CENTRE REVIEW CHECKLIST FOR COMPLETION IN TERM 2 Version 2012
TE RAKI PAE WHENUA
NORTH SHORE PLAYCENTRE ASSOCIATION INC.
CENTRE REVIEW CHECKLIST
CENTRE NAME: FIELD OFFICER: DATE:______
INSTRUCTIONS FOR USE
Objectives:
To ensure requirements of Ministry of Education, Public Health, New Zealand Fire Service, Association and Federation are being met and reviewed annually
To annually review the overall health of the centre
To assist with drafting the Centre and Association Annual Plan
For Field Officers and Management and Association Team to better support centres
Procedure:
COMPLETION INSTRUCTIONS:
Completion Instructions for Centre Presidents:
The Centre Review Checklist will be forwarded to Centre Presidents and Field Officers at the beginning of Term 2.
The Centre President has the opportunity to review the questions that the field officer will complete with the centre office holders. The Centre President will need to work with other officer holders within the centre to complete the Ongoing Centre Health Information page BEFORE meeting with the field officer.
Completion Instructions for Field Officers:
You will receive the centre review checklist at the start of Term 2 and will make up the basis of your visits over Term 2 and should be returned to HQ by Monday of the last week of Term 2 for distribution to Management Team and Centres.
Follow up in Term 3 on any task that were highlighted as needing to be completed to meet any requirement
How to complete the table-
First Section:
Question: Self explanatory; list the questions relating to each topic
Instructions/Where to gather info: The minimum requested to be completed to be able to answer the question; other suggestions to assist completion are previous Field Officer reports, previous visit observations, previous centre minutes, and conversations with other centre members.
Sighted/Achieved: Tick this column when you have sighted the documentation or equipment or feel that the response/process adequately meets the requirement relating to the question. If the questions require an answer greater than being sighted/achieved this box will be blanked out.
Comment: Use this column to explain why you don’t feel a question has been adequately achieved or to make suggestions where appropriate.
Follow up or Annual Plan: Any follow up or support you feel is required either by yourself and/or Management/Association Team, or highlight whether it should be added as a task to the Centre or Association Annual Plan.
Second Section - DOCUMENTS REQUIRED TO BE ON DISPLAY:
Document Name: Self explanatory; list of the documents required to be on display
Requirement Met: The regulation requirement of which the document relates
Sighted: Tick when you have sighted displayed on the wall
Date displayed: Note the date displayed on the document to ensure the most current document is displayed
Where: Is the document displayed prominently in the centre, on a notice board etc?
Follow up: Record whether the centre needs to display the document, whether they need to acquire a more up to date copy, etc
Third Section - ONGOING CENTRE FEASIBILTY INFORMATION:
Complete the table by discussing the questions with the relevant office holder and refer to the suggested documentation in the table
FOLLOW UP AFTER COMPLETION FOR TERM THREE:
Follow up by Centre President:
Present the feedback of the review to a centre meeting.
Liaise with the appropriate office holder to ensure any required follow up or tasks are completed.
Include any appropriate suggestions in the upcoming year’s annual plan
Follow up by Field Officer:
Provide support and advice to the centre to ensure the tasks that are required are completed.
Follow up by Management Team/Association Team:
Review the appropriate sections relating to the Convenor or Team members area
Liaise with the centre office holder on any of the points highlighted as appropriate
Include in officeholders support meetings any consistently highlighted issues
Include any appropriate highlighted needs in the upcoming year’s annual plan
Thank you for your assistance J
PRESIDENTQUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
GOVERANCE / DECISION MAKING
1 / Are all centre members given an opportunity to have their say and be involved in any decision making about the children, sessions and centre? Have there been any major decisions made outside of centre meetings? What was the process? / Discuss with President
2 / Do the decision making processes used in the centre support consensus decision making / Discuss with President
3 / Does the centre have regular representation at Association Meetings? / Discuss with President
4 / What benefit do office holders gain from office holders support meetings? / Discuss with President
5 / Is the annual plan and budget prepared and approved by all centre members? (Describe process) / Discuss with President
6 / How often is the centre annual plan reviewed? / Discuss with President
7 / How do you use, and how often, the Association Constitution? / Discuss with President
PLAYCENTRE PHILOSOPHY
8 / Do the activities offered during sessions promote child directed play? / Observe over the term
KAIWHAKAHAERE MAORI
QUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
MAHI NGA TAHI o PUAWAI
1 / How are new members informed about Mahi Nga Tahi o Puawai? / Discuss with Bicultural
2 / How is information regarding Mahi Nga Tahi o Puawai fed into centre meetings? / Discuss with Bicultural
3 / When was the last centre application for funds from Mahi Nga Tahi o Puawai? What for? / Discuss with Bicultural
SECRETARY/LICENSEE
QUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
LICENSING
1 / Does the centre licence need to be changed to reflect the current sessions running? / Sight and compare
2 / When was the last opportunity made for Parents to review their child’s enrolment forms? / Discuss with Rosters/Bulk Funding
3 / When was the enrolment forms last updated with currently enrolled sessions? / Discuss with Rosters/Bulk Funding
4 / Is the immunisation register completed for each child enrolled? / Discuss with Health and Safety
5 / Is the trip consent form including the risk analysis completed and advertised within the centre before the trip? / Discuss with Rosters/Bulk Funding
6 / How does the centre ensure all inside and outside areas are supervised? / Discuss with Rosters/Bulk Funding
7 / How does the centre ensure that all children are supervised whilst eating? / Discuss with Rosters/Bulk Funding
8 / Do sessions include the following:
Ø Adults are interested and involved with children’s play?
Ø Adults are responsive to the needs of the children?
Ø Adults respect the individuality of the children?
Ø The areas of the play look safe, clean and inviting?
Ø The activities offered reflect Te Whaariki?
Ø Activities are developmentally appropriate for the children?
Ø Are the activities offered stimulate, challenge and extend the learning experiences of the children? / Observe
9 / Is there a telephone available at all times? / Sight
10 / Does your centre regularly review and implement changes in response to feedback from your last ERO report? What? / Discuss with President
SECRETARY
11 / Are the notice boards up-to-date and look inviting with relevant information pertaining to the centre and the members? / Sight
EDUCATION
QUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
SELF REVIEW
1 / What spontaneous and planned review processes have taken place in the last year? / Discuss with President
2 / What is the follow up for the outcomes of the reviews? / Discuss with President
ADULT EDUCATION
4 / What centre support is given to members completing their training? / Discuss with Education
5 / Does the centre have adequate copies of the training suggested readings? Is there any you feel should be acquired? / Discuss with Education/ Library
CHILD AND WHANAU SUPPORT AND CHILD BEHAVIOUR
6 / Do centre members know they are able to contact the Child and Whanau support? / Discuss with President
7 / What provisions does the centre put into place to support families who need Child and Whanau Support? / Discuss with President
8 / Does the centre have any families needing Child and Whanau Support? / Discuss with President
9 / How often is the Providing Positive Guidance Policy referred to for guiding children’s behaviour? / Discuss with President
10 / Have there been any situations where the Providing Positive Guidance policy should have been referred too? Describe / Discuss with President
LEAP
11 / Do the activities planned support the outcomes from the Centres LEAP evaluations? / Discuss with LEAP/Education
12 / Is the entire duty team present and actively participate in end of session evaluation? / Discuss with LEAP/Education
13 / What has the attendance numbers been for the last two terms LEAP meetings? / Discuss with LEAP/Education
14 / What observations of children have been undertaken to assess whether the planning or behavioural needs for each child is being met? / Discuss with LEAP/Education
KAIWHAKAHAERE TIKANGA RUA
QUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
BICULTURAL UNDERSTANDING
1 / How are sessions supporting the bicultural heritage of New Zealand? / Bicultural framework
Discuss with Bicultural
2 / Is there significant use of Te Reo and Tikanga Maori? Example / Observe over the term
3 / What resources are available to enable parents/caregivers to develop an understanding of cultural awareness and the partnership of Te Tiriti o Waitangi? / Discuss with Bicultural and sight
4 / How do you evaluate what is working well for Maori children and their Whanau and to identify what you could do to improve your practice? / Discuss with Bicultural
HR
QUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
EMPLOYMENT
1 / What employees work in the centre (whether centre paid or Association paid)? / Discuss with President
2 / Do all employees, whether centre or Association paid, have a signed employment agreement? / Discuss with President
3 / Have all employees who have contact with children got a current Police Vet through the Association HR Manager? / Discuss with President
4 / Who is in charge of the orientation of employees into the centre? / Discuss with President
5 / Is the employee made aware of the hazards register on a termly basis? / Discuss with President
6 / Who is responsible for the ongoing liaison with the employee? / Discuss with President
ASSETS
QUESTION / INSTRUCTIONS/WHERE TO GATHER INFO / SIGHTED/
ACHIEVED / COMMENT AND OFFICE HOLDER RESPONSIBLE / FOLLOW UP OR ANNUAL PLAN
EQUIPMENT
1 / How often is the equipment checked against ‘Whanau Tupu Nga Tahi” to ensure the areas of play is culturally safe? / Discuss with Equipment
2 / Is there an adequate quantity of Te Reo and Tikanga Maori resources and how often are they used? / Discuss with Equipment
3 / Is the kitchen suitable, well equipped and easily kept clean?
Ø Fridge
Ø Stove or other method for cooking food?
Ø Surfaces impervious to moisture and easily cleaned?
Ø Access to hot water?
Ø Storage to keep food separate? / Sight
4 / Is the kitchen inaccessible to children? / Sight
5 / Is the nappy change table rigid and able to be easily cleaned? / Sight
6 / Sleep room
Ø How many cots are located in the baby sleep room?
Ø Does the layout for the sleep room allow for the length of each cot able to be accessed?
Ø Are the mattresses covered in baby-safe plastic?
Ø Is the cot stripped and bedding washed after each child’s use? / Sight
7 / How often equipment is checked against the “watch out list” to ensure the equipment is safe? / Discuss with Equipment
8 / What equipment has been purchased recently to ensure the centre maintains the minimum equipment standards? (This need may have been highlighted by the equipment audit) / Sight recent equipment audit and Discuss with Equipment
9 / Is there any large equipment needing to be earthquake proofed? / Sight
HEALTH AND SAFETY
10 / How are parents/caregivers made aware of the exclusion timings from the Child and Adult Health policy? / Discuss with Health and Safety
11 / How are parents/caregivers made aware of the smoke free/drug free policy? / Discuss with Health and Safety
12 / Is the property (all areas where children have access) closed in by secure gates and/or fences of a height of 1.8m / Visual check
13 / Are the monthly fire safety checks being completed and signed off? / Sight
14 / Is the property regularly inspected and damaged/unsafe property removed/repaired/replaced?
What date was the last indoor and outdoor check completed? / Sight indoor and outdoor inspection lists
15 / How regularly is the accident register reviewed to ensure the property and equipment is safe? / Sight