A Handy List of Required Documentation for Centre-Based ECE
Centres require so many pieces of documentation, and this information is spread throughout the Licensing Criteria; here, we've pulled them all out into a handy-dandy table.
All the green highlighted rows are documents that Clasp can currently save you time with the recording, reviewing, and remembering-of; emergency drills logs, policies, and procedures - tagged against relevant licensing criteria for ease of auditing!
Legal Disclaimer: This document is for informational purposes only and does not constitute legal advice. While we strive for accuracy, there may be omissions or updates to regulations that are not reflected here. Please refer to the official legislative sources and consult a legal professional for guidance specific to your situation.
| Criterion Number | Required Documentation | Description |
|---|---|---|
| C10 | Positive guidance process | A documented process for providing positive guidance to encourage social competence in children. |
| C12 | Parent communication and involvement process | A process for providing formal and informal opportunities for parents to: 1) communicate with adults providing education and care about their child, and share specific evidence of the child's learning; 2) be involved in decision-making concerning their child's learning. |
| C13 | Record of guidance from agencies/services | A record of information and guidance sought from agencies and/or services. |
| PF3 | Code Compliance Certificate | Evidence that any building work undertaken complies with the Building Act 2004. |
| PF3 | Annual Building Warrant of Fitness | If required under the Building Act 2004, proof of a current annual warrant of fitness for the premises. |
| PF8 | Hazard management system documentation | A documented system for identifying and managing hazards to children. |
| PF27 | Sleep monitoring procedures | Documentation outlining sleep monitoring practices, including checking and recording children's sleep. |
| HS1 | Nappy changing procedures | A documented procedure for nappy changing that ensures hygiene and safety. |
| HS3 | Medicine administration records | Written records of all medicine (prescription and non-prescription) given to children, including: 1) Name of the child; 2) Name and amount of medicine given; 3) Date and time medicine was administered and by whom; 4) Evidence of parental permission. |
| HS7 | Hazard management policies | Documentation of policies and procedures for managing hazards and ensuring safety during excursions. |
| HS11 | Sleep monitoring records | Records of regular checks made while children are sleeping, noting the time of check and the child's condition. |
| HS12 | Hazard management policies | Documentation of policies and procedures for managing hazards and ensuring safety during excursions. |
| HS17 | Excursion records | Records of outings and trips, including risk assessments and parental permissions. |
| HS25 | Immunization register | An up-to-date immunization register recording the immunization status of all enrolled children. |
| HS27 | Illness management procedures | Documented procedures for managing infectious diseases and illnesses, including notification to parents and exclusion guidelines. |
| HS28 | Medicine administration policies | Policies outlining the administration of medicines, including obtaining and documenting parental permission and recording administration details. |
| HS29 | Food and nutrition policies | Documentation of policies ensuring that food provided meets nutritional guidelines and caters to children's dietary requirements. |
| HS30 | Food safety procedures | Procedures ensuring safe handling, preparation, and storage of food. |
| HS33 | Child protection policies | A written child protection policy, including procedures for preventing child abuse and responding to suspected abuse. |
| GMA1 | Parent involvement policies | Documentation outlining how parents are involved in the service and how they can contribute to decision-making. |
| GMA2 | Information for parents | Information provided to parents about the service's operation, including fees, operating hours, and policies. |
| GMA3 | Enrolment records | Records containing each child's personal details, parental contacts, and any custody arrangements. |
| GMA4 | Attendance records | Daily records of children's attendance, noting arrival and departure times. |
| GMA5 | Human resource management policies | Documentation of recruitment, induction, and ongoing professional development policies for staff. |
| GMA6 | Self-review policies | A documented process for regular self-review and evaluation of the service's practices. |
| GMA7 | Financial management policies | Policies and procedures for financial management, including budgeting and accounting practices. |
| GMA7A | Annual plan | A documented annual plan guiding the service's direction. |
| GMA7A | Annual budget | An annual budget outlining financial expenditure. |
| GMA8 | Health and safety policies | Comprehensive policies covering all aspects of health and safety within the service. |
| GMA9 | Privacy policies | Documentation ensuring the privacy and confidentiality of children's and families' information. |
| GMA10 | Complaints procedure | A documented process for receiving and resolving complaints from parents and stakeholders. |
| GMA11 | Child protection training records | Records of staff training in child protection, including dates and content of training sessions. |
| GMA12 | Governance policies | Documentation outlining the governance structure, roles, and responsibilities within the service. |
Save time and make policy and drill management a breeze!
How Can Clasp Help?
Clasp is a little like other document-hosting cloud-based drives - EXCEPT it was built specifically for ECE Managers!
Save a headache during auditing and view your tagged policies against Licensing Criteria.
Control which policies are public for parents & teachers to EASILY give feedback from the staff-room or couch (without downloading another app!).
Be alerted by just 1 email at the start of a week (or month: it's your choice) when there are policies to review in that time.
Embed your public policies as a beautifully clean widget on your website. Set-and-forget it once; forever up-to-date.
Join your fellow ECE managers!
Our early-bird centres are loving how simple policy and drill management can be, and having the opportunity to shape Clasp to suit their needs.