Acceptance and refusal of authorisations policy This is a mandated policy under the operational policy framework. Any edits to this page must follow the process outlined on the creating, updating and deleting operational policies page.
Overview This policy outlines authorisation requirements for preschools.
Scope This policy applies to all preschools and programs operated by a preschool.
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Contents Acceptance and refusal of authorisations policy............................................................................................. 1
Overview ................................................................................................................................................... 1
Scope ......................................................................................................................................................... 1
Detail ......................................................................................................................................................... 3
Legislative base ...................................................................................................................................... 3
Matters that require authorisation ......................................................................................................... 3
Authorisation requirements ................................................................................................................... 3
Verification of authorisation................................................................................................................... 6
Roles and responsibilities ........................................................................................................................... 7
Preschool educators ............................................................................................................................... 7
Lead Director, Preschools and Early Childhood Services ......................................................................... 7
Director, Quality Preschools ................................................................................................................... 7
Preschool Policy and Advice ................................................................................................................... 7
Definitions ................................................................................................................................................. 7
authorisation ......................................................................................................................................... 7
authorised nominee ............................................................................................................................... 7
guardian................................................................................................................................................. 7
in loco parentis ...................................................................................................................................... 8
local walks and regular outings .............................................................................................................. 8
parent .................................................................................................................................................... 8
preschool ............................................................................................................................................... 8
regular transportation ............................................................................................................................ 9
site leader .............................................................................................................................................. 9
Supporting information .............................................................................................................................. 9
Related legislation .................................................................................................................................. 9
Related policies ...................................................................................................................................... 9
Record history............................................................................................................................................ 9
Approvals ............................................................................................................................................... 9
Revision record .....................................................................................................................................10
Contact .....................................................................................................................................................11
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Detail Preschool services are required to obtain appropriate authorisation from parents in relation to certain matters. Matters requiring authorisation cannot be enacted unless an authorisation form has been completed correctly and appropriately signed.
Legislative base The requirements for authorisations, in line with the Education and Care Services National Law, are set out in the Education and Care Services National Regulations 92, 93, 94, 99, 102, 102D, 160 and 161.
Matters that require authorisation The Education and Care Services National Regulations require parent authorisation to be provided in matters relating to:
• administration of medication
• medical treatment of the child, including transportation by an ambulance service
• collection of children from the service
• excursions, including local walks and regular outings
• transportation of children (other than for an excursion), including regular transportation.
Site leaders are encouraged to consider other situations that arise at the service, related to that preschool's context, that may require seeking additional authorisation(s). If unsure that an authorisation is required, services are encouraged to seek the authorisation(s).
Authorisation requirements Authorisation documents are required for the following situations and must have details recorded as specified below.
Administration of medication (including self-medication if applicable) • Name of the child.
• Authorisation to administer medication (including if applicable, self-administration), signed by a parent or a person named in the child’s enrolment record as authorised to consent to administration of medication.
• Name of the medication to be administered.
• Time and date the medication is to be administered.
• Dosage of the medication to be administered.
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• Manner in which the medication is to be administered.
• Period of authorisation (dates from and to).
• Date the authorisation is signed.
Medical treatment of the child, including transportation by an ambulance service This information is included and authorised initially as part of the child’s enrolment record or as amended at a later date.
• Name of the child.
• Authorisation to seek medical treatment for the child from a registered medical practitioner, hospital or ambulance service.
• Authorisation for the transportation of the child by an ambulance service.
• Name, address and telephone number of the child's registered medical practitioner or medical service and, if available, the child's Medicare number.
• Name of the authorised parent or person, relationship to the child.
• Signature of the person providing authorisation.
• Date the authorisation is signed.
Emergency medical treatment This is included and authorised initially as part of the child’s enrolment record or as amended at a later date.
Preschool educators are able to seek emergency medical assistance for a child as required without seeking further authorisation from a parent (medical practitioner, ambulance or hospital). This includes for emergencies relating to asthma and anaphylaxis.
If emergency medical assistance is sought without further authorisation the family must be contacted as soon as practicable.
Collection of children This is included and authorised initially as part of the child’s enrolment record or as amended at a later date. Sites must ensure they have mechanisms in place to regularly check emergency contact details are up to date.
• Name of the child.
• Name of the parent of the child or the authorised nominee on the enrolment form providing authorisation.
• Name of the person(s) authorised by a parent or authorised nominee named in the child's enrolment record to collect the child from the premises.
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• Relationship to the child of the persons authorised to collect the child from the premises.
• Signature of the person providing authorisation.
• Period of authorisation (dates from and to).
• Date the authorisation is signed.
Excursions (including local walks and regular outings) Authorisation for an excursion must be obtained in accordance with the camps and excursions procedure (PDF 850KB) using the camps, excursions, sporting or adventure activities consent form ED170 (DOCX 1MB) and the local walks and regular outings consent form (DOCX 1MB) (staff login required).
If the excursion is a regular outing, the authorisation is only required to be obtained once in a 12-month period or when changes in the circumstances of the transportation highlight new or additional risks that may affect the safety, health and wellbeing of children being transported.
• Name of the child.
• Reason the child is to be taken on the excursion.
• Date of the excursion (if the authorisation is for a regular outing, a description of when the child is to be taken on the regular outing).
• A description of the proposed destination for the excursion.
• Means of transport to be used and any requirements for seatbelts or safety restraints.
• Proposed activities to be undertaken by the child during the excursion.
• Period the child will be away from the premises.
• Anticipated number of children likely to be attending the excursion.
• Anticipated ratio of educators attending the excursion to the anticipated number of children attending the excursion.
• Anticipated number of staff members and any other adults who will accompany and supervise the children on the excursion.
• That a risk assessment has been prepared and is available at the service.
• Name of the parent or other person named in the child’s enrolment record as having authority, given by a parent, to provide authorisation.
• Relationship to the child.
• Signature of the person providing authorisation.
• Date the authorisation is signed.
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Transportation of children (other than for an excursion), including regular transportation Written authorisation for a child to be transported must be given prior to transportation, and by a parent or other person named in the child’s enrolment record as having authority, given by a parent, to authorise the child being transported by the service or on transportation arranged by the service.
If the transportation is regular transportation authorisation must be obtained in accordance with the safe transportation of children policy (PDF 144KB) and the safe transportation of children procedure (PDF 197KB).
A new written authorisation must be obtained when changes in the circumstances of transportation highlight new or additional risks that may affect the safety, health and wellbeing of children being transported and new risk assessment has been completed.
• Name of the child.
• Reason for transporting the child.
• Date the child is to be transported (if the authorisation is for regular transportation, a description of when the child is to be transported).
• A description of the proposed pick-up location and destination.
• Means of transport to be used.
• Any requirements for seatbelts or safety restraints.
• Period of time during which the child is to be transported.
• Anticipated number of children likely to be transported.
• Anticipated number of staff members and any other adults who will accompany and supervise the children during transportation.
• Acknowledgement that a risk assessment has been prepared and is available.
• Acknowledgement that a written policy and procedure for transporting children is available.
• Name of the parent or other person named in the child’s enrolment record as having authority, given by a parent, to authorise the child being transported.
• Signature of the person providing authorisation and date the authorisation is signed.
When arranging regular transportation (other than as part of an excursion) site leaders must notify education.NQFEnquiries@sa.gov.au of the education and care service’s intent to provide regular transportation, and again when the arrangements are discontinued.
Verification of authorisation All authorisation forms received from parents or other persons named in the enrolment record as having authority, given by a parent, to provide authorisation, are to be checked for completion. It should be verified that the authoriser (name and signature) is the enrolling parent or an authorised person on the enrolment form.
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Incomplete or inappropriately signed authorisation forms should be returned to the parent for correction.
No action with regard to the specific activity requiring authorisation should occur unless the authorisation form has been completed correctly and appropriately signed.
All authorisation forms should be filed with the child’s enrolment details.
Roles and responsibilities
Preschool educators Comply with this policy.
Lead Director, Preschools and Early Childhood Services Approved provider responsibilities under the Education and Early Childhood Services (Registration and Standards) Act 2011.
Director, Quality Preschools Approve this policy.
Preschool Policy and Advice Monitor and review this policy.
Definitions
authorisation The signed approval by a child’s parent or other person authorised by the parent, who is nominated in the enrolment process (or nominated at a later date if appropriate).
authorised nominee A person authorised by a parent to collect their child from the service.
guardian A person who has legal guardianship or custody of a child.
When a child in care is placed under the guardianship of the Chief Executive by court order, the Chief Executive is the lawful guardian of the child or young person.
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in loco parentis A person acting in a parental style relationship with a child, where the person has intended to place themselves in the position of a parent toward a child and has assumed the same duty and authority as a parent with respect to the nurturing, control and protection of a child. A person in loco parentis may include a person:
• in a de facto relationship with a child’s biological parent where they have assumed responsibility for the child
• who has taken over care of a child after the death of both biological parents, or where there has been a family breakdown and the child is estranged from both biological parents
• who is a kinship carer for the child or children
• in an informal fostering arrangement.
This person does not have to assume any or all financial responsibility for a child to satisfy this definition.
local walks and regular outings An activity that occurs regularly outside of the preschool site premises, incorporating a walk, drive or trip to and from a destination the service visits regularly, where circumstances relevant to the risk assessment are substantially the same on each outing.
parent For the purposes of this policy, the term ‘parent’ refers to all persons responsible for the child. A person responsible for the child means a person who is the child’s:
• biological parent, adoptive parent or other person recognised as a parent if the child was conceived following a fertilisation procedure or under a surrogacy arrangement
• guardian
• person standing in loco parentis.
This does not include a person who has had their legal custody, guardianship or responsibility for the child removed by a Court, Act or Law. As an example, a biological parent who has had their custody, guardianship or parental responsibility for the child removed by a parenting order made under Family Law Act 1975 (Cth) is not a person responsible for the child.
preschool An approved early childhood educational program delivered by a qualified early childhood teacher to children in the year before they start schooling, or as defined within the Education and Care National Regulations.
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Preschools may also be referred to as a kindergarten, school-based preschool, children’s centre, children’s centre for early childhood development and parenting, early learning centre, child parent centre, childhood services centre or integrated children’s centre.
regular transportation Means the transportation by the service or arranged by the service (other than as part of an excursion) of a child being educated and cared for by the service, where the circumstances relevant to a risk assessment are substantially the same for each occasion on which the child is transported.
site leader Preschool director or school principal.
Supporting information
Related legislation Education and Care Services National Regulations
Education and Early Childhood Services (Registrations and Standards) Act 2011 (SA) (Schedule 1 Education and Care Services National Law (South Australia))
Related policies Admission procedure (PDF 723KB) (staff login required)
Camps and excursions policy (PDF 662KB)
Camps and excursions procedure (PDF 850KB)
Medication management procedure (PDF 267KB)
Preschool attendance recording procedure (PDF 158KB) (staff login required)
Safe transportation of children policy (PDF 144KB)
Safe transportation of children procedure (PDF 197KB)
Record history Published date: January 2025
Approvals OP number: 008 File number: DE20/09842
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Status: approved Version: 1.8 Policy Officer: Adviser, Preschool Policy and Advice Policy sponsor: Director, Quality Preschools Responsible Executive Director: Lead Director, Preschools and Early Childhood Services Approved by: Director, Quality Preschools Approved date: 20 January 2025 Next review date: 20 January 2028
Revision record Version 1.8 Approved by: Director, Quality Preschools Approved date: 20 January 2025 Review date: 20 January 2028 Amendment(s): Updated hyperlinks and definitions for clarity. Amended to reflect organisational structure.
Version: 1.7 Approved by: Director, Early Childhood Services and Strategy Approved date: 21 January 2022 Review date: 21 January 2025 Amendment(s): Updated contact details.
Version: 1.6 Approved by: Director, Early Childhood Services and Strategy Approved date: 6 October 2021 Review date: 6 October 2024 Amendment(s): Incorporated amendments to the Education and Care Services National Regulations and added definitions for clarity.
Version: 1.5 Approved by: Director, Early Childhood Services, Strategic Development Approved date: 7 December 2020 Review date: 7 December 2023 Amendment(s): Incorporated amendments to the National Regulations and updated for consistency with existing departmental policies. Updated hyperlinks to supporting information.
Version: 1.4 Approved by: Director, Early Childhood Services Approved date: 7 January 2020 Review date: 30 November 2020 Amendment(s): Updated supporting information.
Version: 1.3 Approved by: Director, Early Childhood Services Approved date: 3 June 2019 Review date: 30 November 2019
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Amendment(s): Applied new branding to document, published as HTML document on EDi, and edited for plain English in consultation with Communications directorate.
Version: 1.2 Approved by: Director, Early Childhood Services Approved date: 11 November 2018 Review date: 30 November 2019 Amendment(s): Administrative edits to update template and hyperlinks.
Version: 1.1 Approved by: Executive Director Approved date: 5 April 2015 Review date: 5 April 2018 Amendment(s): Updated template.
Version: 1.0 Approved date: July 2012 Review date: July 2015
Contact Preschool Policy and Advice
Email: education.preschoolpolicyandadvice@sa.gov.au
Phone: 8226 0812