Documentation – Records Required and What to Do with These Documents

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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. 

  1. Premises and Facilities
  2. Management, Governance and Staffing
  3. Curriculum documentation
  4. 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:

  • Full Names
  • Qualifications

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:

  • Information concerning their child
  • Operational documents, e.g., policies, procedures
  • Current Education Review Office report

No

Yes

Yes

Not stated

7

Information letting parents know about:

  • How they can be involved
  • Any fees charged
  • Amounts and how Ministry of Education funding has been spent
  • Planed reviews and consultation
  • Home-based homes must also provide written notice to parents and have written parental acknowledgement of the notice if out-of-school care will be provided in the educator’s home while their child is attending.

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 resultsNoNoNo 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

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