Operational Procedures

Opening times

The facility will be open every day of the year. There will be an annual shut down in the month of December each year.

Staffing

The home will be staffed as follows;

• Two matrons whose duties will be to ensure the physical and mental well being of the children at all times, duties to include; assisting them get ready for school, getting them ready for after school activities, ensuring that they eat, ensuring that they are appropriately dressed at all times, completion of homework. Matrons will take shifts to ensure that there is a matron on the premises at all times
• Two cleaners to ensure cleanliness of the premises as well as ensuring that the children's clothes and necessary school wear is always ready and clean at all times.
• A cook responsible for all meals, mid day snacks, lunch packs. Meals to include main meal and dessert at supper. An administrative assistant responsible for the day to day running of the home.
• A groundskeeper - during the day responsible for day to day maintenance as well as gate keeper during the day.
• A driver responsible for transportation of children to various schools and after school activities.
• 24 hour security guard from a reputable security company

A part time teacher responsible for daily homework supervision.

All staff members will be trained in First aid courses to include CPR, treatment of sprains and bruises, poison treatment, treatment of burns e.t.c. Certificates obtained will be available for inspection upon request.

Security

There will be 24 hour security at the entrance of the gate, monitoring all visitors in and out of the premises and a log book will be kept.

Supervision of boarders

The boarders will be under the constant supervision of the Matrons. No child will be allowed out of the hostel. without permission from the matron. Roll call will be done every night and morning.

Visitors to hostels

All parents are welcome to visit the children at any time of the day before 5pm. Any visits after this time can be arranged prior to arrival time. All other visitors to the hostel will have to be cleared by parents/guardians and such visits will be supervised by the matron on duty. A 48 hour notice period will be required by management.

Health protection

The City of Windhoek's health division has provided regulations regarding the health requirements of a boarding house/hostel and a copy of this will be made available upon request. A health inspector from the health division will be sent to inspect the premises prior to registration of the centre.

Food safety and nutrition

The daily menu for the children will be designed by a nutritionist and will be adjusted every month. Special needs such as lactose intolerance, nuts allergies will be taken into consideration. Pleasenote that extra costs will be borne by parents. There will be access to snacks, fruits and drinks for the children at all times with supervision of the matron.

General safety

Fire safety and general safety drills will be carried out every three months. Fire safety requirements will be sourced from the City of Windhoek and will be adhered to.

Parents contact with or access to boarders.

The hostels office will have the following to enable communication  parents and children

• Landline phone with call maker option
• 24hr ADSL for internet connection
• Fax machine
• Office PC loadedwith skype, yahoo messenger,
• Windows Messenger

This is to allow for anytime communication with parents within reason and with supervision of the matron.

Payments

Name of Account: Rugare Hospitality, Bank name: Bank Windhoek Branch Code: 481972  Account Number: 8002679321

Idemnity

• Sunshine Home, the staff and anyone appointed, to help with the children cannot be held responsible for any illness, harm, injury, accident or the unlikely death of a child.
• We promise to take the best care possible of the children and keep strict and strong controls to ensure proper safety and care at all times
• We will care for an ill or injured child at our own discretion until the parent or medical assistance arrives
• If children are transported to an outing notes will be sent out and parents need to sign these giving us permission to transport children and indemnifying us and anyone helping to transport the children
• If it is according to the home an emergency and the parent cannot be located immediately, the school will have the right to summon any other nedical practioner at the parents expense if the doctor / dentist of their choosing is not available.

Personal belongings

• No toys from home will be allowed
• Clothing, shoes, socks, jerseys etc. are to be clearly marked for us to identify eachchild's belongings.
• we will mark any items with a permanent marker, should you not do so
• In the interest of space saving,a clear list of clothing items will be listed, a casual uniform will be made available to all the children for wear after school, and a total of 8 casual outfits per month for the weekends will be allowed.

 Complaints

 All complaints should be made in writing to the office and a response facilitated within 24 hours and matters of a serious nature will be addressed with the parties concerned.

 Damage to Hostels property

Destruction of the home's property due to breakage shall be chargedto parents account