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.

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


The service recognises that a child’s behaviour may be affected by their:

  • Age and development.
  • General health and wellbeing.
  • Play and learning environments, which includes the physical indoor/outdoor settings, the weather, the time of year, the time of day.
  • Staff’s caregiving strategies and how they are implemented.
  • Relationships with their family, school, peer group, volunteers, visitors.
  • External factors such as media coverage of traumatic events.

Our ongoing relationships with both students and their families mean we can often recognise and ‘head off’ behavioural issues as, or before, they occur; ultimately addressing them in the positive and nurturing context of a long term, caring relationship.

While staff are aware and respectful of individual children’s and families’ backgrounds and beliefs, it may be necessary to balance the individual needs of stakeholders with staff knowledge of developmentally appropriate and current best practice recommendations from recognised authorities.


The service identifies the following behaviour management strategies as unacceptable under any circumstances:

  • The use of physical punishment.
  • The use of humiliation, intimidation or negative labelling.
  • The use of other forms of unreasonable discipline laid out in Section 741 of the Children and Young People’s Act 2008.

BEHAVIOUR GUIDANCE PLANS – managing long term issues:

  • When a child displays continuous unacceptable behaviour the Educator will observe, monitor and record the child’s behaviour while respectfully and sensitively gathering information from the parents; hopefully revealing some facts as to why the child is behaving in an unacceptable way.
  • The Educator and the Sheriff will privately consult with the parents and work together to develop a positive BEHAVIOUR GUIDANCE PLAN that is suitable for the child while at home and during attendance at the service.
  • The Educator and Sheriff, in consultation with the Centre Manager, will develop a written BEHAVIOUR GUIDANCE PLAN detailing specific strategies and time frames that staff will put into practice immediately. This BEHAVIOUR GUIDANCE PLAN will be discussed with the child’s parent/s.
  • Should the BEHAVIOUR GUIDANCE PLAN be ineffective based on the time frames decided by the Facilitator, Sheriff and Centre Manager, the parent will be required to seek outside professional support. The Centre Manager will support the parent/s through this process.
  • If all behaviour guidance strategies have been exhausted and the child is demonstrating aggressive behaviour, causing physical or emotional harm or distress to any child or staff member, or causing continuous disruption to the delivery of the programs the Centre Manager will meet with the family to inform them that their child will be required to have some time away from the service while outside professionals are consulted.

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

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).

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.

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, 14 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.

Policy Statement

The service recognises that it is acting in loco parentis to all attending children and that it has a duty of care to ensure their safety. Therefore if a parent/carer is late, Aeoncademy requires two staff members to stay past 6.00pm to look after their child/ren.

Parents/carers must advise Aeoncademy if they are running late. If the centre has not been advised of a late collection and/or a child is not collected by 6.00pm, a late collection fee of $20 will be payable with the additional accrued charge of $2 a minute starting from 6.00pm.

The following procedure will also apply:

  1. Immediately after 6.00pm, a phone call is made to the child’s parent/carer.
  2. If a parent/carer is not reached after a further 10 minutes, the emergency contacts specified on the child’s enrolment form are contacted.
  3. If after: a) 30 minutes from closing (6.30pm) no contact has been made with either a parent/carer or emergency contact or b) if contact has been made with either a parent/carer or emergency contact, or if a parent has called to advise they are running late, but has not turned up after one hour the Child and Youth Protection Service will be contacted who will then come and collect the child. The responsibility of Aeoncademy’s staff ceases at this time and C&YPS will contact the parent/carer.

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