PERSONNEL MANAGEMENT

CHAPTER 2
HHB3013 CHILD CARE CENTRE
OPERATIONS
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LEARNING OUTCOMES

After studying this chapter, you should be able

to:

1. Identify the staff requirement in Child Care

Centre
2. Identify the job description of staff in CCCs.

CONTENT
1. Staff Requirement
2. The Staff Records

Types of Staff Required at Early Childhood Program

Types of Staff Required at School Child Age
Program
Staff and Child Ratio

3. Staff Responsibility

Head Teacher
Group Teacher
Program Supervisor
Consulting Head Teacher

4. Staff Qualification
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1. Staff Requirement

STAFF OF THE CHILD CARE CENTRE

Staff in direct contact with the children are called

primary programme personnel. They include the
operator, supervisor and child care providers. Staff
who are not in direct contact with the children but
play a supporting role are called support programme
personnel.
They would include clerks, cooks, cleaners, and
gardeners.
The staff may be working full-time or part-time. Child
care providers, the supervisor and the operator
usually work full-time (an 8-hour day), every day that
the centre is in operation. Part-time employees may
work only a few hours per week, or only when their
services are required. A gardener, for example, may
only be required to work once a week.
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1. STAFF REQUIREMENT
The director and every staff member shall:
1. Be of good character and reputation;
2. Be in sufficient physical, mental and
emotional health to perform his or her job
duties satisfactorily; and
3. Possess skills, attributes, and
characteristics conducive to and suitable
for sponsoring a center or dealing with
children, as applicable.

STAFF REQUIREMENT
Prior to hiring or utilizing a director or a staff member who will be working at the
center on
a regularly scheduled basis, the sponsor or director shall complete and maintain
on file for
each individual a Staff Records Checklist, signed by the sponsor or director and
designated
by the Bureau, indicating that the center has obtained documentation of the
following:
The individuals name, address, telephone number and signature;
2. Education and work experience;
3. Disclosure of the presence or absence of conviction(s) for crimes or disorderly persons
offenses;
4. Completion of a Child Abuse Record Information background check, as specified in a
Criminal History Record Information fingerprint background check.
5. Completion of a Mantoux tuberculin skin test and physical examination
6. The staff members signature attesting to the receipt of the policy statement on the
disciplining of children by staff members.
7. The staff members signature attesting to the receipt of the Information to Parents
document, as specified in and,
8.
Two written and/or verbal references on each individual.
i.
The references shall be secured from former employers or other persons who have
knowledge
of the individual's work experience and/or education and who can attest
to the individual's
suitability to work with children.
The verbal references shall be documented in writing by the sponsor or director
7ii.
1.

Staff Recruitment

A child care centre not only needs the best programme,

but also the right staff to be able to implement the
programme effectively. Finding the right individual for
the job starts with the recruitment process.
The process of recruitment involves advertising the
position, interviewing and selecting new
employees/staff. Before drafting the advertisement for a
particular position, the supervisor must first be able to
define the requirements for the post based on the
relevant job description, and decide on remuneration
and other benefits.
It is equally important that the job descriptions of the
different staff be clearly defined. This will enable the
staff to understand and carry out their duties effectively.

How to advertise vacant position?

Vacant positions may be advertised in a number of ways:

1. By word of mouth to staff members or local associations

of registered child care providers. Staff within a centre
may be encouraged to apply for a higher position.
2. By notices displayed in places where they may be read
by potential candidates, such as local universities or
colleges which have courses in early childhood care or
local associations of registered child care providers.
3. In local newspapers and early childhood-related
newsletters. Advertising in newspapers is usually the
more expensive method, so the advertisement should be
very concise.

Qualification for staff CCCs

No

Position

Qualification

Experience

Centre Director or
Supervisor

Degree/Diploma in ECCD,
Nursing or KAAK

3-5 years

Senior Care
Provider

Degree/Certificate in
ECCD, Nursing or KAAK

3-5 years

Child Care
Providers

Degree/Certificate in
ECCD, Nursing or KAAK

2 years

Assistant Child
Care Providers

Certificate (KAAK)

1 year

Cook/Housekeeper SPM, Completed Food and 3 years

Safety Course

Assistant
SPM, Completed Food and 1 year
Cook/Housekeeper Safety Course
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Staff Qualification, continued

Apart from this essential mandatory training,

every child care provider should have
additional accredited training in Early
Childhood Care and Development (ECCD).
Currently, a minimum qualifi cation of Sijil
Pelajaran Malaysia (SPM) is required to work
as a care provider, but it is suggested that the
care provider should have at least a certificate
or diploma.

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Screening Why is this important?

to ensure that the selected staff meet all the

minimum requirements for their respective
positions i.e. academic qualifications and
experience, but also to ensure that the person
has the right personality and a positive
outlook towards children and child care.
to ensure the safety of every child, it is also
very important to contact applicants referees
to enquire about the character and past
experiences of the potential employee.

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Contracts and Terms of Employment

A contract or personnel agreement is a written commitment

between employer and employee that promotes job security.
The contract should be signed, dated and witnessed.

Proposed Content of a Contract:

1. The parties to the contract.
2. The period of the contract when the services are to begin.
3. The probationary period the time before the full contract
goes into effect, usually 3 6 months.
4. Salary for the period covered by the contract.
5. Fringe benefits number of days of annual leave, sick leave,
emergency leave.
6. Medical benefits.
7. Mandatory contributions to EPF and SOCSO.
8. Conditions for termination of service by employer or
resignation by employee.

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2. Staff of the Child Care

Centre

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2. THE STAFF RECORDS

1. The Staff Records Checklist for the current director
and all staff members currently working at the
center shall be maintained on file at the center.
2. The Staff Records Checklist for the former director
and staff members no longer working at the center
shall be maintained on file either at the center or at
a central administrative office. The checklist shall be
updated to indicate the reason for discontinuance of
employment.
3. Documentation of the information listed in the Staff
Records Checklist shall be maintained on file either
at the center or at a central administrative office.

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The minimum care provider to child ratio

(Malaysia Setting)

The minimum care provider-to-child ratio

required under the Child Care Centre
(Institution Based) Regulations 1985 is as
follows:
Number of care

providers Number of
children

5 children under the age of

3

10 children aged between 3

to 4 years old

1
4 disabled children
* Babies and toddlers need constant, individualised care and a child care
provider should not have the responsibility of caring for more than 2 babies at a
time. Older children, especially those above 2 years but below 3 years, are able
to follow simple instructions and learn self-help skills, therefore a child care
provider can supervise up to 5 children at a time.
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Suggested numbers of care providers for

60 children:
Age
Group

No. of
children

Ratio
Staff:
Children

No of
Groups

No. of
Senior
Care
Provider

Total Staff

0-8 months

10

1:3

8-12
months

10

1:3

12-18
months

1:5

18-24
months

1:5

2 years

10

1:5

3 years

10

1:5

4 years

10

1:5

Total

60

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16

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Staff and Child Ratio

(a) The children shall be supervised by a staff member at all times,
including during outdoor activities, rest and sleep, toileting
procedures and walking through hallways, as appropriate for their
ages and developmental needs, the physical setting and the nature
of the activity.
1.
The center shall develop and implement a Bureau-approved
method to keep track of the location and safety of all children at all
times when under the centers supervision, including the transfer of
supervision from and to parents during arrival and departure.
2.
The center shall ensure that all staff members are trained in the
method of keeping track of children.
(b) There shall be a minimum of two staff members accompanying
children on any
field trip, outing or special event involving the transportation of
children away from the
center, even when the appropriate staff/child ratios allow fewer than
two staff members.
(c) The following staff/child ratios shall apply, except as specified in (d)
through
(f) Age Staff/Child Ratio
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3. Staff Responsibility

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3. STAFF RESPONSIBILITY: Head Teacher

1.

The head teacher(s) shall have the authority and

responsibility to:
i.
Ensure the development and implementation of the
center's child
development
and activities program
for children below six years of age; and
ii. Ensure the appropriateness of program activities
according to both the age and developmental level of the
child.
2.
The head teacher shall be scheduled to:
i.
Work at the center for at least 75 percent of the
center's
daily operating hours, or at least six hours a day,
whichever is less; and
ii. Plan, discuss and observe the implementation of
program activities by staff members for all groups of
children.
3.
A head teacher who also serves as director shall be free
of full-time responsibility
for the direct supervision of a
specific group of children.
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3. STAFF RESPONSIBILITY: The Group

Teacher (s)
1. The group teacher(s) shall have the authority and
responsibility to:
i.
Assist the head teacher in implementing the
center's child development and activities program;
and
ii. Assist the head teacher in ensuring that the
program activities are appropriate to both the age
and developmental level of the children served, as
specified in group of children
2. A group teacher who serves in lieu of a head
teacher for a center having a capacity of up to 30
children.
3. A group teacher who also serves as director for a
center having a capacity of up to 30 children shall be
free of full-time responsibility for the direct
supervision of a specific group of children.
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3. STAFF RESPONSIBILITY: The Program

Supervisor

The program supervisor shall have the authority

and responsibility to:
i.
Ensure the development and implementation
of the
center's child development and
activities program for
school-age children;
ii. Ensure the appropriateness of program
activities according to the age and developmental
level of the
child.
iii. Be scheduled to work for at least 75 percent of
the school-age child care program's daily
operating hours.
The program supervisor
shall spend time at both the
before-school
and after-school programs, if the center
provides both programs.
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3. STAFF RESPONSIBILITY: For Centres

using a consulting head teacher
1. The consulting head teacher shall make at least
two on-site visits to the center per month, for a
sufficient length of time to conduct staff
development, observe the center's program.
2. The consulting head teacher shall have the
authority and responsibility to observe and evaluate
the group teacher, conditional head teacher or other
staff member in charge of the centers program
during each on-site visit.
3. The center shall maintain on file a written record of:
(i) The date, purpose and nature of each visit by
the consulting head teacher; and
(ii) The consulting head teachers observation and
evaluation of the staff member in charge of the
program.
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4. Staff Qualification

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Director Qualification
Educational
Credential

Experience
Required

Others

Master's Degree in any

field
related to children or
business

(N/A)

Bachelor's Degree

One year of
managerial or
supervisory
experience

(1) Planning and

evaluation;
(2) Staff management
and professional
development;
(3) Educational
programming and
program
development;
(4) Fiscal
management;
(5) Legal issues;
(6) Facilities
management;
(7) Family support
and community
resources;
(8) Marketing and

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Head Teacher Qualification

Option

26

Educational Credential

Experience Required

Master's Degree in Education

One year of experience

Master's Degree in any field

One year experience

Bachelor's Degree in Education,

Psychology, Health Care, Nursing,
or any other field related to
Child Growth and Development; or
Teaching Certification from
Department of
Education in Elementary Education

Two years of experience

Bachelor's Degree in any field

other than those listed in Option C

Three years of
experience

Teaching Certification from

three years of
Department of Education in a field of experience
other than those listed in Option C

Montessori education equivalent to

a Bachelors Degree

Two years of experience

Group Teacher Qualification

Educational Credential

Experience Required

Associates Degree in Early

Childhood Education or Child
Development

One year experience

Early Childhood Education or

Child Development

Two years of experience

Certified Child Care Professional

(CCP) Certificate

Three years of experience

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End of Chapter 2
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Class Activity

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