Visitors, volunteers and students on placement policy

All staff are responsible for:

Visitor register

Each centre must maintain a visitor register (see Attachment 1) in safe, secure location. The register must include:

• name
• date and time of arrival and departure
• purpose of the visit
• WWCC or VIT cited and verified, to be completed on each occasion of entry (as applicable)
• signature of visitor
• name and signature of person verifying WWCC or VIT.

Induction process

As part of the induction process, staff must:

• ensure that volunteers and students are informed about children with medical conditions, have read the child’s corresponding medical management plan, and know where children’s medical records are stored
• ensure that volunteers and students under the age of 18 are aware they cannot supervise children alone (for more information, see the Supervision of children policy)
• familiarise all volunteers and students with the centre’s emergency and evacuation procedures, ensuring they fully understand the processes
• ensure volunteers and students understand how to report any child safety concerns to the nominated supervisor
• discuss any concerns raised by the student with the educational leader if advice or assistance is required
• collaborate with the student to establish clear goals, deliverables, and a plan for a successful placement
• ensure volunteers and students are always directly supervised, including during children’s nappy change times
• encourage volunteers and students to use their initiative
• ensure the volunteer or student remains up to date with their assessments and tasks to be completed.

Students at risk of failing their placement

Mentors who feel that a student on placement is at risk of failing their practicum will share their concerns with the educational leader. Both the student’s mentor and the educational leader will then discuss their concerns with the student.

The student’s mentor can then arrange for the course supervisor to visit the centre and discuss the relevant concerns. The student’s training institution and nominated supervisor will decide the outcome of the practicum.

As staff members who educate and care for children, educators are responsible for monitoring and supervising all students and volunteers to ensure the safety and wellbeing of children at the centre.

Educators are responsible for:

• ensuring volunteers and students are always directly supervised while at the centre, and are never left unsupervised with children, including during children’s nappy change times
• maintaining open communication with work experience and placement students, as well as with the students’ course supervisor, about their performance
• supporting all students’ practicum requirements to the best of their ability during the placement
• working as a team to share appropriate skills and knowledge with each student and volunteer
• ensuring all visitors complete and sign the visitor register (see Attachment 1)
• discussing with volunteers or students how their performance and written work is progressing
• providing honest and accurate feedback to the student’s course supervisor as required
• ensuring no student on placement or volunteer under the age of 18 supervises children alone (see Supervision of children policy)
• demonstrating duty of care and ensuring the safety of all children onsite
• demonstrating effective supervision strategies and actively assisting staff in supervising volunteers whenever possible
• monitoring the visitor register and providing training to all staff on the significance of accurate record-keeping.

For visitors, educators (including teachers) are responsible for:

• monitoring the visitor whilst in the presence of children to ensure that their duties can be effectively carried out and that they do not pose a risk to children or staff
• maintaining effective supervision of children and never allowing a visitor to be alone with a child
• ensuring that any incursions or excursions are in line with the Excursions, incursions and regular outings policy and procedure, support the educational program and that staff are appropriately qualified and suitable to deliver programs
• immediately escalating any concerns about the visitor's behaviour, works being undertaken or any risk to children to the nominated supervisor.

The nominated supervisor must ensure that child protection law and Child Safe obligations are being fulfilled at the centre at all times.

The nominated supervisor is responsible for:

• ensuring students and volunteers are familiar with the centre’s policies and procedures, including the centre’s Emergency Management Plan and evacuation procedures (see the Emergency management policy and the Management of medical conditions policy and procedure)
• ensuring that the visitor register (see Attachment 1) is kept in the event of an emergency or future investigation in accordance with the Records management policy
• ensuring volunteers and students are always under the direct supervision of the approved provider, nominated supervisor, responsible person or an educator while at the centre and are never left alone with a child under any circumstances
• appointing an educator to be the mentor for each student on placement for duration of the placement
• informing families, children and educators when volunteers and students on placement are present, including their role and planned hours at the centre
• ensuring visitors, volunteers and students understand they must not discuss concerns, issues or complaints with families or visitors
• liaising with training institutions to accept suitable student placements under the institution’s supervision
• providing volunteers and students with a tour of the centre, including the emergency exits, staff room and toilets
• ensuring students and volunteers receive information about child protection law and mandatory reporting obligations
• ensuring effective procedures are in place to verify the suitability of visitors
• ensuring that areas where works are occurring are appropriately sectioned off from children to maintain their safety
• ensuring visitors receive a centre-based induction with particular emphasis on emergency exits, emergency procedures and the Staff code of conduct policy
• providing a copy (hard copy or electronic version) of the staff handbook and the following policies prior to attendance (where possible):
  • Supervision of children policy
  • Child safety and wellbeing policy
  • Protecting children policy
  • Privacy policy
  • Handling complaints and feedback policy
  • Staff code of conduct policy
  • Electronic devices and photography policy

The approved provider must ensure compliance with the National Law and Regulations. This includes making sure that nominated supervisors, educators, staff and volunteers adhere to all relevant policies and procedures.

Specifically, the approved provider is responsible for:

• ensuring volunteers and students are familiar with the centre’s policies and procedures, including emergency and evacuation procedures and the Management of medical conditions policy and procedure
• ensuring that the visitor register (see Attachment 1) is kept in the event of an emergency or future investigation in accordance with the Records management policy
• ensuring volunteers and students are always under the direct supervision of the approved provider, nominated supervisor, responsible person or educator while at the centre and never left alone with a child under any circumstances
• regularly updating this policy to ensure that it is in line with the National Law and Regulations
• developing an accountability culture where staff hold one another to account regarding their professional behaviour and conduct
• ensuring that child safety is embedded into the organisation's leadership and culture
• notifying WorkSafe of any reportable incidents that have occurred in the workplace and contact the OHS Service Officers for further information.