records
poilcy
In this section
In accordance with the requirements of Child Services the following records will be maintained confidentially in relation to each child enrolled in the Creche
- Completed Enrolment Forms.
- Details of the period during which the child is in care at the Creche.
- Developmental records with up-to-date information on the child.
- Individual programs with specific objectives set for the child.
- Daily and Weekly Attendance records.
- Details of any consent given to take the child on an excursion.
- Details of any court orders affecting the custody of the child of which the Co-ordinator is aware.
- Medication forms and medical clearances.
- Letters of referral, assessments, reports sent to the Creche.
- Where required, Special Needs permission forms.
- Authorisation to Collect forms when collector is not on Enrolment Form.
- Accident forms.
All of the above records with the exception of the Daily and Weekly Attendance Records, Accident Forms and Medication Authority forms are to be kept in the child's individual files. Children's individual files are to be retained at the Creche for a minimum of one year after the child has left the service. Enrolment and Medication Authority forms are to remain at the Creche for a period of twenty-five years.
Access to Individual Records
In order to maintain confidentiality, access to children's records is limited. Access to individual children's records will not be given to Management Committee members, relief staff, students (including Job Skills/Job Start employees) and volunteers.
All persons who do have access to children's records are informed at the time of receipt that any information contained in these records is strictly confidential.
The following access to records is allowed
- Parents have access to their child's records on request. Access will be in consultation with the Co-ordinator or a staff member delegated by the Co-ordinator.
- Co-ordinator has access to all children's records.
- Permanent Staff have access to all children's records unless specified by the Co-ordinator.
- Administrative Assistant has access to records relevant to his/her work only.
- Special Needs Workers have access to specific children's records and in consultation with Co-ordinator or nominated staff member.
- Department of Health & Community Services. Officers of this department have access on request. Access will not be provided unless identification stating the position of the person is produced and the reason for the request confirmed in writing.
- Para-Professionals. In consultation with Co-ordinator, nominated staff member and parent. A written report may be provided for Para-professionals where parents have prior knowledge of and have given written consent for such a report. If requested, parents are to receive a copy of this report.
- Other Authorised Officers from Funding Bodies have access to all Creche records. Access will not be provided unless identification stating the position of the person is produced.
- Any persons authorised by law to inspect the records.. In consultation with the Co-ordinator.
Storage
Current records at Richmond Creche are held in either a lockable filing cabinet in the office, in the Creche's computer system or in the case of program and developmental records in the individual rooms to enable staff access and reference.
Those records that, according to regulation must be held for a period of time are held in locked cabinets in the upstairs area of the building.
Quicklinks
Download our policies and proceedures handbook (PDF, 1.1mb)
Download full parent's handbook (PDF, 1.2mb)