Nelson District Kindergarten Association

COMMUNICATION POLICY

Te kaupapa kōrero

BASIC COMMITMENT

We have a commitment to regular, open, two way communication between kindergarten/centre teachers, parents, community and the Association and comply with the Education (Early Childhood Services) Regulations 2008 (Reg 43, 47), the Licensing Criteria for Early Childhood Education and Care Centres 2008 (C11-13, GMA2, GMA4).

AIM 1

Positive steps are taken to respect and acknowledge the aspirations held by parents and whānau for their children. (C11).

Teachers will achieve this as follows:

1. Regular opportunities (formal and informal) are provided for parents/caregivers/whānau to:

· communicate with adults providing education and care about their child, and share specific evidence of the child’s learning

- Teachers being available to meet at agreed times with parents/whanau during their professional time.

- Teachers regularly discussing with parents/whanau their child’s learning and what is happening for their child outside the kindergarten/centre.

· be involved in decision-making concerning their child’s learning through:

- child’s individual profile file

- displaying routines

- displaying curriculum information

- supplying notices and newsletters on a regular basis

- displaying information regarding daily activities

- undertaking surveys of parents

- having Philosophies, Policies and Procedures available at all time

- having the current ERO Report available in the parent library. (C12 GMA2)

2. Recognising the knowledge and understanding parents/guardian/whānau have regarding their child, and valuing and encouraging parental contribution.

3. Always ensuring sensitivity to the culture of the child and whānau.

4. Providing opportunities for parents/guardians/ whānau ongoing involvement in the development of their child’s profile. (Refer Learning and Teaching Policy).

5. Encouraging parents/guardian/ whānau to share their skills and participate in the programme.

6. Carrying out ongoing evaluation of procedures, to ensure communication is meeting the kindergarten/centre and parent/guardian/ whānau needs effectively.

AIM 2

The Board of Trustees (BOT) and kindergarten/centre Family Liaison Group will communicate effectively with the teachers, and the community they represent.

This aim will be achieved as follows:

1. Having a Parent Forum Representative from each Kindergarten and Establishment Committee on the Parent Forum. (As outlined in the Association Constitution/Rules)

2. A Board of Trustee Member consulting on a regular basis with the Parent Forum Representatives and kindergarten/centre Family Liaison Groups.

3. Holding an Orientation Evening/Afternoon for local kindergarten/centre Family Liaison Groups.

4. Holding Parent Forum Meetings each term.

5. Kindergarten/Centre Family Liaison Group Representatives informing their parents/whānau of relevant issues.

6. Kindergarten/centre Family Liaison Groups informing the Association Chairperson or Chief Executive Officer of any communication they are entering into with Politicians, Government Departments and Local Authorities. (Local Authorities cover City, Districts and Regions.)

7. Association Board Meetings being open to observers and speaking rights given when appropriate.

8. Minutes of BOT Meetings being circulated to all Trustees and kindergarten/centre Family Liaison Groups.

9. Following the Policy Review Cycle and consultation process that includes parents and staff when formulating and reviewing Policies and Procedures. (Appendix 2 GMA4)

10. When making decisions, the BOT will take into account the results of consultation, research and the implications of the environment in which the Association interacts.

AIM 3

Effective communication will be maintained between the Board of Trustees, the Association Management and teaching staff.

This aim will be achieved as follows:

1. Having an elected Teacher Trustee with voting rights on the BOT.

2. Having a Teacher Representative on all BOT Liaison Groups.

3. Providing continuity of personal contact by delegating the role of employer on a day to day basis to the Chief Executive Officer (CEO).

4. The CEO and Representatives of the BOT attending Teachers’ Meetings to inform and consult teachers on the current issues facing the Association. Information relating to issues to be consulted will be circulated for all parties to respond to and invite comments/submissions within stated time frames. Meetings may be held if deemed necessary, to the final decision.

5. Minutes of the BOT Meetings, not including the matters discussed In Committee, being sent to all kindergartens/centres within 10 days of the date of meeting.

6. Parents of children attending, and adults providing education and care, are provided with opportunities to contribute to the development and review of the kindergarten/centre’s operational documents including the philosophy, policies and procedures and any other documents that set out how day to day operations will be conducted. (GMA4)

7. Following the Flow Chart for the Development of Policy when developing and consulting policy. (See Appendix 1)

8. By all parties acknowledging the following meaning and definition of consultation:

§ Effective communication depends on an agreed, planned, consultation process. The spirit of consultation needs to embrace a regard for individual feeling, interests, beliefs and opinions toward making a fully informed decision.

It is acknowledged that consensus or agreement on a decision will not always be possible, but every reasonable endeavour will be offered to receive submissions and report back to those making submissions, and other relevant interested individuals or groups.

§ CONSULT Take council; seek information or advice from; take into consideration or do ones best for. (Ref. Oxford Dictionary.)

§ CONSULT To have regard for a person’s feelings, interests, etc. in making decisions or plans. (Ref. Collins Dictionary.)

§ In Wellington International Airport Ltd v Air New Zealand the court stated that:

The word “consultation” does not require that there be agreement as to the changes. On the other hand, it clearly requires more than mere prior notification. (Ref. Education Review Office Handbook.)

9. All parties reading and making submissions on draft policy within the stated time-line.

10. Evidence will be obtained of development and consultation of policies and procedures by parents and staff making comments on and signing the Policy/Procedure Consultation Sheet.

11. Recognising that the BOT is the Governing and Employing body which is accountable to the Community and Government for the quality of the service and responsible use of public funding.

AIM 4

To ensure that the Nelson Association is pro-active in providing news on a regular basis to the media, and to ensure that a co-ordinated approach is adopted to minimise any potential adverse publicity.

This aim will be achieved as follows:

1. All Media Statements on behalf of the Association and all kindergartens/centres being made by the Chairperson of the Board of Trustees or the CEO. (The Chairperson and CEO may delegate this roll, where appropriate, for specific media statements.)

2. Co-ordinating comments made to the media in the following ways:

· No Staff, Association Member or Family Liaison Group Member commenting on kindergarten/centre matters to the Media without the approval of the CEO, or the Chairperson.

· When a journalist contacts Staff, Association Member or CEO directly for comment on Kindergarten/Centre matters, the CEO or Chairperson of the Association should be contacted immediately to advise them that the Media require comment. (The CEO or Chairperson may give permission to Staff and Association Members to comment on a matter, if they feel it is appropriate.)

· The Media should be advised to contact the CEO or Chairperson. (If a Staff Member, Association Member or CEO is aware that the Media is requiring comment or is likely to require comment on a matter, it is helpful if this information is communicated to the CEO or Chairperson, prior to the Media contacting them.)

· The CEO must be advised prior to the Media being asked to cover an event at a Kindergarten/Centre.

· In awkward situations never say “no comment”. Tell the Media to contact the Association Office for a statement.

3. Media Statements on the industrial relations issues should be factual and should not adversely reflect on the Association, kindergarten/centre, in the eyes of the public.

4. Any issues Teaching Staff have in relation to the Association’s role as an employer should be brought to the attention of the Association prior to any media contact.

AIM 5

To ensure that up to date information and guidance is sought when necessary from agencies/services to enable teachers/adults providing education and care to work effectively with children and their parents.

This aim will be achieved as follows:

1. By the Association Management Team networking and having regular meetings with:

MoE Special Education

Ministry of Education Early Childhood Staff

Plunket

Education Review Office

CYF

REFERENCES

Board of Trustee Code of Conduct

N.D.F.K.A. Rules

Education (Early Childhood Services) Regulations 2008 (Reg.43)

Licensing Criteria for Early Childhood Education and Care Centres 2008 (C11-13, GMA2,GMA4)

N.D.F.K.A. Learning and Teaching Policy

APPENDIX 1: Flow Chart for Development of Policy/Procedure

APPENDIX 2: Policy/Procedure Review Cycle

APPENDIX 3: Protocols and Process for Pohiri Ngā Tikanga Mo Pohiri (Powhiri)

IMPLEMENTATION DATE: 19 June 1996

Last Reviewed: June 1998, July 2000, Sept 2002, June 2006, July 2009, May 2010, June 2013.

Copyright © Nelson District Kindergarten Association 2012 - not to be disseminated to organisations outside the Association’s Kindergartens, Centres and management contracts. M:\Manuals\Kgtn generic\C2 COMMUNICATION.docOct13

APPENDIX 2

APPENDIX 1

Flow Chart for the Development and Review of Policy/Procedures

New Policy

Policy Review

not accepted

major modifications

APPENDIX 2

Policy / Self Review Cycle 2011-2013

Term / 2011 / 2012 / 2013

One

/ Policies:
Animals Policy (HS16)
Sunsafe
Food & Nutrition(PF15-17,HS19-22)
Immunisation
Team Agreement
Focus:
Exploration
Parent Partnership
Reg 46 / Policies:
Assn Philosophy (GMA5)/ Structure
Ind.kgtn Philosophy & Programme Planning Statements(GMA5)
Protection Against Child Abuse/ Assn/Ind.Kgtn (C10-13, HS31-33, GMA7)
Financial Management (GMA3,9)
Continuing Prof Dev. (GMA7)
Student Placement
Research Policy
BOT
Assn Constitution
Focus:
Assessment & evaluation
Curriculum planning
Internal Review, Philosophy
Pedagogy, Theory
Environment / Policies:
Communication(C11,12,13,GMA2,4)
Workplace Health/Safety (HS12)
Sleeping Policy (HS9-11,PF29-38)
Hygienic Laundering Procedure
Excursions
Booklets:
ESW
Focus:
Assessment & evaluation
Curriculum planning
Reg 43 1(b)
Reg 47 1(b), 1(d)

Two

/ Policies
Positive Guidance (Ind Kgtn) (C3,4,10,12,13)
Student Placement
Equal Employment
Alcohol/Mind Altering Sub. (HS33)
Excursions(C9, HS17,18)
Parent handbook review/update (GMA2-4)
Focus:
Equity issues
Tiriti o Waitangi
Reg 47 / Policies:
Poisonous Plant (Ind.Kgtn)(HS12)
HIV
Smoke Free
Emergency Preparedness (HS4-8, PF11)
Infectious Diseases/Pandemic (HS25,26)
Enquiries Concerns Complaints (GMA1)
Focus:
Promoting quality practice
Well-being
Communication
Being good employer / Policies:
Cybersafety (HS32)
Ministry Funding Info
Staff Appointment Policy
BOT
Assn Constitution
Focus:
Assessment & evaluation Promoting quality practice
Parent Partnership
Finances, funding

Three

/ Policies:
Physical Activity
Teaching Staff Appointment(GMA7)
Appraisal (GMA7)
Continuing Prof Dev. (GMA7)
Board Terms of Reference
Booklets:
Transition to School Booklet
Education Booklet
Focus
Parent Partnership
Belonging
Relationships
Regs 45,46 / Policies:
1st Aid/Kgtn Acc/Illness
(PF26-28,HS3,25-30,GMA10)
Environment(PF5,8,12-14, HS6,HS12)
Futures/FPB - Special Needs Stmt
Booklets
Induction Handbook (Teachers)
Parent Handbook (GMA2-4)
Focus:
Environment
Interactions
Relationships / Policies
Learning & Teaching(C1,2 4-9,11,12)
Enrolment/Futures admission roll/BSELC
Parents Adhering to Kgtn Enrolment Times
Rolls Verification (GMA10-12)
Focus
Belonging, Community
Interactions
Relationships
Finances, funding
Well-being

Four

/ Policies
Enrolment + Futures Admission
Transition to School (Ind Kgtn)
Settling Children (Ind Kgtn)
Leave
Focus:
Inclusion
Parent Partnership / Policies:
Self Review (C12,HS12,GMA3,4,6,8)
Fundraising & commercial activities
Booklets:
Head Teacher Handbook
Mentoring Handbook
Job Descriptions
Head Teacher/Teacher
Supervisor/Supervisor/Assistant Supervisor/Administrator (BSELC)
Focus:
Community
Finances, funding / Policies:
Harassment
Immunisation
Focus:
Being a good employer
Parent Partnership

APPENDIX 2

Association Office

98 Vickerman Street | PO Box 360, Nelson 7040

P 03 546 7683 | F 03 548 4720

www.ntk.org.nz

NGĀ TIKANGA MO POWHIRI - PROTOCOLS AND PROCESS FOR POWHIRI

The primary purpose of the pōwhiri is to bring together two groups of people – the hosts (mana whenua) and the visitors (manuhiri). This is a step-by-step process, observing Māori tikanga, that allows the two groups to become sufficiently comfortable with one another, so that they can then mingle with one another and together undertake their business of the meeting or hui (gathering).

What to wear? Tidy dress, just as you would wear to work, or to a conference. There is no specific requirement for skirts for women, although it is a sign of respect that you do. It may be cool, or it may be hot, it is suggested to dress in layers to adapt to the weather conditions.

Karanga – The Kaikaranga from Mana Whenua or Tangata Whenua (belonging to that area) will call first to welcome the Manuhiri (visitors), and then the Kaikaranga from Manuhiri will reply back to her. This could consist of them calling to one another 3 or 4 times.

Whaikorero - Mana whenua or Tangata Whenua will speak first, the manuhiri will then reply. There will be various waiata (songs) after each has spoken.

Mihi whakatau – A mihi whakatau is an informal welcoming, which speeches can be done by either men or women.

After the formal proceedings.Once the harirū/ hongi (pressing of noses) between the mana whenua/ Tangata Whenua and guests is completed, then everyone can proceed to have kai (food).

Kaikōrero - Other speeches may be done during or following kai. This is where you can invite members of the board, management, staff, community representatives and whānau to speak. If speaking in English, then it is encouraged to at least start your speech with “tēna koutou katoa”, or if possible, your mihimihi (mountain, river, tribe, mother, father etc).

Pōwhiri for New Employees

The Association will hold a powhiri or mihi whakatau for new permanently employed teachers, management and board members, at an appropriate time and date for both parties.

For teachers and management staff that have previously been employed by the Association, a mihi whakatau or informal welcome will be arranged by the association at a date and time that suits both parties.

KIA MAUMAHARA – DON’T FORGET

It is important to consider times, and give enough notice that would suit all people that need to attend. Please contact the Kaitohutohu Māori as soon as a pōwhiri is being considered, so appropriate planning can begin and to allow enough notice for invitations to be sent out.