Our Policies.

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

Important policies we abide by are listed here. All members of our team are trained on all our policies and held accountable for following them.

If you have any questions on our policies, contact us.

Aeon Academy has a duty of care under the ACT Work Safety 2011 and Education and Care Services National Regulations, regulation 88, to ensure that the Service’s stakeholders are protected from harm. 

This policy outlines the actions and procedures Aeon Academy follows to prevent the spread of infectious diseases. The Service aims to provide a healthy environment for children and staff and employs preventative measures including the implementation and promotion of safe practises as outlined below:

  1. notifying all stakeholders, including families, staff and the relevant health authorities, of a diagnosed infectious illness or disease,
  2. excluding staff, children and all visitors with contagious diseases from the Service to minimise the potential risk and spread of disease and illness for all stakeholders in line with the Department of Education and Training Policy; Infectious Diseases – Outbreak Procedures and Exclusion Periods 2007. 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.
  3. stringent hygiene practices (ref: Hygiene Policy),
  4. recording vaccination details.

In meeting the Service’s duty of care it is a requirement that it is understood by management, staff, children and families that there is a shared responsibility between the Service and other stakeholders to accept and implement the Controlling the Spread of Infectious Diseases Policy and Procedures as a high priority.

Guidance: COVID-19 

In accordance with the Australian Department of Health and Australian Education Department’ recommendations regarding the Novel Coronavirus all Aeon Academy children, staff, parents/guardians and visitors are required to follow the precautions described below:

  • Exclusion due to Infectious Disease:

    • excluding staff, children and all visitors with contagious diseases from the Service to minimise the potential risk and spread of 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.
  • Hand hygiene: 

(If soap and water are not available, use an alcohol-based hand sanitizer.)

    • Regular hand washing with soap and water for at least 20 seconds must be done:
    • Before eating; 
    • After sneezing, coughing, or nose blowing; 
    • After using the restroom; 
    • Before handling food;
    • After touching or cleaning surfaces that may be contaminated;
    • After using shared equipment like computer keyboards and mice. 
  • Covering coughs and sneezes with tissues or the corner of elbow

  • Disposing of soiled tissues immediately after use.

  • Routine Cleaning: 

    • As part of standard infection control practices, routine and thorough cleaning should be continued.  
    • Clean and disinfect lunch tables regularly (at least once daily) 
    • Clean and disinfect frequently touched surfaces at least once daily after students have left for the day including:
    • Door handles and push plates;
    • Handrails; 
    • Kitchen and bathroom faucets; 
    • Light switches;
    • Handles on equipment
    • Shared desktops;
    • Shared computer keyboards and mice; 

Staff are reminded to ensure procedures for safe and effective use of all products are followed. Wash hands with soap and water for at least 20 seconds immediately after removing gloves or use an alcohol-based hand sanitizer if soap and water are not available.

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.

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

When ceasing, or reducing vacation bookings, 48 hours written notification is required; otherwise non-attendance/absences at the program are charged. 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, 15 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 are charged an additional 10% 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.

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