Policies and Procedures

Safer Recruitment Policy

Policy statement

The Inspired Child meet the Safeguarding and Welfare Requirements of the Early Years Foundation Stage, ensuring that our staff and volunteers are appropriately qualified, and we carry out checks for criminal and other records through the Disclosure and Barring Service (DBS) in accordance with statutory requirements.


Vetting and staff selection

  • We work towards offering equality of opportunity by using non-discriminatory procedures for staff recruitment and selection.
  • All our staff have job descriptions, which set out their roles and responsibilities.
  • We welcome applications from all sections of the community. Applicants will be considered on the basis of their suitability for the post, regardless of disability, gender reassignment, pregnancy and maternity, race, religion or belief, sexual orientation, sex, age, marriage or civil partnership. Applicants will not be placed at a disadvantage by our imposing conditions or requirements that are not justifiable.
  • We follow the requirements of the Early Years Foundation Stage and Ofsted guidance on checking the suitability of all staff and volunteers who will have unsupervised access to children. This includes obtaining references and ensuring they have a satisfactory enhanced criminal records check with barred list(s) check through the DBS. This is in accordance with requirements under the Safeguarding Vulnerable Groups Act (2006) and the Protection of Freedoms Act (2012) for the vetting and barring scheme.
  • We carry out a status check of their DBS certificate, after checking their identity and viewing their original enhanced DBS certificate to ensure that it does not reveal any information that would affect their suitability for the post
  • We keep all records relating to the employment of our staff and volunteers; in particular those demonstrating that suitability checks have been done, including the date of issue, name, type of DBS check and unique reference number from the DBS certificate, along with details of our suitability decision.
  • We require that all our staff and volunteers keep their DBS check up-to-date by subscribing to the DBS Update Service throughout the duration of their employment with us.  
  • Our staff are expected to disclose any convictions, cautions, court orders, reprimands and warnings which may affect their suitability to work with children – whether received before, or at any time during, their employment with us. 
  • We obtain consent from our staff and volunteers to carry out on-going status checks of the Update Service to establish that their DBS certificate is up-to-date for the duration of their employment with us
  • Where we become aware of any relevant information which may lead to the disqualification of an employee, we will take appropriate action to ensure the safety of children. In the event of disqualification, that person’s employment with us will be terminated.

Notifying Ofsted of changes

  • We inform Ofsted of any changes to our Registered Person (trustees/director(s)/owner(s) our provision) and/or our manager.

Training and staff development

  • Our manager Jayde Davies holds the CACHE Level 3 Diploma for Early Years, Level 3 Forest School and Level 4 Montessori Education.
  • We provide regular in-service training to all our staff – whether paid staff or volunteers..
  • Our budget allocates resources to training.
  • We provide our staff with induction training in the first week of their employment. This induction includes our: Health and Safety Policy and Safeguarding Children and Child Protection Policy. Other policies and procedures are introduced within an induction plan.
  • We support the work of our staff by holding regular supervision meetings and appraisals.
  • We are committed to recruiting, appointing and employing staff in accordance with all relevant legislation and best practice.

Staff taking medication/other substances

  • If a member of staff is taking medication which may affect their ability to care for children, I ensure that they seek further medical advice. Our staff will only work directly with the children if medical advice confirms that the medication is unlikely to impair their ability to look after children properly.
  • Staff medication on the premises will be stored securely and kept out of reach of the children at all times.
  • If we have reason to believe that a member of our staff is under the influence of alcohol or any other substance that may affect their ability to care for children, they will not be allowed to work directly with the children and further action will be taken.

Managing staff absences and contingency plans for emergencies

  • Our staff take their holiday breaks when the setting is closed. Where a staff member may need to take time off for any reason other than sick leave or training, this is agreed with our manager with sufficient notice.


  • Our manager organises our staff annual leave so that ratios are not compromised. 
  • Where our staff are unwell and take sick leave in accordance with their contract of employment, we organise cover to ensure ratios are maintained.
  • Sick leave is monitored and action is taken where necessary, in accordance with the individual’s contract of employment.
  • We have contingency plans to cover staff absences, as follows:
This policy was adopted byJayde Davies
On25th June 2021
Date to be reviewed25th June 2022

6.2 Managing children who are sick, infectious, or with allergies

Policy statement

We aim to provide care for healthy children through preventing cross infection of viruses and bacterial infections and promote health through identifying allergies and preventing contact with the allergenic trigger.

Procedures for children who are sick or infectious

  • If children appear unwell during the day – for example, if they have a temperature, sickness, diarrhoea or pains, particularly in the head or stomach – our manager call the parents and ask them to collect the child, or to send a known carer to collect the child on their behalf.
  • The child’s temperature is taken using a forehead thermometer strip, kept in the first aid box.
  • If the child’s temperature does not go down and is worryingly high, then we may give them Calpol or another similar analgesic, after first obtaining verbal consent from the parent where possible. This is to reduce the risk of febrile convulsions, particularly for babies. Parents sign the medication record when they collect their child. 
  • In extreme cases of emergency, an ambulance is called and the parent informed.
  • Parents are asked to take their child to the doctor before returning them to the setting; we can refuse admittance to children who have a temperature, sickness and diarrhoea or a contagious infection or disease.
  • Where children have been prescribed antibiotics for an infectious illness or complaint, we ask parents to keep them at home for 48 hours before returning to the setting.
  • After diarrhoea, we ask parents keep children home for 48 hours following the last episode.
  • Some activities, such as sand and water play, and self-serve snacks where there is a risk of cross-contamination may be suspended for the duration of any outbreak.
  • We have a list of excludable diseases and current exclusion times. The full list is obtainable from

www.gov.uk/government/publications/health-protection-in-schools-and-other-childcare-facilities and includes common childhood illnesses such as measles.

Reporting of ‘notifiable diseases’

  • If a child or adult is diagnosed as suffering from a notifiable disease under the Health Protection (Notification) Regulations 2010, the GP will report this to Public Health England.
  • When we become aware, or are formally informed of the notifiable disease, our manager informs Ofsted and contacts Public Health England, and act on any advice given.

HIV/AIDS/Hepatitis procedure

HIV virus, like other viruses such as Hepatitis A, B and C, are spread through body fluids. Hygiene precautions for dealing with body fluids are the same for all children and adults. We:

  • Wear single-use vinyl gloves and aprons when changing children’s nappies, pants and clothing that are soiled with blood, urine, faeces or vomit.
  • Bag soiled clothing for parents to take home for cleaning.
  • Clear spills of blood, urine, faeces or vomit using mild disinfectant solution and mops; any cloths used are disposed of with the clinical waste.
  • Clean any tables and other furniture, furnishings or toys affected by blood, urine, faeces or vomit using a disinfectant.
  • Ensure that children do not share tooth brushes, which are also soaked weekly in sterilising solution.

Nits and head lice

  • Nits and head lice are not an excludable condition; although in exceptional cases we may ask a parent to keep the child away until the infestation has cleared.
  • On identifying cases of head lice, we inform all parents ask them to treat their child and all the family if they are found to have head lice.

Procedures for children with allergies

  • When children start at the setting we ask their parents if their child suffers from any known allergies. This is recorded on the Registration Form.
  • If a child has an allergy, we complete a risk assessment form to detail the following:
    • The allergen (i.e. the substance, material or living creature the child is allergic to such as nuts, eggs, bee stings, cats etc).
    • The nature of the allergic reactions (e.g. anaphylactic shock reaction, including rash, reddening of skin, swelling, breathing problems etc).
    • What to do in case of allergic reactions, any medication used and how it is to be used (e.g. Auto Injector).
    • Control measures – such as how the child can be prevented from contact with the allergen.
    • Review measures.
  • This risk assessment form is kept in the child’s personal file and a copy is displayed where our staff can see it.
  • A health care plan will also be completed.

Insurance requirements for children with allergies and disabilities

  • If necessary, our insurance will include children with any disability or allergy, but certain procedures must be strictly adhered to as set out below. For children suffering life threatening conditions or requiring invasive treatments; written confirmation from our insurance provider must be obtained to extend the insurance.
  • At all times we ensure that the administration of medication is compliant with the Safeguarding and Welfare Requirements of the Early Years Foundation Stage.
  • Asthma inhalers are now regarded as ‘oral medication’ by insurers and so documents do not need to be forwarded to our insurance provider. Oral medications must be prescribed by a GP or have manufacturer’s instructions clearly written on them.
  • We must be provided with clear written instructions on how to administer such medication.
  • We adhere to all risk assessment procedures for the correct storage and administration of the medication.
  • We must have the parents or guardians’ prior written consent. This consent must be kept on file. It is not necessary to forward copy documents to our insurance provider.
  • Life-saving medication and invasive treatments:

These include adrenaline injections for anaphylactic shock reactions (caused by allergies to nuts, eggs etc) or invasive treatments such as rectal administration of Diazepam (for epilepsy).

  • We must have:
  • a letter/care plan from the child’s GP/consultant stating the child’s condition and what medication if any is to be administered;
  • written consent from the parent or guardian allowing our staff to administer medication; and
  • proof of training in the administration of such medication by the child’s GP, a district nurse, children’s nurse specialist or a community paediatric nurse if needs be.
  • Written confirmation that we hold this information will first be sent to the Early Years Alliance Insurance team for appraisal. Written confirmation that the insurance has been extended will be issued by return.
  • Treatments, such as inhalers or Auto Injectors are immediately accessible in an emergency.
  • Key person for special needs children requiring assistance with tubes to help them with everyday living e.g. breathing apparatus, to take nourishment, colostomy bags etc.:
  • Prior written consent must be obtained from the child’s parent or guardian to give treatment and/or medication prescribed by the child’s GP.
  • The key person must have the relevant medical training/experience, which may include receiving appropriate instructions from parents or guardians.
  • Copies of all letters relating to these children must first be sent to the Early Years Alliance Insurance team for appraisal. Written confirmation that the insurance has been extended will be issued by return.
  • If we are unsure about any aspect, we contact the Early Years Alliance Insurance team on 020 7697 2585 or email insurance@eyalliance.org.uk.
This policy was adopted byJayde Davies(name of provider)
Date to be reviewed21/06/2022(date)
Signed on behalf of the provider
Name of signatoryJ.Davies
Role of signatory (e.g. chair, director or owner)Manager/Owner

Animals in the setting

Policy statement

Children learn about the natural world, its animals and other living creatures, as part of the Learning and Development Requirements of the Early Years Foundation Stage. This may include contact with animals, or other living creatures, either in the setting or on visits. We aim to ensure that this is in accordance with sensible hygiene and safety controls. Our setting also has two cats and a dog.


Animals in the setting as pets

  • We take account of the views of parents and children when selecting an animal or creature to keep as a pet in the setting, as well as any allergies or issues that individual children may have any animals or creatures.
  • We carry out a risk assessment with a knowledgeable person accounting for any hygiene or safety risks posed by the animal or creature.
  • We provide suitable housing for the animal or creature and ensure this is cleaned out regularly and is kept safely.
  • Our staff are knowledgeable of the pet’s welfare and dietary needs and ensure that the correct food is offered, at the right times.
  • We make arrangements for weekend and holiday care for the animal or creature.
  • We register with the local vet and take out appropriate pet care health insurance.
  • We make sure all vaccinations and other regular health measures, such as de-worming, are up-to-date and recorded.
  • We teach children the correct handling and care of the animal or creature and supervise them at all times.
  • We ensure that children wash their hands after handling the animal or creature and do not have contact with animal soil or soiled bedding.
  • We wear disposable gloves when cleaning housing or handling soiled bedding.
  • If animals or creatures are brought in by visitors to show the children, they are the responsibility of their owner.
  • The owner carries out a risk assessment, detailing how the animal or creature is to be handled and how any safety or hygiene issues will be addressed.

Visits to farms

  • Before a visit to a farm, I will carry out a risk assessment – this may take account of safety factors listed in the farm’s own risk assessment, which should be viewed.
  • We contact the venue in advance of the visit to ensure that there has been no recent outbreak of E.coli or other infections. If there has been an outbreak, we will review the visit and may decide to postpone it.
  • We follow our outings procedure.
  • Children wash and dry their hands thoroughly after contact with animals.
  • Outdoor footwear worn to visit farms is cleaned of mud and debris as soon as possible on departure and should not be worn indoors.
  • We advise staff and volunteers who are, or may be, pregnant to avoid contact with ewes and to consult their GP before the visit.

Legal framework

  • The Management of Health and Safety at Work Regulations (1999)

Further guidance

  • Health and Safety Regulation…A Short Guide(HSE 2003)
This policy was adopted byJayde Davies
On25th June 2021
Date to be reviewed25th June 2022

6.1 Administering medicines

Policy statement

While it is not our policy to care for sick children, who should be at home until they are well enough to return to the setting, we will agree to administer medication as part of maintaining their health and well-being or when they are recovering from an illness. We ensure that where medicines are necessary to maintain health of the child, they are given correctly and in accordance with legal requirements.

In many cases, it is possible for children’s GPs to prescribe medicine that can be taken at home in the morning and evening. As far as possible, administering medicines will only be done where it would be detrimental to the child’s health if not given in the setting. If a child has not had a medication before, especially a baby/child under two, it is advised that the parent keeps the child at home for the first 48 hours to ensure there are no adverse effects, as well as to give time for the medication to take effect.

Our staff are responsible for the correct administration of medication to children for whom they are the key person. This includes ensuring that parent consent forms have been completed, that medicines are stored correctly and that records are kept according to procedures. In the absence of the key person the manager is responsible for the overseeing of administering medication. We notify our insurance provider of all required conditions, as laid out in our insurance policy.


  • Children taking prescribed medication must be well enough to attend the setting.
  • We only usually administer medication when it has been prescribed for a child by a doctor (or other medically qualified person). It must be in-date and prescribed for the current condition. 
  • Non-prescription medication, such as pain or fever relief (e.g. Calpol) and teething gel, may be administered, but only with prior written consent of the parent and only when there is a health reason to do so, such as a high temperature. Children under the age of 16 years are never given medicines containing aspirin unless prescribed specifically for that child by a doctor. The administering of un-prescribed medication is recorded in the same way as any other medication. NB We may administer children’s paracetamol (un-prescribed) for children under the age of one year with the verbal consent of the parents in the case of a high temperature. This is to prevent febrile convulsion and where a parent or named person is on their way to collect the child.
  • Children’s prescribed medicines are stored in their original containers, are clearly labelled and are inaccessible to the children. On receiving the medication, the member of staff checks that it is in date and prescribed specifically for the current condition.
  • Parents must give prior written permission for the administration of medication. The staff member receiving the medication will ask the parent to sign a consent form stating the following information. No medication may be given without these details being provided:
  • the full name of child and date of birth
  • the name of medication and strength
  • who prescribed it
  • the dosage and times to be given in the setting
  • the method of administration
  • how the medication should be stored and its expiry date
  • any possible side effects that may be expected
  • the signature of the parent, their printed name and the date
  • The administration of medicine is recorded accurately in our medication record book each time it is given and is signed by the person administering the medication and a witness. Parents are shown the record at the end of the day and asked to sign the record book to acknowledge the administration of the medicine. The medication record book records the:
  • name of the child
  • name and strength of the medication
  • name of the doctor that prescribed it
  • date and time of the dose
  • dose given and method
  • signature of the person administering the medication and a witness who verifies that the medication has been given correctly
  • parent’s signature (at the end of the day).
  • We use the Medication Administration Record book for recording the administration of medicine and comply with the detailed procedures set out in that publication.
  • If the administration of prescribed medication requires medical knowledge, we obtain individual training for the relevant member of staff by a health professional.
  • If rectal diazepam is given, another member of staff must be present and co-signs the record book. 
  • No child may self-administer. Where children are capable of understanding when they need medication, for example with asthma, they should be encouraged to tell their key person what they need. However, this does not replace staff vigilance in knowing and responding when a child requires medication. 
  • We monitor the medication record book is monitored to look at the frequency of medication given in the setting. For example, a high incidence of antibiotics being prescribed for a number of children at similar times may indicate a need for better infection control.

Storage of medicines

  • All medication is stored safely in a locked cupboard or refrigerated as required. Where the cupboard or refrigerator is not used solely for storing medicines, they are kept in a marked plastic box.
  • The child’s key person is responsible for ensuring medicine is handed back at the end of the day to the parent.
  • For some conditions, medication may be kept in the setting to be administered on a regular or as-and-when- required basis. Key persons check that any medication held in the setting, is in date and return any out-of-date medication back to the parent.

Medication is stored in the locked cabinet, all staff are aware of where the medication box can be found. 

Children who have long term medical conditions and who may require ongoing medication

  • We carry out a risk assessment for each child with a long term medical condition that requires on-going medication. This is the responsibility of our manager alongside the key person. Other medical or social care personnel may need to be involved in the risk assessment.
  • Parents will also contribute to a risk assessment. They should be shown around the setting, understand the routines and activities and point out anything which they think may be a risk factor for their child.
  • For some medical conditions, key staff will need to have training in a basic understanding of the condition, as well as how the medication is to be administered correctly. The training needs for staff form part of the risk assessment.
  • The risk assessment includes vigorous activities and any other activity that may give cause for concern regarding an individual child’s health needs.
  • The risk assessment includes arrangements for taking medicines on outings and advice is sought from the child’s GP if necessary where there are concerns.
  • An individual health plan for the child is drawn up with the parent; outlining the key person’s role and what information must be shared with other adults who care for the child.
  • The individual health plan should include the measures to be taken in an emergency.
  • We review the individual health plan every six months, or more frequently if necessary. This includes reviewing the medication, e.g. changes to the medication or the dosage, any side effects noted etc.
  • Parents receive a copy of the individual health plan and each contributor, including the parent, signs it.

Managing medicines on trips and outings

  • If children are going on outings, I will accompany the children with a risk assessment, or another member of staff who is fully informed about the child’s needs and/or medication.
  • Medication for a child is taken in a sealed plastic box clearly labelled with the child’s name, the original pharmacist’s label and the name of the medication. Inside the box is a copy of the consent form and a card to record when it has been given, including all the details that need to be recorded in the medication record as stated above. For medication dispensed by a hospital pharmacy, where the child’s details are not on the dispensing label, [I/we] will record the circumstances of the event and hospital instructions as relayed by the parents.
  • On returning to the setting the card is stapled to the medicine record book and the parent signs it.
  • If a child on medication has to be taken to hospital, the child’s medication is taken in a sealed plastic box clearly labelled with the child’s name and the name of the medication. Inside the box is a copy of the consent form signed by the parent.
  • This procedure should be read alongside the outings procedure.

Legal framework

  • The Human Medicines Regulations (2012)
This policy was adopted byJayde Davies(name of provider)
Date to be reviewed21/06/2022(date)
Signed on behalf of the provider
Name of signatoryJ.Davies
Role of signatory (e.g. chair, director or owner)Manager/Owner

6.5 Food and drink

Policy statement

We regard snack and mealtimes as an important part of our day. Eating represents a social time for children and adults and helps children to learn about healthy eating. At snack and mealtimes, we aim to provide nutritious food, which meets the children’s individual dietary needs.


We follow these procedures to promote healthy eating in our setting.

  • Before a child starts to attend the setting, we ask their parents about their dietary needs and preferences, including any allergies. 
  • We record information about each child’s dietary needs in the Registration Form and parents sign the form to signify that it is correct.
  • We regularly consult with parents to ensure that our records of their children’s dietary needs – including any allergies – are up-to-date. Parents sign the updated record to signify that it is correct.
  • We display current information about individual children’s dietary needs so that all our staff and volunteers are fully informed about them.
  • We implement systems to ensure that children receive only food and drink that is consistent with their dietary needs and preferences, as well as their parents’ wishes.
  • We display the menus of meals/snacks for parents to view. The menus will rotate weekly and with each season change.
  • We provide nutritious food for all meals and snacks, avoiding large quantities of saturated fat, sugar and salt and artificial additives, preservatives and colourings.
  • We include a variety of foods from the four main food groups:
    • meat, fish and protein alternatives
    • dairy foods
    • grains, cereals and starch vegetables
    • fruit and vegetables
  • We include foods from the diet of each of the children’s cultural backgrounds, providing children with familiar foods and introducing them to new ones.
  • Through discussion with parents and research reading, we obtain information about the dietary rules of the religious groups to which children and their parents belong, and of vegetarians and vegans, as well as about food allergies. We take account of this information in the provision of food and drinks.
  • We provide a vegetarian alternative on days when meat or fish are offered and make every effort to ensure Halal meat or Kosher food is available for children who require it.
  • We show sensitivity in providing for children’s diets and allergies. We do not use a child’s diet or allergy as a label for the child, or make a child feel singled out because of her/his diet or allergy.
  • We organise meal and snack times so that they are social occasions in which children and adults participate.
  • We use meal and snack times to help children to develop independence through making choices, serving food and drink and feeding themselves.
  • We provide children with utensils that are appropriate for their ages and stages of development and that take account of the eating practices in their cultures.
  • We have fresh drinking water constantly available for the children. We inform the children about how to obtain the water and that they can ask for water at any time during the day. Children are to bring a named water bottle which they can access at any time. 
  • We inform parents who provide food for their children about the storage facilities available in our setting. 
  • We give parents who provide food for their children information about suitable containers for food.
  • In order to protect children with food allergies, we discourage children from sharing and swapping their food with one another.
  • For young children who drink milk, we provide whole pasteurised milk. Although we slowly introduce semi-skimmed milk from the age of two years; firstly into meals and dishes, such as on cereal or in white sauces, before offering it as a drink, so that the transition is gradual.
  • For each child under two, we provide parents with daily written information about feeding routines, intake and preferences.

Packed lunches 

Where we cannot provide cooked meals and children are required to bring packed lunches, we:

  • ensure perishable contents of packed lunches are refrigerated or contain an ice pack to keep food cool;
  • inform parents of whether we have facilities to microwave cooked food brought from home;
  • encourage parents to provide sandwiches with a healthy filling, fruit, and milk-based deserts, such as yoghurt or crème fraîche, where we can only provide cold food from home. We discourage sweet drinks and can provide children with water;
  • discourage packed lunch contents that consist largely of crisps, processed foods, sweet drinks and sweet products such as cakes or biscuits. We reserve the right to return this food to the parent as a last resort;
  • provide children bringing packed lunches with plates, cups and cutlery; and
  • ensure that adults sit with children to eat their lunch so that the mealtime is a social occasion.

Legal framework

  • Regulation (EC) 852/2004 of the European Parliament and of the Council on the Hygiene of Foodstuffs.

Further guidance

  • Safer Food, Better Business (Food Standards Agency 2011)
  • Nutritional Guidance for the Under Fives (Pre-school Learning Alliance 2009) 
This policy was adopted byJayde Davies(name of provider)
Date to be reviewed27/06/2022(date)
Signed on behalf of the provider
Name of signatoryJ.Davies
Role of signatory (e.g. chair, director or owner)Manager/Owner

6.6 Food hygiene

Policy statement

We provide and serve food for children on the following basis:

  • Snacks
  • Meals
  • Packed lunches

We maintain the highest possible food hygiene standards with regard to the purchase, storage, preparation and serving of food.

We are registered as a food provider with the local authority Environmental Health Department. 


  • Our staff with responsibility for food preparation/ understand the principles of Hazard Analysis and Critical Control Point (HACCP) as it applies to oursetting. This is set out in Safer Food, Better Business for Caterers (Food Standards Agency 2011). The basis for this is risk assessment of the purchase, storage, preparation and serving of food to prevent growth of bacteria and food contamination.
  • All our staff follow the guidelines of Safer Food, Better Business.
  • All our staff who are involved in the preparation and handling of food have received training in food hygiene.
  • The person responsible for food preparation and serving carries out daily opening and closing checks on the kitchen to ensure standards are met consistently. (See Safer Food, Better Business)
  • We use reliable suppliers for the food we purchase.
  • Food is stored at correct temperatures and is checked to ensure it is in-date and not subject to contamination by pests, rodents or mould.
  • Packed lunches are stored in a cool place; un-refrigerated food is served to children within 4 hours of preparation at home.
  • Food preparation areas are cleaned before and after use.
  • There are separate facilities for hand washing and for washing-up.
  • All surfaces are clean and non-porous.
  • All utensils, crockery etc. are clean and stored appropriately.
  • Waste food is disposed of daily.
  • Cleaning materials and other dangerous materials are stored out of children’s reach.
  • Children do not have unsupervised access to the kitchen.
  • When children take part in cooking activities, they:
  • are supervised at all times,
  • understand the importance of hand-washing and simple hygiene rules,
  • are kept away from hot surfaces and hot water; and
  • do not have unsupervised access to electrical equipment, such as blenders etc.

Reporting of food poisoning

Food poisoning can occur for a number of reasons; not all cases of sickness or diarrhoea are as a result of food poisoning and not all cases of sickness or diarrhoea are reportable.

  • Where children and/or adults have been diagnosed by a GP or hospital doctor to be suffering from food poisoning and where it seems possible that the source of the outbreak is within our setting, the manager will contact the Environmental Health Department to report the outbreak and will comply with any investigation.
  • We notify Ofsted as soon as reasonably practicable of any confirmed cases of food poisoning affecting two or more children looked after on the premises, and always within 14 days of the incident.

Legal framework

  • Regulation (EC) 852/2004 of the European Parliament and of the Council on the Hygiene of Foodstuffs

Further guidance

  • Safer Food Better Business (Food Standards Agency 2011)
This policy was adopted byJayde Daviesname of setting
Date to be reviewed27/07/2022(date)
Signed on behalf of the provider
Name of signatoryJ.Davies
Role of signatory (e.g. chair/owner)Manager/Owner

8.7 No-smoking

Policy statement

We comply with health and safety regulations and the Safeguarding and Welfare Requirements of the Early Years Foundation Stage in making our setting a no-smoking environment – both indoors and outdoors.


  • All staff, parents and volunteers are made aware of our No-smoking Policy.
  • No-smoking signs are displayed prominently.
  • The No-smoking Policy is stated in information for parents and staff.
  • We actively encourage no-smoking by having information for parents and staff about where to get help to stop smoking if they are seeking this information.
  • Staff who smoke do not do so during working hours, unless on a scheduled break and off the premises.
  • Staff who smoke during working hours and travelling to and from work must not do so whilst wearing a setting uniform or must at least cover the uniform.
  • E-cigarettes are not permitted to be used on the premises.
  • Staff who smoke during their break must do so away from the premises, remove uniform and make every effort to reduce the effects of odour and passive smoking for children and colleagues.
  • Smoking is not permitted in any vehicles belonging to the setting.
  • Staff are made aware that failure to adhere to this policy and procedures may result in disciplinary action.
  • It is a criminal offence for employees to smoke in smoke-free areas, with a fixed penalty of £50 or prosecution and a fine of up to £200.

Legal framework

  • The Smoke-free (Premises and Enforcement) Regulations (2006)
  • The Smoke-free (Signs) Regulations (2012)
This policy was adopted byJayde Davies(name of provider)
Date to be reviewed27/06/2022(date)
Signed on behalf of the provider
Name of signatoryJ.Davies
Role of signatory (e.g. chair, director or owner)Manager/Owner

Privacy Agreement- updated to include new GDPR -May 2018

In accordance with new GDPR Legislation May 2018 we are required to inform you of why, where and how we gather and store any personal information about your family and your child.
The new legislation requires Preschools to obtain permission from parents to gather store and share information about their child. As a setting we require the following information:

• Childs name
• Childs DOB
• Address
• Parental responsibility
• Parents contact details
• Emergency contact details
• Drs name and contact details
• Any medical details
Paper Data Processing

The manager Jayde Davies is the nominated data handler and will keep paper records of all children’s information and development, these details will be stored securely in a lockable tin and will not be accessed or viewed by anyone other than the staff without parent’s permission. Parental permission will be required to share any information with outside agencies such as other Preschools, school, health visitors etc unless informing parents would place the child in immediate danger, in this case information would be shared without parental permission.

Parents that are eligible to claim 15 or 30 hours Government funded childcare or FEET funding are required to complete a Local Authority declaration form. This form includes identifiers such as parent’s names, national insurance numbers and the child’s personal details.

Online Data Processing
We are also required under Ofsted regulations to record your childs development under EYFS, this includes taking photographs to use in the childs learning journey, Permission will be sought from parents for their own childs picture to be included in other childrens learning journeys on the understanding that once that child leaves the photos then become the property of that childs parents and we no longer have responsibility for them. This is because under the new GDPR legislation a parent can now withdraw permission for us to store, use or keep any photos or personal information on a child. Obviously any information pertaining to accident or incidents involving a child in our care has to be kept until a child reaches 21 years and 3 months of age will not be included in the withdrawal of permission as we are required by Ofsted and our insurance to keep this information.
We are now also required to have parental permission in the methods we use to contact you and share information, we store parents mobile numbers in a contact folder and will continue to use this method to contact you unless told otherwise. On occasion we use WhatsApp to share information with parents about the childs daily routine and will continue to use this method unless informed otherwise by a parent.

Our computer and phone are password protected and have antivirus software protection.  We do not gather statistics or monitor any information in regards to emails sent or website behaviour patterns.

Document retention and deletion

Information relating to the Safeguarding and Welfare requirements of the EYFS and Childcare Register including accident, injury and first aid records, mediation records, attendance data, incident records, details of physical intervention required to keep a child safe is retained until the child is 21 years and 3 months old as required by our insurance company.
If a parent requires me to delete or destroy any information about their child once they have left the setting we will discuss the information with them and explain which parts can be deleted and which information must be kept in order to comply with my Ofsted registration and insurance requirements.

Surrey Families Service –Funded Early Education Team – Early Years Entitlement Funding – PRIVACY NOTICE


The reasons why we use your personal data

Purpose /function of the service

This privacy notice applies to the functions of the Funded Early Education team who fulfil a SCC statutory duty to secure funded education provision for every eligible young child who is under statutory school age.

What processing of personal data is undertaken by the specific team(s)/services

• Calculate and make payments to early years providers Statistical purposes

• To secure sufficient childcare

to improve the outcomes of all children under 5 and reduce inequalities by identifying providers where children are taking up EYPP and supporting the provider to improve outcomes

• Check eligibility for means tested entitlement for 3 & 4-year-old children via the Department for Education’s online checker

• Check eligibility for means tested entitlement for 2-year-old children via the Department for Education’s online checker

• check eligibility for the grant/ funding stream

• check eligibility for relevant funding streams

• To register settings for the funded entitlement provision and set up vendor &

customer accounts for payment

• Ensure accuracy of records across the local authority and to check against fraud.

What Information do we collect?

• Parent & Child names

• Parent Dob

• Childs Dob & Gender

• Parent & Child Contact Details

• Provider Names

• Provider Contact Details

• Provider DFE URN, Ofsted Number

• Provider Address

• Setting Contact Details

• Setting Qualifications & Training

• Setting Staff Names & Contact Details

• Setting staff qualifications attainment details.

Name of Service

Funded Early Education Team


CSF & Communities

Date of Issue June 2021

Review Date June 2022

TEMPLATE SCC Service Specific Privacy Notice v.1.0

Special data includes

• Childs ethnicity

• Childs LAC & Adoption Status

• Setting Staff Ethnicity

• Parents NI Number

• Parents details of State Benefits

• Childs HMRC code

• Childs DLA code

• Setting Bank Details

• Funding amounts to settings.

How we are allowed to use your personal data

• Childcare Act 2016

• Childcare Act 2006

• Childcare Act 1989

• Children and Families Act 2014

• Early Years Foundation Stage Regulations 2017

• The Equality Act 2010

• The School and Early Years Finance (England) Regulations 2017

• The Small Business Enterprise and Employment Act 2015

• Education Act 2011

• The Education (Provision of Information about Young Children) (England)

Regulations 2009

• Early Education and Childcare Statutory Guidance for Local Authorities



To process your personal data, we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email address fundedearlyeducation@surreycc.gov.uk and we will deal with your request:

Who we share your personal data with

. SCC Internal Teams e.g. EY support Teams, Performance,

• Surrey Partners

• Department of Education


• Early Years Providers

• Family Centres

• Health –anonymised

• Parents

• Settings.

 TEMPLATE SCC Service Specific Privacy Notice v.1.0

Automated Decision Making i.e. when computers make any decisions about you

All decisions are received from government departments, where HMRC, DWP, The Home Office & DfE will use information provided to establish eligibility. SCC do not use automated decision making

TEMPLATE SCC Service Specific Privacy Notice v.1.0

Personal data being sent or processed outside of the UK & EU

We do not send or process data outside of the UK and EU

Retention of data

Data will be retained for 7 years in the Funded Early Education Portal Data will be retained for 6 years after provision has ended in EMS ONE

Infection Prevention Policy

What is infection prevention and control?

Infection prevention and control is concerned with the hygiene practices and the precautions that all practitioners in early years settings take to prevent the spread of germs and the actions taken to control the spread of infection. Hand washing

Infection prevention and control includes:

Good basic personal hygiene for staff and children, in particular, making sure that staff and children wash their hands properly whenever they are obviously dirty and in the following circumstances.


• Starting/finishing work

• Handling, preparing, serving or eating food, including preparing babies’ bottles • Giving medication to a child, or self

• Using a ‘keyboard’

• Play activities such as play dough, sand or water play


• Touching anything that may be contaminated, including soiled clothing • Contact with blood or body fluids

• Using the toilet or helping a child on the toilet or potty

• Changing nappies (even when gloves are worn)

• During an outbreak of diarrhoea and/or vomiting in the setting

• Blowing or wiping runny noses

• Any cleaning procedure

• Handling pets, pet cages or related items

• Outdoor play activities

• After removing single use or other protective gloves

Good practice

Display a suitable hand-washing guidance poster near sinks used by staff and children. Visit the Resources for an example. Staff should also demonstrate hand washing techniques with children, helping them to develop good hygiene habits.

Liquid soap is best for hand washing and should be provided for staff and children where possible. If bar soap is used in the nursery it should never be left to sit in a pool of water on the side of the basin but should be kept clean and dry between use; bar soap that has previously dried and cracked should be removed and disposed of immediately. Alcohol-based hand cleaners are useful when hand washing facilities are not available (e.g. when out on trips, or Forest School). They can also be used by staff as an added precaution during outbreaks of infection but only if hands have been thoroughly washed first.

Practitioners should aim to keep their nails short and clean. False nails should not be worn because they can harbour germs and may come off without being noticed, which could potentially contaminate food or become a choking hazard for young babies.

Children should be encouraged to cover their mouths when they cough or sneeze and to use tissues to wipe their own noses if they are able to. They should know how to dispose of a dirty tissue immediately after using it and to wash their hands.

Cover existing wounds or skin lesions. Activities such as preparing and serving food, play dough, clay, gloop, sand or water play should be avoided by staff and children if they have open wounds on their hands. Lesions caused by skin

conditions such as eczema may be particularly aggravated by such activities.

Use appropriate single use personal protective equipment (PPE); for example, aprons and gloves when carrying out

tasks such as nappy changing, cleaning up vomit or blood, or any activity that involves the risk of contamination. PPE

when used appropriately protects staff from germs and splashing, but also protects children from contamination

from staff clothing. PPE is often single use and boxes of single use gloves or aprons are usually marked.

For some activities such as cleaning toilets, or outdoor safety sweeps (removing litter from the outdoor play area),

rubber gloves are more durable and can be used more than once.

Cleaning procedures

Have clear procedures for cleaning toys, equipment and the environment.

A regular cleaning schedule is essential in an early year’s environment to prevent the spread of infection because

germs cannot thrive on clean, dry surfaces. The cleaning schedule should cover the equipment and resources in each area, how often it is cleaned and by what method. Staff must always be prepared to clean up as they go along, using

disposable paper towels for spillages of blood and/or bodily fluids, whilst wearing gloves and plastic aprons.

Colour-coded cleaning system

Many settings will use their own colour-coded system for cleaning materials and equipment. This ensures that these items are not used in multiple areas, for example, red items are used in toilet areas and nappy change areas, whilst blue items are for general use throughout the building.

Damaged items

Damaged items such as tabletops or bathroom tiles should be reported to the nursery manager so that they can be replaced as soon as possible. This is to prevent a build-up of germs on damaged, scratched surfaces.

Use of disinfectants

Disinfectants are not recommended for cleaning surface areas unless absolutely necessary. Disinfectants cannot kill germs if the surface is not cleaned first and free from soiling. In most cases hot soapy water and a detergent solution is adequate.

When cleaning any tabletop, work surface or floor, the general rule is to start with the cleanest area and work toward the dirtiest using a single cloth which is then disposed of.


Baby room toys should be selected carefully, ensuring that they are suitable and can be easily cleaned. Soft toys for sharing are not ideal in the baby room as they cannot be wiped clean and are not always machine washable. Toys that are showing obvious signs of wear and tear should be replaced. Toys for older children should be checked regularly and cleaned when visibly soiled; this also applies to books which should be wiped clean (in the case of board books).

Sand trays and ball pits

Sand trays must be emptied and cleaned at least every three months, and always when the sand is visibly dirty. Ball pool pits must be emptied, cleaned and dried every 4-6 weeks.

Cleaning frequency

The frequency of all cleaning should be increased during infection outbreaks. In some cases it may be necessary to close a setting whilst a deep clean takes place which involves cleaning carpets, curtains and all surfaces including walls.

Follow guidance

Understand and follow guidance for managing illness and infections

Despite the best efforts of staff to prevent the spread of infection, it is inevitable that some children and staff will become poorly because many infections are contagious before any obvious symptoms appear. Early years settings

are not equipped to manage ‘sick’ children. As a general principle, children with an infection should be kept at home whilst they have symptoms or are feeling unwell; the same rules apply to staff too. ‘Health Protection in Schools and

other Childcare Facilities’ sets out when and for how long children need to be excluded, when treatment/medication is required and where to get further advice.

Visit the Resources for a link to ‘Health Protection in Schools and other Childcare Facilities’. It is advisable to display the exclusion table that is included in the guidance prominently for quick reference by staff and parents.

Exclusion times

Parents generally understand that if their child is poorly they need to be kept at home. However, they do not always realise that exclusion times must be strictly adhered to, even when the child is apparently well again. Staff should provide information about recommended exclusion times and must always be prepared to send a child home if they believe that they may still be infectious.

Key terms

Here are some key terms that you should be aware of.

Health Protection Team (HPT)

There are local health protection teams who offer support to health professionals to reduce the effect of diseases on

the local population.

HPTs provide this support by:

• monitoring instances of disease in their area

• alerting health professionals and the general public to risks

• investigating and managing health protection incidents

• creating national and local plans for infectious diseases.

HPTs can also be contacted by settings for additional advice and support as needed.


Only a medical practitioner can diagnose an illness. Even though a child’s symptoms may be similar to a child who

has already been diagnosed, staff in early years settings should never make assumptions. Parents should be

informed of the occurrence of an illness and advised to keep their child at home for the recommended period if they

are displaying symptoms. But, parents must always be advised that they should seek advice from their GP if they are

at all concerned about their child’s health.


An outbreak is two or more cases of an infection that occurs at around the same time (in children or staff), or an

increase in the incidence of infections normally observed. In some cases, a single incidence of a disease; for example,

COVID-19 would be considered an outbreak because of its severity and the risk to others.

Deep clean

When there are repeated outbreaks of diarrhoea and vomiting, or an outbreak that lasts for longer than is normally

expected, a local environmental health officer may want to review the setting’s hygiene procedures and the food hygiene arrangements. The officer can advise changes to the setting’s existing procedures and can also recommend

that a ‘deep clean’ is undertaken. This would involve additional environmental cleaning and disinfection which would usually include carpets and curtains. In some situations, the setting may have to temporarily close whilst the deep clean takes place and to allow time for the chain of infection to be broken.

Notifiable diseases

Some diseases are required by law to be notified to government authorities, so that appropriate action can be taken to minimise the spread and impact of the disease. This may involve a vaccination programme for all known contacts or even the local community.

A list of current notifiable diseases can be found on the NHS website or in the ‘Health Protection in Schools and

other Childcare Facilities’’. It is the legal responsibility of a medical practitioner to diagnose and report a notifiable disease; it is not the setting’s responsibility to do so. However, if a child who attends a setting has a confirmed diagnosis of a notifiable disease, the setting manager should contact their local Health Protection Team for further advice and guidance.

Vaccination and immunisation

It is preferable that children attending an early years setting are fully immunised against the common childhood infections. Parents should be encouraged (except under some rare circumstances) to have their child vaccinated. The immunisation programme begins when a baby is two months old because this is when the natural protecion they receive from their mother’s antibodies stops working. A record should be kept on each child’s file of the vaccinations they have received and the date.

Vulnerable staff and children

Some children (or staff) are vulnerable to infection because their immune system is impaired. They may be having treatment for leukaemia or other cancers or taking high doses of steroids for other medical reasons. Parents are always requested to provide information about their child’s health so that staff can take appropriate precautions and can inform parents of vulnerable children immediately if their child may have been exposed to a communicable disease. Children who have not been vaccinated could also be classed as vulnerable children.

There are also infections that pose a risk to pregnant staff. Women of childbearing age should check with their GP that they are immune to the rubella (German Measles) virus.

Hepatitis B vaccination is strongly recommended for staff caring for children with severe learning difficulty or challenging behaviour.


• Hand washing is the single most effective method of preventing the spread of common infections and

illnesses in the early years setting.

• Every member of staff has a duty to contribute to infection control measures, including cleaning schedules,

the use of PPE and ensuring that they follow exclusion times when they are poorly themselves.

• Staff should never attempt to diagnose an illness when a child is poorly, but must always advise parents to contact their child’s GP if they are at all concerned about their child’s health.

• Parents should be informed of any outbreaks of illness so that they can be alert to symptoms in their own

child. • A clean environment, resources, and equipment are an important defence against infection and contribute towards good infection control practice.

• Some people are more vulnerable to infection because of existing medical conditions or treatment that

affects their immune systems. Pregnant women are also at higher risk if exposed to certain infections.

Created: 10/05/2021 Last Review by Jayde Daves: 10/05/2021 Next Review: 10/05/2022

Safeguarding Policy Statement

I have a legal duty to protect all children within my care, or outside of my care. I will work in partnership with parents to ensure the child is safe from harm within my setting and at home. I intend to create an environment in which children are safe from abuse and in which any suspicion of abuse is promptly and appropriately responded to. 


I am required to attend a safeguarding course to make themselves aware of the symptoms of possible physical abuse, neglect, emotional and sexual abuse. A copy of all certificate will be on display in the setting. This course is to be attended every 3 years. I will regularly keep up to date through workshops/training/procedure changes.

Signs of Abuse: Children may find it very difficult to talk about abuse they are experiencing, so adults have a vital role to play in looking out for the possible signs. We have a duty through the ‘Early Years Statutory Framework’ to respond appropriately to any:

Significant changes in children’s behaviour

Deterioration in their general well-being

Unexplained bruising, marks or signs of possible abuse

Signs of neglect

Comments children make which give cause for concern.

Responding to suspicions of abuse: My first concern will always be the child. If a child shows unexplained changes in behaviour or condition, they will be listened to, reassured and helped to understand that they have not done anything wrong and are not at fault. I will not jump to conclusions or make any assumptions. Conversations with children will be recorded in their own words. I will investigate by firstly speaking to parents, if parents do not give what seems to be reasonable explanations, the issue will also be taken to the LADO at:

Surrey Contact Centre on: 0300 200 1006 

This will be followed up in writing within 48 hours (using a multi-agency referral form). In exceptional circumstances the Contact Centre may be the first point of reference. 

Confidentiality: All information will remain confidential and confidentiality will only be broken if suspicions of abuse arise. All investigations will only be shared with those who need to know in order to protect the child. 

Pre-existing injuries: If a child arrives at the setting with a pre-existing injury I will keep a written record of this in the incident/accident book. I will ask parents to sign this to confirm they were aware of the injury before their child attended my setting.  

Ofsted: Any allegations of abuse against any staff member or incidents of abuse in relation to a child will be reported to Ofsted within 14 days. 

Ofsted Contact Number: 0300 123 1231

Protecting myself & my family:  All persons aged 16 and over are DBS checked. Staff will ensure the best possible practise within the setting and when out to ensure the safety of the children in my care. Visitors will be asked to sign in and out on the visitor’s sheet. 

If I have a concern about a child’s welfare we will consider assessment using a Common Assessment Framework (CAF) to ensure appropriate actions are taken. 

Mobile Phones:

Parents and visitors are not permitted to take pictures of children on their mobile phones and I ask they are not used during drop off and collection from my home so important hand-over information is not missed.

Social Media:

I politely ask parents not to upload any information or images of other children in the setting onto social media sites.

Radicalisation and Extremism


Since 2010, when the Government published the Prevent Strategy, there has been an awareness of the specific need to safeguard children, young people and families from violent extremism.  There have been several occasions both locally and nationally in which extremist groups have attempted to radicalise vulnerable children and young people to hold extreme views including views justifying political, religious, sexist or racist violence, or to steer them into a rigid and narrow ideology that is intolerant of diversity and leaves them vulnerable to future radicalisation.

I value freedom of speech and peoples beliefs, However, freedom comes with responsibility and free speech that is designed to manipulate the vulnerable or that leads to violence and harm of others goes against the moral principles in which freedom of speech is valued.  Free speech is not an unqualified privilege; it is subject to laws and policies governing equality, human rights, community safety and community cohesion.  


If I suspect radicalization or involvement in acts of terrorism from a child’s family or notice suspicious changes in a child’s behaviour or language which may indicate the above I will follow the steps set out in my safeguarding policy, keeping records and reporting to child services.

In cases of urgency I will contact the police on 999 and follow their advice.

All cases will be treated with confidentiality and high importance when becoming a police matter.

Any incidents involving the police or children’s services will be reported to Ofsted.

Accident Policy

I have a full Paediatric first aid certificate which is approved by Surrey County Council and consistent with guidance set out in the Practice Guidance for the Early Years Foundation Stage

a minimum of 12 hours

renewed every three years.

Accident records

Accident records contain:

details of any existing injuries that a child arrives with, including bumps and bruises the time, date and nature of any accident

details of the children affected

a written description of the type and location of any injury and a body map

the action taken at the time, any action taken later and who did what

the circumstances of the accident, names of any adults and children involved and

any witnesses (you may need the contact details of the witnesses)

the signature of the staff member who dealt with the incident, any witnesses and a countersignature by the parent when the child is collected.

In addition, we will also:

record all injuries, including incidents where no wound is visible, as symptoms may become apparent only after the event e.g. concussion.

review accident records regularly to identify any trends or recurring causes of injuries.

Emergency medical advice or treatment

We obtain parental permission for emergency medical treatment as part of our admissions process, then make sure:

staff are aware of parent’s wishes, for example cultural and religious beliefs procedures are in place in case of emergencies

parents are told about emergency arrangements.

Incident records

All incidents are recorded in detail. Incidents include:

bullying and fighting for older children, and any intervention that was used

an extreme reaction to a common situation e.g. hysterical response to thunder a developmental achievement – a child becoming able to reach a door handle

We also make a note of: the child’s name

the time and location of the incident what triggered the incident

the nature of the incident

other people involved


how the situation was handled

what form of restraint was used and any consequences

We keep a signed record of all accidents and incidents that happen to children. An Ofsted inspector may look at our records of significant accidents and incidents so they are all signed by the parent. For confidentiality there is only one page per child, per accident or incident.

Reporting accidents and incidents

As we are on the Early Years Register we must tell Ofsted about any accident, injury or

death that happens to a child while that child is on our premises and in our care. We do not have to tell Ofsted if:

an adult has an incident on our premises

a child has an incident on our premises but they are not in our care at the time, for example they have been picked up by their parent and they are leaving your premises

an adult or child has an incident off our premises, such as on an outing.

If you are registered on the Childcare Register you must tell Ofsted about any death of, or serious accident or serious injury to, a child or any other person on your premises and whether or not the child is in your care.

If you are on the Early Years Register you may want to follow the Childcare Register requirements. If a serious accident, injury or death happens on your premises and Ofsted are told by someone else, they will contact you to find out if it involved a child in your care, regardless of which register you are on.

The law does not require you to, but we also advise you to tell Ofsted about any incidents that happen off your premises, such as on an outing. If someone else tells Ofsted about such incidents, they will investigate to see if you were complying with all other requirements at the time.

We must tell Ofsted if:

a child in our care is taken to hospital (to an Accident and Emergency Department for more than 24 hours), either directly from our premises, or later, as the result of something that happened while the child was in our care

there is any significant event which is likely to affect our suitability to care for children.

For definitions of serious and minor injuries download the Ofsted factsheet ‘Serious accidents, injuries and deaths that registered providers must notify to Ofsted and local child protection agencies’. Go to http://www.ofsted.gov.uk and type reference number 110009 into the search box.

We will also tell Surrey County Council’s local authority child protection designated officer (LADO) about any serious accident, injury to, or death of a child whilst in our care by calling 01372 833833 or 01372 833895. We will always act on any advice given.

Our responsibility as an employer

As an employer, a person who is self-employed, or someone who is in control of work premises,

we have legal duties under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). We must report:


major injuries that happen to anyone on our premises or while you are caring for children off your premises

injuries that last more than three days – where an employee or self-employed person is away from work or unable to perform their normal work duties for more than three consecutive days

injuries to members of the public or people not at work where they are taken from the scene of an accident to hospital

some work-related diseases, go to http://www.hse.gov.uk/riddor/occupational- diseases.htm to see a full list of reportable diseases

dangerous occurrences – where something happens that does not result in an injury, but could have done.

We will report any incidents as soon as possible, by calling the Health and Safety Executive (HSE) Incident Contact Centre on 0845 300 9923 (Monday to Friday 8.30am and 5pm), or by filling in an online form by going to http://www.hse.gov.uk/riddor/ For injuries that last more than three days we will tell the HSE within ten days of the incident happening.

We will tell Ofsted and Surrey County Council’s LADO about any incidents involving staff as soon as is reasonably possible and always within 14 days of the incident happening.

The information we report enables the HSE and local authority to identify where and how risks arise, and to investigate serious accidents.

Useful resources and websites

The law that sets out our responsibilities is the Childcare Act 2006 and linked

regulations. The specific regulation setting out serious accidents and injuries is The Childcare (General Childcare Register) Regulations 2008 (2008 No. 975): http://www.legislation.gov.uk/uksi/2008/975/contents/made

A Guide to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 Available to download or buy from http://www.hse.gov.uk/riddor/ Surrey Safeguarding Children Board (SSCB) Manual of child protection guidelines. http://www.surreycc.gov.uk/safeguarding

Ofsted http://www.ofsted.gov.uk 0300 123 1231 Piccadilly Gate, Store Street, Manchester, M1 2WD

RIDDOR http://www.hse.gov.uk/riddor/ 0345 300 9923 

First Aid Policy

The First Aid procedure at The Inspired Child is in operation to ensure that every child, member of staff and visitor will be well looked after in the event of an accident, no matter how minor or major.

In the event of an accident all members of the setting should be aware of the support available and the procedures available to activate this.

The purpose of the policy therefore is:

To provide effective, safe First Aid cover for children, staff and visitors.

To ensure that all staff are aware of the system in place.

To provide awareness of Health and Safety issues within school, to prevent, where

possible, potential dangers or accidents.

N.B. The term ‘First Aider’ refers to those members of the pre-school community who are in possession of a valid First Aid at work certificate/ Paediatric First Aid certificate or equivalent.

First Aiders will:

Ensure that their qualification and insurance are always up to date.

Ensure that first aid cover is available throughout the working hours of the school week.

Attend a casualty when requested to do so and treat the casualty to the best of their

ability in the safest way possible. This includes wearing gloves where any loss of blood or

body fluid is evident, calling for the Emergency Services.

Act as a person who can be relied upon to help when the need arises.

Ensure that their portable first aid kits are adequately stocked and always to hand.

Insist that ANY casualty who has sustained a significant head injury is seen by

professionals at the hospital, either by sending them directly to hospital or by asking parents to pick up a child to take them to hospital; ensure that parents are aware of ALL head and groin injuries promptly.

Ensure that a child who is sent to hospital by ambulance is either:

Accompanied in the ambulance at the request of paramedics

Followed to the hospital by a member of staff to act in loco parentis, if a relative cannot

be contacted

Met at the hospital by a relative.

The First Aider need not be the member of staff to accompany the child to hospital, however, an appropriate person should be sent.

Keep a record of each child attended to, the nature of the injury and any treatment given, in the book provided. In the case of an accident, an Accident Form must be completed by the appropriate person.

Ensure that everything is cleared away, using gloves, and every dressing etc to be put in a yellow bag for contaminated/ used items and sealed tightly before disposing of the bag in the designated bin. Any bloodstains on the ground must be washed away thoroughly.

All staff who administer Epipens should refresh their training every three years.

The manager will:

Ensure that they always obtain the history relating to a child not feeling well, particularly in the cases of headaches, to ensure that no injury has caused the child to feel unwell.

Ensure that in the event that an injury has caused a problem, the child WILL be referred to a First Aider for examination.

At the start of each academic year, ensure that the staff has a list of children who are known to be asthmatic, anaphylactic, diabetic, epileptic or have any other serious illness.

Have a file of up to date medical consent forms for every child and ensure that these are readily available for staff.

Staff will:

Familiarise themselves with the First Aid procedures in operation and ensure that they know who the current First Aiders are:

Be aware of specific medical details of individual children.

Never move a casualty until they have been assessed by a qualified First Aider, unless

the casualty is in immediate danger.

Reassure, but never treat, a casualty, unless staff are in possession of a valid Emergency

Aid in Schools certificate, or knows the correct procedures; such staff can obviously start emergency aid until a First Aider arrives at the scene, or instigate simple airway measures if needed.

Ensure that they have a current medical consent form for every child that they take out on a school trip, which indicates any specific conditions or medications of which they should be aware.

Have regard to personal safety.

Administer medication – ONLY WITH WRITTEN CONSENT. Reviewed 2/2/2022 

Inclusion Policy

All children have an equal right to be listened to and valued in our setting. Children are entitled to enjoy a full life in conditions which will help them take part in society and develop as an individual, with their own cultural and spiritual beliefs. Children in our setting will be treated fairly regardless of race, religion, gender, financial status or abilities.


  The equality Act 2010 was introduced to make it unlawful to discriminate against children in any provision.

  Staff have a key role in working with parents to support their children in, identifying learning needs and opportunities for children, responding quickly to any difficulties a child may be displaying and liaising with other professionals.

  Staff will respect diversity; all families will be welcomed and valued.

  We understand that parents and practitioners have a lot to learn from each other. There will be a two-way flow of information, knowledge and expertise between myself and parents.

  Our society is culturally diverse, it is important, therefore, to mirror this by providing a multi-cultural environment, which will help children to develop appreciation for, and enjoyment of all cultures. We provide toys and books that reflect different races, cultures and abilities.

  Staff will observe every child in my setting and create tailor made activity plans for any areas of development that are at risk of delay.

Policy Statement

next steps to take for that child. The parents may wish to contact

their GP and get referrals themselves.

  If a child comes into our setting with a learning difficulty already

established we will do everything we can to arrange suitable activities to encourage their development. They will not be excluded from activities they find hard, instead we will provide them with support or provide all the children with a range of activities suitable to all abilities. This way a child will not feel excluded from any activities whether they have a disability or not.

  Children with communication problems or a different first language will be supported through labelling toys with pictures and using flash cards to make sure all children understand the day’s routines. Staff will encourage the use of languages other then English, and allow children to recognise and respect their own and other’s home languages.

  All activities we plan are child led and adapted to be suitable for the children in our care. We will take into consideration each child’s like and dislikes so all children are interested and enthusiastic about what they are doing.

  Staff will not promote negative stereotypes but provide an environment that allows children to develop their own identity, regardless of other people’s expectations of stereotypes.

  Staff will encourage children to value and respect others, through inclusive play and equipment that reflects diversity.

  We will challenge inappropriate attitudes and language by asking all parents to respect other families in my setting. We understand that everyone has different opinions but we ask that parents do not express these if they are going to offend or disrespect another person within our setting. If children express inappropriate attitudes, we will focus on activities promoting diversity, take them to social events where they can interact with other children from different backgrounds and try to explain to children about how people are different so that they have the understanding and knowledge to have their own views on society. All discussions with parents or children will be handled sensitively. 

Lateness Policy Statement

This policy will come into action if a child has not been collected by the agreed time and no communication has been received.


Ring parents after 20 minutes, if no answer call the next of kin/emergency contact.

We will then wait a further 30 minutes before trying all numbers again.

If we are still unable to contact anyone I will phone the Contact Centre on 0300 200 1006 and ask for their advice before calling the police.

On the advice given I will contact the police to establish whether something has happened.

On the Police’s advice we may go back to social services and arrange for them to collect your child, giving them your phone numbers so that they can continue to try contacting you.

If a child is not collected for more then 30 minutes after the agreed time; without contacting with reasonable cause, a late fee will apply. This will be charged at an hourly rate of £5 on top of the usual hourly rate. 

Lost Child Policy Statement

I will take the necessary steps to safeguard children by making sure our premises are secure and have carried out a full risk assessment before going on any outings. We provide constant supervision of the children and require parents to provide photos of family who will be collecting children to make sure they are safeguarded constantly. Should a child go missing whilst in our care we will take the appropriate steps to ensure their safe return.


Should a child become lost or missing whilst in our care, our first port of call MUST be the police.

I will ring the police on 999 and give them a description of the child (what they were wearing ect.) along with parent’s details and ask whether they should notify parents.

On the advice of the police I will ring the child’s parents advise them calmly of the situation.

It may be that the police wish to contact parents themselves, in which case we will provide phone numbers.

After this we will follow any instructions given by the police to facilitate the child’s safe return. 

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