Criterion GMA104
There is an ongoing review process that supports the service to maintain and implement operational policies and practices. The process supports improvements where changes are needed.
Documentation required (written or digital)
A process for reviewing the service’s delivery of operational policies and practices
The process is consistent with criterion GMA103 and
Recorded outcomes from the review process.
Guidance
How to show you are complying
Operational policies and practices are the documented and day-to-day procedures that guide how your service runs. To comply with criterion, you must have an ongoing process of review of these operational policies and practices.
This review process should be structured to make sure your service’s policies and practices are:
up to date
relevant
implemented
aligned with regulatory standards.
This review process usually includes scheduled reviews at set times, like once a year. It includes extra reviews when something happens that suggests a need for change, such as:
new legislation
updated information such as government bulletins
incidents or complaints
feedback from parents and whānau or adults in your service suggests a need for change.
Use insights from your reviews and feedback to refine policies and practices over time.
A documented operational review process
You will need a document that explains how your service reviews its operational policies and practices. As an example, this could include:
scope, what areas or policies are covered
frequency, how often reviews happen
triggers, what types of incidents or complaints prompt an unscheduled review
roles – who is responsible for leading and contributing to the review
how families are invited to take part in the review
methods – how reviews are carried out (for example, surveys, meetings)
tracking changes, how updates are recorded (for example, version control, review dates)
implementation, how changes are shared with staff and put into practice
the recorded outcomes of the review – keep clear, up-to-date records of policy reviews, including who was involved, what changes were made and why, and regularly check if those changes are having the intended impact.
Stakeholder involvement
To demonstrate the process is consistent with criterion GMA103, you will need to include input from:
adults providing education and care who use the policies and implement practices, and
parents and whānau of children using your service.
Documentation (written or digital)
You should keep records of reviews, including what feedback informed changes, what changes, or decisions not to change, were made and the reasons behind them.
Written or digital in this context refers to any recorded information, whether on paper or in electronic format, that captures decisions, actions, reflections, or evidence. This can include:
a policy review calendar or schedule
a template showing how each policy is reviewed
meeting minutes or reports
online forms and databases
online surveys or records
flowcharts or diagram of the review process.
evidence of staff training or communication, for example, emails, video blogs, online modules.
When assessing whether you comply with GMA104
Questions we are likely to ask
How is feedback from adults providing education and care or service users used to improve policies?
What mechanisms are in place to monitor how policies are being followed?
What events or changes prompt an unscheduled review of policies?
Can you give an example of a policy that was updated due to a complaint, incident, or legislative change?
We are likely to look at, measure or count
Look at how the parents and whānau of children attending the service and adults providing education and care are engaged in current reviews.
We are likely to request
Evidence of your system of ongoing review, including the outcome of reviews which have been completed.
An on-going operational review process is part of good governance and management practices. It helps keep policies relevant and makes sure your service is maintaining regulatory compliance.
Doing more than the minimum helps make things better for children and easier for staff. Below are some ideas you can consider.
When done well, review processes are clearly linked to your service’s goals, involve input from the right people, lead to meaningful improvements, and are understood and supported by everyone involved. Recording scheduled operational reviews in your annual plan is a good way to ensure they are prioritised and embedded in your service’s ongoing practice.
Operational review vs internal evaluation
It’s important to distinguish between operational review and internal evaluation. Operational review makes sure your service maintains regulatory compliance, while internal evaluations are quality assurance processes aimed at improving the quality of education and outcomes for children. You are not required to undertake internal evaluation to meet this criterion.
Strengthen quality by continuously improving
An ongoing process of internal evaluation will help your service enhance the quality of education and care and will complement the external review process undertaken by the Education Review Office (ERO).
The Education Review Office (ERO) has developed a guide to support internal evaluation, Ngā Aronga Whai Hua.
Ngā Aronga Whai Hua – Improving quality in early childhood education through effective internal and external evaluation can be found on the ERO website.
Ngā Ara Whai Hua: Quality Framework for Evaluation and Improvement – Education Review Office
ERO has also prepared a set of evaluation indicators for use in its reviews of early childhood services. Services may also choose to use the indicators when reviewing their own performance. These indicators can be found at the Education Review Office.
How ERO reviews – Education Review Office
Strategies and action plans
The strategies and action plan documents below may help your service consider culture, language, and identity in your reviews.