12.POLICY ON THE USE OF INTERNET AND PHOTOGRAPHIC AND RECORDING DEVICES

 

1.RATIONALE AND POLICY CONSIDERATIONS

Play Together Crèche uses photographs and the Little Vista software to document children’s learning and developmental purposes, to record children’s everyday activities and support quality assurance and to communicate with families and learning communities.

The Child Care Act 1991(Early Years Services) Regulations 2016 require a policy specifying:

·         When, and in what circumstances and for what purpose, children are permitted access to the internet while attending the service.

·         When, and in what circumstances and for what purpose, the use of photographic or recording devices is permitted in the service.

·         Who, and in what circumstances, can view, listen to or retain a photograph or recording of a child while attending the service.

·         The form of the consent required to be given by a parent or guardian of a child before the child may be permitted access to the internet or be photographed or recorded in the service.

·         The benefits of using the internet, photographic and recording devices for young children’s learning and development are many and varied. Interactive media – when used safely and appropriately with adults – can enhance learning and help to prepare young children for positive use of technology.

Among the advantages for parents are that they can view and comment on records of activities and observations shared, and can add their own observations and/or videos of their child. They can be more informed and involved in their child’s learning and development. In this way ‘clear two-way channels of communication are fostered between the early-years setting, parents, families and children.’ (EYEI, Department of Education and Skills)

The advantages for our service of online interactive media in parent involvement include:

·         Providing an effective form of communication with parents.

·         Linking the children’s progress and development from home to the service and vice versa.

·         Connecting the child’s learning and development to Aistear: The Early Childhood Curriculum Framework.

The many benefits of the use of technology, online interactive media and electronic information sharing need to be balanced with the rights of children, families and staff members to privacy, personal integrity and dignity, and the risks that can be associated with the use of such devices and media. The registered provider has the overall responsibility to ensure that online safety is fully considered. Play Together have a clear policy and procedures are written and that these are made available to all relevant stakeholders. A Data Controller (Owner –Iwona Sawicka) and a deputy Data Controller (Lidia Glowka) take responsibility for the collection, storage and use of all personal data including images (photos and video). There is also CCTV system in use in outdoor area Play Together Plus.

Our staff members are aware that the quality of the content, the purpose for which it is used and the way it is used. Technology can be used to supplement real-world interactions – for instance, by using an app on an outing, doing research on what children saw while they were on the outing and/or recapping what they experienced – but never to replace real face-to-face interactions. New technology and interactive media need to be reviewed and evaluated on an ongoing basis.

Legislation and regulatory requirements

·         Regulation 10 of the Child Care Act 1991 (Early Years Services) Regulations 2016.requires that services have a Policy and Procedures on the Use of the Internet and Photographic and Recording Devices. Regulation 17 requires that parents be provided with information about the service’s policy on the Use of the Internet and Photographic and Recording Devices

·         Data Protection Act 2018 and the General Data Protection Regulation (GDPR) 2018

·         Children First: this refers to Children First: National Guidance for the Protection and Welfare of Children 2017 and the Children First Act 2015.

·         Our Duty to Care: Principles of Good Practice for the Protection of Children and Young People 2002

·         Tusla Quality and Regulatory Framework (QRF)

Children need:

·         Opportunities to learn, explore, play and communicate through a wide range of approaches. For children over two years[1] this includes the use of technology.

·         Safe, monitored and well-supervised access to the most appropriate technologies to support their learning and development.

·         The interactive media to which they have access to be tried and tested by their educators (staff and parents) to ensure that it supports their learning goals and is safe and appropriate to their stage of development.

·         Positive role models for safe and careful use of technology.

·         The adults who take images and recordings, to take appropriate care in the use of these images, how and with whom they are shared and their storage and disposal.

Children also need and are entitled to be asked for their agreement for images (still and moving). They are entitled to choose not to have their photo taken or to be video recorded, and to have their choice respected.

Parents’/ Guardians needs

·         To be fully informed about what interactive media their child may have access to in the service and how it will be used to support their learning and development.

·         To be asked for informed consent for their child to access interactive media and for any still or moving images or recordings of their child to be taken, displayed/shown, stored or posted online.

·         To know what purposes their child’s image (still or moving) may be used for and in what way they may be used.

·         To know that the service will choose appropriate, quality, beneficial media for their child’s learning and will monitor and closely supervise their use.

·         Equal and easy access to efficient and effective means of involvement and engagement with their child’s learning and development while they are in the service.

·         (If information is generally shared online with parents/guardians and some do not have access to online media, they will need to have equal access to this information).

Staff need

·         To have a clear and agreed understanding of the benefits and risks of interactive media and technology for use in the service – both for supporting children’s learning and development and for facilitating parents’ involvement.

·         To be in a position to safely and securely use a range of technological resources to manage their roles as professionals.

·         To research information and resources and communicate professionally.

·         To use systems to track and record the children’s development and to share their work.

·         To communicate with parents/guardians/carers through Little Vista, email or other interactive media.

·         To be able to manage administrative tasks and systems.

These require clear rules, guidelines and agreements regarding safe, appropriate and acceptable use of technology and interactive media.

Our Staff members also need:

·         To recognise and accept both the benefits and the risks of using interactive media.

·         Clarity on their roles and responsibilities in relation to their use.

·         Knowledge about online safety.

Management needs to ensure that:

·         The regulatory requirement (Regulation 10) to provide a Policy on the Use of the Internet, Photographic and Recording Devices is met.

·         Their duty of care to provide the children who use their service with an adequate level of protection against harm through the use of technology is met.

·         All staff members are clear on their roles and responsibilities in relation to the safe and appropriate use of technology and interactive media in the service.

·         All content posted online via Little Vista software and on the site administered by the service is done with the safety, privacy and security of the children, families and staff members as primary considerations.

·         Parents/guardians are aware of the policy and procedures relating to the use of the internet and photographic and recording devices in the service.

·         Appropriate written consents are obtained for the children’s use of the internet and the use of any photographic or recorded materials.

·         All parents/guardians have equal access to communications with the service.

·         To know that the early years staff have the knowledge, information and guidance that they need to safely use technology and interactive media with the children in a way that is appropriate for each child’s stage of learning and development and for their particular needs.

National Quality Frameworks

·         Tusla Quality and Regulatory Framework

·         Síolta: The National Quality Framework for Early Childhood Education

·         Aistear: The Early Childhood Curriculum Framework

2. Definitions/Glossary

TECHNOLOGY	This refers broadly to both hardware that enables connectivity and devices (including television and handheld devices such as smart phones and tablets), content (including digital media such as apps, games, software and television programming), and assistive technology devices.
INTERACTIVE MEDIA	This refers to digital and analogue materials, including software programmes, applications (apps), broadcast and streaming media, some children’s television programming, e-books, the Internet, and other forms of content designed to facilitate active and creative use by young children and engagement with other children and adults.
SOCIAL MEDIA	Websites and applications that enable users to create and share content or to participate in social networking.

3. Policy Statement

Play Together Crèche uses the internet, Little Vista software, tablets and photographic devices to support the provision of a quality service for children and families. We aim to use tablets, photographs and cameras at Play Together Crèche for:

·         Assessment, planning and recording

·         Observation tools

·         Information for visitors and parents

·         Training purposes

·         Language extension

·         Teaching and learning resources

·         Our Facebook and website

Parents/guardians are fully informed where technology is used as part of the curriculum or programme and how the internet is used as a learning tool within the service.

A Parent/Guardian must complete and sign the enrolment form which includes their consent before any child can access the internet or has their photo or moving images taken or posted anywhere.

We are aware of the need for sensitivity when taking photographs and observe the following:

·         Parental permission will always be sought before child is enrolled.

·         Only the services tablets, camera or staff mobile phones may be used to take pictures.

·         The child does not object to having his/her photograph taken.

·         Photographs are used to show their development process (e.g. a piece of work that the child has worked hard on or is pleased with, children playing co-operatively together)

·         We are inclusive so that gender, race, special educational needs, and differing abilities are reflected in a balanced way. There may be cultural issues of which we need to be aware when taking photographs of children from different ethnic minority groups

Where photographs, videos or even samples of children’s work are to be displayed outside Play Together Crèche (such as the crèche’s Facebook page) we seek parental permission for this to happen.

Students visiting professionals or researchers, who need to take photographs or videos as part of their work, are made aware of the need for confidentiality and that children will not be named or identified in any other way. Further parental permission will be sought in this instance.

Parents are made aware of our use of cameras, and the location of this policy through the parents’ handbook, and have the opportunity to voice any concerns.

Images in hard copy are returned to parents and images are deleted from digital records when children leave the service.

Parents may not take photographs or record children in Play Together Crèche without the consent of the Management.

We do our best to ensure that all parents have the same level of access to information shared about their child’s learning and development while in the service.

Images and recordings are stored safely and appropriately shared with parents via Little Vista software and deleted when the child leaves service.

We request that photos or images taken of children while attending the setting are not posted elsewhere by others without the consent of parents/guardians.

Non-staff photographers are never allowed to have unsupervised access to children.

4. Procedures & Practices

Use of photographic and Little Vista software in the service

·         All staff members are allowed to take photos and use tablets to:

·         document children’s everyday activities

·         document children’s learning and development

·         prepare children’s observations

·         communicate with families.

·         record evidence in the event of an accident/incident involving a child.

·         For safety, for example, group photograph on outings for speedy identification of individuals in the case of any incident.

·         To support quality assurance, for example, in the Síolta Quality Assurance Programme.

Who can view, listen, or retain photographs or recordings of a child.

In addition, we use photographs for:

How long photographs or recordings will be kept and how they will be stored:

·         Photographic or video recording will not be stored on devices in Play Together Crèche for longer than 1 year.

·         If a photograph is likely to be used again it will be stored securely and only accessed by those people authorised to do so.

How they will be dealt with when no longer needed:

·         In the event that we no longer require a photo it will be disposed of as confidential waste.

·         Where the image is kept electronically

·         The CD disk will be made unusable

·         The memory card erased

·         The computer file deleted

Form of parent/guardian consent

·         Play Together’s enrolment form must be signed before child starts in our care that include consent for each child from their parent/guardian to access the internet, be photographed or recorded in accordance with this policy (see Enrolment Form).

·         The parent/guardian consent form must include:

o    Photographs/videos may be used for child’s observations and feedback to parents.

o    Parents will be informed about how the photos/video will be used and displayed.

o     Images and/or recordings will be shared via Little Vista and on our Facebook page, for example, a video recording of a group activity, an event or a performance that parents have access.

·         The completed Parent/Guardian Consent Forms (which is in enrollment form) are retained on the child’s individual file.

Children’s agreement

Children’s agreement is obtained to:

·         Take their photograph.

·         Record or use their voice and/or activity.

·         Display or share their photos or recordings.

Use of personal devices in the service

·         Staff members can use personal ‘smart’ devices, such as phones will be used only in the presence of children to show their developmental process (e.g. a piece of work that the child has worked hard on or is pleased with, children playing co-operatively together).

·         Staff members are signed their contract to respect and follow Play Together Crèche’s policies and procedures.

·         Children are not allowed to bring personal ‘smart’ devices, such as phones or tablets to the service.

·         When visiting the service, parents or other visitors may not use personal ‘smart’ devices, such as phones or tablets, to take photos or videos or engage with children other than their own child.

Additional safeguards

·         Children do not have access to electronic devices in our service. Staff is using electronic devices only on education purpose.

·         Photography and recording including, closed circuit television is not undertaken in areas where children change their clothes, toilet, or have their clothes and/or nappy changed.

·         Only images of children in suitable clothing are to be taken to reduce the risk of inappropriate use. (Some activities, for example swimming and drama, present a much greater risk of potential misuse)

Play Together’s Facebook page is only accessible for staff members and parents. Our Facebook page only include child’s interest, learning, development process, events and sharing their work. Events are only happening between children and staff members. Professional photographers are not allowed in our service.

Use of CCTV 

There is CCTV system in Play Together outdoor area only. 

·         Images or video recordings of children and staff are kept securely and can not be published. Electronic images must be stored in Play Together crèche’s computer with restricted/password protected access. CCTV is used for the safety reason and the recorded video can be used only while investigating accidents or crimes.  

Use of mobile phones and tablets

·         Images and recordings will be retained with the child’s individual file on tablets.

·         Once images and recordings are in child’s individual file then images and records will be deleted monthly.

·         Our staff members use creche’s tablets to take photos and recordings of children and private phones for taking the photos- emergency situations (accidents) and  communication reason-What’s App staff and parents group.

·         Staff members signed their contracts to comply with this policy and procedure.

Professional use of social networks

Play Together ensures that staff members are aware of the service’s expectations around their use of social networking sites as follows:

·         They have considered the information given about them and images displayed of them available on their sites and are confident that these represent them in a light acceptable to their role in working with children and parents.

·         They do not have children in the service as ‘friends’ on their personal/private sites.

·         Comments on their site about the service, work colleagues or children, if published, would not cause hurt or embarrassment to others, risk claims of libel, or harm the children, the reputation of the service or their colleagues.

5. Communication Plan for Staff and Families

All parents are to be informed of the policy and procedures regarding the Use of the Internet, Photographic and Recording Devices on enrolment form. Staff members will check with parents that they have read and understood the policy and provide any assistance needed.

This policy will also be reviewed with the staff team at induction and annual staff training.

A copy of all policies will be available during all hours of operation to staff members and parents in the Policy Handbook located in the office.

This policy is available for Parents/guardians at any times through our website www.playtogethergalway.com .

Parents and the staff team will receive written notification of any updates.

6. Related Policies, Procedures and Forms

·         Safety Statement

·         Risk Management Policy

·         Admissions/Enrolment Policy

·         Partnership with Parents and Carers Policy

·         And Communication Policy

·         Confidentiality Policy

·         Child and Adult Protection Policy

·         Data Protection Policy

·         Enrolment Form: (includes permission to be photographed or video recorded while in our crèche)

7. References/Supporting Documents/Related Legislation

·         Tusla Quality and Regulatory Framework

·         Síolta, the National Framework for Quality in Early Childhood Education

·         Aistear: The Early Childhood Curriculum Framework

·         Aistear Síolta Practice Guide

·         A Guide to Early Years Education Inspection (EYEI) in Early Years Settings Participating in the Early Childhood Care and Education (ECCE) Programme

8. Who Must Observe This Policy

This policy must be observed by all managers and all staff members.

Where any employee, contractor, volunteer, student or member of a committee/group becomes aware of an act of non-compliance with this policy, they have a responsibility to bring it to the attention of the owner/manager (Iwona Sawicka).

9. Actions to be Followed if the Policy is not Implemented

·         If the policy is not implemented, investigation will be taken by Manager/Owner (Iwona Sawicka).

·         If you, as a staff member or a parent, consider that this policy is not being implemented, you can follow the Complaints Policy and Procedure to make a complaint.

 

Name	Iwona Sawicka
Phone number or email	0833187143 091/458167 or 091/458999

11. Policy Created     

Date this policy was created

March 2016

 

12. Signatures

	Name and position	Signature
Approved by	Iwona Sawicka	Iwona Sawicka

13. Review Date

Reviewed	March 2017	Iwona Sawicka
Reviewed	March 2018	Iwona Sawicka
Reviewed	March 2019	Iwona Sawicka
Reviewed and updated   Reviewed	March 2020     March 2021	Iwona Sawicka     Iwona Sawicka

 

Next Review Date

Date this policy will be reviewed

March 2022