CONTENTSOn this page
Keeping records#
All businesses keep records of tax, finances, management decisions, and so on. The following list of administration records will help you to develop records required to comply with:
- Education (Early Childhood Services) Regulations 2008
- Health (Infectious and Notifiable Diseases) Regulations 2016.
The content that is only required by the ECE funding handbook only applies if you claim government funding. Otherwise, all content is required.
The title of each record in this section is a guide only. You could set out the required content under different titles or group them differently.
Other records you must keep#
You also need to keep other records to meet your legal obligations as a business and an employer. Seek advice from the other relevant organisations, for example:
Refer to the ECE funding handbook#
Read the ECE funding handbook as you develop your records to make sure they comply with funding requirements. Where possible, the handbook links to the requirements of the ECE funding system.
If there are in any doubt about requirements, check the actual wording in the:
Record retention#
Services are required to keep enrolment and attendance records for at least 7 years. It is a good idea to keep records of other things like accidents, illnesses and excursions for Education Review Office audits.
Refer to the ECE funding handbook for record keeping requirements and the relevant licensing criterion.
Enrolment records#
Your enrolment records must meet the requirements in the ECE funding handbook. The ECE funding handbook has templates to help you meet these requirements.
These records must be held for 7 years before disposal.
See references to record keeping in the ECE funding handbook:
- Chapter 6: Recording enrolment, attendance and absence
- Chapter 11: Record keeping
- Appendix 2: Resources and examples.
Read the relevant regulation and licensing criterion.
Education (Early Childhood Services) Regulations 2008, Regulation 47
Fees record#
The fees record includes:
- the level of fees and other charges to be paid and the conditions of payment (available to parents)
- the name of the child for whom fees and other charges are paid, the amount paid and the period of attendance covered.
Publish the fees to be charged for attendance at the service (as actual fees, a range of fees, or a maximum fee) so families are adequately informed. Services are also required to provide written information letting parents know about the amount and details of the expenditure of any Ministry of Education funding received.
Providing written information to parents on the above requirements as outlined in criterion GMA102 can be done in a variety of ways, including as part of a parent induction pack, newsletters, a website, a fees schedule or annual reports.
Many services develop regular reporting processes including providing an annual report. Often monthly financial reports are made available. This is a good way to provide information to parents on a regular basis.
Read the relevant ECE funding handbook chapter.
Chapter 6: Recording enrolment, attendance and absence
See the relevant regulations and licensing criteria.
Education (Early Childhood Services) Regulations 2008, regulation 47 – New Zealand Legislation
GMA102 Information provided to parents
GMA109 Enrolment and attendance records – Ministry of Education
Attendance record, sign in and out book, and roll#
The attendance record shows:
- separate sections or columns for children aged under 2 and for children aged 2 and over
- the first and last names of each child, clearly identified
- days and times of actual attendance for each child
- a record of any absence, with an ‘a’ when a child does not attend at a time for which they are enrolled
- notes and explanations about attendance, such as when a child is away sick or has attended for more/less hours than they were enrolled
- attendance registers that have been marked by staff on a twice-daily basis (or once a day for services that operate only 1 session).
Services must also keep evidence (for example, a signed attendance register) that a parent/guardian of each child has regularly examined and confirmed the attendance record. This needs to be completed once a week for all-day teacher-led centre-based services or once a month for sessional teacher-led and parent/whānau-led services.
See the relevant section in the ECE funding handbook.
Injury, incident or illness record#
You must keep a record of all incidents, injuries and illnesses that happen at the service, even if a parent or visitor tells you about it later.
Your records must include:
- the child's name
- the date, time and description of the accident, incident or illness
- actions taken and by whom
- evidence that parents have been informed
- copies of notifications to the Ministry of Education
- summary of any notification/reports sent to Oranga Tamariki or New Zealand police.
See the relevant regulation and licensing criterion.
Education (Early Childhood Services) Regulations 2008, regulation 46 – New Zealand Legislation
Medicine record#
You should have:
- a record of authorisation from parents for the administration of medicine, and acknowledgement medication has been administered based on the category of medication outlined in Schedule 2 of the licensing criteria.
- a record of all medicine (prescription and non-prescription) given to the children attending the service.
Records must include:
• the child’s full name
• the name and amount of medicine given
• dates and times medicine was administered and by whom.
Adults who administer medication need training or information relevant to the task. A record of this information or training needs to be kept.
Medicine is not given to a child unless it is given:
- by a doctor or ambulance personnel in an emergency
- by the parent of the child, or
- with the written authority of a parent/guardian.
See the relevant licensing criteria.
Schedule 2: Categories of medicine and written authority required from parents for criterion HS122
Food record#
You must keep a record of all food served to children while they are participating in the service (other than that provided by parents for their own children). This needs to record the type of food provided. The record must be kept and be available for inspection for 3 months.
Read the relevant regulation and licensing criterion.
Health and safety documentation#
Service providers must keep records for the following.
Emergency drills#
Emergency drill records must include:
- when the drills were carried out
- evidence of how they informed the annual review of your service’s emergency plans.
See the emergency drills licensing criterion.
Sleep monitoring#
Sleep monitoring records must include:
- when each child sleeps
- when checks are made by adults when a child is sleeping.
See the sleep monitoring licensing criterion.
Excursions#
Excursion records must include:
- who is involved
- the time and date
- adult to child ratio
- location and method of travel
- a documented risk assessment and management process (RAMS)
- evidence of parental permission and approval of adult:child ratios, location and method of travel
- Person Responsible approval
- evidence of parental permission for any travel by motor vehicle.
See the excursions and travel licensing criteria.
Food#
Food records must show all food served to children while they are participating in the service (other than that provided by parents for their own children). The food record section on this page has more information.
See the food licensing criterion.
HS115 Food, drink and nutrition
Medicine#
Medicine records and training and information provided to adults who administer medicine to children. The medicine record section on this page has more information.
See the medicine administration licensing criterion.
Hazards#
You must have a hazard identification and management system that includes consideration of all hazards to children and to adults. The identifying and managing hazards section on this page has more information.
See the hazard and risk management licensing criteria.
HS108 Hazard and risk management
First aid qualifications#
You must keep copies of current first aid (or medical practising) certificates for adults counting towards this requirement.
See the first aid qualifications licensing criteria.
HS119 First aid qualifications
Injuries, incidents and illnesses#
You must keep a record of all injuries, incidents and illnesses that occur.
The injury, incident or illness record section on this page has more information.
See the medical assistance and incident management and notification licensing criteria.
Information for parents#
You must advise parents how to access:
- the Education (Early Childhood Services) Regulations 2008 and licensing criteria
- information about any changes to the service’s licence status
- the most recent Education Review Office report regarding the service
- the full names and qualifications of each person counting towards regulated qualification requirements
- information concerning their child
- any fees charged by the service
- how they can be involved in the service
- the service’s operational documents
- any planned reviews and consultation
- the amount and details of the expenditure of any Ministry of Education funding received by the service
- your service’s procedure for parents and families | whānau to follow if they wish to make a complaint about the service. The procedure should include details on who to contact and the contact information for the local Ministry of Education office. It is recommended that services make their policies, management plans and meeting dates easily accessible.
See the relevant regulation and licensing criterion.
Education (Early Childhood Services) Regulations 2008, Regulation 47 – New Zealand Legislation
Reporting#
We use the Early Learning Information (ELI) system to collect enrolment and participation information from early learning services. Eligible services must connect to it.
