HS1 Hospital legislation compliance

Criteria

The hospital from which the service operates has been granted certification under the Health and Disability Services (Safety) Act 2001 either:

• for a period of at least 3 years; or
• for a period of less than 3 years, but the lesser period of certification does not reflect problems identified with requirements relating to the hospital’s health and safety practices that would affect children participating in the ECE service.

Documentation required

1. Copy of the current certificate issued to the hospital under the Health and Disability Services (Safety) Act 2001, and
2. If the certificate denotes a certification period of less than 3 years, a copy of the Corrective Action Plan from the hospital’s Audit Report, showing that failure to meet health and safety practices requirements that affect children participating in the ECE service is not the reason for a shorter certification period being granted.

Guidance

Hospital based services need to provide evidence that there is a current certificate issued to the hospital under the Health and Disability Services Act 2001.

Health and Disability Services (Safety) Act 2001 – New Zealand Legislation

HS2 Premises and contents are safe and hygienic

Criteria

Premises, furniture, furnishings, fittings, equipment, and materials used by children as part of the ECE programme are kept safe, hygienic and maintained in good condition.

Guidance

Any damage to premises, furnishing or fittings should be removed or items replaced as soon as possible.

Hard surfaces should be kept clean and equipment or toys should be kept hygienic – items mouthed by babies or infants should be washed as soon as practicable.

Equipment should be safe and suitable for its purpose and the age of children using it.

Things to consider

Staff, volunteers and relievers need to be familiar with the hospital’s infection control policies, including policies for play and other equipment taken into isolation rooms.

Play specialists should be guided by their hospital’s infection control policies as to which cleaning agents to use.

HS3 Safe assembly areas

Criteria

Designated assembly areas outside the building keep children safe from further risk.

Guidance

All DHBs have emergency plans. When an evacuation does occur, the service will need to follow the guidance of the wardens of the DHB the DHB evacuation plan. The plan will include the assembly area(s) for the hospital buildings.

In an evacuation of a hospital-based service all children will be under the management of the medical staff not the play specialist.

Additional guidance is available specifically for services above ground level, we recommend you read High rise evacuation plans for ECE service providers.

HS4 Emergency drills

Criteria

Adults providing education and care are familiar with relevant emergency drills.

Documentation required

A record of the emergency drills carried out.

Guidance

Drills should be carried out in line with the hospital’s requirements and procedures.

Centres need to first determine which emergency drills are relevant to their location, and then carry each of these drills out with children at least every 3 months.

Relevant drills are likely to at least include fire evacuation, earthquake, lockdown and tsunami, depending on the service’s location.

Why practice emergency drills?

Research has shown that the factor that most contributes to reducing injuries and fatalities during any emergency situation is regular practice. This ensures that staff and volunteers are familiar with procedures.

Regular practice will also ensure that any equipment that will be relied on in an emergency drill will be subject to regular checks, for example, any special equipment that might be used to assist in the evacuation of the non-walking children. It is also recommended that staff have a range of strategies available to manage any children whose behaviour has become disturbed during an emergency drill.

In the event of an emergency, hospital play specialists may have a useful role in supporting children who are distressed, and should be prepared with strategies for such situations.

The following activities will support all adults being with the emergency drill procedures:

• Emergency drill procedure briefing for all relieving staff and volunteers.
• Training as part of new staff and volunteer induction.
• Regular refresher training for all staff and volunteers.
• Including emergency plans and procedures as a regular agenda item for staff meetings.
• Communication with parents and families, via noticeboards and in newsletters.

Staff and volunteers should be able to confidently and knowledgeably:

• talk about the procedures without needing to refer to any documentation
• identify the roles they and others will play during an emergency drill
• describe how children (walking and non-walking) will be managed during an emergency drill
• describe how they will deal with any unexpected circumstance that arises during an emergency drill – that is, respond to questions such as "how will you manage if several of your 3- to 4-year-olds refuse to walk independently from the building?".

You should aim to hold your trial emergency drills at times when you have typical numbers of children, of varying ages, and adults at the centre. Consider also the timing of the emergency drills and whether or not staff will be notified in advance. Holding unannounced emergency drills at challenging times (for example during lunch time or sleep time) may be inconvenient but will give greater assurance that procedures are effective. Roles for adults could be varied during emergency drills so that any key responsibilities are covered even in the absence of a particular staff member.

Fire evacuation

The fire evacuation scheme needs to include regular trial evacuations for fire emergencies. Fire Regulations require this to be done at least every 6 months, and that it is reported to Fire and Emergency New Zealand within 10 days of taking place. There is information about maintaining an approved evacuation scheme on the Fire and Emergency New Zealand website.

Fire and Emergency New Zealand

Record keeping

Centres are required to keep a record of each emergency drill. At a minimum, this should record:

• The date and time, number of under 2’s and supervising adults, number of over 2’s and supervising adults, other adults or children present, time taken for complete emergency drill (for each separate group if appropriate).
• A checklist of the key steps in the emergency drill, whether or not they were completed, and any comments.
• For fire evacuations: A building assessment, for example checking that all appropriate notices were displayed, escape routes were clear, firefighting equipment serviced and so on.

Details of any actions that need to be taken to rectify faults discovered or to improve on the planned procedure. Keep the emergency drill records for 2 years.

Reviewing emergency plans and evacuation procedures should be a regular part of a centre’s self-review. Records of each emergency drill, together with emergency training records, should be used to inform that review. If any changes are required to any emergency drill, these should be noted promptly in evacuation plans and any other documentation and notices updated. Remember also to communicate any changes made with staff, parents and whānau as required.

The National Emergency Management Agency have a What’s the Plan Stan website which focuses on helping children prepare for an emergency and a special section which aims to support teachers to develop children’s knowledge, skills and attitudes to respond to and prepare for an emergency.

What's the Plan, Stan? – Get Ready

Additional guidance is available specifically for centres above ground level. Download High rise evacuation plans for ECE service providers (see HS3 Safe assembly areas, above).

Things to consider

It is essential that staff, relievers and volunteers are made familiar with these requirements before commencing work, and are confident in knowing what they are expected to do, both for practice drills and should there be an actual emergency.

In the event of a major disaster, they should make themselves available to assist, with particular reference to providing support for the emotional wellbeing of children and suitable coping strategies.

If a service is closed because of emergency, staff should ensure they are available wherever they can be of help to children, families and colleagues.

HS5 Animals

Criteria

Safe and hygienic handling practices are implemented with regard to any animals at the service. All animals are able to be restrained.

Guidance

Animals brought to the hospital would usually be part of a formalised visiting programme.

Considerations would need to include:

• infection control
• choice of where the animal(s) will be, for example visiting wards, individual rooms, or in public areas
• suitable restraint.

You will need to ensure that children and adults who handle animals practice thorough handwashing procedures afterwards.

HS6 Excursions

Criteria

Whenever children leave the premises on an excursion:

• assessment and management of risk is undertaken, and adult:child ratios are determined accordingly. Ratios are not less than the required adult:child ratio
• parents have given prior written approval of their child's participation and of the proposed ratios; and
• there are communication systems in place so that people know where the children are, and adults can communicate with others as necessary.

Documentation required

A record of excursions. Records include:

• the names of adults and children involved
• the time and date of the excursion
• the location and method of travel
• assessment and management of risk; and
• evidence of parental permission.

Guidance

Children should not be taken from their ward, even to other area of the hospital or grounds including an outdoor garden or play area, without consent from the child’s nurse/charge nurse.

If children are being taken out of the hospital grounds, then they need written parental consent.

The responsibility for the assessment of risk lies with the service, and parents should also take responsibility by giving their written approval to the excursion and the proposed ratios.

A special excursion requires a specific risk assessment and development of a management plan made in consultation and with consent from the children’s medical teams prior to the excursion because the environment and circumstances in which these occur will be different each time. This may require medical staff to accompany the children.

To assist you in planning and documenting your excursions, some sample documents are provided below. These can be altered to suit your service’s needs.

Things to consider

Things to take

The following are useful things to take with you on an excursion:

• A list of all children plus their emergency contact details in case of any accident of emergency. Use this to take periodic roll checks.
• First aid kit. Consider carrying some bags in case of travel sickness, and some portable instant ice packs.
• Cellphone – with number for the destination or venue and a contact number for someone connected with the service who is not going on the excursion.
• Sun protection.
• Rain wear if needed.
• Books or other items to entertain children if there are any delays.
• Drinking water for all children and adults.
• Spare clothing.

Ratios

Remember the same ratios on the excursion for all ages of children as you are required to do in the hospital-based service must be met.

For children in hospital, ratios may need to be higher to cater to the children’s medical needs and any other considerations such as wheelchairs.

Nurses may need to be included.

If possible, aim for at least one of your teaching staff to be excluded from the ratio calculation. This will leave them free to manage and coordinate during any unforeseen event, or to deal with routine items such as collecting tickets, managing storage of back packs and so on.

Consider the travel arrangements and hazards identified at the destination when determining your adult:child ratios.

HS7 Travel by motor vehicle

Criteria

If children travel in a motor vehicle while in the care of the service:

• each child is restrained as required by the Land Transport legislation;
• required adult:child ratios are maintained; and
• the written permission of a parent of the child is obtained before the travel begins (when children are not travelling with their parent).

Documentation required

Evidence of parental permission for any travel by motor vehicle as part of the ECE programme.

Guidance

If there are not sufficient child restraints or cars/vans available for any excursion, then other transport options need to be considered.

Ensuring children are properly restrained according to traffic law while travelling in a car is a bare minimum requirement.

Taxis and shuttles have different legislated requirements for child restraints. Children travelling in taxis should be restrained as if they were in a private car or van.

Things to consider

Other things to consider when arranging travel in motor vehicles include:

• vehicles having current registration and warrants of fitness
• all drivers having a current full driver’s licence
• all private vehicles must have the appropriate safety restraints for adults and children in accordance with the NZ Transport Agency regulations.
  Child restraints factsheet – NZ Transport Agency | Waka Kotahi
• managing any supervision issues for example is an extra adult in the car a good idea, so the driver can concentrate on driving, and children can make the most of the experience?