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Guide to developing OSHC service specifications

The School Principal is responsible for developing the OSHC service specifications.

The ‘steps to take when school governing council has endorsed the decision to outsource their
out of school hours care service to a third party provider’ document MUST be read before
completing these service specifications.

The service specifications will be inserted into the Request for Quote document, which will be
sent to the providers you select from the OSHC Panel of Approved Providers. Accordingly, it is
essential the specifications accurately reflect what is important about school age care in your
community and for your families.

The suggestions outlined in this document do not account for all potential service
requirements and should be amended based on your schools particular needs. Any additional
requirements should also be incorporated where necessary.

The outsourcing process can take up to 6 months to complete (this includes time required for
regulatory approvals). You must ensure that the commencement date you nominate allows
sufficient time for the process to be undertaken as follows:
 School decision to proceed with outsourcing (around 1 month)
 Outsourcing preparation and selection process (between 6 to 8 weeks)
 Approval processes (at least 1.5 months and up to 3 months)

The school Principal must ensure the specifications do not provide an advantage or
disadvantage to any potential tenderer and must complete and sign the probity statement as
outlined below on school letterhead.

Please contact the OSHC Unit for any queries in relation to these specifications.
DECD OSHC Unit
Ph: (08) 8226 1580
Email: decd.oshc@sa.gov.au .
DECD Procurement Unit
Ph: (08) 8226 1610
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School Name:
School Address:
Governing Council Name:
Governing Council ABN:
Governing Council Chairperson:
Project Manager’s Details:
(person responsible for facilitating the
OSHC outsourcing process – MUST be the
school Principal)
Name:
Position: Principal
Telephone: (08)
Fax: (08)
Email:
PROBITY STATEMENT
(must be provided separately to this document and be on school letterhead)
“These specifications were drafted and approved by the [insert name], School Principal.
In approving these specifications, I declare that these specifications are not biased, nor do they provide an
advantage to one tenderer over another.”
Signed: ..........................................................................
[School Principal]
Date:
/
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MUST BE SIGNED
OSHC SERVICE SPECIFICATIONS
The suggested OSHC service specifications outlined in this document do not account for all potential
requirements and should be amended to suite your schools particular needs. Any additional requirements
should also be added where relevant.
Information contained in green boxes are for instructional purposes only.
Information contained in square brackets should be amended to suit the schools requirements.
1.
2.
3.





BACKGROUND
1.1.
[Insert school name] (“The School”) is a State co-educational school located at [insert address],
[X] km from the CBD of Adelaide [expand to include relevant background information about
the school].
1.2.
The School is a category [X] school with an enrolment of [XX] students. The enrolment trends
of the past few years have been steady.
1.3.
The School is culturally diverse with over [X] countries of birth represented among our
population.
1.4.
[School] has a very strong community focus and has strong parental involvement in the school.
1.5.
Currently the students’ access an after school care program at [insert details]. Some families
utilise the [insert details of current service utilised by school students] and others use the
Vacation Care service at [insert details]. OR Currently, the OSHC service is provided by
[provide background to existing on-site service, if applicable]
TERM OF AGREEMENT
2.1
The Term of the Agreement will be for a one year period, with an option to extend for a further
two year term at the Minister and Governing Council’s discretion.
2.2
The OSHC Provider must commence operating the service on-site on [dd/mm/yy NOTE: consult
with the OHSC unit regarding commencement date].
2.3
Participation in an orientation and handover program prior to the OSHC Provider commencing
will be negotiated.
OSHC PREMISES
You MUST attach a site map and individual building plans, showing square meterage as follows:
o Highlighted site plan showing shared (highlight green) and dedicated spaces (highlight pink)
o Highlighted building plans(s) showing shared (highlight green) and dedicated spaces (highlight pink).
If your school is already providing on on-site OSHC service, your OSHC Director should have suitable maps of the
Premises.
If you don’t have an on-site service or don’t have maps, please obtain SAMIS site/building and use a highlighter to
highlight the relevant areas on the map. Maps for PPP/ super schools can be obtained from Lisa Mackie, DECD
Building Management on Ph: 8226 6738.
The DECD OSHC Unit can provide assistance with determining the OSHC areas to ensure they meet regulatory
requirements, and with determining the square meterage of the areas involved.
Care should be taken to ensure you don’t provide exclusive access to spaces that may be, or may be in future,
shared with another organisation (i.e. activity hall/gym for karate/sports lessons).
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4.
1.
3.1
A map of the School is attached as Attachment 2 and delineates the shared and dedicated
OSHC space.
3.2
The OSHC Provider will be granted:
3.3
Exclusive access during OSHC operation hours to [building X room X and building X room
X (highlighted pink on the map) EXPAND IF NECESSARY]
3.4
Access during OSHC operation hours to the shared common areas [building x room x –
expand if necessary (highlighted in green on the map)].
3.5
The date the OSHC premises is available for occupation is [dd/mm/yy].
3.6
Inspection of the OSHC premises on [dd/mm/yy] can be arranged by emailing [school principal]
on [insert email]
INDICATIVE UTILITY COSTS
4.1
The OSHC Provider will be responsible for paying a proportion of the utilities.
4.2
Indicative utilities charge based on past usage is as follows, however this will vary depending
on usage:

[$X] per year/month for electricity

[$X] per year/month for gas.
OVERVIEW OF THE REQUIRED SERVICES
1.1
The OSHC Provider will be required to provide an on-site Out of school hours care service
primarily for children attending [school name].
1.2
The OSHC program is required to operate every week of the year with the exception of
weekends, public holidays and Christmas/New Year’s weeks.
1.3
Hours of operation are as follows:
Before School
Care (BSC)
After School
Care (ASC)
Vacation Care
(VC)
[X:XX] am to
[X:XX] am
[X:XX] pm to
[X:XX] pm
[X:XX] am to
[X:XX] pm
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Early School
Finish (ESF)
([x] per year)
[X:XX] pm to
[X:XX] pm
Pupil Free Days
(PFD)
([x] per year)
[X:XX] am to
[X:XX] pm
2.
UTILISATION OF THE OSHC SERVICE
2.1
Anticipated utilisation of the service is as follows:
Current
approved
CCB Places
Average
Utilisation
Term x/ Vac
care period
Average
Utilisation
Term x/ Vac
care period
Average
Utilisation
Term x/ Vac
care period
Average
Utilisation
Term x/ Vac
care period
Before
School Care
After School
Care
Vacation
Care
Early School
Finish
Pupil Free
Days
The estimated average utilisation figures above are based on average attendance for the last four
terms/ vacation care or The estimated average utilisation figures above are based on [expand – i.e.
survey undertaken by school]
NOTE: the average utilisation is a daily average not a weekly average
3.
2.2
The OSHC Provider must review the CCB allocation regularly to assist with adequate places
should the school increase in number and demand for OSHC and Vacation Care increase both
internally and externally.
2.3
Places are to be filled using the Australian Government priority of access guidelines.
2.4
The Minister and Governing Council provide no guarantee on the number of children utilising
the service.
OSHC PROGRAM REQUIREMENTS
3.1
3.2
Before School Care
3.1.1
Breakfast must be offered before 8am and discretionary after 8am.
3.1.2
Reception/year one school students are to be accompanied to class by an educator.
After School Care
3.2.1
Reception/year one school students are to be collected for OSHC.
3.2.2
The Provider must offer a ASC program that includes:
a) Homework / quiet area;
b) Afternoon tea;
c) Late snack;
d) Outdoor play / gym;
e) Indoor activities e.g. craft, board games, drawing.
3.2.3
Children should be encouraged to participate in the planning of all programs that
meets the children’s needs and interests.
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3.3
3.4
3.5
4.
3.2.4
The OSHC program should incorporate external specialised programs offered
through the school, e.g. Art classes, Active After School.
3.2.5
The use of electronic games / television / computer time should be limited and
used only when children have exhausted all other active activities, the exception
being inclement weather.
Vacation Care
3.3.1
[X] days in every 5 is to be an “out” activity day i.e. – an externally arranged off-site
excursion. Please note that incursions are considered to be an “in” day.
3.3.2
The structure of the Vacation Care program should be consistent with programs
provided by the service in the past. Copies of previous Vacation Care programs can
be obtained from the School.
3.3.3
At least one day per week of Vacation Care children should be involved in the
preparation of food.
3.3.4
Afternoon tea to be provided on all Vacation Care days.
Food
3.4.1
All food provided must comply with the DECD Right Bite Healthy Eating Policy. A
copy
of
the
policy
is
available
at
www.decd.sa.gov.au/eatwellsa/pages/eatwell/FAQaboutrightbite
3.4.2
All meals are to be prepared and cooked on the school premises.
3.4.3
Afternoon tea should include a fresh fruit and vegetable platter followed by a
nutritious snack.
3.4.4
Drinking water is accessible to children at all times.
3.4.5
A menu must be displayed and updated weekly.
3.4.6
Any allergies or special diets must be on the enrolment form. Families are required
to provide the service with health care plans containing a current photo of child.
Animals
3.5.1
Animals / pets currently residing in the OSHC area are to be retained and cared for
by the staff and children and replaced when necessary. Remove if no OSHC pets.
3.5.2
The [insert details of school pets] need to be cared for during Vacation Care.
3.5.3
The OSHC Advisory Committee to be notified if the Provider intends to introduce
additional animals to the school environment.
POLICIES AND PROCEDURES OF THE SCHOOL
4.1
The Provider’s policies and procedures should be consistent with the school’s policies and
procedures.
4.2
The school policies and procedures are available to view on the school website [insert link to
schools website]
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5.
6.
CHILD: EDUCATOR RATIO
5.1
Educator to child ratios for excursions must be based upon the OSHC Provider undertaking a
detailed risk assessment from which they formulate an appropriate ratio (in line with the
requirements of the Education and Care Services National Law 2010).
5.2
Preschool age children are permitted to attend all services provided by OSHC (specific ratios
are required in line with the Education and Care Services National Law 2010).
5.3
When vacant places are filled, priority must be given to school children over children who have
not started school. The service is encouraged to provide care to children with high support
needs and disabilities as per the Australian Government Child Care Handbook.
AIMS AND OBJECTIVES OF THE OSHC SERVICE
The aims and objectives must be amended to suit your particular schools requirements. If your school
doesn’t have specific aims or objectives, you may outline the schools vision or mission statement (or similar).
6.1
Aims:
 To offer the community a fun, caring and secure environment which caters for the social,
emotional, physical, cultural and developmental needs of children.
 To provide a diverse range of programmed and self-initiated pursuits, where students can
interact with peers of varying ages, backgrounds and ability levels, in an atmosphere
where children feel comfortable to relax and unwind.
 In accordance with the school’s values, to offer children structured and spontaneous
recreational experiences to learn and grow so they develop into happy and confident
individuals.
 To create and maintain the highest quality service of care and to further the social,
emotional and interpersonal development of students; and to foster a supportive
environment where students feel safe and happy.
6.2
Objectives:

Create opportunities for positive social interaction;

Create quality and diversified recreation and leisure activities that engage all children;

Create opportunities for children to achieve together;

Create a service of integrity and security for all children, families and employees involved;

Provide optimum duty of care;

Work collaboratively to meet the needs of all children, including children with disabilities
and/or challenging behaviours.
7.
RENTAL FEE
The School must set the rental figure if they choose to change rent.
8.
7.1
For-profit OSHC Providers will be required to pay a [monthly/quarterly/yearly] rental fee of
[$X]
7.2
Not-for-profit OSHC Providers will not be charged a rental fee, in accordance with DECD
Community Use of Facilities guidelines.
PERSONNEL AND WORK ALLOCATION
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8.1
9.
10.
The OSHC Provider must have mechanisms in place to manage the provision of all services in
the event of loss or absent staff.
TRANSITION ARRANGEMENTS – SCHOOL GOVERNING COUNCIL OSHC EMPLOYEES
9.1
Continuity of staff is important to [school name].
9.2
The Governing Council, in consultation with existing employee(s), has indicated a preference
that employee(s) be retained by the successful OSHC Provider and entitlements either paid out
by the outgoing OSHC provider or transferred to the incoming OSHC provider in accordance
with the transfer of business provisions under the Fair Work Act 2009.
9.3
The OSHC Provider must outline in their response if they are prepared to transfer the accrued
entitlements (length of service, personal and recreation leave etc.) of such staff to their
organisation on the receipt of the monetary value of those entitlements from the School
Governing Council.
9.4
The OSHC Provider must provide details (including methodology) on how they would
determine which employees they would offer employment to, in the event that there were
more employees than they would require.
OSHC SERVICE ASSETS
10.1 The Governing Council’s owns the following assets which they are willing to sell to the
successful OSHC Provider:
10.1.1
11.
[insert description of assets and associated serial numbers if applicable/available]
OSHC RESOURCES
11.1 The School is willing to provide [insert details of resources].
11.2 The OSHC Provider must make provision for and purchase all other required up set up
equipment.
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