POLICIES AND PROCEDURES
Wren Day Nursery
Stoneleigh Park, Kenilworth, Warwickshire, CV8 2LG
Tel: 024 76 418957
Introduction page 3
Admissions Policy 4
Registration Procedure 5
Care, Learning and Development Policy 6
Key person Policy 7
Parents As Partners 8
Inclusion and Diversity Policy 9
Behaviour Management Policy 12
Healthy Eating Policy 16
Procedures for Children with Special Dietary Needs 18
Rest and Sleep Policy and Procedures 19
Safeguarding Children Policy and Procedures 21
Special Educational Needs Policy and Procedures 27
Transition, Continuity and Inter-agency Working Policy and Procedures 29
Complaints Procedures 31
Whistle blowing Policy .. 32
Staff Recruitment Policy 35
Staff Training Policy 36
Staffing Procedures 37
Health and Safety Policy 38
Health and Safety Procedures 39
Fire and Emergency Evacuation Procedures 43
Accident Procedures 44
Illness Procedures 45
Security Procedures 47
Missing or Lost Child Procedure 48
Late Collection Policy and Procedures 50
Confidentiality Policy 51
General Data Protection Regulations and Privacy Notice 52
Photography and Filming Policy 64
Internet and Email Usage Policy 65
Mobile Telephone/Camera Policy 66
Social Networking 67
Babysitting Policy 68
Adverse Events/ Extreme Weather 69
Prevent Duty and Promoting British Values 70
Food Play ……..……………………………………………………………………………73
At Wren Day Nursery we believe that every child deserves the best possible start in life, so we aim to provide the highest possible levels of care and education for children and a high standard of service for all parents. With this in mind we have worked closely as a team to produce a document that incorporates all the policies and procedures that we follow and firmly believe in.
Where the term parent/parents’ has been used it refers to the child’s primary carer/carers.
We will ensure that any changes to this policy will be notified to everyone affected -. staff, parents/carers and voluntary workers and that everyone is fully aware of the channels through which they lodge complaints and appeals on all matters.
These policies and procedures are reviewed at least annually and more frequently if circumstances require.
Reviewed April 2022
Wren Day Nursery aims to ensure the provision of quality childcare while providing flexibility for parents, balanced with the effective running of the nursery. We aim to ensure that in the admission of children all individuals are given equal concern and treatment.
Applications for nursery places will be considered on the following basis:
Priority will be given to parents requiring full time and full day places. A minimum of 2 sessions per week (a day = 1 session) must be booked in line with good childcare practice, to help child/staff relationships and ease the settling in period and also to enable effective planning within the nursery.
Where possible, within the above criteria, priority will be given to siblings of children already attending the nursery.
Wren Day Nursery is registered with Ofsted (Reg N0: 200840) to be open from 07.30 - 18.00.
Nursery Sessions are offered as follows:
• Full day places are from 8.30 am to 5.30 pm
• Part time places are 8.30 am – 1.00 pm or 1.00pm – 5.30 pm
Early starts and late collections must be booked in advance and charged extra at £2 each per child per 30 mins.
Wren operates a late fining system, if parents are more than 5 minutes late collecting their child without notifying nursery, there will be a £3 fine for every 15 minutes that they are late. Parents will be asked to sign for the late charge upon collection.
There is a separate pre-school policy for funded hours places.
Wren Day Nursery acknowledges that parents’ needs may change. Consideration will be given to an alteration in sessions subject to the changes being compatible with the efficient running of the nursery. If agreement is given to an alteration in sessions, an increase in sessions will be carried out as soon as possible, a reduction in sessions will require 4 weeks’ notice given in writing. Full fees will be charged for the notice period.
Refunds cannot be given for non-attendance, sickness or other reasons, as our staffing costs are incurred even if the children do not attend as planned. Days booked may not be swapped – additional days will be charged at full rate and only if spaces are available.
We offer each child up to 15 days/sessions at 50% discounted holiday entitlement ( not applicable to full time places) provided it is booked with at least 4 weeks notice. The Holiday year runs from September - August in line with the academic term. Outside of the notice period or if exceeding entitlement, holiday dates will be charged at full nursery rates.
When a parent/carer decides to place their child in our care they are required in advance to complete and sign a contract between themselves and the nursery and to provide the following information:
• Child’s full name
• Date of birth
• Born at XX weeks
• Name and address of Child, name and address of parent(s)/ carer(s)/ guardian(s) place(s) of work
• Which of these parents/carers/guardians the child usually resides with.
• Who has parental responsibility for the child
• Adults authorised to collect the child
• Details of legal contacts if applicable
• Emergency contact details
• Dietary requirements, preferences or food allergies
• Special health requirements
• Emergency medical treatment authorisation; including Calpol/ Piriton.
• Permission to sleep outdoors
• Details of any cultural/religious preferences
• Details of any learning difficulties
• Details of any disabilities
• Permission for photographs to be taken of child for both journal records and for promotional activities.
• Permission for children to go on supervised walks on site.
We also record and submit the necessary documentation to the Local Authority regarding individual children receiving the free entitlement to early years provision via the Early Education Funding. This includes:
• Full name
• Date of birth
• Ethnicity (parent/carer supplied voluntarily)
• Special educational needs status
• Number of funded hours
• Total number of hours (funded and non-funded)
• Parents full name, DOB or N.I number.
CARE, LEARNING AND DEVELOPMENT POLICY
We aim to provide children with high quality care and a wide and varied range of activities and experiences, which promotes their learning and all-round development. We recognise the importance of play for all children and ensure that we provide the opportunity for play both inside and outside throughout the day. We value the experiences that children have at home and endeavour to build on these at nursery.
Provision for children’s care, learning and development is based on the Early Years Foundation Stage (EYFS) framework. This is a framework for all OFSTED registered early years settings for children from birth to five and is part of the Government’s strategy to promote the five ‘Every Child Matters’ outcomes. The EYFS takes into consideration the care, development and learning opportunities that should be provided for all children.
We aim to ensure that the care, activities and experiences provided:
• Are enjoyable and fun for the children
• Are accessible to all children, including those with special educational needs
• Promotes the children’s self-esteem
• Appropriately responds to the children’s needs
• Promotes the children’s independence and self-help skills
• Meets the individual learning needs of all children
• Provides the children with challenging and rewarding activities and experiences
• Include individualised learning opportunities for each child
• Are appropriate for the children’s age/stage of development
• Builds on the children’s own interests and experiences
• Promotes all areas of development and learning
• Ensure a balance of activities and experiences across all areas of learning and development which are planned and informed by the use of our ongoing observations and assessment of each child
• Uses every day routines and experiences as learning opportunities
• Encourages the children to become active and confident learners
• Prepares children for the next stage of their learning and development.
We ensure that we:
• Use the outdoor area, local community and environment to enhance learning opportunities for children
• Reflect positively the multi-cultural society in which we live
• Reflect positively the diversity of families that live in our society today
• Reflect positively the diversity of differently able people who live in our society today.
Children are encouraged to create their own play opportunities and make choices about their play. They are given the opportunity to use their imaginations, develop their natural curiosity and take part in a range of challenging activities within a safe environment. We recognise the unique opportunities that outside play can provide and the importance of encouraging children to be interested in the natural environment. The outside area is used as much as possible. Outdoor play is not restricted by weather conditions, providing that it does not present a Health and Safety risk to children or staff.
KEY PERSON POLICY
The National Standards describe key persons as “providing a vital link with parents and carers and crucial in settling children into the setting” (Ofsted 2001). A baby or child starting at nursery will be allocated a key person who will ensure that their individual needs are met. The key person will help a baby/child to become familiar with the setting and help them to feel confident and safe within it. We develop genuine bonds with our children (and parents) and understand the importance of a child feeling secure in order for them to develop to their full potential.
The key person is available for parents/carers to talk to at the beginning and end of the day. It is their responsibility to ensure that the room leader is kept up to date with the changing needs of each child. We have also adopted a ‘buddy system’ to support each member of staff in their role as a key person; the ‘buddy’ will be responsible for a child on a day when the key person isn’t present and can offer extra support if required.
Throughout the week in each department, observations of the children are sensitively carried out. These are then either recorded in their individual development journals or used in the short-term planning as an area to expand on. These observations help us to plan and provide experiences which are appropriate to each child’s stage of development.
We value linguistic diversity and through discussions with parents/carers meet the language and communication needs of each child, respecting their cultural background. We welcome these parents/carers to share with us some of their celebrations and festivals, as we feel it is important for the other children to experience cultural diversity. We can incorporate a child’s home language into their play and learning in accordance with the parents’ wishes.
The Key Person approach is established in the Baby Department and carried on through Toddlers, Juniors and Pre-School. We appreciate that at times a baby/child may develop a stronger bond with another member of staff and this is something that can be discussed during the regular department meetings. Once your registration fee and deposit have secured your child’s place at nursery, we encourage parents to visit for free ‘stay and play’ sessions to help you all get to know us and our routines before your official settling-in sessions begin.
The key person’s responsibilities are:
1. To welcome and settle the child and his/her family to the nursery;
2. To collate relevant information and share this with other workers/carers, eg dietary requirements, cultural background, play preferences;
3. To record all-round developmental progress and achievements;
4. To ensure that the nursery programme meets the specific needs of his/her key children;
5. To regularly present a review of individual children’s progress to parents/carers.
The parents/carers’ responsibilities are:
1. To ensure that the key person is well informed about their children’s needs and that this information is updated as circumstances change;
2. To inform the key person about their child’s progress and development outside the nursery;
3. To aid planning for their child’s needs and interests.
PARENTS AS PARTNERS
We aim to work in partnership with parents to provide a high standard of care and education for children and foster a positive relationship with parents.
We acknowledge parents as the primary carers and first educators of their children and recognise the vital role that they play in their child’s life.
We operate an open-door policy; parents are welcomed in at any time (providing it is in the best interest of the children). If parents have particular skills or an area of expertise, (including cultural or religious) that they would like to share we welcome and value their contribution.
Parents are kept fully informed and consulted about all aspects of their child’s care, learning and development and have open access to their child’s records through the FirstSteps Parent Link App. The nursery promotes a two-way sharing of information between parents and staff members.
Parents are able to ask for copies of / or have access to, all policies and procedures to enable them to understand fully how our service operates.
Information for parents is regularly updated on the parents’ notice boards in the main hall and within each room.
We send parent newsletters and important updates via the parent blog on the first steps app too.
We aim to give parents and families as much support as possible, especially those
The nursery has a strict code of conduct regarding confidentiality. Information about parents, children and their families are always treated as strictly confidential. We do not pass on information about a child unless we have the permission of their parents or it is essential for a child’s welfare.
From April 2022 we are holding quarterly open evenings in the hall where we welcome parents to attend to discuss anything they would like regarding the nursery, our performance, the curriculum, menus, equipment, funding or future plans. We will also be running an open afternoon within each room on the last Friday of every month where parents can drop in to see their children and get involved in the activities taking place, and parents who don’t usually have children attending on a Friday afternoon are also welcome to bring children in for these sessions too.
INCLUSION AND DIVERSITY POLICY
Wren Day Nursery is committed to providing equality for all. We believe that all people have a right to live in an environment that is free from prejudice and discrimination. We welcome all sections of the community as children, parents/carers, students and staff. The nursery aims to ensure that in the recruitment, employment, promotion and training of staff and in the admission, care and education of children and students, all individuals are given equal concern and treatment.
Wren Day Nursery aims to treat all children, families, students and staff members fairly and as individuals regardless of, for example, their age, gender, marital status, sexual orientation, race, religion, culture, family background, home language, differing ability or health status.
We believe that all people:
• Should be valued and respected as individuals.
• Have their needs recognised and met and be given the opportunity to develop to their full potential.
• Have the right to grow and learn in an environment that is free from prejudice and discrimination.
We aim to achieve this by:
• Treating all individuals with courtesy and respect.
• Providing positive role models.
• Positively reinforcing each individual’s self-esteem.
• Celebrating diversity.
• Working with parent/carers to ensure that their children’s individual needs are met.
• Ensuring that, as far as possible, all children have full access to all activities.
• Ensuring that the nursery displays a range of materials and images that offer a positive and non-stereotypical view of different cultures, religions, genders, family backgrounds etc.
• Encouraging children and staff members to celebrate differences, ask questions and learn about people who are different from themselves.
• Working within the local and wider community to develop the children’s and staffs’ knowledge and understanding of the diverse society in which we live.
• Challenging discriminatory remarks, behaviour and practice.
• Regularly reviewing our practice to ensure that it is non-discriminatory.
• Ensuring that no form of intimidation, bullying or harassment is tolerated.
Wren Day Nursery is committed to providing appropriate and high-quality care and education to all the children who attend. We believe that all children, including those identified as having special educational needs, have a common entitlement to a broad and balanced range of activities, which is accessible to them, and fully inclusive.
Challenging Inappropriate Attitudes and Practices
We aim to deal with discrimination and hurtful and/or offensive comments or words by:
Talking to the individual explaining that what they have said or done has been hurtful.
• Pointing out untrue statements in a sensitive way and provide the correct information
We pay particular attention to the provision for and the success and achievement of different groups, including:
• Male and Female
• Children/students for whom English is an additional language (EAL)
• Children/students with special educational needs
• Children/students with disabilities
• Children/students who are gifted and talented
• Others such as: those who are sick; those who are young carers; those who are in families under stress; any learners who are at risk of disaffection and exclusion.
We recognise that children learn and develop at different rates and that there are many factors affecting achievement, including ability, emotional state, age and maturity. We believe that all children may experience difficulties which affect their learning, and recognise that these may be long or short term.
At Wren Day Nursery we aim to identify these needs as they arise and provide support, which enables every child to achieve his or her full potential.
We believe that every member of staff is entitled to a working environment that promotes dignity and respect to all.
We aim to achieve this by:
• Ensuring that promotion, training and development of staff are determined on capability alone.
• Ensuring that members of staff who are involved in the recruitment, training and promotion of staff understand their responsibility for the practical application of this Inclusion and Diversity Policy.
• Ensuring that all staff members have sufficient training to enable them to fulfil their role.
• Ensuring that any staff member who considers that they have been unfairly discriminated against has access to the nursery’s Grievance Procedure.
• Ensuring that any member of staff who has been determined to have committed an act of discrimination is subject to disciplinary action according to the nursery’s Disciplinary Rules and Procedures.
We aim to achieve inclusion and diversity through nursery policies and procedures, staffing, relationships with parents/carers and through links with the local and wider community. We aim to make the nursery environment as inclusive as possible. We believe that everyone has the right to feel valued and be free from discrimination. The staff understand that they are role models and their behaviour both verbal and non-verbal can influence children’s attitudes towards others.
We value and respect each other by:
Acknowledging that everyone is different.
Listening and talking to each other.
Showing we are pleased to see each other, greeting each other appropriately.
Taking time to learn about each other, eg names correctly spelled or pronounced.
Celebrating things that are important to us, eg birthdays, religion and culture.
• Knowing that name-calling and any unkindness will be taken seriously and dealt with.
All members of staff have personal responsibility for the practical application of this policy, which applies to the treatment of children, families and the general public as well as to fellow members of staff. The Nursery Manager is responsible for keeping up to date with relevant legislation and good practice and for monitoring and influencing practice within the nursery in relation to equality of opportunity.
BEHAVIOUR MANAGEMENT POLICY
We believe that it is important for all children to learn to behave in a caring and appropriate way, to enable them to develop socially and to increase their self-esteem. We believe that everyone has a right to be treated with respect, addressed correctly and politely and be treated with equal concern.
We aim to achieve this by:
• Treating children and adults with courtesy and respect.
• Providing positive role models for the children.
• Working in partnership with parents.
• Encouraging children to share and care for each other.
• Encouraging children to care for and respect their environment.
• Encouraging acceptable behaviour through praise and encouragement.
• Developing a sense and understanding of what is right and wrong.
• Setting children clear and consistent goals and boundaries.
• Developing consistent approaches to behaviour management both at home and in the setting.
All children may from time-to-time display signs of unacceptable behaviour. When this happens in the nursery it will be managed appropriately and according to the children’s understanding.
All adults coming into contact with the children (including staff members, parents and visitors) are expected to provide a good role model and to behave in an appropriate way. Any adult behaving inappropriately will be asked to leave the area and to discuss the matter with a senior member of staff.
Positive techniques that are appropriate to the age of the child and to the situation will be used to avoid unacceptable behaviour and conflict, for example:
• Distracting children if they become frustrated.
• Early intervention to avoid disagreements.
• Time out with adult support, if appropriate.
• Encouraging appropriate behaviour by setting attainable targets with the children.
• Encouraging children to settle disputes by compromise and negotiation.
• Helping children understand what is and what is not acceptable behaviour.
• Encouraging children to empathise with others people’s feelings.
When dealing with situations staff members will maintain a calm and consistent approach at all times.
Situations will be dealt with immediately to avoid escalation.
If a child is continually showing signs of unacceptable behaviour the Key Person will discuss this with the child’s parents and the Room Leader. The Key Person, Room Leader and parents will agree a plan of action, whereby staff and parents can work in partnership to provide a consistent approach. When disputes occur between children, the identity of the children involved in the dispute will remain confidential.
Staff will be alert to signs of bullying and will challenge it in a way that is appropriate to the children’s age/stage of development and understanding.
In no circumstances will physical punishment, humiliation, denial of food or drink be used as punishment in line with the Children Act 1989, Children Act 2004, Every Child Matters, the Child Care Act 2006, the Statutory Framework for the Early Years Foundation Stage and Practice Guidance for the Early Years Foundation Stage and the UN Convention for the Rights of Children.
Physical intervention will only be used to manage a child’s behaviour if it is necessary to prevent personal injury to the child, other children or an adult. Any occasion where physical intervention is used to manage a child’s behaviour will be recorded and parents will be informed about it on the same day.
Within our Behaviour Management policy our role at Wren is to
• Advise and support parents in appropriate ways of dealing with challenging behaviour.
• Keep up to date with current thinking and research on effective ways of managing behaviour.
• Advise staff on appropriate training in relation to behaviour management.
The ABC Approach
In order to deal consistently with behavioural problems we use the ABC approach.
A stands for Antecedent: This is what happens before the behaviour - we need to have the full picture in order to establish why it is happening. Does it happen at a particular time? Who is around?
B stands for Behaviour: What does the child do that is unacceptable? We need to be able to clarify clearly what the behaviour is.
C stands for Consequences: What happens next? What is the response? Does the child get what it wanted?
Once the ABC is identified we can work with parents and other members of staff to change the consequences and the unwanted behaviour.
If a situation arose where one child was targeting another with unkind actions or words we would first talk to the child and explain that what they were doing/saying was hurtful. Depending on their age and understanding, we could discuss with them why they did it.
Should the behaviour continue, we would record any incidents and invite the parents to come in to nursery to discuss the situation and contribute to resolving the problem. Regular meetings will take place until the behaviour is resolved.
All members of staff are role models and therefore we make sure that the way we speak to the children and to each other is polite. Children copy actions that they have seen, words they have heard and the expression of emotions they have experienced. We ensure everyone is included and valued and we are always ready to listen.
To a child their behaviour is always logical.
• They may be bored and therefore want to attract your attention.
• They are copying behaviour learnt from others.
• They may be tired, hungry or poorly.
• They may be frustrated.
• They may be anxious.
• Someone or something may have upset them.
• They want to show off.
• They want to get their own way.
• They may lack self-esteem.
• The child may be a victim of abuse.
All members of staff are aware of the situations and circumstances which children find difficult. In the baby department this includes :
• Wanting a specific toy,
• Wanting our attention if they need something,
• Trying to communicate,
• Waiting for lunch to be served,
• When they are tired,
• Wanting to go home at the end of the day.
We try to distract the baby/child when we see a situation before an incident occurs. However if an incident does occur we would deal with it in the following way :
• Get down to their level,
• Change our facial expression (look sad and unhappy) and explain what they have done. Resolve the problem.
• Occasionally it may be necessary to sit the child slightly away from the activity (for 1 minute max) and then invite them back or change the activity.
• If the child was about to smack, bite or push it may be necessary to call out their name and move them away to do something else.
The toddler department staff are aware of situations which may need additional distraction, such as :
• Waiting to go for lunch,
• Bathroom visits,
• Children in close proximity,
• Coming in from/going out to the garden,
• Being tired at the end of the nursery day.
If an incident occurs we will :
• Get down to their level,
• Change our facial expression (look sad and unhappy)
• Take them to a private space (if possible),
• Talk to the child about their actions, explain the consequences and how the other child is feeling,
• Encourage them to give the other child a hug or say sorry (depending on level of understanding).
• Occasionally it may be necessary to sit the child slightly away from the activity (for 2 minutes max) and then invite them back or change the activity.
• Praise the child after when you see them showing positive behaviour.
Pre-school staff use informal discussions during play sessions or circle time to create opportunities to talk about thoughts and feelings. They deal with incidents in the above way but can also talk more in depth to the child about what has happened and how to resolve it, though this will vary for each child’s level of understanding.
Parents are always kept informed of behavioural issues and are welcome to discuss specific areas with their child’s keyworker, Room Leader or the Nursery Manager.
HEALTHY EATING POLICY
We aim to provide a varied, well-balanced, nutritious diet that reflects a variety of different cultures, for all children.
Menus are created every 3 months on a 3-week rota and shared with parents via the parent news.
Dietary requirements (cultural or religious) and any food allergies are always obtained on registration and this information is taken into consideration when the menus are planned. Meals can be adapted or changed to suit individuals. Any specific requirements are displayed in the kitchen for reference.
Children with specific dietary needs have their own placemats for meal times and colour coded plates and there are visual reminders in the dinner hall and in the Kitchen regarding allergies and what food groups are limited or not given to certain children.
We aim to ensure that meal times are a relaxed, enjoyable experience. Children will be encouraged to develop good eating habits, increase their self-help skills and develop socially.
In order to achieve this:
• We seek advice on our menus to ensure that they meet the nutritional requirements of the children.
• We use as much fresh produce as possible.
• We use well-respected local suppliers when possible.
• We provide nutritious snacks at appropriate times during the day.
• We offer regular drinks to all children; ensuring water is readily available for children throughout the day.
• We keep the salt content in all foods provided to a minimum.
• We provide full fat milk and yoghurts as recommended.
Children’s individual dietary needs will be discussed with parents and an appropriate menu drawn up. The consistency of food will be appropriate to the child’s age and stage of development.
If children bring in food from home it will be labelled and stored appropriately, eg babies pureed food and formula. If it is a parent’s wish to provide a packed lunch for their child, we will discuss with them about the appropriate food content and what we can store safely. We are a no nut nursery and there may be other foods that we can’t have on the premises so please check with your Key Person.
Fresh drinking water is made available at all times for the older children. Babies are provided with drinks regularly and upon request.
An appropriate environment will be provided which encourages independence, the development of good eating habits and the children’s social skills, such as:
• Staff will, when possible, eat with children to encourage social interaction and provide a good role model.
• Tables will be arranged in small groups with room for adult interaction and supervision.
• Sufficient space will be provided for each child to eat comfortably at the table.
• Appropriately sized cutlery and crockery will be provided suitable for the children’s age and stage of development. We encourage children to be independent using cutlery appropriately, taking into consideration the different styles of other cultures.
• Children will be given sufficient time to eat their meal to ensure that it is a sociable occasion.
• Babies who require bottle-feeding will be held by a member of staff (if possible their Key Person) and never left unsupervised.
• Food and drink will not be used as a bribe or punishment.
• Children will not be denied food or drink, for example if they have not eaten their first course, they will still be offered a second course.
• Staff members will liaise with parents if they have any concerns about the child’s eating habits or diet.
• Children will be encouraged to help with preparation, serving and clearing away at meal times, as appropriate to their age and stage of development.
• When serving meals, staff will take account of individual children’s appetites and appropriate portion sizes will be provided.
• Children will be encouraged to try all foods but never forced to eat anything they do not want to. Their likes and dislikes will be discussed with parents and taken into account.
• Children who require additional support at meal times will be seated close to a member of staff who will encourage and support them.
We are registered with the Local Authority Environmental Health Department who carry out regular inspections. We have a designated cook who handles and prepares food and is responsible for meeting all the relevant requirements. Only members of staff who hold a current Food Hygiene certificate are permitted to prepare food at tea-time. In the baby department only qualified members of staff prepare baby milk feeds and foods. Any members of staff receiving training are supervised. As part of our induction new members of staff receive on-the-job training regarding food hygiene standards.
Should there be a case of food poisoning that affects two or more children we will inform Ofsted as soon as reasonably possible and within 14 days.
PROCEDURES FOR CHILDREN WITH SPECIAL DIETARY NEEDS
We are committed to meeting the individual dietary needs of all children in our care.
In order to ensure that children receive appropriate food and drink we follow the procedure outlined below:
• Before a child starts the nursery, the child’s parents will be asked by the Key Person to give details of the child’s dietary needs.
• If the child has a food allergy or requires a special diet the parents will be asked to provide complete information as to the child’s needs.
• The Key Person will ensure that all members of staff who may come into contact with the child know about the child’s individual needs and any actions required.
• Children will be given placemats at meal times denoting their preferences/allergies.
• The child’s parents will be asked to give permission for their child’s individual allergies or individual dietary needs to be displayed discreetly in the nursery to ensure that all staff members are aware of what the child may and may not be given to eat and drink.
• In extreme circumstances parents may be asked to provide the child’s food and drinks.
• Staff will ensure that the food for children requiring special diets is individually packed.
• During the preparation of snacks and drinks staff will check the child’s individual dietary requirements on their individual menu foods and ensure that the child is permitted to have the entire ingredients included in the snack or drink.
• Staff will ensure that food preparation for children with food allergies is kept separate from other food preparation areas to avoid cross contamination and labelled with the child’s full name.
• In the event that a child with allergies or specific dietary requirements accidentally ingests food(s) that they shouldn’t have, parents will be informed immediately to ensure the necessary next steps are taken.
• Wren Day nursery will do all they can to ensure that children are prevented from taking other children’s food from their plates/ bowls.
• See Food Play policy with regards to using food during play ( p72).
REST AND SLEEP POLICY AND PROCEDURES
Throughout the day children will be given the opportunity to rest and sleep appropriate to their age/stage of development and their individual needs. The individual sleep and rest pattern of children will be discussed and agreed with parents and met as far as possible within the daily routine.
• Comfortable areas and an appropriate environment will be provided to allow children to rest as and when they wish to throughout the day.
• Opportunities will be given for children to sit quietly, listen to music, look at books and be read or sung to.
• Staff will recognise that children have individual needs when being settled to sleep.
• Comfort items such as blankets, toys from home etc, will be used in line with parent’s wishes and never used as a punishment or bribe.
• Staff will ensure that children are clean and comfortable before being put down to sleep.
An appropriate environment will be provided to encourage children to settle to sleep such as:
• Drawn curtains to darken the room.
• Sufficient room between beds and cots to prevent disturbance.
• Relaxing music played.
• Children who are not sleeping or unable to settle may be taken to another area to prevent disruption.
In order to ensure that children sleep safely:
• Children will be provided with a cot or bed for their use at nursery, dependent on parent’s wishes.
• Personal bedding will be provided which is clean and in good condition.
• Babies will be slept in line with the most up to date guidance on safe practice from relevant bodies such as the Department of Health or FSIDS.
• Babies who are sleeping will be checked at a minimum of 10-minute intervals and a record of these checks will be maintained.
• In addition to these checks intercoms will be used when babies are sleeping in sleep rooms.
• Older children will be supervised at all times while sleeping.
Staff will help children to settle to sleep by:
• Rocking them.
• Comforting them.
• Rubbing their back or hair.
• Singing to them.
• Reading to them.
Physical restraint will never be used when settling a child to sleep. If a child does not settle to sleep after a period of time, they will be allowed to get up and play in another room.
The baby department environment allows babies the opportunity to play quietly or relax in a specific area. In the cot room, each baby has their own cot and bed linen which is laundered regularly. We also have an outdoor under-cover sleep area. Parents are required to give written consent when they register for their baby to sleep outside and each child has their own labelled blankets which are laundered regularly.
Wren Day Nursery recognises the responsibility to care for, protect and safeguard all the children in our nursery. We aim to create an environment in which children and young people are safe from abuse and in which concerns and suspicions are dealt with promptly and appropriately. The welfare and safety of the child/young person is always paramount. Any actions taken are in the best interest of the child/young person and confidentiality will be maintained at all times.
In order to achieve this we:
• Create an environment in which children/young people develop a sense of self worth and independence through adult support.
• Create an environment in which children/young people feel they can talk, are listened to and believed.
• Encourage and enable children/young people to develop the self-confidence and vocabulary to articulate their feelings.
• Build trusting and supportive relationships between staff and families.
• Ensure that all staff, students and volunteers complete satisfactory employment checks before being left unsupervised with children/young people.
• Provide clear induction and on-going training opportunities to raise staff awareness to signs and indicators of abuse and procedures to be followed.
• Create clear and safe working practices for all adults coming into contact with the children/young people.
• Ensure that adults do not put themselves in a position whereby their behaviour could be seen to be inappropriate.
• Develop good working relationships with other professionals involved with children/young people and their families.
Aimie Luckett, Penny Shaw, Sam Manderston and Katie Evans co-ordinate our Safeguarding procedures and are the Designated Persons responsible for maintaining child protection records and providing staff with updated guidelines and training opportunities. There is a Safeguarding Noticeboard in the Entrance Hall which contains up to date and useful information for parents and carers.
The role of the Safeguarding Co-ordinator is to:
• Advise staff members on all matters relating to safeguarding.
• Keep up-to-date with Local Area Safeguarding Children Board Procedures.
• Ensure that there is no delay in the passing on of information.
• Co-ordinate the management of any suspected cases of abuse.
• Monitor the progress of any child about whom concerns have been expressed.
• Ensure that all staff members are aware of the possible signs and symptoms of abuse.
• Ensure that staff members are aware of the correct procedures to follow in suspected cases of abuse.
• Support staff members throughout any suspected cases of abuse.
• Liaise with the Social Services department, the Police and OFSTED as appropriate.
All staff members have a duty to inform a Designated Person or a senior member of staff if they suspect that a child is being or is at risk of being abused.
Recognising Child Abuse
Child abuse presents itself in different ways:
This involves hitting, shaking, throwing, poisoning, burning or scalding, suffocating or any other physical harm. Deliberately causing a child’s ill health also constitutes physical abuse.
The persistent failure to meet a child’s basic physical and/or psychological needs. It is likely to have a severe impact on the child’s health or development. Neglect may involve failing to provide adequate food, shelter or clothing for a child, or failing to protect them from physical harm or ill health. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs.
Some level of emotional abuse is involved in all types of ill treatment of a child, though it may occur alone. It may involve conveying to children that they are worthless, unloved or inadequate, or making them feel unnecessarily frightened or vulnerable. This is likely to cause a severe adverse affect on the emotional stability of a child.
This involves forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening. The activities may involve physical contact, including penetrative or non-penetrative acts. It can also include showing children pornographic materials or encouraging children to behave in sexually inappropriate ways.
Staff at the setting will also be made aware of other types of abuse that children may encounter and to look out for signs of the following:
Female Genital Mutilation (FGM)
Female Genital Mutilation comprises all procedures that involve partial or total removal of the external female genitalia, or other injury to the female genital organs for non-medical reasons (WHO).
GM has been a criminal offence in the UK since 1985. In 2003 it also became a criminal offence for UK nationals or permanent UK residents to take their child abroad to have female genital mutilation. A girl at immediate risk of FGM may not know what's going to happen. But she might talk about or you may become aware of:
o a long holiday abroad or going 'home' to visit family
o relative or cutter visiting from abroad
o a special occasion or ceremony to 'become a woman' or get ready for marriage
o a female relative being cut – a sister, cousin, or an older female relative such as a mother or aunt.
Honour based violence
The Metropolitan Police definition of so-called honour-based violence is: 'a crime or incident, which has or may have been committed to protect or defend the honour of the family and/or community'.
A child who is at risk of honour-based violence is at significant risk of physical harm and/or neglect, and may also suffer significant emotional harm through the threat of violence or witnessing violence directed towards a sibling or other family member.
Wren Day Nursery and their staff will have “due regard to the need to prevent people from being drawn into terrorism”. Staff will be alert to changes in children’s behaviour which could indicate that they may be in need of help or protection (children at risk of radicalisation may display different signs or seek to hide their views- see section on Prevent Duty and promoting British values within the Nursery Policies and Procedures).
Children missing from education
All staff should be aware that children going missing, particularly repeatedly, can act as a vital warning sign of a range of safeguarding possibilities. This may include abuse and neglect, which may include sexual abuse or exploitation and child criminal exploitation. It may indicate mental health problems, risk of substance abuse, risk of travelling to conflict zones, risk of female genital mutilation or risk of forced marriage. Early intervention is necessary to identify the existence of any underlying safeguarding risk and to help prevent the risks of a child going missing in future. Staff should be aware of their school’s or college’s unauthorised absence and children missing from education procedures.
Staff Awareness and Response
Staff work closely with the children every day, so they are in the best position to notice changes in their attitudes and behaviour. We have an Existing Injuries form which parents/carers are requested to complete if a child comes in to nursery with any form of injury they have sustained outside nursery care. This form is located in the folder in reception and upon completion it is filed appropriately in the office.
Staff are fully trained to look for signs of abuse:
• To notice and report any unexplained bruising and marks
• To report comments and actions which give cause for concern
• To report any deterioration in a child’s general well being.
If a child makes a disclosure to a member of staff they should respond using this guidance:
Do listen carefully to what the child is saying
Do tell the child it is not their fault
Do take the child’s statements seriously
Do write down as soon as you can exactly what the child said
Do discuss with your manager as soon as possible
Do take care of yourself and work out how you are feeling
How not to respond:
Do not panic
Do not rush off to find someone else to listen
Do not promise to keep things secret
Do not lie to the child or say everything will be fine now they have told you
Do not make judgements of any kind about the abuser especially if a parent
Do not ask a lot of detailed questions
Do not press for answers a child is unwilling to give
Do not make assumptions about how the child feels about their experience.
Staff are offered support and advice if they find themselves involved in a particular matter.
Procedures for dealing with suspected abuse
• All concerns, issues and suspicions relating to safeguarding will be kept confidential and shared only with appropriate people.
• Clear documentation will be kept about all concerns raised. This will be stored in a safe and confidential place.
• Any concerns about a child will in the first instance be discussed with the child’s parents, (in some cases staff members may wish to seek advice from their manager before they speak to parents).
• If a staff member suspects a child is being abused or is at risk of being abused they will discuss their concerns immediately with their manager.
• Concerns will be recorded on an incident form. This will be factual information, not opinion. Parents will normally be asked to sign this form.
• The manager and member of staff concerned will seek advice from the Safeguarding Co-ordinator.
• If, following these discussions, there are still concerns that the child is being abused or at risk of being abused the Safeguarding Co-ordinator will, in consultation with the staff members concerned, contact Social Services, outline the concerns and ask for advice.
• If it becomes necessary to refer these concerns to Social Services, parents will be informed, unless in the opinion of the Safeguarding Co-ordinator, it would put the child at further risk.
• Once a referral has been made The Safeguarding Co-ordinator will complete a referral form in consultation with the staff members concerned (within two working days of the referral).
• The Safeguarding Co-ordinator and staff concerned will fully support and co-operate with any investigations undertaken by Social Services, OFSTED or the Police.
• In all suspected cases of abuse the Safeguarding Co-ordinator will keep in close contact with Social Services, the Police and OFSTED.
• Staff members dealing with cases of abuse or suspected abuse will be supported throughout by the Safeguarding Co-ordinator and appropriate help sought for them, if necessary.
• If necessary, a Common Assessment Framework (CAF) will be implemented in response to the child’s individual needs.
All staff members have a duty to inform the Safeguarding Co-ordinator or a senior member of staff if they suspect that a child is being or is at risk of being abused by another staff member in a position of trust.
Act Without Delay - If you have Child Protection concerns contact FRONT DOOR on 01926 414144 or the Police on 999.
Procedure for dealing with suspected abuse by a staff member or receiving any complaint or concern from parents or other staff members:
YOU MUST MAKE A REFERRAL about a Position of Trust Concern to the LADO.
• Initial Yellow form MUST be completed and sent on.
• The Safeguarding Co-ordinator will inform the Local Authority Designated Officer (LADO or D.O) as soon as possible and ask for advice.
• The person concerned will be made fully aware of the allegations made against them and will be suspended on full pay pending the investigation (conducted by LADO in conjunction with the WS committee).
• The safety, protection and interests of any children concerned will take priority.
• The staff will give full co-operation to the Children’s Team and police and provide appropriate written and verbal evidence.
• OFSTED will be notified about the allegation.
• Full confidential written records of all reported incidents will be produced and maintained. These will include names, dates, times, details of the alleged incident(s) and any supporting evidence from members of staff.
Upon completion of the MULTI AGENCY CONTACT FORM (MAC) or POSITION OF TRUST REFERRAL FORM please email the referral from a secure email address and send to the LADO at LADO@warwickshire.gov.uk
Telephone number: 01926-745376
The LADO has no fax facilities. If you are having difficulties sending your referral please call the FRONT DOOR on 01926 414144.
The LADO should acknowledge your referral within 24 hours of receipt. If you have not heard back within 2 working days, contact the LADO again.
In the event the accusations are made against the owner/manager an interview will be conducted by the appropriate authority.
Staff should make every effort to minimise time working alone with children. We ensure students and volunteers are never left alone. If staff are left alone with a child, the door of the room should be kept open and another member of staff should be advised.
For further information please refer to the Warwickshire Safeguarding’s Procedures available at https://www.safeguardingwarwickshire.co.uk/
and Warwickshire Front Door - 01926 414144
SPECIAL EDUCATIONAL NEEDS
POLICY AND PROCEDURES
The principles of The SEN Code of Practice 2001 and the Special Educational Needs and Disability Act 2001 are:
• That every child with special educational needs should have their needs met.
• That children with SEN should be provided with a broad balanced and relevant education.
• The views of the child, parents/carers should be sought and taken into account.
We recognise that children and their families within the community have a wide range of needs and we will endeavour to play a part in meeting those needs. The nursery is committed to inclusion. We understand the importance of children with special education needs having access to mainstream settings and we will do our utmost to allow access to all children. The best interests of the child will always be paramount.
In order to achieve this, we will:
• Work in partnership with parents
• Recognise the importance of early intervention in identifying and meeting the individual needs of children
• Ensure that all children have access to a broad range of activities and experiences, irrespective of their special educational needs
• Explore all opportunities to provide additional resources to match the individual needs of children
• Develop areas of knowledge and specialism within the staff team and the setting Provide appropriate opportunities for the development of every child’s self esteem and encourage full integration into the setting
• Support parents/carers in obtaining help and advice from outside agencies, such as health visitors, psychologists, paediatricians etc.
• Regularly consult parents/carers and appropriate professionals regarding the child’s progress and the way forward. This will ensure a planned, co-ordinated approach for provision of the child’s needs
• Observe children, in conjunction with parents/carers, to assess the effectiveness of the provision made for the child and act accordingly
• Make available appropriate training and offer it to all staff.
Sam Manderston is the SENCO for Wren Day Nursery.
The role of the Special Educational Needs Co-ordinator is:
• To take responsibility for the day-to-day operation of the Special Educational Needs Policy.
• To liaise with nursery staff and primary carers to ascertain which children are giving cause for concern.
• To take the lead in observation and assessment of identified children, considering their strengths, weaknesses and consequent needs.
• To take the lead in planning future support for children with SEN, in discussion with the child’s parents and Key Person.
• To liaise with parents and other professionals in respect of children with special educational needs
• To co-ordinate provision for children with special educational needs through Early Years Action and Early Years Action Plus Stages
• To take responsibility for the transfer of SEN records to the child’s next setting
• To offer support and advice to nursery staff, key person and primary carers.
• To ensure that relevant background information about individual children with Special Educational Needs is collected, recorded and updated
• To keep up to date with changes in legislation and methodology regarding Special Education Needs and to attend such training as may be required
• To provide training, both internal and external, for nursery staff
• To perform any other duties in connection with children with Special Educational Needs as may be deemed necessary by the management.
When a child with special educational needs is admitted to the nursery, there is an additional registration form to complete, then our SENCO will work closely with the child’s parents, other professionals and other settings, if applicable, to ensure smooth transition and admission for the child in line with our Transition, Continuity and Interagency Working Policy. If outside agencies are involved in the child’s care, we welcome the opportunity to work alongside them.
Staff members perform regular observations and on-going assessments of all children, in order to identify and support their individual needs as early as possible. If a parent or member of staff is concerned about a child’s progress the nursery staff will work with the parents to try to address these concerns.
If necessary, information regarding this concern will be passed to the SENCO. The SENCO will speak to the child’s Key Person, observe the child in the nursery, assess the child’s needs and offer advice to staff members and parents.
We respect the need for confidentiality at all times.
Information regarding SEN and Parent Partnership Service is displayed in each department on the Parent Board. We appreciate that this can be a sensitive area for parents/carers and make it known to them that we will support them.
We work hard to ensure that we can provide quality care and education for all children, including those who have disabilities or special educational needs. Through the planning of our learning environment, we make sure that we have:
• A wide range of resources.
• Positive visual images throughout the nursery of both sexes and all ethnic groups, with and without disabilities.
• Activity areas arranged so as not to restrict access for children or adults with disabilities.
• Books which reflect a range of people, homes and families.
• Home role-play areas that can reflect different cultural backgrounds.
• Disabled facilities, eg accessible doorways and toilets.
• Posters displaying greetings in a variety of languages.
TRANSITION, CONTINUITY AND INTER-AGENCY WORKING POLICY AND PROCEDURES
We aim to ensure that children moving to new settings, both internally and externally do so with the minimum disruption. The nursery is committed to working in partnership with parents and other settings to ensure smooth transitions for all children.
We aim to ensure that during transition:
• Each child’s individual needs are taken into account.
• Parents are consulted and involved in the transition and information is regularly shared with them.
• The transition is arranged with both the old and new setting or the setting and the child’s parents working closely together.
• Information is shared and a settling in period is arranged appropriate to the child and the setting.
Procedure for children starting at nursery
Parents will be provided with a copy of the nursery policies and procedures before their child starts and will have the opportunity to discuss and clarify them with the Key person during induction.
The following procedure is aimed at ensuring smooth transition in to the nursery for both the child and the parents:
• A timetable of visits, based around the child’s needs, will be agreed between the child’s key person and the parents.
• During these visits the parent must stay on the nursery site.
• The child’s key person will complete a full induction with the child and the parents and supply the parents with a welcome booklet
• The child detail form and all necessary paperwork must be completed before the child can be left at the nursery without the parents.
Procedure for children moving within the setting
The following procedure is aimed at ensuring a smooth transfer for both the child and the parents within the setting:
• A timetable of visits, based around the child’s needs, will be agreed between the current room and the new room. Parents will be kept informed about these arrangements.
• The current Key Person will inform the parents about the move date and discuss the arrangements with them. They will introduce the parents to the child’s Key Person and staff in the new room.
• Any relevant information about the child (special diets etc.) will be outlined on a Transfer form which will be completed by the child’s current key person and passed onto the child’s new key person.
• During the visits a member of staff from the child’s current room, usually the child’s Key Person, will spend a short period of time settling the child depending on the child’s individual needs.
• The child’s current Key Person will be responsible for ensuring that the child’s records are transferred to the new department.
• Staff will have awareness that at times of change a child may regress a little and may need some additional support until they have settled in, for example, the child may want to carry a comfort item with them. Nursery staff will keep the child’s parents fully informed of their progress.
Procedure for children moving out of the setting
• With the parent’s permission all relevant information about the child will be shared with the new setting.
• Staff from the new setting will be welcome to visit the child in the nursery.
• Staff will complete transition reports on the child’s progress in nursery, which will be shared with the child’s parents and, with the parent’s permission, the new setting.
• A ring back procedure will be used to check the authenticity of the setting if information is requested by telephone.
• The nursery will take into consideration any external setting’s procedures. They will undertake to carry out, where appropriate, any requests from the new setting, to help smooth the child’s transition. Parents will be kept informed of these requests at all times.
We are committed to providing the best possible care and education for all children. In order to help us to do this we actively seek advice from a broad spectrum of other professionals. This will always be done with the parent’s informed consent (unless the safety of the child is at risk) and all information will be shared with the child’s parents. Other professionals are welcomed into the setting and their knowledge and advice is valued. Parents are encouraged to share any information from other professionals with staff to enable us to support the development of the child.
We aim to provide the highest standards of care and education for all children. We believe that all parents and children should be treated courteously and with respect and that prompt and careful attention should be given to their needs, wishes and concerns.
In order to achieve this we will:
• Treat all children and parents with courtesy and respect at all times.
• Expect parents to treat staff and students with courtesy and respect at all times.
• Deal promptly with any concerns raised by parents about their child’s care and education.
• Make every attempt to resolve concerns and complaints informally.
• Fully investigate any complaints made about the nursery.
• Welcome suggestions that may improve any aspect of the services that we provide.
The following procedure will be followed when a parent has concerns about any aspect of their child’s care and education. Any concerns should initially be discussed with the child’s key person or a member of staff based in the child’s room. Wherever possible this should be done on the day the concern arose so that it can be dealt with promptly. The staff member dealing with the concerns will make every attempt to resolve the matter with the parents. It is anticipated that most concerns will be resolved at this stage.
If, following these discussions, the matter is unresolved and parents are still concerned, they should discuss their concerns with the relevant room leader who will make every attempt to resolve the matter with the parents.
If, following these discussions, the matter is still unresolved and the parents are still concerned, they should put their concerns in writing to the Nursery Manager. The Nursery Manager will fully investigate the written complaints and make every attempt to resolve the matter with the parents. The Nursery Manager will notify the complainants of the outcome of the investigation within 28 days of having received the complaint. The Nursery Manager will keep a log of any complaints made, the outcome of any complaints and details of how they were resolved.
We recognise that sometimes complaints need to be taken further. Ofsted’s complaints procedure is available with the Policies and Procedures, providing anonymity if required.
Contact details for Ofsted are: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD Helpline: 0300 123 1231 Website: www.ofsted.gov.uk/parents
All information relating to individuals involved in the complaint will be kept confidential. These records will be kept for a minimum of three years.
Wren Day Nursery is committed to ensuring an environment of openness and accountability. We expect all employees, students and any other adult associated with Wren Nursery who has any serious concerns, to come and voice them to either the owners or any member of the management team without any fear of reprisal. This policy has been written to support staff in coming forward with concerns; we recognise that some of the issues raised will have to be dealt with on a confidential basis.
This policy takes into account the provisions of the Public Interest Disclosure Act 1998 which will protect staff that raise concerns and feel they have been unlawfully treated as a result of ‘whistleblowing’. Issues covered in this policy include:
fraud or dishonesty
breaches of policies and procedures
endangering the health and safety of staff or any other user.
This policy was written in line with the anti fraud and corruption strategy section 17 of the Crime and Disorder Act 1998.
The aim of this policy is to create safe and confidential avenues for staff and users of Wren Nursery to raise concerns and receive feedback and will result in:
enhanced awareness of how to express concerns on any suspicions of bad practice
recognition that a system is in place to protect the ‘whistleblower’ from victimisation/intimidation
an environment that enables adults to raise serious concerns
an understanding that the whistleblower may take the concerns further if they are not happy with the response they receive.
Harassment and victimisation
Wren Day Nursery recognises that reporting a concern can be a difficult decision. The owners and management will not tolerate the harassment or victimisation of anyone who has acted in good faith, however if the whistleblower is already undergoing a disciplinary, the procedures will not be halted as result of reporting a concern.
We recognise that some staff may wish to raise an issue in confidence therefore we will when possible, gain prior consent before revealing the identity of the whistleblower. However, staff must also appreciate that in some situations an investigation can not be concluded without a statement from the whistleblower as evidence.
These will only be considered at the management’s discretion. We actively encourage anyone who would like to express a concern to put their names to it as anonymous concerns are much less powerful. When exercising our discretion we would take into account:
the seriousness of the issue
the credibility of the issue
how likely we would be in confirming the allegation from other credible sources
If allegations are made but after investigation are found to be untrue we will take no action against the whistleblower providing they were:
were acting in good faith
believed the information they were disclosing to be substantially true
did not act for personal gain
Disciplinary action will be considered for anyone who raises a false or malicious allegation.
Raising a concern
Any minor concerns should be, in the first instance, raised with either the Manager or Deputy Manager. However, issues that are felt to be of a serious or more sensitive nature MUST be raised directly with the Manager. The Manager has the overall responsibility for this policy and its implementation so all concerns will be referred to her.
If possible, concerns should be made in writing outlining the background of the concern, dates, names, places and the reason why the whistleblower is concerned. Concerns should be made expressed as soon as the whistleblower becomes aware of a breach. Whistleblowers will be expected to demonstrate sufficient grounds for the concern, although they will not be expected to prove truth. Whistleblowers will be kept up to date on the progress of their concern. Whistleblowers may ask for a representative to accompany them and support them whilst they voice their concern. This will be welcomed by the Management.
Dealing with the allegation
Any action taken by the Manager will depend on the concern, it may involve:
An internal investigation, taking into account confidentiality, in line with Nursery policies on grievance and disciplinary action.
A referral to the police
A referral to OFSTED
A referral to Local Authority children’s social services
A referral to any other external agency
Suspension from work
Form the subject of an independent inquiry by the Ombudsman
Action agreed without need for investigation
To protect staff and the Nursery initial enquiries will be made to determine whether investigations are needed, and if so, in which form. Any concerns that are raised which fall into the scope of our other existing policies, for example ‘safeguarding policy’ will be referred for consideration under those procedures.
Wren Day Nursery will ensure that the complainant receives within ten working days of raising the concern:
acknowledgement that the concern has been received
an indication of how we are going to deal with the concern
an estimation of how long it will take to conclude the matter and provide a final response
details of any initial enquiries
information on any further enquiries, or why we feel there is no need for any further enquiries
In some high-risk situations interim action may have already taken place, ie child protection concerns.
Contact between ourselves and the whistleblower will be dependant on the concern raised, the potential difficulties involved and the clarity of information provided. There may be a need for the whistleblower to provide further information.
At all arranged meetings the whistleblower has the right to be accompanied by a workplace representative, colleague or personal supporter, who is not involved with any matters raised in the concern.
Wren Day Nursery will endeavour to be as supportive as possible to the whistleblower and minimise any potential difficulties associated with raising the concern. We accept that the whistleblower needs to be assured that the concern is being dealt with properly and thoroughly. Subject to any legal constraints we will inform the whistleblower of the outcome of all investigations.
Alternative methods of raising a concern
This policy is attended to give staff appropriate avenues to raise concerns, however if it is felt necessary that the concern should be dealt with externally
NSPCC- Whistleblowing helpline: 0800 0280285 email@example.com
OFSTED can be contacted on 0300 123 1231 (see complaints policy)
Public Concern at Work – (a charity which provides free and confidential legal advice to anyone who is concerned about malpractice which threatens the public interest) Tel: 0207 404 6609 or firstname.lastname@example.org
The Health and Safety Executive
Any other relevant inspectorate or regulatory body.
Anyone wishing to raise a concern outside the Nursery must ensure they do this in a reasonable and responsible way. Concerns are protected, even if unfounded, if they are made in good faith.
Management has responsibility for the maintenance and implementation of this policy. She will maintain records of concerns made, outcomes and maintain confidentiality, where appropriate. She will ensure all necessary actions and referrals are completed.
STAFF RECRUITMENT POLICY
At Wren Day Nursery we pride ourselves in providing a high quality of care and education and employ staff who are committed to that.
When recruiting a new member of staff, we consider all applications and are non-discriminatory in regard to marital status, age, gender, culture, religious belief or ethnic origin and base our decision purely on their suitability for the position.
An enhanced DBS disclosure is compulsory for anyone over 16 years who has regular contact with the children.
Applicants must provide a full employment history, experience, qualifications and references. Further to this, upon interview references will be required and a verification of identity. The person deemed most suitable for the position will be required to complete a DBS disclosure form. Once confirmed as suitable they will be invited for induction training and will have a three-month probationary period before a contract is offered subject to a clean enhanced DBS and satisfactory references.
We require any member of staff to notify us immediately should any of the following occur which may affect their suitability to work with children
• Court orders
Records of information used to assess the suitability of applicants are kept on file securely in the office.
We provide all new staff, students and volunteers with induction training. We believe that it is important that they understand how the setting operates and their role within it, this includes a complete tour of the house and garden highlighting health and safety procedures, fire evacuation and child protection, stressing the need for confidentiality at all times.
The overall role of each member of staff will be discussed during their induction. Their responsibilities will vary depending on which department they will be working in and it is the duty of that manager to instruct them accordingly.
Each employee has an induction record detailing the information passed on at induction as well as remaining three-month probation. and the confidentiality agreements, safeguarding policies, Employee handbook and Health and safety policies have been shared. Employees are asked to sign their induction form stating that they have been informed of these procedures.
All room leaders must hold a relevant level 3 qualification.
STAFF TRAINING POLICY
We strive to develop a highly motivated and trained workforce with the appropriate skills to effectively meet the requirements of an early year’s practice.
We feel it is important that staff are kept up-to date with the ever-changing needs of the children and that everyone is given an equal opportunity to enhance and improve their skills and knowledge, so we support and encourage staff to achieve the training and development they need.
We have a comprehensive training and development plan to meet the needs of the setting and each individual, reviewing its content and discussing achievement and goals with staff during their supervisions, after their observations. These meetings enable us to identify individual training needs and at such time any concerns can be discussed by either party. We encourage an open and supportive relationship between managers and staff to give both sides an opportunity to air their views.
Staff are trained in accordance with Ofsted requirements through the training support network of the local authority and other training providers as appropriate.
We ensure that we meet the correct adult/child ratios at all times, with a minimum of two staff on duty at any one time.
Babies (0-2 years) 1 adult to 3 children
Toddlers (2-3 years) 1 adult to 4 children
Pre-school (3-5 years) 1 adult to 8 children
A monthly booking system is used to monitor the numbers of children attending to ensure that adequate numbers of staff are present. We always aim to have a supernumary person available to cover staff absences and emergencies. In extreme circumstances in may be necessary to re-group children or re-organise rooms and activities to ensure that all children are receiving the continued standard of care.
When children are sleeping or resting not all staff are required to stay in the room at the same time, but they must be nearby should they be needed. Regular checks on sleeping children are carried out.
Students/volunteer staff under the age of 17 years do not count in the ratios and are supervised at all times. Individuals over 17 years and present on a long-term basis may be included in the ratios if the Nursery Manager considers them to be competent and responsible.
We welcome work experience students from schools, colleges or other nurseries and aim to give them a first-hand insight into caring for children, contributing to the successful completion of their studies. Work experience students and volunteer staff are given full instruction regarding their role and responsibilities, including the need to keep our confidentiality policy at all times.
We will liaise with tutors to enable students and trainees to fulfil the requirements of their course. We limit the number of students with us at any time in order to maintain our quality of care and enabling the opportunities of one to one training.
We have employer’s liability insurance and public liability, which covers trainee students and volunteers.
HEALTH AND SAFETY POLICY
The Health and Safety at Work Act 1974 imposes a duty on employers to ensure, so far as is reasonably practicable, the health and safety of their employees whilst at work. This duty is also extended to others who may be affected by that work.
Employees have a statutory duty to take care of themselves and others who may be affected by their acts or omissions.
The Management is committed to promoting the health and safety of all children and employees of the nursery and all visitors to the nursery.
The nursery will so far as is reasonably practicable, ensure that:
• Employees and visitors are provided with such information, instruction, training and supervision as is necessary to secure their health and safety at work and the health and safety of others who may be affected by their actions.
• Employees are consulted on Health and Safety matters.
• Risk assessments are carried out and periodically reviewed.
• Adequate resources are provided to ensure that proper provision can be made for health and safety.
• Working procedures and practices are maintained that are safe and without risk to health.
• Arrangements for the use, handling, storage and movements of articles and substances are safe and without risk to health.
• The provision and maintenance of all machinery and equipment is safe and without risk to health.
• The nursery environment is safe and that there is safe access to and from the work place.
• The monitoring of activities is undertaken to maintain agreed standards.
It is the duty of all employees:
• To take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions and to work with the nursery management team to fulfil its statutory duties.
• Not to interfere with or misuse anything provided in the interest of health and safety.
• There is a separate detailed Health and Safety policy available on request that is provided to all new employees. The policy is reviewed at least annually, amended and updated as necessary. Communication of any changes will be made to all employees.
• Effective procedures are in place for consultation and communication on health and safety matters with an annual audit.
HEALTH AND SAFETY PROCEDURES
We are committed to promoting the health and safety of all children, staff and visitors to the nursery.
To promote the health and safety of all:
• Staff members are given a hard copy of the full Health and Safety Policy at induction. Updates are circulated electronically. full health and safety induction.
• Staff training is provided on all relevant health and safety matters.
• All staff must be aware of heath and safety issues, in particular using equipment provided to safeguard themselves.
Regular risk assessments are completed on areas of risk and are reviewed at least annually. The Nursery Risk Assessment book covers all areas as well as assessments specific to individual rooms. This book is kept underneath the Signing-In Book and is easily accessible by staff, parents and visitors.
Risk Assessments are carried out by a designated person in the following ways:
• Identifying the hazards: all adults are involved in maintaining toys and equipment ensuring that all areas both indoors and outdoors are safe. Ensuring that manufacturers instructions are followed
• Decide who might be harmed and how: the assessor identifies the type of injury or ill health that might occur and takes into consideration the most at-risk groups who need specific attention.
• Evaluate the risks and decide on precautions: each area is assessed for the likelihood of something occurring, identified as high, medium or low risk.
• Recording findings and implementing – we try to keep it as simple as possible for everyone to be able to understand, records of any accidents/incidents are filed in the office and checked at the end of each month if this highlights that a certain aspect is frequent then an action will be put in place to address this.
• Review the Risk Assessment and update it if necessary -we update the files at least once a year and on the occasions of specific activities or events a separate risk assessment is done.
Individual risk assessments are completed in specific circumstances, on specific activities and trips, as appropriate.
To maintain a safe and healthy environment for all we ensure that:
• Health and safety checks are carried out daily on both the inside and outside areas.
• The Nursery Manager carries out a general health and safety sweep every morning which includes:
• staff ratios to ensure adequate cover (in the case of staff absence)
• security (that doors, windows and alarms are all working and have not been tampered with).
• ambient room/correct water temperatures
• food –consumables in date
• housekeeping supplies in stock
• pets – food, water, health and cleanliness
• All departments carry out a safety sweep of their room, furniture and equipment in the evening alongside the daily cleaning and tidying-up routine. Any faulty, unsafe toys or equipment is reported in the maintenance book and shown to the Nursery Manager to be either repaired or replaced.
• An external check of the garden areas and pathways and outdoor play equipment is done daily by a designated member of staff ensuring that all these areas are safe before the children go out to play.
• The building is clean, well ventilated and well maintained.
• A non-smoking policy is strictly enforced throughout the buildings and grounds.
• Regular cleaning routines are in place for toys and equipment.
• A high standard of hygiene is maintained throughout the nursery.
• All external gates and doors are kept securely shut at all times.
• When not in use the sandpits are covered, they are spot cleaned daily and deep cleaned regularly.
• Children are appropriately dressed and protected from the weather conditions (i.e. sun cream in hot weather). At times of extreme weather conditions the length of time spent outside will be limited.
To maintain the safe supervision of children:
• Adequate numbers of adults will supervise the children in all areas as appropriate to the area and the activity.
• Minimum required adult/child ratios will be adhered to at all times.
• All staff members, students and volunteers undergo a range of checks to ensure that they are suitable to work with young children.
• Any person who has not been cleared as suitable is not allowed unsupervised access to children.
To maintain the safe supervision of children during off site trips the following procedures will be followed:
• Parents will be asked to sign a general consent form for local outings.
• For outings further afield parents will be asked to sign a separate consent form in advance and given appropriate information. A full risk assessment will take place.
• If a form is not received the child will not be able to attend the trip.
• Staff will complete an outing information form and a risk assessment checklist.
• A full list of adults and children attending will be left in the department, together with information about the trip and the approximate return time.
• A mobile telephone will be taken on all trips.
• Appropriate first aid equipment will be taken (including any medical equipment for children with medical or additional needs).
• At least two adults will accompany the children on off-site trips and at least one must be qualified and at least one member of staff must hold a current 2-day paediatric first aid certificate.
• If staff members experience any problems on the trip they will immediately telephone the nursery and back up help will be sent, if appropriate.
• Staffing ratios will be appropriate to the age of the children and the relevant legal requirements.
• If public transport is going to be used a separate permission slip will be required from parents and a full risk assessment will take place.
To ensure that children are protected from the sun and adverse weather conditions:
• Parents are asked to provide appropriate clothing such as sun hats for hot weather, waterproof clothing for wet weather, warm coats, gloves, hats for cold weather etc.
• Time outside is restricted or stopped during adverse weather conditions and if necessary, an individual risk assessment will be completed.
• Children will not be allowed outside if they do not have appropriate clothing for the weather conditions.
• Sun cream supplied by the parents is applied to children, as appropriate, in hot weather.
To ensure the safe arrival/collection of children from the nursery the following
procedures will be followed: (See also Late Collection Policy and Procedures)
• On arrival parents must sign the register and ensure that they hand their child over to a staff member.
• To ensure the safe collection of children parents are required to give written permission as to any person who is authorised to collect their child.
• Staff will not allow children to go with any person who is not authorised to collect them.
• Staff will not allow children to be collected by anyone who is under the age of 16.
• Staff will not allow children to go with anyone who appears incapacitated by alcohol or drugs.
• In the event of an emergency and an authorised person not being available to collect the child, parents must telephone the nursery and inform staff.
• An identification procedure and a code word will be agreed between the staff member and parent.
• In the unlikely event of a child not being collected from nursery the late collection policy and procedures will apply.
• On collection parents must sign the child’s departure time in the register and inform a member of staff that they are taking their child.
To prevent the spread of infection the following procedures will be followed:
• In order to prevent the spread of infection all staff members follow a high standard of hygiene procedures; these include regular hand washing and the use of disposable gloves and disposable aprons for nappy changing and the use of aprons for the serving of food and whilst feeding very young children who are more vulnerable.
• Children are encouraged to wash their hands regularly as part of the daily routine.
The nursery follows the guidance provided by the Health Protection Unit on exclusion periods for infectious illness.
• In line with this guidance, and in order to prevent the spread of infection, children and staff with diarrhoea and/or vomiting must not return to nursery until they have been symptom free for a minimum of twenty-four hours.
• Additional precautions are taken when there is a known infection in the nursery.
• Parents are informed about any infectious illness in the nursery and given as much information as possible about signs and symptoms etc. Additional hygiene procedures are put in place and additional cleaning is undertaken.
Procedures for animals on site
• Staff will ensure that any animals on the premises are safe to be in the proximity of children and do not pose a health risk.
• After handling or being in contact with any animal children and staff will wash their hands.
• Animals which are kept on the nursery premises will have their habitats regularly cleaned to prevent the spread of infection.
• The animals at nursery are checked regularly by a qualified veterinarian reducing any health risk.
• A risk assessment will be carried out on any occasion when other animals visit the nursery.
FIRE AND EMERGENCY EVACUATION PROCEDURES
Clear notices ‘In case of fire’ are displayed in each area of the nursery as to the procedure to be followed in the event of a fire or the need to evacuate the building in an emergency.
All staff and students receive full instructions on these procedures during their induction.
These procedures are regularly practiced by staff, students and children to ensure that they are effective and that everyone is aware of what to do in the event of a fire or the need to evacuate the building in an emergency.
All staff are aware of any Personal Emergency Evacuation Procedures (PEEP) that will need to be followed.
All staff and students are made aware that the main priority during these procedures is to ensure that all children and adults are safely out of the building and accounted for.
It is every member of staff's responsibility to make sure that all fire evacuation routes are kept clear and doors unlocked at all times during the day. Exits are clearly marked with illuminated signs and emergency lighting is in place.
Penny Shaw is our registered person in charge of fire safety, whose duty it is to carry out regular checks of fire alarms and equipment, and record the details in the fire logbook. A fire evacuation procedure is carried out approx every 4-6 weeks and details are recorded. Any problems encountered are noted and remedial action taken.
All fire alarms and extinguishers are checked each year by a Fire Safety Officer.
All qualified staff members have completed a paediatric first aid training course approved by the local authority and training is updated on a regular basis. They can also call on more experienced First Aiders for advice and support on any actions to be taken.
A first aid box is kept in each half of the nursery and maintained regularly by a designated member of staff. A first aid kit is always taken whenever we leave the nursery premises.
If a child has sustained any kind of injury at home or away from nursery, parents must advise their Key person when the child comes to nursery and complete the relevant form.
• If a child sustains an injury whilst in our care, we will comfort the child and ensure that they are treated appropriately. They will be monitored carefully until their parents arrive. Parental permission is required to administer plasters.
• All accidents occurring at nursery, however slight, will be recorded on an Accident Report Form, completed by the staff member who witnessed the incident.
• Parents will be told about the accident as soon as possible and asked to sign the Accident Report Form to confirm that they have been informed.
• Accident Report Forms are filed in the office for confidentiality and checked on a monthly basis by the Nursery Manager will be checked frequently to assess whether there are any on-going problems that need to be addressed (eg patterns of injuries).
• If the child requires hospital treatment the parents will be called immediately and informed of the situation. If the Nursery Manager takes the child to hospital because the parents cannot get to the nursery in time, they will be accompanied by another member of staff the child.
• If the child sustains a serious injury then Emergency Services will be called, parents contacted and the child kept as comfortable as possible.
• If the child needs to go to hospital by ambulance they will be accompanied by a member of staff until their parents arrive.
It is possible that these situations may temporarily affect the ratios of staff to children, but at all times we will ensure that the safety of the other children is not compromised.
If appropriate a RIDDOR report form will be completed and sent to the Health and Safety Executive and OFSTED will be notified.
We understand that we must notify Ofsted in the event of any serious accident, illness or injury to, or death of, any child whilst in our care. Notification will be made as soon as is practicably possible, but in any event within 14 days of the incident occurring. We are fully aware that failure to comply with this requirement is committing an offence.
In the first instance if a child appears to become unwell in our care, we will take the following steps:
• Communicate concerns to department colleagues
• Monitor child’s general condition
• Check temperatures (if above 38º C/101º F parents will be contacted immediately)
• Look for any visible signs of illness such as a rash, spots, diarrhoea, vomiting, lethargy etc.
• Make child as comfortable as possible
• The Key person will contact parent/carer to inform them of the child’s condition, signs and symptoms and ask them what action they would like them to take. If the parent asks for their child to be given paracetamol suspension (eg calpol) this will be recorded on the medication record and signed by the parent on collection. The staff member will only be able to do this if the general consent permission slip has also been signed
Each department has an illness record book where all instances should be recorded and reviewed on a regular basis.
If there is a suspicion that it is an infectious disease then the child will be made comfortable separate from the others. We will telephone the parent/carer using the emergency contact number and ask them to come to collect the child and make the necessary arrangements to visit their GP for confirmation.
In any cases of illness, the child must be well enough to return to nursery having not showing any further signs for 48 hours.
We request that parents/carers contact us if their child is not well enough to attend nursery, detailing the signs and symptoms so that we can alert other parents/carers (if necessary).
If we suspect that a child is suffering from a notifiable disease, which are identified in the Public Health (Infection Diseases) Regulations 1988 (a copy of which is found on the parent notice board), we will inform Ofsted and act on any advice given by the Health Protection Agency.
If a specific disease is identified eg swine flu, a separate policy will be drawn up for reference and advice according to government guidelines, displayed on the notice board and all parents/carers will be given a copy.
Should a member of staff become ill during the day and it is necessary for them to go home, then cover staff will be allocated in their department and the member of staff will keep their room leader updated as to when they will return to work.
Policy on supporting children with medical needs
The nursery aims to support individual children with long and short-term medical needs to enable them to fully access the service that we offer. In order to do this we:
• Gain as much information from parents about their child’s individual medical needs.
• Complete an individual risk assessment, if appropriate.
• Ensure that an ongoing or long-term medication form has been completed by the parents and the instructions detailed are followed by the staff member administering medication.
• Access training for staff, from a qualified health professional when technical or medical knowledge is required. Training will be specific to the individual child concerned.
• Ensure that the medication is stored and given in accordance with the manufacturer’s instructions.
• Draw up individual care plans, if appropriate, and agree them with the parents.
• Implement an effective procedure on the administration of medicines as outlined below.
Procedures for the Administration of Medication
• If a child requires medication during the day parents must complete a Medication Record Sheet (Prescribed or Non-Prescribed, as appropriate) before the medication can be given. The medication must be clearly labelled with the child’s name.
• It is the parent’s responsibility to notify the nursery if there are any changes to the requirements during the course of medication.
• The staff member receiving the medication will ensure that all other staff members in the room are aware of the need for this medication. An agreement will be reached by the team as to who will be responsible for giving the medication to the child. This will usually be the child’s key person.
• The person responsible for giving the medication will check the child’s medication record before giving the medication and ensure that the child receives the correct dose at the correct time.
• The person responsible for giving the medication will ensure that the medication record is completed immediately.
• A qualified member of staff will supervise the administration of the medication and a second member of staff/student will witness the administration of the medication and sign the medication record.
• Parents will be asked to sign a general consent form for the administration of a paracetamol-based suspension such as Calpol. However, in normal circumstances a medication record sheet should still be completed.
These procedures will in no way delay or prevent staff from seeking medical advice or assistance if they feel it is necessary.
All medication will be stored appropriately, safely and in accordance with the manufacturer’s instructions, away from the children. It will be checked regularly to ensure that it is in date.
The nursery garden is protected by a high fence all the way round. There is a pedestrian gate for parents/carers/staff to gain entrance with a biometric fingerprint recognition system which records every occasion access is granted and can be inspected. Visitors to nursery are required to ring the doorbell and wait for a member of staff to admit them. Parents/carers should not allow anyone to gain access to the site unless accompanied by a member of staff. The only other access is via two sets of double gates, which are padlocked at all times allowing only for emergency vehicular access.
All staff must sign in and out in the official book, stating their arrival/departure time and in which department they are working. Parents/carers sign their child in/out using the same book. Visitors also must sign in, stating their company details (if appropriate) and the reason for their visit. At no time are visitors left unaccompanied.
If for some reason an external services provider is required to have access to parts of the nursery all staff are informed and a DBS check will be completed in advance if appropriate.
When a child starts nursery the parent/carer is asked to provide us with names of adults authorised to collect their child (this information is documented on the child’s registration forms) where possible this named person(s) will come in and meet us for future recognition. If this is not possible, we operate a password system.
Notices are displayed reminding everyone of the need for security. Parents and staff are aware of the importance of being vigilant regarding unknown people and of ensuring that gates and doors are closed properly. Parents must not admit unknown people through the nursery gate on arrival and departure from nursery, all visitors must be admitted by a member of staff.
Children are not allowed out of the building without supervision.
MISSING OR LOST CHILD PROCEDURES
We are required by OFSTED to have a Missing or Lost Child Procedure. The security procedures that we have in place make this a very unlikely event. To ensure that children are not lost while in the care of the nursery we:
• Carefully supervise children at all times.
• Maintain appropriate staff/child ratios at all times.
• Provide keypad codes on external gates.
• Provide high handles on all doors.
• Closely monitor children in and out of the building.
• Closely monitor children on outings and trips.
• Ensure that visitors to the nursery are supervised at all times.
• Complete regular register checks when children are moving around the building and from one area to another.
In the unlikely event of a child being lost while in our care the following procedures will be followed:
• Staff members will immediately undertake a thorough search of the nursery and the immediate vicinity. This will be done in a calm manner so as not to create an atmosphere of panic, ensuring the other children are safe and properly supervised.
• The Nursery Manager will be notified and staff members will be called from other areas of the nursery to help with the search.
• If, following a thorough search of the nursery and immediate vicinity, the child cannot be found, the Police will be called and the child’s parents will be notified without delay.
• While waiting for the police to arrive, the search will continue.
• The Nursery Manager will be responsible for meeting the police and providing any relevant details required. They are also on hand to provide comfort and reassurance to the parents/carers.
In the unlikely event of a child being lost while on a trip or outing the following procedures will be followed:
• Staff members will immediately undertake a thorough search of the immediate vicinity.
• Staff members will be assigned to organise the supervision of other children on the trip in a safe area.
• The Nursery Manager will be notified and staff members will be called from other areas of the nursery to help with the search.
• If, following a thorough search of the immediate vicinity the child cannot be found the Police will be called and the child’s parents will be notified without delay.
In the event of a child being lost while in our care we will also:
• Keep the parents of the child concerned fully informed throughout.
• Inform OFSTED
• Undertake a thorough and comprehensive investigation, reviewing and updating procedures to prevent this happening again.
• Offer support and reassurance to parents, carers and children as appropriate.
In the event of unauthorised absence from nursery ‘Missing from education’:
• If your child is absent without notice of holiday, Nursery will call the contacts for the primary carers to ascertain why.
• Results of the phone call will be recorded in the diary of the relevant room.
• If there is no contact made with the family to explain the absence and there is repeated absence on the next planned day of attendance with no further contact made, all emergency contact numbers will be called to try to explain the absence.
• In the event of still not speaking to anyone concerning the unplanned absence during that given week of attendance, Nursery will continue to try to contact all emergency contacts including the primary carers.
• During that week Nursery will raise a green form ‘Logging a concern about a child’s safety and welfare’ in line with our safeguarding procedures.
• If the missing child does not attend the following week and no contact has been made, Nursery will contact the Warwickshire MASH team to report the concerns.
LATE COLLECTION OF CHILDREN
POLICY AND PROCEDURES
We appreciate that there are times when the late collection of children is unavoidable; however, this late collection policy applies in all circumstances.
The nursery is open from 8.00 am to 18.00 daily. Sessions run from 8.30 am to 1.00 pm and from 1.00 pm to 5.30 pm. Parents who do not collect their children by the end of a session, at whatever time of day, may be liable for additional payments. This policy applies to the late collection of children from both the morning and the afternoon sessions.
If parents are unable to collect their child on time, they must telephone the nursery to let us know what the situation is ahead of their collection time and when their child is likely to be collected.
In the event of parents repeatedly collecting their child late/ not notifying us of the delay, they will be asked by the nursery to review their collection arrangements and incur £3 late collection charge for every 15 minute they are late.
In the unlikely event of a child not being collected from the nursery at the expected time or 30 minutes after normal finishing time, with no contact being made with the parents, the following procedure will apply:
• The Room Leader will make every effort to contact one of the named persons on the Emergency Contact sheet. They will continue to telephone every 10 minutes until contact is made. These calls will be logged on the incident record.
• Two members of staff will remain on the premises with the child at all times. One of these staff members will be a senior member of staff.
• The child will be reassured and comforted if necessary, otherwise staff members will behave in a normal manner so as not to distress the child.
• If no contact has been made with either the parents or the emergency contact person within one hour of the time at which the child was due to be collected the nursery will contact the Social Services Emergency Duty Team and Ofsted to advise them of the situation.
Wren Day Nursery has a strict code of conduct regarding confidentiality. All staff members are aware that when working at the Nursery confidential information may be shared with them concerning families and children. They understand that it is extremely important that they do not pass on this information, unless they have the permission of the person/parent concerned or it is essential for a child’s welfare in line with the Local Safeguarding Children Board and the Nursery’s Safeguarding Children Policies and Procedures.
It is the policy of the Nursery that confidential information is shared strictly on a ‘need to know’ basis and that the welfare of the child concerned will always be paramount. All confidential information is kept and stored in line with the Nursery Data Protection Policy and Procedures which complies with the Data Protection Principles set out in the Data Protection Act 1998 and amended in 2002.
GENERAL DATA PROTECTION REGULATIONS AND PRIVACY NOTICE
Wren Day Nursery is registered under the Data Protection Act and needs to keep certain information for processing concerning employees, students, parents and children. It is also necessary to process information so that employees can be recruited and paid and Nursery must comply with all principles that are set out in the 2018 regulations.
WHAT IS THE PURPOSE OF THIS DOCUMENT?
Wren Day Nursery is committed to protecting the privacy and security of your personal information.
This privacy notice describes how the Nursery collects and uses personal information about employees of the Nursery (“Employees”), children attending the Nursery (“Child” or “Children”) and the parents of the Children (“Parents”) (known collectively as “You” or “Your”), in accordance with the General Data Protection Regulation (GDPR).
The Nursery [Wren Day Nursery] is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this privacy notice.
This notice applies to Employees, Children and Parents. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical.
It is important that Employees, Children and Parents read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.
DATA PROTECTION PRINCIPLES
We will comply with data protection law. This says that the personal information we hold about You must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to You and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told You about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told You about.
6. Kept securely.
THE KIND OF INFORMATION WE HOLD ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.
We will collect, store, and use the following categories of personal information about Employees:
• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
• Date of birth.
• Marital status and dependants.
• Next of kin and emergency contact information.
• National Insurance number.
• Bank account details, payroll records and tax status information.
• Salary, annual leave, pension and benefits information.
• Start date and, if different, the date of an Employee’s continuous employment.
• Location of employment or workplace.
• Copy of driving licence (where applicable).
• Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
• Employment records (including job titles, work history, working hours, holidays, training records and professional memberships).
• Personnel files and training records including performance information, disciplinary and grievance information, and working time records.
• Information about your use of our information and communications systems.
• Records of any reportable death, injury, disease or dangerous occurrence.
We may also collect, store and use the following “special categories” of more sensitive personal information:
• Information about an Employee’s race or ethnicity.
• Information about an Employee’s health, including any medical condition, accident, health and sickness records, including:
• where an Employee leaves employment and under any share plan operated by a group company the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision;
• details of any absences (other than holidays) from work including time on statutory parental leave and sick leave; and
• where an Employee leaves employment and the reason for leaving is related to their health, information about that condition needed for pensions and permanent health insurance purposes.
We will collect, store, and use the following categories of personal information about Children:
• Date of birth
• Number of weeks at Birth
• Home address
• Dietary requirements
• Attendance information
• Photographs and video clips of the Child to signpost Children to where their belongings are stored at the Nursery that they attend, and also for general display purposes
• Emergency contact should Parents be unavailable and the emergency contact’s contact details
• Electronic Record book for each Child containing the work of the Child whilst at the Nursery, observations about the Child’s development whilst at the Nursery from Employees of the Nursery, specific examples of the Child’s progress, photographs demonstrating the Child’s development whilst at the Nursery, and personal details of the Child (e.g. their date of birth) (“Progress Report”)
• Records relating to individual Children e.g. care plans, common assessment frameworks, speech and language referral forms
• Accidents and pre-existing injuries forms
• Records of any reportable death, injury, disease or dangerous occurrence
• Observation, planning and assessment records of Children
We may also collect, store and use the following “special categories” of more sensitive personal information:
• Information about a Child’s race or ethnicity, spoken language and nationality.
• Information about a Child’s health, including any medical condition, health and sickness records.
• Information about a Child’s accident or incident reports including reports of pre-existing injuries.
• Information about a Child’s incident forms / child protection referral forms / child protection case details / reports.
We will collect, store, and use the following categories of personal information about Parents:
• Home address
• Telephone numbers, and personal email addresses.
• National Insurance number.
• Bank account details.
We may also collect, store and use the following “special categories” of more sensitive personal information:
• Information about a Parent’s race or ethnicity, spoken language and nationality.
• Conversations with Parents where Employees of the Nursery deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent strategy.
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about Employees through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.
We will collect additional personal information in the course of job-related activities throughout the period of when an Employee works for us.
Children and Parents:
We collect personal information about Children and Parents from when the initial enquiry is made by the Parents, through the enrolment process and until the Children stop using the Nursery’s services.
HOW WE WILL USE INFORMATION ABOUT YOU
We will only use Your personal information when the law allows us to. Most commonly, we will use Your personal information in the following circumstances:
1. Where we need to perform the contract we have entered into with You.
2. Where we need to comply with a legal obligation.
3. Where it is necessary for our legitimate interests (or those of a third party) and Your interests and fundamental rights do not override those interests.
We may also use Your personal information in the following situations, which are likely to be rare:
1. Where we need to protect Your interests (or someone else’s interests).
2. Where it is needed in the public interest or for official purposes.
Situations in which we will use Employee personal information
We need all the categories of information in the list above (see Employee section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Employees and to enable us to comply with legal obligations. The situations in which we will process Employee personal information are listed below.
• Making a decision about an Employee’s recruitment or appointment.
• Checking an Employee is legally entitled to work in the UK. Paying an Employee and, if an Employee is an Employee or deemed Employee for tax purposes, deducting tax and National Insurance contributions (NICs).
• Providing any Employee benefits to Employees.
• Enrolling you in a pension arrangement in accordance with our statutory automatic enrolment duties.
• Liaising with the trustees or managers of a pension arrangement operated by a group company, your pension provider and any other provider of employee benefits.
• Administering the contract we have entered into with an Employee.
• Conducting performance and/or salary reviews, managing performance and determining performance requirements.
• Assessing qualifications for a particular job or task, including decisions about promotions.
• Gathering evidence for possible grievance or disciplinary hearings.
• Making decisions about an Employee’s continued employment, engagement.
• Making arrangements for the termination of our working relationship.
• Education, training and development requirements.
• Dealing with legal disputes involving Employees, including accidents at work.
• Ascertaining an Employee’s fitness to work.
• Managing sickness absence.
• Complying with health and safety obligations.
• To prevent fraud.
• To monitor your use of our information and communication systems to ensure compliance with our IT policies.
• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
• Equal opportunities monitoring.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of an Employee’s personal information.
Situations in which the Nursery will use personal information of Children
We need all the categories of information in the list above (see Children section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our obligations (including our legal obligations to Children. The situations in which we will process personal information of Children are listed below.
• Upon consent from the Parents, Personal Data of Children will be shared with schools for progression into the next stage of their education.
• Personal information of Children will be shared with local authorities without the consent of Parents where there is a situation where child protection is necessary.
• The personal information of Children will be shared with local authorities without the consent of Parents for funding purposes.
• Ofsted will be allowed access to the Nursery’s systems to review child protection records.
• To ensure we meet the needs of the Children
• To enable the appropriate funding to be received
• Report on a Child’s progress whilst with the Nursery
• To check safeguarding records
• To check complaint records
• To check attendance patterns are recorded
• When a Child’s Progress Report is given to its Parent in order for that Parent to pass the same Progress Report to a school for application or enrolment purposes
Situations in which the Nursery will use personal information of Parents
We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform our contracts with Parents and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.
• The personal information of Parents will be shared with local authorities without the consent of Parents for funding purposes.
• To report on a Child’s attendance
• To be able to contact a Parent or a Child’s emergency contact about their Child
• To ensure nursery fees are paid
If Employees and Parents fail to provide personal information
If Employees and Parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with Employees and Parents, or we may be prevented from complying with our respective legal obligations to Employees, Children and Parents.
Change of purpose
We will only use Your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use Your personal information for an unrelated purpose, we will notify the Employee, Child or Parent, as is appropriate in the circumstances, and we will explain the legal basis which allows us to do so.
Please note that we may process an Employee’s, a Child’s or a Parent’s personal information without their respective knowledge or consent, as relevant to the circumstances, in compliance with the above rules, where this is required or permitted by law.
HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
”Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:
1. In limited circumstances, with Employee or Parent explicit written consent.
2. Where we need to carry out our legal obligations or exercise rights in connection with Employee employment.
3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect an Employee, a Child or a Parents’ interests (or someone else’s interests) and the Employee, Child or Parent as is appropriate is not capable of giving consent, or where the Employee or Parent has already made the information public.
The Nursery’s obligations as an employer
We will use particularly sensitive personal information of Employees in the following ways:
• We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
• We will use information about the physical or mental health of an Employee, or their disability status, to ensure Employee health and safety in the workplace and to assess the fitness of Employees to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits including statutory maternity pay, statutory sick pay, pensions and permanent health insurance.
• We will use information about an Employee’s race or national or ethnic origin, religious, philosophical or moral beliefs, or an Employee’s sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Do we need Employee consent?
We do not need the consent of Employees if we use special categories of personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach Employees for their written consent to allow us to process certain particularly sensitive data. If we do so, we will provide Employees with full details of the information that we would like and the reason we need it, so that Employees can carefully consider whether they wish to consent. Employees should be aware that it is not a condition of their contract with the nursery that they agree to any request for consent from us.
INFORMATION ABOUT CRIMINAL CONVICTIONS
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect the interests of You (or someone else’s interests) and You are not capable of giving your consent, or where an Employee or a Parent, as is relevant to the circumstances, has already made the information public.
We envisage that we will hold information about criminal convictions.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so, which includes but is not limited to Disclosure and Barring Service (“DBS”) checks. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:
• To conduct a DBS check on each Employee, to record the date of the DBS check, the number of the DBS check and the name of the body conducting the DBS check.
We are allowed to use your personal information in this way to carry out our obligations. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
1. Where we have notified Employees or Parents of the decision and given the Employee of the Parent as is appropriate 21 days to request a reconsideration.
2. Where it is necessary to perform the contract with an Employee or a Parent and appropriate measures are in place to safeguard the Employee’s, the Child’s or the Parent’s rights as is appropriate.
3. In limited circumstances, with explicit written consent from the Employee or the Parent, as is appropriate, and where appropriate measures are in place to safeguard Employee or Parent rights.
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either explicit written consent from an Employee or a Parent as is appropriate, or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard an Employee or a Parents rights as is relevant in the circumstances.
You will not be subject to decisions that will have a significant impact on You based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified the Employee or the Parent as is appropriate in the circumstances.
We may have to share Employee, Child or Parent data with third parties, including third-party service providers and other entities in the group.
We require third parties to respect the security of Your data and to treat it in accordance with the law.
Why might the Nursery share Employee, Child or Parent personal information with third parties?
We will share Your personal information with third parties where required by law, where it is necessary to administer the working relationship with You or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
”Third parties” includes third-party service providers (including contractors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes:
• Local Authorities – for funding and monitoring reasons (e.g. equal opportunities and uptake of funded hours)
• Regulatory bodies – for ensuring compliance and the safety and welfare of the children
• Schools – to provide a successful transition by ensuring information about the child’s progress and current level of development and interests are shared
We will share personal data regarding your participation in any pension arrangement operated by a group company with the trustees or scheme managers of the arrangement in connection with the administration of the arrangements.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.
When might you share my personal information with other entities in the group?
We will share Your personal information with other entities in our group as part of our [DESCRIBE OTHER KNOWN ACTIVITIES].
What about other third parties?
We may share Your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share Your personal data with the other parties if and to the extent required under the terms of the transaction.
We may also need to share Your personal information with a regulator or to otherwise comply with the law.
How long will you use my information for?
We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy which is available from the manager. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of Your personal data, the purposes for which we process Your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise Your personal information so that it can no longer be associated with You, in which case we may use such information without further notice to You. Once you are no longer an Employee, or a Child benefiting from the Nursery’s services or a Parent, as is appropriate, we will retain and securely destroy your personal information in accordance with [our data retention policy OR applicable laws and regulations].
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about You is accurate and current. Please keep us informed if Your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law You have the right to:
• Request access to Your personal information (commonly known as a “data subject access request”). This enables You to receive a copy of the personal information we hold about You and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about You. This enables You to have any incomplete or inaccurate information we hold about You corrected.
• Request erasure of your personal information. This enables Employees or Parents to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove Your personal information where You have exercised Your right to object to processing (see below).
• Object to processing of Your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about Your particular situation which makes You want to object to processing on this ground. You also have the right to object where we are processing Your personal information for direct marketing purposes.
• Request the restriction of processing of Your personal information. This enables Employees or Parents, as is appropriate, to ask us to suspend the processing of personal information about You for example if You want us to establish its accuracy or the reason for processing it.
• Request the transfer of Your personal information to another party.
If You want to review, verify, correct or request erasure of Your personal information, object to the processing of Your personal data, or request that we transfer a copy of Your personal information to another party, please contact the manager in writing.
No fee usually required
You will not have to pay a fee to access Your personal information (or to exercise any of the other rights).
What we may need from You
We may need to request specific information from You to help us confirm your identity and ensure Your right to access the information (or to exercise any of Your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where You may have provided Your consent to the collection, processing and transfer of Your personal information for a specific purpose, You have the right to withdraw Your consent for that specific processing at any time. To withdraw Your consent, please contact [the manager]. Once we have received notification that You have withdrawn Your consent, we will no longer process Your information for the purpose or purposes You originally agreed to, unless we have another legitimate basis for doing so in law.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide You with a new privacy notice when we make any substantial updates. We may also notify You in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact Penny Shaw.
PHOTOGRAPHY AND FILMING
POLICY AND PROCEDURES
Throughout the Nursery, staff members, students and children are encouraged to take photographs and record videos for a variety of general purposes such as:
• To record events and activities
• To celebrate children’s achievements
• To share activities/information with parents
• To record children’s development and learning (observations)
• To use for training purposes
• To use for display purposes across the Nursery
In addition, photographs and videos may from time to time also be used for:
• Promotional materials (prospectus)
• The Nursery website/ social media
• Newspaper and media articles
• Students’ coursework
We recognise that it is important to have clear policies and procedures in place in order to safeguard children, for confidentiality reasons and to ensure that photographs and videos are used only for the purposes intended and with the full and informed consent of parents.
The following policy and procedures will therefore be used for the taking, use and storage of photographs and videos of children:
• Written parental consent will be obtained for the general purposes outlined above. Parents will, of course, have the right to refuse permission for all or some of the purposes outlined above.
• Specific parental consent will be obtained for the promotional and publicity purposes outlined above on each occasion that it is required. Parents will, of course, have the right to refuse permission.
• Staff members, students and visitors are not be permitted to take photographs or video children for their personal use.
• Staff members, students and visitors are not permitted mobile telephones, cameras or video recorders in the nursery.
• Staff members’ and students’ personal belongings, including mobile telephones, will be stored in the lockers provided and only used in staff areas.
• Photographs and video recordings will only be taken, processed and printed on equipment supplied by the Nursery.
• Photographs and videos of children will not be taken away from the Nursery.
• Photographs will be deleted from the camera memory and video memory as soon as is reasonably practicable.
• Cameras and memory cards that may contain images of children will be locked away when not in use.
• Parents will be informed that photographs and videos may be taken by parents and relatives at nursery events such as plays and performances and have the option of withdrawing their child if they wish.
INTERNET AND EMAIL USAGE POLICY
The Internet and e-mail resources in place at the Nursery are intended for the business use of employees using them.
Extreme care should be taken when using the internet to ensure users do not accidentally enter sites which may be inappropriate. If you do so, you must report this immediately to the Nursery Manager.
The use of social networking sites such as Facebook, Bebo, Twitter, etc, is not permitted on Nursery computers, unless work related. The sharing of sensitive information on social network sites, that breach confidentiality, questions a person’s commitment to safeguarding children or brings the company into disrepute could be considered to be a disciplinary offence and would be treated as such, whether this was whilst at work or outside of work.
The downloading of music, films and TV shows is not permitted on Nursery computers, unless work related.
The use of mobile phones, iPhones, BlackBerry's or other such portable devices is not permitted in the nursery.
Inappropriate use of the internet and e-mail is not permitted. ‘Inappropriate’ encompasses, but is not restricted, to the following:
• Accessing websites or sending inappropriate emails (both internal and external), which contain material that may disparage or harass others on the basis of for example gender, race, age, disability, religion, sexual orientation or national origins.
• Visiting inappropriate internet sites that contain obscene, hateful, pornographic or otherwise illegal material.
• Using the computer to perpetrate any form of fraud, or software, film or music piracy.
• Using the internet to send offensive or harassing material to other users.
• Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such licence.
• Inappropriate use of the Internet or email would be considered a disciplinary offence and the nursery disciplinary procedures would be followed when dealing with this. The Nursery Manager will decide, if necessary, what is ‘inappropriate’, although common sense and discussion with Department Managers should be the first recourse.
POLICY AND PROCEDURES
It is our intention to provide an environment in which children, parents and staff are safe from images being recorded and inappropriately used, in turn eliminating the following concerns:
1) Staff being distracted from their work with children;
2) The inappropriate use of mobile phone cameras around children.
• All staff must ensure that their mobile telephones are left inside their bag during working hours (8.30 am – 5.30pm). Phones may be checked at lunchtime for any messages but must be put away again immediately.
• Only the manager / deputy manager/ office manager can have their mobile telephone to hand during working hours.
• Staff members should ensure that immediate family members, childminders, schools etc are given the main nursery landline number (024 76 418957) and encouraged to use this number if they need to make contact during working hours. It is also possible to divert any mobile phone calls to this number if an important call is expected.
• Staff should ensure that the Manager has relevant up to date emergency contact information. This is the responsibility of the individual staff member.
• Under no circumstances should mobile phones or cameras of any kind be taken into the bathrooms without prior consultation with management.
• If photographs need to be taken in a bathroom (eg photographs of the children washing their hands) then management must be told and staff supervised whilst carrying out this kind of activity. At all times the camera must be placed in a prominent place where it can be seen.
• All cameras in the nursery including those on staff mobile telephones can be subject to scrutiny at any time by the safeguarding officer or nursery manager.
• It is the responsibility of all members of staff to be vigilant and report any concerns to the Nursery Manager.
• Concerns will be taken seriously, logged and investigated appropriately.
• Any staff member, volunteer or student found to be non-compliant with this policy will face disciplinary action.
SOCIAL NETWORKING POLICY
Staff must be aware of their responsibilities to the nursery when using social networking sites such as Facebook.
Our confidentiality policy must be adhered to at all times, even outside of working hours.
It is important to maintain your status as a childcare worker and respect Wren Day Nursery's professional service and provision, by abstaining from online friendships with parents, this ensures respect for the privacy of staff and the families and children we care for.
Disciplinary action will result if the nursery is brought into disrepute.
With regards to photos, videos and other material posted to the Wren DayNursery Facebook page, both Staff and Parents are bound to confidentiality and are not permitted to share the content with others. Only photographs of children with parent consent obtained in their contract will be uploaded to the page.
Only current staff and current parents with children attending the setting will be 'friends' able to view the profile and content.
Historically it has not been uncommon for nursery staff to offer babysitting services to nursery clients, outside of nursery working hours. This policy has been implemented to provide clarification of some points regarding private arrangements between staff and parents/carers.
The Nursery will not be responsible for any private arrangements or agreements that are made.
Out of hours work arrangements must not interfere with a staff member’s employment at the Nursery.
Confidentiality of employment must be adhered to and respected.
Parents should be aware that other adults accompanying the babysitter may not have the relevant Criminal Records Bureau clearance, and it may not be appropriate for them to care for children
The Nursery will not be held responsible for any health and safety issues or for the actions of staff members outside the nursery opening hours that may arise from these private arrangements
The nursery has a duty to safeguard all children whilst on our premises and in the care of our staff, but this duty does not extend to private arrangements between staff and parents/carers outside of nursery hours.
Uniform: Staff members are not permitted to wear their nursery uniform during babysitting activities.
Tax: Staff members are themselves fully responsible for any tax consequences that private babysitting may or may not cause.
We would like to make it COMPLETELY TRANSPARENT that staff are bound by contract of the Confidentiality Policy and the Data Protection Act that they are unable to discuss any issues regarding Wren Day Nursery, other staff members, parents or other children.
Should it be found that any staff member has discussed anything relating to the matters above, this will result in gross misconduct and the staff member will be instantly dismissed.
ADVERSE EVENTS/ EXTREME WEATHER
In the event of severe weather condition (snow/ ice/ fog/ flooding) we will remain open for children who are already here or are able to get here.
Should the severity increase, management reserve the right to deem conditions unsuitable with regards to safe collection of children from nursery, and will notify parents of closure and request collection as soon as possible.
Unfortunately, if we have to close the nursery due to events outside of our control usual nursery fees will apply, even if the nursery has to close early or remain closed for a period of time.
If electricity goes off due to adverse event/extreme weather, we have a mobile number for Penny that can be used to make contact with the nursery - 07854603537.
If our heating goes off, we will make every effort to contact parents for them to collect their children in the unlikely event that the premises drops below the safe level of 16 degrees centigrade.
If parents are delayed due to extreme weather conditions, we ask that you inform us as soon as possible and keep us as updated as you can about your journey.
If you are unable or choose not to bring your child into nursery due to adverse weather conditions please call us as soon as possible, normally nursery fees will apply.
As previously specified in our Health and safety procedures section, to ensure that children are protected from the sun and adverse weather conditions:
• Parents are asked to provide appropriate clothing such as sun hats for hot weather, waterproof clothing for wet weather, warm coats, gloves, hats for cold weather etc.
• Time outside is restricted or stopped during adverse weather conditions and if necessary an individual risk assessment will be completed.
• Children will not be allowed outside if they do not have appropriate clothing for the weather conditions.
• Sun cream supplied by the parents is applied to children, as appropriate, in hot weather.
PREVENT DUTY AND PROMOTING BRITISH VALUES
This organisation is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The Prevent Duty & Promoting British Values, from 1st July 2015, all schools, registered early years childcare providers and registered later years childcare providers are subject to a duty under section 26 of the Counter-Terrorism and Security Act 2015, in the exercise of their functions, to have “due regard to the need to prevent people from being drawn into terrorism”.
This duty is known as the Prevent duty. Wren Day Nursery take Safeguarding very seriously, therefore to ensure we adhere to and achieve the Prevent duty we will;
• Provide appropriate training for staff, enabling them to identify children who may be at risk of radicalisation.
• We will build the children’s resilience to radicalisation by promoting fundamental British values and enabling them to challenge extremist views (for early years providers the statutory framework for the EYFS sets standards for learning, development and care for children from 0-5, thereby assisting their personal, social and emotional development and understanding of the world).
• We will assess the risk, by means of a formal risk assessment, of children being drawn into terrorism, including support for extremist ideas that are part of terrorist ideology.
• We will ensure that our staff understand the risks so that they can respond in an appropriate and proportionate way.
• We will be aware of the online risk of radicalisation through the use of social media and the internet.
• As with managing other safeguarding risks, our staff will be alert to changes in children’s behaviour which could indicate that they may be in need of help or protection (children at risk of radicalisation may display different signs or seek to hide their views).
• The Key Person approach means we already know our key children well and so we will notice any changes in behaviour, demeanour or personality quickly.
• We will not carry out unnecessary intrusion into family life but we will take action when we observe behaviour of concern. The key person approach means that we already have a rapport with our families so we will notice any changes in behaviour, demeanour or personality quickly.
• We will work in partnership with our Mash Team for guidance and support.
• We will build up an effective engagement with parents/carers and families. (This is important as they are in a key position to spot signs of radicalisation).
• We will assist and advise families who raise concerns with us. It is important to assist and advise families who raise concerns and be able to point them to the right support mechanisms.
• We will ensure that any resources used in the preschool nursery are age appropriate for the children in our care and that our staff have the knowledge and confidence to use the resources effectively.
This Policy is intended to serve as a guidance for Practitioners to recognise the signs of those who are at risk and also to inform parents of our legal requirement to put this policy into operation.
All practitioners must be able to identify children who may be vulnerable to radicalisation.
There is no single way of identifying an individual who is likely to be susceptible to a terrorist ideology, but staff should be alert to changes in children’s behaviour, including even very young children, which could indicate they may be in need of help or protection.
These behaviours can be evident during circle time, role play activities and quiet times: quiet times is a good time for children to make disclosures as this is the period that children are closest to their key persons.
People from any walks of life can be drawn into radicalisation and not necessarily from a particular religion or ethnicity. Terrorism is not promoted by any religion.
The Prevent duty does not require childcare providers to carry out unnecessary intrusion into family life but we are required to take action when observe behaviour of concern.
There are certain terminology used by Muslim families such as, Inshallah, alhumdillah, marshallah, allah ho akbar. These phrases are not an indication of any form of radicalisation. (This is worth mentioning as it is one of the concerns from the Muslim community).
Peoples’ dress codes like hijabs, nikabs, abayas and jilbabs are not indicative factors that they are at risk of being radicalised.
Cultivating British Values
The best way to help children resist extremist views or challenge views such as creationism is to teach them to think critically and become independent learners, which is fundamental to the Characteristics of Effective Learning and Teaching embedded in the EYFS.
We endeavour to support our children through the EYFS by providing playful learning opportunities to help them develop positive diverse and communal identities, as well as their well-being, their empathy and emotional literacy, while continuing to take action to eradicate inequalities, bullying, discrimination, exclusion, aggression and violence; all of which fosters and secures, children’s pro-social behaviours and responsible citizenship and real sense of belonging.
What to do if you suspect that children are at the risk of radicalisation
Follow the setting normal Safeguarding Procedures including discussing with the nursery designated safeguarding lead, and where deemed necessary, with children’s social care.
The Safeguarding Lead can also contact the local police force or dial 101 (the non-emergency number). They will then talk in confidence about the concerns and help to access support and advice.
The Department for Education has dedicated a telephone helpline (020 7340 7264) to enable staff to raise concerns relating to extremism directly. Concerns can also be raised by email to email@example.com. Please note that the helpline is not intended for use in emergency situations, such as a child being at immediate risk of harm or a security incident, in which case the normal emergency procedures should be followed.
At Wren Day Nursery we ensure any food we use for play with the children is carefully supervised. We will also use the following procedures to ensure children are kept safe:
• Choking hazards are checked and avoided
• We will not use whole jelly cubes for play. If we do use jelly to enhance our play then all jelly will be prepared with water as per the instructions and then used
• Small objects such as small pieces of dried pasta and pulses will only be used for older children and under supervision
• All allergies and intolerances will be checked and activities will be adapted to suit all children’s needs so no child is excluded
• All activities including food will be included on the planning sheets showing all allergens so all staff and parents are aware of the ingredients
• Children’s allergies will be visible to staff when placing out food play activities to ensure all needs are met
• Any cooking activities will be checked prior to start to ensure all children are able use all the ingredients based on their individual needs
• We will not use food in play unless it enhances the opportunities children are receiving from the activity. Where possible many of the foods will be reused in other activities, especially the dry materials.
At Wren Day Nursery we understand we need to plan for all eventualities to ensure the health, safety and welfare of all the children we care for. With this in mind, in addition to our Adverse Events policy, we have a critical incident policy in place to ensure our nursery is able to operate effectively in the case of a critical incident. These include:
• Abduction or threatened abduction of a child
• Bomb threat/terrorism attack
• Any other incident that may affect the care of the children in the nursery.
If any of these incidents, impact on the ability of the nursery to operate, we will contact parents via *phone/*email/*text message at the earliest opportunity, e.g., before the start of the nursery day.
The management of the nursery follow a lock up procedure which ensures all doors and windows are closed and locked before vacating the premises.
The manager will always check the premises as they arrive in the morning. Should they discover that the nursery has been broken into they will follow the procedure below:
• Dial 999 with as many details as possible, i.e. name and location, details of what you have found and emphasise this is a nursery and children will be arriving soon
• Contain the area to ensure no-one enters until the police arrive. The staff will direct parents and children to a separate area as they arrive or as police advise.
• The manager on duty will help the police with enquiries, e.g. by identifying items missing, areas of entry etc.
• A manager will be available at all times during this time to speak to parents, reassure children and direct enquires.
• Management will assess the situation following a theft and ensure parents are kept up to date with developments relating to the operation of the nursery.
Abduction or threatened abduction of a child
We have secure safety procedures in place to ensure children are safe while in our care, including safety from abduction. Staff must be vigilant at all times and report any persons lingering around nursery property immediately. All doors and gates to the nursery are locked and cannot be accessed unless staff members allow individuals in. Parents enter the building via secure biometric gate and are reminded on a regular basis not to allow anyone into the building whether they are known to them or not. Visitors and general security are covered in more detail in the Security Procedures policy.
Children will only be released into the care of a designated adult; see the arrivals and departures policy for more details. Parents are requested to inform the nursery of any potential custody battles or family concerns as soon as they arise so the nursery is able to support the child. The nursery will not take sides in relation to any custody battle and will remain neutral for the child. If an absent parent arrives to collect their child, the nursery will not restrict access unless a court order is in place. Parents are requested to issue the nursery with a copy of these documents should they be in place. We will consult our solicitors with regards to any concerns over custody and relay any information back to the parties involved.
If a member of staff witnesses an actual or potential abduction from nursery, we have the following procedures which are followed immediately:
• The police must be called immediately
• The staff member will notify management immediately and the manager will take control
• The parent(s) will be contacted
• All other children will be kept safe and secure and calmed down where necessary
• The police will be given as many details as possible including details of the child, description of the abductor, car registration number if used, time and direction of travel if seen and any family situations that may impact on this abduction.
Bomb threat/terrorism attack
If a bomb threat is received at the nursery, the person taking the call will record all details given over the phone as soon as possible and raise the alarm calling 999 and the Stoneleigh Park Security Gate :02476 696642.
Management will follow the fire evacuation procedure or as directed by the emergency services to ensure the safety of all on the premises.
In the event that there Is a threat outside of property either outside the main gates or inside the garden, all rooms are required to take children to the following points and await management instruction:
- BABY ROOM: gather children behind the peg wall in the sleeping/ non walkers area away from the glass doors leading to the hall.
- TODDLER ROOM: Gather children behind the peg wall on the carpeted area.
- PRE SCHOOL JUNIORS: guide children to join the Toddler room and gather them behind the peg wall on the carpeted area.
- PRE SCHOOL: If possible, all Children will be escorted over to the main building to join the children in Baby room. In the event that is not possible All children should be gathered in the right hand preschool room adjacent to the computer room, as far away from the windows and front of the building as possible.
Management will secure all doors to prevent access and follow the emergency procedures above.
All incidents will be managed by the manager on duty and all staff will co-operate with any emergency services on the scene. Any other incident that requires evacuation will follow the fire plan. Other incidents e.g. no water supply will be dealt with on an individual basis taking into account the effect on the safety, health and welfare of the children and staff in the nursery.
The nursery manager will notify Ofsted in the event of a critical incident.