The tables below show the minimum documentation requirements for services. Services must make required documentation available as appropriate to parents and to government officials who have the right of entry to the service.
- Premises and Facilities
- Management, Governance and Staffing
- Curriculum documentation
- Adult / Staff Care of Children
Premises and Facilities
|
Document |
Prominently display? |
Verbally inform parents? |
Give document to parents? |
Frequency of updates? |
1 |
Evidence of compliance with Building Act 2004. |
No |
No |
No |
N/A |
2 |
Current Annual Building Warrant of Fitness (if required – not required for home-based services) |
No |
No |
No |
Annually |
Management, Governance and Staffing
|
Document |
Prominently display? |
Verbally inform parents? |
Give document to parents? |
Frequency of updates? |
1 |
Education (Early Childhood Services) Regulations 2008 |
Yes |
No |
No |
As required |
2 |
Licensing Criteria |
Yes |
No |
No |
As required |
3 |
Details of adults counting towards regulated qualification requirements:
|
Yes |
No |
No |
Not stated |
4 |
Current licence certificate |
Yes |
No |
No |
Not stated |
5 |
Complaints procedure that includes how to contact the local Ministry of Education office |
Yes |
No |
No |
Not stated |
6 |
Written information letting parents know how to access:
|
No |
Yes |
Yes |
Not stated |
7 |
Information letting parents know about:
|
No |
Yes |
Yes |
Not stated |
8 |
Evidence that parents and the adults providing care and education have opportunities to contribute to developing and reviewing operational documents. |
No |
No |
No |
Not stated |
9 |
Process for reviewing and evaluating operations and recorded outcomes |
No |
No |
No |
Not stated |
10 |
Process for human resource management |
No |
No |
No |
Not stated |
11 | Written procedure for safety checking all staff (and educators) and record of checks and results | No | No | No | 3 yearly |
12 |
Annual plan and budget |
No |
No |
No |
Annually |
13 |
Enrolment and attendance records |
No |
No |
No |
N/A |
14 |
Health and safety / hazard identification management System |
No |
No |
No |
Not stated |
Curriculum
|
Document |
Prominently display? |
Verbally inform parents? |
Give document to parents? |
Frequency of updates? |
1 |
Self-review process |
No |
No |
No |
Not stated |
2 |
Process for regular formal and informal opportunities for parents to discuss child, share specific evidence of learning, be involved in decision-making concerning learning. |
No |
No |
No |
Not stated |
3 |
Assessment, planning and evaluation records |
Yes |
Yes |
Yes |
Not stated |
4 |
Record of information/ guidance sought from agencies. |
No |
No |
No |
N/A |
5 |
Positive guidance process (behaviour management) |
No |
No |
No |
Not stated |
Adult / Staff Care of Children
|
Document |
Prominently display? |
Verbally inform parents? |
Give document to parents? |
Frequency of updates? |
1 |
Sleep monitoring procedure |
No |
No |
No |
N/A |
2 |
Sleep time and adult checks record |
No |
No |
No |
N/A |
3 |
Record of food provided |
No |
No |
No |
N/A |
4 |
Nappy changing and disposal procedure |
No |
No |
No |
Not stated |
5 |
Hygienic laundering procedure |
No |
No |
No |
Not stated |
6 |
Copies of current first aid or medical practising certificates |
No |
No |
No |
Not stated |
7 |
Injury record |
No |
Yes |
Yes |
N/A |
8 |
Serious illness record |
No |
Yes |
Yes |
N/A |
9 |
Washing sick or soiled children procedure |
No |
No |
No |
Not stated |
10 |
Medicine information and/or training provided to adults. |
No |
No |
No |
Not stated |
11 |
Medicine – Parent written authority |
No |
N/A |
N/A |
Not stated |
12 |
Medicine given to children |
No |
Yes |
Yes |
N/A |
13 |
Current fire evacuation scheme |
No |
No |
No |
Yearly |
14 |
Emergency drills record |
No |
No |
No |
At least 3 monthly |
15 |
Emergency supplies list and procedure |
No |
No |
No |
Yearly |
16 |
Evacuation procedure |
No |
No |
No |
Yearly |
17 |
Child protection policy and a written procedure |
No |
No |
No |
Every 3 years |
18 |
Excursions record |
No |
Yes |
No |
N/A |
19 20 |
Child Immunisation Register Infectious Diseases Chart |
No No |
No No |
No No |
Not stated Not stated |
Failing to meet minimum standards for documentation
The Ministry of Education needs to know if a service is not meeting a minimum legal requirement.
READ MORE: How to make a complaint and your options.
CAUTION: This page and the information here is provided as part of the My ECE Guide to Regulations and Licensing Criteria for Early Childhood Education Services (The Guide). The Guide does not purport to be a full and accurate interpretation of all statutory provisions relating to early childhood education services. While best efforts have been used in preparing this guide, no representations or warranties of any kind are made and My ECE assumes no liabilities of any kind with respect to the accuracy or completeness of the content. Please note that the Government and Ministry of Education may change, update, or alter any of the requirements at any time. Please help to keep the information on this page up to date by letting us know of changes that need to be made.
Thank you! Kia pai te rā
Reference:
Documentation – Records Required and What to Do with These Documents. Published in the My ECE Guide to Regulations and Licensing Criteria for Early Childhood Education Services, prepared by Dr Sarah Alexander and Warwick Marshall.
Last reviewed: 20 November 2022