Early Years Service Profile 2016/2017 Guidelines

Table of Contents Introduction ............................................................................................................................................................... 3

1. Service Details ............................................................................................................................................. 4

General ...................................................................................................................................................................... 4

Child Protection......................................................................................................................................................... 5

Disability/ Equality/ Inclusion .................................................................................................................................. 5

2. Capacity and Attendance ............................................................................................................................ 7

Capacity (ALL places) – by Service Type ................................................................................................................. 7

Capacity (ALL places) – by Age Range .................................................................................................................... 8

3. Staff Profile ................................................................................................................................................... 9

4. Declaration ................................................................................................................................................. 15

5. Submission of Service Profile ................................................................................................................... 15

6. Appenices ................................................................................................................................................... 17

Service Profile Screenshots ................................................................................................................................... 17

Introduction

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Introduction

The ‘Service Profile’ has been developed by the Department of Children and Youth Affairs and Pobal, in conjunction with key stakeholders and has become an important national data source on the Irish Early Years Sector. This year marks the 2nd time the Service Profile is completed via PIP to capture information on the Early Years sector. Services will be asked to complete the Service Profile for each facility (i.e. one for each DCYA Reference) once a year.

What data is collected; A wide range of data will be collected, to allow for in-depth analysis and mapping of trends over time,

• Service Details and Provision

• Capacity and Attendance

• Child Protection

• Staffing (numbers, qualification, level of turnover, etc.)

The data collated through the Service Profile will be used to inform future policy development and planning for the early years sector. It will also be available to key stakeholders and agencies involved in the early years sector such as; Better Start Early Years Specialist Service, Túsla, City/County Childcare Committees (CCCs), Voluntary Childcare Organisations (VCO’s) as well as Government Departments such as Department of Children and Youth Affairs and Department of Education and Skills. The data may also be provided to other organisations for research and statistical purposes e.g. Central Statistics Office (CSO).

Some minor changes have been made to this years’ survey with the addition of some new questions and the removal of others. Pobal have made every effort to keep the survey concise and relevant.

How long will it take to complete the Service Profile?: The length of time it takes to complete the survey depends on the size of the service, the number of staff and number of children enrolled. It is expected to take anytime between 30 minutes to an hour, based on feedback from last year. However, services are reminded that the Service Profile contains a ‘Save as Draft’ function, meaning that it can be completed in more than one sitting before final submission.

Who to contact for help? If services experience any difficulty accessing or completing this survey, please contact our Client Services Team by email to: onlinesupport@pobal.ie or alternatively, by telephone to 01-5117222.

1. Service Details

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1. Service Details

Service Details This section requires the following information:

General

DCYA Ref: (Automatically completed for all facilities)

Service Name: (Automatically completed for all facilities)

Community / Private: (Automatically completed for all facilities)

Please state if your premises is: - Must select from a dropdown list of the following options:

Please state if your premises is located in a: - Must select from a dropdown list of the following options:

Premises location text (If 'Other'): Must insert brief heading, if 'Other' selected in previous question, above. Is your service billed for rates?: - Must select 'Yes/No'. Most recent/last annual rate €: Must insert figure if 'Yes' selected in previous question, above. Does your service follow a particular curriculum approach? : - Must select 'Yes/No'. Model/Curriculum/Framework: – Must select from a dropdown list of the following options, if 'Yes' selected in previous question, above:

SÍolta Aistear Naíonra ABA (ASD children) Early Start Froebel High/Scope Montessori Play based curriculum Steiner Other None

Model/Curriculum/Framework Text (If Other): - Must insert brief title/details, if 'Other' selected in previous

question, above.

1. Service Details

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Child Protection

Does your service have a Designated Liaison Person (DLP) with responsibility for Child Protection? – Must

select 'Yes/No'.

Does your service have a written Child Protection and Welfare Policy (in line with Children First)? – Must

select 'Yes/No'.

Child Protection and Welfare Policy last review date: – Must enter a date if ‘Yes’ selected in previous

question, above.

Does your service require further support/training in relation to any of the following areas?: – Must select

from a dropdown list of the following options:

Developing or updating a Child and Welfare Protection Policy Training in Children First Training for the Designated Liaison Person Garda Vetting for Staff Development of a Code of Behaviour for working with children Other – Please specify (please provide brief detail in box below) No further support/training needed at this time

Service require further support/training (If Other): Must enter brief details.if 'Other' selected in previous

question, above.

Disability/ Equality/ Inclusion

To the best of your knowledge, how many of the following make use of your service: - Please enter figures

for each, as relevant (if none in a particular category, please enter ‘0’).

• Number of One Parent families that use your service:

• Number of children from Traveller community:

• Number of children from Roma community:

• Number of children for whom English and Irish is not a first language:

1. Service Details

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Please state the number of children attending your service with additional needs: Please insert overall

total.

How many of the above children with additional needs currently attend your service have a diagnosis from

the HSE for the following?:–Must enter relevant figures for each category. If none in particular category,

please enter ‘0’. And total of these figures should not exceed the figure entered in question above.

Physical disability: Sensory impairment (hearing/sight): Other learning/ intellectual disability: Dual/multiple disability Other:

Please state if your service is wheelchair accessible: – Must select 'Yes/No'.

Does your service currently have an Inclusion Policy in place? – Must select 'Yes/No'.

In the last 12 months, have any staff in your service completed the ‘Equality, Diversity and Inclusion

Training Programme’ currently being rolled out by City/County Childcare Committees under the Access and

Inclusion Model (AIM)? – Must select 'Yes/No'.

2. Capacity and Attendance

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2. Capacity and Attendance

Capacity and Attendance

This section requests data on the number of places your service is in a position to offer – by Service

Type(s) and Age Range.

Places currently occupied – How many children are currently enrolled and occupy a place in your facility? (List ALL children including those registered on DCYA Programme(s) (ECCE, CCS/P and TEC). Vacant places – The number of places your service is currently in a position to offer per day, minus the current no. of places occupied. (This may/should not exceed the maximum capacity as set out in a Túsla Inspection Report, where available). Waiting list – How many children, are on a waiting list for a place in your service required immediately? (If you have no children on a waiting list, or do not have a waiting list, please enter zeros.) Weekly fee: - How much is the weekly fee for each session type listed based on 1 child attending 5 days per week? (If you have more than one fee listed per session type, just provide the average weekly fee). State the full fee including subvention if any. For example, if you charge €150 for a full-time place, and the child receives €64.50 ECCE subvention, you should enter €150.)

Capacity (ALL places) – by Service Type

Note: 'Yes/No' selection for all Service Type dropdowns. Compulsory to select an option under all fields in this column.

Will automatically total all figures inserted for service types.

2. Capacity and Attendance

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And if 'Yes' selected for any, e.g. Full day care, it is compulsory to enter figure for 'Weekly fee' and must be a figure between 1 and 400.

Capacity (ALL places) – by Age Range

Note: 'Yes/No' selection for all Service Type dropdowns. Compulsory to select an option under all fields in this column. Will automatically total all figures inserted for service types.

Note: Total number of children enrolled by 'Service Type' should be equal to or greater than the no. of children enrolled by 'Age Range'.

Does your service have plans to increase capacity of places in the future: Must select 'Yes/No'.

If Yes, please state by how many additional places? - Must insert whole numbers only.

3. Staff

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3. Staff Profile

Staff

This section requires details for all staff members who work directly in the care of children and for ancillary* staff in your service. Please insert a line for every staff member, including those (working directly with children) and (ancillary staff) who currently work in your service. Job Title - please choose from the drop-down list the option which best reflects the position of each staff member. Category of employment: - 'Full-time' counts as more than 20 hours per week, 'Part-time' counts up to 20 hours per week or less. Highest Early Years qualification - For qualifications, please provide information only on Childcare/Early Years Major Awards that have been completed. Category of Children cared for: - Please choose the option that best reflects the primary age category of the children cared for. Average Hourly wage: - Please provide the average hourly wage for each staff member. If the staff member is not on a specific hourly wage, consider their gross income last month and divide it by the number of hours worked during that period of pay.

*Ancillary staff are those providing necessary support to the primary activities or operation of the service, e.g. caretaker, catering staff, etc.

3. Staff

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(Working with children menu (expanded)

Ancillary staff menu (expanded):

3. Staff

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Job Title - drop-down list (please select option which best reflects the position of each staff member):

Staff who work directly with children Ancillary staff

Age Band – select one of the following:

Gender – select Male or Female

Highest Early Years Qualification:** – for qualifications, please provide information only on Childcare/Early Years Major Awards that have been completed.

Signed grandfather clause:** Must select 'Yes/No'/Not applicable.

Is in the process of qualifying for an Early Years qualification?:** Must select 'Yes/No'. Qualification in the process of qualifying for**: Must select one from the following, if answered 'Yes' to previous question:

Category of employment: - Must select 'Full-time' or 'Part-time' (‘Full-time’ counts as more than 20 hours per week, ‘Part-time’ counts up to 20 hours per week or less.)

No. of hours contracted to work per week?:** Must insert whole numbers only.

Is the staff member on a seasonal (e.g. 38-42 week) contract?:**– Must select 'Yes/No'.

3. Staff

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Work Activation Programme (if applicable): Select from the following (options marked '***' will only appear for Community-based services):

Not applicable CE – Community Employment*** CSP – Community Services Programme*** Gateway*** JobBridge JI – Jobs Initiative*** Tús***

Has completed Children First Training in last 3 years? – Must select 'Yes/No'.

Category of children you work with (please choose the primary category of children you work with only):** Must select from the following:

No. of non-contact hours per week?:** - Must insert whole numbers only.

Length of time in this current service (years)?: - Must select from the following:

Length of time working in the early years sector?:** - Must select from the following:

**These details not required for anciliary staff.

3. Staff

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To add additional staff working with children, under Working with children: heading, please click Insert Item.

To insert ancillary staff details, under Ancillary heading, please click Insert Item.

To delete any staff added in error, please click on blue dropdown arrow, to the left side of the Staff# heading, and click Remove Staff (or Ancillary Staff, as relevant)

Once details input for a staff member, the View details box may be unticked so as to minimise the details on screen, for ease of viewing when adding additional staff members.

An automatic running total of all staff entered under each category (staff working with children and ancillary staff) will appear at the end of the page.

3. Staff

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Vacancies/Turnover and Recruitment

How many staff have left your service in the previous 12 months? – Must insert whole numbers opposite the following:

Vacancies

Do you currently have any vacancies for staff working directly with children? – Must select 'Yes/No'.

If yes, please state how many vacancies for full-time and part-time positions - Must insert whole numbers beneath the following:

Recruitment

In the last 12 months, have you experienced challenges in relation to the following?: Tick radio buttons, as relevant.

Staff working with children: Ancillary staff:

Declaration and Submission of Service Profile

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4. Declaration

The name of the contact person for each facility (on PIP) will automatically fill the disclaimer page.

The date will also automatically default to the current date/date the Service Profile is being completed.

Pobal reserves the right to make contact with the respondee for the purposes of data quality and verification.)

5. Submission of Service Profile

This last section details each section of the Service Profile and whether they have been completed correctly/no validation issues detected.

If a section is completed correctly/sufficiently, it will be listed as Completed.

However, if there are validation issues detected, a section will be listed for you to Review. In these cases, you should go back and complete the required details.

Declaration and Submission of Service Profile

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If all completed correctly, you will then see an acknowledgement of your submitted service profile on screen and the status on PIP Readiness page will state 'Submitted'.

If Save as Draft clicked on any page, this is the message generated:

Appendices

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6. Appenices

Service Profile Screenshots

Introduction

Appendices

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Service Details

Appendices

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Service Details cont’d:

Appendices

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Service Details cont’d:

Appendices

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Service Details cont’d:

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Capacity and Attendance

Appendices

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Capacity and Attendance cont'd

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Staff

Appendices

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Staff cont'd

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Staff cont'd

Not applicable** CE - Community Employment CSP - Community Services Programme Gateway JobBridge** JI - Jobs Initiative Tús **PP services only

Appendices

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Staff cont'd

Appendices

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Staff cont'd

Not applicable** CE - Community Employment CSP - Community Services Programme Gateway JobBridge** JI - Jobs Initiative Tús **PP services only

Appendices

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Staff cont'd

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Declaration

Submission of Service Profile

Appendices

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Save as Draft