Study Guide for New Crew Members
A working companion to the In Space Childcare Staff Training & Orientation Manual. Read each section, focus on the highlighted points, then complete the onboarding quiz to confirm you’re flight-ready.
Welcome to the Flight Crew.
This guide condenses the full Staff Training Manual into the essential takeaways you’ll be tested on. Read every section before sitting the quiz.
Every shift, every transition, every conversation — you are the safety net and the spark for the children in our care.
01 · Welcome to the Flight Crew
In Space Childcare Inc. is committed to a safe, nurturing, engaging, and inclusive environment where children can learn, grow, and thrive. Every staff member plays a critical role in delivering quality care and positive learning experiences — every single day.
This manual outlines the policies, procedures, expectations, and standards that guide our childcare programs. All employees are expected to read, understand, and follow its contents. Together we build an environment that inspires curiosity, creativity, teamwork, and respect.
- Reading the manual is not optional — it is part of your role.
- Every policy in this guide exists to keep children safe and our crew aligned.
- If anything is unclear, ask your Site Manager before your first shift on the floor.
02 · Mission, Vision & Core Values
What we do, every day
Provide dependable, flexible, high-quality childcare that supports the physical, cognitive, emotional, and social development of every child. We do that by keeping the learning environment safe and healthy, supporting learning through play and exploration, building respectful relationships, promoting inclusion and emotional well-being, and delivering reliable, professional service.
Where we’re going
To become a leading childcare organisation that inspires future generations through creativity, innovation, and exploration. Every shift is a small step toward that bigger picture.
The eight core values you’ll be measured against
Without scrolling — name three of the eight core values. Which one are you strongest at, and which one will you focus on this week?
Show all eight
Safety · Respect · Professionalism · Accountability · Teamwork · Inclusion · Compassion · Integrity03 · Employment Standards & Expectations
Staff qualifications
Every member of the crew must:
- Be at least 19 years of age
- Hold a high school diploma or equivalent
- Meet all BC licensing requirements
- Maintain current certifications for the role
- Complete a Criminal Record Check
- Be physically and mentally capable of performing childcare duties safely
Documentation you may need to provide
Before starting, Site Management may request: a resume, government-issued photo ID, references, First Aid certification, ECE/ECEA or Responsible Adult certification (where applicable), a driver’s abstract and licence if you’ll be on transport duty, banking and tax forms, and immunization documentation where required.
Probationary period
New employees are subject to a probationary period of up to three months. Performance, professionalism, reliability, and overall suitability are evaluated during this window. Employment may be ended during the probationary period in accordance with BC Employment Standards.
Work schedules
Schedules vary with operational needs. Typical operating hours:
- School Year
- Monday–Friday, approximately 7:30 AM–9:00 AM and 1:30 PM–5:30 PM
- Camps & Pro-D Days
- Monday–Friday, approximately 8:30 AM–4:30 PM
You may be assigned to multiple locations as required.
Breaks, pay & sick leave
Meal and rest breaks are provided per BC Employment Standards and are unpaid unless you’re required to remain on duty. Pay is bi-weekly; vacation pay and statutory entitlements follow BC Employment Standards.
If you can’t make a shift, notify your Site Manager as early as possible:
- Opening-shift staff: notify management no later than 6:00 AM
- All other staff: at least 3 hours’ notice before the shift
- Excessive absenteeism or lateness may result in corrective action
- Minimum age: 19. Probation: up to 3 months.
- Opening-shift absence notice cutoff: 6:00 AM.
- All other shifts: minimum 3 hours’ notice.
04 · Staff Conduct & Professionalism
Conduct sets the temperature of the room. Children, families, and your coworkers will mirror what you bring in the door.
Employees must
- Treat children, families, and coworkers respectfully
- Maintain professional boundaries
- Use positive language and communication
- Follow all safety and supervision standards
- Report concerns immediately to management
- Maintain confidentiality
- Abusive, neglectful, threatening, discriminatory, or inappropriate behaviour
- Leaving children unattended
- Corporal punishment of any kind
- Gossip or workplace bullying
- Reporting to work under the influence of drugs or alcohol
- Sharing confidential information
Cell phone policy
Personal cell phone use during working hours is prohibited, except: in emergencies, for approved childcare-related communication, for ProCare attendance and parent communication, or when explicitly authorised by management.
Children must never be given access to staff personal devices.
You’re mid-shift and a friend texts you a meme. Which of the four allowed uses of your phone does that fall under?
Show answer
None of them. Personal social messages don’t fit any of the four exceptions (emergency, approved childcare communication, ProCare/parent contact, or manager authorisation). Reply on your unpaid break, off the floor.05 · Child Safety & Supervision
Child safety is the highest priority at In Space Childcare. Every other policy supports this one.
Active supervision standards
- Maintain active supervision at all times
- Position yourself strategically indoors and outdoors
- Continuously scan the environment
- Conduct regular attendance counts
- Engage positively with children while supervising
Staff-to-child ratios — memorise these
| Group | Maximum ratio |
|---|---|
| Kindergarten – Grade 1 | 1 : 12 |
| Grade 2 – Grade 6 | 1 : 15 |
| Ages 3 – 5 | 1 : 8 |
| Mixed age groups outdoors | 1 : 12 |
Ratios must never be exceeded. If a ratio is about to break, get on the radio and call for support before it does.
Attendance verification — when to count
Headcounts are required:
- Before leaving a classroom
- Before entering or exiting a building
- Before transportation departure
- Upon arrival at destinations
- Before leaving field trip locations
If a child cannot be accounted for, notify management immediately.
Authorised pick-up
Children may only be released to parents/guardians or individuals listed as authorised pick-up contacts. Verify ID if you are unsure, check ProCare records, and contact management if any concern arises. Failure to follow release procedures may result in disciplinary action.
- K–Grade 1: 1:12 · Grades 2–6: 1:15
- Ages 3–5: 1:8 · Mixed-age outdoors: 1:12
- Five moments when a headcount is non-negotiable: leaving the room, entering/exiting a building, before transport departure, on arrival, before leaving a field trip site.
You’re leading 14 Grade 3 students outdoors and your co-worker calls in sick. What’s the ratio rule, and what should you do?
Show answer
The maximum for Grade 2–6 is 1:15, so one staff covers up to 15. Mixed-age outdoors is 1:12. Solo with 14 Grade 3s is technically within the Grade 2–6 ratio, but you’re still alone — radio for support before anyone needs a bathroom, first aid, or a transition.06 · Attendance, Transportation & Transitions
The centre may provide transportation to and from schools and activities. If you’re on transport duty, you carry the full safety responsibility for everyone in your vehicle.
Transportation expectations
- Follow all vehicle safety procedures
- Maintain child supervision during transit
- Conduct attendance checks before departure and on arrival
- Use radios or approved communication systems
- Follow designated pick-up and drop-off procedures
Missing-child procedure
If a child does not arrive at a designated pickup location:
- The very first step in a missing-child scenario is notify the Site Manager. Don’t leave the pickup location to search on your own.
- Do not contact the parent/guardian until you’re told to.
07 · Emergency Procedures
Evacuation procedures are posted in every facility. Find them on day one. All staff must know evacuation routes, participate in emergency drills, understand emergency communication procedures, and know relocation locations.
Why we might close
- Severe weather
- Unsafe road conditions
- Power outages
- Other emergencies
Staff will be notified by management when a closure is in effect.
Oliver Woods Community Centre
6000 Oliver Road, Nanaimo, BC. If evacuation is necessary, this is where children and staff may be relocated.
Power outages
For an extended outage, management will assess safety conditions, families may be contacted for early pickup, and staff must remain on-site until ratios are maintained and children are safely released.
- Emergency relocation site: Oliver Woods Community Centre, 6000 Oliver Road, Nanaimo, BC.
- On day one, ask your Site Manager to physically walk you through the nearest evacuation route.
08 · Health, Illness & Medication
Illness policy — when a child can’t attend
Children displaying symptoms of illness may not attend the program. If a child becomes ill during care, parents/guardians will be contacted. Watch for:
- Vomiting · Diarrhea · Fever
- Contagious illness · Head lice
- Unusual fatigue or other illness symptoms
Medication administration
Medication may only be administered when written parental consent is provided, the medication is properly labeled, and instructions are clear and current. All medication must be securely stored, kept inaccessible to children, and documented on administration.
Allergies & medical plans
Review and follow every:
- Allergy alert
- Medical care plan
- Behaviour support plan
- Emergency medication procedure
- No verbal-only consent. Written parental consent, properly labelled medication, and documented administration — every time.
- Medication is always stored where children can’t reach it. Never in your bag, never on a windowsill.
09 · Guidance & Behaviour Support
In Space Childcare uses positive guidance approaches that support emotional regulation, self-esteem, and respectful behaviour.
Positive guidance strategies
- Positive reinforcement
- Model respectful communication
- Redirect inappropriate behaviour
- Support problem-solving skills
- Encourage emotional expression
- Stay calm and consistent
- Physical punishment
- Humiliation or shaming
- Threats or intimidation
- Withholding food or basic needs
- Verbal abuse
When a serious behavioural concern arises
Children requiring additional support may have individualised care or behaviour plans.
10 · Incident & Critical Incident Reporting
Standard incidents
All accidents, injuries, or unusual incidents must be:
- Reported to management immediately
- Documented accurately
- Entered into ProCare or designated reporting systems
- Shared with parents/guardians as appropriate
Documentation must remain factual and objective. Stick to what you saw and heard; leave interpretation to management.
Critical incidents
Critical incidents trigger additional reporting obligations under BC licensing regulations and are handled by management. They include but are not limited to:
- Serious injuries · Missing children · Abuse allegations
- Medical emergencies · Aggressive behaviour · Medication errors
- Emergency restraints · Disease outbreaks
A child trips, scrapes a knee, and you clean and bandage it. What are your obligations?
Show answer
Even minor injuries are incidents. Report to management immediately, document accurately, enter into ProCare, and share with the parent/guardian. The fact that it’s small doesn’t change the workflow.11 · Workplace Conduct & Harassment Prevention
In Space Childcare is committed to a respectful, harassment-free workplace. Harassment, discrimination, bullying, or retaliation of any kind will not be tolerated.
How to report
Bring concerns immediately to:
- The Site Manager
- Management
- Ownership, where appropriate
Reports are handled confidentially to the extent possible.
- Child abuse or neglect
- Leaving children unattended
- Working under the influence
- Theft or dishonesty
- Violence or threats
- Serious breaches of confidentiality
- Unauthorised release of children
- Harassment or discrimination
12 · Dress Code & Appearance Standards
Show up clean, professional, and child-appropriate.
What you’ll wear
- Company uniform vest
- Staff ID badge or lanyard
- Communication radio while on duty
How it must function
- Clean, professional, fit for active supervision
- Safe, comfortable footwear — closed-toe when required
- Suitable for playgrounds and outdoor work
- On company property
- In company vehicles
- Around children
- During active supervision
This covers smoking, vaping, cannabis, and any other substance use.
13 · Staff Meetings & Communication
Regular staff meetings are held to review procedures and policies, discuss child development and programming, share updates and training, and address concerns and feedback. Attendance may be mandatory unless excused by management.
What we expect of you in the room
- Ask questions
- Share ideas respectfully
- Participate professionally
- Review meeting notes if absent
14 · Confidentiality
You are responsible for protecting confidential information related to children, families, staff, operations, medical information, and behavioural records.
Confidential information must not be discussed outside authorised professional settings. Not in the parking lot. Not on social media. Not at family dinner. Breach of confidentiality may result in disciplinary action.
A neighbour at the grocery store asks how Emma is doing in your program. What can you say?
Show answer
Nothing about Emma. Even confirming that a child attends the program is identifying information. A friendly “I can’t talk about families I work with — but happy to chat about anything else” is the right move.15 · Acknowledgement & Sign-Off
By completing the onboarding quiz, you acknowledge that you have received, read, and understood the In Space Childcare Staff Training & Orientation Manual. You are responsible for following all company policies, procedures, licensing regulations, and safety requirements. Failure to comply may result in corrective action, up to and including termination of employment.
You also confirm that all information regarding children, families, staff, and company operations is confidential, and you agree not to disclose confidential information except as required in the course of your employment or by law.
Ready for the onboarding quiz?
Twenty multiple-choice questions drawn directly from this study guide. You’ll need 80% to pass. Take your time — the quiz is open-book; this guide is the book.
Begin Onboarding QuizWhen our team is trained, our families trust us. When our families trust us, our children soar.