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New Staff Induction

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Sharron Kelly-Campbell

on 18 February 2013

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Transcript of New Staff Induction

Kindergarten Services Welcome to Kindergarten Services! This is only part of your journey, you will live and learn from your own personal experiences along the way. But remember, your Unit Leader and the Kindergarten Services Team is always here to help! New Staff Induction 2013 Contents 1. Introduction to Wyndham City Council
2. Introduction to Kindergarten Services
3. Preschool Field Officers (PSFO's)
4. Your Induction Requirements
5. Your role in the Kindergarten
6. Policies, Procedures and Processes Introduction to Wyndham City Council Wyndham Ward Map Ward Councillors Chaffey Ward Iramoo Ward Harrison Ward Organisational Structure Our Vision and Mission Introduction to Kindergarten Services WCC's Kindergarten Unit Kinder Unit Staff Profiles Kindergarten Services is a large team of people working behind the scenes to plan and implement programs now, and into the future. You will often call the office and speak to many different people. Here's a snapshot of who you may speak to and what each team members role is: KINDERGARTEN SERVICES COORDINATOR
Belinda Stewart Provides the overall management and support for Kindergarten Services, developing and implementing business practices to support and promote the delivery of quality driven and continuous improvement orientated services and programs. The Kindergarten Services Coordinator is responsible for strategic planning, advocacy and liaison with key stakeholders within the State and Federal Governments and the MAV. KINDERGARTEN SERVICES UNIT LEADERS
Janet Teague, Lucy Midolo, Sharron Kelly-Campbell and Stewart Greig To facilitate the day to day operational management of kindergartens within Council Kindergarten Services Unit, providing leadership and support to Kindergarten teachers, Assistants, Relief and Agency staff, Students, Volunteers and Council's Kindergarten Parent Committees. The Kindergarten Unit is responsible for ensuring the achievement and reporting of legislative requirements, quality and service standards, and key performance indicators relating to their own services. WCC's Kindergarten Unit Kinder Unit Staff Profiles cont... UNIT LEADER OF PLANNING AND OPERATIONS
Renee Terbizan To facilitate the day to day operational management of the Kindergarten Administration Team, Central Enrolment Program and Finance Officers within Council’s Kindergarten Services Unit. The Unit Leader of Planning and Operations is also responsible for establishing centralised data sets pertaining to Kindergarten Central Enrolments, PSFO waiting lists and growth figures and assisting in the leadership and development of ongoing planning and provision of Kindergarten Services for the community. KINDERGARTEN PROJECT OFFICER
Kim Knersch Responsible for the delivery of key projects including the implementation of the National Quality Framework, Kindergarten Staff Conference and the You Yangs Program. KINDERGARTEN BUSINESS OPERATIONS OFFICER
Barbara Halasz The Business Operations Officer is responsible for ensuring appropriate business systems are in place, assisting in recruitment for the Unit, and interpreting and providing advice on matters relating to industrial agreements and HR policy. WCC's Kindergarten Unit Kinder Unit Staff Profiles cont... KINDERGARTEN ENROLMENT OFFICERS
Casey Foster and Carmen Biagini This role manages the Kindergarten Central Enrolment System, complying with legislative and Council requirements and procedures. So far, there are 2083 Enrolments for 2013. Carmen is responsible for managing the 2013 enrolment details, and Casey the 2014 requirements. KINDERGARTEN FINANCE OFFICERS
Gayle Nadalin and Amarjit Saini The Finance Officers assist the Parent Committees at each Kindergarten maintain up-to-date financial records that comply with legislative and Council requirements and assist in the development of appropriate budgets to ensure financial responsibility. WCC's Kindergarten Unit Kinder Unit Staff Profiles cont... KINDERGARTEN ADMINISTRATION OFFICERS Who is my Unit Leader? Kindergarten Services Culture Plan Unified in strengthening foundations, providing stepping stones and building successful futures for our children... Your Induction Requirements Agency Staff

Wyndham Staff Induction Requirements All new staff employed to Wyndham City Council are required to attend BOTH a Corporate Induction and an area specific induction. This session forms part of your area specific induction.

For permenant staff, the second part of your Induction is your attendance at the Corporate Induction day:

Please see your Induction Calendar of events for details. Preschool Field Officers (PSFO's) Your role in the Kindergarten Policies, Procedures and Processes Position Descriptions Educational Leader Communication Team Expectations Quarterly Meetings Professional Development Children's Program - Orientation Children's Program - Transition National Quality Framework National Quality Standards Regulations and Act Approved Learning Frameworks Curriculum Days Supporting Children with Additional Needs Security - Opening and Closing Centres Parent Committee's Keys and Security Access Building Maintenance and Parks & Gardens Occupational Health and Safety The National Quality Framework was developed as a result of Council of Australian Governments (COAG) meeting in December 2009.

The National Quality Framework included:

The Education and Care Services National Law ('National Law')
The Education and Care Services National Regulations ('National Regulations’)
The National Quality Standard for Early Childhood Education and Care and School Age Care (‘National Quality Standard’)
A national quality rating and assessment process
Streamlined regulatory arrangements
A new national body jointly governed by the Australian Government and state and territory governments—the Australian Children’s Education and Care Quality Authority (ACECQA)—to oversee the new system. The Australian Government and state and territory governments recognise the importance of increasing their focus on the early years to ensure wellbeing of children throughout their lives and to lift the productivity of our nation as a whole. The drive for change is based on clear evidence that the early years of a child's life are very important for their present and future health, development and wellbeing. Pg 3, National Quality Framework Resource Kit, ONE - Guide to the Framework The NQF took effect from 1 January 2012 with key requirements being phased in over time. In April of 2012, all services were required to have had a completed Quality Improvement Plan (QIP) available at the request of an Assessor. There are 7 Quality Areas:

QA1 - Educational program and practice
QA2 - Children's Health and Safety
QA3 - Physical Environment
QA4 - Staffing Arrangements
QA5 - Relationships with children
QA6 - Collaborative partnerships with families and the community
QA7 - Leadership and service management. Within the 7 areas, there are 18 standards (2 or 3 in each area) which are high-level outcome statements.

Beneath these are 58 elements in total that describe the outcome. Currently only one Wyndham Service, Little River, has been assessed. Three other services have been asked to submit their QIP and are likely to undergo assessment this term:

- Mossfiel
- Riverdene
- Jamieson Way The Education and Care Services National Law ('National Law');
The Education and Care Services National Regulations ('National Regulations’) The purpose of the Education and Care Service Law is to create a jointly-governed, uniform and integrated national approach to the regulation and quality assessment of education and care services.

Previously, each individual state and territory had different expectations, if any, on what level of care is required. The National Law covers topics including:

licensing and approval
assessment and rating system
compliance, monitoring and enforcement
other areas such as serious incidents, health and safety, facility requirements, required records etc. The National Quality Standard sets a new national benchmark for quality or education and car services. It will also give families a better understanding of what are quality services. The National Quality Standard is linked to national learning frameworks that recognise children learn from birth and outline practices to support and promote children’s learning. These include:

Belonging, Being and Becoming: The Early Years Learning Framework for Australia (‘Early Years Learning Framework’) Guide to the National Quality Standard
As of January 2012
Quality Areas, Standards and Elements Victorian Early Years Learning and Development Framework
VICTORIAN (birth - 8yrs)
Practice Principles Early Years Learning Framework
NATIONAL (0-5yrs)
Principles and Practices Staff are required to ensure that they perform the duties as directed on their PD. It is advisable to always have a current version of your PD on file. Besides children, your role within Kindergartens will require you to communicate with various people on a daily basis. This could include:

Co-workers (Teachers and Assistants)
Additional Staff (i.e Uniting Care)
Agency Staff
Other agencies including EI services
Kindergarten Services staff including admin, Unit leaders etc.
Management Communication is a two way street which requires you to:

Understand the differences in people
Consider the persons language skills
Understand body language
Hear key messages and needs
Manage tone of voice
Ensure you are understanding and understood
Be professional. To families:

To staff:

To the unit: Children's needs and interests, strategies, challenges, centre activities and events, focus areas etc.

All of the above, planning and observations, focus areas, group dynamics, critical reflection, continuous improvement etc.

All of the above, injuries and incidents, team challenges, committee challenges, timeframes, change of work patterns,
centre dynamics etc. REMEMBER:

Delayed communication, or no communication at all can and often will lead to more issues and challenges within your team and inconsistencies across the organisation. Under the Regulations, the Approved (service) Provider is required to appoint an educational leader to ‘… guide other educators in their planning and reflection, and mentor colleagues in their implementation practices’ (ACECQA, 2011, p. 85). The Effective Provision of Pre-school Education (EPPE) study (Sylva et al.) is one of the largest and most significant studies examining the effects of early childhood settings on children’s learning and development.

In the follow-up study that focused specifically on leadership effectiveness, Siraj-Blatchford and Manni (2007) found that:

In the most effective settings better leadership was characterised by a clear vision, especially with regard to pedagogy and curriculum (p. 13) The thinking behind this focus on leadership is guided by recent research demonstrating the impact of educational leadership on outcomes for children. Early childhood settings often pay attention to administrative and management leadership; however, these studies reinforce the need for close attention to curriculum and pedagogy and the importance of having a designated leader in this area. The Educational Leader at your service will be your Director AND your services Unit Leader. However ALL staff are expected to show educational leadership as part of their PD.

This is an interim measure whilst Kindergarten Services undergoes a review. Kindergarten Services is currently undergoing a review. An external consultant and internal Review Panel have been put in place to review the current operations and propose the way forward as the current model is unsustainable when considering the anticipated growth of the community and sector in years to come.

The outcome of this review is expected to be known in the coming weeks. Any outcomes are likely to be staged rather than instantly implemented to ensure successful transition from current to future practice. You are one of many teams!
What do we expect of you when interacting in these teams? All staff, regardless of their role in Council are expected to perform to the expected behaviours as written in the organisations Vision, Mission and Values. YOU! Co-Worker Room Staff Centre Staff Other Wyndham Kinders Unit Leader Kindergarten Services
Team Early Years and Youth Wyndham City Council Staff Each Term, a quarterly meeting is held for all teams within a Unit Leaders cluster. These meetings are intended to be for your benefit. What is covered?
Who needs to go?
Where are they?
When will they be? The following budget is allocated to staff for professional development:

Teacher - $600 f/t, $300 p/t
Assistants - $100 per group In addition, Council hosts a number of sessions each term that staff are able to attend. To apply for the cost of training to be covered and/or staff coverage, you will need to complete an Application for Professional Development Application Form (policy and procedure manual). This is subject to Unit Leader approval. These sessions usually occur more than once so staff should be able to fit into one outside of their session time. If this is not possible, you will also need to complete a PD Application form. First Aid Training: Most Kindergartens have a Parent Committee in place to provide an opportunity for parent involvement and fundraising activities. Featherbrook and Wyndham Vale Kindergartens do not have Parent Committees. Staff attendance is required at committee meetings. Your Kindergarten should have a Committee attendance roster. This roster should rotate which staff will attend which meetings to avoid the same staff having to go to all meetings. Committee Members will be provided with training sessions by WCC to prepare for their role. Committee members will often meet at the kindergarten - sometimes at a time which impacts on your planning (they may be using the computer).

How will you manage that? Discussions with committee members can sometimes be very passionate. Committee members are often the key to you being able to attend excursions, fund additional equipment or engage an exciting incursion. But if they are not on side, your opportunities will be limited.

How will you manage these conversations? Preschool Field Officer WHAT IS THE PRESCHOOL FIELD OFFICER (PSFO) PROGRAM?

The PSFO provides one unit of care, 11 hours, to eligible children attending a State Funded Kindergarten program.

The PSFO Service is jointly funded through the State Government together with Wyndham City, who manage and deliver the Service with no additional cost to families. Preschool Field Officer Contact Details PHONE: 9742 8199 Unit Leader PSFO:
Narelle Keleher: Mon/Tues/Wed

Preschool Field Officers:
Sue Hastings: Full time from 25 Feb
Jeanette Olden: Mon/Tues/Wed
Margaret Haywood: Full time till term 2
Tania Sinclair-Camilleri: Mon/Tues/Wed starting 15 April

PSFO Administration Support Officer:
Roz Englezos: Mon - Thur There are several days which occur in your program throughout the year that we wanted to give you some information about.

These are:
Open Sessions
Transition and Interviews
Orientation Open Sessions These are to be held during the second last week of Term 1, unless otherwise advised by the Kindergarten Unit.
The sessions should be run in the morning, when the service has been cleaned.
Where possible, Kindergartens in the same ward areas should coordinate to run their Open Sessions on the same day.
There is to be one session per room allocated as an Open Session to enable parents to view the centre and ask questions in regards to the program offered. At double unit Kindergartens, centre staff must choose a day where both rooms run a session at the same time to ensure visiting families need only make one trip to access both rooms.
To accommodate the Open Sessions, one session per room must be cancelled.
The Kindergarten staff who are rostered to work during the session are expected to conduct the Open Session. Staff who do not usually work during this session time are not to attend. Kindergarten's hold an annual Open Session at each centre to provide prospective families considering enrolling in the following year an opportunity to view the Kindergartens. Check out the procedure in full (3.1 Open Sessions) in the policy and procedure manual for more information.

Every group must cancel one session to accommodate an Orientation Day for their new families.
Centre staff should align timings as best they can to have the sessions run in the same or consecutive days e.g. a Kindergarten may hold two on one day, then one on the following morning.
Kindergarten staff must inform current families well in advance in writing when the Kindergarten will be running an Orientation Day and when a session will be cancelled.
Should a family miss the Orientation Day (for example, if they enrol or are allocated a place after this date), the parent and their child may visit during a normal session instead. This should be organised with Kindergarten Staff in advance. It is the teachers responsibility with the support of their assistants to organise their transition timetables and interview schedules and parent information packs for 2013.

The transition timetable is in place for the first few weeks of the year, with the rule of thumb being that all children must be at Full Time for the commencement of week four. Prior to the end of each year, Teachers prepare a timetable and interview schedule for the following years enrolled children to ease both children and families into their year of kindergarten. Transition Timetables

A master template is usually provided as a guide. Once you have discussed with your team what your transition arrangements will be, you will be required to send this into the unit for approval. These are usually planned in TERM FOUR. Example: Interview Schedules

An empty interview schedule template will also be provided as an example.

Interviews occur across the first day or so of the kindergarten year. You may choose to conduct interviews in a small group, one on one, or across a whole day interviews as opposed to two half days etc.

When planning your interviews, please consider grouping families to best support their intake of information. For example, they may require an interpreter and benefit from social connections made with other families. Children will be set into two group to allow staff the opportunity to get to know children better before having whole group experiences. Orientation Days must be held in the week prior to that Kindergarten’s AGM. Teams may choose which day is appropriate to them based on their program. Check out the procedure in full (3.2 Orientation Day) in the policy and procedure manual for more information. Definition:

Curriculum days are pupil-free days that are held throughout the year that allow staff to attend staff meetings, liaise with parent committees, network with professional colleagues, plan for the group and individual children, complete administrative tasks and undertake professional development and training. Over 150 children were referred to the PSFO's in 2012.

Only around 70% of those were seen. 5,437 or 3.4% of Wyndham people were identified as needing assistance for their day to day life.

1.1% were aged 0 - 4yrs
3.1% were aged 5 - 9yrs 33.6% of our community were born overseas

30.3% of the community identified as non-English speaking, with 5.2% not stating their language. 31% of our entire community migrated to Australia between 2006-2011 with 17% from 2011-2005 Highest Country of Birth: India
United Kingdom
New Zealand
Sri Lanka
Malta 5%
0.7% Languages spoken at home: (other than English) Filipino/Tagalog
Karen 2.2%
0.9% Additional Needs: refers to additional developmental, social or emotional needs of a child, including:

Language difficulties;
Physical, sensory or developmental disability;
Health problems;
Behavioural or psychological disorders;
Family circumstances and needs;
A child recently arrived in Australia from a different culture;
Child at risk;
Unknown diagnosis;
Known diagnosis;
Cultural/religious practices;
Communication difficulties;
Giftedness. Supporting Children with Additional Needs Please refer to P&P 4.1 Access and Inclusion for further information Staff are not permitted to be on-site in times outside of your rostered hours without Unit Leader approval i.e. weekends, evenings, early mornings.
Staff are asked to ensure personal safety by accessing and/or leaving facilities with one other person. All staff will be provided with a key to their kindergarten and alarm code (if applicable).
Keys will be signed for by the staff members - from that point on staff are accountable for the security of their key.
Staff will also receive a security swipe card for access to the Civic Centre between 8:00am and 6:00pm.
Staff must report any lost or damaged keys as soon as possible once noticed.
It is very important that these items be kept with the allocated individual and not handed to other people without Unit Leader consent. Staff are responsible for ensuring safe workplace conditions and environments for themselves, their team, the children and the community Our OH&S Representatives are: Nicole Feccio

Candace Smith

Narelle Welsh As part of your role, you are required to do the following: Yard checks
Workplace Hazards and Safety Checklists (termly)
Report hazards to the Unit
Advise of injury to yourself
- Complete Injury Management Report
- Provide to U/L within 24 hours
Report serious injury to children/community members
Apply safe manual handling principles. For more, please see the Policy and Procedure, section 6. As part of your role, you will be required to report items in need of repair to the office Fixed structures within your building that require repair are to be reported to Building Maintenance. Maintenance relating to your yard/gardens need to be reported through to Parks and Gardens. If you have an something that you would like upgraded at your floor and not just repaired, you will need to request this in the CYCLIC WORKS program. This includes things such as:

- Painting
- New floor surface etc. There are no guarantees that this request will be met as it must be reviewed. Parks and Gardens will attend your Kindergarten every three weeks or so to mow, edge and weed. They will do other requested work only if a request form is submitted. If you are unable to attend your scheduled working hours, you must contact:

During Business Hours (8:00am - 5:00pm)
Ph: (03) 9742 8122

After Hours (during school term only)
6:30am - 8:00am weekdays
6:00pm - 9:00pm weekdays
6:00pm - 9:00pm Sunday

Ph: 0428 894 946 Please advise of your reason for absence i.e. Sick Leave, and ensure your leave forms are completed and returned to the office within the same pay period. Timesheet Information And while we're on the subject of timesheets... There will be occasions when you do additional hours on top of your normal scheduled roster. In these instances, you will need to complete a timesheet to claim this time. This will mostly occur for Assistants as teachers are required to use their non-contact hours for certain tasks. 56.529 or 56.530 Make sure you include what reason for additional hours was. i.e. Covered Julie at Heathdale In the event that you need to travel from your usual workplace to another work site, you will need to fill out the following form and send in with your timesheet information: Child Incidents Children are often involved in incident in Early Childhood Services including injuries, behavioural issues etc. What processes are in place to manage these? Definitions

Non Serious Incident: an incident which has resulted in a minor injury or illness that is not deemed reportable to DEECD under the Education and Care Services National Regulations. Examples of non serious incidents include, but are not limited to: Bruising, grazes, sprains, general swelling, headache, toothache, blood nose, fever, vomiting, diarrhoea, eczema, non serious bites.

Serious/reportable incident: an incident is deemed to be serious and must be notified to the DEECD when it involves the:

•Death of a child while being cared for or educated by the service;
•Injury or trauma to a child requiring the attention of a registered medical practitioner or admission to a hospital;
•A child appears to be missing or otherwise unaccounted for;
•A child appears to have been taken or removed from the service;
•Any incident requiring attendance by emergency services;
•Any incident involving transportation and medical emergencies, including but not limited to: an unconscious casualty, airway management, diabetic emergencies, epilepsy, seizures and convulsions, heart conditions and venomous bites and stings. Child Incidents For detailed information about children's incidents, please section 7 of the P&P Manual Forms can be located on-line at: http://acecqa.gov.au/application-forms/ Two types of incidents require reporting to DEECD - these are:

Serious Incidents
Complaints (where a regulation has been breached or children are at risk) KINDERGARTEN FEE RECOVERY OFFICER Diana Soverino The Kindergarten Fee Recovery Officer is responsible for managing the day to day fee recovery practices, including liaising with the Finance Team in order to resolve debt problems with kindergarten families. The Administration Officers are responsible for providing customer service to families and general administration to support the Kindergarten Services Unit, including support to out-posted staff at the Kindergartens. Specific tasks may include providing support in the planning and production of events programs, coordinating compulsory training and professional development sessions for all Kindergarten staff, coordinating projects as required, coordinating relief staff, processing purchase orders and invoices and liaise with finance as required, and coordinating the purchase of resources for specific Kindergartens and the Unit. Alison Ashley, Maz Marhad, Lisa McCluskey, Megan Bryans Induction Requirements Permanent Staff Corporate Induction Checklist

Interviews with your Supervisor at the 1st, 3rd and 5th month.
Checklist of information known or covered at each point in time. Please note some things will be not applicable given your specific nature of work. Induction Requirements Agency Staff Induction Checklist - Agency Staff

All agency staff that have not previously completed one of these at your site MUST complete one.
The inducting officer will in most cases be the co-worker.
Must be completed and returned to Kate Imms (HR) asap. Although not employed directly by Council, Agency staff must also complete an induction document. Staff are required to ensure these are completed prior to session starting wherever possible. To assist this process, Agency staff have been provided with the following:

Education and Care Services National Act
Education and Care Services National Regulations
Victorian Kindergarten Policy, Procedures and Funding Criteria 2010-12
Location of Kindergarten Services Policy & Procedures Manual
The following procedures must be read and understood
- 5.2 Arrival and Departure Procedure
- 5.4 Anaphylaxis
- 6.1 Occupational Health and Safety
- 7.1 Serious Reportable Incidents
- 7.2 Non Serious Incidents
- 12.1 Staff Requirements That's It!!! All staff are required to have their Anaphylaxis Training, First Aid and CPR up-to-date at all times. This is the employees responsibility. There are currently over 70 Wyndham babies born every week! Forecasts predict that the 0-4 year age group will continue to be the most populous age group through to 2021 with 23,178 persons. Estimated population as at June 2012 is 184,191 people representing a 7.1 per cent annual growth rate. (source forecast.id, 2010) Wyndham has experienced the largest and fastest growth in all Victorian local government areas and is the third fastest growing in Australia
About Wyndham City Council The principal areas of population are Werribee and Hoppers Crossing, with substantial growth occurring in Tarneit, Point Cook, Truganina and Wyndham Vale Wyndham cover 542 square kilometres WHO CAN ACCESS THE PSFO SERVICE?

This service is designed to assist children attending a State Funded Kindergarten program who have:
Additional needs
Challenging behaviours
A diagnosed disability
Social and emotional difficulties

Kindergarten staff with parent consent
Other health care professionals with parental consent

Please note that children who are receiving Early Intervention Services cannot simultaneously access the PSFO Service.


Please complete the following steps to make a referral to the PSFO Service:
1. Discuss your concerns with the family
Kindergarten staff or other professionals must discuss their reasons for referral with the child’s parent/guardian prior to referring so that they understand why a referral is being made.

2. Complete the referral form with the family
There is a copy of the referral form included in the back of the PSFO referral guide already at the Kindergarten. Please be specific about what your concerns are and what you and are wanting from the PSFO Service.
3. Submit the original copy of the signed referral form
Faxed/emailed copies cannot be accepted as the original is required to keep on record.
There are two referral options available:

1. Kindergarten Visiting

PSFOs can assist four year old children attending a State Funded four year old Kindergarten program by arranging a visit during a Kindergarten session to observe a child playing and interacting. From observations, PSFOs can recommend relevant programming and specialist services and/or agencies that can assist with the child's development and ongoing inclusion in Kindergarten.

Kindergarten Visiting referrals can be submitted up until 31 July 2013.

2. Transition to Kindergarten

PSFOs can assist three year old children with the transition into a Funded four year old Kindergarten program. The PSFO can arrange a visit at the Service the child attends as a three year old. On that visit the PSFO observes the child playing and interacting. From observations, PSFOs can recommend relevant programming and specialist services and/or agencies that can assist with the child's development and Transition to Kindergarten.

Transition to Kindergarten can only be submitted in Term four 2013.


Once a referral has been received by the PSFO Service, a letter of confirmation will be sent to the referrer and the family.
A Preschool Field Officer (PSFO) will make contact to discuss the concerns and arrange to visit the Kindergarten to make a play based assessment of the child.

All decisions made about the developmental needs of the child and any further assessments or referrals required are made in conjunction with the family.
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