Activity 3.2 | Policies and Procedures

Policies and Procedures

A policy is a formal statement rule that staff or families must follow. A procedure tells staff and or families of how to carry out or implement a policy. This means that policy is the "what" and the procedure is the "how to".

When considering your policies and procedure manuals, think of it as policies written as statements or “rules”. Procedures are written as instructions on how to carry out that policy. When writing policies and procedures for childcare, several critical considerations ensure they are effective, clear, and aligned with best practices and regulatory requirements. 

You will require policy books for both families and staffing. It is important to ensure that these are aligned. Although polices are there to support the work being done, how might we be flexible when our work asks this of us? What happens when it makes good sense for polices to be broken?  Licensing regulations in B.C. require specific policies, how do we ensure that they are meeting the standards, but also be flexible to the changing and complex needs of children and families? Seek more information at your local licensing branch to ensure you have all required policies. 

Things to Consider When Writing or Re-evaluating Policies and Procedures

Ensure policies adhere to relevant provincial/territorial laws and regulations, such as the Community Care and Assisted Living Act and the Child Care Licensing Regulation in British Columbia. Seek out information from your local licensing office to ensure that you have addressed all licensing requirements, health and safety standards, staffing ratios, and other mandatory provisions in your center policies and procedures. Ensure that your policies and procedures reflect the center’s vision and philosophy and goals. Consider if they reflect and child/family-centered approach. Use clear, concise, language to ensure all staff and families can understand the policies. Consider translating them into different languages for families who’s first language is not English.

It is important to clearly outline the roles and expectations of staff for implementing policies. Training to new staff permanent and casual staff on these policies and procedures ensure staff understand and can uphold them. Establish a schedule for regular review and updates to keep policies current with evolving regulations, research, and best practices. Encourage feedback from staff and families to identify areas for improvement or clarification.

When developing policies and procedures it is crucial to consider the power imbalances, your context, diversity of family structures, and cultural backgrounds to ensure the policies are truly inclusive. This means acknowledging and respecting the complexity of the wide range of family composition and dynamics.It also involves understanding and embracing the unique cultural traditions and practices of the families you serve, ensuring that your policies are adaptable. Moreover, it is essential to ensure that policies and procedures are designed to serve all children and families equitably. Equally important is creating a positive, supportive environment for children who may face some challenges joining a group setting. No child should be excluded or asked to leave the center due to behaviors such as biting, hitting, or being disagreeable. Instead, the center should have policies that focus on supporting children through positive reinforcement, individualized strategies, and a team approach with families. This may include collaboration with community partners, adding staffing or offering additional resources to support children. It should focus on being curious about what is happening and building a sense of belonging for all children. In doing so, policies foster an environment where all children are given the opportunity to grow, learn, and thrive. 

Explore this resource by Northern Healthabout what policies and procedures are required and what to consider when developing them. Remember to check with your own health authority licensing branch that is local to you about requirements for childcare in your region. 

Activity

Explore your local health authority licensing branch. 

What resources do they offer on their website about policies and procedures? 

Community Care Facilities Licensing - Fraser Health Authority

Child Care & Community Care Home Providers | Interior Health

Community Care Facilities Licensing | Island Health

Community care facility licensing | Northern Health

Community Care Facilities Licensing | Vancouver Coastal Health

References