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Support Point Update 21st Nov 2017

Support Point Update 8th August 2017

August 8, 2017

HR topic of the week:

 

Recruitment and Selection:

Continuing our series on recruitment and selection, this week we focus on the interview process.

The most common method of selection is by means of a formal structured interview. When all applications have been received after the closing date of the advertisement it is then time to review the applications. Candidates can be scored against meeting certain criteria. This can be recorded on a spreadsheet. Candidates who score highly, meeting the selection criteria that has been set out, can then be invited for interview. Contact the short-listed candidates by phone to invite them for interview and this can be followed up with a confirmation email/ letter. The candidates not short listed for interview should be written to my email/letter and copies of this correspondence should be kept on file.

The interview board should consist of at least two people but preferably three. If necessary, get someone from outside the organisation to sit on the interview board and aim to achieve gender balance with a mix of male and female on the interview board. There should be a designated chairperson of the interview board. The interview board must be given copies of the job description and person specification as well as the cover letter and CV’s of all candidates attending for interview. Prepare a set of interview questions and a score sheet.

The questions asked at selection interviews must be relevant to the specific job. The interview board should ensure that questions asked are relevant to the position, are aimed at assessing the candidates in relation to the agreed criteria and will provide information to assist in selecting the best candidate for the job. interview boards should be mindful at all times of not asking questions which could be construed as potentially discriminatory under the nine areas covered by the Employment Equality Acts 1998 –2011.

After the interviews are completed the score sheets for each candidate should be reviewed. The candidates should be ranked suitable or unsuitable for appointment based on their performance at interview(s) and the quality of their written application.

If there seems to be two or three suitable people second interviews may need to be arranged. If there appears to be no suitable candidate a decision may be taken to advertise. When a suitable candidate is selected the next step is checking references and Garda vetting.

Interview board members should be aware that any notes they make on a candidate that they make about any of the candidates may be discoverable under Freedom of Information legislation.

All parties involved in the recruitment process must respect candidates’ right to privacy and confidentiality at all times.

 

 

Support Point Question of the Week:

 

Q. Are parents required to sign their children into the service and to record the time they arrive or is it sufficient for an employee to check in the child?

A: Either the parent or the service can sign the child in/out. It is the responsibility of the registered provider to ensure that each preschool child attending the service is checked in and out of the service by a staff member, this staff member ensures that each child is checked in or out. The service provider must have a policy to underpin the practice and have a record on file of attendance. The service provider can decide whether they, or the parent signs in the child.

 

Q. Is it necessary for the service to record the time they arrive?

A: Yes

http://www.tusla.ie/uploads/content/V3_Questions_asked_To_Tusla_Early_Years_Inspectorate_1st_March_2017.pdf

 

 

Support Point Topic of the Week:

*Pobal Update 9 August 2017*

Please note the service calendars must be submitted in advance of any registrations. Please check individual programme information for details of the registration opening dates and preliminary payment dates.

September Readiness 2017/2018 Announcement

Below is the key information you will need in relation to registrations, deadline dates, how to guides and payment schedules for the coming weeks.

Further information will be available in the coming weeks.

If you have any queries please contact Pobal Online Support on 01-5117122, or contact your local City/County Childcare Committee.

The Service Calendar & Fees List should preferably be completed before registration submission.

 

All DCYA Funded Programmes

 

 

Key Information

 

Key Dates

 

Contracting

 

Once the PAU has been validated you can complete the re-contracting steps on the PIP Portal.

How-To Guide

 

Deadline for re-contracting

11th August 2017 (to receive preliminary payment

(if applicable)).

 

 

Service Calendars

& Fees Lists

 

 

The Service Calendar & Fees List should preferably be completed before registration submission.

How-To Guide

 

 

To be completed by

21st August 2017.

Please Note:
• New services or those who have changed address, legal status or ownership are not guaranteed first payment unless the contracting process has been completed by 11th August 2017.
• Please check with your local City or County Childcare Committee to determine the progress of your application.

Payment Notes:
Please be advised that, in order for Pobal to process payments, Early Years Services must have:
• Completed the contracting process through the PIP Portal.
• Submitted the Service Calendar & Fees List prior to 21st August 2017.
• Supplied a valid TCAN to pipdocuments@pobal.ie and be tax compliant.

Pobal will process payments to the existing bank account associated with the service on PIP – for any changes please notify the Early Years & Young Peoples Directorate via pipdocuments@pobal.ie
https://www.pobal.ie/fundingprogrammes/earlyeducationandchildcare/programme%20implementation%20platform/Pages/PIP%20Programmes%20Implementation%20Platform.aspx

 

Fees List and Service Calendar for 2017/2018 DCYA funding programmes

This information has been taken from the Rules for the DCYA Funding Programmes and the Pobal Grant Funding Agreements. While the date for most final submission of Fees Lists is in September, it would be wise to submit these as soon as possible n.b.The Service Calendar & Fees List should preferably be completed before registration submission:https://www.pobal.ie/fundingprogrammes/earlyeducationandchildcare/programme%20implementation%20platform/Pages/PIP%20Programmes%20Implementation%20Platform.aspx

ECCE

The Registered Provider shall submit a fees list to the Programmes Online Administration System by 30 September 2017 which demonstrates that, where children attend for more than the minimum hours, the capitation fee is used in full to reduce the fee charged to parents for additional hours.

The Registered Provider shall submit a service calendar to the Programmes Online Administration System by 25 August 2017. https://www.pobal.ie/Publications/Documents/ECCE%20Grant%20Funding%20Agreement%202017_2018.pdf

2.26 Fees List and Service Calendar – from DCYA Rules

i. Service Providers must complete a Fees List and Service Calendar at the beginning of each academic year. They must show details of all the fees charged to parents, as well as details of any additional charges, discounts or donations applied by the service.

ii. Service providers are required to open for a minimum number of weeks per ECCE term, details of which can be found in the ‘How to Guide’

iii. A copy of the Fees List, together with copies of any standard letters issued to parents, must be on prominent display in an area accessible to parents.

iv. Services must have a signed letter on file in respect of each parent of a child on the ECCE programme, showing the fees that have been approved. These fees must match those shown on the Fees List. An ECCE calendar must be distributed to all parents showing the days the service is due to be open under the ECCE academic year.

v. Four weeks’ notice of any change to the Fees List must be given to parents. Where the Fees List has been revised, amended Fees List letters must then issue and be signed by the parents for the service’s files. https://www.dcya.gov.ie/documents/earlyyears/20170724RulesForDCYAChildcareFundingProgrammes20172018.PDF

 

 

 

CCS

1. The Grantee must upload a fees list by 30 September 2017, and service calendar by 25 August 2017 to the Programmes Online Administration System, which demonstrates that the appropriate reductions in childcare fees for qualifying parents will be applied. This fees list and service calendar will be subject to review by the Grantor and / or the relevant CCC.

The ‘snap-shot period’ will be from 18 September 2017 to 13 October 2017.

https://www.pobal.ie/Publications/Documents/CCS%20Grant%20Funding%20Agreement%202017_2018.pdf

2.2.24 Fees List and Service Calendar

i. Service providers must complete a Fees list and Service Calendar at the beginning of each academic year. This must show details of all fees charged to parents, to include details of any additional charges, discounts, or donations applied by the service.

ii. A copy of the Fees List, together with copies of any standard letters issued to parents, must be on prominent display in an area accessible to parents. iii. Service providers must have a signed letter on file in respect of each parent of a child on the CCS programme, showing the fees that have been approved (“The Service Fees Information Letter”). These fees must match those shown on the Fees List. A CCS calendar must be distributed to all parents showing the days the service is due to be open under the CCS academic year. iv. Any changes to Fees List or CCS Calendar must be approved by the CCC. Four weeks’ notice of any change to the Fees List must be given to parents. Where the Fees List has been revised, amended Fees List letters must then be issued and signed by the parents for the service’s files.

https://www.dcya.gov.ie/documents/earlyyears/20170724RulesForDCYAChildcareFundingProgrammes20172018.PDF

 

 

CCSP

3.2.10 Fees List and Service Calendar

i. Service providers must complete a Fees List and Service Calendar at the beginning of each academic year. They must show details of all the fees charged to parents, as well as details of any additional charges, discounts or donations applied by the service.

ii. A copy of the Fees List, together with copies of any standard letters issued to parents, must be on prominent display in an area accessible to parents.

iii. Service providers must have a signed letter on file in respect of each parent of a child on the CCS Plus programme, showing the fees that have been approved. These fees must match those shown on the Fees List. A CCS Plus calendar must be distributed to all parents showing the days the service is due to be open under the CCS Plus academic year. iv. Any changes to Fees List or Service Calendar must be approved by the CCC. Four weeks’ notice of any change to the Fees List must be given to parents. Where the Fees List has been revised, amended Fees List letters must then issue and be signed by the parents for the service’s files.

6.2.13 Service Calendars Service providers must complete a Service Calendar for each TEC programme at the beginning of each academic year and provide a copy to all TEC parents.

https://www.dcya.gov.ie/documents/earlyyears/20170724RulesForDCYAChildcareFundingProgrammes20172018.PDF

ii. A fees list (by 30th September 2017), and service calendar (by 25th August 2017), to be uploaded to the Programmes Online Administration System, which shall be subject to review by the city/county childcare committees (‘CCCs’).

Term:

9.1. This Agreement shall cover the periods and types of childcare provision agreed between the Grantee and the Grantor in respect of the period, 21 August 2017 to 17 August 2018 which shall constitute “the Term”. The Agreement may be extended or entered into electronically and the Grantee shall be required to electronically confirm and accept the terms and conditions of this Agreement.

10. The Grantee shall complete all contractual requirements and have a contract in place with the Grantor by 22 August 2017.

https://www.pobal.ie/Publications/Documents/CCS%20Plus%20Grant%20Funding%20Agreement%202017_2018.pdf

 

TEC

6.2.12 Fees Policy

Please refer to Table 3 in the ‘RULES FOR DCYA CHILDCARE FUNDING PROGRAMMES’: https://www.dcya.gov.ie/documents/earlyyears/20170724RulesForDCYAChildcareFundingProgrammes20172018.PDF with regard to the maximum parental contribution under the different programmes.

6.2.13 Service Calendars Service providers must complete a Service Calendar for each TEC programme at the beginning of each academic year and provide a copy to all TEC parents.

Payment of the Grant shall be subject to the Grantee verifying compliance with this condition by the provision of a fees list and service calendar to be uploaded to the Programmes Online Administration System by 16 September 2017, which will be subject to review by the Grantor and/or the City/County Childcare Committees (CCCs).

 

https://www.pobal.ie/Publications/Documents/TEC%20Grant%20Agreement%202017_2018.pdf

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