regarding first aid and illness whilst at the service, exclusion practices including immunisation status, and illnesses at the service.

• Inform the service of their child’s health records such as allergies, medical conditions, health plans etc.

• Receive access of where policies are located and notification their existence, this is done during enrolment process.

• Be notified of any incidents, injury, trauma, or illnesses as soon as practicable, but not later than 24 hours after the incident had occurred, and be provided with a copy of the report.

• Be provided access to information on children’s development, the services program and relevant health and wellbeing resources from the service. 

• provide authorisation in the child’s enrolment record for the approved provider, nominated supervisor or educator to seek medical treatment from a medical practitioner, hospital or ambulance 

• service and if required, transportation by ambulance. 

• provide up to date medical and contact information in case of an emergency

• provide a copy of their child’s medical management plans and update these annually or whenever medication/medical needs change

• inform the Service if their child has an infectious disease or illness

• adhere to recommended periods of exclusion if their child has a virus or infectious illness

• seek medical advice for their child’s illness/fever as required 

• complete documentation as requested by the educator and/or approved provider- Incident, Injury, Trauma and Illness record and acknowledge that they were made aware of the incident, injury, trauma or illness

• provide evidence as required from doctors or specialists that the child is fit to return to care if required- including post-surgery

THE APPROVED PROVIDER/ MANAGEMENT/NOMINATED SUPERVISOR/RESPONSIBLE PERSON AND EDUCATORS WILL ENSURE:

• that obligations under the Education and Care Services National Law and Education and Care Services National Regulations are met and child’s safety and wellbeing are prioritised at all times

• educators, staff, students, visitors and volunteers have knowledge of and adhere to this policy and associated procedure and are advised on how and where the policy can be accessed

• every reasonable precaution is taken to protect children from harm and hazards likely to cause injury

• all educators, staff and students are aware of their mandatory reporting obligations and responsibilities

• staff, educators, volunteers, and students adhere to applicable legislative and regulatory requirements and not use, or have access to, any personal electronic devices, including mobile phones or smart watches used to take images or videos when educating and caring for children at the Service

• toys and equipment are cleaned and disinfected on a regular basis which is recorded in the toy cleaning register or cleaned immediately if a child who is unwell has mouthed or used these toys or resources

• additional cleaning will be implemented during any outbreak of an infectious illness or virus

• information regarding the health and wellbeing of a child or staff member is not shared with others unless consent has been provided, in writing, or provided the disclosure is required or authorised by law under relevant state/territory legislation

Record Keeping

The records must be kept:

• If the record relates to an incident, illness, injury or trauma suffered by a child while being educated and cared for by the education and care service; until the child is ages 25 years.

• If the record relates to an incident, illness, injury or trauma suffered by a child that may have occurred following an incident while being educated and cared for by the education and care service; until the child is aged 25 years.

  
  

Procedures

Below is a list of different procedures required in regulations of how to handle trauma, illness and injury in our service.

If an educator witnesses a Trauma:

• Notify the Nominated Supervisor/Responsible Person of the trauma.

• Emergency services are to be notified. 

• Nominated Supervisor is to contact the parent and notify them of the trauma.

• Child is to be given first aid appropriate to their situation.

• Remain calm and keep the child calm and relaxed until emergency services/family arrives.

• Fill out appropriate paperwork such as incident form, action taken, and first aid given.

• Notify regulatory authority within 24 hours of emergency.

If an educator notices that a child has a non-serious injury:

• Checks child over for injury/comforts child

• Notifies Nominated Supervisor/Responsible Person

• Performs first aid appropriate to the situation

• Notifies family of the child

• Fills out appropriate documentation

Procedure

The recorded information in the Incident, Injury, Trauma and Illness Record includes as follows:

• the name, gender and age of child

• the circumstances leading to the incident, injury or trauma, or relevant circumstances surrounding the child becoming ill (including any symptoms)

• the time and date the incident occurred

• the action taken by the service, including administrating medication, first aid provided or medical personnel contacted

• details of any person who witnessed the incident, injury or trauma, or the apparent onset of illness

• the name of any person the service notified or attempted to notify of the incident, injury, illness or trauma with date and time

• name, signature, date and time of person making the entry

CONTINUOUS IMPROVEMENT/REFLECTION

• The Incident, Injury, Trauma and Illness Policy will be evaluated and reviewed on an annual basis or earlier if there are changes to legislation, ACECQA guidance or incidences related to child safety or celebration practices. Feedback will be requested from children, families, staff, educators and management and notification of any change to policies will be made to families within 14 days.

MISSING OR UNACCOUNTED FOR CHILD

At all times, reasonable precautions and adequate supervision is provided to ensure children are 

protected from harm or hazards. If a child is missing or unaccounted for, has been removed from the Service premises in a manner that breaches the Education and Care Services National Regulations, or has mistakenly been locked out of any part of the Service, the approved provider or nominated supervisor mush ensure that a serious incident notification is made to the regulator authority in accordance with legislative requirements.

A child may only leave the Service in the care of a parent, an authorised nominee named in the child’s enrolment record or a person authorised by a parent or authorised nominee or because the child requires medical, hospital or ambulance care or other emergency. 

Educators must ensure that:

• the attendance record is regularly cross-checked to ensure all children signed into the Service are accounted for  

• children are supervised at all times

• visitors to the Service are not left alone with children at any time.

  
  

Should an incident occur where a child is missing from the Service, educators and the nominated 

supervisor will:

• attempt to locate the child immediately by conducting a thorough search of the premises (checking any areas that a child could be locked into by accident)

• cross check the attendance record to ensure the child hasn’t been collected by an authorised person and signed out by another person

• if the child is not located within a 10-minute period, emergency services will be contacted, and the approved provider will notify the parent/s or guardian 

• continue to search for the missing child until emergency services arrive whilst providing supervision for other children in care

• provide information to Police such as child’s name, age, appearance, (provide a photograph), details of where the child was last sighted.

INCIDENT, INJURY, TRAUMA AND ILLNESS RECORD 

An Incident, Injury, Trauma and Illness record contains details of any incident, injury, trauma or illness that occurs, or allegedly occurs, while the child is being educated and cared for at the Service. 

Behavioural response in babies and toddlers who have experienced trauma may include:

• avoidance of eye contact

• loss of physical skills such as rolling over, sitting, crawling, and walking

• fear of going to sleep, especially when alone

• nightmares

• loss of appetite

• making very few sounds

• increased crying and general distress

• unusual aggression

• constantly on the move with no quiet times

• sensitivity to noises.

  
  

Behavioural responses for pre-school aged children who have experiences trauma may include:

• new or increased clingy behaviour such as constantly following a parent, carer or staff around

• anxiety when separated from parents or carers

• new problems with skills like sleeping, eating, going to the toilet and paying attention

• shutting down and withdrawing from everyday experiences

• difficulties enjoying activities

• being jumpier or easily frightened

• physical complaints with no known cause such as stomach pains and headaches

• blaming themselves and thinking the trauma was their fault.

  
  

Children who have experienced traumatic events often need help to adjust to the way they are feeling. When parents, educators and staff take the time to listen, talk, and play they may find children begin to say or show how they are feeling. Providing children with time and space lets them know you are available and care about them.

It is important for educators to be patient when dealing with a child who has experienced a traumatic event. It may take time to understand how to respond to a child’s needs and new behaviours before parents, educators and staff are able to work out the best ways to support a child. It is imperative to realise that a child’s behaviour may be a response to the traumatic event rather than just ‘challenging’ or ‘difficult’ behaviour.

EDUCATORS CAN ASSIST CHILDREN DEALING WITH TRAUMA BY:

• observing the behaviours and expressed feelings of a child and documenting responses that were most helpful in these situations

• creating a ‘relaxation’ space with familiar and comforting toys and objects children can use when they are having a difficult time

• having quiet time such as reading a story about feelings together

• trying different types of play that focus on expressing feelings (e.g., drawing, playing with play dough, dress-ups and physical games such as trampolines)

• helping children understand their feelings by using reflecting statements (e.g., ‘you look sad/angry right now, I wonder if you need some help?’).

There are a number of ways for parents, educators and staff to reduce their own stress and maintain awareness, so they continue to be effective when offering support to children who have experienced traumatic events.

STRATEGIES TO ASSIST FAMILIES, EDUCATORS AND STAFF TO COPE WITH CHILDREN’S STRESS OR TRAUMA MAY INCLUDE:

• taking time to calm yourself when you have a strong emotional response. This may mean walking

away from a situation for a few minutes or handing over to another educator or staff member if possible

• planning ahead with a range of possibilities in case difficult situations occur

• remembering to find ways to look after yourself, even if it is hard to find time or you feel other things are more important. Taking time out helps adults be more available to children when they need support

• using supports available to you within your relationships (e.g., family, friends, colleagues)

• identifying a supportive person to talk to about your experiences. This might be your family doctor or another health professional

• accessing support resources- BeYou, Emerging Minds.

Living or working with traumatised children can be demanding so it is important for all educators to be aware of their own responses and seek support from management when required.

Related Statutory Obligations & Considerations

• Australian Children’s Education & Care Quality Authority. (2026). Guide to the National Quality Framework

• Australian Children’s Education & Care Quality Authority. (2025). Policy and Procedure Guidelines. Incident, Injury, Trauma and Illness Guidelines.

• Australian Government Department of Education.  (2022). Belonging, Being and Becoming: The Early Years Learning Framework for Australia. V2.0.

• BeYou (2024) Natural disaster Response  

• Children (Education and Care Services) National Law (NSW) 

• Early Childhood Australia. (2016). Code of Ethics.

• Education and Care Services National Law Act 2010

• Education and Care Services National Regulations 2011 

• Education and Care Services National Regulations (NSW) (2025) 

• Health Direct https://www.healthdirect.gov.au/

• National Health and Medical Research Council. (2024). Staying healthy: Preventing infectious diseases in early

• childhood education and care services. 6^th Edition.

• Raising Children Network: https://raisingchildren.net.au/guides/a-z-health-reference/fever

• SafeWork Australia: First Aid

Related Telephone Numbers

• Early Childhood Education and Care Directorate - 1800 619 113

• Emergency Service - 000

• ACECQA - 1300 422 327

• Guild Insurance - 1800 810 213

• NSW Health - 1300 066 055

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