📘 Writing, Reviewing & Maintaining Policies Policy (QA7) (video)

National Quality Standard (NQS) - Quality Area 7: Governance and Leadership

Implementation

• All policies and procedures will be readily accessible to families and educators.
• All policies will be developed collaboratively, ensuring active participation from management, staff, and families.
• Our dedicated educators and staff will diligently review all policies and procedures according to the established document review schedule, or more frequently if necessary due to changes in regulations, legislation, or center practices. This process not only allows families but also educators to contribute valuable insights and suggestions for improvement. Each document includes a clearly defined review period outlined in the “Review” section, ensuring transparency and accountability in our policy management.
• Throughout the year, educators, staff, and family members are encouraged to engage with and contribute their insights regarding the policies and procedures.
• All policies will be duly signed, sourced, and dated upon each review, while educators and staff will proactively seek out pertinent information to ensure the optimal environment for our children.
• All stakeholders at the service must be informed of any changes to policies. This will occur in writing and be provided to families, educators, other staff, management, the committee and any other relevant individuals.
• Families will be invited to form and join our Family Committee
• Families not involved in the Family Committee will have the opportunity to revise and help plan policies via Newsletters and specific letters to families discussing the policy or a draft of the proposed policy and given the opportunity to respond.
• All policies that are being either reviewed or developed will be displayed on the Service’s noticeboard so all stakeholders are aware at all times and can be involved.

 The procedure for reviewing a policy:

• Attention to policy has been raised either by routine reflection, incident, feedback or the ‘continuous improvement’ process.
• All major stakeholders are invited to review the policy and suggest amendments (this can be done via committee meeting, email, newsletters, display in Service)
• A time frame of 2 weeks is given to gather all suggestions and create a draft policy
• The draft policy is made available to all major stakeholders, again via committee meeting, email, newsletters, display in Service
• o  A time frame of 7 days to respond is given. If there are no strong objections to the policy draft, the draft is reposted as the Service’s Policy.
• The Service encourages an organic approach to policies. While it is the Service’s undertaking that all policies will be revised annually, the Service will revise and if necessary amend policies based on the needs of the Service, particularly if there is an incident, regulation change or feedback received. 
• All policies will be sourced, if possible, and dated.

In accordance with the regulations;

The Service must ensure that parents of children enrolled at the service are notified at least 14 days before making any change to a policy or procedure that may have a significant impact on:

•       The service's provision of education and care to any child enrolled at the service; or
•       The family's ability to utilise the service.

The Service must ensure that parents of children enrolled at the service are notified at least 14 days before making any change that will affect the fees charged or the way in which fees are collected.

If the Service considers that the notice period would pose a risk to the safety, health or wellbeing of any child enrolled at the service, the approved provider must ensure that parents of children enrolled at the service are notified as soon as practicable after making a change.

The Service must ensure that copies of the current policies and procedures are available for inspection on request.