Appendices

Appendices.
Appendix 1:
Appendix 2:
Appendix 3:
Appendix 4:
Appendix 5:
Appendix 6:
Sample Recruitment & Selection Policy
Sample Job Descriptions.
Sample Person Specification Form
Sample Application Form.
Sample Advert
Sample Short listing Forms
Appendix 7: Sample Interview Scoring Sheets x3.
Appendix 8:
Appendix 9:
Appendix 10:
Appendix 11:
Appendix 12:
Appendix 13:
Appendix 14:
Sample Letter of Offer/Letter of Decline.
Reference Request Forms.
Recruitment Checklist.
Sample Staff Induction Checklist.
Sample Contract of Employment.
Staffing and Management Checklist.
Sample Student Pre-Placement Questionnaire.
Appendix 15: National Qualifications Authority of Ireland –
National Qualifications Framework.
Cross Border Qualifications Comparison.

Appendix 1: Sample Recruitment and Selection Policy.
The childcare service is committed to ensuring that the
procedures and practices used in recruitment and selection are
fair, consistent and effective.
The childcare service is committed to ensuring that the
recruitment and selection policy and procedures of the childcare
service comply with equal opportunity legislation and policy.
Recruitment of staff will be selected from the widest possible
field. Therefore positions will be advertised internally and
externally, including local and national newspapers. Internal
recruitment will only apply when the pool of candidates is
sufficient for fair selection.
Applications of present staff will be treated on an equal basis
with external applications.
Individuals will be selected on the basis of merit. Candidates for
the positions will not be treated less favourably on the grounds
of gender, marital status, disability, age, religion, sexual
orientation, race, colour, ethnic or national origin, or put at a
disadvantage by unjustifiable conditions or requirements.
Advertisements and information sent to candidates about posts
should state clearly that the childcare service is an equal
opportunities employer.
Job sharing will be considered.
A person specification will be drawn up for each post to be
filled, describing the experience skills, and other attributes
required to carry out the job.
A job description will be drawn up for each post outlining the
duties, tasks and responsibilities for the job.

Every effort will be made in representing both sexes on
interview panel.
Interview panels will be given guidelines on good interview
practice and on the prevention of discrimination.
For each vacancy advertised a file will be kept for twelve
months from the date of appointment which contains the
following: Candidates’ Application, Person Specification, Job
Description, Job Advertisement, Record of Candidates’
Assessment, and Correspondence with Candidates.
Any candidate who feels that they have been discriminated
against has a right of complaint, which can be made in writing to
the management of the childcare service.
Source: Clarke,J. (1996)The Staff Recruitment Process Dublin:
Combat Poverty Agency.

Appendix 2. Sample Job Description No.1
Playgroup Assistant
Name of Employer:
Address of Employer:
Job Title:
Job Purpose:
of the playgroup.
Accountable to:
management.
Playgroup assistant
To assist in the day-to-day running
The senior play leader and the
Key Areas of work:
• To assist the leader in providing a pre-school service to xxx
children.
• To implement the curriculum of the pre-school alongside the
leader.
• Assist the leader in planning the daily/weekly routines and
activities.
• To provide a safe environment where children can access
play opportunities.
• To play an active role in the day to day running of the
playgroup and become involved in programme planning.
• To assist the play leader in encouraging parental
involvement, networking and help in all record keeping on a
daily and weekly basis.
• To set up and assist in clearing away and deciding upon play
activities for the day and becoming part responsible for the
care and maintenance of all equipment ensuring it meets
Health and Safety Standards.
• To provide opportunities for the children that will aid a
child’s physical, emotional, linguistic and intellectual
development.
• Observe children and record observations.

• To undertake in any training as considered necessary by the
management.
• To attend and participate in team meetings every two
weeks.
• Participate in relevant training as requested by leader
and/or management and also from your own initiative.
• Participate in quality improvement initiatives such as Siolta
National Quality Framework alongside the leader and other
staff.
• Familiarise yourself with and follow the policies and
procedures and written records of the service.
• Familiarise yourself with the Pre-School Inspection
Guidelines 2006.
• Be aware of the Behaviour Management Policy of the service
and follow this.
• Participate in support and supervision with
leader/management every two months.
• Respect the principle of confidentiality at all times
regarding the children, their families and other staff.
• Familiarise yourself with and follow the procedures outlined
in the Children First Guidelines for the Protection and
Welfare of Children 1999 in relation to child protection
concerns.
• Report any child protection concerns to leader/designated
child protection officer.
• Identify and bring to the attention of the leader any health
and safety concerns you have.
• Any other duties that may be assigned by the management.

Terms and conditions:
Hours and days of work:
Permanent/Temporary/ Full-time /part-time:
Annual leave:
Probation Period:
Salary/Salary scale:
Any other particulars:
(Name of service)…is an equal opportunities employer and acts
within the scope of the Employment Equality Act 1998 and the
Equal Status Act 2000.

Sample Job Description No. 2
Playgroup Leader.
Name and Address of Employer:
Job title:
Location of work:
Reports to:
Playgroup Leader.
XXX
Management
Overall Purpose of Job: The playgroup leader will be
responsible for the efficient running of the playgroup on a day
to day basis. He/She will provide a safe, stimulating and child
centred environment to ensure that all children’s developmental
needs are being met. The leader will be part of a team and your
working relationships will be with two playgroup assistants.
Partnership with parents is expected. The leader will be
accountable to the management.
Key areas of work: Playgroup leader is responsible for:
Welfare & Development of the Child.
• The leader is responsible for the overall safety and welfare
of the children.
• Work directly with children accessing the service.
• Ensure that the Children First Guidelines are being followed
in relation to child protection concerns.
• Understand the role and function of the child protection
Designated Officer.
• The leader in conjunction with staff should formulate a
daily routine for the children which offer a wide variety of
play activities. This will allow for the creative, physical,
imaginative, social, sensory, emotional, intellectual and
linguistic development of the child.

• The leader should ensure that the room(s) is set up before
each session and tidied up at the end in accordance with
daily routine plans and activities.
• Ensure a file is kept on each child including details such as
contact details for parents/guardians, medical issues,
allergies, dietary requirements and any other relevant
information. A separate file should be kept on child
observations regarding child’s development, behaviour and
progress.
• Ensure that regular observations are carried out on each
child and that appropriate notes are kept.
• Ensure that the appropriate curriculum is being
implemented e.g. Montessori, High Scope etc.
• Ensure that infringements outlined in the Pre-School
Inspection report are followed up and rectified (liaise with
management).
• Ensure that the principle of confidentiality is fully observed
by all staff members in relation to any personal details
regarding the children.
• Participate in Siolta National Quality Framework to
continuously aim to improve the quality of the service. This
will be done with other staff members with support from
the management.
Financial/Administrative:
• The selection and ordering of suitable and appropriate
materials/equipment within assigned budget.
• Collection of weekly fees from parents.
• Keeping of receipts book.
• Administration of petty cash budget.
Health & Safety:
• Ensure that the service is operating to the standard and
above of the Pre-School Regulations 2006.
• Ensure that the first aid box is always stocked up.
• Ensuring that fire drills are organised on a monthly basis.

• Be aware of the Health and Safety at Work Act 2005 and
its contents.
• Ensure that the environment is safe and free from
hazardous conditions for both the children and other staff
members.
• Record any incidents/accidents that happen in the setting.
• Ensure that management is informed of possible health and
safety concerns for them to rectify.
• Know who the Safety officer is.
• Ensure that the services safety statement is on display at
all times.
Communication:
• Ensure parents are updated regarding child’s progress.
• Involve parents as much as possible in
activities/outings/events within playschool
• Ensure parents are fully informed of services policies and
any developments.
• Hold staff meetings every two weeks
• The leader should meet with either full management or
staff liaison officer from the management committee once
a month, or with the manager in a private service.
• The leader should understand that the manager/committee
is his/her employer and that they can dictate basic policies,
rules, fees etc.
• The leader should be aware of and understand the
relationship between the management; he/she should know
who is responsible for what.
• The leader will work as part of a team.
• The leader will refer to/liaise with the local County
Childcare Committee for additional support and to access
training for him/her and staff members.

Leadership & Management:
• Ensure that all staff members follow all policies and
procedures.
• Supervision of volunteers and students on placement.
• Review, update and further develop policies and procedures
in conjunction with management and staff annually and more
often if required.
• Conduct support and supervision for staff. (This may not be
the case for all services as the management may be doing
it).
• Organise staff rota.
• Operate an annual leave and training request system for
staff.
Training & Personal Development:
• Renew/update first aid and child protection training when
certificate has expired.
• The leader must demonstrate a commitment to ongoing
professional development –attending training, events,
seminars etc at the request of management and also by your
own initiative. This training may take place out of hours and
an allowance may be available from the management
depending on available funding. You may at times however
have to fund training yourself.
Other duties:
Any other duties that may be assigned by management.

The following records should be kept:
• Daily record of attendance.
• Emergency contact details for each child.
• Accident/incident book.
• Waiting list.
• Fire drills.
• Daily/Weekly plan of activities.
• Petty cash book.
• Receipts book.
• Notes of child development and observations.
• Fees.
• Staff rota.
• Insurance details.
• Minutes from staff meetings.
• Minutes and notes from support & supervision sessions.
Playgroup leader is responsible to inform/report to the
management about:
• Any complaints received from parents regarding staff
members or service.
• Any concerns regarding safety of premises or equipment
etc.
• Difficulties/conflicts between staff that have been
unresolved.
• Repairs/replacements of equipment.
• Submit a monthly report to management.
• Submit report for the AGM.
• Liaise with staff liaison officer once monthly.
• Participate in support and supervision with manager or
member of management committee every two months.

Terms and Conditions.
Days/Hours of work:
Salary/Salary Scale:
Temporary/permanent/full time/part time/job share:
Funded by:
Annual leave:
Probation Period:
Any other particulars:
(Name of service)…is an equal opportunities employer and acts
within the scope of the Employment Equality Act 1998 and the
Equal Status Act 2000.

Appendix 3. Sample Person Specification Form.
Sample Person specification for Childcare manager
Childcare Manager Essential Desirable
Education and Qualifications
FETAC level 5 in childcare or
equivalent
FETAC Level 6 Supervision in
Childcare
Diploma in Nursery management or
similar
First aid (either paediatric or
occupational)
Children first-Child protection
training
Manual handling
Relevant experience
One year experience in a similar
role
Knowledge of Pre-school
regulations 1996
Knowledge of child protection
issues
Experience in the recruitment
process
Experience working with outside
agencies such as the pre-school
inspection team, NCNA,IPPA etc.
Experience of working in
partnership with parents
Experience in relevant record
keeping
Knowledge of pre-school curricula
supporting children’s development
and their implementation.
Experience of a quality programme

Skills/Abilities
Excellent communication skills
Record keeping knowledge
Ability to review policies and
procedures
IT skills
Ability to work on own initiative
and as part of a team
Personal Qualities
Pleasant approachable manner
Confident and clearly spoken
Calm welcoming nature
Capable of identifying personal
weaknesses

Appendix 4
Sample Application Form.
Job Application form
Position:
Childcare Leader.
Closing date for receipt of applications: XX/MM/YYYY
Return to:
Surname:
First name:
Address:
Telephone Number:
Mobile Telephone Number:
Email address:

General Education.(Primary and Secondary)
School Attended From to Examinations Result.
Relevant Education/Third Level ed./Accredited Training.
Name of course.
Name of college or
institution (parttime/fulltime/correspondence
or other)
Year
Duration
of course.
Result and
Accrediting body
(e.g. FETAC,
HETAC etc.)

Employment history (starting with most recent)
(Please attach additional page if required)
Dates. Name and Job title Duties and
From to address of
Responsibilities
employer
Reason for
leaving or
wanting to
leave

Training
Give details of any specialised training received or courses attended
Name Year Duration of
course
Accredited by?
What do you consider the most important aspects of being a childcare
leader?
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
How do you feel about directing other staff members and also taking
direction from a management?
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
Please describe what you know about the Pre-School Regulations 2006.
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
Please indicate how you meet the essential and desirable criteria as set
out in the person specification form and outline your interests, skills
and abilities that are relevant to the post.
References

Please give the names addresses, and phone numbers of two persons who are in a
position to comment on your professional work ability (references will not be taken
without clarification/confirmation with you in the first place)
Name:
Name:
Address:
Address:
Telephone Number:
Telephone Number:
Position:
Position:
If the above is the name of your present employer, do we have your permission to
contact them? Yes No
Do you have full clean driving license? Yes No
Do you have the use of a car? Yes No
Are you aware that if you are successful full Garda clearance is required?
Yes No
If you are successful at the next stage when would you be available to start?
DECLARATON
I hereby declare that, that the information given in this form is true and correct
and give my permission for enquiries to be made to establish such matters as
age qualifications, experience and character and for the release by other people
or organizations of such information as may be necessary for that purpose. This
may include enquiries from past/present employers and the submission of the
application is taken as consent to this.
Signature: ________________________
Date:
________________________

Appendix 5
Sample Adverts.
…ltd is a community based crèche providing a quality childcare service for
children aged between 6 months and 12 years.
Hours of work:
Location:
Salary:
………………Ltd invites applications for the following position.
Full time
Childcare Leader.
Mon-Fri-8am -6pm.
Railway St, Belturbet, Co. Cavan.
€xx per hour.
The leader will be responsible for:
• Managing the toddler room (2-3 yr olds) which caters for 12 children.
• Lead two other staff members.
• Responsible for day to day running of toddler room.
• Engage with and communicate with parents.
• Devise daily routines and plan activities in consultation with the children.
• Report to centre manager and management committee.
Person specification:
Essential Criteria:
• Minimum childcare qualification-FETAC level 5 in Childcare.
• Minimum two years experience working with children in similar setting.
Desirable Criteria:
• Current First Aid certificate.
• Knowledge of Children First National Guidelines for the Protection and Welfare
of Children.
• In-depth knowledge of Pre-School Regulations 2006.
Please contact ….on 049….or email ……to request an application form, person
specification and job description.
Closing date for receipt of applications: dd/mm/yyyy.
….ltd is an equal opportunities employer.
Funded by the Irish Government
under the National Development Plan 2007-2013

Appendix 6
Sample Shortlisting Forms.
Job Title: ___________________
Name of Applicant SC 1 SC 2 SC 3 SC 4 SC 5 Interview
Yes or No
Comments
Short list of essential Criteria for role of _________________:
SC 1: FETAC Level 5 Childcare course or equivalent
SC 2: Experience _________________
SC 3:
SC 4:
SC 5:
Signed:____________________
Date:________________
____________________
____________________

Job Title: Childcare manager
Name of Applicant SC 1 SC2 SC3 Sc4 SC5 Interview Yes
or No
Comments
Short list essential criteria for role of childcare manager.
No 1 –FETAC Level 5 Childcare course or equivalent
No 2-One year experience in similar role
No 3-Knowledge of pre-school regulation 1996
No 4-Experiene of working with outside agencies
No 5-Knowledge in record keeping

Job Title: Childcare Manager
Name of Applicant SC 1 SC 2 SC 3 SC 4 SC 5 Interview
Yes or No
Comments
Short list Essential Criteria for role of Childcare Manager:
SC 1: FETAC Level 5 Childcare course or equivalent
SC 2: One year experience in similar role
SC 3: Knowledge of Child Care (Pre-school Services) Regulations 2006
SC 4: Experience of working with outside agencies
SC 5: Knowledge in record keeping
Signed: ______________________
Date:________________
______________________
__________________

Appendix 7 Sample Interview Scoring Sheet.No. 1
Name of Service. ________________________
Name of applicant:_______________________ Date of Interview.______________________
Qs Essential Desirable not met notes
1 Education/Qualifications 5 4 3 2 1 3 2 1 0
Childcare FETAC L5.
First Aid.
Child Protection.
2 Experience.
Full day care(min 1 year)
Management Exp.
Other
Personal Qualities
3 Initiative
4 Motivation
Knowledge
5 Pre-School Regs 2006
6 Children First Guidelines
7 Child Development
Skills
8 Communication with management.
9 Teamwork
10 Relationship with parents
11 Directing staff
12 IT/admin
Total Score
Grand Total: ____________ I Interview Board Members Sign: ______________________________
_______________________________
______________________________Recommendation:____________________________________________________________
Use the ‘notes’ column to record key words from candidates answers. Please use additional pages if necessary.

Sample No 2. Interview Score Sheet.
Name of Service and Position:
Name of Candidate:
Date:
Interview Board. _____________________________________
_____________________________________
_____________________________________
Areas
Qualifications/Education/Training
‣ Essential requirement=20 POINTS
‣ Additional points awarded.
Diploma/FETAC 6= 5 POINTS Ordinary Degree=10 Honours Degree=15
First Aid=1 Child Protection =1 Manual Handling=1 FETAC Modules=1 each
Other e.g High Scope=1
Experience
‣ Essential Requirement:=10 points
‣ Each additional years experience should account for 1 extra point.
‣ Management Experience=5 points
Skills/Abilities
Record keeping=5 IT/Admin=5 Communication = 5 Initiative=5
Knowledge.
Pre-School Regs=5 Child Protection=5 Child Development=5 Childcare Sector=5
Personal Qualities
Maximum Marks
Available
40
Motivation=5 Commitment=5 Presentation=5 Suitability=5
Grand Total 120
Below is a rating scale designed as a guideline only to reflect the candidates performance n the interview.
1-59 60-80 81-100 101-120
Unsatisfactory:
Person did not meet all of the essential
requirements.
Less than satisfactory:
Person met essential requirements
however the person has a lack of
experience, skills and abilities that are
relevant to carrying out the roles of the
position.
Satisfactory:
Person met the requirements and showed
a good understanding of the role. The
person also has the relevant skills and
experience to carry out the role to a
satisfactory standard.
20
20
20
20
Total Marks
Awarded
Very Good:
The person showed a high level of
understanding and has highly
developed skills and abilities. This
person has exceeded the basic
requirements of the position.
Please note that in all of the above categories a candidate must score the essential requirement points in order to be considered for the position.
Recommendation:_______________________________________________________________________________________

Sample No 3. Interview Scoring Sheet.
Name of Service:_____________ Candidate name:______________ Date of Interview____________
Areas
1 Education/Qualifications/
Training
Essential
Criteria
Essential Criteria Points
Awarded.
Desirable Criteria
FETAC L5 Diploma, BA, FETAC L6.First Aid,
Child Protection.
Desirable
Criteria
Points
Awarded.
2 Experience Min 2 years Additional years exp, Management
Exp, Admin Exp.
3 Skills Abilities Initiativeability
to work
on own. record
keeping.
4 Knowledge Child
development
and behaviour.
5 Personal Qualities interest,
motivation,
Creative, IT skills, dev policies and
procedures
Children First Guidelines, Pre-
School Regs, quality programmes
commitment to training and person
development.
Total= Total=
Recommendation:
Grand Total =
Interview Board Members Signature:
____________________
____________________
____________________

Appendix 8 Following the Interview
Sample Letter of Decline.
Candidate Name
Address
Facility Name
Address
Contact Number
Date______
Dear ______
Thank you for attending our interviews on the (interview date).
Unfortunately I regret to inform you, that you have been
unsuccessful for the position as _________________.
Should you wish to receive feedback in relation to your
interview, please contact (name) at (contact Number).
We wish you every success with you career in the future
Thank you for your time.
Kind Regards
________________
Manager/ Member

Sample Letter of Offer.
Candidate Name
Address
Date _______
Facility Name
Address
Contact Number
Dear _______
I am delighted to inform you that you have been successful in
your application for the position as childcare Leader/Assistant/
Manager subject to Garda check and employee reference
checks.
We will be in contact in the near future to arrange your start
date and with any other further administration.
Looking forward to working with you.
Kind Regards
__________________
Manager/ member

Appendix 9.
Sample Reference Forms.
Employee/Student/Volunteers Self Declaration Form
C o n f i d e n t i a l
DECLARATION FROM ALL EMPLOYEES/STUDENTS/VOLUNTEERS
WORKING WITH CHILDREN AND YOUNG PEOPLE
Surname: Forename: __
Previous Surname:____________________
Current
Address:_______________________________________________________________
______________________________________________________________________
Previous
Address:_______________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Date of Birth: Place of Birth ____
Any other name previously known as
_____
Are you a : Student Volunteer Potential Employee
Have you ever been convicted of a criminal offence or been the subject of a
Caution or of a Bound Over Order?
Yes No
If yes, please state below the nature and date(s) of the offence(s):
Nature of offence
Date of Offence
____
_________________
_____________________________________________________ ____________
_____________________________________________________ ____________
Employee/Student/ Volunteer
Signature Print Name Date
_______________ _________________ _______________
Witness signature Print Name Date
_______________ __________________ _______________

Reference request form
S\ reference form
C o n f i d e n t i a l
_____________ has expressed an interest in becoming an employee of _____________
and has given your name as a referee.
Name of organization offering
referee._______________________________________
Name of referee:
______________________________________________________
Position of referee:
______________________________________________________
Please confirm the length of time the candidate worked for your organization.
From:________________
To:________________
Position held:____________________
This post involves substantial access to children and as a childcare organisation committed to the welfare
and protection of children, we are anxious to know if you have any reason at all to be concerned about
this applicant being in contact with children or young people?
Please indicate yes or no.
Yes No
If you have answered yes, we will contact you in confidence.
If you are happy to complete this reference, all information contained on the form will remain
confidential, and will only be shared with the applicant’s immediate supervisor, should they be offered a
childcare position. We would appreciate you being extremely candid in your evaluation of this person.
In what capacity and how long have you known this person?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
What attributes does this person have which you would consider makes them
suitable to work with children?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

How would you describe their personality; include a description of the person’s
strengths and weaknesses.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Is the candidate considered to be reliable, punctual and honest? Have they
respected the principle of confidentiality?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Please comment on candidates ability to work on own initiative and within a team.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Please rate this person on the following (please tick)
Responsibility
Maturity
Motivation
Energy
Trustworthiness
Reliability
Poor Average Good V/Good Excellent
Would you re-employ this person? Yes No
______________________________________________________________________
______________________________________________________________________
Any other comments?
______________________________________________________________________
______________________________________________________________________
____
Signed: _______________
Date: ________________
Thank you for your taking the time to fill out this form.

Appendix 10.
Recruitment Checklist.
Yes No
Have you a recruitment policy (to satisfy requirements under
Pre-School Regulations 2006)
Have you drawn up a job description?
Have you drawn up a person specification?
Have you a list of the essential and desirable criteria?
Have you decided what the method of application is?
C.V OR Application Form?
Have you included all relevant logs on advertisement?
Have you included closing date on advertisement?
(usually allowing 3 /4 weeks for whole process)
Have you a recruitment panel set up?
Do you have an application pack ready?
(incl. job desc., person spec, app form and info on service)
Have you written a letter of invitation for interview?
Have you a scoring/grading system ready for interviews?
Has the panel agreed on interview questions?
Have you written to successful applicant offering position?

Have you written to unsuccessful applicant offering
opportunity for feedback?
Have you kept all notes from interviews?
Have you checked two references for potential employee?
Have you applied for Garda vetting for potential employee?
Have you drawn up a contract of employment including the
employee’s job description and terms and conditions?
Has the contract been checked by a solicitor?
Has contract been signed by employee and management?
Have you kept appropriate records of person you recruited?
Application form/C.V + cover letter.
Copy of signed contract
Copy of references and/or reference request forms.
Copy of Garda vetting
Copy of qualifications and certificates.
Have you begun process of induction?

Appendix 11
Staff Induction Checklist
Name of Service.____________________ Name of Employee_____________ Position__________
Date:____________ Please sign of as and when you feel confident that you understand each area/topic
Topic Date Initials Signature
General Induction to the Nursery
Do you know your way around the building and surrounding area inc Toilets, Utility, Sleep
room, Cupboards, Kitchen, Office, All Rooms, Outdoor areas, Garden, Staff room, Offices
and Stores, where you can park?
YES/NO
Have you got a locker where you can keep your belongings?
YES/NO
Have you been introduced to other staff members?
Have you been allocated a member of staff to shadow?
YES/NO
YES/NO
Have you been introduced to children and their parents?
YES/NO
Have you seen the Rota? Do you know where to find it? Do you understand it?
YES/NO
Have you been given the dates of the next 4 staff team meetings?
YES/NO
Policies and Procedures
Do you know where to find the policy and procedure file?
YES/NO

Have you read through and signed the policies and procedures with the supervisor/manager?
YES/NO
Record Keeping
YES/NO
Have you been showed how to complete each record within the nursery inc time sheets, sleep
monitoring, observation records, Daily records (for full list please see masters file)
Do you know where to file each form? YES/NO
Personnel information
Have you completed your SMART objectives? YES/NO
Have you completed a new starters form? YES/NO
Good Practice
Are you clear on the guidelines for good practice at work?
Structure of Service
Do you understand the staff structure within the crèche/pre-school/after school and the
immediate links outside?
Are you fully aware of what services we provide and our standards?
YES/NO
YES/NO
YES/NO

Health and Safety
Are you aware of the standards of personal and child hygiene routines?
Have you been advised of what immunisations you should have?
Are you confident in signposting parents of unvaccinated children to the HSE?
YES/NO
YES/NO
YES/NO
Do you know where to find the first aid supplies? Do you know who your first first aid
contact is?
YES/NO
Do you know how to evacuate the premises in the event of an emergency? Where to take the
children? Would you know how to raise the alarm?
YES/NO
Do you know the security procedures surrounding the attendance of children at the nursery?
YES/NO
Are you aware of the daily cleaning and safety checks to be carried out and forms to be
signed? Do you know how to complete a risk assessment form? And what to do with it?
YES/NO
Do you know where to find the domestic checklists? Are you familiar with all tasks on these
lists?
YES/NO
Materials & Equipment

YES/NO
Do you know where to find the instructions for the use of equipment?
Have you been shown where to store equipment out of sight when it is not in use?
Do you know how to ensure safe storage of cleaning products
YES/NO
Do you know how to ensure supplies are relinquished
Working with Colleagues and Parents
Are you clear on the guidelines on working with Colleagues, professionals and Parents?
What to do in the event of difficulties with another member of staff?
Working with Children
Have you received guidelines on working with Children?
Have you received guidelines on report writing updating children’s files.
YES/NO
YES/NO
Child Protection
Have you been introduced to the internal child protection officer? And been provided with
the guidelines for dealing with child protection issues? Designated officer, writing reports
etc
YES/NO

Appendix 12:
Sample Contract of Employment
XXX Childcare Service
Sample Contract of Employment
or
Terms and Conditions of
Employment
(name of childcare service)-------
-------------------------------------
and
(name of employee)----------------
Date:________

Name of Employer: _______________
Address of Employer:
____________________________________________________________________
____________________________________________________________________
Job Title: ______________________________________________
1. Duration of Contract
This is a contract between the ____________ and
______________. The appointment is for a period from
________ to _______. This is a fixed term contract and
therefore the provisions of the Unfair Dismissals Act, 1977 to
1993 will not apply to the termination of this contract where such
termination is by reason only of the expiry of the fixed term.
2. Probation
You will be on probation for the first …… months of this contract. The
probation period may be extended at the discretion of __________.
___________ reserves the right to terminate your employment
either during or at the end of this probation period.
3. Salary/Wages
The salary for the position is ________per annum.
Salary is paid on a ……… basis on the ___________ of the
month/week etc. It will be paid by _______(direct debit etc).
4. Duties
You will be required to perform any duties which may be assigned
to you from time to time as appropriate to your position and to
undertake all legitimate requests of the manager/management
and its designated officers. The position will be whole time and
you may not engage in private practice or be connected with any
outside business, which might interfere with the performance of
official duties.
5. Hours of Work
The hours will be ____ hours per week, exclusive of lunch breaks.
Flexibility will be required from time to time, which may require you
to work weekends or evenings.

Normal working hours
The normal working hours are ____am to ___pm, or so agreed by
Management according to the requirements of the work.
Time off In Lieu
TOIL is granted for all hours worked in excess of the normal working
week, e.g. evening meetings, and this should be approved in advance by
the management or its designated officers. To claim TOIL staff must
inform management________of working TOIL and take accumulated
time off within ____ month. Where at all possible, prior approval
should be sought in advance of extra hours worked.
6. Location
You will be based in:
_______________________________________.
7. Annual Leave
Your annual leave will be ____ working days. Annual leave
will be calculated in accordance with the provisions of the
Organisation of Working Time Act 1997. Annual leave is
exclusive of the usual public holidays. Annual Leave must be
approved in advance by the Management . Annual leave must
be taken _________(for example: at Christmas, Easter,
Summer holidays when service is closed.) .
There are nine/ten public holidays per year.
Payment of annual leave will be covered by the provisions of
Part III of the Organisation of Working Time Act 1977.
Public holidays shall be given in accordance with the
Organisation of Working Time Act 1977.
When a termination of this contract occurs and the paid
holidays already exceed the paid holiday entitlement on
the date of termination, __________________ shall
deduct the excess holiday pay from any termination pay.

8. Sick Leave
In the event of absence due to illness you must contact the
designated person one hour before the shift starts on the
first day of illness to explain the absence. A certificate
from a qualified medical practitioner must be furnished to
the management on the third day of illness and on a weekly
basis thereafter. _____________ reserves the right to
have you examined by their own medical practitioner.
Sick leave entitlement of full pay (less appropriate
deductions in respect of social welfare benefits) may be
allowed during sick absences up to the following limit in
any period of twelve months service:- ________
Provided that a medical certificate covers each period
of 3 days and the appropriate claim for sickness benefit
is submitted to the Department of Social, Community &
Family Affairs and uncertified leave does not exceed 7
days in total per annum.
9. Confidentiality
You will agree not to disclose to third parties
confidential information either during or subsequent to
the period of employment.
10. Grievance Procedures
If you have any grievance, which you consider to be genuine
in respect of any aspect of your employment, you have the
right to a hearing by your immediate superiors or other
management as circumstances warrant. If you are unhappy
with the outcome of the hearing you may appeal to more
senior management. You may be accompanied, should you so
wish, either by a fellow employee or a representative of
your choice at the appeal hearing.

11. Termination Provisions
Notwithstanding the fact that this is a fixed term
contract, _______________ reserves the right to
terminate your employment prior to the expiry of the
completion of the fixed term.
Termination in such situations can be for any of the
following reasons;
• Incompetence or poor work performance
• Misconduct (serious or persistent)
• Incapacity
• Failure to carry out reasonable instructions
• Redundancy
• Circumstances which cannot be foreseen at the
outset e.g. lack of funding or insufficient funding,
Government decisions, strikes in the workplace
externally affecting __________________ or if
for any reason the work of the project cannot be
completed or is no longer required.
• Other substantial reasons occur.
Except in circumstances justifying immediate termination
of your employment with __________________ you will
be entitled to receive the appropriate period of notice set
down in the Minimum Notice and Terms of Employment Act
1973 as amended by the Unfair Dismissals Act 2001.
12. Dismissal Procedures
The following procedure will be followed before a decision
to dismiss you from ___________________ is taken;
• A full investigation will be carried out by the
manager/chairperson (or it’s designated officer/s),
during which time you may be suspended with or
without pay, pending the outcome of this process.
• You will be informed of the reasons for the
proposed dismissal and you will have the right to
state your case. You may be accompanied, either by

a fellow employee or a representative of your
choice.
• You may appeal to the manager/Chairperson, (or
designated officer/s) if a decision is taken to
dismiss you at the conclusion of the full
investigation.
• If you wish to challenge the dismissal then, in
accordance with the normal procedures, the
matter shall be referred to a Rights Commissioner,
the Labour Court, the Labour Relations
Commissioner, or the Employment Appeals Tribunal
as appropriate.
• Certain serious breaches of
___________________ rules, customs of
practice may result in your being dismissed without
notice or pay in lieu of notice.
13. Voluntary Notice
Should you wish to resign voluntary, you will be expected to
provide _______notice in writing. This may be waived by
agreement with the management.
14. Safety Statement
__________________ has prepared a Safety Statement
in accordance with the Health & Safety At work Act 2005.
You are required to familiarise yourself with the safety
procedures for your employment.
15. Variation
The parties to this contract reserve the right to vary the
terms herein by agreement in writing. Any such variations
will henceforth form part of this contract.
Employee Signature: _______________________
Date: __________
Employers Signature: _______________________
Date:___________

Appendix 13
Sample Staffing & Management Checklist.
Staffing and Management Checklist.
1
Staff
No.
Staff Name Position Date of
Employment
2 Refs
provided.
(please
tick)
Refs verified &
Record of
Verification
Provided &
Signed.
(please tick)
Garda Vetting.
In process or
achieved.
(please state)
Copy of
qualification
s on file.
(Please tick)
Over
18
(please
tick)
2
3
4
5
6
7
8
9
10

Appendix 14
Sample Pre-Placement questionnaire
Students name: ___________________
Address:______________________________________________
_____________________________________________________
___________________________________
Telephone number
_________________
Do you have any specific needs we need to be aware of to enable
you to get the most out of this placement?
_____________________________________________________
_________________________________________
Course Details
_____________________________________________________
_____________________________________________________
___________________________________
Have you completed any other Childcare related courses?
_____________________________________________________
_____________________________________________________
___________________________________
Course Tutors Name
______________________________
Address
_____________________________________________________
_________________________________________
Contact telephone number
________________________
Copy of Insurance Provided – Prior to commencement of placement,
the college must provide a copy of the students Garda Vetting.
Yes No
Give details of any previous childcare experience you have had with
children

_____________________________________________________
_____________________________________________________
___________________________________
What would you like to achieve from this placement,
For example:
_____________________________________________________
_____________________________________________________
___________________________________
Is there a particular age group you wish to gain experience with
_____________________________________________________
_____________________________________________________
___________________________________
Will you need to carry out child observations?
_____________________________________________________
_________________________________________
Experience of planning and evaluating play opportunities
_____________________________________________________
_____________________________________________________
___________________________________
What length of time will you spend with us on placement?
(If specific days of the week please specify days and times)
_____________________________________________________
_________________________________________