YWCA CANBERRA

Policies and procedures

How we work

YWCA Canberra children’s services philosophy

At YWCA Canberra, our mission is ‘We strengthen communities by supporting girls and women through our services and advocacy’ and our vision is ‘Girls and women thriving’.

We provide essential, quality services for women, girls and families in the ACT and surrounding regions. We work in the areas of children’s services, community development, homelessness and affordable housing, youth services, personal and professional training, women’s leadership and advocacy.

You can read the YWCA Canberra Client Service Charter for more information on our commitment to providing excellence in customer service.

Within our Children’s Services programs, we understand that the experience of childhood is a unique journey. Every part of the journey is important to us. We ensure all our daily interactions with children provide a sound foundation for their future learning and development.

Our aim is to provide children and families with a sense of belonging through ensuring a safe, supportive, respectful and inclusive environment.

Our role is to develop and create rich, engaging and play-based learning environments which reflect children’s interests and allow for exploration. We provide children with the skills and experiences needed to develop as lifelong learners and to become competent, active and informed individuals.

We excel at providing high quality education and care to children because we are a child-focused organisation that is influenced by the  United Nations Convention on the Rights of the Child, the Early Childhood Code of Ethics, the National Quality Framework and Standards, the National Early Years Learning Framework, and the My Time Our Place Framework for school age care.

Our program managers and educators participate in a wide variety of professional development and training to further extend their skills and knowledge.

Our frameworks

Our environments support and encourage each individual child’s development in line with the National Quality Framework and StandardsNational Early Years Learning Framework, and the My Time Our Place Framework, and are inspired by leading international examples of innovative, flexible early childhood practices.

Quality assurance

Family participation in the Quality Assurance process is essential and your involvement and feedback is encouraged and appreciated when your child is enrolled at a YWCA Canberra service. License Standards set by the Children’s Education and Care Assurance (ACT Department of Education and Training) require all families to re-enrol their children at the beginning of each school year. It is essential that the program has up-to-date information about your child, especially contact numbers for parents/guardians and emergency contacts. Please ensure any changes to information are provided to the service and that educators are aware of any details about your child that may impact on their involvement at the program. Please read all information, complete the enrolment form and return the form to Childcare Accounts.

Educator to child ratios

Current educator ratios, as determined by the Education and Care Services National Law and Regulations are:

Early childhood education:

0 – 2 years: 1 educator to 4 children

2 – 3 years: 1 educator to 5 children

3+ years: 1 educator to 11 children

Family day care: 1 educator to 4 children

School age care: 1 educator to 11 children

Policies

YWCA Canberra’s policies comply with ACT Children’s Services Standards and the National Quality Standards, and are reviewed regularly.

A comprehensive policy and procedure folder is available at individual programs for viewing.

If your child has allergies, intolerances, dietary requirements, or medical conditions, you will need to provide your child’s action plans before enrolment is confirmed. The action plan will be followed by all educators.

If your child has a medical condition, it is a requirement at the beginning of care that you read the Medical Conditions Policy located at the service.

Programs and interactions

Educational leaders, directors, program managers and educators working within YWCA Canberra services pride themselves on the experiences and activities that they provide for the children in their care.

Knowing that each child and each service is different, our trained staff plan the education of every child using a specified curriculum, grounded in current theories and practices. Programmed activities and experiences are designed with the children’s input and cater to their individual needs. All of our activities meet the requirements of the National Quality Framework, while embedding the ‘Early Years Learning Framework’ and the ‘My Time, Our Place’ Framework in programming and evaluations. Educational leaders, program managers, directors and educators draw inspiration for activities from their own skills and experiences, as well as the children’s ideas and initiatives. Educators are flexible wherever possible in their approach to programming, ensuring they foster children’s learning and fun through spontaneous play. We look forward to providing your family with the highest quality innovative and personalised education and care experience.

If you require additional information or have any questions, call us on 02 6185 2000.

Confidentiality and privacy

Our services protect the privacy and confidentiality of their children, families and educators through policies and procedures. Written information is kept secure and is only accessed as required by those who are authorised to view it. Families can request to meet with the Director/Program Manager to discuss confidential issues.

You can read the YWCA Canberra privacy policy for more information.

Arrival and departure

Please be aware that the service does not take responsibility for children until they are signed in at the service. It is a legal requirement that children are signed in and out by a family member or an authorised guardian when delivering or collecting children from the service.

Early Childhood Services

Each Early Childhood Service will open and close at times depending on the needs of the families that use the service. These are determined by YWCA Canberra and must be adhered to.

For the safety of children, only those persons nominated on the enrolment form will be authorised to collect your child/ren from the service. No child is permitted to leave the service other than by usual arrangements unless the program receives written authorisation from a parent/guardian.

In the case of an emergency, a parent/ guardian is to contact the program and provide details of the changes to arrangements. Authorised people must provide photo identification if they are unknown to the educators. This is to ensure children’s safety.

A late fee of $30 per child for every 15 minutes will be charged for children picked up after the service closing time.

Late fees will be added to the next fortnight’s account. The late fee is strictly adhered to, as staff are required to remain at the program until all children are collected. Families who are continually late may be excluded.

Family day care

Each educator will operate at times agreed with the families that use the service.

Late Fee: Charged the hourly rate per child.

School age care

Children attending Before School Care will be signed out by an educator at 9am. Children attending After School Care will be signed in by an educator on arrival at the program and signed out by the parent/ guardian on departure of the program.

For the safety of children, only those persons nominated on the enrolment form will be authorised to collect your child/ren from the service. Children leaving the program on their own must sign themselves out and this must be authorised by a parent/guardian. No child is permitted to leave the service other than by usual arrangements unless the program receives written authorisation from a parent/guardian.

In the case of an emergency, a parent/guardian is to contact the program and provide details of the changes to arrangements. To ensure children’s safety, authorised people must provide photo identification if they are not known to the educators. 

Please be aware of your program’s closing times.

A late fee of $20 per child for every 15 minutes will be charged for children picked up after the service closing time.

Late fees will be added to the next fortnight’s account. The late fee is strictly adhered to, as two educators are required to remain at the program until all children are collected. Families who are continually late may be excluded.

Enrolments and bookings

Enrolment

A completed annual enrolment form must be held at the service for every child in attendance. Please ensure the information provided is correct at all times, in particular contact numbers, emergency contacts and medical information.

An enrolment bond applies. These bonds are currently:

  • Early childhood services: bond is equivalent to one week of full fees for the days of attendance. Bonds will be charged on the first statement and credited towards the final account when a child ceases care.
  • Family day care: bond must be paid before child commences in care. At the time of registering, the parent will be issued a bond invoice. The bond is one week of full fees without any benefits calculated.
  • School age care routine booking: $100 bond per child. Bonds will be charged on the first statement and credited towards the final account when a child ceases care.

Enrolment and re-enrolment for early childhood care

Families can submit an enrolment form for early childhood services at any time throughout the year, with booking requests processed subject to availability. Families will need to complete a new enrolment form at the end of each year for bookings to continue into the following year.

Enrolment and re-enrolment for school age care

For enrolments and re-enrolments, applications for the following year open in mid-term four. Enrolments cease on the final day of term four each year. Families must enrol and apply for positions annually.

Bookings

Routine bookings for early childhood services

Permanent bookings can be made for one to five days a week. Permanent single day bookings are only on application to the Centre Director and are subject to approval.

Family day care

Minimum care is four hours.

Casual bookings can be made as needed, with a minimum 24-hours’ notice. Note that places are not always available.

Routine bookings for school age care

Routine bookings can be made on a weekly or fortnightly schedule for one to five days a week. Routine booking requests can be processed up to two weeks in advance of the requested commencement date.

Changes to, or cancellation of, bookings

Two weeks’ written notice, via email, is required for cancelling a routine booking or decreasing days.

You can increase or change days of care at any time, if places are available.

We cannot suspend or swap days or hold places.

Casual care

Early childhood services and school age care: Casual bookings can be made up to two weeks in advance and subject to availability. Book by emailing childcareaccounts@ywca-canberra.org.au

Family day care: all casual bookings are to be arranged with the educator and noted on the child’s timesheet.

Fees

YWCA Canberra is a not-for-profit organisation and relies on fees to meet expenses. Fees are set at the lowest level possible to provide high quality care for your child/ren.

You will be charged for all days you have booked your child into early childhood services.

Our early childhood service are closed during the Christmas shutdown and on public holidays. However, fees are still charged during this time.

School age care fees apply for all booked days during school term, including public holidays.

Fees are charged fortnightly. Statements are issued via email and payment is to be made by the due date.

For any early childhood or school age care account enquiries, please contact our Childcare Accounts team on 6185 2040 or email childcareaccounts@ywca-canberra.org.au

For family day care account inquires, please contact 02 6185 2045 or email fdcadmin@ywca-canberra.org.au

Paying your fees

For early childhood and school age care

Fee payments are not accepted at services.

Payment is via Direct Debit or Credit Card through Debitsuccess or BPAY. Credit card payments will incur a 1.87% surcharge.

For family day care

Family day care fees are charged in arrears. You can pay by:

  • DebitSuccess Direct Payment System
  • Credit Card: (Visa or Mastercard only) by phone to YWCA Canberra Children’s Services on (02) 6258 6518
  • In person at the central office, using EFTPOS
  • Direct deposit online with your bank:
    • Account Name: YWCA Canberra Family Day Care
    • Bank: Westpac BSB: 032 719
    • Accounts Number: 457 462
    • Reference: Child’s/Family Name
Non-attendance and absences

Early childhood services and family day care

Fees are charged for all routine days your child is booked into care.

There are no refunds or credits for non-attendance for routine bookings if they fall on your child’s booked days, as we need to meet the operational staffing costs. If your child will be absent, please let Childcare Accounts team know as soon as possible.

School age care

Fees are charged during school time, including public holidays. School holiday care is booked separately. There are no refunds or credits for public holidays or non-attendance at the program for routine bookings, as we need to meet the operational staffing costs. If your child will be absent, please let our Childcare Accounts team know as soon as possible.

Fee recovery

Fees charged for care must be paid by the due date. If you fail to pay by the due date, we will start fee recovery action.

Access to the service may be cancelled if payment remains outstanding. This means that your child/ren will be excluded from the service.

Should any debt be referred to a debt collection agency, any applicable debt collection fees or charges will be added the account as a cost recovery for the debt.

If you are experiencing hardship and financial difficulty and unable to pay your account by the due date, please contact our Childcare Accounts team to arrange a payment plan.

Child Care Subsidy

Families using a Government-approved child care service may be eligible for Child Care Subsidy (CCS), to provide financial assistance towards the cost of your fees.

To access Child Care Subsidy, you will need to complete a Child Care Subsidy assessment with Centrelink. You can do this through a myGov account.

Your subsidy will be calculated on your combined family income, as well as your activity level and the fees charged by the service. Children’s attendance/usage is submitted weekly to the Department of Education, Skills and Employment for payment and distribution of family’s entitlements.

Note: Child Care Subsidy cannot be administered without a Customer Reference Number (CRN) for both the registered parent/guardian and the attending child/ren, a successful Child Care Subsidy Enrolment submitted to Centrelink and the registered/parent guardian confirming the enrolment via their myGov account.

There are limits to the number of days you can receive Child Care Subsidy if your child is absent from a booked day.

Statements are emailed fortnightly. The billing cycle includes charges for the current fortnight. 

If you end your child’s enrolment, you will only receive Child Care Subsidy up until your child’s last physical attendance. You will need to pay full fees for any absence days after the last day your child physically attends the service.

Medical

COVID-19

Our children’s services receive regular advice on how to respond to the COVID-19 outbreak from the Australian Department of Health via the ACT regulator, Children’s Education and Care Assurance (CECA). We have been displaying this advice at all children’s services, for both our staff and parents and guardians.

In our children’s services, we always encourage regular handwashing by our staff and our children, especially before and after meals and after using the toilet. We will be reiterating this training throughout our services during this outbreak and will be maintaining strict hygiene practices throughout the day. This includes sanitising toys, furniture and door handles.

All of our early childhood services are cleaned every night by professional cleaners.

If your child develops any symptoms such as a fever, cough, sore throat or shortness of breath, please do not bring your child into our services until they are well again.

If the advice or information changes, we will adapt our practices accordingly.

Immunisation, infectious disease and exclusion policy

Families are encouraged to have their children immunised according to the recommended schedule, as stated by the Federal Government. Families are required to provide your child’s record of immunisation history on enrolment.

If your child is showing any infectious disease symptoms, they will be excluded from (not allowed to attend) the program in line with National Health and Medical Research Council’s Infectious Disease Exclusion Table

Children who are not immunised will be excluded from the program during outbreaks of infectious diseases.

Illness

Regulations require the program to refuse admission to any child suffering from an infectious disease, illness or condition that may compromise the health of other children. If a child becomes unwell at the program, families will be notified immediately to collect the child. Symptoms including vomiting, high temperature and diarrhoea are considered serious and families will be advised to keep their child at home for a twenty-four hour period and until the symptoms are no longer evident.

Medication

If your child requires a prescribed or homeopathic medication, they must remain at home for the first twenty-four hours of treatment. If any medication is to be administered at the service, please complete the medication form available at the service. Please note medication can only be administered as per the instructions on the label. Medication will not be administered if: the requested dosage is higher than recommended on the label, the medication is not in the original container, or if the child’s name is not on the label.

Early childhood services

Educators will only administer paracetamol to children if the child has a fever of 38 degrees or above and if permission is provided by the parent/guardian.

Family day care and school age care

Services will not administer paracetamol to children.

Allergies/anaphylaxis

If your child has an allergy or anaphylaxis you will be required to provide a Medical Action Plan with your enrolment. To accompany this, in line with regulations, the service is required to complete a Risk Minimisation Plan (RMP) and a Medical Communication Plan (MCP) for your child. All plans will be used to integrate your child into the program in a risk free manner. All forms of communication regarding your child’s medical issues will be recorded in the Medical Communication Plan.

Caring for your child

Accidents/incidents

If your child has an accident or sustains an injury while at the program, an Accident/Incident Report Form will be completed. In the case of a serious accident or injury, a parent/guardian and emergency services will be contacted immediately. When required, please sign that you have read the Accident/ Incident Report Form when collecting your child.

Care and protection

All YWCA Canberra educators and program managers are trained in, and regularly receive refresher training on, child protection matters and mandatory reporting laws. This understanding and training is critically important to us. As a condition of employment all educators are required to hold a current Working with Vulnerable Persons Card.

If you have any concerns about your child, please speak with the Director/Program Manager  on site, or call the Operations Manager on 02 6185 2040.

Working with children who have additional needs

Inclusion for all children is fundamental to YWCA Canberra. Directors, program managers and educators within our services work with children with additional needs and their families daily and are committed to supporting and ensuring positive outcomes and experiences for all children in care.

Where children attending the service require additional support, the program manager will develop a Strategic Inclusion Plan (SIP) with the YWCA Canberra Inclusion Officer and an Include Me supporting inclusion professional. The program manager maintains open, regular, and effective communication with their families, so the service can ensure children have their needs met.

Behaviour management

YWCA Canberra has an obligation to educators, children and visitors attending services to ensure that the environment is responsive to the needs of all children. All children, educators and visitors have a right to a safe and secure environment while attending the service. 

We adhere to the YWCA Canberra Behaviour Support Policy, which is provided to all families.

Families will be approached regarding issues of unacceptable and inappropriate behaviour.

School age care only

The program may exclude a child from care if they have caused:

  • physical and/ or emotional harm to another child, educator or visitor
  • damage to property, equipment and/or resources of the school or program
  • significant disruption to the conduct of the program, including continual use of bad language and defiance.
Emergency procedures

Emergency procedures, including evacuation and lock down procedures, are posted in each room and exit door within the service. Please familiarise yourself with these procedures. Emergency evacuation and lock down drills are practiced at least once a term.

Family communication

Meetings are held on a regular basis and decisions about the service philosophy, policies and practices will be made in consultation with educators, children and families. All feedback and input is encouraged and appreciated. Please contact the service’s Director, Program Manager or educators about your suggestions.

Families are invited to share any skills and areas of interest with the service. Please discuss with the Director/Program Manager at your child’s service to arrange.

Families are welcome at the program at all times and are encouraged to share time with their child while at the service.

How we work

YWCA Canberra children’s services philosophy

At YWCA Canberra, our mission is ‘We strengthen communities by supporting girls and women through our services and advocacy’ and our vision is ‘Girls and women thriving’.

We provide essential, quality services for women, girls and families in the ACT and surrounding regions. We work in the areas of children’s services, community development, homelessness and affordable housing, youth services, personal and professional training, women’s leadership and advocacy.

You can read the YWCA Canberra Client Service Charter for more information on our commitment to providing excellence in customer service.

Within our Children’s Services programs, we understand that the experience of childhood is a unique journey. We value childhood as important in the present, as well as providing the foundation for all future learning and development.

Our aim is to provide children and families with a sense of belonging through ensuring a safe, supportive, respectful and inclusive environment.

Our role is to develop and create rich, engaging and play-based learning environments which are reflective of children’s interests and allow for exploration. We ensure this by providing children with the skills and experiences needed to develop as lifelong learners and to become competent, active and informed individuals.

Our educators uphold the values, views and outcomes from the National Quality Framework and Standards, National Early Years Learning Framework, and the My Time Our Place Framework for school age care.

The principles and practices of our programs are designed to promote children’s holistic development, whilst being reflective of the United Nations Convention on the Rights of the Child.

Our frameworks

Our environments support and encourage each individual child’s development in line with the National Quality Framework and Standards, National Early Years Learning Framework, and the My Time Our Place Framework, and are inspired by leading international examples of innovative, flexible early childhood practices.

Quality assurance

Family participation in the Quality Assurance process is essential and your involvement and feedback is encouraged and appreciated when your child is enrolled at a YWCA Canberra service. License Standards set out by the Children’s Education and Care Assurance (ACT Department of Education and Training) require all families to re-enrol their children at the beginning of each school year. It is essential that the program has up-to-date information about your child, especially contact numbers for parents/guardians and emergency contacts. Please ensure any changes to information are provided to the service and that educators are aware of any details regarding your child that may impact on their involvement at the program. Please read all information, complete the enrolment form and return to Childcare Accounts.

Educator to child ratios

Current educator ratios, as determined by the Education and Care Services National Law and Regulations are:

Early childhood education:

0 – 2 years: 1 educator to 4 children

2 – 3 years: 1 educator to 5 children

3+ years: 1 educator to 11 children

Family day care: 1 educator to 4 children

School age care: 1 educator to 11 children

Priority of access guidelines

The Australian Government funds childcare with a major purpose of meeting the childcare needs of Australian families. However, the demand for care sometimes exceeds supply in some locations and the Government has determined a set of guidelines for allocating places in these circumstances:

  • Priority one: a child at risk of serious abuse or neglect.
  • Priority two: a child of a single parent who satisfied, or of parents who both satisfy, a work, training, study test
  • Priority three: any other child.

Note: some services have individualised priority of access guidelines.

Policies

YWCA Canberra’s policies comply with ACT Children’s Services Standards and the National Quality Standards, and are reviewed regularly.

A comprehensive policy and procedure folder is available for viewing at individual programs. If your child has a medical condition it is a requirement at the beginning of care that you read the Medical Conditions Policy located at the service.

Programs and interactions

Educational leaders, directors, program managers and educators working within YWCA Canberra services pride themselves on the experiences and activities that they provide for the children in their care.

Knowing that each child and each service is different, our trained staff plan the education of every child using a specified curriculum, grounded in current theories and practices. Programmed activities and experiences are designed with the children’s input and cater to their individual needs. All of our activities meet the requirements of the National Quality Framework, while embedding the ‘Early Years Learning Framework’ and the ‘My Time, Our Place’ Framework in programming and evaluations. Educational leaders, program managers, directors and educators draw inspiration for activities from their own skills and experiences, as well as the children’s ideas and initiatives. Educators are flexible wherever possible in their approach to programming, ensuring they foster children’s learning and fun through spontaneous play. We look forward to providing your family with the highest quality innovative and personalised education and care experience.

If you require additional information or have any questions, call us on 02 6185 2000.

Confidentiality and privacy

Our services protect the privacy and confidentiality of its children, families and educators through policies and procedures. Written information is kept secure and accessed as required. Families can request to meet with the Director/Program Manager to discuss confidential issues.

You can read the YWCA Canberra privacy policy for more information.

Arrival and departure

Please be aware that the service does not take responsibility for children until they are signed in at the service. It is a legal requirement that children are signed in and out by a family member or an authorised guardian when delivering or collecting children from the service.

Early Childhood Services

Each Early Childhood Service will open and close at times dependent on the needs of the families that use the service. These are determined by YWCA Canberra and must be adhered to.

For the safety of children, only those persons nominated on the enrolment form will be authorised to collect your child/ren from the service. No child is permitted to leave the service other than by usual arrangements unless the program receives written authorisation from a parent/guardian.

In the case of an emergency, a parent/ guardian is to contact the program and provide details of the changes to arrangements. Authorised people must provide photo identification if they are unknown to the educators. This is to ensure children’s safety.

A late fee of $30 per child for every 15 minutes will be charged for children picked up after the service closing time.

Late fees will be added to the next fortnight’s account. The late fee is strictly adhered to, as staff are required to remain at the program until all children are collected. Families who are continually late may be excluded.

Family day care

Each educator will operate at times dependent on the needs of the families that use the service.

Late Fee: Charged the hourly rate per child.

School age care

Children attending Before School Care will be signed out by an educator at 9am. Children attending After School Care will be signed in by an educator on arrival at the program and signed out by the parent/ guardian on departure of the program.

For the safety of children, only those persons nominated on the enrolment form will be authorised to collect your child/ren from the service. Children leaving the program on their own must sign themselves out and this must be authorised by a parent/guardian. No child is permitted to leave the service other than by usual arrangements unless the program receives written authorisation from a parent/guardian.

In the case of an emergency, a parent/ guardian is to contact the program and provide details of the changes to arrangements. Authorised people must provide photo identification if they are unknown to the educators. This is to ensure children’s safety.

Please be aware of your program’s closing times.

A late fee of $20 per child for every 15 minutes will be charged for children picked up after the service closing time.

Late fees will be added to the next fortnight’s account. The late fee is strictly adhered to, as two educators are required to remain at the program until all children are collected. Families who are continually late may be excluded.

Enrolments and bookings

Enrolment

A completed annual enrolment form must be held at the service for every child in attendance. Please ensure the information provided is correct at all times, in particular contact numbers, emergency contacts and medical information.

An enrolment bond applies. These bonds are currently:

  • Early childhood services: bond is equivalent to one week of full fees for the days of attendance. Bonds will be charged on the first statement and credited towards the final account when a child ceases care.
  • Family day care: bond must be paid before child commences in care. At the time of registering, the parent will be issued a bond invoice. The bond is one week of full fees without any benefits calculated.
  • School age care routine booking: $100 bond per child. Bonds will be charged on the first statement and credited towards the final account when a child ceases care.

Re-enrolment for school age care

Enrolments cease on the final day of term four each year. Families must enrol and apply for positions annually.

Bookings

Routine bookings for early childhood services

Permanent bookings can be made for one to five days a week. Permanent single day bookings are only on application to the Centre Director and are subject to approval.

Family day care

Minimum care is four hours.

Casual bookings can be made as needed, with a minimum 24-hours’ notice. Note that places are not always available.

Routine bookings for school age care

Routine bookings can be made for one to five days a week.

Changes to, or cancellation of, bookings

Two weeks’ written notice, via email, is required for cancelling a routine booking or decreasing days.

You can increase or change days of care at any time, if places are available.

We cannot suspend or swap days or hold places.

Casual care

Early childhood services and school age care: Casual bookings can be made up to two weeks in advance and subject to availability. Book by emailing childcareaccounts@ywca-canberra.org.au

Family day care: all casual bookings are to be arranged with the educator and noted on the child’s timesheet.

Fees

YWCA Canberra is a not-for-profit organisation and relies on fees to meet expenses. Fees are set at the lowest level possible to provide high quality care for your child/ren.

You will be charged for all days you have booked your child into early childhood services.

Our early childhood service are closed during the Christmas shutdown and on public holidays. However, fees are still charged during this time.

School age care fees apply for all booked days during school term, including public holidays.

Fees are charged fortnightly. Statements are issued via email and payment is to be made by the due date.

For any early childhood or school age care account enquiries, please contact our Childcare Accounts team on 6185 2040 or email childcareaccounts@ywca-canberra.org.au

For family day care account inquires, please contact 02 6185 2045 or email fdcadmin@ywca-canberra.org.au

Paying your fees

For early childhood and school age care

Fee payments are not accepted at services.

Payment is via Direct Debit or Credit Card through Debitsuccess or BPAY. Credit card payments will incur a 1.87% surcharge.

For family day care

Family day care fees are charged in arrears. You can pay by:

  • DebitSuccess Direct Payment System
  • Credit Card: (Visa or Mastercard only) by phone to YWCA Canberra Children’s Services on (02) 6258 6518
  • In person at the central office, using EFTPOS
  • Direct deposit online with your bank:
    • Account Name: YWCA Canberra Family Day Care
    • Bank: Westpac BSB: 032 719
    • Accounts Number: 457 462
    • Reference: Child’s/Family Name

Non-attendance and absences

Early childhood services and family day care

Fees are charged for all routine days your child is booked into care.

There are no refunds or credits for non-attendance for routine bookings if they fall on your child’s booked days, due to the need for operational staffing costs to be met. If your child will be absent, please advise the Director or our Childcare Accounts team.

School age care

Fees are charged during school time, including public holidays. School holiday care is booked separately. There are no refunds or credits for public holidays or non-attendance at the program for routine bookings, due to the need for operational staffing costs to be met. If your child will be absent, please advise our Childcare Accounts team.

Fee recovery

Fees charged for care must be paid by the due date. Failure to comply with this requirement will result in the instigation of fee recovery action.

Access to the service may be cancelled if payment remains outstanding. This means that your child/ren will be excluded from the service.

Should any debt be referred to a debt collection agency, any applicable debt collection fees or charges will be added the account as a cost recovery for the debt.

If you are experiencing financial difficulty and unable to pay your account by the due date, please contact our Childcare Accounts team to arrange a payment plan.

Child Care Subsidy

Families using a Government-approved child care service may be eligible for Child Care Subsidy (CCS), to provide financial assistance towards the cost of your fees.

To access Child Care Subsidy, you will need to complete a Child Care Subsidy assessment with Centrelink. You can do this through a myGov account.

Your subsidy will be calculated on your combined family income, as well as your activity level and the fees charged by the service. Children’s attendance/usage is submitted to the Department of Education, Skills and Employment weekly for payment and distribution of family’s entitlements.

Note: Child Care Subsidy cannot be administered without a Customer Reference Number (CRN) for both the registered parent/guardian and the attending child/ren, a successful Child Care Subsidy Enrolment submitted to Centrelink and the registered/parent guardian confirming the enrolment via their myGov account.

There are limits to the number of days you can receive Child Care Subsidy if your child is absent from a booked day.

Statements are emailed fortnightly. The billing cycle includes charges for the current fortnight. 

If you end your child’s enrolment, you will only receive Child Care Subsidy up until your child’s last physical attendance. You will need to pay full fees for any absence days after the last day your child physically attends the service.

Medical

COVID-19

Our children’s services receive regular advice on how to respond to the COVID-19 outbreak from the Australian Department of Health via the ACT regulator, Children’s Education and Care Assurance (CECA). We have been displaying this advice within all children’s services, for both our staff and parents and guardians.

In our children’s services, we always encourage regular handwashing by our staff and our children, especially before and after meals and after using the toilet. We will be reiterating this training throughout our services during this outbreak and will be maintaining strict hygiene practices throughout the day. This includes sanitising toys, furniture and door handles.

All of our early childhood services are cleaned every night by professional cleaners.

If your child develops any symptoms such as a fever, cough, sore throat or shortness of breath, please do not bring your child into our services until they are well again.

If the advice or information changes, we will adapt our practices accordingly.

Immunisation, infectious disease and exclusion policy

Families are encouraged to have their children immunised according to the recommended schedule, as stated by the Federal Government. Children not immunised will be excluded from the program during outbreaks of infectious diseases as per the National Health and Medical Research Council’s Infectious Disease Exclusion Table. Families are required to provide a record of immunisation history on enrolment.

Illness

Regulations require the program to refuse admission to any child suffering from an infectious disease, illness or condition that may compromise the health of other children. If a child becomes unwell at the program, families will be notified immediately to collect the child. Symptoms such as vomiting, high temperature and diarrhoea are considered serious and families will be advised to keep their child at home for a twenty-four hour period and until the symptoms are no longer evident.

Medication

If your child requires a prescribed or homeopathic medication, they must remain at home for the first twenty-four hours of treatment. If any medication is to be administered at the service, please complete the medication form available at the service. Please note medication can only be administered as per the instructions on the label. Medication will not be administered if the requested dosage is higher than recommended on the label, the medication is not in the original container or if the child’s name is not on the label.

Early childhood services

Educators will only administer paracetamol to children if the child has a fever of 38 degrees or above and if permission is provided by the parent/guardian.

Family day care and school age care

Services will not administer paracetamol to children.

Allergies/anaphylaxis

If your child has an allergy or anaphylaxis you will be required to provide a Medical Action Plan with your enrolment. To accompany this, in alignment with regulations the service is required to complete a Risk Minimisation Plan (RMP) and a Medical Communication Plan (MCP) for your child. All plans will be used to integrate your child into the program in a risk free manner. All forms of communication regarding your child’s medical issues will be recorded in the Medical Communication Plan.

Caring for your child

Accidents/incidents

If your child has an accident or sustains an injury while at the program, an Accident/Incident Report Form will be completed. In the case of a serious accident or injury, a parent/guardian and emergency services will be contacted immediately. When required, please sign that you have read the Accident/ Incident Report Form when collecting your child.

Care and protection

YWCA Canberra ensures its policies and practices support the care and protection of all children attending services. As a condition of employment all educators are required to hold a current Working with Vulnerable Persons Card. Educators are required to participate in training on care and protection and are aware of their responsibilities relating to Mandatory Reporting. If you have any concerns regarding your child, please speak with the Director/Program Manager.

Working with children who have additional needs

Inclusion for all children is fundamental to YWCA Canberra. Directors, program managers and educators within our services work with children with additional needs and their families daily and are committed to supporting and ensuring positive outcomes and experiences for all children in care. The inclusion support funding model has changed and unfortunately we are not able to provide support for all children with additional needs. We strive to provide high quality care at all services however in some instances we are not able to accommodate all children in our facilities. If you have any concerns regarding your child and their participation in the service, please speak with the Director/Program Manager.

Behaviour management

YWCA Canberra has an obligation to educators, children and visitors attending services to ensure that the environment is responsive to the needs of all children. All children, educators and visitors have a right to a safe and secure environment whilst attending the service. Families will be approached regarding issues of unacceptable and inappropriate behaviour.

School age care only

The program may exclude a child from care if they have caused:

  • physical and/ or emotional harm to another child, educator or visitor
  • damage to property, equipment and/or resources of the school or program
  • significant disruption to the conduct of the program, including continual use of bad language and defiance.

Emergency procedures

Emergency procedures, including evacuation and lock down procedures, are posted in each room and exit door within the service. Please familiarise yourself with these procedures. Emergency evacuation and lock down drills are practiced at least once a term.

Family communication

Meetings are held on a regular basis and decisions about the service philosophy, policies and practices will be made in consultation with educators, children and families. All feedback and input is encouraged and appreciated. Please contact the service’s Director, Program Manager or educators regarding any suggestions you may have.

Families are invited to share any skills and areas of interest with the service. Please discuss with the Director/Program Manager at your child’s service to arrange.

Families are welcome at the program at all times and are encouraged to share time with their child whilst at the service.

Grievances and complaints

Families are encouraged to communicate any concerns regarding the care of their children to educators. Concerns will be discussed and follow up action taken when required, in line with YWCA Canberra’s policies and procedures.

The aim is for a consultative process and a positive resolution for all involved. YWCA Canberra Children’s Services can be contacted on 02 6185 2000.

For all complaints or concerns not relating to fees, please contact:

Early childhood services:

Family day care: fdcadmin@ywca-canberra.org.au

School age care: the Program Managers of your service, or, if they feel your complaint has not been resolved, the Operations Manager whose email is displayed at the service.

You can also fill out our feedback form.

Children’s Education and Care Assurance can be contacted on 02 6207 1114.

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