Mō mātau
About us
Here you’ll find key information to support you to manage your Kōhanga Reo.
Whānau are required to have processes and procedures to meet the licensing criteria.
The Trust supports whānau by providing:
Operational support and guidance
Learning and support materials for key systems
Training for key systems
The Trust will extend the range of resources over time.
Quick links
Communications and waivers
Here are some key resources to assist with sharing information with the Communications team and collecting the right waivers.
Contact [email protected] to share news and information about what’s happening at your Kohanga Reo or in your rohe.
If you are sharing images or videos, you also need to provide the relevant waiver forms.
It’s important that we collect the waiver to ensure we have permission to use an image or video of kaimahi, whānau or mokopuna. Also, for any artwork or photos.
Funding and enrolment
Here are some key resources to assist with managing funding.
Enrolment:
Find useful information and resources to manage enrolments.
Maramataka:
It’s important to capture daily attendance for mokopuna and this should be updated in Edge daily ideally, or at least once a week. This helps to ensure the information is captured and our reporting is completed on time. From October 2024 this will be even more important as Edge will be integrated with the Ministry of Education’s Early Learning Information (ELI) system.
Here is a selection of resources to guide you in making amendments.
If you have any queries regarding audit processes, please contact your Tari ā-Rohe in the first instance.
If you have any queries regarding closures or temporary relocations, please contact your Tari ā-Rohe in the first instance.
Whānau Learning is promoted to:
Improve understanding of Te Korowai
Improve understanding of Te Whāriki
Improve understanding of Te Ara Tūāpae
Improve understanding of the Te Kōhanga Reo Trust training programmes
Enable whānau and ākonga to identify issues pertinent to their specific needs
Provide the opportunity to up-skill kaimahi and whānau while meeting the needs of Te Kōhanga Reo
Nurture and grow the knowledge and skills within a whānau learning environment
Human resources
Here are some key resources to assist with managing human resources.
Employment New Zealand:
Find useful information and resources to manage employment.
Request HR support from the Trust:
If you have a particular issue that you’d like support to manage, complete the form to request human resources support from the Trust.
Vacancies and job listings:
View current vacancies or create a job listing for a vacancy at your Kōhanga Reo.
Child safety checks and police vetting:
Find useful information about this process including frequently asked questions and the police vetting application.
If you have questions, contact us at [email protected] or call us on 0800 KOHANGA (0800 564 2642) and press option 1.
Note: Kaimahi and whānau can only access Trust systems once their Police vetting is completed and cleared.
Establish employment agreement and pay within pay parity:
Establish an employment agreement and pay banding for your kaimahi using the templates provided and pay parity guidance.
Establish employment agreement and pay:
If your Kōhanga Reo has not opted into pay parity, use the employment agreement templates provided.
Smartly:
For information and guides on use of Smartly, go to the Help section in the Smartly system.
General guidance:
Review the general guidance to set up your core health and safety manual and practices. While some of the documentation is dated it is a good starting point. Also review the WorkSafe website for a range of guidance and resources.
Investigate incident:
If something does happen that requires investigate, use these forms and guides to get started. While some of these are a bit dated they provide a good base.
Entitlements:
Minimum leave entitlements are set out in the Holidays Act.
Also check for any specific provisions on employment agreements, noting that you cannot set less that the minimum required under the law.
For specific criteria and guidance for handling scenarios for parental leave, family violence, bereavement and more, check out the Employment New Zealand website.
ACC claims:
If you are managing an injured kaimahi return to work, check out the ACC website for guidance about claims if a kaimahi is unable to work, and for support to rehabilitate and return to work.
General onboarding:
Manage the onboarding of new kaimahi or whānau to your Kōhanga Reo.
System onboarding:
Manage the onboarding of kaimahi or whānau to Trust systems. Note that this is linked to the police vetting clearance and system access is automatically established once clearance is obtained.
Personal record – induction form
Login to KoAu [video coming soon]
See Te Ara Hiko section of this process and procedures page.
General role change:
Manage the transition of kaimahi or whānau to a different role in your Kōhanga Reo.
System role change:
Manage the change of role and permissions for Trust systems. This ensures kaimahi or whānau have access to the right systems for their mahi and helps you to manage risk.
See Te Ara Hiko section of this process and procedures page.
Managing good performance:
It’s important to recognise and reward good performance, set goals and encourage growth.
Managing performance improvement:
Setting expectations and managing for performance improvement is a positive way to address issues.
Managing misconduct or serious misconduct:
Managing a fair investigation and disciplinary process is critical for any employer.
Managing bullying, harassment or discrimination:
As the employer you have an obligation to investigate and to support the person affected.
Getting kaimahi onto Trust courses:
Professional development is a key for kaimahi to progress through the pay parity salary bands.
He Manu Pīrere:
Find out about scholarships available or validate attendance at a Kōhanga Reo to support an application.
Performance appraisals:
Find resources and templates to manage kaimahi performance appraisals.
General offboarding:
Manage the offboarding of new kaimahi or whānau from your Kōhanga Reo.
System onboarding:
Manage the offboarding of kaimahi or whānau from Trust systems.
See Te Ara Hiko section of this process and procedures page.
Insurance
Here are some key resources to assist with managing insurance.
Request insurance:
Contact [email protected] and provide details of the cover required.
Notify of an incident:
When something happens that will require an insurance claim, use the insurance Claim notification form to provide a heads-up to the relevant teams and the insurance provider. This should be provided as soon as possible, and within two days of the incident ideally.
Make a contents or building claim:
Use the Contents or building claim form to submit your claim. This should be done as soon as possible after the incident.
Make a waka claim:
Use the Vehicle claim form to submit your claim. This should be done as soon as possible after the incident.
Claim notification form
Vehicle claim form
Notify of asset updates:
Contact [email protected] and provide details of asset changes.
Loans and MOP
Here are some key resources to assist with loans from the Trust and applying for healthcare under the Mokopuna Oranga Pūmau (MOP) programme.
Te Pātaka Ohanga (TPO) has a loan facility for Kohanga Reo to apply for.
We have three loan categories you can apply for:
Financial
Property
Waka
All loans are subject to approval from the Managing Director of TPO and must adhere to all anti-money laundering compliance requirements.
All loans MUST be recommended by your Kaitohu-a-Rohe, the respective Pou and the Tumu Whakarae. The terms and conditions MUST be followed to progress through the loan process.
This loan is for Kōhanga Reo who experience short term financial difficulties. Discuss your application with the Tari ā-Rohe. Kaitohu ā-Rohe | District Managers will need to ensure that all information is collected.
See section above for loan application information.
This loan is for Kōhanga Reo to purchase or construct a property or to make improvements to the existing building(s) and property. Property loans are administered by the Trust who will make payment directly to the suppliers.
See section above for loan application information.
This loan is for Kōhanga Reo to purchase new vehicles directly from the car dealer. Payment will be made directly to the suppliers NOT the Kōhanga Reo. All vehicles will need to be insured under the Trust’s insurance scheme prior to leaving the dealer.
See Insurance section of this process and procedures page.
Request specialist prior approval:
See the Mokopuna Oranga Pūmau | Mokopuna Health Programme web page for the detailed procedure of how this is managed.
Whānau complete the pre-approval form with the General Practitioner (GP), and this is submitted to the Trust’s MOP team.
Approval is granted for an initial specialist visit, then once the cost of treatment is known another approval is required before the treatment begins.
Any queries should be directed to the team at [email protected].
Operations, complaints, and quality assurance
Here are some key resources to assist with operations, management and quality assurance.
Annual planning is completed with a focus on us achieving the strategic objectives set out in Te Ara Tūāpae.
Our overall results are set out annually in our Statement of Service Performance (SSP) document.
Statement of Service Performance [page coming soon]
Access the Kōhanga Reo attestation form.
Attestation form
Making a complaint:
As whānau you will have your own processes for managing complaints received at your Kōhanga Reo.
The Te Tuku Naew | Complaints page has more information about managing complaints and how these can be escalated.
Working with Education Review Office, supporting quality evaluation that contributes to high quality Kōhanga Reo and ongoing development of a methodology that reflects the philosophy of Kōhanga Reo.
GST and end of year audits:
It’s important to understand financial matters and requirements for GST, End of Year Audits etc.
Xero:
Xero is the preferred financial tool although some others are still used.
Te Kōhanga Reo National Trust’s Tūtohinga / Chartering and Licensing end-to-end process continues to support whānau establishment of Kōhanga Reo as a unique indigenous model, within which mokopuna are empowered to ‘catch’ the language in their earliest years, underpinned by the philosophy of Kōhanga Reo.
Who can help?
If you receive an enquiry about setting up a Kōhanga Reo, please direct the person to your Tari ā-Rohe in the first instance. You can also point them to our website’s Te Whakatū Kōhanga Reo | Establishing a Kōhanga Reo page, and the licensing criteria.
The Trust is continuing to collaborate with the Ministry of Education on the design and delivery of initiatives that aim to strengthen Mauri Tū – Indicators:
Mauri Ohohoho – Awareness
Mauri Tau – Understanding
Mauri Ora – Nurture
We're building on progress made and lessons learned during the implementation of the learning support awareness campaign, Tamaariki.
Property
Here are some key resources to assist with property queries and issues.
These documents provide information for whānau about whānau responsibilities for Kōhanga Reo property maintenance.
The Trust is progressively introducing Kaupapa agreements.
This agreement sets out the:
Operating expenses to be paid by whānau
Whānau property maintenance obligations
Whānau commitment to the property maintenance fund and project contributions
It includes the:
Lease agreement or Certificate of Title
Resource consent or outline plan of works
Code compliance certificate and compliance schedule
Confirmation and timing of whānau project contributions
The Trust develops and implements annual property programmes. These cover renovations, extensions and, in some cases, rebuilds of Trust owned property.
For whānau to be considered, they should talk with their Kaitohu ā-Rohe | District Manager to discuss the proposed scope and reasons for the work. For extensions (license increases) this includes ensuring the waiting list in Edge is up to date.
Subject to the Kaitohu ā-Rohe | District Manager’s endorsement, Property will meet with whānau to discuss and agree the scope and, subject to project approval, work through the implications including project contributions, relocating during construction etc.
Purchasing
Here are some key resources to assist with purchasing.
Information on ICT purchasing can be found in the Te Ara Hiko section of this process and procedures page.
See the Insurance section of this process and procedures page for more information.
Online store:
Our online store operates through our website. Manual payments are processed into the following bank account:
Account name: TPO
Bank/branch: ANZ – Wellington
Account number: 01 0505 0005181-00
Reference: Add your purchase reference number and your name.
Payments must be received within 14 days otherwise the order is cancelled automatically.
Terms and conditions and returns policy
See the Tikanga Ratonga | Terms of Service information on our website for more information which includes the returns policy in section 4.
Contact [email protected] for more information about purchasing a property.
Also see the Property section of this process and procedures page.
Contact [email protected] if you wish to discuss the purchase or lease of a waka.
Also see the Waka section of this process and procedures page.
Te Ara Hiko
Here are some key resources to assist with managing Te Ara Hiko.
Click to Book a call with Te Ara Hiko.
Onboarding:
Access to Trust systems is linked to the police vetting clearance. System access is automatically established once clearance is obtained. By approving the employment of a kaimahi, or appointing a whānau tiamana/chairperson the whānau endorse that person having system access.
Roles | Mokopuna Management System – Edge | Learning Management System - Te Aho Poutama | Payroll System – Smartly | Kōhanga Reo Intranet | Office 365 | TKR Email |
---|---|---|---|---|---|---|
Kaiako Matua Kaiako Kaiāwhina | Yes (to mark attendance) | Yes (full Kaiako permissions) | Yes (for timesheet and leave applications) | Yes | Yes | No |
Kaiwhakarite | Yes (full admin rights) | Yes (full admin rights) | Yes (full admin rights – no approval) | Yes | Yes | Yes |
Tiamana | No | Yes (whānau access) | Yes (payroll approval) | Yes | Yes | No |
Role change:
Notify Te Ara Hiko of kaimahi or whānau that are changing roles to ensure they have access to the right systems for their mahi and to help you manage risk.
Suspended access:
Access to Trust systems is linked to the police vetting clearance. If the Police vetting for a kaimahi or whānau expires their system access is automatically blocked. Once the new application has been processed and clearance obtained, the system access is automatically unblocked.
Offboarding:
Notify Te Ara Hiko of kaimahi or whānau that are leaving your Kōhanga Reo so their system access can be removed promptly, helping you to manage risk.
Login to KoAu [video coming soon]
Place ICT order:
Place a standard ICT order for equipment for your Kōhanga Reo.
Technology programme:
Find out more about the technology rollout and what’s on offer including devices, 2 degrees and Brother printer offers.
Lost devices:
If you have lost your device, refer to the Insurance section for information and guidance. Place an ICT order for a replacement.
Accidental damage:
If you have damaged your device, you may be able to have it repaired under your insurance or may need to make a claim for a replacement.
See Insurance section of this process and procedures page.
Make notification:
Please notify Te Ara Hiko of any information security or privacy breaches so steps can be taken to manage the implications and to minimise further risk.
Get help:
Contact Te Ara Hiko for any technical support issues.
Here’s the guidance to show you how the team prioritises issues and the timeframes for responses and resolution.
Priority | Description | Response time | Resolution time | Examples |
---|---|---|---|---|
P1 - Critical | Service is down, severe degradation of service, or any issue affecting multiple users and / or critical system components. Business operations are severely impacted | 1 hour or less | 4-8 hours | Server outages, network downtime, security breaches. |
P2 - High | Service is usable, but in an impaired fashion. The issue has a moderate to high impact on business operations and affects multiple users. | 2-4 hours | 1-2 business days | Major functionality issues, significant performance degradation. |
P3 - Medium | The issue has a moderate impact on business but does not prevent core business operations. May affect individual users or small groups. | 1 business day | 3-5 business days | Usability issues, minor functionality problems. |
P4 - Low | The issue has minimal impact, affecting non-critical functionality or a single user. Business operations are not impacted. | 2-3 business days | Within 10 business days | Cosmetic issues, requests for information, minor bugs. |
0800 ARAHIKO or 0800 272 4456
Waka
Here are some key resources to assist with managing waka.
New / replacement card:
Complete the Fuel card application form for new or replacement fuel card.
Notify of lost/stolen card or to cancel card for other reason:
Contact [email protected]
Kōhanga Reo owned waka:
Where you own your waka, be sure to stay on top of the warrant of fitness, registration, road user charges and vehicle maintenance.
Leased waka:
Where your waka is leased, there is usually scheduled servicing and maintenance.
Contact [email protected] if you have any questions.
Contact [email protected] if you wish to discuss the purchase or lease of a waka.
The driver is responsible for paying any speeding fines or other infringements notices for parking etc. The notice has instructions on how to pay.
Visual identity
Here are some key resources to assist with using our visual identity or making requests for a variation of the tohu or permission to use.
Complete the Request variation of tohu form to request a customised tohu to use for signage etc.
Complete the Request permission to use tohu form to request permission to use the tohu. Also see Terms of service for guidance about the use of the tohu.
Please contact [email protected] to report any infringements regarding the use of our tohu so a notice to stop using it can be issued promptly.
Coming in mid-May 2024
We have a range of resources and templates available for you to use. These include our tohu, key themes and a few secondary themes which are appropriate for mokopuna resources.
Visual identity kete [link to Sharepoint site coming soon]