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STUDY GUIDE
NATIONAL N DIPLOMA IN
EDUCARE
DAYCARE MANAGEMENT
N6
SUBJECT CODE: 4110396
CENTRAL TECHNICAL COLLEGE

2018
TABLE OF CONTENTS
Welcome Note 3
Mission and Vision Statement of Central Technical College 4
Student Support 5
Academic Adivisng Centre 6
Assessments 7
Course Objectives 8
Prescribed and recommended Books and Websites 9
Module 1: Food Management 10
Module 2: Financial Management 19
Module 3: Staff Management and Training 24
Module 4: Administrative Management 29
Module 5: Dealing with Health and Safety Needs of Children 32
Module 6: Aids to Management 36
Module 7: Legislation and Registration 38
Module 8: Office Documentation and Filing Systems 40
Module 9: Parent Involvement 42
Copyright: In terms of the Copyright Act, no 98 of 1978, no part of this manual may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording or by any other information storage and retrieval system without permission in writing from
Central Technical College.
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CTC: STUDY GUIDE DAYCARE MANAGEMENT N6 VERSION 4 2018
WELCOME NOTE
Dear Student,
Central Technical College Management and Staff take pride in welcoming you as a student of this institution
We hope that you find both your time of studies to be an informative and exciting experience.
This course is developed to prepare you for a future career, equipping you with the necessary competencies
required in your chosen career field. We would like to encourage you to interact with other students and
staff as you can build lasting friendships and future contacts.
This study guide aims at assisting you in and giving you a better understanding all the content and
information in order to grasp the subject. This study guide is not to be used in isolation of a recommended
textbook and recommended reading and research. The study guide was developed with view to assisting
you and giving you a better understanding all the content of your course.
Wishing you all the best for your studies
CTC MANAGEMENT AND STAFF
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CENTRAL TECHNICAL COLLEGE
MISSION STATEMENT
To provide quality education in Engineering and Business studies to enable each student to attain his/her
potential career skill. In doing so the Institution seeks to prepare students for employment in the competitive
Labour Force, as well as for future self-employment.
Objective:
To extend our recruitment drive to enlist learners who have the potential attitude to succeed.
To engage in Staff Development programmes to refine and improve didactics’ of its lecturers.
To foster the inter-disciplinary and inter-institutional networks.
To liaise with industry to keep abreast with relevant curriculum requirements.
To institute and develop quality assurance and assessment standards to entrench
Central Technical College as a reputable provider of quality learning.
VISION STATEMENT
Central Technical College seeks to provide relevant education and training to students who will be well equipped to
succeed in their Engineering and Business careers. In order to facilitate this, the following objective has been
identified by the institution:
1. Provision of a culture and atmosphere of learning and teaching

2. Provide academic teaching and training to equip learners’ employability in a global economy.
3. Forster a community of lifelong learners and productive citizens through a rigorous preparatory programme
that meets industry needs.
4. Inculcate in learners habits and techniques for personal development and positive societal values.
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STUDENT SUPPORT
The support systems which we at Central Technical College have put in place to support to our students,
aims to have a significant influence on how well our students will achieve. Students Support will assist
students to achieve academically, to make the correct programme choices, and be oriented into Further
Education and Training opportunities at Central Technical College.
Central Technical College envisages to provide holistic services to students that embraces the full range
of any single student’s interaction with the College.
 Selection and Placement into

Pre-entry appropriate programmes
Admission
 Contract of enrolment
 Orientation and Code of Conduct
 Academic Support
Performance monitoring and
STUDENT On course feedback, Workshops, Study
SUPPORT Academic Guides, Academic Advising
programme Centre
 Personal Support
Life skills, counselling, Health
and Wellness
Exit  Higher Education

 Self-employment
Work
 Employment
readiness  In-service Training
Students are encouraged to make use of the Student Support Services available on each of our campuses.
Each campus has Lecturer consultation times where you will be able to have a consultation with your
subject lecturer should you require additional support.
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Educor has embarked on an exciting new initiative – Academic Advising Centre. This centre provides the
vital additional student support in order to ensure that our students are given the optimum potential to
manage their studies in order to achieve their dreams.
The Academic Advising Centre (AAC) is your college’s way of providing quality student support. Academic Advising is
a deliberate and collaborative partnership between the AAC, the Academic Adviser and the student. It is also a
systematic process of student-adviser relationship intended to support students in developing to their maximum
potential.
Academic Advisers provide academic assistance and individualised attention to promote each student's
success. However, successful Academic Advising requires equal commitment, dedication and engagement of
all partners. Each partner has specific roles and responsibilities.
The Academic Advising Centre’s Role

The AAC’s key role is to nurture a campus community that promotes student success.
The Adviser's role is to mentor the student to reach his/her full potential.
 Schedule advising sessions with students.
 Identifying challenges/gaps in a student’s learning experience.
 Providing ways to overcome challenges/gaps.
 Deliver a passion and desire for learning.
Student’s Role
The Student is an equal partner in the advising process. As a Student you are ultimately responsible for your
educational choices and decisions. You are expected to:
 Clarify personal values, abilities, interests, and goals for your academics and life.
 Schedule regular appointments with your Adviser as required or when in need of assistance.
 Be well prepared for advising sessions and have the appropriate resources or materials. It is useful to maintain
your own Advising Portfolio including your educational plan and other details.
 Build a list of questions and have them ready for the Adviser to ensure meaningful discussions.
 Become knowledgeable and adhere to institutional policies, procedures, and requirements.
 Be open and receptive to talking with your Adviser as all information is treated with strict confidence.
 Create and maintain an interactive environment encouraging mutual trust.
 Refer all administrative queries to your Academic Manager.
VERY IMPORTANT: AAC calls will be reflected as 0873590976 on your mobile phone. It is an outbound centre so
you will not be able to dial in using that number. Contact details will be exchanged upon contact with your Adviser.
Email info@academicadvisingcentre.com or visit our website www.academicadvisingcentre.com for more

information.
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ASSESSMENTS
FORMATIVE ASSESSMENTS:
These are compulsory internal assessments which are compulsory and contribute towards your Term Mark.
1. NATIONAL ASSIGNMENT
 DUE DATE: As per National Calendar
 TOTAL MARKS: 100
 WEIGHTING TOWARDS TERM MARK: 20%
2. NATIONAL TEST
 DURATION OF TEST: 1½ HOURS
3. NATIONAL DP EXAMINATION
 DURATION OF DP EXAM: 3 HOURS
SUMMATIVE ASSESSMENTS:
These are external assessments from the DHET. Students must be registered with the DHET in order to write these
assessments.
ENTRANCE TO SUMMATIVE EXAMINTION REQUIREMENTS:
80% ATTENDANCE RATE AND MINIMUM TERM MARK OF 40%
 DURATION OF NATIONAL EXAMINATION: 3 HOURS
 WEIGHTING OF FINAL MARKS:
 TERM MARK: 40%
 EXAMINATION MARK: 60%
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DAYCARE MANAGEMENT N6
COURSE OBJECTIVES
 Understanding the fundamental principles of communication

 To facilitate students understanding of their own managerial skills
 To explore organisational culture
 To develop an ability to work with moral and ethical dilemmas and make decisions using
critical thinking
 To use management thought to develop a better understanding of the ways which
gender, race, class, culture and contextual differences play out among people in the
workplace.
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PRESCRIBED BOOK
TITLE AUTHOR/S EDITION ISBN NO PUBLISHER

Day Care Management M Marescia 2nd Edition 9781775813019
N6
TITLE AUTHOR/S EDITION ISBN NO PUBLISHER

Creative schools: The Sir Ken Robinson 1st Edition 9780670016716 VIKING
grassroots revolution and Lou Aronica
that’s transforming
education
WEBSITES
www.careanddevelopment.co.za/constitution/
1
2 https://www.smallbusiness.wa.gov.au/business-
topics/starting-a-business/business-management-skills/
3 http://www.howtolaw.co/draft-a-company-constitution-
392134
4 http://www.kindercare.com/
5 https://www.mychild.gov.au/
MANDATORY COURSE REQUIREMENTS
Students must submit assignment and meet internal and external assessment requirements in order to
pass this subject. A term mark of 40% and mandatory class attendance of 80% of all lectures per
programme is required to gain entrance into the Summative Assessment.
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MODULE 1: FOOD MANAGEMENT
LEARNING OUTCOMES
On completion of this module the students should be able to:

 Have children follow a proper diet
 Keep the area germ free and safe for children
 Understand how to treat or what to give someone with certain allergies
 How to better control stock
Diet plan for children 1-6 years old
Important factors
1. Keep portions small

2. Keep cost in mind without limiting the nutritional value of the foods provided.
3. Provide variations in texture, temperature and colour of food.
4. Limit the use of condiments, salt and sugar
5. Use plain, familiar foods that children will enjoy. Asparagus and mushrooms, for
example, have little nutritional value and disliked by most children.
Refreshments
Mid-morning or mid-afternoon refreshments may be chosen from the following:
1. Nutritious biscuits
2. Pieces of cheese
3. Yoghurt
4. Biltong
5. Hardboiled egg in slices or pieces
6. Cubes of meat
7. Milk or fresh fruit juice
8. Fresh or dried fruit in season
9. Whole-wheat bread and sandwiches
10. Raw vegetables
11. Peanuts
12. Popcorn
Main meals
1. Fresh and/or cooked vegetables

2. Carbohydrates
3. A protein-rich food
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THE KITCHEN
Requirements of the kitchen
1. The kitchen, including a scullery, must have a minimum area of 14m 2 for a maximum of
30 children, with an additional 0.2m2 per child for 31 to 100 children, and an additional
0.1m2 per child for every additional child over 100 children.
2. The kitchen must be fitted with a stainless steel double bowl sink, vegetable sink and wash
basin.
3. The drainers of the sink and wash basins must have 150mm splash boards and must be
installed 100mm away from any wall surface. Any part of a wall surface within 600mm of
any part of the wash basin of drainer, must be covered by a material, e.g. washable paint
approved by the local authority up to a height of 1.5m from the floor.
4. Shelves and other equipment for the storage of groceries, cleaning agents and kitchen
utensils and equipment must be made of metal or another material that can be thoroughly
cleaned.
5. All surfaces must be made of metal with stainless steel top, or of impermeable material.
6. The stove or other cooking units must be installed in such a way as to leave adequate
space between the stove or cooking unit and the adjacent wall surface in order to make
cleaning easy.
7. Suitable refrigeration facilities for the storage of perish able foods must be provided.
8. Vermin-proof facilities must be provided for effective storage of vegetables and fruit.
9. Containers of impermeable material with tight fitting lids must be provided for the
temporally accumulation of refuse.
10. A house hold kitchen that is situated on the same premises as the place of care may be
used, provided that such a kitchen meets the requirement of the local authority.
11. A smoothly furnished floor of concrete or any other impervious material may be used.
12. Adequate natural lighting and ventilation is of the utmost importance.
13. Dust-proof ceilings must be installed.
14. All working surfaces must be of stainless steel or other impervious material.
15. Cooling facilities are importance for the storage of perishable food.
16. An adequate supply of hot water and cleaning agents for the cleansing of equipment and
eating utensils must be available.
MENU PLANNING
What is a menu?
It is a list of dishes and side-dishes which are served in a specific order during a meal.
The aim of menu planning
The planning of a menu, whether for babies or pre-school children must be done in consultation
with an expert since the needs of children differ? Menus of all meals at pre-school centres
should be available for inspection as well as for the information of the parents at all times.
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The objectives of mealtimes are:
1. To enjoy a well-balanced meal

2. To taste a variety of foodstuffs
3. To learn to eat independently
4. To sit a table and learn acceptable eating habits
5. To eat with other children – a sociable occasion
6. To learn healthy eating habits – to eat regularly at a specific time each day in a pleasant
atmosphere.
Factors affecting menu panning
1. Available equipment
2. Food budged
3. Availability of food
4. Numbers to be served
5. Type of food service
6. Clientele: age, sex, nutritional needs, food habits and individual preferences.
A balanced diet
Well-fed, healthy children have strong teeth, well-formed legs, good eyesight and strong,
healthy blood. People may need different types of foods in order to stay healthy. Not all foods
work for us in the same way. Foods are divided into three food groups according to the type of
work the food does in our bodies, i.e. energy foods, body building foods and protective foods.
Group 1: Energy foods
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Group 2: Body building foods
Group 3: Protective foods
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Special diet
Food allergies
A person with a food allergy has developed an abnormal reaction to the specific food stuff. His
body reacts, sometimes violently, to the foreign substance it cannot tolerate. Sometimes people
have allergies for life and other occasions the allergy seems to improve after the age of about 6-
7 years.
Signs and symptoms
Allergic reaction of the body
The body usually reacts in a specific way to allergen. In different people the following reactions
are common:
The respiratory system: Here the person could have a fever, continual watery discharge from
the nose, ear infection or a tight chest. In severe cases asthma may result.
The digestive system: Here the symptoms would include colic, stomach cramps and diarrhoea.
The skin: Skin rashes and eczema are usually visible.
Common food allergies
Milk and milk products

Eggs
Citrus products
Food dyes and preservatives
Treatment of food allergies
1. Children with suspected food allergies must be under the treatment of a doctor who will
do special tests to determine what food substance is causing the problem.
2. The usual form of treatment is to completely eliminate the food that is causing the allergy
from the diet. This can sometimes be quite difficult, especially if the child is old and eats
a varied diet. For example if the child is allergic to cow’s milk at all. No cheese, yoghurt,
readymade custard, margarines with milk additives, bakery products which use milk, and
so on.
3. It is very important to remember that the child must still receive a balanced diet after the
problem food has been eliminated. One must therefore substitute the culprit food with
some other food of equal nutritional value.
4. Learn to be very discerning when shopping for food. Read all the product labels carefully
to see what the ingredients are.
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Substances containing milk or milk products
Milk, skimmed milk, evaporated milk, ice cream, condensed milk, milk blends, butter,
margarines, milk solids, cheese, yoghurt, butter milk, sour cream, whey, curds, lactose or milk
sugar, lactalbumin, casein, caseinate, sodium caseinate, lactate and lactic acid.
It is important to check the products to see if they contain any of the above. If they do, then they
are not suitable for the child with a milk allergy.
Products most likely to contain the above are:
1. Commercial biscuits and rusks, some cereals, cake mixes, puddings.

2. Instant mashed potato
3. Gravy and sauce mixes
4. Tinned and powdered soups
5. Non-dairy creamers
6. Processed meat and sausages
7. Any products covered with butter
Setting a table
Table linen
A silence cloth is not used everywhere, but it does have a number of advantages:
1. It muffles the sound of cutlery, plates and glassware

2. It provides the table against damage such as hot containers, plates and food and liquids
messed.
3. It lengthens the life of the table cloth
4. It softens the lines of the table.
It is usually made from thick material in neutral colour, felt or thin foam rubber can also be used.
The table cloth should be clean and have no creases. A dark table cloth should preferably be
used for children.
Cutlery
1. Cutlery should always be clean, and no unnecessary cutlery should be set.

2. Make sure that children do not use each other’s cutlery.
3. Cutlery should match each other and also fit the size of the children.
4. Make sure all food is cut up into small enough pieces as children cannot use knifes
properly yet.
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Correct and attractive serving of meals
1. Serving dishes, bowls and plates should be clean, without splash marks, cracks or finger
marks.
2. Drain all oil and water off the food.
3. Dish up food long enough ahead of time to cool down.
4. It is important that the food looks attractive to whet the appetite.
5. Dish up small portions.
6. For breakfast the food can be served in slices or rings.
7. Do not serve cold and hot dishes in the same bowl.
8. Let the children take turns to lay the tables each day.
The food service personnel are usually responsible for:
Every day care centre should have a specific policy with regard to food. It should operate on a
monthly or annual budget that states the amounts that may be spent on food, food preparation,
stockpiling, and utensils. Established day care centres usually already have their own pattern
and where staff and find it relatively easy to decide which foodstuff and how much of it should
be bought. The budget should indicate what percentage of the centre’s income is to be spent on
food.
The food manager is accountable to the Principal and should be:
1. Planning menus with proper nutritional content

2. Buying foods
3. Appreciating parents and the needs and ethnic differences which have an impact on
meal service
4. Getting to know children, their individual needs and the appropriate guidance methods
for interacting with them
5. Preparing foods using appropriate methods that maintain nutritional quality
6. Cooperation with teaching staff to help provide any food product learning materials such
as play dough, or foods needed for learning projects in the classrooms
7. Monitoring cost, reporting to the manager and helping making reports
8. Maintaining high sanitation standards for all food handling and preparation, dishwashing
and garbage disposal.
9. Operating and maintaining the kitchen and dining rooms
10. Checking in food ordered and keeping track of inventories.
11. The management of employees who work with the food.
General cleanliness in the food service area
1. Wash dishes, crockery, cutlery and pots immediately after use.

2. Do not allow pets or pet food dishes into the kitchen.
3. Wash the windows and curtains.
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4. Do not wash clothing in the same sink that is used for washing crockery and cutlery
5. Wash table cloths, table mats and table surfaces after each meal.
6. Wipe up all food spills immediately.
7. Keep the kitchen free from insects and rodent pests.
8. Empty dustbins regularly.
9. Wash and sterilize tea-towels and dishcloths daily.
10. Pack away all crockery and cutlery once it has been washed to avoid contamination by
flies.
11. Wash working surfaces after each meal.
12. Clean and disinfect all kitchen surfaces after each meal.
13. Wash floors daily.
STOCK CONTROL IN THE KITCHEN
Purchase and orders
The food manager or one of her delegates has it do the purchasing and ordering of food.
How to place orders
1. Purchase should be made at the market or at wholesalers.

2. Purchases should be made in time.
3. Dairy purchases of fresh products can be made by one particular person.
4. Try to save wherever you can.
5. The method of payment normally forms part of the policy.
6. Orders should be placed well in advance.
7. Specific forms, a system of keeping record and a specific method of payment should be
used.
Price control
Price control of foods is not in the hands of the food manager. She has to decide what she is
prepared to pay and what the food budget should be. She should save where possible.
Communicating with parents concerning eating habits
Parents should be educated concerning the eating habits of their children. Some ideas to share
with them are:
1. Do not over-cook food.

2. Cook food in a little water.
3. Use brown rice, brown bread and unrefined wheat and grains.
4. The green leaves of pumpkin, sweet potato, peas, or cabbage can be dried in the sun.
5. Liver, heart and kidneys are high in iron, proteins and vitamins.
6. SOMOS products are good substitutes for meat.
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7. Children usually don’t get constipated.
8. Encourage children to eat raw vegetables.
9. Provide healthy snacks.
TEST YOUR KNOWLEDGE

1. Which foods fall under energy foods?
2. Why is hygiene important in the kitchen?
3. What are the signs and symptoms of allergies?
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MODULE 2: FINANCIAL MANAGEMENT
LEARNING OBJECTIVES:

 Better control finance
 Keep books and update always
 Spend wisely
THEME 1
IMPORTANCE OF FINANCIAL CONTROL
Financial control can be seen as:
1. During a certain period transactions must be recorded properly and immediately.

2. To that there are properly kept records to use when preparing reliable financial
statements.
3. To protect the assets of the day care centre
4. By using sufficient stock record, stock is physically controlled on a regular basis
5. The actual financial activities must correspond with the planned activities as close as
possible
6. All expenses must be recorded in proper manner.
7. To ensure that all income received are incurred only after they have been approved.
Bookkeeping systems
A successful system of internal control achieves important goals for accounting as well as
management purposes: losses of cash or inventory through theft or fraud can be prevented and
accurate records of all merchandising transactions and account balances are provided.
The purpose of the bookkeeping system is to record particulars of individual transactions and to
process these particulars into information need to:
1. Prepare the financial statements, namely the income statement and the balance sheet
and
2. Provide management with the necessary financial information.
The information provided by the bookkeeping system furnishes particulars about the actual
financial transactions concluded.
The bookkeeping system is described as a set of components co-operating in an integrated way

to process a given input to a particular output. Three important elements can therefore be
pointed out here, namely:
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1. Source documents and permanent records
2. Input
3. Output
Yearly auditing
Auditing is another way of saying “checking”. Because the income of a project comes from so
many different people e.g. parents, taxpayers, private donors – a qualified outsider needs to
check on their behalf that the money is properly used. An auditor who has professional standard
does this. She/he is usually appointed by the steering committee.
Who is responsible for an audit?
The auditor must audit the books during the period between the end of financial year (31 March)
and the end of September, when the accounts, together with her report will be presented. Do
not send your books to the auditors until they tell you they are ready to work on them, or you will
be left without the books for too long.
In order to speed up the auditor’s work, make sure you have all the records available, tidy and
in order.
BUDGETS
What is a budget?
A budget is a spending plan decided upon by all the members of the day care centre together. It
is based on the project’s needs and goals in order of priority and in terms of the money
available. A budget should be drawn up for a whole year (usually 1 April to 31 March), well
ahead, probably in October or November of the previous year.
The budget covers the following
1. The day to day costs of running the project such as salaries, food, fuel, toys and
maintenance.
2. The capital expenses e.g. big equipment, a new room for the day care centre.
During the year your budget plan should be reviewed every three months and compared with
what has actually happened.
Income and expenditure
Child development centres are funded in a variety of ways.
1. Tuition fees
2. Fund-raising activities
3. Donations
4. Subsidies
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Expenditures
Salaries and PAYE
PAYE is the abbreviation for pay as you earn. This term is used in connection with income tax
and can be illustrated a follows:
Each employer is compelled to deduct a certain amount of tax from the salary or wage of the
employee monthly or weekly. This tax must be paid to the Receiver of Revenue. This tax is
known as PAYE and is taken into account when the actual tax of the employee is calculated.
The tax deduction takes place according to fixed tables. The tables are known as PAYE
employee tax deduction tables. These tables are attainable from the local office of the Receiver
of Revenue. On the first few pages a detailed description is given of how the table works.
The tables distinguish between married and single persons and the number of children a person
has.
Other expenditures are
1. Salaries paid out to staff members

2. Water and electricity accounts
3. Rent
4. Telephone
THEME 2
THE PURPOSE OF STOCK CONTROL
The control of stock is one of the most important activities carried out by the purchasing
department. Efficient control contributes to the continuous availability of minimum quantities of
stock of raw material, semi-finished and components used by the Day care centre.
The purpose of stock control is to:
1. Determine the amount and value of stock at any time without having to take stock
physically.
2. Ensure that there is sufficient stock on hand of the required quality, variety and price to
meet the normal requirements of the business and of customers.
3. Exercise the necessary control over the cost prices and selling prices of goods.
4. Periodically check the actual stock with the records to detect obsolescence, theft, etc.
Control of stock
3 stock control systems
1. Fixed quality order system
2. Cyclical ordering system
3. Material requirements planning system
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Stock-taking
Stocktaking is the compilation of a list at cost price or market price whichever is the lower price
of all the goods in a business including goods in transit and out on approval.
The process for stocktaking
1. The manager or the owner decides who is responsible for stocktaking in each
department.
2. Stocktaking occurs at regular intervals. Annual stocktaking begins a few days before the
end of financial year so that everything is completed in good time.
3. Separate stock sheets are drawn up for each type of article.
4. The assistance starts at one end of the store or warehouse or school and work
systematically through to the other end.
5. Once the stock sheets are completed, they are taken to the office where the cost prices
are entered, if this has not already been done from the price codes.
6. The totals of all the stock sheets are then added together.
7. If records differ from the actual stock, the discrepancies must be investigated.
8. Furthermore the stock records must be corrected so that they reflect the actual
quantities.
Placing of orders and buying of goods
All orders must be controlled. An order form must be completed and delivered to the supplier.
An order form must contain the following particulars:
1. The name of the supplier with whom the order is placed.

2. Date on which the order is placed.
3. Goods required as well as the quantity
4. Address of delivery.
5. Date of delivery.
6. Name and address of the person placing the order.
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ORDER FORM
COST CONTROL
Cost can be described as the sacrifice made in order to supply a service to the public.
The income of the service supplied must exceed the costs.
The budget is used as a control instrument. The actual cost during a day, a week or on a
monthly basis is compared to the budget. The actual costs include the following:
1. Consumer articles bought directly and the used

2. Consumer articles withdrawn from the stock
3. Small expenses like stamps and milk which are paid out of the petty cash
4. All personnel expenses
5. Depreciation of equipment in use
TEST YOUR KNOWLEDGE

1. Why is it important to have an external auditor?
2. What is the purpose of stock control?
3. Define financial management.
Page 23 of 43
MODULE 3: STAFF MANAGEMENT AND TRAINING

 Administer effective staff management abilities
 Understand managerial functions
 Better communicate
 Manage conflicts effectively
THE IMPORTANCE OF EFFECTIVE STAFF MANAGEMENT
The works manager is found in all departments of all organisations. A heavy responsibility rests
on those people in management positions, since they must ensure that certain activities are
carried out, as well as give guidance to subordinates. A person in a management position must
be fully conversant with his or her whole division and still be able to plan, organise and direct the
staff under his or her command.
A number of management functions can be differentiated, but it must be remembered that each
task forms a part of a larger whole. No individual functions will be truly successful without the
other functions. The task of management can thus be seen as a number of gears continually
turning, but still fitting snugly together.
A central gear, the works manager must take decisions, communicate, motivate, co-ordinate and
discipline. Around this central gear rotate the other five gears of the management task, namely
planning, organising, leadership, organisation, coordination and control.
Managerial functions
1. Planning
2. Organizing
3. Leading
4. Co-ordinating
5. Control
6. Motivation
7. Communication
8. Implementation
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Staffing
Ratio of staff/children
It is suggested that one Educarer be employed for every 25 children or less.
The ratio of child care workers to children in the various age groups should be at least as
follows:
Children birth – 2 years:
1. 1 Supervisor for every six babies or part of this number.

2. 2 Assistants.
Children 2-3 years:
1. 1 Supervisor for every six babies or part of their number

2. 1 assistants
Children 3 – pre-school age:
1. 1 supervisor for every 25 children or part of this number
QUALIFICATIONS AND CHARACTERISTICS
THE PRINCIPAL
Qualifications
A four year pre-primary teacher’s diploma or an educare diploma

1. She is in charge of all the staff and children.
2. She must see to it that everything gets done, but she cannot do it all herself.
3. She should share her work with her staff and any volunteers.
4. Encourage the parents in their tasks of fundraising and of parent education, through
arranging parent meetings on aspects of preschool educare.
5. Attend management meetings, give monthly reports.
6. Be responsible for safety and welfare to Educarer in their daily work with the children.
7. Give guidance and help to the Educarers in their daily work with the children.
8. Hold weekly staff meetings during the children’s rest time.
9. Have on display a daily programme giving the times of all activities.
10. Plan weekly menus with the cook.
11. Organise and supervise daily cleaning of the centre and regular cleaning of toys, blankets,
sheets, towels etc.
12. See that the administrative work is done.
Page 25 of 43
EDUCARER QUALIFICATIONS
An N6 National Certificate or a National Educare Diploma obtained at a Technical college.
1. Responsible for all round development of a group of about 25 children by creating a

stimulating environment.
2. Report problems to the principal and call on her assistance when needed.
3. Assist in general activities
4. Keep in contact with the parents of the children in the group.
5. Assist with the project’s functions, fund-raising events and parent meetings.
6. Be responsible for her group’s equipment and report any losses or breakage to the
principal.
7. Help keep the centre and equipment clean and in good condition.
8. Be responsible for packing away and locking up when she is one of the last to leave the
premises.
9. Attend staff meetings and contribute ideas for the project’s programme.
COMPULSORY CONTRIBUTIONS OF STAFF MEMBERS
Medical schemes
Medical aid is a form of insurance which is paid for while you are well and working and which
then helps with the bills which arrive if you or a member of your family are sick and have been
to a doctor. It is not a sick fund and does not pay out money to replace earnings if the sick leave
allowance is used up.
Benefits
The medical aid scheme will generally pay out for the member plus dependants.
1. 80% of the money paid to doctors, dentists, opticians or chemists.

2. 100% of money paid for hospital treatment and everything which goes with it.
Pension schemes
It is not essential to have a pension scheme for your staff, but more and more employers
nowadays are setting up schemes for their employees. When such a pension scheme is started,
employees are given the choice of whether or not to join. Once the scheme has started all new
employees must join. Contributions towards the cost of the benefits are made by both the
employer and employee.
Page 26 of 43
Unemployment Insurance Fund (UIF)
In terms of the UIF act of 1966, the employer and the employee each have to contribute 0.9% of
the employee’s salary to the department of manpower every month. This goes into funds which
are intended to help with periods of temporary unemployment and maternity leave.
Income tax
It is essential that every employer of staff register with the following authorities. It is an offence
not to do so.
In terms of the income tax act of 1962, in 1989 – unless all your employees earn less than R900
per month – you have to register as an employer and deduct tax from the salaries of those
employees who qualify.
RELATIONSHIPS AND COMMUNICATION WITH OTHERS
Employer/employee
A child development centre is a person centred organisation. Knowing and responding to human
needs is surely a major objective. Some communication between staff members and you, the
manager, occurs incidentally or perhaps routinely every day. Can you be open and encourage
this communication? Some managers are so aloof and unapproachable that employees quake at
the thought of entering their offices. Other managers try the pal approach and one hardly realizes
who the manager is. Which style works best for a child development centre? Probably some
midpoint position is best. Managers like all other people, have the unique qualities to be used
advantageously. They must be approachable, yet they must also be leaders.
Colleagues
Communication among staff members is also an important part of the operation. It is often an
irony that in organisations such as early education and care, where advocates profess belief in
person to person communication, there is little time allowed or set aside for personal
communication among staff members. Planning time, focuses on the curriculum and the children.
However, your staffs are people with personal concerns; it should be legitimate for Educarers to
have time to converse about personal matters.
Communicating with parents
Communication is a two way street. Getting information and giving information. Parents who are
potential customers and the community in general should have information readily available from
you as the type of children’s services available, the quality of those services and where and when
the services are available. Using such information may be called your marketing strategy. All
Educarer programs, both public and private or profit and non-profit require a marketing strategy,
a plan for informing parents of the community in general and involving specific parents as they
become part of your child development centre program for a period of time.
Page 27 of 43
Occupational safety and welfare
Before a new centre begins operation and periodically during the operation, the personnel must
consider safety goals of each facet of the program, reviewing and updating goals as needs to do
so arise.
Training: Art centres in-service, workshops etc.
Methods of training can be divided into 3

1. On-the-job training (internal training)
2. Training outside the work situation (external training)
3. Organisational training
Conflict management
Conflict can be seen as differences within an individual or between 2 or more individuals which
could lead to interference or disagreement.
How to handle conflict:
1. To ignore or withdraw from conflict

2. Accommodation
3. Subordinates
4. Agreement
5. Arbitration
6. Mediation
7. Solving of conflict through co-operation
TEST YOUR KNOWLEDGE

1. Why is it important to manage staff effectively?
2. How to better manage conflicts?
3. Why is it important to manage time?
Page 28 of 43
MODULE 4 ADMINISTRATIVE MANAGEMENT

 Understand roles of each member of the management committee
 Address meetings effectively
MANAGEMENT COMMITTEE
Roles of the management committee
The management committee (or sometimes referred to as the Board) of an organisation is a body
of people who have been given powers and responsibilities by the members of the organisation,
to manage the affairs of the organisation
Composition
The management committee (or sometimes referred to as the Board) of an organisation is a body
of people who have been given powers and responsibilities by the members of the organisation,
to manage the affairs of the organisation. It is made up by The Chairperson, Deputy Chairperson,
Secretary, Deputy Secretary and the Treasurer and 2 additional members can be included.
Duties of the management committee
The duties of the management committee are twofold. In the first place they have a responsibility
towards the parents and by implication towards the young children who are in their care. Secondly
they have a responsibility towards the authority for who they maintain the institution. This twofold
task must be approached with great care. Without doubt, management committees have the
tendency to favour the authority who maintains the institution when it comes to decision making.
It should be kept in mind that the interests of the child and the welfare of young children generally
should be most important when it comes to decision making. With this kind of decision to be
made, the presence of people with specialist knowledge of the young child can be of great
advantage to the management committee.
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Chairperson
The Chairperson has a strategic role to play in representing the vision and purpose of the
organisation. The Chairperson ensures that the management committee functions properly, that
there is full participation at meetings, all relevant matters are discussed and that effective
decisions are made and carried out.
1. To plan and run meetings in accordance to the governing document.

2. To ensure matters are dealt with in an orderly, efficient manner.
3. To bring impartiality and objectivity to meetings and decision-making.
4. To facilitate change and address conflict within the board.
5. To review governance performance and skills.
6. To plan for recruitment and renewal of the Management Committee
The Secretary
The role of the Secretary is to support the Chair in ensuring the smooth functioning of the
Management Committee. In summary, the Secretary is responsible for:
1. Ensuring meetings are effectively organised and minutes are taken effectively.
2. Maintaining effective records and administration.
The Treasurer
A Treasurer is typically the officer assigned the primary responsibility of overseeing the
management and reporting of an organization's finances. The Treasurer may have many
important duties specific to its role, including: Bank account maintenance – Selecting a bank,
signing checks, and investing excess funds wisely.
1. General financial oversight.

2. Funding, fundraising and sales.
3. Financial planning and budgeting.
4. Financial reporting. Banking, book keeping and record keeping.
5. Control of fixed assets and stock.
Constitution
A constitution is a document that generally specifies the rules governing the relationship
between and activities of the company, its directors and shareholders. A company may adopt
a constitution either on or after registration.
1. Basic requirements
2. How to write a constitution
Page 30 of 43
MEETINGS
The pre-opening meeting
The pre-opening meeting is the first official “public” meeting organized by the steering
committee.
To this meeting you invite all interested people in the community by notice and publicity.
Special general meeting
The constitution makes allowance for calling a special general meeting. These meetings are
called at the request of a number of parents to solve important problems. There are rules which
govern the proper way to call a special general meeting. The meeting is run according to ordinary
rules of procedure.
Annual general meeting
All organisations have annual general meetings. They are an essential part of the organisation’s
year. They are the time when all members have a chance to look at the year’s work, to how much
money is in the bank and to decide who would be the best people to run the centre in the coming
year.
TEST YOUR KNOWLEDGE

1. What is the role of a chairman?
2. What does the constitution cover?
3. What types of meetings do we have?
Page 31 of 43
MODULE 5: DEALING WITH HEALTH AND SAFETY NEEDS OF CHILDREN

 Make a day care centre healthy and set up in a healthy way
 Understand how to and when to administer first aid to children who may need
PLANNING AND HEALTHFUL ENVIRONMENT
A good standard of hygiene is one of the basic and most important ways of maintaining and
promoting children’s health. Keeping clean is an important part of remaining healthy. If high
standards of environmental and personal hygiene are maintained, you will ensure the continuing
good health of the children in your care.
Areas to be kept clean and hygienic
1. Toilet and washing areas

2. Nappy-changing area
3. Resting and sleeping area
4. The eating area
5. Toys and equipment
6. The outdoor playing area
Health in the Day Care set-up
Health care
The pre-school child in a place of care spends the greater part of the day in the centre. For this
reason the medical care of the child is an important responsibility.
History form
The following matters are important with regard to the medical history form, which can also form
a part of the registration form:
1. Information about the child’s general state of health

2. Any children’s or contagious disease that the child has already had and the dates when
he had these illnesses
3. Details regarding the child’s immunisation
4. Allergies and any other disease such as diabetes and epilepsy that the place of care
should be aware of
5. The name, address and telephone number of the child’s family doctor, together with
permission form him to be called out if necessary
6. The name, address and telephone number of the child’s dentist.
Page 32 of 43
SAFETY IN THE DAY CARE SET-UP
Indoor safety
Because a child cannot be held responsible for his deeds or actions, the law protects the child to
such an extent that the responsibility for this is placed on the shoulders of the adult. The Educarer
is therefore responsible for the children in her care. The Educarer must see to the general welfare
of the child. This includes safety of the child.
Accidents are a prime cause of death in children ages of one and four. Even before the ages of
one year there is danger if the child in mobile. Accidents usually happen at times of stress, such
as the early evening when everyone is tired and hungry; when the normal routine is disturbed and
at weekends.
When the child is admitted to the day care centre, the parents must give permission that the child
can be taken to a hospital, be treated or that help can be called for.
The kitchen
The kitchen is the most dangerous room in the centre, which is not really surprising as this is
where a lot of activity takes place.
EMERGENCY CARE AT THE DAY CARE CENTRE

Babies and older children should be cared for in an environment which is free from obvious and
potential hazards.
It is pointless to watch over a child’s health without also taking precautions against burns,
poisoning, and drowning and traffic hazards.
Specific emergency cases

1. Unconsciousness
2. Suffocation and strangulation
3. Drowning
4. Poisoning
5. Shock
6. Cuts and bruises
7. Bleeding
8. Fractures
9. Burns
10. Thorns and splinters
First aid
Necessity for staff to be trained
As a caregiver you must know what to do in an emergency. Ensure that you receive first aid
training so that you are able to do the following:
1. Apply mouth-to-mouth resuscitation (To restore breathing

2. Do cardiac massage (To restore heartbeat)
Page 33 of 43
3. Perform the Heimlich Manoeuvre (To dislodge and obstruction lodged in the windpipe)
4. Keep a good first aid guide at hand so that you can see at glance what to do in case of
an emergency.
Disasters
Caused by human beings:
Day care personnel must be able to deal with emergency situations such as the following:
1. Natural disasters such as floods, earthquakes and hurricanes.
2. Situations arising from man’s own doing, such as fires, bombs and terrorist attacks.
EMERGENCY EVALUATION MANUAL

The emergency plan must provide for the following:
1. The preservation of life – the first priority

2. The creation of a safe environment
3. A communication system to the parents of children as well
4. An administrative system which will keep track of who has been injured, killed, wounded
or who is missing.
5. A social system – the handling of family or enquiries
6. Catering service for all the people who are involved
7. A first aid station, helpers and a system of sorting out
8. Maintenance services
9. Safe care of children and personal possessions
10. A transport system for the evacuation of buildings, as well as public transport
11. Cleaning teams and cleaning services
12. Provision services
13. Voluntary services
14. Early warnings
TRANSPORTING CHILDREN
Safety percussions are essential whenever your centre is responsible for transporting children.
Some centres transport children to and from school each day, or between a nearby school and
the centre. Others transport children only occasionally, e.g. on field trips. In every case,
transporting children requires special preparations and precautions. All provisions for adequate
restraint seat-belts appropriate for the age of the children must be met. Well qualified drivers
must do the driving. Children must be under control when riding. When parents drive for field
trips, they need an assistant in the car to help monitor the children. They need explicit
directions, names, phone numbers, and maps and so on for getting to the correct place. They
need a list of children who are riding in their car. As a precaution against leaving a child behind,
make a rule that the same children should return with the same car and driver. Monitor the
number in each vehicle closely to prevent overcrowding, which could make it difficult for the
driver to drive safely.
Page 34 of 43
TEST YOUR KNOWLEDGE
1. Why should a day care centre have a first aid unit?
2. How to deal with burns?
3. Who is legible to transport children?
Page 35 of 43
MODULE 6: AIDS TO MANAGEMENT

 Use the computer effectively
 Understand the importance of the computer
 Understand the importance of a fax machine
 Understand the importance of a cell phone
COMPUTER
Computers are playing an increasingly important role in the office. The “silicon office” is a term
coined for the modern computerised office, taking its name from the small silicon chip which is
the “brain” of the modern computer.
A computer is indispensable when large volumes of data need to be processed, sorted and
stored. Work is done very quickly and accurately.
FAX MACHINES
Page 36 of 43
A facsimile transmission sends images of documents via radio waves or telephonic lines. The
images are stored digitally in the memory of the computer. Images can be sent and received via
modems. The computer’s graphics or laser printer is used for the final printout.
A fax machine usually offers various functions combined in one machine:
1. A printer
2. A scanner
3. Telephone
4. Copier
5. Answering machine
CELLULAR TELEPHONES
They are hand held telephones without a cord that has to be plugged into any socket. They are
carried around by people or installed in motorcars. The cellular telephone has functions such
as:
1. Speed-dialling
2. Answering machine which holds messages
3. Fax capabilities
TEST YOUR KNOWLEDGE

1. What are the functions of a computer?
2. List five things which a fax machine offers
3. What can a cellular telephone do?
Page 37 of 43
MODULE 7: LEGISLATION AND REGISTRATION

 Understand and implement the Child care act
 Follow proper channels to register the day care centre
 Understand subsidies
CHILD CARE ACT NO. 74 OF 1983
Chapter 2
Chapter 2 discusses children’s courts and commissioners of child welfare.
Chapter 3
Chapter 3 deals with the specific protection of children in places of safety where they were
taken from custody of parents. ‘
Chapter 5
Chapter 5 deals with the registration of children’s homes and places of care.
Chapter 6
Chapter 6 deals mainly with custody of foster children, but also has an important section on the
treatment of children and the notification regarding injured children.
Chapter 7
Chapter 7 deals with the contribution order made by children’s court.
Chapter 8
Is very important and deals with the prevention of ill-treatment and unlawful removal of children.
REGISTRATION REQUIREMENTS
The child care Act No. 74 of 1983 provides the legislation framework by which persons from
birth to 18 years are protected.
Registration of Crèches and Nursery schools
1. Application form (Obtainable from the Department (BGW 3/145A))

2. Annexure A in connection with (BGW3/274A)
3. Questionnaire
4. Menu for two weeks
5. Daily programme
Page 38 of 43
SUBSIDIES
A subsidy is a financial assistance rendered to registered welfare organisations or utility

companies in order to encourage them to establish and keep up this institution. The subsidy is
granted by the Department of Health services and welfare in co-operation with the Department
of local government.
1. Welfare subsidy
2. Per capita subsidy
3. Rental subsidy
4. Furniture subsidy
5. Education subsidy
6. Subsidy of crèches
TEST YOUR KNOWLEDGE

1. What is required before you can register a day-care centre?
2. What is a subsidy?
3. When did the Child Care Act no 74 become effective?
Page 39 of 43
MODULE 8: OFFICE DOCUMENTATION AND FILING SYSTEMS

 Understand the importance of keeping documents for children, parents and staff
 Fill effectively and efficiently
DOCUMENTATION
Children
1. Children’s record books - This is a very important book and it should be brought up to
date at least once a term. You will need at least 2 pages for each child’s details. Any
new information about the child should be written in this book.
2. Home situation – A visit to the child’s home situation will help the understanding of the
child.
3. State of health
4. Accident record
Individual progress records
Progress reports must be sent to parents at regular intervals, but not more than 6 months apart.
In this report every aspect of the child’s total development is dealt with, e.g. his social,
emotional, physical and intellectual development.
Parents are informed of their baby’s progress in a monthly basis. Some centres prefer to report
to the parents verbally during pre-arranged meetings. Whatever the method, the parent must
know how his child is progressing.
Height and mass charts
The height and mass charts must be complete on a regular basis. The children may even
participate here by weighing and measuring themselves. Let them indicate their height by
placing their symbol next to the applicable height.
Attendance register
An attendance register which is filled daily is essential for determining average attendance.
Periods of absence can be seen at a glance.
Staff
1. Observation books
1.1.1. Routine activities
1.1.2. The use of apparatus and materials
1.1.3. Relationship with others
Page 40 of 43
1.1.4. Fantasy play
1.1.5. Notebook
2. Scheme of work – When using either approach to curriculum, written plans are helpful,
especially for the beginning Educarer. A written plan is an organised agenda, an outline
to follow, a framework for the curriculum. It may include a list of activities, goals for
children’s learning experiences, the processes or method of instruction, the Educarer’s
responsibilities, the time of day and other special notations. A curriculum may be
developed for a day, week, and month or for a specific unit or theme.
3. Appointment of staff
4. Inspection, evaluation and misconduct
Parents
1. Registration forms
2. Admission forms
3. Parent interviews
4. Records of parents meetings
EFFICIENT FILLING SYSTEMS
Requirements of a good filling system

1. Safety
2. Dust-proof
3. Accessibility
4. Suitability
5. Adaptability
6. Currency
7. Floor space
8. Simplicity
9. Neatness
Filling methods
1. Horizontal method
2. Vertical method
3. Tubular method
TEST YOUR KNOWLEDGE

1. Which children documents are important to keep?
2. What is a cash register and does it record?
3. What is a donation book?
Page 41 of 43
MODULE 9: PARENT INVOLVEMENT

 Understand the value of involving parents
 Understand how to get and why to get parents involved
 Understand the importance of the newsletter
VALUE PARENT INVOLVEMENT FOR:
1. The child
2. Parents
3. Staff
WAYS OF PARENT INVOLVEMENT
1. School visits
2. Home visits
3. Parent information book
4. Fund-raising involvement
5. Regular interviews with parents
Parent newsletters
A newsletter is a useful communication device for many centres. It can come out weekly, bi-
weekly, or less often. In a page or two you can give short accounts of class activities and can
update parents on future plans and events. A page of the children’s favourite songs and poems
helps get parents involved with reading and singing with their children. Hints can be given for
Page 42 of 43
holiday activities or places they can take children to visit, such as a local dairy or cider mill. Of
course, secretarial help and some expenses will be related to these activities and must be
arranged by the manager. The personal computer has become very popular for producing
newsletters.
TEST YOUR KNOWLEDGE

1. Why is it important to involve parents in what happens in a day-care centre?
2. How can you get parents involved?
3. Why are newsletters important?
Page 43 of 43

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STUDY GUIDE

CENTRAL TECHNICAL COLLEGE

Wishing you all the best for your studies

CTC MANAGEMENT AND STAFF

1. Provision of a culture and atmosphere of learning and teaching

 Selection and Placement into

Exit  Higher Education

The Academic Advising Centre’s Role

Email info@academicadvisingcentre.com or visit our website www.academicadvisingcentre.com for more

 Understanding the fundamental principles of communication

TITLE AUTHOR/S EDITION ISBN NO PUBLISHER

TITLE AUTHOR/S EDITION ISBN NO PUBLISHER

MANDATORY COURSE REQUIREMENTS

On completion of this module the students should be able to:

Diet plan for children 1-6 years old

1. Keep portions small

Mid-morning or mid-afternoon refreshments may be chosen from the following:

1. Fresh and/or cooked vegetables

Requirements of the kitchen

The aim of menu planning

1. To enjoy a well-balanced meal

Factors affecting menu panning

Group 1: Energy foods

Group 3: Protective foods

Signs and symptoms

Allergic reaction of the body

The skin: Skin rashes and eczema are usually visible.

Common food allergies

Milk and milk products

Treatment of food allergies

Products most likely to contain the above are:

1. Commercial biscuits and rusks, some cereals, cake mixes, puddings.

1. It muffles the sound of cutlery, plates and glassware

1. Cutlery should always be clean, and no unnecessary cutlery should be set.

The food service personnel are usually responsible for:

The food manager is accountable to the Principal and should be:

1. Planning menus with proper nutritional content

General cleanliness in the food service area

1. Wash dishes, crockery, cutlery and pots immediately after use.

STOCK CONTROL IN THE KITCHEN

Purchase and orders

How to place orders

1. Purchase should be made at the market or at wholesalers.

Communicating with parents concerning eating habits

1. Do not over-cook food.

TEST YOUR KNOWLEDGE

On completion of this module the students should be able to:

Financial control can be seen as:

1. During a certain period transactions must be recorded properly and immediately.

The bookkeeping system is described as a set of components co-operating in an integrated way

Who is responsible for an audit?

The budget covers the following

Income and expenditure

Child development centres are funded in a variety of ways.

Other expenditures are

1. Salaries paid out to staff members

THE PURPOSE OF STOCK CONTROL

The purpose of stock control is to:

The process for stocktaking