Outside School Hours Care HANDBOOK
Welcome
Welcome to The Cathedral School of St Anne & St James. Located in Mundingburra the school is Townsville’s only Independent Anglican School for boys and girls from Early Childhood to Year 12 and boarding students from Years 7 to 12. The School is set adjacent to a lagoon and lush tropical rain trees creating a wonderful canvas to inspire learning and creativity. At Cathedral we ‘educate for life-long success’. We know that this requires a well-rounded education and a focus on developing the “whole person” by nurturing the body and spirit as well as the mind. It is our aim to provide all students at The Cathedral School with the best possible care, in an environment that optimises their learning outcomes.
OUR OSHC SERVICES
The Cathedral School recognises that many families in this busy world need care for their children outside of traditional school hours.
Through our OSHC, the school provides appropriate and stimulating programs for children from Prep to Year 6. These services operate from 7.00am – 8.30am, 3.00pm – 6.00pm, in term time and 7.00am – 6.00pm throughout school holidays. We have a three week closure over the Christmas New Year period and are closed on Public Holidays.
ASSESSMENT AND RATING PROCESS
Our Licensed Outside School Hours Care Centre, which is an approved service under the Education and Care Services National Law Act 2011, follows the My Time, Our Place Framework for School Age Care in Australia. The programs to align with government requirements regarding activities, programming, staff qualifications and child-staff ratios.
Assessments of the services are conducted by the Regulatory Authority – The Australian Children’s Education and Care Quality Authority (ACECQA) against the National Quality Standard and National Law to ensure that quality education and care service is being maintained.
The seven quality areas covered by the National Quality Standard are:
• Educational program and practice.
• Children’s health and safety.
• Physical environment.
• Staffing arrangements.
• Relationships with children.
• Collaborative partnerships with families and communities.
• Governance and Leadership.
The Cathedral School Outside School Hours Care Centre has been assessed and rated as Meeting in each of these areas.
PHILOSOPHY STATEMENT
The Cathedral School’s OSHC program aims to provide a safe, caring and Christian environment, which fosters and supports the learning and personal development of each child. Learning is seen as a partnership and shared responsibility between the centre, family and child. A climate of mutual trust and respect is created through open, positive communication between staff, parents and children.
SCHOOL CONTACT DETAILS
Street Address: 154 Ross River Road, Mundingburra Qld 4812
Postal Address: PO Box 944 Aitkenvale Qld 4814
Web Address: www.cathedral.qld.edu.au
School Administration: 4722 2000
OUTSIDE SCHOOL HOURS CARE CONTACT INFORMATION
Outside School Hours Care Coordinator
Head of Junior School
Nominated Supervisor
Finance Officer for Outside School Hours Care
Amy Hall oshc@cathedral.qld.edu.au
Louise Anderson louise.anderson@cathedral.qld.edu.au
Louise Anderson louise.anderson@cathedral.qld.edu.au
Kylie Hall elc@cathedral.qld.edu.au
4722 2046
4722 2041
4722 2041
4722 2093
OUTSIDE SCHOOL HOURS CARE STAFF STRUCTURE
LOUISE ANDERSON
Nominated Supervisor, Head of Junior School
AMY HALL OSHC Coordinator
KYLIE HALL Finance Officer
STAFF
Our staff are of the highest standard with appropriate qualifications and often years of experience in early childhood, both practically and educationally.
All staff hold Positive Notice Blue Cards, and current First Aid and CPR certificates. Additional information relating to individual staff is in our OSHC room.
New staff undertake an induction process, so they are aware of the Centre’s policies, principles, and procedures. During this time, staff will be introduced to parents and children to ensure a smooth transition for families and the new staff member. All staff are carefully selected to maintain the highest quality of care and education for our children.
HOURS OF OPERATION
BEFORE SCHOOL HOURS CARE
Hours of Operation 7.00am – 8.30am
Staff members are encouraged to participate in professional development through educational seminars, meetings, discussions, and conferences relating to childcare, child development and education.
Monday to Friday (Term Time) AFTER SCHOOL HOURS CARE
Prep Children 3.00pm – 6.00pm
Monday to Friday (Term Time)
Years 1 – 6 3.10pm – 6.00pm Monday to Friday (Term Time)
Vacation Care Program 7.00am – 6.00pm
Monday to Friday (School Holidays)
The Centre is closed on weekends and public holidays and for three weeks over the Christmas holidays.
CLOSURE OF CENTRE DUE TO INCLEMENT WEATHER
In the event of a cyclone or severe weather event, the Centre may have to close. If a decision is made to close the Centre, the following communication methods will be used:
• It will be broadcast on local radio stations from 6:30am.
• A message will be posted to the School’s Website and Social Media pages.
• An email detailing the closure will be sent as soon as possible.
• Notification will be lodged with the Department of Education and displayed on their website. The same methods of communication will be used to advise when the school is re-opening.
ENROLMENT INFORMATION
OSHC is an accredited Outside School Hours Care program, available for Cathedral students up to the age of 13 years (Year 6). Children aged 13 and in Year 7 may still attend the service, however families will not be eligible for the government’s Childcare Subsidy. The Childcare Subsidy eligibility requirements state that children must be 13 and under and not attending secondary school. The government recognises Year 7 as secondary school.
To register for Outside School Hours Care, families need to complete the Xplor Link below or located on the school website or send an email to oshc@cathedral.qld.edu.au.
Once the Xplor enrolment form is submitted, you will receive an email from Xplor inviting you to complete a Re-enrolment form. To complete the enrolment process, you will be required to download the Xplor Home App on your mobile phone and follow the prompts including uploading medical information and action plans, court orders and parent plans etc.
Any changes of address, contact numbers, medical histories, or any relevant information pertaining to your children whilst they are enrolled in OSHC can be updated by contacting the Centre or by completing this on the Xplor Home App.
OSHC AND VACATION CARE BOOKINGS AND CANCELLATIONS
For OSHC bookings in before or after school care, a link will be provided to families prior to the commencement of each term to allow families to book their required care for that term. Please note that bookings do not roll over to the following term.
To cancel before or after school care bookings, please email oshc@cathedral.qld.edu.au by 12pm on the Friday of the week prior to the day being cancelled. Cancellations after this time will incur regular fees.
For Vacation Care bookings, an email including information about the program and a link to the booking form will be sent approximately 2- 3 weeks before the holidays start. This will also appear in the News Section of the Junior School parents’ eCat page. Booking forms are to be completed online.
For days that may be fully booked, a wait list will then apply. When the booking portal has closed, any families that require Vacation Care will be provided with a link to a Wait List Application Form. These will be monitored daily, and families will be emailed if we are able to accommodate the requested day/s.
To cancel vacation care bookings, parents will be required to complete an online Cancellation Form by 12pm of the Friday of the week prior to the day/s requiring cancellation. Forms submitted after this time will incur regular fees.
Please consult with the Coordinator in the event of family emergencies requiring additional childcare needs
PHOTOGRAPHS AND MEDIA CONSENT
OSHC has an iPad which is used to document the learning program. Photos are used for Centre displays, daily journals, and school media. Options for providing consent to your child’s photographs being used in different ways by the Centre and/or school is provided on the enrolment form. If you would like to adjust your consent choice, please advise the Centre in writing.
PRIVACY
Personal information is collected about children enrolled at the Centre, their parents and people who care for them. The primary purpose of collecting this information is to enable us to use the information for all actions connected with the care and education of your child. Personal information provided will be used in accordance with the school’s Privacy Policy, which may be viewed on the school website.
EDUCATIONAL FRAMEWORK
OUTSIDE SCHOOL HOURS CARE (OSHC) PROGRAM
The Outside School Hours Care (OSHC) education program is developed and implemented in accordance with the My Time, Our Place – Framework for School Age Care in Australia. It ensures that all children have opportunities to participate in leisure and play-based activities that are responsive to their needs, interests and choices. We acknowledge the traditional owners of this land daily.
Additionally, we implement the “Living Program” where students can suggest topics for discussion or share items of interest.
PARENTAL INVOLVEMENT
Parental involvement in the child’s program establishes continuity between home and the centre. By working together, families can be authentic partners in the education of their children.
In general, we ask parents to assist in the following ways:
• Be punctual.
• Be prepared to stay for a short time if this is thought to be necessary, and when leaving, say goodbye and then leave promptly.
• Read notices regularly.
• Offer to share talents and interests.
• Communicate with the relevant staff about your child. Volunteers will need to show evidence of a current valid blue card.
PASTORAL CARE AND CHILD DEVELOPMENT
Parents are welcome and encouraged to discuss any issues and share concerns with their child’s Educator. Events in family life such as major illness, accidents or death in the family, a new baby, separation, or visits by relatives can have a marked effect on a child’s behaviour. It is important that parents and the Centre share information.
The Coordinator will discuss child behaviour concerns with parents. Further information will also be provided to families via an Incident Record on the Xplor Home app. Confidentiality is always respected.
VACATION CARE PROGRAM
All primary school students are welcome to attend OSHC during school holidays. The Vacation Care program will offer a varied program of activities to stimulate and engage the students including incursions and excursions to various venues of interest. Parents are invited to share and participate in all aspects of our program and attend at any time. All new students to OSHC must be enrolled before a booking form for vacation care can be accepted.
A full Vacation Care flyer is available a minimum of one week before Vacation Care commences.
XPLOR HOME
Xplor Home is an online parent portal providing access for parents to view their children’s learning, day-to-day routine, and update their personal and financial (direct debit account) details.
Information you will be able to access includes:
• Photographs of your child/ren and/or group photos of your child/ren participating in activities.
• A snapshot of the learning that takes place in OSHC each day.
• Notifications if your child has an Incident Report to be signed.
Families with more than one child in the Centre will only require one account from which they will be able to view all their children. Each parent will need to download the Xplor Home app to be able to sign their children in and out, but only the primary carer (parent under whom the account is set up) will have access to the financial tab.
Additional family members or friends who have consent to drop off/collect children will not have access to the Xplor Home app; they will need to be added by the parent/s as a ‘Contact’ and can sign the child/ren in and out manually via the iPad Kiosk at OSHC Reception.
PARENTAL QUERIES, COMPLAINTS AND FEEDBACK
Parents should direct any queries, concerns, or feedback about their child to the OSHC Educators or the Centre Coordinator. Concerns relating to Centre policies, procedures or the day to day running of the Centre should be directed to the Coordinator.
Formal compliments, complaints or concerns can be submitted via the Compliments, Complaints and Feedback Form available on eCat. For further information refer to the school’s Complaint Management Procedure which is located on the School’s website.
ATTENDANCE AND EXCURSIONS
ARRIVALS AND DEPARTURES OF CHILDREN
An electronic sign in and out system is located at the OSHC reception. Parents/ guardians set up their own individual personal pin number when setting up their Xplor Home app. Parents can use their Home app to scan the unique QR code located on the iPads at OSHC Reception to sign their child in/ out, or can manually sign in/out using their mobile number and PIN.
Family/friends who are authorised to drop off/collect a child are to be added by parents as a Contact using their Home app. These authorised people then sign the child in/ out manually using the iPads. The electronic sign in/out is linked to billing, so it is essential that this is done each day to avoid cancellation in your childcare subsidy provided by the government.
Parents/guardians are not to share their Home app, log in details, or allocated pin number with any other person authorised to collect/drop off their children. Each authorized person must use their own individual log in.
Please ensure that a staff member is aware of your child’s arrival and departure. When you arrive at the Centre in the morning, you are responsible for your child until you have had contact with staff and placed your child in our care. In the afternoon, once you have collected your child and contacted staff, you are then responsible for your child once again.
A child may only leave the Centre if the child is given into the care of:
• A parent of the child.
• An authorised nominee named in the child’s enrolment form or as a Contact.
• A person authorised by a parent or by an authorised nominee (named in the child’s enrolment record or notified to Reception in writing) to collect the child from the premises.
No child will be permitted to leave the Centre with any person under the age of 18 years of age.
The Centre closes at 6pm each day. If your child is not collected from the Centre by this time, a late fee will apply. If we are unable to contact the parent/ guardian, staff will contact the authorised nominee/s listed on the child’s enrolment records until a suitable person is found to collect your child.
ABSENCES
Absences can occur due to illness, holidays or other reasons, and children need to have time away from the Centre. Parents/guardians are to inform the Centre if their child is unable to participate in the program on their usual day/s of attendance. This can be done via email, telephone, or via the Xplor Home app.
If the absence is due to an infectious/contagious illness, parents/guardians are required to notify the Centre. Exclusion periods for infectious conditions will be applied and parents may be requested to provide a copy of a medical clearance certificate for their child, prior to their return to the Centre. Refer to Infection Diseases Management procedure for further information on exclusion periods.
SPECIAL OCCASIONS AND CELEBRATIONS
Sharing a birthday cake or other celebration treat is a special moment for children. Parents are welcome to bring along a cake to share with the child’s friends, however, to maintain hygiene and to prevent the spread of germs the following is to be applied:
• Provide a separate cupcake (with a candle if the parent wishes) for the birthday child and enough cupcakes for the other children.
• Provide a separate cupcake (with a candle if the parent wishes) for the birthday child and a large cake that can be cut and shared.
• Zooper Doopers or ice blocks are another alternative, not affecting students with allergies.
The Cathedral School is a Nut Awareness Zone and an Allergy Aware Environment. Please do not send food containing nuts.
EXCURSIONS AND EVENTS
Throughout the year, the children may participate in excursions inside the school boundaries. There are also many occasions when community education and cultural shows visit the Centre. Parents will be notified of any planned visits or shows so you can join us if possible.
When completing the Enrolment form, parents/guardians can provide automatic permission for children to visit other sections of The Cathedral School campus (e.g., adjoining playgrounds, Wonder Hub, or Rock Centre). Parent/guardians will be required to fill out a permission form before your child is able to attend an excursion outside of the school grounds.
COURT ORDERS AND CHILD PROTECTION
COURT ORDERS, PARENTING ORDERS AND PARENTING PLANS
The Cathedral School recognises the right of both natural parents of the child to be involved in decisions about the education and care their child receives. The Centre will communicate all relevant information about your enrolled child/ren to the nominated parents/guardians as listed on the enrolment form.
If a child is subject to a custody order, parenting order or parenting plan, the Centre will require a copy of the order with the original sighted.
Parents/custodians must keep the Centre informed if the custody/access arrangements for their children change.
CHILD PROTECTION
The Cathedral School has child protection procedures in place to ensure that any suspected or actual harm is reported in accordance with legislative requirements. All children have the right to be free from harm and to play, learn and be cared for in a safe and secure environment. For further information please refer to the Student Protection Manual available on the School’s Website.
FOOD AND NUTRITION
Healthy eating habits are vital to good health and start to develop from an early age. The Centre supports the Australian Healthy Eating Guidelines – Healthy Eating for Children and encourages children to bring healthy, nutritious snacks, meals, and water.
Please avoid sending chips, lollies, chocolates, chocolate biscuits, chewing gum, juice, flavoured milks, or fizzy drinks. Please limit packaged foods. Fresh fruit, vegetables, sandwiches with healthy fillings, yoghurts and cheeses are preferred.
The Cathedral School is an Allergy Aware Environment. Please do not send foods containing nuts, including peanut butter, Nutella, muesli bars. This limits the risk to children and staff who suffer severe allergies to nuts.
MEALS – OUTSIDE SCHOOL HOURS CARE (OSHC)
Children who arrive at the Centre early between the hours of 7:00am and 7.30am will have the opportunity to sit down and have a small breakfast. Families will be required to supply breakfast, and Educators will happily assist and supervise your child while eating.
After 7.30am staff are required to assist with the daily set up and arrival of all children, therefore no supervision will be provided for eating. Where possible, please arrange for your child to eat breakfast prior to drop off.
Afternoon tea is provided to children who attend OSHC after school. Foods served are based on the Australian Healthy Eating Guidelines – Healthy Eating for Children. A menu is available detailing foods provided for afternoon tea.
MEALS – VACATION CARE
Children tend to eat more during Vacation Care, so we suggest providing more than the usual amount of food. Parents/guardians are required to provide their child/children with healthy and nutritious meals, snacks, and a water bottle.
All children need to bring morning tea, lunch, afternoon tea and bottled water. Staff are unable to heat food for children, so please only send food that does not require heating or cooking.
Fresh fruit, sandwiches with various fillings, crackers with cheese, salads and yoghurt are a few healthy choice ideas.
It is recommended that meal/snack containers and lunch box/ bags are clearly labelled with your child’s name.
HEALTH AND SAFETY
MEDICAL DETAILS
You will be required to provide medical information about your child as part of the enrolment process. It is important that this information is kept current, so please provide written/ email advice of any change in your child’s medical status. If your child has a medical condition, you may be asked to have a registered medical practitioner complete a Medical Action Plan to be followed in the event of an incident relating to the specific health care need, allergy, or relevant medical condition. A Risk Minimisation and Communication Plan may be created for this condition for parents to review, provide feedback and sign. This document outlines how the Centre will minimise risks associated with the child’s condition.
ALLERGIES AND ANAPHYLAXIS
The Centre is an allergy aware environment and aims to manage allergies in accordance with the Centre’s Allergies and Anaphylaxis Awareness Procedure. If your child has or develops allergies or anaphylaxis, please discuss your child’s health needs with the OSHC Coordinator.
An Anaphylaxis Action Plan is to be completed and signed by a medical practitioner for all children who have been identified as having an allergy which will result in anaphylaxis. An adrenaline auto-injector pen (EpiPen/Anapen) is to be provided by the parent/guardian to staff. This will remain at the Centre. Action Plans are to be reviewed annually by a registered medical practitioner and are to include an updated colour photo of the child to aid immediate identification.
Parents/guardian can refer to the ASCIA (Australia Society of Clinical of Immunology and Allergy) website for an Action Plan template – www.allergy.org.au
UNWELL CHILDREN
Parents are requested to keep their children at home when they are sick. Staff are unable to provide the care needed by a sick child.
If a child becomes unwell while at OSHC and cannot participate in activities, our staff will contact their parents/guardians or emergency contacts so the child can be collected.
For further information refer to the Centre’s Incident, Injury, Trauma and Illness Procedure, Infectious Disease Management Procedure and Medical Conditions and Medication Management Procedure.
INFECTIOUS DISEASES
The Centre follows exclusion guidelines for children and staff with infectious diseases. We will exclude from care any child who is not immunized, when there is an incidence of one of the childhood diseases for which immunisation is available.
If a child has an infectious/contagious disease, they must be kept at home until a doctor advises that they are fit to return. A medical clearance needs to be given to the OSHC Coordinator on the first day the child returns to OSHC.
MEDICATION
All medication (including prescription, over the counter and homeopathic medications) require parent/guardian authorisation prior to administration by staff. The administration of all medications must comply with the Centre’s Medical Conditions and Medication Management Procedure.
All medication provided (including prescription, over the counter, and homeopathic medications) must:
• Be in its original container and be before the expiry or use by date.
• Have the original label (in English) with a pharmacy issued label which includes the name of the child to whom it is prescribed, a recent prescription date and instructions relating to administration.
Parents are required to complete the Medication Form to advise staff that the medicine needs to be administered, and the medication is to be given to a staff member for secure storage.
Staff will sign off on the Medication Form to verify that they have received the medication and when the medication has been administered. Information regarding the administration of the medication will also be available in the Xplor Home app.
Children that require regular or on-going administration of medication, including over the counter medicines (e.g. paracetamol) will require authorisation from a registered medical practitioner.
CHILD RELATED ACCIDENTS AND INJURIES
There are always staff present who have current First Aid and CPR certificates. The school has a Nurse on duty at the Student Health Centre from 8.30am to 4.00pm daily during school terms. Any emergencies will be dealt with according to the Centre’s Incident, Injury, Trauma, and Illness Procedure.
EMERGENCY PROCEDURES
Emergency and evacuation procedures have been established for the safety of staff and children. Emergency procedures are practiced throughout the year. Please make yourself aware of the Centre’s evacuation procedure and lockdown procedure, and if you are present at the Centre during a drill, we ask that you participate in the procedure.
SUN SAFETY
Our OSHC Centre is committed to ensuring that all children attending our Centre are protected from the harmful effects of the sun throughout the year. The Centre enforces a “No Hat – No Play” rule.
Please ensure that your child’s clothing provides adequate protection from the sun’s harmful ultraviolet radiation.
The Cancer Council Queensland recommends clothing worn during vacation care with the following features:
• dark-coloured.
• collars and sleeves.
• closely woven fabric.
• natural fiber.
Parents must also provide a well-fitting hat for use in all outdoor activities. The Cancer Council Queensland recommends a 7.5 cm broad-brimmed or legionnaire style hat.
We ask that sunscreen is applied to children before attending the Centre each day. The Centre provides SPF 50+ broad-spectrum, water-resistant sunscreen for your child’s use. Staff educate and monitor children in the application of sunscreen prior to outside activities and during excursions when needed.
UNIFORMS AND CLOTHING
Children are required to remain in their school uniform during term time, but casual dress is worn during holiday periods. During Vacation Care, please dress your child in comfortable sun safe clothing. A wide-brimmed hat and closed-in footwear must be worn every day.
FEE AND ACCOUNT INFORMATION
FEES
Fees are set annually; however the School Board reserves the right to make changes during the year if necessary. Full fees apply for absent days. No childcare fees will be charged for the Christmas three-week closure.
CHILD CARE SUBSIDY
OSHC is an approved childcare provider, so parents can access the government’s Child Care Subsidy for assistance with the cost of childcare if eligible to do so.
For further information on your eligibility and claim process, please visit the following website – www.humanservices.gov. au/individuals/services/centrelink/child-care-subsidy
METHODS OF PAYMENT
OSHC requires all parents to complete a Debit Success authority via the Xplor Home app to transfer fees from their bank accounts for the payment of fees.
Parents can nominate the day that they wish the transfer to be made, and the frequency (weekly or fortnightly).
Please note that only the parent noted as the ‘Primary Carer’ for the child will have access to the Finance section of the Xplor Home app.
STATEMENT OF FEES
A weekly statement of fees is issued via email to the account holder using the nominated email address on the enrolment form. Statements can also be accessed via the Finance section of the Xplor Home app by the Primary Carer.
ACCOUNT QUERIES
Any query with an account should be immediately notified to the OSHC Coordinator on 07 4722 2046, the ELC Finance Officer on 07 4722 2093, or by email to oshc@cathedral.qld.edu.au
LATE FEES
Children not picked up by the closing time of 6.00pm will be charged a late fee of $10 for every 10 minutes or part thereof.
FEES DURING NATURAL DISASTERS
OSHC and Vacation Care fees will not apply during periods when the Centre is closed due to a natural disaster.
FURTHER INFORMATION
ORGANISATION/SERVICE
Australian Children Education and Care Quality Authority (ACECQA)
Australian Immunisation Register
For families to check their children’s immunisation records, alternatively log onto myGov.
Childcare Access Hotline
The Australian Government Childcare Access Hotline is a free telephone service to help you find a childcare service that meets your needs.
Department of Social Services
Services Australia
For inquiries in relation to Government payments, including Family Tax Benefits, Childcare Benefit and Childcare Rebate and how they relate to your family’s financial situation.
myGov Child Care – Australian Government
Australia’s online childcare portal. On this website you will find information on different types of childcares and how to get assistance with the cost of childcare.
myGov myGov is a secure way to access government services online.
Taxation Office
For further information on the Childcare Tax Rebate.
CONTACT DETAILS
www.acecqa.gov.au
T: 1800 653 809 www.servicesaustralia.gov.au/australian-immunisationregister
T: 1800 670 305
T: 1300 653 227 www.dss.gov.au
T: 13 61 50
www.servicesaustralia.gov.au
www.my.gov.au/en/services/raising-kids
www.my.gov.au
T: 13 28 65 www.ato.gov.au
