We Support Children and Youth to Reach Their Full Potential

the rights of the children

Freedom from Discrimination

Every child, regardless of ethnicity, sex, religion, beliefs, abilities, or any other factors, are to be treated fairly and equally. 

The Right To Life: Survival & Development

Every child has the right to life. Governments must do all they can to ensure that children survive and develop to their full potential.

Best Interests of the Child

The best interests of the child must be the overriding priority in all decisions and actions that concern the child.

The Right To Be Heard

Every child has the right to express their views, feelings and wishes in all matters affecting them, and to have their views considered and taken seriously. This right applies at all times, for example, during immigration proceedings, housing decisions, or the child’s day-to-day home life.

Key Principles at PCCC

  • Children are loved, happy, healthy, safe from harm and able to develop, thrive and fulfil their potential
  • They are treated with compassion, dignity and respect. They are valued and nurtured a individuals with talents, strengths and capabilities that will develop over time
  • Children are fostered with positive relationships, encouraging strong bonds between children and staff in the home based on jointly undertaken activities, shared daily life, domestic and nondomestic routines and established boundaries of acceptable behavior
  • Children are nurtured with proper education and are supported to develop their resilience and their self-esteem levels in order to achieve their aspirations and ambitions in the future
  • Provide a secure living environment that support the child’s self-cultivation.
  • Provide balanced nutrition to the kids in order to aid good physical and mental development
  • To engender life-changing opportunities for the child's overall development
  • Social care and life skill education;
  • Good academic education;
  • Vocational training and career guidance;
  • Spiritual and moral values with special emphasis on all religious upbringings;
  • Leadership and personality development;
  • Problem solving and decision-making.

Child Rights Approach

01.

— Health & Nutrition

The Home is expected to provide a balance diet and ensure each child consumes 3 meals a day. Consultation from a nutritionist will be carried out to ensure the menu prepared at the home is suitable for the children. This will ensure that the physical development of the children is well taken care of. Food menus equipped with a balanced diet will be prepared on a quarterly basis with the participation of all staff and will be revised once in three months. Nutritional supplements and daily nutrition of the children will be planned in accordance with an expert nutritionist after giving her/him the medical history of the children, especially in the case of children who are malnourished.

02.

— Procurement of Food Items

Procurement of food items will be done on weekly basis to ensure products are fresh and that there is adequate storage for food supply. Food items must be adequately preserved in containers and well protected. Items should be used in ‘first in first out’ concept to ensure to avoid expiry of food items. Involving the elder children in purchasing food items shall be encouraged as part of their development
experience.

03.

— Kitchen and Chefs

Kitchen hygiene is imperative; therefore, it must be kept clean. The kitchen floor must always be kept dry and clean. Cleaning must be done after cooking. Kitchen should be well ventilated and
protected from insects. Utensils must be washed properly and stored in their respective places. The chefs shall be trained to cook hygienically while preserving the nutritious value of food served to the children. Meats and vegetables must be washed and cleaned before cooking.

04.

— Health Care

All children to should undergo a complete medical examination upon registration to the home and their medical record book must be handed over to the Home Administrator. Children must be given mandatory vaccinations as required by the health ministry.
The Home must maintain a record of doctors and clinics for reference and medical records must be properly maintained for each child at the Home. Children’s height & weight will be measured at least twice a year and updated.

Apart from the routine check-up, if a child falls sick, care must be provided immediately by the house parents who will be will be equipped with basic medical care knowledge; where required they will be taken to nearby clinic or hospital. After the medical check-up, the house parent must follow up on the doctor’s recommendations for the children who need specialized medical care. Health education sessions shall be organized by trained health personnel on the topics of…

  • Personal and environmental hygiene
  • Contagious diseases and preventive measures
  • Nutrition and food habits
  • Process of puberty and sexual and reproductive education
05.

— Bathing and Washing of Clothes

All children are encouraged to bathe at least twice a day, especially in morning and evenings. House parents must monitor the bathing of smaller children to ensure that they take a proper bath. Older children above the age of 11  should be taught to wash clothes and chores are carried out based on the children’s duty roster. Children on duty will be responsible to wash the clothes of younger children
below the age of 10.

06.

— Children’s Recovery Room

The recovery room or sick room must always be clean. It should be well ventilated and provide a cheerful environment. Where possible, the home shall place the recovery room away from the noisy
part of the Home. Cleaning must be carried out thoroughly and swiftly after the child has recovered.

07.

— First Aid

All medicine should be kept in a proper first aid kit box and medication must be labelled and sorted. It should be kept at a place that is easily accessible in a clean, dry and cool place. The first
aid kit should be out of reach of small children. It is important that the dispensing of medicine shall be done by either the house parent or administrator of the Home.
Basic first aid knowledge is critical, therefore, training de-briefs relating to health care will be given to all staff on yearly basis by medical or health care professionals. As children are susceptible to get sick recurrently, the house parents should be equipped with enough knowledge to identify and perform first aid activities immediately for those who need it.

08.

— Extra-Curricular Activities

PCCC encourages both indoor and outdoor games for the children. The children should spend half an hour in the evenings engaging in outdoor games and indoor games. Games are planned in such a way that one can develop motor skills, concentration, building strategy,  improving logical thinking, developing sensory skills, improving hand-eye coordination, learning about sportsmanship, and finally to have fun. Examples of outdoor games are badminton, football, four square etc. They will be planned for the children to play. Indoor games like Chess, Carrom, Congkak, Uno, and other board games  will be made available for the children to playl

Rights to Development

01.

— Intellectual Development

Quality education for academic excellence is established through the following:

  • Help each child understand the importance and value of education, learning and employment
  • Help each child to achieve the child’s education targets, as recorded in the child’s relevant plans and to make measurable progress towards achieving their educational potential
  • Support each child’s learning and development, including helping the child to develop independent study skills
  • Understand the barriers to learning that each child may face and take appropriate action to help the child to overcome any such barriers
  • In the case of low performers or slow learners, house parent and tuition teachers must ensure that the child understands the concepts and ideas, instead of mere learning by rote. Only comprehension will ensure the development of the mental
  • Help a child who is excluded from school, or who is of compulsory school age but not attending school, to access educational and training support throughout the period of exclusion or nonattendance and to return to school as soon as possible
  • Help each child to prepare for future education or employment in accordance with the expectations in the child’s relevant plans
  • Each child has access to appropriate equipment, facilities and resources to support the child’s progressive learning

Keeping track of the children’s academic progress is vital. Therefore: 

  • Maintain regular contact and engagement with each child’s school teacher to support the child’s education and to maximise the child’s achievement
  • Administrator must meet the school teachers at twice a quarter (twice in every 3 months)
  • Invite school teachers to various functions and celebrations in the Home to establish strong connection
  • Maintain records of each child's academic progress to understand each children’s academic performance
  • Study hours are scheduled, and children should be independent and be responsible to complete their homework and revision
  • The duty of the house parent is also to assist children in learning difficult portions and to check their homewor
  • One of the house parents shall be actively present with the children during the study time
02.

— Educational Support Systems

  • A library and teaching aids like posters, charts, CDs, are useful support aids. Every Child Care Centre must be equipped with a library that has journals and magazines suitable to for various age groups and educational standards of the children
  • Apart from the standard newspapers, children's periodicals, atlases, maps, dictionaries, encyclopaedias and manuals on health, hobbies and crafts, autobiographies, books related to Science & Technology, Literature, General Knowledge, Social Studies, Comics, English grammar, composition and poems are useful in capturing the interests of young minds
  • All books must be registered, classified and numbered before they are issued to children. The children shall be motivated to read books and write reviews or summaries
  • Pictures, posters, verses or motivational quotes may be displayed in dining halls, along the staircase and dormitories
  • The Home shall have a functional TV, DVD player and educational DVDs. Provision shall be made for the elder children (above 12 years) to listen to TV news or read newspapers at least for 15 minutes daily
03.

— Social and Emotional Development

  • Children come from various backgrounds to the Home because of unusual circumstances. These circumstances range from lack of educational facilities in their immediate environment, poverty, family-circumstances or vulnerabilities. There may be children who have gone through trauma of parental conflicts, economic struggles, lack of love in the family and neighbourhood, exposed to abuses and exploitation
  • Each child comes with a self-identity which is formed through the experiences of childhood. To identify that self and help that self to grow in a holistic and healthy way is not an easy task for the house parents. Therefore Psycho Social Care plays an important role in care giving. Psycho Social Care helps children to improve their psychosocial wellbeing; it restores broken pieces of the individuals and their connections to other people and build an enhances sense of self and community
  • Psycho social care is expressed through, caring and respectful relationships that communicate understanding, tolerance and acceptance. It means speaking with kindness and listening with care, and more importantly helping children to restore their lost self, self-esteem, dignity and self-image
  • The Home shall offer emotional support to those deprived of the childhood experiences. It builds in them resilience to face difficulties without succumbing to frustration and sorrow. It gives them the capacity to experience the joys and appreciate the pleasurable emotions
  • The house parents are an anchor of that emotional support to the children. Positive or negative support will reflect in the way the children conduct their studies and friendships. A positive effect means that the child enjoys living at the Home and feels like it’s their real home surrounded by people who cares and love them unconditionally. Finally, the child completes school and vocational training and then leaves the Home permanently to take up a job or to go back to his/her home, if the economic circumstances at home have improved sufficiently
  • All new entrants will be screened for psychological needs. The administrator will keep individual records of each child's mental health status. These records will be strictly confidential and will be used for rehabilitative purposes only. On no account are these to be disclosed unless for a very specifically genuine reason. The psychiatric treatment for any disorder must begin without delay and records must be maintained. A house parent must always accompany the child on any visit to a doctor or a psychologist
04.

— Life Skill Education

Life skills are abilities for adaptive and positive behaviour that enable individuals to deal effectively
with the demands and challenges of life. This concept is also termed as psychosocial competency.

Special life skills program shall be designed for the girls, focusing on self-esteem, self-defence,
personal grooming, negotiation skills, physical fitness, and some aspects of homemaking.

The Home may invite women achievers to provide mentorship to the girls.

Social Development is the system for integrating children from the Home into the society so that
they become responsible and productive people.

Birthday Celebration

  • At least once a month, birthday of children shall be celebrated and the children celebrating the birthdays will be joined by all other children and the staff members followed by cutting of cake and distribution of cakes.
  • The children shall be greeted on their birthdays and special prayers may be offered for them.

Celebrating Festivities

  • PCCC celebrates functions and festivals involving all children and inviting special guests to the Home every year. Functions like Merdeka Day, Children’s Day, Children’s Birthday and major festivals and New Year are celebrated by organising special programmes by the children. Each child must participate at least in one event and the best performing children are awarded by the chief guests. Apart from this, every year best performing children award is given to children of specific age groups which motivates others to aspire for that.

Exposure Visits & Community Outreach Programmes

  • Exposure visits to other Children Homes, old age home, blind school, etc., are important to inculcate values and respect for the disadvantaged, the old and the sick. When they enter the larger society, a sense of responsibility to the larger family will evolve, by sharing and helping in various situations and rebuilding of family ties. It is the duty of the staff to ensure integration of young people in the community with meaningful ties. These could lead to the emergence of young leaders to take the community forward.
  • Community Outreach encourages the children to reach out to less fortunate in the community than them. Some activities that can be organized as community outreach programs adopted by the Home may include organizing games and other recreational activities, fund-raising, organizing tree plantation and etc.

Excursions & Outings

  • Excursions and picnics enrich the entire educational experience of the children. There will be at least one excursion / picnic in a year.

Interaction with ex-Home Children

  • Over time, when the children leave the Home, the Home intends to maintain contact and relationship with the ex-Home children as they play a great role in motivating the children at the Home. They are to be encouraged to visit the Home and interact with the children. This interaction will help the children to pursue broader options and higher goals for their future.
  • The Home shall maintain contact with the ex-Home children by maintaining their postal address, email-id and phone number. Greeting them on their birthdays and conducting annual alumni meetings will be effective means to build relationship with them.
05.

— Spiritual / Moral / Ethical Development

  • The spiritual development of children in PCCC aims at inculcating in the children the core values of compassion, sensitivity, respect for human dignity, honesty & integrity, justice, connecting oneself with the divine through prayer and concern for the common good, including protection of environment. The various religious and spiritual activities organized at the Home shall ultimately lead to growth of children by practicing these values. The following activities may be undertaken for the spiritual development of children
  • The caregivers and other staff members of the Home must become role models in practicing the core values mentioned above. Every day there shall be at least fifteen minutes prayer which will help the children to connect themselves with their respective spiritual formation.
  • Inter-religious prayer with readings from different scriptures and common bhajans, songs may be conducted at the Home. Children pursuing Christian faith shall be given sufficient knowledge of the Bible in view of fostering the core values and children pursuing Christian faith shall be given the opportunity to participate in the church services.
  • The senior children shall be encouraged to lead the prayer. The house parent and other staff may guide the children on how to prepare for and conduct a prayer session. The administrator and the care givers and the members of the Management Committee also may lead the prayer sessions.
  • Children may be encouraged to use musical instruments during the prayer sessions
  • • Value/moral education sessions shall be organized for children once a month with the facilitation by persons like the pastor, school teachers, social workers, etc.
  • General knowledge about the main tenets of the religions of Malaysia will be helpful to the children to understand and respect the diversity of religions in the country.
  • The Home shall have sufficient resources ie DVDs and books may be useful to inculcate spiritual, moral and ethical values amongst the children. Showing such films to children followed by a discussion on the values and lessons that can be applied to one's own life may be adopted as a means of value education
06.

— Talent and Character Development

Cultural activities on campus

PCCC encourages cultural activities among its children and will conduct events every year
wherein all the children come together and participate during the main festive seasons.
Activities included are dancing, speech, storytelling, singing and performing skits. All the
activities are conducted with a core theme which they select every year.
As part of their development, every year PCCC will select best child award. The Management
Committee will select the best child based on various criterions and reward them. This will
motivate them as well other children to aspire for best child in the coming years. The criteria
will cover the child’s overall performance for the year consisting of positive behaviours,
academic performance, extra-curricular activities, demonstration of leadership qualities. The
best child award of the year will be given out during the Children’s Day celebration.

07.

— Career Guidance

Each child blossoms in a different way and the child house parent or caregivers who always observe children, would be in a position to guide the children. However, providing career guidance is one of the tasks of the administrator or management committee to arrange session to discuss each children’s future studies and career option.
In view of preparing children to take a mature and informed decision about their future studies and career option, the Home shall make arrangements for:

  • A career corner to display information regarding various career opportunities
  • Showing interesting films on different types of vocations / jobs
  • Organizing career talks or visits to different organizations, selected factories, information centres, etc
  • Helping children to get admission to educational, professional and vocational training institutes
  • Annual seminars on different careers may be organized for the children
08.

— Orientation on Life

In order to orient children for their future life and to make them understand the importance of manual labour, they may be provided opportunities for learning some vocational skills. Each child shall select a few from the activities given below

  • Raising a kitchen garden and flower beds
  • Clay modelling
  • Fabric and other painting
  • Beads work
  • Making decorative and useful articles out of waste materials
  • Needle work, knitting, embroidery

Items made by the children may be sold to visitors as part of income generation that goes to the child’s savings

09.

— Participation with Home Responsibilities

Each dormitory will have an assigned dorm leader whom is nominated by the dorm children. The dorm leader would need to

  • Take stock of each child’s belongings and are recorded earlier and it is checked that all their belongings are available, and their items are clean and tidy such as clothes, books, bag, uniforms, stationary and etc. If a child has missed anything, he / she is given a chance to go and search it at the earliest
  • Once the respective leaders are done checking, the house parent will assist to cross check it
  • Once in a month, all the children will meet with the Matron / House Parent and few members of the management committee to sort out their problems by holding the children accountable for their misdeeds and behavioral issues
  • Discuss all their issues and propose suitable solutions which will be looked upon and implemented where appropriate

This will provide opportunities to all children and leader and assist will be elected once in every 6 months. This not only helps us in our home management but also helps the children to learn civic responsibilities. The overall intention of conducting these task including meetings is to develop leadership qualities, problem solving and decision-making skills among the children. The Home will be committed to build the children’s future by liberating the leadership qualities in every child

10.

— Children’s Right to Protection

Child Protection Policy

Must be developed and it has to be effectively implemented and monitored by the management committee. Total ban on any kind of corporal punishment and psychological/emotional harassment shall be implemented at the Home, Safety measures shall include disaster preparedness, inverter/generator backup and fire extinguisher

Grievance and Suggestion

The home shall have a Grievance/Suggestion Box kept in a common place where the children may deposit their complains complaints or suggestion. The key to the box shall be with the management committee that has been assigned. The box will be opened every week in the presence of at least two members – assigned committee member and a house parent or the administrator. The assigned committee will study the complaints of the children and submit its report to the management and for appropriate action to be taken

Governance of the Home

Child Care Facilities
  • Bath rooms and toilets should be adequate according to the minimum standard. They should be well maintained with doors and latches to close properly
  • There should be sufficient space around the building for the children to run and move around freely
  • Any leakage in the building, pipes and taps shall be repaired immediately

Certain facilities and provisions are essential for the healthy development of children

  • Adequately lit and ventilated common spaces for dining, study, kitchen, store room
  • Sufficient numbers of individual cupboards, bookshelves, pegs for hanging clothes, library, sick room, office space
  • Enough provision for maintenance and cleanliness of toilets and bathrooms and designated areas for washing and drying of clothes
  • Water facilities, with proper arrangement for septic tank and drainage of water
  • Open space / ground for games and sports
  • Decorating the rooms and halls with posters, pictures, etc. and the compound with a garden of flowers, blossoming trees, creepers, etc

Home Administration

The significant aspects of management are
  • Planning, monitoring and evaluation
  • Selection, training and monitoring of caregivers and other supporting staff
  • Finance management
  • Record Keeping, Documentation and Reporting

For effective management of the Home, the active involvement and participation of all stake holders, transparency and accountability are needed. This section of the guidelines is formulated in view of ensuring the participation of all concerned

Planning, Monitoring and Evaluation

The achievement of the vision, mission and the objectives of the Home requires careful planning, monitoring and evaluation. Hence, the Home shall do the following

1 - Planning
  • At the last quester of the year, the annual plan for the following year shall be prepared by the Administrator with the management committee’s guidance
  • The annual plan shall consist of
  • Expansion/Improvement of infrastructure facilities
  • Acquiring of equipment’s, furniture, etc
  • Events and celebrations
  • New activities to be introduced
  • Review action needed based on grievance / suggestions
  • Seminars and workshops for children
  • Training and workshops for the staff
  • Functions and festivals
  • Fund Raising Events for the Home
  • Annual Evaluation
  • Approval of the annual plan by the Management Committee
2 - Monitoring
  • Once the annual plan is approved by the management committee, its copy shall be made available to all staff
  • It is further divided into quarterly, monthly plans and each staff plan for their activities
  • Every month, there shall be a meeting of the staff to review the implementation of the plan in the previous month as well as to make modifications, if needed, in the current month's plan
  • The monthly meeting also will discuss various issues related to children and the management. All staff members including the service staff shall participate in the monthly review meeting
  • Once in three months a brief report of the Home, highlighting implementation of the plan shall be prepared by the Administrator and presented to the management committee
  • Annual reports of the Home also be prepared by the Administrator and copies are distributed to the management committee
3 - Evaluation
  • There shall be an annual internal evaluation of the Home by the management committee
  • The participants of the annual internal evaluation shall be
  • A member of the committee ie Chairman, Vice Chairman or Honorary Secretary
  • House Parent
  • It is highly recommended that a competent external resource person is invited to facilitate the annual internal evaluation ie. A committee member of PKAPP
  • A copy of the report of internal evaluation shall be attached with the annual report
Management Committee
1 - Composition of the Management Committee
  • The Chairman
  • Vice Chairman
  • Honorary Secretary
  • Honorary Treasurer
  • Committee Member 1
  • Committee Member 2
  • Committee Member 3
  • Committee Member 4
  • Committee Member 5

Note – Administrator and House Parent will be invited to Management Committee meeting on a need basis

2 - Designated roles of Management Committee

A – Chairman and Vice Chairman

  • Shall be responsible for all Committee Meetings; ensure that the Committee operates in a manner with conducive outcomes and focusing on the purpose of the organization
  • Ensure that Committee and staff is effective and respectful in its task in the Management of the Home
  • Be certain that the financial structure of the organisation is adequate for it’s current needs and long-term strategy with the assistance of the treasurer
  • Motivate, appraise, advise and support as and when necessary
  • Provide constructive criticism, advice and feedback as and when necessary
  • To liaise with Government Agencies and relevant NGOs with the assistance of the Secretary
  • He/She must balance difficult issues and put in place strategies to resolve complains or concerns
  • Set positive examples and take a lead role in allocations of a range of services provided to meet the identified needs of the children

B – Honorary Secretary

  • Convening management committee meetings and maintaining its records
  • Management Committee Meeting minutes register
  • Present Administrator report in Management Committee Meeting
  • Work with the Administrator on government correspondence including with external organizations
  • Ensuring the rules and regulations of the home is administered accordingly by respective staff
  • To review the grievance and suggestion brought by staff and children to the management committee for a decision
  • Develop and owns the standard operating procedures of the home - review on biennial basis for any amendments or changes with Committee Approval

C – Honorary Treasurer

The accounts of the Home shall be maintained in the computer or in a log book. The account heads in ledger should match with approved budget heads. Among the important books/records/documents to be maintained are

  • Cash books and Ledgers
  • Bank Statements/pass books with monthly bank reconciliation statements
  • Serially pre-numbered receipt books
  • Voucher File-Serially pre-numbered payment vouchers with supporting documents and bills
  • Quarterly Receipts & Payments Account statement file
  • Every month, the statement of account (receipts and payments) shall be prepared and kept for monitoring implementation of the activities
  • Every three months, a quarterly statement of accounts should be prepared as per the approved budget and submitted to management committee
  • At the end of the financial year the books of account are to be audited by an internal auditor
  • Audited statements of accounts along with the auditor's report shall be submitted for statutory filing, to the management committee and to the Registrar of Society (ROS)

D – Auditor

The primary objective of an internal audit is to provide leadership with the highest level of independent assurance and recommendations related to the effectiveness of internal controls, governance and risk management processes of the home. Roles includes

  • Perform procedures and develop report that provide findings and recommendations to help improve processes and procedures or the home
  • Help ensure that the organization are in compliance with the applicable laws and regulations
3 - Selection and qualification of Management Committee

The appointment of the Chairperson and the members of the committee will be done based on the recommendations of the Management Committee through nomination and voters on biennial cadence or every 2 years. The eligible term of the members of the committee for the roles one holds is a maximum of 2 terms or period of four years from the date of appointment. It is imperative that the Chairperson and the members are trained and oriented on all child related issues, welfare and rights.

Person appointed as a member of the Committee should be actively involved in health, education or welfare activities pertaining to children for at least 3 years or should have been a practicing professional or with a degree in child psychology or psychiatry or social work or sociology or human development

4 - Meetings and Decision Making
  • There will be at least eight meetings of the management committee in a year
  • The written information with Agenda shall be made available to the committee members at least one week in advance
  • The following shall be the tasks of the Management Committee
  • Preparing a Strategic or long-term plan for the Home
  • Analysing and approving the annual action plan and budget of the Home
  • Getting the monthly progress reports and statement of account and giving feedback to the Administrator, House Parents, and the staff
  • Analysing and approving the annual progress report and the audited statement of account
  • Studying and discussing the assessment reports and proposing remedial actions
  • Approval of the final list of children to be selected after completing the process (as provided below)

In the event of any difference of opinion among the members of the Committee at the time of taking any decision, the opinion of the majority prevails but if there is no majority, then the opinion and decision of either the Chairman or Vice Chairman prevails

5 - Selection and Acceptance Criteria

A – Selection of Children

As the Home is meant for the most disadvantaged children, the selection process shall ensure that the most deserving children get admission to the Home. The selection process consists of

  • Short-listing of applications or referrer by Social Welfare Department and verification of documents and income certificate
  • Selection by the committee consisting of Chairman or Vice Chairman, Honorary Secretary and Administrator
  • Reporting and registering the acceptance of a child to the Home
  • Maintaining an online database of all children admitted
  • Preparation of child study report and medical/physical examination report
Acceptance Criteria
  • Orphans
  • Abandoned Children
  • Child with at least 1 biological family (Single parent)
  • Children who are abused
  • Children who are neglected and living in poverty

Note – Referrals will be from Welfare Department, Schools, Public and Non-Governmental Organizations (NGOs)

B – Selection of Staff

As the Home’s objective is to provide the utmost care, happy and safe environment, opportunity for children to develop, thrive and fulfil their potential, the selection process shall ensure that qualified staff are being employed to serve the children. The selection shall include the following

  • Background investigation – no criminal records
  • Experience and referrals from previous employer
  • Behaviour – evaluated via behavioral interview process
  • Medical and Psychological assessment
5 - Criteria’s of Terminating Member of Committee Including Staff

Termination of member / staff if they are found guilty of misuse of power or they have been convicted of an offence involving moral turpitude and such conviction has not been reversed including divulging private & confidential information of the Home to public. A member can also be terminated if he/she fails to attend the proceedings of the Committee consecutively for 3sessions without any valid reason or he/she fails to attend less than three-fourths of the sittings in a year

Human Resource Management
  • The effectiveness of the Home depends to a great extent on the competence and commitment of the staff. The staffs of the Home consist of
  • Administrator
  • Matron
  • House Parent
  • Support Staff
  • Each new staff will be given a 3 months probationary period before the contractual employment offer if given
  • All staff to undergo on job training for a minimum of 1 week before performing their roles independently
  • All staff to adhere to the rules and regulations of the home and any violation will be weighted by the management committee for further action
  • Staff need to demonstrate professional behaviour and be a respected figure for the children
Roles of Staff

1 – Administrator

The Administrator shall be responsible for overall management of the Home. The following could be the main tasks of the Administrator

  • Part of the selection and appointment of staff
  • Monitoring and appraisal and capacity of the staff
  • Taking leadership for preparation of Annual Plan and Budget
  • Maintenance of certain records and documents and proper recording of
  • Children admission and discharge register
  • Individual Child’s file
  • Children’s birth certificate, National ID and
  • Staff attendance register
  • Staff leave letter register
  • Staff file – copy of My Card, Applications form, offer letter
  • Children movement register
  • Manage staff payroll, annual leaves and work schedules/ duties for staff
  • Groceries/Indent/bills register
  • Children medical record register
  • Register of sick children
  • Height and weight register
  • Individual Medical card
  • Medicine Record
  • Annual Medical check-up record
  • Proper book-keeping and accounting practices prescribed by the management committee
  • The physical cash balance is to be tallied with the book balance daily
  • Coordination and communication with management committee
  • Public relations and networking
  • Maintaining relationships with the schools
  • Record donor / sponsors correspondence
  • Food Stock Register
  • Groceries Stock Register
  • Weekly Food Menu
  • Children’s birthday

The Administrator shall have the minimum qualification of graduation and he or she should have undergone a short-term course on management or experience in managing a home in the similar capacity

2 – Matron

A Matron is supposed to play the key role at the Home. He/she must have the personal knowledge of each child and the family background of the child. The following are the tasks and responsibilities of the Matron

  • Planning, monitoring and evaluation of the children along with the Administrator
  • Monitoring the academic progress of children
  • Monitoring the physical growth and health of children
  • Timetable and duty roster for the children
  • Providing psychosocial care including counselling and coaching to the children
  • Arranging tuition/coaching for children and facilitating the children’s homework and studies
  • Organizing life skill education, outreach program and career guidance
  • Organizing excursion / outings including the various events and celebrations
  • Convening monthly staff meeting in consultation with the Administrator
  • Distribution of stock
  • List of cloths / uniforms
  • gift
  • List of toiletries
  • List of bedding items
  • List of books and stationeries

The minimum qualification of the Matron shall be the certification of work experience or completed Child Care studies from any institution would be an added advantage. If a trained warden is not available, a person with aptitude and interest in residential child care can be appointed as a Matron after giving necessary induction and trainings.

3 – House Parent

House Parents are to provide a safe and loving home environment where the children have ample opportunities for healthy growth and development. Their primary roles and responsibilities are as follows but not limited to

  • Strive to create a safe, nurturing and caring environment for the children at the Home that fosters healthy relationship and attachment
  • Enrich students’ lives by providing moral, spiritual, and educational guidance and counsel
  • Create an environment of trust, discipline, consistency, emotional support, mutual respect transparency, responsibility and accountability
  • Ensure hygiene standards are maintained – Kitchen, girls and boys dormitories, wash rooms and the surroundings of the home
  • Manage preparation of the Children’s mean and ensuring healthy food are being served
  • Ensure that the students attend school regularly and help to supervise students’ studies and homework
  • Manage the household (domestic duties) and assist with laundry requirements of the children
  • Be a sounding board to children with problems or provide basic counseling services where needed
  • Accompany children on outings or events approved by the home
  • Reporting any home maintenance issues to the Administrator or Matron in a timely manner
  • To ensure a visible presence in and around the premises of the boarding house at all times when on duty
  • Report children’s illness promptly, if emergency attention is required, inform Matron or Administrator, Chairman and call an Ambulance (for serious accidents/incidents)

House Parents are expected to create a home community through commitment to teamwork, support, and respect for other house parents and other home’s staff

4 – General Worker / Support Staff

The following is the task of a support staff

  • Managing the transportation needs of the children mainly to school, for extra curricular activities, events or activities, to clinics/hospital
  • Maintenance of the car/van and ensuring it is kept clean at all times
  • Help with the groceries shopping or purchasing items for the Home
  • Help with the general task at the Home such as cleaning around the house, some administrative work etc

Conclusion

Through Peace Children Care Centre, we intend to make significant contribution to nation building by empowering the most disadvantaged or less fortunate children to excel. In addition, PCCC is committed to build a home for the children of today for a better tomorrow.
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