Our Policies.

Duty of care is of critical importance to everyone who works at Aeon Academy.

Aeon Academy has engaged families and children in developing a Barefoot Policy.

Through face to face chats with parents, on the floor experience with children and a survey through our online communication channels we have formalised our Barefoot policy.

This is, in essence, permission for children, staff (and families) to take off their shoes while at the service.

We have undertaken a risk assessment process and recognise that a daily safety check is an essential part of managing a shoes off choice.

 

Here are some of the convincing reasons to allow people to go barefoot while attending Aeon;

 

  • Development of the brain and nervous system
    The feet are the most nerve-rich parts of the human body, which means they contribute to the building of neurological pathways in the brain. Covering them in shoes hinders all kinds of opportunities for children’s brains to grow neural connections.
  • Allows the correct growth of feet-
    Many podiatrists claim that shoes can be much more harmful to little feet than nakedness can. Feet should be allowed to develop naturally, not conform to the shape of a shoe.
  • Aids in walking and balance
    Shoes can constrict foot movement and negatively impact walking, balance, sensory development, and proprioception (the understanding of our body’s orientation in the space around us). Walking barefoot can also help children develop a natural, healthy, gait.
  • Strengthens the feet and body
    When barefoot, we grip the ground more easily using the muscles of our feet and toes, strengthening them and reducing the risk of trips and falls. Walking barefoot allows us to maintain the full function of our feet.
  • Improves safety
    Walking barefoot teaches children to assess a situation and adapt to it. If there is a rocky surface, children quickly learn to slow their pace and seek the most stable surface. When barefoot, children tend to step with less force and are more likely to notice if they are putting their feet on something sharp, therefore avoiding an injury. Research also suggests children who go barefoot tend to be less clumsy.
  • Provides direct connection to the natural environment
    Not wearing shoes allows us to blow off steam, relax, and reawaken the senses. Research also tells us that children thrive in the outdoors and natural environments, so not having shoes as a barrier between our feet and the natural world increases the health promoting effects of spending time in nature for social and emotional wellbeing.
  • Potentially fewer injuries
    Walking barefoot allows children to be more balanced and less likely to trip over surfaces or their shoelaces.
  • Cooler in summer and helps with temperature regulation
  • Our skin is designed as a barrier to keep out pathogens, with a higher probability of becoming ill from touching something with our hands than our feet. Being barefoot toughens the soles of the feet, so unless children are walking through a dangerous site, the likelihood of an injury is slim.

Reviewed January 2023

Screen Free Policy

We are broadly a screen free service and are now formalising our policy. Haven’t kids spent enough time online recently?!

We do not sit children down in front of screens to watch movies (except in extreme situations like heat waves or bushfire) or to learn extended skills like a dance or weaving techniques- that’s what we have Educators for.

While we recognize the internet is a very powerful tool for accessing instant images and information, which Educators will draw upon, we like to use books and real time experience to teach children about the world. We also do not want to be in the position of policing what children can and can’t watch online.

During vacation time Vala club will use large images projected onto a screen to help set a theme for the day, it’s a general mood setter not a movie or a game.

While children are in our care they should not have access to strangers on the internet. No mobile phones should not be distracting children from the activities they are engaged in, this is the same for apple watches and any other internet-able device that children bring to Aeon.

We ask that children hand their internet-able device into the front office or stow it away in their bag.

Families have been informed on enrolment that their child may be filmed/photographed while in our care and this material used in social media and advertising. We have not asked permission for random children to record or photograph each other or staff while in our care.

Games that involve a screen are also not discouraged at Aeon as they keep children from engaging with the program and other children. Please leave these games for home time use.

reviewed January 2023

Any child with a contagious disease must not attend Aeon Academy while still contagious. All children who have not been vaccinated against the known contagion will have their families contacted so they can go home and not attend while the contagion is present in the Service.

Exclusion due to infectious disease:

The service follows the A.C.T. Education Department’s exclusion policy which is in accordance with the National Health and Medical Research Council’s exclusion periods and will exclude children, staff and visitors with infectious diseases from the service in accordance with that policy.

A medical certificate is required after contracting an infectious disease, which must state that the child/staff is well enough to return and does not pose a health risk to other attendees before the adult or child can be re‐admitted to the service.

The service will display a notice at the entrance and use email or distribution of letters/fact sheets where appropriate to notify educators/staff members, families of enrolled children and visitors to the service of exclusion due to infectious disease.

If a child is unwell at home parents/guardians are asked not to bring the child to the service.

If a staff member is unwell they should not report to work. Staff members should contact the Center Manager at the earliest possible time to advise of their inability to report to work.

If a child becomes unwell whilst at the service the service’s illness policy will be followed.

In the case of serious ill health or hospitalisation, the child or staff member will require a medical certificate verifying that their recovery is sufficient to enable their return to the service, from their medical practitioner or specialist.

Reviewed March 2024

Aeon Academy understands it has a duty of care to ensure that all persons are provided with a healthy and safe environment. To this end all staff will be fully informed of their responsibilities to implement and adhere to the service’s health policies and procedures. Effective hygiene strategies and practices assist our service to protect all persons from, and minimise the potential risk of communicable diseases. We believe experiences that promote basic hygiene awareness assist children to develop valuable life skills.

The Education and Care Services National Law Act 2010 requires that approved providers, nominated supervisors and coordinators take reasonable care to protect children from foreseeable risk of harm, injury and infection.(Education and Care Services National Regulations : 77; 88-­‐96  106; 109; 110; 112) 

The service aims to promote a healthy and safe environment and is committed to protecting its stakeholders through the implementation and monitoring of simple hygiene and infection control strategies. The application of preventative measures through an infection control program aims to prevent the spread of infections and will be followed by all people in the education and care service at all times.

Hygiene Strategies:

  • All staff are required to observe and maintain high standards of hygiene in the provision of the education and care service.
  • Staff will be provided with training on infection control.
  • Educator’s role model personal hygiene and discuss hygiene practices with children.
  • Notices which clearly explain effective hand washing procedures will be displayed next to hand washing basins.
  • The service will use detergent and warm water to clean except where the public health authority recommends a particular disinfectant for an outbreak of an infectious disease.
  • The service will ensure that developmentally and age appropriate toilets, hand washing facilities and products are easily accessible to children. Children will be supervised and encouraged to flush toilets and wash and dry their hands after use.
  • The rules of hygiene will be included in the child’s program and staff will initiate discussion about these subjects with groups and individual children at appropriate times.
  • Information on hygiene principles and practices will be displayed in the reception area and drawn to the attention of all families on a regular basis.
  • Hand hygiene is considered to be the most effective way of controlling infection in the service. 

Staff and children should wash their hands:

  • when arriving at the service to reduce the introduction of germs.
  • before all cleaning tasks e.g. handling and preparing food and eating.
  • after all dirty tasks e.g. toileting, cleaning up urine, faeces, vomit or blood, wiping a nose, playing outside, handling animals and after removing gloves.
  • before going home to prevent taking germs home.

Exclusion due to infectious disease

The service follows the A.C.T. Education Department’s exclusion policy which is in accordance with the National Health and Medical Research Council’s exclusion periods and will exclude children, staff and visitors with infectious diseases from the service in accordance with that policy. A medical certificate is required after contracting an infectious disease, which must state that the child/staff is well enough to return and does not pose a health risk to other attendees before the adult or child can be re‐admitted to the service.

The service will display a notice at the entrance and use email or distribution of letters/fact sheets where appropriate to notify educators/staff members, families of enrolled children and visitors to the service of exclusion due to infectious disease.

If a child is unwell at home parents/guardians are asked not to bring the child to the service.

If a staff member is unwell they should not report to work. Staff members should contact the Center Manager at the earliest possible time to advise of their inability to report to work.

If a child becomes unwell whilst at the service the service’s illness policy will be followed.

In the case of serious ill health or hospitalisation, the child or staff member will require a medical certificate verifying that their recovery is sufficient to enable their return to the service, from their medical practitioner or specialist.

Blood­‐Borne Viruses

It is unlawful to discriminate against anyone infected with blood­‐borne viruses including HIV, hepatitis B and hepatitis C. As blood borne viruses are not transmitted through casual contact, a child with a blood borne illness or any other blood borne impairment shall be treated and comforted as any other child, i.e. by cuddling, giving hugs, holding hands etc.

If an educator/staff member is notified that a child or the child’s parent/guardian or any other educator/staff member is infected with a blood borne virus the information will remain confidential. Only with the consent of the person with the virus, or the parent/guardian, can this information be shared with other educators/staff. Deliberate breaches of confidentiality will be a disciplinary offence preceding normal consultative action.

Cleaning up spills of blood and other body fluids

It is considered that the best way to prevent infection is to follow standard precautions at all times. Standard precautions support the assumption that all blood and body fluids are potentially infectious, therefore hygiene practices that promote infection control are adopted for all contact with blood and body fluids. Educators/staff will follow recommended guidelines for dealing with spills of blood, faeces, vomit, urine, nasal discharge and other body fluids as explained in Staying Healthy in Child Care in order to protect the health and safety of all children and adults within the service. Disposable gloves will be readily available for use in dealing with spills and hands will be washed after removal of gloves.

Maintaining a Healthy Environment

All staff will ensure that every effort is made to maintain a high standard of hygiene in the provision of the education and care service including supporting the Nominated Supervisor in the maintenance of all equipment and furnishings in a thoroughly safe, clean and hygienic condition and in good repair. In this regard staff will report any equipment and/or area that is not clean or in a safe condition or any evidence of vermin to the Health and Safety officer. All rooms used within the education and care service will be well ventilated to prevent increased risk of infection and possible asthma attacks.

Policy Statement

Everyone using the service has the right to comment on, complain about or appeal any action or decision of the service.

The service has different strategies for resolving staff grievances, family grievances or complaints, the grievances of children, or the grievances of other stakeholders.

Grievances are respected and treated fairly, and with a genuine desire to resolve the grievance wherever possible.

The service’s Grievances and Complaints Policy values and follows:

  1. procedural fairness and natural justice;
  2. our Code of Conduct;
  3. all national and territory regulations:
  4. a service culture free from discrimination and harassment;
  5. transparent policies and procedures; and
  6. avenues for recourse and further investigation

The Grievances and Complaints Policy ensures that all persons are represented by procedures that:

  1. value the opportunity to be heard;
  2. promote conflict resolution;
  3. encourage the development of harmonious partnerships;
  4. ensure that conflicts and grievances are mediated fairly; and are transparent and equitable.

Aeoncademy has a duty of care to ensure that all persons are provided with a high level of equity and fairness in relation to grievances and complaints management and procedures. In meeting the service’s duty of care management and staff/carers agree to implement and endorse the service’s Grievances and Complaints Policy.

Policy Statement

Our goal in guiding student’s behaviour is to enable our service to make manifest it’s philosophy of ‘Education Through Creativity & Play’. The service employs behaviour guidance techniques designed to respect the rights and dignity of all children in our care and to assist them to develop skills to successfully resolve conflicts and to self regulate their behaviour.

The service has a duty of care to provide a safe environment which protects the emotional and physical health of all children. We recognise the range of age groups and developmental needs of children  and seek to approach behaviour guidance with consistency and consideration for the uniqueness of each child. The service promotes collaborative approaches to behaviour guidance between the service’s stakeholders in line with the following legislation and standards:

  • ACT Children and Young People Act 2008
  • Education and Care Services National Law Act 2010. Sections 166, 167
  • Education and Care Services National Regulations 2011: Regulations 73, 74, 155, 156, 157, 168(2)(j)
  • National Quality Standard, Quality Area 5: Relationships with Children

Policy Statement

Education and care services require personal information from families to provide appropriate and responsive care. This information needs to be maintained and managed by the centre in a private and confidential manner. The centre will maintain private and confidential files for educators, children and their families. These records will be securely stored and maintained. The centre will maintain records according to the National Privacy Principles.

Policy Guidelines

The service will:

    • Ensure that information collected from families, educators and the community is maintained in a private and confidential manner at all times.
    • Ensure that such information is not divulged or communicated (directly or indirectly) to another person other than the ways outlines as appropriate in the Education and Care services National Regulations 2011, 181, which says information can be communicated:
        • To the extent necessary for the education, care or medical treatment of the child.
        • To the parent of the child to whom the information relates (except for information in staff records)
        • To the regulatory authority or an authorized officer
        • As authorized, permitted or required to be given by or under any act or law
        • With written consent of the persona who provided the information.

The Nominated Supervisor will:

    • Maintain up-to-date enrolment records, including contact details of family members, emergency contact information and any medical or legal information required by the centre.
    • Ensure that centre records, personnel records, CCS information and children’s information is stored according to policy and remains private and confidential within the centre at all times.

Educators will:

    • Maintain children’s information and store documentation according to policy at all times.
    • Not share information about the centre, management information, other educators or children and families without written permission or legislative authority.

Statutory Legislation & Considerations

Privacy Act 1988

Privacy Amendment Private Sector Act 2000

National Privacy Principles

Privacy and Personal Information Protection Act 1998

ECA – Code of Ethics

Children (Education and Care Services) National Law Application Act 2012

Education and Care Services National Regulations 2011

Policy Statement

The service has a duty of care to ensure that all persons are provided with a high level of sun protection during the hours of the service’s operation.

Current scientific and anecdotal evidence suggests that overexposure to ultraviolet (UV) radiation during childhood contributes to an increased risk to skin cancer throughout an individual’s lifetime (Cancer Council Australia, 2005b).

Preventing sunburn and overexposure to UV radiation assists in reducing the probability of skin cancer and further skin damage. Sun protection policies and procedures are a life long commitment to infants, young children and adults to reduce the incidents of skin cancer and eye damage (Cancer Council Australia, 2005a).

It is understood by management, staff, children and families that there is a shared responsibility between the service and other stakeholders that the Sun Protection Policy and procedures are accepted as a high priority.

In meeting the service’s duty of care, it is a requirement under the ACT Occupational Health and Safety Act that management and staff implement and endorse the service’s Sun Protection Policy, and ensure a level of protection to all persons who access the service’s facilities and/or programs.

Policy Statement

Vacation Bookings and Selection

All Vacation bookings are non-permanent bookings.

A cancellation or change fee is charged for cancellations or reductions that are to come into effect during a current vacation period. Bookings with less than 1 business day incur a late booking fee.

Room swaps are subject to the availability of places and at the discretion of the Centre Manager.

Seven (7) days notice is required for changes or cancellations of Vacation program bookings during Vacation periods. Cancellations and changes to casual bookings must be requested via email to hello@aeonacademy.com.au and may incur fees. If your child is not attending during the notice period please advise the program.

Staff are not authorised to accept verbal changes.

After School and Before School Care Bookings and Selection

All After School specialised program bookings are permanent bookings.
All After School early years foundation program bookings are permanent bookings.
After School Creative Play foundation program bookings may be Permanent or Casual.

Before School bookings may be Permanent or Casual.

Permanent bookings

Permanent bookings in the foundation programs are ongoing for the school year. Permanent bookings in the specialised programs are ongoing for one full term. We do not swap permanent bookings. Permanent bookings are held in suspension during Vacation periods.

When ceasing, or reducing permanent bookings, 10 working business days written notification is required,
If your child is not attending during the notice period please advise the program.
Staff are not authorised to accept verbal changes.

Public holidays and non-attendance/absences at the program are charged.

Casual bookings

Casual After School bookings can be made from 24 hours up to 2 weeks in advance and are subject to availability.

Casual After School bookings incur an additional charge on top of the Permanent bookings.

Where you are unavoidably detained and are unable to collect your child, you must call and advise your expected time of arrival. If you have not arrived by 6:00pm, the service will attempt to telephone you. If this is unsuccessful, contact will be attempted with your emergency contacts listed on your enrolment form. 

If no-one can be contacted and your child has not been collected by 6:15pm, Children’s Services will be contacted and asked to take over responsibility for your child. Late pick-up fees do apply.

As stipulated in our Diversity, Equity and Inclusion Policy the Service is committed to meeting the needs of children with medical conditions that require special consideration in accordance with our Extra Needs Policy.

The Service works to accommodate the needs of all children so that they may attend and have the same (or as similar as possible) experience as their peers within the practical limitations imposed by staff-child ratios and the physical layout of the Service.

During enrolment families are required to provide all relevant medical information through our childcare management software, Hubhello. Our Management Team works with families to develop a Medical Risk Minimisation & Communication Plan and Action Plan to manage risk and identify strategies for ensuring children’s health and safety. All relevant information is collected, entered in the child’s individual Medical Risk Minimisation & Communication Plan and Action Plan and stored both digitally (in their enrolment form) and in hard copy ( in the child’s medical pouch in the office). This information can be accessed by families online and they must ensure their enrolment forms are updated every year in the HubHello system.

Parents who wish their children to self-administer their medication must provide authorisation preferably through updating their enrolment form or in accordance with our Authorisation Policy and the child must be over preschool age.

The Service requires that families provide any needed medication in the original packaging with the pharmacy label still intact and clearly legible. In addition, authorisation to administer medication must be provided in their child’s enrolment form. Required information includes dosage information (when dosage needs to be, etc), the last time the medication was administered, and if there are any substances that should not be combined with the medication. The Service does carry back-up medication in case of children displaying symptoms of a medical condition (anaphylaxis, other allergies, asthma, etc.) in case of a child suffering the condition for the first time.

Our comprehensive risk minimisation strategies and other support strategies for children with specific medical needs are detailed below.

TRAINING STRATEGY

There is always a trained and designated First Aid Officer present at the Service with a current first aid qualification in accordance with our First Aid Administration Policy.

Before the beginning of each session ALL the staff in attendance are briefed on any child enrolled for that session who has a medical condition and are informed of the course of action described in that child’s individual MEDICAL RISK MINIMISATION & COMMUNICATION PLAN and ACTION PLAN.

COMMUNICATION STRATEGY

We endeavour to facilitate communication by using clear and concise plans for families to relay vital medical information which in turn is shared with staff.

  • At enrolment a copy of our Medical Conditions and Risk Minimisation policy is provided to families

Copies of the MEDICAL RISK MINIMISATION & COMMUNICATION PLAN and ACTION PLAN. of any child attending during a session are:

  • Displayed in our office
  • Held by our FIRST AID OFFICER in the first aid folder in our front office.

IDENTIFICATION STRATEGY

We identify the children attending our after school sessions who have medical conditions by identifying health alerts for each child during our daily staff briefing. During our vacation program when we have many new students, in addition to reading out health alerts for each child during our daily staff briefing we adopt a name tag spot system;

  • Red= life threatening food allergies and health conditions (Anaphylaxis, diabetes, asthma)
  • Green= cultural, religious and personal preferences.
  • Blue = Asthma

ANAPHYLAXIS & SEVERE FOOD ALLERGY STRATEGY (with reference to ASCIA)

Children who have been diagnosed with anaphylaxis – defined here as a life-threatening allergic reaction that requires immediate medical response – are required to provide:

  • all their meals (to reduce the risk of triggering a reaction)
  • an in date epipen

The Service develops specific risk-minimisation strategies based on current best recommended practices and in consultation with parents for any child suffering from a medical condition as detailed in their individual MEDICAL RISK MINIMISATION & COMMUNICATION PLAN and ACTION PLAN

.

These strategies include :

  • Educators are aware of child’s individual MEDICAL RISK MINIMISATION & COMMUNICATION PLAN and ACTION PLAN and child is known to all staff reading out health alerts for each child during our daily staff briefing and by the spot system
  • Always having first aid trained Educators on the floor
  • being a nut- free environment.
  • having an adrenaline autoinjector for general use in the first aid kit.
  • All children with food allergies such as the ones containing gluten and lactose, as well as other foods, are identified and offered suitable alternatives.
  • Parents/guardians are to provide a supply of safe (NUT FREE) snacks and food for their child during vacation programs.
  • In our kitchen and garden program, peanuts and tree nuts are excluded from our garden plantings.
  • In the art class we ensure containers and materials used by students at risk of anaphylaxis do not contain allergens.
  • Keeping children allergic to bees and wasps away from outdoor areas when these insects are active, supervising their outdoor play and ensuring they wear shoes.

ASTHMA STRATEGY (with reference to National Asthma Council)

  • Educators are aware of child’s individual MEDICAL RISK MINIMISATION & COMMUNICATION PLAN and ACTION PLAN and child is known to all staff by spot system or familiarity
  • Ensuring all permanent staff are first aid trained
  • Identifying the child at risk to all staff working that day
  • Being aware of potential exercise and environmental triggers
  • Ensuring children attend with appropriate medication
  • Minimising allergy induced asthma by reducing exposure to allergens

DIABETES STRATEGY (with reference to Diabetes Australia)

  • Educators are aware of child’s individual MEDICAL RISK MINIMISATION & COMMUNICATION PLAN and ACTION PLAN and child is known to all staff by spot system or familiarity
  • Our Lead Educators are all first aid trained
  • Our meals all include healthy balanced choices
  • Children at risk are identified to all staff working that day at our staff briefing

We recognise a student with diabetes may need extra support including:

  • special consideration
  • extra supervision
  • extra time to use the toilet
  • to eat at additional times, especially with active play
  • special provisions for privacy if testing blood glucose levels and injecting insulin at school is necessary.

Reviewed June 2024

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