Early Learning Acceptance and Refusal of Authorisations Procedure

In this procedure, words in italic text are defined terms which have the specific meanings set out in Gowrie Victoria Policies and Procedures – Definitions and Abbreviations.

Purpose

The purpose of this procedure is to set out the rules for the acceptance and refusal of authorisations by Gowrie Victoria relating to the education and care of children at its services.

Scope

This procedure applies to all staff members, volunteers, students on placement and contractors/labour hire employees of Gowrie Victoria.

Procedure statement

Written authorisations

Situations where written authorisations are required

The national regulations require Gowrie Victoria to obtain written authorisations for certain matters from a child’s parents or guardians, or from a person nominated to give authorisations by the parents or guardians.

Gowrie Victoria will accept authorisations as shown below:

Authorisation to allow a nominated supervisor or an educator to seek medical treatment for a child or to arrange transport of the child by ambulance must be given by a parent or guardian when a child is enrolled at a service.

Nomination of person to give authorisations

Parents or guardians nominating another person to give authorisations for their child must give Gowrie Victoria:

• the nominated person’s full legal name, residential address, work/home/mobile telephone numbers, and email address
• the purposes for which the nominated person is authorised to give permission (one or both of administration of medical to a child, or to allow a child to be taken on an excursion)
• confirmation that the nominated person has consented to be nominated
• confirmation that the nominated person has agreed that Gowrie Victoria may collect their personal information for administrative purposes associated with being nominated

Gowrie Victoria should not accept the nomination of a person if that person is not at least 18 years old.

Gowrie Victoria’s rules for authorisations

Authorisation to be in writing

1. Except in cases where authorisation needs to be given immediately (see rules 4 and 5 below), all authorisations must be in writing. Emails from parent’s, guardian’s or nominated person’s regular email address can be accepted, but text messages or social media messages cannot.

Matters to include in authorisations

2. All written authorisations must:

• • be legible
  • include the full name of the person giving the authorisation
  • include the name of the child for whom authorisations are being given
  • include the purpose for which the authorisation is being given (administration of medication, collection of a child from a service, an excursion, or medical treatment)
  • include a clear statement of any conditions to the authorisation (if applicable)
  • include a clear statement of any time limit for the authorisation (if applicable)
  • be signed (except if sent by email) and dated

When authorisations will not be accepted

3. Except in the case of emergencies, authorisations must not be accepted or acted on if they do not comply with rules 1 and 2.

Verbal authorisations for emergency administration of medication

See Administration of Medication Procedure

In emergency situations anaphylaxis or asthma medication may be administered to a child without authorisation based on the child’s medical management plan, provided that a parent or emergency services are notified as soon as practicable afterwards. (National Regulations r94)

4. In the event of emergency administration of medication (other than anaphylaxis or asthma medication), a child’s parents, guardians, or persons nominated to give authorisation for the administration of medication to the child by the child’s parents and/or guardians, can provide verbal authorisation over the telephone (National Regulations r93(5)(b)), provided that:

• • the authorisation is heard by two staff members
  • the staff members confirm that the person giving the authorisation is a parent or guardian of the child, or a person nominated to give authorisation for the administration of medication to the child by the child’s parents or guardians (this may involve the person providing sufficient person details to the staff members to prove their identity, such as their full legal name, residential address, work/home/mobile telephone numbers, email address)

Note: The early years manager or the assistant manager must ensure that written notice is given to a parent or other family member of a child as soon as practicable, if medication is administered to the child following a verbal authorisation. (National Regulations r92(3))

Verbal authorisation for a child to be collected from a service

See Delivery and Collection of Children Procedure

5. In the event that a person who would normally collect a child from a service is not able to do so, the parents or guardians of a child can call the child’s educator/s or early years leader to authorise another person to collect their child, provided that:

• • the authorisation is heard by two staff members
  • the staff members confirm that the person giving the authorisation is a parent or guardian of the child (this may involve the person providing sufficient person details to the staff members to prove their identity, such as their full legal name, residential address, work/home/mobile telephone numbers, email address)
  • details of the authorisation are recorded in writing and placed with the child’s enrolment record

Note: Only a child’s parents or guardians may give verbal authorisation for a child to be collected from a service by another person. For safety purposes, the child’s parents or guardians may not nominate anyone else to give this authorisation.

Keeping authorisations

All authorisations should be kept with a child’s enrolment records (National Regulations r160(3)).

Authorisation to administer medication should also be kept with a child’s medication records (National Regulations r92(3)(b)).

Authorisation

Approved by the Executive Manager, Early Learning

Name	Nicole Pilsworth
Signature
Date	17 August 2021

Related Policies and Procedures