The Early Years Sector is now one of the most regulated sectors in the country and childcare providers are struggling to navigate through the mountains of paperwork now required by the various agencies. Early Years Services are open to inspection by the Health Services Executive (HSE), the Health and Safety Authority (HSA) and the National Employment Rights Authority (NERA). They also need to comply with the requirements of funders under such schemes as the Free Pre-school Year (ECCE). Having your paperwork readily to hand, accessible and organised is half the battle. This article sets out the information you should have in your service and how to organise it.

Get organised for ECCE Scheme

The Child’s File

Registration File, Getting to know the Child/Family Information Sheet, Accident/Incident Form, Collection Verification, Complaints, Correspondence, Developmental Milestones Checklist, Emergency Contacts, Medicine Records, Parental Agreements, Permission Sign Off Form, Any Other Relevant childcare Forms

Annual Leave Request Form, Application Form/CV, Appraisal Forms, Attendance Record Form, Contract of Employment, Copy of Original Qualifications, Correspondence relating to any changes in terms and conditions of employment, Correspondence relating to grievance, discipline, Garda Vetting Form, Incident/Accident Form, Interview Score Sheet, Job Acceptance Letter, Job Description, Job Offer Letter, Job/Person Specification, Medical Check Confirmation,P.45 ,Reference Check Form, Reference Check Letters Relevant Employment Forms, Sick Leave Certificates, Staff Information Sheet, Supervision records, ,Training Record, Any relevant employment forms

Health and Safety

Safety Equipment Maintenance Records, Health & Safety Statements, Insurance Certificate and Correspondence, List of Suppliers, Pest Control, Risk Assessment, Claims, Service Contractors

The Financial File

Annual Accounts, Bank Statements, Cheque book, Cheque Requisition

CRO Returns, Income and Expenditure Records – it not computerised, Invoices

P. 60 , P.30 if not computerised, Payslips – if not computerised, Receipt book and receipts, Revenue and Tax Information

Salary Scales, Tax Clearance Certificate

HSE File

Copy of Childcare Pre-school Services Regulations, Correspondence with HSE

EHO Inspection Visit Reports, HSE Inspection Visit Reports, HSE Standard Inspection Tool

Funding file

Agreed Fees Policies for grant schemes, Application Information, CCS Scheme documentation, ECCE Scheme documentation, Funding Applications,Funding Contracts, Funding Reports, Information from Pobal and OMCYA, Letters and other correspondence to Parents

Staff Master File

Memos to staff, Minutes of Staff meetings, Master copy of all policies, Master copy of notices displayed

What you should have on display

Check your Bookshelf!

Do you have the following available?

• Child Care (Pre-School Services) (No 2) (Amendment) Regulations, 2006
• Children First: national guidelines for the protection and welfare of children 2009
• Fire Safety in Pre-schools, 1999
• Quality Childcare and Life Long Learning: Model Framework for Education, Training and Professional Development in the ECCE Sector, 2002
• Siolta-the National Quality Framework for Early Childhood Education, 2006
• Aistear- the Early Childhood Curriculum Framework, 2009
• Diversity and Equality Guidelines for Childcare Providers, 2006

The Kitchen Cupboard

Do you have the following available?

• HACCP Folders with original forms
• Food and Nutrition Guidelines for Pre-School Services, 2004
• Shopping Order Book
• Recipe Books
• Sample Menus

Policies and Procedures

The list of policies and procedures required to run an efficient and high quality childcare service continues to grow. Policies should be available in each room of your service and in the staff room, where applicable. Employers should ensure that all employees fully understand and can implement the policies and procedures. All employees should “sign-off” on all policies and procedures.

Angela, April 2012.

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