4. STAFF ABSENCES POLICY

 

 

1.RATIONALE AND POLICY CONSIDERATIONS

Play Together Crèche will ensure that there is always staff cover and that the service is maintained according to the child/staff ratios as set down by the Childcare (Preschool Services) Regulations 2016.

We have a panel of relief staff available to cover absences, including sick leave and/or we can also request that part-time staff work extra hours. Relief staff are Garda vetted and suitable personnel who can be contacted at times of emergency. Play Together Crèche will always operate within the appropriate ratios.

Legislation and regulatory requirements

·         Under the Child Care Act 1991 (Early Years Services) Regulations 2016, Regulation 11 requires that the service must ensure that an adequate number of staff is available at all times during the provision of services to meet the needs of the children attending. At all times, the number of staff within the service must be appropriate to the needs of children and the type of service and care provided.

·         Regulation 9 requires that the designated person in charge or a named person to deputize is on the premises at all times while the service is in operation.

·         Regulation 10 requires a written Staff Absences policy and procedures.

·         Regulation 27 requires that a provider must ensure that all children are appropriately supervised at all times while attending the service.

·         Under the  Organisation of Working Time Act, 1997 employees are entitled to annual leave that will require absence cover

·         Under the Maternity Protection (Amendment) Act 2004 employees are entitled to leave related to pregnancy and childbirth, as well as shorter leaves for ante-natal classes and breastfeeding

·         The Parental Leave Acts 1998-2019 provide for a period of unpaid parental leave for parents to care for their children and for a limited right to paid leave in circumstances of serious family illness (known as ‘force majeure’)

·         The Parents Leave and Benefits Act 2019 provides for 2 weeks paid parent’s leave for a child born or adopted on or after 1 November 2019. It aims to let working parents spend more time with their baby or adopted child during the first year.

·         The Carer's Leave Act 2001 provides for an employee’s entitlement to avail of temporary unpaid carer's leave so they can care for someone who requires full-time care and attention

·         (Source: citizensinformation.ie)

Children need:

·         To have enough adults available to adequately and appropriately meet their needs, while being safely supervised.

·         Consistency of care to be a priority consideration when decisions are being made about staffing cover and to have at least one staff member who they know in their group at all times where possible. This is important for their well-being in both the short and long term.

Parents/Families need to know that:

·         Arrangements are in place to ensure that their child will be well cared for and safely supervised at all times.

·         Their child’s needs, including their emotional and psychological needs, will be given every consideration in the event that a staff member is absent, and most especially if that staff member is their Key Person.

Staff members need to:

·         Be very clear on the arrangements for when they cannot attend work.

·         Know exactly what their responsibilities are in relation to letting the service management know that they cannot attend.

·         Be aware of the service requirements in terms of notice in relation to their various Leave Entitlements.

·         Be clear about what is to happen should a colleague not be able to attend work for any reason.

·         Be clear on who can provide staffing cover and who cannot, and what must be considered when arrangements are being made – in particular the children’s needs.

·         Know who will deputize for the owner/manager/deputy should they be absent from the service for any reason and they need to be able to explain the arrangements to parents/guardians.

Management needs

·         This policy to help ensure that they meet the requirements of the Early Years Regulations to have arrangements in place to ensure that the adult-to-child ratio is maintained and to respond appropriately to staff absences.

·         To make clear to all staff members how staff absences (sick leave or other leave) are to be notified to the service.

·         To have arrangements in place for dealing with freeing up staff members to take planned leave or to attend training during normal service hours.

·         To ensure that any person who provides relief staffing cover is appropriately qualified and vetted.

·         To identify clearly how the staff roster is to reflect any staff absences and substitutions.

·         To ensure that all staff team members are clear on the arrangements for dealing with staff absences and that parents/guardians are clear on how staff absences are managed.

·          The policy to reflect that the needs of the children are prioritized.

·          To ensure that the requirement for an annual review of the policy is written in the policy.

National Quality Frameworks

·         Tusla: Quality and Regulatory Framework

·         Síolta: The National Quality Framework for Early Childhood Education

·         Standard 9: Health and Welfare, Component 9.2 “… children can form and sustain secure relationships with adults”

 

2. DEFINITIONS/GLOSSARY

 

ABSENCES

For the purposes of this policy, absences include annual leave, unpaid leave, statutory leave, training leave or leave due to illness or emergencies.

 

 3. POLICY STATEMENT

Play Together crèche has well-planned, adequate and appropriate staffing levels when core staff members have to be absent for any reasons including illness; annual leave, unpaid or other statutory leave; leave for training/continuing professional development (CPD) or any other reasons. We ensure that policy on Staff Absences are reviewed at least annually. This will be reviewed with staff at induction and annual staff training.

We have a panel of relief staff available to cover absences, including sick leave and/or we can also request that part-time staff work extra hours. Relief staff are Garda vetted, qualified and suitable personnel who can be contacted at times of emergency. Play Together Crèche will always operate within the appropriate ratios.

 We ensure that all staff-related decision making is undertaken in consideration of the emotional and psychological needs of the children.

Iwona Sawicka is the person in charge of Play Together Crèche.

Whenever she is absent Lidia Glowka will be in charge.

If neither person in charge is present Ela Grochowska will be in charge.

4. PROCEDURES AND PRACTICES

This policy on Staff Absence is a requirement of the Tusla: Quality and Regulatory Framework. Staff are expected to report for work each day unless incapacitated by illness, absent with the prior permission of Management or otherwise unavoidably absent. It is essential that Play Together Crèche has an adequate number of childcare workers to care for the children. It is therefore essential that all employees adhere to the following in the event of personal illness.

How the adult: child ratio is maintained

·         Arrange for appropriate cover by:

·         Directing “floater” staff to the appropriate area if available

·         Asking part time staff to work extra hours

·         Contacting relief staff from the approved list

·         Ensure that all relief/temporary staff are suitably qualified and Garda vetted.

·         Ensure that Play Together Crèche sick policy is adhered to.

·         Ensure all employees will participate in a “Return-to-work interview” on their return to work from sick leave.

·         Ensure that appropriate adult child ratios are met according to the Childcare (Preschool Services) Regulations 2016 at all times.

How the service responds to staff absences: both planned and unplanned

·         Employees suffering from a contagious illness should not work with children, i.e. gastro-enteritis, etc. and must inform the Manager immediately.

·         If unable to attend work employees must phone in and personally speak to Iwona or Lidia on the day of absenteeism absence at least 2 hours before start work.

·         If an employee knows that they will be absent on the day before they should telephone the Manager at the earliest time possible.

·         When speaking with Management employees should indicate the nature of illness, the possible duration and when they will return to work. It is also required that employees speak with Management either on the day of absenteeism absence or the day before they are due to return to work before the service closes in order to confirm that they will in fact be returning to work. This will give Play Together Crèche Management sufficient time to arrange cover if you are not fully recovered and are unable to return to work due to this fact.

·         In the event of an employee being absent for 3 days or more, the employee will need to present a doctor’s certificate to Management.

·         In the case of long-term illness, a certificate must be provided weekly unless an alternative agreement has been approved by Management.

·         Play Together Crèche reserves the right to refer an employee to a doctor of their choice, which may involve a medical examination. This may also be the case when an employee is returning to work after a prolonged or serious illness or where the employer may have concerns about the employee’s health and well-being.

·         Any changes in staff absences and substitutions are reflected in the roster through notification   from Phone call, face to face or WhatsApp staff group.

·         Due to COVID-19 pandemic situation see Policy and Procedures on Infection Control  updated on March 2020

5. Communication Plan

All parents/guardians are informed of the present policy on enrollment. Management will check with parents/guardians that they have read and understood the policy and provide any assistance needed.

A summary of this policy is included in the Parents’/guardians’ Handbook. This policy will also be included in staff induction and annual staff training.

A copy of all policies will be available during all hours of operation to all staff and to parents/guardians in the Policy Folder located on Play Together Creche’s website at www.playtogethergalway.com

Policies are shared with all parents/guardians via email.

Parents/guardians may receive a copy of the full policy at any time upon request. Parents/guardians and staff will receive notification of any updates through Play together Creche’s official communication panel.

6. Related Policies, Procedures and Forms

·         Policy on Infection Control

·         Risk Management Policy

·         Recruitment Policy

·         Staff Training Policy

·         Supervision Policy

·         Child Protection Policy

·         Key Person Policy

·         Partnership with Parents and carers Policy

·         Staff Leave Policy

·         References/Supporting Documents/Related Legislation

7.References/Supporting Documents/Related Legislation

·         Child Care Act 1991(Early Years Services) Regulations 2016

·         Tusla: Quality Regulatory Framework

·         Organisation of Working Time Act, 1997

·         Maternity Protection (Amendment) Act 2004

·         Parental Leave Acts 1998-2019

·         Parents Leave and Benefits Act 2019

·         Carer's Leave Act 2001

8. Who Must Observe This Policy

·         This policy must be observed by registered provider Iwona Sawicka, managers and all staff members.

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.

10. Contact Information

If you need more information about this policy, contact:

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

 Policy Created    

Date this policy was created

March 2016

 

Signatures

	Name and position	Signature
Approved by	Iwona Sawicka

 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