Practical Steps Towards an Exceeding NQS Rating in Quality Area 7: Element 7.1.2
To achieve an Exceeding NQS rating in the National Quality Standard 7.1, specifically for ELEMENT 7.1.2 MANAGEMENT SYSTEMS, here are the practical steps you can take:
Element 7.1.2: Management Systems
- Ensure that systems are in place to manage risk and enable the effective management and operation of a quality service.
- Comply with the National Law and National Regulations underpinning Element 7.1.2, which includes various sections related to the fitness and propriety of the service, conditions on service approval, nominated supervisor details, child protection training, staffing arrangements, and more.
- Implement efficient and effective management systems that allow timely identification and management of organizational risks.
- Support the educational leader, nominated supervisor, and educators in their planning, delivery, and reflection on the educational program.
- Safely store and maintain the confidentiality and currency of information provided by families, service staff, and other stakeholders.
- Ensure that the service operates in compliance with the National Law, the National Regulations, and the National Quality Standard.
- Establish an effective complaints and grievance management system.
- Notify the regulatory authority of significant changes to the operation of the service, complaints, serious incidents, and any other required circumstances and information.
- Ensure that policies and procedures are well-documented, maintained, and easily accessible to staff members and families.
- Regularly review policies and procedures in collaboration with families.
- Ensure that the approved provider, nominated supervisor, and responsible person remain fit and proper for the service to operate under their management.
Exceeding NQS Guidance for Standard 7.1: Governance
- Reflect on how educators, the educational leader, and coordinators demonstrate a deep understanding of the requirements of the Standard.
- Ensure that governance arrangements and administrative systems consistently support the operation of a high-quality service.
- Engage in regular reviews of systems, policies, and procedures to ensure they are effective and align with quality practice.
- Actively support families and the community to meaningfully engage with the service philosophy, policies, and procedures.
- Reflect on how the service’s governance reflects the unique geographical, cultural, and community context of the service.
- Ensure that governance and administrative arrangements contribute to a culture of inclusiveness and a sense of belonging at the service.
Exceeding Practice Criteria:
- Embedded in service operations (Theme 1): Ensure that the practices occur consistently, frequently, and intentionally as part of an ongoing process that is understood and implemented by all educators across all aspects of the program.
- Informed by critical reflection (Theme 2): Engage in a deep level of regular and ongoing analysis, questioning, and thinking that goes beyond evaluation and review. Ensure that the continuous reflection of all educators influences decision-making and drives continuous quality improvement.
- Shaped by meaningful engagement with families and/or the community (Theme 3): Actively seek input, guidance, and feedback from children, families, and the community. Engage meaningfully with families and the community to shape ongoing practice and foster a culture of inclusiveness and a sense of belonging for all.
By following these steps and ensuring that all practices are in line with the guidelines provided by ACECQA, your service will be well-positioned to achieve an Exceeding NQS rating in the National Quality Standard 7.1 for ELEMENT 7.1.2 MANAGEMENT SYSTEMS.
An Example Monthly Schedule
Ready to implement these practical steps in your service? Using the constraints of 4 hours per week to work on improvements, we’ve created an example schedule below.
Given the limited time of 4 hours per week, it’s crucial for the educator to prioritize tasks and break them down into manageable chunks. Here’s an example monthly schedule for an educator to work on improving their service based on the practical steps provided:
Week 1: Understanding and Planning
- Hours 1-2: Research and familiarize oneself with the requirements of the National Quality Standard 7.1, specifically for ELEMENT 7.1.2 MANAGEMENT SYSTEMS.
- Hours 3-4: Review the current state of the service. Identify areas of strength and areas that need improvement. Create a list of priorities based on the identified needs.
Week 2: Governance and Administrative Systems
- Hours 1-2: Review and assess the current governance arrangements and administrative systems. Identify gaps or areas that can be enhanced.
- Hours 3-4: Begin drafting or revising policies and procedures to ensure they align with the requirements of the Standard. If they already exist, consider how they can be improved or made more accessible to staff and families.
Week 3: Engagement and Reflection
- Hours 1-2: Dedicate time for critical reflection. This could involve journaling, discussing with peers, or seeking feedback from families and the community.
- Hours 3-4: Plan and initiate a method for actively seeking input, guidance, and feedback from children, families, and the community. This could be in the form of surveys, feedback forms, or community meetings.
Week 4: Implementation and Review
- Hours 1-2: Implement changes or improvements based on the feedback received and reflections made in the previous weeks.
- Hours 3-4: Review the changes made and assess their impact. Consider any further adjustments needed. Also, set aside some time to plan for the next month, ensuring continuity in the improvement process.
Remember, the key is consistency. Even with limited hours, steady and focused work can lead to significant improvements over time. It’s also essential to remain flexible and adjust the schedule as needed based on the unique needs and circumstances of the service.
Reflective Questions
Reflective questions are crucial in guiding educators and service providers to think deeply about their practices, identify areas of improvement, and ensure alignment with the standards. Here’s an exhaustive list of reflective questions specifically tailored for Element 7.1.2 MANAGEMENT SYSTEMS:
- Understanding the Element:
- What do I understand by “effective management systems” in the context of our service?
- How do our current management systems align with the requirements of Element 7.1.2?
- Risk Management:
- How are risks identified, assessed, and managed within our service?
- Are there any potential risks that we might be overlooking?
- How frequently do we review and update our risk management strategies?
- Operational Efficiency:
- How do our management systems support the day-to-day operations of the service?
- Are there areas in our operations where inefficiencies exist? How can they be addressed?
- How do we ensure that our management systems are adaptable to changing circumstances or needs?
- Compliance and Regulations:
- Are we consistently compliant with the National Law, the National Regulations, and the National Quality Standard?
- How do we stay updated with any changes or updates to the regulations?
- How do we ensure that every team member is aware of and understands these regulations?
- Feedback and Continuous Improvement:
- How do we gather feedback about our management systems from staff, families, and other stakeholders?
- How is this feedback integrated into our continuous improvement processes?
- Are there mechanisms in place to act on feedback in a timely manner?
- Policies and Procedures:
- How accessible and understandable are our policies and procedures to all staff and families?
- When was the last time our policies and procedures were reviewed and updated?
- How do we ensure that our policies and procedures reflect the unique needs and context of our service?
- Engagement with Stakeholders:
- How do we engage with families and the community in the development and review of our management systems?
- Are there barriers to engagement that we need to address?
- How do we ensure that our management systems reflect the diversity and inclusivity of our community?
- Philosophy and Vision:
- How do our management systems align with our service’s statement of philosophy?
- Are our vision and values evident in our management practices?
- How often do we revisit our philosophy in the context of our management systems?
- Professional Development:
- How do our management systems support the professional development and growth of our staff?
- Are there opportunities for team members to enhance their skills and knowledge in management practices?
- How do we ensure that all team members, including new hires, are onboarded and familiarized with our management systems?
- Future Planning:
- Where do we see our service in the next 5 years, and how do our management systems support this vision?
- Are there emerging trends or practices in management that we should be aware of and consider integrating?
- How do we ensure the sustainability and future-readiness of our management systems?
Using these reflective questions, educators and service providers can critically assess their practices, identify areas for improvement, and ensure that they are providing a high-quality service that aligns with the standards set by Element 7.1.2.
Learning from ACEQA case studies
Based on these case studies, here are the 5 most important practical steps that services have taken to achieve Exceeding NQS standards in Element 7.1.2, along with the reasons, tips for implementation, and estimated time for each step:
Case Study 1
This long day care service located in regional Australia has recently undergone a process of reviewing its philosophy with educators, families and community. The service undertakes an annual review to ensure they maintain high quality practice, identify further quality improvements and ensure that the philosophy reflects their current purpose, strengths and priorities, including the guiding principles of the National Quality Framework.
- Reviewing Service Philosophy with Stakeholders
- Reason: Ensuring the philosophy reflects the service’s current purpose, strengths, priorities, and aligns with the guiding principles of the NQF.
- Tips: Engage with all stakeholders, including educators, families, and the community. Use surveys and feedback mechanisms to gather diverse perspectives.
- Estimated Time: 1-2 months for comprehensive review and feedback collection.
- Engaging with Local Communities
- Reason: Building deeper connections and understanding, especially with indigenous communities, to foster a sense of identity and belonging.
- Tips: Organize regular meetings with local community groups, especially indigenous elders, to gain insights and incorporate them into the service’s practices.
- Estimated Time: Ongoing, with initial engagement taking 1-2 weeks.
- Research and Staff Training
- Reason: Ensuring that the service’s practices are informed by the latest research and that the staff is well-equipped with the knowledge.
- Tips: Organize regular staff meetings to discuss recent research findings. Provide resources like articles and videos for further learning.
- Estimated Time: Ongoing, with initial research and training sessions taking 1 month.
- Engaging with Other Services for Best Practices
- Reason: Learning from other services that have implemented successful programs, like bush kinder.
- Tips: Organize visits to other services, invite representatives to speak at information nights, and share their experiences.
- Estimated Time: 2-3 weeks for visits and organizing information sessions.
- Revising and Communicating the Philosophy
- Reason: Ensuring that the revised philosophy is well-understood and owned by all stakeholders.
- Tips: Organize staff meetings to discuss the revised philosophy, connect it with service policies, and ensure it’s reflected in all operations.
- Estimated Time: 1 month for revisions, communication, and training.
Case Study 2
This outside school hours care (OSHC) service is situated in a regional city and is one of several OSHC services in the community. The service is located in a local school and governed by a volunteer parent committee. The committee strives to achieve ongoing quality improvement and support the OSHC service team through the coordinator (appointed as nominated supervisor) who leads the day to day operations and management of the service.
- Addressing and Reflecting on Complaints
- Reason: Using complaints as opportunities for critical reflection and improvement.
- Tips: Establish a clear complaints procedure, engage with the complainant to understand their perspective, and involve the entire team in finding solutions.
- Estimated Time: 1-2 weeks per complaint, depending on its nature.
- Engaging with Stakeholders for Feedback
- Reason: Ensuring that the service’s practices and policies reflect the needs and perspectives of all stakeholders.
- Tips: Use surveys, feedback sessions, and working groups involving children, families, and staff to gather diverse feedback.
- Estimated Time: 1-2 months for comprehensive feedback collection and analysis.
- Reviewing and Updating Policies and Procedures
- Reason: Ensuring that the service’s policies and procedures are current, effective, and align with the service philosophy.
- Tips: Set up a working group with representatives from all stakeholders, use a timeline for reviews, and consider regulatory requirements and current research.
- Estimated Time: 2-3 months for a comprehensive review.
- Engaging with Other Services for Best Practices
- Reason: Learning from other services to address specific issues, like homework in OSHC.
- Tips: Attend networking meetings, share experiences, and use articles and resources to inform discussions.
- Estimated Time: 2-3 weeks for engagement and information gathering.
- Involving Children in Decision Making
- Reason: Ensuring that children have an active voice in issues impacting them.
- Tips: Set up working groups with children, use visual aids to communicate processes, and consider creating child-friendly handbooks.
- Estimated Time: 1-2 months for setting up groups, gathering feedback, and implementing changes.
These steps, when implemented effectively, can significantly contribute to achieving an Exceeding NQS rating in Element 7.1.2.
