When assessing whether you comply with PF110

Questions we are likely to ask

Not applicable. This is an observation-based assessment

We are likely to look at, measure or count

Look at your telephone and where is located.

Having a telephone that allows both incoming and outgoing calls is essential for safe and effective communication.
 

Doing more than the minimum helps make things better for children and easier for staff. Below are some ideas you can consider.

Some services, especially those without administrative staff, choose to divert calls to voicemail during busy times. This helps reduce interruptions while working with children. If you do this, it’s important to check messages regularly so urgent or important calls from parents aren’t missed.

Phones and power – staying prepared in emergencies

Backup phones

Cordless phones are a popular and practical choice for early childhood centres. However, it’s important to know that they won’t work during a power outage. 

That’s why it’s a good idea to have a backup phone—like a mobile phone—on hand for emergencies.

Power bank

To keep your mobile phone charged and ready, consider using a power bank. A power bank is a portable charger that stores energy and can recharge devices like smartphones, tablets, and even laptops when there’s no access to a power outlet. It’s a simple and reliable way to stay connected when the power is out.

Having a backup phone and a charged power bank means you can stay in touch and respond quickly if something unexpected happens.

Mataara – staying connected in an emergency

The Ministry use a tool called Mataara to quickly and easily get in touch with early learning services during emergencies.

Here’s how it works:

• If there’s an emergency in your area, we’ll send a text message and email to your emergency contact number and email address.
• Please make sure your contact details are always up to date—let us know if anything changes.
• The text will come from 8707. This number is used only by us, and you won’t be able to text it first.
• When you receive a message, you’ll be able to reply with the status of your service. The message will include clear instructions on how to do this.
• If we don’t hear back from you, we’ll follow up quickly to check that everything is okay.

We are here to support you—Mataara helps us stay connected and respond quickly when it matters most

Using mobile phones and photo technology safely around children

As mobile phones and devices make it easy to take and share photos—especially on social media—it’s important to think carefully about how we can keep children safe and protect everyone’s privacy. 

Here are some simple things to keep in mind:

• Always get clear permission from parents before taking or sharing any photos of children.
• Be thoughtful when taking pictures—avoid capturing children in situations that might be embarrassing or where personal details (like name tags) are visible.
• Share responsibly—only use approved platforms and make sure privacy settings are in place.
• Don’t keep photos longer than needed—delete them once they’re no longer required.
• Let parents and visitors know your photo policy—and kindly ask them not to share images of other children without permission.
• Understand the risks—photos can be misused in harmful ways, such as bullying, identity theft, or exploitation.

Before sharing any image, ask yourself: Is this photo necessary, respectful, and safe to share?

See our advice for sharing personal information in early learning services.

Sharing of personal information in early learning services