GMA309 Participation records

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Criterion GMA309 Guidance

Criterion GMA309

Adults providing education and care have access to information held by the hospital for each child participating in the service.

Attendance records are maintained for each participating child. Records are kept for at least 7 years.

Documentation required

Attendance records for each child currently participating and for those who have participated in the previous 7 years. Records meet all the requirements of the ECE Funding Handbook.

Guidance

How to show you are complying

You need a system in place that stores relevant information held by the hospital about children participating in the service. This information will be on the child’s clinical notes and must be accessible to adults in the service.

The hospital records, including the ward list, will give the dates and times that children are admitted and discharged. This must be signed by the child’s parent/guardian.

You need to keep records for every child who participates in the service. These records should align with the requirements set out in Chapter 3-B-3 of the ECE Funding Handbook.

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How we assess compliance

When assessing whether you comply with GMA309

Questions we are likely to ask

Can you tell me how you store participation records in the service?
Are records kept for at least 7 years?

We are likely to look at, measure or count

Check if records include all required details outlined in the ECE Funding Handbook (Chapter 3-B-3).

We are likely to request

A sample of records for children who had participated in the service over the past 7 years.

Tools to help you comply

The tools below are here to support you, but you do not have to use them. You can use other tools or methods that work better for your service.

ECE Funding Handbook Hospital-based services:

3-B-3 Hospital-based services - Ministry of Education
Information security

You should be familiar with your obligations under the Privacy Act 2020. This includes the 13 information privacy principles that relate to collecting, holding, and use and disclosure of personal information.

Office of the Privacy Commissioner

Privacy Act 2020

Why this is important

Keeping accurate records of attendance is essential for verifying a child’s participation in the service and ensuring funding is only provided for children who are participating.