National Operations Policy Manual 2017

Camp Australia National Operations Policy Manual

Authorisation to Collect Children

POLICY:

Educators must ensure that any person who collects a child or children from the service is authorised
to do so according to the current Child Enrolment Information sheet. The children’s safety and well-
being must be adhered to at all times.

STRATEGIES TO SUPPORT POLICY:

• Parents/other authorised persons or adults who have authority to collect a child from the
service must be nominated on the Child Enrolment Information sheet that is signed by the
child’s family

• Only those nominated on the Child Enrolment Information sheet are authorised to collect a
child from the service

• Parent/other authorised person must verbally advise the educator if one of the nominated
personnel are collecting their child from the service before the session ends

• Before a child is released to an authorised person, the educator must have received
communication from the parent

• Where the educator has not met the authorised person previously, the educator must
ensure that they view the person’s photo identification, i.e. Driver’s License, and record this
information with the child enrolment form

• Written authorisation must be provided to the educator by the parent if a different person is
going to collect the child from the service if they have not previously been nominated on the
Child Enrolment Information sheet. Educators in this instance must ensure that they view
photo identification and document the person’s details (full name, address, date of birth and
contact details) and include this information with the child’s enrolment sheet

• No person under the age of eighteen (18) will be permitted to collect a child from the service
unless it is the sibling of the child. Siblings must be at least 16 years of age. Special
circumstances will be considered by the operations manager on a case-by-case basis

• In an event of emergency circumstances, the parent must telephone the educator and
advise them of who will be collecting their child. The parent will need to include full details of
the person. Where possible, this conversation should be confirmed by another Camp
Australia educator. The parent must then provide this in writing to the educator within a
24hour timeframe. When the emergency person arrives, the educator must record or
photocopy the photo identification

• The regional manager must also be contacted and advised
• In cases where there is a custody arrangement, all educators at the service must be made

aware of the custody order. A copy of the custody order must be kept with the Child
Enrolment Information sheet
• If a parent/other authorised person wishes their child/children to sign themselves in or out of
the service, Camp Australia will not grant this permission. All children must be collected by
an authorised person that is clearly stated on the Child’s Enrolment form

Camp Australia National Operations Policy Manual 2017 Page 51

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Camp Australia National Operations Policy Manual

On-The-Day Attendances

POLICY

Camp Australia requires that all children attending a service must be registered and have a completed
Child Enrolment Information sheet, sighted and signed by the account holder. Camp Australia also
recognises that there are emergency situations beyond the control of parents/other authorised
persons and that all effort must be made to provide the detail necessary for the safety and well-being
of the child. Where parents are not contactable the child will remain in the care of the school.

STRATEGIES TO SUPPORT POLICY

• Regional Managers will discuss regularly with the key school contact the process that will be
followed should a child arrive at the service with no Enrolment Form completed

• If the child is not enrolled with Camp Australia and the parents or authorised person of the
child cannot be contacted, the child will remain in the care of the school

• Regional Managers will work with schools to encourage all families to register with the service
for emergency purposes only

• If a child arrives at the service independently without a completed enrolment form, the co-
ordinator of the service will contact the school office to advise that the child is currently at the
service

• The school will contact the parent to understand what is happening with the care of the child
• Once confirmed by the parent that the child is to attend the service due to an emergency, the

coordinator will complete the On-The-Day Attendance form with permission and assistance
from the family, and the school office. At this stage, all information about the child is to be
collected including medical information, allergies and custody arrangements
• The parent will be encouraged where possible to access the Camp Australia website and
enrol the child – dependent on the emergency situation of the parent
• The coordinator will then contact the family once more to advise them that the child is in their
care and confirm all details that have been provided by the school
• This phone call will be documented on the back of the On-The-Day Attendance form and
signed by the coordinator. The time and date will also be recorded
• The coordinator shall sign the child into the service as they would for a casual booking
• When marking the online roll, the coordinator shall create an enrolment for the child, allowing
them to complete the roll
• When the parent/authorised person arrives to the collect the child, the coordinator will ensure
that the On the Day Enrolment form and the attendance roll is signed by the parent or
authorised person. At this point the coordinator shall advise the parent that further details will
be required to complete the full registration online to ensure that all details of the child are
recorded and the parent/authorised person receives any entitled child care benefits

QUEENSLAND SERVICES ONLY

Services located in Queensland are to follow the following strategies:

• The regional manager will discuss regularly with the key school contact the process that will
be followed should a child arrive at the service with no Enrolment Form completed

• If the child is not enrolled with Camp Australia and parents of the child cannot be contacted,
the child will naturally remain in the care of the school

• If the child is found in the school grounds after the school office is closed, the educators will
contact the Police immediately

Camp Australia National Operations Policy Manual 2017 Page 52

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Camp Australia National Operations Policy Manual

• The regional managers will work with the school to encourage all families to register with the
service for emergency purposes only

• If a child arrives at the service independently without a completed enrolment form, the
coordinator of the service will contact the school office to advise that the child is currently at
the service

• The school will contact the parent to understand what is happening with the care of the child.
If the child is not registered with Camp Australia they will remain in the care of the school. If
the child is enrolled with Camp Australia and the parent requires the child to be in care with
Camp Australia, the coordinator shall sign the child into the service as they would for a casual
booking

Camp Australia National Operations Policy Manual 2017 Page 53

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Reviewed: October 2017 Version: 1.12

Camp Australia National Operations Policy Manual

Parental Responsibility Arrangements

POLICY

Where a parental order is documented on the Child Enrolment Form, the parent must provide a copy
of this order during this enrolment process. Camp Australia will endeavour to meet the requirements
of the parental order to support the child’s safety and well-being, as well as protecting all other
children and educators at the service.

STRATEGIES TO SUPPORT POLICY

• Where a parental order is required for the care and safety of the child, the parent must
provide a copy of the Parental Order through the enrolment process and a copy to the
Coordinator

• Educators must ensure that they are familiar with children who have a Parental Order
arrangement in place

• Educators must be familiar with the requirements of the Parental Order and seek clarity if
unclear

• It is recommended that the parent and coordinator understand the requirements of the
Parental Order and spend time together to review this

• The coordinator must alert other educators at the service of the child’s Parental Order and
ensure it is documented clearly in the service Information Folder

• Educators must inform their regional manager/coordinator of the Parental Order
• The service coordinator will review the Parental Order with the parent annually or if there

has been a change made to the existing Parental Order
• The parent must alert the service and provide any updates to the parental order

In the case that the Parental Order may be breeched:

• The educator must speak with the non-authorised person seeking access and tell them that
they were not advised by the authorising parent to allow the child to leave the service with
them

• The educator will encourage the person to leave the service and speak further with the other
parent

• The educator will contact the other parent and advise them of the situation
• If the non-authorised person refuses to leave and insists on taking the child or becomes

aggressive or agitated, the educators must immediately contact 000 for assistance
• In this situation, the educators must remove all the children from the area and move to

another designated safe space
• The educator must contact the regional manager to update them and seek further guidance.

The regional manager must attend the service if in close proximity
• All the children must be kept away from the location of the non-authorised person at all

times. If the children, educators or the service is in a threat, educators will implement a lock
down or evacuation procedure
• The child/children that this may involve should be reassured by the educators
• The school principal will also be contacted and advised of the situation by the regional
manager
• The regional manager must attend the service immediately

After the event:

• All documentation regarding the incident must be completed and submitted to their regional
manager

Camp Australia National Operations Policy Manual 2017 Page 54

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Camp Australia National Operations Policy Manual

• The regional Manager will review the report with the operations manager and decide if a
notification to relevant authorities is required

• The educators and the regional manager will debrief on the situation and review practises
implemented

• Further support may need to be offered to educators after the event
• Additional support in programming and interactions with children will occur in the days after

the situation

Camp Australia National Operations Policy Manual 2017 Page 55

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Reviewed: October 2017 Version: 1.12

Camp Australia National Operations Policy Manual

Acceptance and Refusal of Authorisation

POLICY

Camp Australia will work with educators when obtaining written authorisation from a parent or
authorised person named on a child’s enrolment record relating to any aspect of their care.

There may be instances where Camp Australia refuses to accept a written authorisation related to
these situations. In these instances, the strategies below clearly outline the procedures that educators
and staff follow when refusing a written authorisation from a parent or authorised person named in the
enrolment record. Such cases will only be refused by Camp Australia should a child, educator or
family be at risk.

STRATGIES TO SUPPORT POLICY

• Throughout the enrolment process parents/authorised persons will advise of any care and
support a child may require whilst in Camp Australia’s care

• In situations where an educator may feel that a child’s care and well-being may be at risk,
the regional manager may intervene

• Should an authorised person attend the service that seems intoxicated and not fit to drive,
the educator will intervene. The person will be asked to stay at the service and wait for
another authorised person to collect the child and the Police will be contacted immediately

• Camp Australia will only allow parents/authorised persons to collect a child. Children will be
unable to sign themselves out of the service

• Siblings that collect a child from the service must be at least 16 years and nominated on the
child’s enrolment form

• Children will not be permitted to self-medicate without first discussing this with the parent/
authorised person. A medical practitioner will be required to provide written consent. In this
case, final approval must be sought from an operations manager

• Parents will be made aware of these conditions and Camp Australia will be available for
further discussion and meetings to understand individual cases

Camp Australia National Operations Policy Manual 2017 Page 56

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Camp Australia National Operations Policy Manual

Extra Curricula Activities

POLICY

To ensure that children in Camp Australia services are accounted for at all times during extra-
curricular activities, clear process and communication to all stakeholders must be adhered to at all
times. Camp Australia has a well-developed process to support families and children with transitioning
to extra curricula activities which must be followed precisely.

STRATEGIES TO SUPPORT POLICY

• All educators must read and be familiar with the Extra Curricula Activities Instructional pack
• Families must advise the coordinator if their child will be attending extra curricula activities

offered at school during the time the child is attending a service offered by Camp Australia
• The coordinator will have the family complete the permission slip that contains critical

information about the child’s movements for the extra curricula activity
• Once the permission slip has been completed, the coordinator will update the service

information folder and advise all educators at the service
• Camp Australia does not accept responsibility for a child once the child has been signed out

of the service by an authorised person
• The person nominated on the permission slip will be responsible to sign the child back into

care or as nominated on the permission slip.

Camp Australia National Operations Policy Manual 2017 Page 57

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Camp Australia National Operations Policy Manual

Camp Australia National Operations Policy Manual 2017 Page 58

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Camp Australia National Operations Policy Manual

Excursions

POLICY

Camp Australia provides children with a range of experiences that incorporates off-site excursions.
Excursions are carefully and thoroughly planned to ensure the children’s well-being and safety.
Excursions are reflective of the child’s feedback and curiosity and therefore aim to enhance the five
(5) learning outcomes for each and every child.

STRATGIES TO SUPPORT POLICY

• Feedback provided by the children, families and educators will contribute to the choice of
the excursion destination and purpose

• When a destination has been chosen which reflects the input of all the children and
educators, the regional manager must then visit the venue and complete a thorough risk
assessment

• The risk assessment checklist needs to be completed on site by the regional manager and
completed in full once the site visit has been completed

• Once finalised the regional manager in consultation with the operations manager will decide
whether the excursion venue is safe and beneficial for the children to attend

• The risk assessment once approved will be provided to the Holiday Club team, coordinator
and educators. The regional manager will spend time with the educators to discuss the risk
assessment and any specific requirements

• Risk assessments must be completed annually with a review each time the service visits the
venue

• Risk Assessment will contain the following:
o Identified risks and ways to minimise these
o Proposed route and destination of excursion
o Anticipated Educators and Children
o Proposed Activity
o Ratio 1:8 (where appropriate), in emergency situations 1:15 ratio will apply as
per regulations
o service details
o Transport to and from excursion
o Water hazards and how to manage the risk
o Items required to be taken on the excursion

• Staff:Child ratios and qualifications must be adhered to as per the National Education and
Care Regulations and Law, specific to state requirements

• Children from five (5) years and up are able to attend excursions.
• Children under five (5) or not of school age will need to attend an alternative holiday club

program that caters specifically for this age group. Child under five (5) means a child not
enrolled to commence school
• A letter of notification to parents/other authorised persons to advise them of the upcoming
excursion must meet all areas listed in the National Education and Care Regulations and
Law and must be clearly specified in the letter
• Parents or other authorised person must agree and sign the parent permission slip in order
for their child to attend the excursion. Parents must authorise their child to attend the
excursion prior to departure. If a parent does not physically sign the permission slip the child
will not be able to attend the excursion and must be collected from the service by an
authorised person
• Parents must also have access to the Risk Assessment completed for the excursion, a copy
of which will be attached to the permission slip

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Camp Australia National Operations Policy Manual

• Excursions that require transportation must follow the Camp Australia policy ‘Transport of
Children’

• Before leaving the service the coordinator and all educators must ensure:
o Each child has a wrist band with the service name and contact number
o A fully stocked First Aid Kit – if in groups, separate bum bags will be required
o Children’s medical management plans and medication
o Children’s hat, sunscreen and drinks
o Mobile phone for coordinator and educators
o A roll for all of children in attendance
o A roll for hourly headcounts
o Excursion risk assessment
o Details of children’s emergency contact details
o Discussion to be held between educators and children regarding the excursion
venue and identified risks

• Coordinator must complete Holiday Club training before taking a service on an excursion

Camp Australia National Operations Policy Manual 2017 Page 60

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Camp Australia National Operations Policy Manual

Transition between School and Service

POLICY

The process of transitioning children between school and a service will vary depending on the
circumstances and requirements of each school community and the children involved. In consultation
with the school, the coordinator and the regional manager, a process will be clearly devised and
implemented that will ensure the safe arrival and departure of each child enrolled in the service.

STARTEGIES TO SUPPORT POLICY

• All children u+nder six (6) years of age attending the service must be escorted to and from
the service and school at each session for the first six (6) weeks of Term 1. A longer period
or ongoing process may be implemented depending on the requirements of the school and
the individual child

• This process must be clearly displayed in the office and documented in the service
Information Folder

• The coordinator must clearly communicate this to all educators at the commencement of the
term and remind them constantly

• The service may choose to nominate two people who will be responsible for the collection
and drop off of the children, as this will provide a consistent approach. The process to
collect all children under six (6) years of age for After School Care should be based on the
educator collecting the pre-prep/kindy/prep/foundation/reception child from the classroom
teacher. The classroom teacher should be advised of the collection at which time the
children will be in the care of Camp Australia

• The process for Before School Care requires the educator to take the child to the classroom
and the classroom teacher must acknowledge that the child is now in the care of the school

• This process will need to be supported in consultation with the school and the parents of the
children

• Parents must be consulted and then notified once this arrangement has ceased
• Children that are signed into the service will then become the responsibility of Camp

Australia

Camp Australia National Operations Policy Manual 2017 Page 61

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Camp Australia National Operations Policy Manual

Transport of Children

POLICY

The service will ensure that any child in the care of Camp Australia whilst in transit will be kept safe
from harm and hazards. Buses used by the children must comply with the appropriate transport
regulations. Children will only be allowed to travel once written parent/other authorised person
permission has been sourced and confirmed.

STRATEGIES TO SUPPORT POLICY

• In an event where a child has had a medical emergency children will always be transported
by emergency services

• A Risk Assessment will be conducted and completed as part of the Camp Australia
excursion policy in which transport to and from the destination will be highlighted in the risk
assessment

• Transportation provided for children’s excursions will be by recognised public transportation
companies preferably specialising in the transport of children

• Drivers will be fully licenced and the vehicle will be registered and insured
• Any bus used to transport children will be fitted with seat belts (state based laws) and have

adequate access and facilities for children/educators that may require additional support
• Children will be supervised by the coordinator and all educators as per ratios defined in the

National Education and Care Law and Regulations and Camp Australia practices
• The coordinator and the educators will conduct head counts for all the children as the

children board the bus, during transit and upon disembarkation. This will be recorded on the
Camp Australia template used for this purpose
• As the children take their seats on the bus, they will be advised to put their seat belts on by
the coordinator and the educators
• The coordinators must have a current attendance list and check that all children are
physically on the bus
• The coordinator will speak to all the children about care and safety on the bus and this will
be reinforced by all educators whilst in transit
• As children exit the bus the attendance list must be marked off to ensure that all children
have disembarked
• The coordinator will then enter the bus to ensure no child or belongings are left on the bus
• Children must never be transported in the private vehicle of a coordinator or educator – in
the case of an emergency, the emergency services must be contacted
• In the case of a breakdown of the bus, the risk assessment must have a contingency plan
ready for implementation

Camp Australia National Operations Policy Manual 2017 Page 62

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Camp Australia National Operations Policy Manual

4. EMERGENCY AND EVACUATION PROCESSES

Emergency and Evacuation Process

POLICY

In the event of a life threatening or medical emergency the coordinator and educators will act with the
best interest and the highest duty of care for all the children that are in attendance at the service. The
coordinator and the educators will act promptly and efficiently to protect the children in their care and
one another.

STRATEGIES TO SUPPORT POLICY

• In the event of any emergency the coordinator and educators will follow the service
Emergency Management Plan as well as the Camp Australia Policy

• Each service will have an Emergency Management Plan clearly identified
• In high risk bush, isolated and remote areas the service will have an Emergency

Management Plan that will need to be followed with the supportive direction of Emergency
services
• All emergency numbers will be displayed in all entrance points to the service with an
Emergency Management Plan and Evacuation Map
• A telephone, fire extinguisher and first aid kit is readily available for use by the coordinator
and educators when directed by emergency services
• Fire extinguishers at the service will be checked regularly by an authorised provider as
nominated by the school
• All key Camp Australia contacts will be available on site which will incorporate the regional
manager, operations manager, customer service and coordinator hotline
• In response to any emergency, the coordinator and the educators will ensure that they
administer First Aid and/or medication immediately and minimise all risk to the affected
child/children as quickly and practically as possible. Emergency service should then be
contacted
• In a Small Program Operation the coordinator must first take care of the children and then
call out for further assistance. This may be to any one on site in the school grounds or by
contacting emergency services as soon as possible. A clear plan for the service must be
documented and regularly practiced
• The regional manager must be contacted and advised of the situation
• The regional manager will contact the operations manager to report the situation
• Parents will be notified of the pending emergency with support from the regional manager
and the customer service team
• Emergency procedures will be practiced every three (3) months with all the children,
coordinators and educators
• The drill should be documented and evaluated each time the service completes the drill.
This report will be filed and available at request
• The coordinator will reflect on the drill with all educators and children and discuss this with
their regional manager to ensure that the process was achievable and safe for all involved
• All emergencies at a service where an emergency service has attended the service are
reportable under the National Education and Care Law and Regulations. The coordinator
and the regional manager must complete the Camp Australia
Incident/Accident/Illness/Trauma/Injury Report as well as the ACECQA Notification of
Serious Incident Report. These reports are to be forwarded to the operations manager for
review before forwarding to the regulatory authorities

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Camp Australia National Operations Policy Manual

• After the emergency, all educators together with the regional manager, children and parents
must debrief and make any appropriate changes to policies and procedures

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Camp Australia National Operations Policy Manual

Aggressive Behaviours and Intruders at the Service

POLICY

The coordinator and educators at the service will protect all children from potential harmful incidents.
The service will need to regularly discuss the processes involved to ensure children are kept away
from an intruder or violent parent/unauthorised persons during service operating hours. Violence at a
service will not be tolerated and the coordinator with the support of the educators will keep children
away from such behaviours.

STRATGIES TO SUPPORT POLICY

• The coordinator and educators will review this policy each term during termly meetings so
that all are aware of what role they will play should violent behaviours occur or intruders
enter the service

• Each service’s environment may vary so it is important that the process is familiar and
accessible to all educators and documented in the service information folder

• Where an intruder is noticed prior to entrance into the service, the coordinator will calmly
bring the children into the service and lock down

• The Coordinator and Educators will complete a headcount to ensure all children and
Educators are accounted for

• The coordinator will then call 000 for help and then contact the regional manager to advise
them of the situation. The regional manager will then advise the operations manager of the
situation and attend the service. If the regional manager is not available, another regional
manager will then attend

• The children are to continue participating in activities while educators support the
coordinator in keeping the children calm and away from the intruder. Should the intruder
have a weapon the children will be moved away quickly from the area.

• Should the intruder enter the service, the coordinator will approach and speak with the
intruder

• The other educators should slowly begin to remove the children from the current space and
move to another safer area. They must then complete a headcount to ensure that all
children and educators are accounted for

• As the coordinator speaks with the intruder and identifies the intruder will not leave, another
educator should discreetly telephone 000 for help. They will then proceed to contact the
regional manager and anyone else that may be on site

• If the intruder becomes aggressive and violent, the coordinator needs to remove them self
and join the other educators and children once it is safe, then await further instructions from
emergency services and at all times keep children safe and calm, and continue with regular
head counts

• Parents will need to be contacted regarding the situation. The regional manager and
customer service team will assist here where possible

• If a current parent/other authorised person becomes violent or aggressive at the service, the
coordinator will ask the parent/other authorised person to step into another room or outside.
If the behaviour continues, the educators will contact emergency services for assistance.
The coordinator and educators must then follow the steps outlined above to ensure all the
children are kept safe

• Where a negative parent behaviour continues over a period of time, the coordinator must
advise the regional manager immediately so appropriate action can be implemented

Camp Australia National Operations Policy Manual 2017 Page 65

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Camp Australia National Operations Policy Manual

Improper Relations

POLICY

All service users including Educators, children, parents and visitors will attend the service without fear
of harassment, bullying or aggression. Camp Australia requires that any behaviour that causes
physical, psychological or emotional harm to others will be dealt with immediately. This behaviour
may present as a ‘one-off’ incident, or may form part of an ongoing behavioural pattern.

All inappropriate behaviours will be dealt with swiftly and firmly.

Behaviours may include, but are not limited to:

• Aggressive and sexual gestures
• Swearing or threatening language
• Raised voices – yelling, shouting
• Touching a person in a way that leads to harm or discomfort
• Stand-over tactics or attempted extortion
• Grooming behaviours

STRATEGIES TO SUPPORT POLICY

• Any inappropriate behaviour is to be reported to and documented by the coordinator,
including details such as the day, time and the nature of the incident, who was involved,
witnesses the occurrence and who is reporting it

• The coordinator is to report this behaviour to the regional manager by the end of that session
• If the behaviour concerns that of a coordinator, the educator must raise this with the regional

manager
• The regional manager shall advise the coordinator on what actions are to be completed next

and provide the appropriate support
• The regional manager shall:

o Contact the parties involved to work towards a resolution
o Meet with the parties as required
o Advise the operations manager of the incident
o Report to regulatory authority if a child’s well-being has been compromised
• Should the behaviour continue, actions that may be taken include but are not limited to:
o Other educators to be advised of the situation
o The school principal to be advised of the situation
o The person will be requested to leave the service
o The person will be requested to leave the premises/school grounds
o A letter of warning and consequences if behaviour continues is to be physically given

to the perpetrator or sent via registered post within 24 hours
o Regulatory authority will be advised of the situation – if a child’s well-being has been

compromised
o Police to be contacted and advised of the situation
o Notice in writing of a short term suspension from attending or participating in the

service is to be physically given to the perpetrator or sent via registered post within 24
hours, OR
o Notice in writing of an ongoing exclusion from attending or participating in the service
is to be physically given to the perpetrator or sent via registered post within 24 hours
• This information will be recorded on the account of the persons involved at the service

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• The regional manager, in consultation with the operations manager will be responsible for
completing a report as per the National Education and Care Law and Regulations if a child’s
well-being has been compromised

• The regional manager with the coordinator and educators will meet to debrief. This meeting
will allow an opportunity to review and update any policy changes that may be required

• The coordinator and educators will be contacted by HR to seek further professional
assistance. HR may wish to consult with professional counselling services for all involved in
this situation

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Camp Australia National Operations Policy Manual

External Dangers

POLICY

The service aims to ensure that all children and educators are protected from all potential harmful
external dangers/incidents and reduce all risk of unknown factors. Bomb, mail and phone threats must
be treated as a serious danger to children and educators at the service. Coordinators will follow a
clear practiced process to ensure that the safety of all is maintained.

STRATEGIES TO SUPPORT POLICY

• Where the coordinator or educator has been advised of a potential threat by phone or mail,
the threat must be taken as serious and acted on immediately

• Buildings and spaces are not to be re-entered if a threat by phone or/and mail has been
made to the service

• The person who has taken the call must try to:
o Keep the caller on the line and retrieve as much information as possible
o Get the attention of a co-worker and advise discreetly the tone of the call
o Record all the information regarding any immediate physical threat such as where,
when, why and what the threat may resemble
o The person should remain calm

• The person responsible for opening the mail must be conscious of the following indictors, if
possible:
o Special deliveries or unfamiliar packages delivered to the service
o Incorrect details labelled on the package
o Titles only displayed with no other details
o No return address
o Is heavier than expected in comparison to the size of the package
o Has unusual protrusions or is making sounds
o Has excessive taping securing the package

• For a suspicious package or a message with a threat on the service phone, the children and
all educators must evacuate the building immediately

• Emergency services must be contacted immediately and advised of the situation. The
coordinator should provide as much detail as possible

• The coordinator and educators must conduct regular head counts throughout this procedure
• The regional manager must be contacted and advised of the situation. The regional manager

will contact the operations manager and report the situation
• The regional manager must contact the school principal and advise of the current situation.

The regional manager will also contact the customer service team and assist in contacting all
the parents to come and collect their children from the service
• Once advised by emergency services, children and educators will then be able to return to the
site
• The regional manager and the coordinator will document and report the incident using the
Camp Australia Incident/Accident/illness/Trauma/Injury Report
• The regional manager will complete the ACECQA Incident Report and advise the operations
manager before submission to ACECQA within 24 hour period

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Fire on Site

POLICY

The service aims to ensure that all children and educators are kept safe from fire at the service and/or
on the school grounds. This procedure with regular drills and discussion will be an important factor to
ensuring the children are escorted safely away from the danger.

STRATGIES TO SUPPORT POLICY

• Emergency exits must be clear and easily identified by all educators, children and families
• Emergency exits must remain unobstructed and easily accessible
• All emergency fire-fighting equipment must be in good condition and well maintained. This is

in consultation with the school where authorised officers will check the fire equipment
regularly
• The evacuation process will be on display at all times and posted near the emergency exits.
The evacuation process should mirror the school’s plan
• Drills will be practised every three (3) months with all children and educators. The
coordinator will need to complete the evacuation evaluation template with all children,
educators and families. This will be available on site and educators should make necessary
changes where deemed necessary. Continual consultation with the regional manager will be
maintained regarding the evacuation review

In the event of a minor fire, educators at the service must:

• Call emergency service immediately
• Remove the children from the area to a safer place
• Without further danger to themselves or the children, the educators will attempt to extinguish

the fire using a fire blanket or fire extinguisher by directing the extinguisher to the base of
the fire to prevent inadvertently spreading the fire
• Once advised by emergency services or the coordinator that the emergency is over, contact
will be made with the regional manager about the incident, or earlier where possible
• The regional manager will advise the operations manager of the situation.
• Educators must advise parents upon their arrival at the service and a notice put on display
at the service about the incident
• If emergency services has attended the service, the coordinator and regional manager will
complete Camp Australia’s Incident/Accident/Illness/Trauma/Injury Report followed by the
ACECQA Serious Incident Report and forward to the operations manager for review and
approval

In the event of any fire, educators at the service must:

• Implement their service evacuation plan immediately
• Educators will need to assemble all children in a section of the building away from the path

of the fire and ensure all children are accounted for
• The coordinator will contact emergency services and the regional manager
• Once the children and educators are away from danger and in the designated safe area,

parents will be contacted by the regional manager, the customer service team and the
coordinator
• If emergency services attended the service, the coordinator and regional manager will
complete Camp Australia Incident/Accident/Illness/Trauma/Injury Report followed by the
ACECQA Serious Incident Report and forward to the operations manager for review and
approval with submission to the Regulatory Authority within a 24 hour timeframe

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• The regional manager will arrange a debrief meeting with all the educators to review policy
and process

• Discussion with children and parents will be held to ensure children are at ease with the
evacuation process. The coordinator may choose to extend this through their program and
quality improvement plan

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Camp Australia National Operations Policy Manual

Natural Disasters (Including Flood, Cyclones and Bushfires)

POLICY

In the case of serious natural disasters, the children and educators must be kept safe from harm at all
times. Services need to have an effective Emergency Management Plan (EMP) that reflects the
school’s processes to reduce the risk of harm to all. The EMP will be on site and available for all to
read. Educators will need to be familiar with the EMP and implement the process when directed by
emergency services. The EMP is the key in providing appropriate care for the children at the service,
so an effective but practical EMP must be developed with a termly review.

STRATEGIES TO SUPPORT POLICY

• Regional managers with support of the coordinator and school will need to ensure the EMP
is practical, up-to-date and reviewed regularly

• The service will need to display the risk assessment of all identified nearby risks. Examples
to consider: petrol station, service situated on a main road, rivers/lakes, heavy foliage.

• Copies of the EMP will be on site, at the Camp Australia head office and at the Regulatory
Authority

• The EMP will be reviewed annually and updated accordingly to ensure it reflects the
service’s current practices

• Services where practical, may keep an emergency kit, dependent on the Emergency
Management Plan

• The emergency kit must be checked alongside the First Aid Kit each term
• In the event that the EMP has been implemented, educators must inform the regional

manager
• The regional manager will contact the customer service team and the operations manager to

report the situation
• Camp Australia head office team will support children, families and educators
• The coordinator and the regional manager will complete Camp Australia

Incident/Accident/Illness/Trauma/Injury template followed by the ACECQA Serious Incident
Report and forward to the operations manager for review and approval with submission to
the Regulatory Authority within a 24hour timeframe
• A debrief meeting with all educators will take place to review policy and process after the
incident.
• A discussion with the children and their parents will be held directly after the drill to review
the evacuation process. The coordinator may choose to extend on this through their
program and quality improvement plan

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Telephone Amenities

POLICY

All services will have access to a working telephone on the premises at all times. The telephone is the
service’s key contact point for families, Camp Australia and other professional services required by
the educators.

STRATEGIES TO SUPPORT POLICY

• There must be an operating telephone which is readily accessible to educators at all times for
incoming and outgoing calls

• Preference is for the telephone to be a mobile phone or a cordless landline
• The telephone number for the service must be on display for families, school and children
• Where a change of telephone number is required, parents/other authorised persons and the

school will be advised through a letter from the regional manager
• The regional manager will update Camp Australia’s system and Regulatory Authority with the

service’s new contact details
• The coordinator will set up a Camp Australia scripted voicemail for the service where

messages can be left and retrieved before and during operating hours of the service
• All calls will be professional and polite at all times
• Call durations should be brief during operating hours as the care of the children is paramount

to the educators – in emergency situations educators should use the telephone appropriately
• Except in an emergency, no personal calls are to be made on the service telephone unless

prearranged with the regional manager
• If the telephone is not in working order the coordinator must advise the Resource Team and

regional manager immediately. This will allow the opportunity to implement another
communication tool
• Provision for contact must be ensured where children are on an excursion and away from the
service. Personal mobile phones may be used in this instance if prearranged and approved
by the regional manager

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5. MEDICAL CONDITIONS AND PRACTISES

POLICY

Camp Australia ensures that the child’s health and safety is paramount. Each child in care at the
service will be provided with the individual care required to support a diagnosed medical condition.

Parents/other authorised persons will need to work collaboratively with the educators at the service
to ensure that the service is able to meet the needs of the child’s medical condition.

Where parents/other authorised persons have advised there is a medical condition, they must
complete all appropriate Camp Australia templated documents and Camp Australia Medical
Management Plans (MMP) before the child can access any service provided by Camp Australia.

Camp Australia has formatted all Medical Management plans to ensure it meets legislative
requirements. Only Camp Australia Medical Management Plans will be accepted. Our educators
have been trained to follow and use the Camp Australia Medical Management Plans.

A copy of the Medical Conditions Policy must also be provided to the families.

STRATEGIES TO SUPPORT POLICY

• At the time of enrolment, the parent/authorised person must:
o inform the coordinator about any specific medical conditions their child may have
o down-load Camp Australia’s templated documentation and Camp Australia’s MMP
o together with their medical practitioner complete and sign Camp Australia’s templated
documentation and MMP for this medical process to be followed
o provide all completed and signed Camp Australia templated documentation to the
coordinator of the service
o provide all medication required, including over the counter type medications to the
coordinator of the service.
o all medication needs to be in the original container, with a valid expiry date and
clearly marked with the child’s name and dosage prescribed

• The coordinator of the service must review the plan with the parent/other authorised person
and together complete the Camp Australia templated Risk Minimisation Plan for the child.

• Camp Australia Risk Minimisation Plan must be developed to ensure the risks relating to the
specific medical condition are assessed and minimised. Parents must co-sign the completed
Camp Australia templated plan to confirm the process is accurate

• If the medical condition relates to food and safe food practices, all food practices must be
reviewed as part of the Camp Australia Risk Minimisation Plan

• The coordinator will clearly display the Camp Australia templated documents; MMP, Risk
Minimisation Plan and Medical Authorisation form in the OSHC area for educators, children
and families to read at all times and attached to the child’s enrolment information sheet.

• The parents will provide instructions for the educators in the management of a particular
condition where necessary. This must firstly be discussed with the regional manager to
determine if the management of the condition is in line with the training of the educator. Camp
Australia will ensure that the educators are aware of their duty of care to administer such
treatments and abide by all instructions provided by the parent/authorised person

• If required, coordinators may need to attend further external training to support the

requirements of administration of a medical condition. This will be reviewed case by case by
the Regional Manager with their operations manager

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Administration of Medication

POLICY

The correct process with administration of medication to a child is an important aspect when caring
for children. Children that require the administering of any form of prescribed medication must be
provided with the utmost care by all the educators at the service. This will ensure the child has
received efficient and professional care.

A Camp Australia templated Medical Authorisation Form must be completed and signed by each
party before an Educator can administer any medication. This includes over the counter medications
e.g. Panadol, Zyrtec etc. Educators do not have the authority to administer any medication without a
current and completed Camp Australia Medical Authorisation Form.

All medication is to be administered as detailed on the child’s current and completed Camp Australia
Medical Authorisation Form. Where ongoing medication is to be administered, the Camp Australia
Medical Authorisation Form must be reviewed by both parties at least at the beginning of each Term
or as required.

Camp Australia has formatted all Medical Management plans to ensure it meets legislative
requirements. Only Camp Australia Medical Managements will be accepted. Our Educators have
been trained to follow and use the Camp Australia Medical Management Plans.

STRATEGIES TO SUPPORT POLICY

• During the enrolment process the parent/authorisation person will need to complete and sign
Camp Australia’s Medical Authorisation Form including the lawful authority to care for the
child should an emergency service be required

• All medications must be provided to the coordinator at the service to store in a safe place with
clear signage advising where the medication is kept.

• Under no circumstances should any medication be kept in the child’s school bag.
• All medication, including over the counter medications e.g. Panadol, Zyrtec etc. needs to be:

o In the original container
o With a valid expiry date
o Clearly marked with the child’s name and dosage prescribed
• Parent/other authorised person will be advised that medications will not be administered if it is
labelled for another person or is does not have a valid expiry date
• Due to health and safety of children in care, children will not be able to self-medicate whilst in
attendance. Parents will be advised of this should the request be made
• The coordinator will advise the parent/other authorised person that only the prescribed dose
will be administered to the child unless there is a formal letter from the medical practitioner. In
this instance the coordinator must advise the regional manager
• Before administering the medication, the child must be identified as the child to receive the
medication. This is to ensure the correct medication is provided to the correct child
• The coordinator must have the parent/other authorised person acknowledge the
administration of the medication through signatory authorisation of the Camp Australia
Medical Authorisation Form prior to signing the child out of the service

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Camp Australia National Operations Policy Manual

Asthma Management

POLICY

All children who have submitted a Camp Australia Asthma Management Plan will receive the
appropriate medical attention and medication necessary to support the wellbeing of the child.

Each child with a diagnosed medical condition of Asthma must have a completed and signed Camp
Australia templated documents; Medical Management and Action Plan – Asthma, Medical
Authorisation Form and Risk Minimisation Plan – Asthma

Where parents do not provide the service with the required information and medication, the
coordinator has the right to refuse the child into their care until this is made available to the educators
and service.

Camp Australia has formatted all Medical Management plans to ensure it meets legislative
requirements. Only Camp Australia Medical Managements will be accepted. Our Educators have
been trained to follow and use the Camp Australia Medical Management Plans.

STRATEGIES TO SUPPORT POLICY

• All educators must have a current Asthma Training Certificate filed with their staff record
onsite. It must also be loaded in your One Team profile

• The coordinator at the service must clearly display all three Camp Australia templated
documents listed above in the OSHC area for Educators, children and families to read at all
times and attach these documents to the child’s enrolment information sheet.

• Parents/other authorised persons will be advised upon enrolment that a child with a
diagnosed condition of asthma must have a Camp Australia Medical Management and Action
Plan – Asthma completed by the parent in consultation with the family doctor.

• Parent/s /other authorised person must provide the coordinator at the service with the child’s
asthma medication and equipment as detailed in the Camp Australia Medical Authorisation
Form. Under no circumstances should any medication be kept in the child’s school bag

• The coordinator will need to keep the Asthma Management Plan up-to-date and review the
plan each year or when the child’s condition changes

• Educators will identify and, where possible, minimise asthma triggers listed
• The Coordinator will communicate any concerns to the parents/other authorised persons if

the child’s asthma is limiting their ability to participate in any of the program activities
• The Coordinator will ensure that all Educators including emergency Educators are informed

of all the necessary details regarding the child’s specific medical needs
• Educators will follow the agreed Camp Australia Medical Management Plan for the child when

dealing with the emergency treatment of an asthma attack

• In the case where a child’s Medical Management Plan is enacted, emergency services will be
contacted immediately, followed by the child’s parents/other authorised persons and the
regional manager

• The coordinator will document all procedures taken on Camp Australia’s
Accident/illness/trauma incident form. This needs to be signed by the parent within 24 hours

• The signed copy will remain with the child’s enrolment information sheet and a copy
forwarded to the regional manager

• The regional manager will complete the ACECQA Notification of Serious Incident form and

forward to the operations manager for approval if emergency services are contacted or if the

child seeks the care of a medical practitioner

• Once the ACECQA Notification of Serious Incident Report is completed, the operations
administrator will submit to the regulatory authority via the NQAITS portal

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• Once the incident has settled, the regional manager and the coordinator are to arrange a
debriefing meeting with the educators to assess the medical emergency and review the policy
for any further updates or changes

• Where required, educators and children will be provided with any counselling or support that
may be required

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Anaphylaxis and Epi-Pen Administration

POLICY

Anaphylaxis is a severe, life threatening allergic reaction. Camp Australia believes that the safety and
wellbeing of children who are at risk of Anaphylaxis is a whole-of-community responsibility.
Parents/other authorised persons must work with the educators to ensure that the highest duty of care
is maintained to protect the child’s well-being.

STRATEGIES TO SUPPORT POLICY

• All Camp Australia educators must have completed an approved anaphylaxis management
training. This needs to be current at all times whilst in employment with Camp Australia

• Parents/other authorised persons are required to notify Camp Australia at the time of
enrolment of medical conditions associated with their child including anaphylaxis

• Parents will be required to complete the appropriate Anaphylaxis Management Plan and
authorisation before the child is permitted to attend the service. These are to be updated
and signed off by a medical practitioner every 12 months or if the child’s condition
requirements change

• The coordinator of the service will need to complete the Risk Minimisation Plan and
Communication Plan before the child is permitted to attend the service. This needs to be
reviewed by the parents and signed by both parties

• Parents must supply any medication required to manage the child’s medical condition each
time the child attends. Medication must clearly display the child’s name, dosage required
and be within use by date

• The coordinator will refuse a child into Camp Australia care if families have not completed
the required paperwork and have not provided the service with the child’s appropriate
medication. The coordinator is to advise their regional manager once this decision has been
made

• The coordinator needs to ensure that a copy of each document is kept with the Child
Enrolment Information sheet, the documents are displayed at the service, and a copy is
stored with medication together with a coloured photo of the child and noted in the service
information folder

• Medication is to be stored appropriately and kept in the immediate vicinity of the child when
at the service

• The coordinator must check the use by date of all medication and inform families if a
replacement is required

• The coordinator must review the attendance rolls daily and advise the educators of children
who have allergies that require anaphylaxis or epi-pen administration, asthma and any other
medication who are attending the service that day

• The notification sign must be displayed at the entrance of the service by the time the child
who has allergies that require anaphylaxis or epi-pen administration attends the service

• Any educator who has anaphylaxis must supply the service with a copy of a completed and
correct Anaphylaxis Management plan and appropriate medication. Camp Australia HR
team must also be aware of the educator’s medical condition

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Diabetes Management

POLICY

All children who have Diabetes must have a Diabetes Management Plan submitted to the service to
ensure appropriate medical attention. Medication necessary to protect the wellbeing of the child must
be available at the service.

STRATEGIES TO SUPPORT POLICY

• Parents/other authorised persons are required to notify Camp Australia at the time of
enrolment of medical conditions associated with their child including Diabetes

• Parents will be required to complete the appropriate Diabetes Medical Management Plan
and authorisation before the child is permitted to attend the service. These are to be
updated and signed off by a medical practitioner every 12 months or if the child’s condition
changes

• The coordinator of the service will need to complete the risk minimisation plan before the
child is permitted to attend the service. This needs to be reviewed by the parents and signed
by both parties

• Parents must supply any medication required to manage the child’s medical condition each
time the child attends. Medication must be clearly labelled and the child’s name, dosage
required and be within the use by date

• The coordinator will refuse a child into Camp Australia care if families have not completed
the required paperwork and/or have not provided the service with the child’s appropriate
medication. The coordinator is to advise their regional manager once this decision has been
made

• The coordinator needs to ensure that a copy of each document is kept with the Child
Enrolment Information sheet, the documents are put on display at the service, and a copy is
stored with the medication with a coloured photo of the child attached and noted in the
service information folder

• Medication is to be stored appropriately and kept in the immediate vicinity of the child when
at the service

• The coordinator must check the use by date of all medication and inform families if
replacement is required.

• Any time that the educator or the child (assisted by the educator) conducts a blood glucose
level test, the date, time and level are to be recorded in the child’s communication book

• The communication book is to be shown to the parent and signed at the end of each
day. This book is to be kept with the child’s enrolment form

• The coordinator must review the attendance rolls daily and advise the educators of children
who have diabetes who are attending the service that day

• Parents must instruct the coordinator and other educators on how to use the medical tools
to support their child with diabetes

• Any educator who has diabetes must supply the service with a copy of a completed and
correct medical management form and appropriate medication which will be stored with the
staff record and on display. Camp Australia HR team must also be made aware of the
educator’s medical condition

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Camp Australia National Operations Policy Manual

QUALITY AREA 3: PHYSICAL ENVIRONMENT

Service Area Requirement

POLICY

In partnership with Camp Australia, schools will have a legal agreement that the children will have
access to a suitable space; both indoors and outdoors that will meet the requirements under the
National Education and Care Regulations and Law. The school will be responsible for the
maintenance of this building and adhere to any requirements that are made by the Regulatory
Authority and/or Camp Australia. Duty of care to the children will be the first priority, alongside duty of
care to the educators to support a safe and clean environment.

STRAETGIES TO SUPPORT POLICY

• During the due diligence meeting, the regional manager will clearly advise the school of the
unencumbered space that is required for the service to be approved by the Regulatory
Authority

• The space in which the service will operate must meet all requirements listed in the National
Education and Care Law and Regulations including outdoor space, shaded areas,
bathrooms and well ventilated areas

• The school will need to ensure that the building has heating and cooling
• The school will maintain the building and outdoor area whilst working in partnership with

Camp Australia
• Regional Managers will discuss with the school to determine if any building works taking

place will impact the service operating
• In the event of painting or renovations occurring in the OSHC room or rooms adjacent to the

OSHC room, families will be advised via signs on the door and/or at the parent welcome
desk. The notice will explain the type of works being completed and the duration
• If the works that are being undertaken in the OSHC room impact the suitability of the OSHC
room, the regional manager will work with the school and the coordinator to relocate the
program as required. The Regulatory Authority will need to be advised if the area is not a
licensed space
• An adequate area for the educators to complete administration tasks, consult with parents
and children, and have private professional conversations will be provided by the school
• Where possible, access to laundry facilities will be made available to the service

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Cleaning and Maintenance of the Service Area

POLICY

The provision of a clean and well maintained facility is essential in ensuring that all parents, children
and educators using the service are provided with a safe, effective and hygienic environment.

STARTEGIES TO SUPPORT POLICY

• Each day the coordinator and educators need to follow a systematic process of hazard
identification of the licensed indoor and outdoor space

• The coordinator will report, follow up and liaise with the school when a hazard is identified or
if attention to the building is required as directed by their regional manager. Each school will
have specific forms that will need to be completed

• The coordinator must follow the school process to ensure that the school contact is informed
by completing the appropriate school paperwork

• The service environment which includes inside and outside, must be maintained in a safe
condition and regularly checked by the coordinator for possible hazards with each session of
care

• Coordinators are to complete a Hazards Checklist daily and ensure that this is filed on site
• The regional manager will conduct Occupational Health and Safety checks once a

semester. A copy is to be kept at the service and at Camp Australia’s head office
• The school will arrange and maintain a record of any pest control measures
• The school will arrange cleaning of all floor and bathroom surfaces, and will empty all bins

daily
• Educators will be required to clean bench spaces, clean up spills and sweep floors where

there is debris
• Educators will not engage in heavy duty cleaning as this is part of the school responsibilities

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Bathroom Facilities and Supervision

POLICY

Children and educators will have access to clean, safe and hygienic bathrooms whilst the service is in
operation. Bathrooms will comply with the National Education and Care Law and Regulations.
Children will be supervised and monitored during transit to the bathroom by the service educators. All
children that attend care will need to self-manage toileting procedures.

STRATEGIES TO SUPPORT POLICY

• Bathroom facilities will comply with the National Education and Care Law and Regulations
and be in line with Camp Australia policy

• Bathrooms will be cleaned by the school daily as part of the school cleaning schedule
• Location should be easily accessible to children and educators
• Before the commencement of the service, the educator must check the bathroom and

ensure that it is clean, safe and hygienic for the children to use. This will include checking
that there is soap, paper towel and toilet paper
• Each service will have a specific bathroom routine and a bathroom risk assessment that
clearly protects the safety of the child. Both critical documents will be accessible on site and
included in the service information folder
• Children will walk to the bathroom where the bathroom is in close range.
• Non-school age children must be taken to the toilet by the educators in groups or as needed
by the child
• Where bathrooms are at a distance from the service area, the educator will walk the children
to and from the bathroom
• The coordinator of the service must observe the time taken by the children to walk to and
use the bathroom and come back to the service. Where a child/children do not return from
the bathroom within a five (5) minute timeframe, an educator will walk over and return with
the children
• Children who require toileting assistance may be assisted by an educator. Children in pull-
ups will be encouraged to change themselves with support provided where necessary
• For the protection of the educator and child, toilet runs will be completed with two or more
children
• When the service is on an excursion as part of the Holiday Club period, all public toilets will
be assessed by the regional manager who will document a clear risk assessment plan. The
plan will determine specific requirements before the children access the bathroom
• Service bathroom routines must be reviewed termly to ensure the safety and care of the
children is maintained at all times

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Dangerous Products and Equipment

POLICY

The children’s environment will be maintained at a safe standard at all times during service
operations. Any products or equipment considered dangerous to children, such as cleaning products
must be kept inaccessible to children at all times. The service will have clear signage displayed to
advise where dangerous products are stored. The service will ensure that any products and
equipment that involve immediate danger to the children are removed immediately otherwise the
service will implement its emergency evacuation plan.

STATEGIES TO SUPPORT POLICY

• The coordinator will only store products at the service that have been approved by Camp
Australia

• Items will include basic cleaning products that have been ordered by Camp Australia
• Storage of these products must be kept in a locked/high cupboard at all times and only

educators will have access
• The key to this area must be stored up high and away from the children
• The service will display a ’Dangerous Products stored here’ sign on the cupboard where

these items are kept
• All kitchen knives must be also stored in a safe place, such as up high in a cupboard and

must be inaccessible to children
• Educators must ensure that these items are kept away from children throughout the session
• Educators will speak with children about the safety and care of dangerous products and

equipment during their day to day work with the children
• As part of the educators’ induction into the service, this information must be clearly

communicated to and understood by the newer members of the team
• Children will only have limited access to the kitchen with direct supervision by the educators

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Storage and Maintenance of Resources

POLICY

Services will ensure that all resources are kept neat and tidy at all times and particularly during
operational hours. All resources will be stored in a safe area and be well maintained. Educators will
ensure that the resources are kept in good condition for the children to engage with whilst in care. All
broken resources or resources that may place children at risk of harm will be disposed of immediately.

STRATEGIES TO SUPPORT POLICY

• Storerooms and other closet areas where resources are stored must be kept clean and
organised at all times

• Each service storage area will have signage advising children to keep away from this area
• Children will not access a storeroom area without direct supervision by an educator
• The coordinator will communicate with their team on the process by which resources and

equipment are kept and how the storage area is to be maintained in a safe manner
o Any resources that are broken and resources that may pose a risk to children must
be removed from the service immediately. Resources team are to be contacted to
advise if a resource is of risk to the children. All other resources that have been
broken can be reordered.

• Resources will need to be audited termly to ensure that they are intact and safe for the
children to use

• The coordinator will advise the Camp Australia Resource Team by email when resources
will need to be replenished

• The coordinator will follow Camp Australia practices when ordering additional resources for
the service each term

• Children will be actively involved in the purchase of new resources to support their sense of
belonging in the service community

• Educators will ensure that all resources are cleaned and washed regularly throughout the
year and particularly if there is an outbreak of infectious disease

• Where individual services share particular spaces with the school/communities, the
coordinator will work with the school to keep this area safe and workable for all parties. In
this case, a schedule will need to be developed, maintained and frequently reviewed

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Onsite Pools

POLICY

Pools, pool equipment and large open-topped water containers will be inaccessible to children at all
times during the operation of the service. All pool areas must be locked and inaccessible to children.

Supervision of children is paramount to ensure their safety at all times and will follow firm and clear
risk assessment guidelines.

STRATEGIES TO SUPPORT POLICY

• Where a service has a pool on site or within the grounds of the licensed area, the educators
must take every precaution to keep the children safe and away from this area. This will be
developed as part of the service risk assessment - regulation 97

• Where practically possible, the licensed area should be kept at a fair distance away from the
pool location

• The regulatory authority will be made aware that the service has a pool on site (state
applicable)

• The service will need to ensure that a risk assessment has been completed by the regional
manager and service coordinator regarding how this area will be managed, supervised and
regularly reviewed

• The risk assessment will also reflect the schools current practice and involve parents and
children. It will be on display at the service at all times and a copy filed with the service
information folder

• All educators that work at the service will need to be familiar with the risk assessment and
ensure that the children are kept away from this area

• The risk assessment will have clear indicators that highlight the risks involved and how they
are to be managed by the educators at all times

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Water Activities

POLICY

Lakes, ponds, rivers, beaches, pools and any area that contains a deep stream of water in the vicinity
of the service will not be made accessible to children at any time whilst in care. Supervision around
these areas is paramount and children will not be put at risk at any time. Water based experiences will
only be considered by Camp Australia where Camp Australia can ensure the safety and well-being of
every child in care.

STRATEGIES TO SUPPORT POLICY

• Where an excursion venue is considered for a vacation care program, there must be no
water accessible to children. This will include areas such as pools, beaches, rivers, ponds.
Regional managers will work with the operations manager and national operations manager
to review the risk assessment before making a final decision as to the venue’s suitability

• If water is found to be at the venue during a risk assessment, the excursion will need to be
reviewed and another venue sourced if it is deemed a risk to children

• Children, parents and educators will discuss the risks and be given an explanation for the
decision to look for an alternative site

• Children and educators will discuss regularly as part of our work with children of the
importance of water safety

• The regional manager and the coordinator will develop a site procedure and risk
assessment for schools where water areas are on site

• In instances where water activities will be offered, ALL staff will hold a current bronze
medallion award and will ensure that it is attached to the staff record and a copy is recorded
on the educator One Team profile

• Children will also be involved in a formal Water Safety Program before attending any water
activities

• In cases of water based experience a staff:child ratio of 1:5 will be maintained and the
regional manager will be on site during the activity

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Environment Statement and Sustainability

POLICY

Camp Australia, in line with the individual school, will support children to explore the protection of the
environment through a number of sustainability programs and activities. The educators will provide
opportunities to promote children’s exploration of the environment by utilising suitable resources.

STRATEGIES TO SUPPORT POLICY

• Educators will become familiar with current practices within the school community that
support the environment

• Through this process the educators and children will discuss the types of sustainability
activities that occur at school and extend these into before/after school care

• The service will consider sustainability issues when planning programs and experiences in
the service

• Educators, with support from parents and children, will provide a program which includes
environmentally sustainable practices to reduce harm to the environment in which the
children live

• The service aims to reduce waste, electricity and water usage and will engage the children
in this effort

• Educators will promote environmental awareness through programming, teaching and
information supplied to/from families

• Educators will utilise natural resources in the program in the most efficient and responsible
way to enhance the service and children’s experiences

• Educators will incorporate the children’s needs and interests into the experiences being
offered where this relates to sustainability

• Educators will ensure that sustainable practices are embedded in the daily program and
understood by all children, educators and families through regular review, discussion and
feedback

• Educators will show respect and care for the natural environment and actively work towards
improving the environment

• Educators will work with local council and the school to enhance the community’s current
sustainability services and reflect this through the service program and quality improvement
plan

• Educators will comply with all relevant national and state legislation in regards to
environmental planning

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QUALITY AREA 4: STAFFING ARRANGEMENTS

Staff Ratios and Qualifications

POLICY

Children will be cared for in a safe environment with careful supervision by all educators. Staff:Child
ratios will be adhered to as stated in the Education and Care Regulations and Law, with consideration
provided to individual state and service requirements.

STRATEGIES TO SUPPORT POLICY

• All Camp Australia services will work in line with regulations and confirm all qualifications
through the ACECQA website

• Camp Australia workforce planning team will staff and support services to ensure all rosters
maintain their respective Staff:Child ratios

• Educators must work with the workforce planning team to advise of any roster changes
• Unforeseen Absences must be logged with the workforce planning team via the Hotline

(1300 665 257). Emails are not acceptable
• Absences must be lodged via One Team 24 hours prior to their shift
• All educators working at the service must have relevant qualifications that are specific to

their state law requirements
• Educators must converse with the workforce planning team should there be a change in

their current study requirements as this may affect the qualifications for particular sites
• Staff record to be kept on site with a copy of each educator’s relevant qualifications and

certificate. This detail can also be included as part of the staff profiles that re on display at
the service.
• Educators must maintain accurate and up to date qualifications and certificates and must be
sent to [email protected]
• Educators must ensure that throughout the duration of the operations of the service, that the
staff:child ratios are adhered to

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Responsible Person and Supervisors Certificate

POLICY

All Camp Australia services will have a responsible person who will be designated by the nominated
supervisor. The responsible person will need to accept and declare in writing that they will manage
the day-to-day operations of the service. The responsible person’s name will be on display and kept
with the staff record on site. The responsible person will ensure that the service adheres to National
Education and Care Law and Regulations in the absence of the nominated supervisor and must be
confident that the duty of care to children is maintained throughout the service operating hours. The
responsible person will work with the regional manager to ensure that the service adheres to the
Education Care Law and Regulations, as well as Camp Australia policies and procedures.

STRATGIES TO SUPPORT POLICY

• The service will hold a ‘supervisor certificate’ (except WA)
• Western Australia educators will still need to hold a certified supervisor certificate
• The regional manager will work with all educators to ensure that all prescribed information is

displayed at the service advising who is assigned as the responsible person
• The responsible person staff record will be on site and available should it be requested by

authorised personnel
• The responsible person will need to be given notification of this in writing by the nominated

supervisor
• The responsible person will work with the regional manager and educators to support the

program delivery and management of the day-to-day operations of the service
• The regional manager will work with authorised officers should there be any queries,

questions or issues regarding the service, the program, duty of care to children or any other
issues
• The responsible person for each site will be the coordinator of the service and will be
supported by the regional manager/nominated supervisor in all operational aspects of the
service

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Nominated Supervisor

POLICY

All Camp Australia services will have a nominated supervisor who will be supported by a minimum of
one responsible person at each site. Nominated Supervisors will hold a supervisor’s certificate
granted by the Regulatory Authority. The nominated supervisor will interact and work with all
educators at the service to ensure that the service complies with the National Education and Care
Law and Regulations at all times.

STRATGIES TO SUPPORT POLICY

• Regional Managers are the nominated supervisor for each service within their portfolio.
• The nominated supervisor will confirm in writing their acceptance of this role and this will be

included as part of their staff record
• The regional manager/nominated supervisor will also agree to this person’s nomination in

writing. A copy of the declaration will be kept on the staff record and with Camp Australia
records
• Each coordinator that manages the day-to-day operations of the service will be the
responsible person on site in the absence of the nominated supervisor
• The regional manager will work with each educator to determine what skills, experience and
qualifications are required should they wish to hold this position
• Camp Australia will encourage all team members to apply for this responsible
person/coordinator role as it is important to team member development and future career
paths. This process will be guided and supported by the nominated supervisor
• Nominated supervisors will meet regularly with the responsible person/coordinator to offer
support and guidance. This will be through one-on-one training, service visits, network
meetings, emails, phone calls and team meetings
• A copy of, or access to, the National Education and Care Law and Regulations will be made
available at each site and will be utilised should a query or uncertainty arise
• The guide to the National Education and Care Regulations will be made accessible to all
educators for further clarification
• Prescribed information regarding the accessibility of this information will be made available
at each site
• Should any change to the nominated supervisor be required, Camp Australia will notify the
relevant Regulatory Authority within a 48 hour timeframe and will provide notification of the
incoming nominated supervisor to the service

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Role of Educational Leader

POLICY

The educational leader for each site will be responsible for leading, supporting, guiding and mentoring
the educators to provide a program that will promote a positive organisational culture that enhances
the development of the curriculum and ensures clear goals and expectations for teaching and learning
within the service. These goals are underpinned by the principles, practices and learning outcomes
identified in the national learning frameworks (My Time Our Place, Being Belonging Becoming).

STRATGIES TO SUPPORT POLICY

• The educational leader will be the regional manager for each service that is managed within
their portfolio

• The educational leader will be aware of and supporting the understanding of the team in the
areas of the frameworks, pedagogy, program, principles and practice

• The educational leader will be inspired to develop educators, empowering them to lead and
build a team culture of professionalism and purposefulness

• Educational Leaders will have particular goals and objectives for each service, that are
designed to support the educators to critically reflect on routines and interactions, make
changes where needed and help establish learning opportunities. This is the work of the
educational leader (nominated supervisor). These goals and reflections will be based on
supporting the individual educational outcomes for children within the service

• The goals and objectives will be set by the responsible person, with support by the
educational Leader and take into account ideas, observations and feedback from the children,
team, families and school community

• The educational leader will support the responsible person in embedding the My Time Our
Place and Early Years Learning Framework within the service

• Information about the educational leader will be displayed on site as per prescribed
information. Should this change, the information will be updated

• The educational leader will support and guide educators using information gathered during
one-on-one meetings, team meetings, service visits, relationship meetings with school, and
interaction with parents and children to create goals that support the individual learning
outcomes for children

• The educational leader will offer assistance to the educators in writing and adjust the service
quality improvement plan where required

• Educational Leader service visits will be documented with clear evidence of support provided
through particular service documents and made available to educators

• Ongoing training and workshops will be available for the educational leader and educators to
attend

• All educational leaders at Camp Australia meet regularly to exchange and develop ideas that
support services and their programs

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Students and Volunteers

POLICY

Camp Australia supports and encourages students and volunteers to work as part of the Camp
Australia head office team only. Participating in such programs will be in line with consultation with the
student, training or school organisation or with the volunteer organisation. To be considered for work
placement or volunteer experience the applicant will need to contact Camp Australia directly.

STRATEGIES TO SUPPORT POLICY

• Consideration for any work placement or volunteer placement with Camp Australia must be
directed to [email protected]

• All students and volunteers must report to the department to which they have been assigned
to

• Organisations will need to provide Camp Australia with formal documents about the
purpose, duration, visit and assessment schedules

• All paperwork associated with the placement will be completed and signed in full before
commencement of any practical work

• All students and volunteers will need to hold a current and valid Working with Children
Check or equivalent. This will need to be provided during the introduction to the placement

• All students and volunteers will be monitored and guided by a representative of Camp
Australia as delegated by the HR manager

• Should an issue arise during the placement of the student/volunteer, this will be directed to
HR who will discuss further with the student representative. In the case where no
representative is available, the volunteer will be spoken with directly

• Camp Australia will ensure that all students and volunteers gain full support, training and
guidance throughout the duration of their placement with the head office team

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Duty of Care

POLICY

Educators within a Camp Australia service will take all reasonable steps to provide a safe and secure
environment that protects all children from harm or the possibility of harm while supporting their
interactions, engagement and play.

The Duty of Care policy is supported by the Camp Australia Child Safe Policy

STRATGIES TO SUPPORT POLICY

• Educators must ensure that the service environment is safe and hazard free. Educators will
regularly complete a hazards checklist to ensure the space is clear of any danger. All safety
concerns will be reported to the regional manager and the school

• All spaces children have access to must be an approved licensed space and the service
approval will be on display at each site

• Educators will supervise the children at all times and ensure that they are in view throughout
the session

• All children should be accounted for at the beginning, during and at the end of each session.
The coordinator will use the attendance sheet and head count process to account for
children in care

• Educators will have regular communication with one another about the location of children
during the session. It is important at the commencement of care, during transition through
play spaces and at times of bathroom use

• All children’s medical management plans must be up-to-date and available. This should also
include children’s medication

• Child enrolment information sheets must be signed by the family, at the service and
accessible to all educators

• Services will complete a site checklist and maintenance checklist which will ensure the
service is compliant and safe

• Educators must remove any broken or unsafe resources and equipment to support a safe
environment for children. Replacement items can be ordered through the resource team

• Reviews are to be undertaken with parents, the school and the regional manager where
there may be concerns with children behaviours that may require further planning and
support

• Educators must ensure open communication and dialogue is occurring regularly within
Camp Australia to continue to support the children’s safety and care

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Visitors and Spectators on Site

POLICY:

Camp Australia has a responsibility to keep children safe whilst in our care. This is taken most
seriously when visitors or spectators may come to see and observe the service operations.

Any individual visiting a service will be required to follow our mandatory requirements before being
allowed to enter the service. These requirements are put in place to keep children and educators
safe.

STRATEGIES TO SUPPORT POLICY:

• Any individual (which will include authorised officers, government agencies, incursion
providers, council representatives) that enters a Camp Australia service will be advised by the
educator the following mandated line:

"As part of our standard management practices, I am required to notify our approved
provider of your presence on site. I need to take a photo of your identification and
submit this for our records. If you do not consent to this, for the safety of the children
in care, you will need to wait outside the approved space until my manager arrives at
the site to discuss this with you."

• The abovementioned individual that enters the service will be asked by the educator for a
photo ID.

• An authorised officer has the legal authority to enter the premises with a prescribed form of
identity card as specified in R187 of the Education and National Care Regulations. However,
educators must allow an authorised officer with appropriate photo ID to enter the service
regardless.

• Using the service phone, the educator will take a photo of the individual’s photo Id and sms
this to 0437 897 774 with the following details:

o Name of the individual
o Organisation where the individual is from
o Full name of the service you are working at

• The educator will then ask the individual once approved, to sign in the visitors register book
on site.

• Should an individual choose not to follow the Camp Australia process or unable to produce
photo Id they will be asked to leave the licensed area.

• If the individual refuses to leave the service area, the regional manager must be contacted.
• In the case that the individual becomes aggressive towards the educator and children are at

risk emergency services should be contacted immediately.
• Parents and authorised family members who wish to visit or be a spectator on site must

ensure that behaviours are appropriate. Positive interactions with educators and children are
encouraged.
• Any inappropriate behaviours or interactions whilst at the service, the individual will be asked
to leave in the event of abusive or unruly behaviour.

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• Parents/family members who may also be participating in an event/or activity may do so in the
presence of an educator at all times. The activity will be in-line with the service program and
philosophy.

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Career Training and Development

POLICY

Camp Australia supports and actively encourages all team members ongoing training and career
development through compulsory and self-paced learning via the Learning Management System
(LMS). Camp Australia will promote staff within the organisation to support longevity of employment.

Completing the compulsory training courses on the LMS, will assist an educator in understanding their
roles and responsibilities whilst working in a service. A number of self-paced learning courses are
also available to educators to further extend and build their Camp Australia knowledge.

STRATEGIES TO SUPPORT POLICY

• On commencement with Camp Australia, educators are required to complete a number of
compulsory online courses that are available on the Learning Management System (LMS),
accessed via One Team.

• These compulsory courses include:
o Camp Australia Induction
o Employee handbook
o Workplace bullying
o Assistant pathway
o Coordinator pathway (if working in the role of the coordinator)

• Educators will be actively encouraged to attend termly network sessions where educators will
have the opportunity to meet with other educators in nearby services. The session will update
educators in all aspects of child care

• Coordinators that wish to progress to holiday club coordination will need to complete termly
compulsory holiday club training on the LMS

• Regional managers will conduct one-on-one meetings each term where the educators will
work on the service strategic plan supporting the company’s 90 day goals

• At the completion of all LMS courses educators must print a certificate and place a copy with
their staff record

• Regional manager’s, at certain times will request that particular educators and teams
complete workshops where a skill set may need to be further developed or improved. When
directed to undertake a workshop by the regional manager, educators will need to complete
the training within the specific reasonable timeframe set by the regional manager

• As part of Camp Australia’s commitment to career paths within the organisation, all team
members are encouraged to read and learn more about the training and development
framework offered at Camp Australia

• There are 7 career pathways. Camp Australia is committed to and will actively encourage and
progress educators with supportive professional development

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• Camp Australia training and development framework has 3 distinct elements:

BE: There is an expectation that our staff are strong, passionate Camp Australia
advocates

KNOW: Understand and adopt Camp Australia philosophy and values

DO: Build respectful and collaborative relationships with team members, children
and families

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Working with Children

POLICY

All personnel that directly work with children, will hold a current and valid Working with Children
Check (WWCC) or equivalent (based on state requirements). Camp Australia will also ensure that the
status of the checks is monitored and reviewed regularly by the HR team and the operations team.

STRATEGIES TO SUPPORT POLICY

• During the recruitment process, the recruitment team will ensure that all staff employed hold
a relevant Working With Children Check (state dependent)

• The recruitment team as part of their process of interview will ensure that the current
WWCC is valid and that the employee is able to actively work with children

• All educators that hold a current and valid WWCC or equivalent must ensure (prior to
commencing their first shift) that their WWCC/Blue Card/OCHRE card (or state specific) is
updated and/or linked to Camp Australia as their new employer.

• Once the team member is employed with Camp Australia, the status and a copy of the
check will be included as part of the staff record

• The regional manager will check the staff record during site visits to ensure this document is
in order

• The regional manager will check the status of all field staff every six (6) months and will print
this off to include as part of the staff record

• Where a staff member’s WWCC or equivalent has lapsed, the employee will not be
permitted to work with the children

• In an instance where a discrepancy relating to a WWCC or equivalent has occurred, the
staff member will be removed from all shifts and be informed about the discrepancy. Further
investigations will then commence between HR, the regional coordinator and the educator

• Team members who have applied for a WWCC or equivalent will need to wait for a formal
letter or card to be issued by Camp Australia before they are able to commence working
with children

• **Educators working in Queensland do not have authorisation to sign blue card applications
on behalf of Camp Australia.
o The Regional Coordinator, Operations Manager or Head Office are the only approved
personnel who can sign these documents. Applications should only be sent to Head
Office if an Educator is based in a remote location. Applications sent to Head Office
must:
• Have a confirmation of identity document completed by a prescribed person
• Have the prescribed person witness the Educators signature on the blue card
application
• Send confirmation of identity and signed blue card application to
[email protected]
• A head office representative will sign this document and send back to the
Educator to submit
• Educators in Queensland with an approved Blue Card linked to another
employer, must be updated and/or linked to Camp Australia as their new
employer and have your Regional Coordinator, Operations Manager or
member of Head Office sign the document.

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Child Abuse

POLICY

Children have the right to be safe, secure and nurtured in an environment which is free from physical,
sexual, psychological/emotional abuse including any form of serious neglect.

Educators have a moral, ethical and social obligation to ensure that children remain safe and report
any behaviours and/or conversations that may jeopardise the health and well-being of a child.

Note: Where educators are mandated to report under relevant state legislation, it is required that
workplace policies and procedures are to be followed and a report is made directly with a Child
Protection Officer.

Definitions of Abuse

Child abuse constitutes any act committed against a child involving:
• physical violence
• sexual offences
• serious emotional or psychological abuse
• serious neglect.

What is child abuse?
The child safe standards aim to protect children from abuse in organisations. Under the Act, child
abuse includes five categories of abuse as outlined below.1
While the standards apply specifically to child abuse, organisations should look to promote children’s
health and wellbeing in a broader sense.

Physical violence
Physical violence occurs when a child suffers or is likely to suffer significant harm from a non-
accidental injury or injuries inflicted by another person. Physical violence can be inflicted in many
ways, including beating, shaking, throwing, strangling, burning or harm through the use of weapons
(such as belts and paddles) or administering poison or harmful substances.
Possible physical indicators:

• Unexplained bruises
• Burns
• Sprains or fractured bones
• Cuts
• Welts
• Unconsciousness
Possible indicators:
• Showing wariness or distrust of adults

1 These definitions are based on the Victorian Child Protection Practice Manual: <www.dhs.vic.gov.au/cpmanual/practice-
context/child-protection-program-overview/1008-abuse-and-harm-legal-and-practice-definitions>

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• Wearing long sleeved clothes on hot days (to hide bruising or other injury)
• Fear of specific people
• Startles or flinches at sudden movement
• Overly compliant, withdrawn, uncommunicative or aggressive, destructive or disruptive
• Unexplained absences
• The position, nature or extent of the injury does not correspond with the explanation of the

injury (eg bruising on inner arms or legs) or the explanation changes
• Excessive accidents resulting in injury
• Patterned bruising (hand marks or finger marks resulting from roughly grabbing
• Untreated injuries
• Learning difficulties
• Regression in development

Sexual offences
Sexual offences occur when a person involves the child in sexual activity, or deliberately puts the
child in the presence of sexual behaviours that are exploitative or inappropriate for his/her age and
development. Child sexual abuse can involve a range of sexual activity including inappropriate
kissing, fondling, masturbation, penetration, oral, voyeurism and exhibitionism. It can also include
exposure to or exploitation through pornography or prostitution, as well as grooming behaviour.2

A new grooming offence commenced in Victoria on 9 April 2014. Further information is available on
the Department of Justice website

Possible physical indicators:

• Presence of sexually transmitted diseases
• Pregnancy
• Bleeding, swelling or redness around the vagina, anus or mouth
• Blood on underwear or complaints of soreness
Possible behavioural indicators:

• Displaying sexual behaviour or knowledge that is unusual for the child’s age
• Acting out sexually
• Inappropriate sexual play and behaviour with toys, animals or other children
• Sexual themes in drawings or writings
• Difficulty sleeping
• Being withdrawn
• Complaining of headaches or stomach pains
• Fear of specific people
• Showing wariness or distrust of adults
• Displaying aggressive behaviour
• Regression in development
• Wetting or soiling themselves
• Avoids physical contact or overly affectionate

2 A new grooming offence commenced in Victoria on 9 April 2014. Further information is available on the Department of Justice
website <www.justice.vic.gov.au/home/safer+communities/protecting+children+and+families/grooming+offence>

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