Our Policy | a Little Me time nusury

At A Little Me Time Nursery, we aim to create a nurturing, inclusive environment where every child is celebrated as an individual. By honoring each child’s unique heritage, culture, and background, we help them develop a positive self-image, grow in confidence, and build strong relationships with family, peers, and adults. Our nursery fosters independence and equips children with the resilience and self-assurance to overcome challenges.

We are a community that warmly welcomes parents and carers. We work together to ensure children thrive while fostering a sense of belonging for families. Through open communication and collaboration, we create a warm, secure environment where both children and families feel valued and involved.

Admissions Policy

A Little Me Time Nursery can accommodate up to 12 children at a time.
Our enrollment process is designed to be warm, flexible, and centered on the individual needs of both the child and their family.
We welcome children from all backgrounds without discrimination based on gender, race, language, culture, disability, or HIV/AIDS status.
Children are admitted on a first-come, first-served basis. Once we reach capacity, we will establish a waiting list. Siblings of current attendees are given priority, recognizing the importance of keeping families together.
A child will only be added to the waiting list once a completed, signed, and dated registration form is submitted, along with the registration fee.
In certain cases, we may prioritize admissions, such as for emergency placements or requests from local authorities.
We strive to offer flexible hours, understanding the demands of parents' work schedules. However, children may not be admitted before 9 a.m. (or 8/8:30 a.m. by prior agreement) and must be collected by 5 p.m. A minimum attendance of four sessions (equivalent to two full days) is required. The nursery reserves the right to adjust allocated sessions with one month’s notice.
Parents are encouraged to attend open days or schedule individual appointments for a tour. We also ask that the child accompanies the parent on their initial visit, allowing them to take part in the decision-making process.
An agreed start date must be followed, as charges begin from this date. Parents must sign the terms and conditions on the registration form, and a contract will be exchanged between the nursery and the parent outlining both parties' rights and responsibilities.
If a child has allergies or a serious medical condition, a care or emergency plan must be completed and signed by both parents and the nursery management team before the child can start.
Parents are invited to discuss the settling-in process with management and their child’s key person. Parents are welcome to stay with their child until they feel confident that their child is comfortable in our environment. Our settling-in procedure is flexible to accommodate each family’s needs.
When a child transitions to a new room or group, such as from babies to toddlers, they will have several visits beforehand to ensure a smooth adjustment. Parents will be involved in the decision, and a team member—preferably their current key person—will support the child through this transition.
If a child does not attend the nursery for four weeks without prior notice, we reserve the right to withdraw their place and allocate it to another child on the waiting list. Nursery Education Grant funding will also be reallocated as needed.
A positive family-nursery relationship, built on mutual trust and respect, is key to nurturing the child. The exclusion of a child from the nursery is an exceptional last resort in cases of irreparable family-nursery conflict.

Full details of charges, funding entitlements and payment procedures are outlined in our separate Funding and Fees Policy, which parents are encouraged to read alongside this policy.

Parents are required to give 1 month Awritten notice if they wish to withdraw their child from the nursery. Fees remain payable during the notice period.

Pre-settling in Visits

Pre-settling visits play an important role in involving parents in their child’s early education. We recognize parents as a child’s first and most important educators. When parents and practitioners work together, it has a positive impact on the child’s development and learning.

The main goal of pre-settling visits is to ease the transition from home to nursery while allowing the key person and child to build a relationship. These visits also offer an opportunity for parents to establish communication with the nursery.

Visits may also be scheduled for other reasons, such as:

Modeling positive interactions or supporting parents with behavior strategies.
Sharing the child’s progress and providing guidance for learning support at home.
Addressing sensitive issues, such as child protection concerns.

Pre-settling Visits:

Before the Visit:

A convenient time and location (usually the nursery) will be agreed upon in advance.
Staff will be familiar with the nursery’s policies, safeguarding protocols, and confidentiality guidelines.
All visits must be authorized by the manager, with the visit’s purpose and staff roles clearly outlined.
The manager will prepare relevant documents, forms, and resources such as:
- Enrolment pack and nursery policies
- Photo booklets or settling-in kits
- Information on the EYFS framework
- Sample learning journey on the Famly app
- Toys, games, and books for the child’s engagement

During the Visit:

Parents/carers will sign in to the visitor’s book upon arrival.
The nursery manager will complete all necessary forms with the parents, while the key person engages with the child. Interpreters will be arranged if necessary, but all forms must be completed before the child starts nursery.
The key person will take time to get to know the child’s preferences.
A photo of the child will be taken (with parental consent) to be displayed at the nursery, creating a home-nursery connection.
Staff will ensure the visit is kept brief and purposeful (30 minutes).

Nursery Closures

We are committed to providing the highest quality care for children, families, and our community. To maintain this standard, we hold two staff training days each year to allow our team to enhance their skills and knowledge. The nursery will be closed on these training days, and there will be no reduction in fees. Parents will be notified well in advance to make alternative arrangements.

In addition to training days, A Little Me Time Nursery closes for approximately 21 working days per year, plus all UK bank holidays. These planned closure periods typically fall during:
• The Christmas holidays
• The Easter holiday period
• The summer holidays (usually in August)

Exact closure dates will be confirmed at the beginning of each academic year and shared with parents via email and the Famly app.

These breaks allow our staff time for rest, renewal, and professional development, ensuring we continue to provide high-quality care and education.

In the event of an unplanned closure (for example, due to severe weather, power failure, or public health concerns), parents will be informed as soon as possible via email and the Famly app. No refunds will be issued for short-term closures (up to three days). If closures extend beyond this period, the management team will review the situation and communicate any adjustments or support options.

Mothers-to-Be

Expectant mothers and their families are welcome to visit the nursery. Choosing the right nursery is an important decision, and once a place has been secured, we are here to support you throughout the process. We encourage expectant parents to visit at any stage of pregnancy to begin building a relationship with our nursery. Our team is on hand to offer advice and assistance, whether it’s regarding baby care or nursery routines.

Settling In Visits

When your baby or child is ready to start at the nursery, we will arrange settling-in sessions. These visits allow you to familiarize yourself with the staff, daily routines, and the room where your child will spend their time. During this period, we focus on building a bond between parents and key staff members, ensuring both you and your child feel safe, comfortable, and secure as part of our nursery family.

Inclusion and Equal Opportunities Policy

At A Little Me Time Nursery, we welcome children and families from all backgrounds, regardless of religion, race, culture, HIV status, or physical ability. Our goal is to provide an inclusive environment where every child can thrive and reach their full potential.

We are committed to complying with:

The Equality Act (2010)
The Children and Families Act (2014)
The Special Educational Needs and Disabilities (SEND) Code of Practice (2015)

Children with special educational needs or disabilities will be welcomed to our nursery following consultations with parents, the manager, and our team.

We work closely with parents and professionals to observe and track each child’s needs, interests, and development. Staff members receive regular training to ensure they can support all children.

Admissions: Our policy ensures equal opportunities for children with disabilities.
Accessibility: We regularly assess our physical environment to ensure it is suitable for everyone.
Staff Training: We ensure our staff are trained to support children with disabilities, developing individual learning plans in collaboration with parents and the SENCO.
Learning Program: We offer rich, positive learning experiences that promote respect and understanding of diversity.
Privacy: We ensure the privacy of children during intimate care.
Complaints Policy: Procedures are in place to address any concerns.
Annual Reviews: Policies are reviewed annually for improvement.

Racial and Religious Equality Policy

At A Little Me Time Nursery, we recognize that London is a diverse, multicultural society. We aim to foster an environment where children can explore and appreciate the richness of our differences and similarities. We believe that exposing children to a variety of experiences enriches their understanding of the world and prepares them to contribute confidently to our diverse society.

We support the government’s emphasis on fundamental British values, including individual liberty, mutual respect, and tolerance of different faiths and beliefs.

Value diversity and promote equality, ensuring fair access to learning for all.
Treat everyone with respect and dignity.
Provide equal opportunities for all to reach their full potential, regardless of background.
Challenge racism and discrimination in all forms.
Prepare children for life in a multicultural society.

How We Achieve This:

Ensure equal access to our nursery for all.
Encourage cultural representation among staff that reflects our community.
Invite parents to contribute their knowledge of language and culture to enrich our teaching.
Ensure staff training in anti-bias and equal opportunities.
Celebrate diverse festivals and traditions, involving parents in the planning process.
Monitor teaching resources to ensure they positively represent all sectors of the community.
Respond immediately and effectively to reports of discriminatory practices, with incidents recorded for review.

Staff Responsibilities:

Adhere to this policy and promote racial equality at all times.
Ensure the curriculum reflects the diversity of our children and promotes inclusivity.
Monitor children's progress, setting goals that address their individual needs.
Challenge racism and stereotypes, while fostering mutual respect among all.
Ensure parents feel welcome and included in the nursery.
Regularly review and update practices to ensure fairness and inclusivity are maintained.

Anti-Bullying Policy

Bullying is defined as a deliberate, ongoing attempt to harm or humiliate someone, often creating an imbalance of power that makes it difficult for the victim to defend themselves.

Types of Bullying:

Physical: Hitting, kicking, pushing, or interfering with personal property.
Psychological: Name-calling, teasing, exclusion, or threatening.
Racial: Negative stereotyping or racial taunts.
Sexual: Inappropriate contact or sexist language.
Disability-Based: Bullying related to special needs or disabilities.

Signs of Bullying:

Reluctance to attend nursery.
Visible signs of anxiety or distress.
Withdrawal or lack of enthusiasm.
Frequent complaints of feeling unwell.

Aims:

We ensure that no form of bullying is acceptable.
Everyone is encouraged to report incidents of bullying.
We provide support to victims and address the behaviour of bullies calmly and constructively.
Our team works closely with parents and peers to counter bullying.
We are committed to listening and responding to concerns promptly.

If you have any concerns regarding our policies or need further information, please feel free to discuss them with the nursery manager.

Preventing Bullying

Our staff strive to create a safe and supportive environment for all children by:

Planning activities that match children's interests.
Providing sufficient materials and equipment.
Considering the age and abilities of each child.
Offering strategies to promote sharing, such as using timers.
Using positive language, like "kind hands" to encourage caring behavior.
Monitoring and assessing social situations.
Promoting positive behavior.
Encouraging respect for each other.
Encouraging respect for toys and resources.
Being aware of the various types of bullying.
Recognizing signs of bullying.
Incorporating resources and activities during circle time and group discussions.

All staff are trained to follow the appropriate procedures. Everyone, including visitors, is encouraged to speak out against bullying, and to report any incidents they witness or overhear.

Supporting Victims of Bullying

We provide support to children who have experienced bullying by:

Always listening to their concerns.
Helping them develop age-appropriate coping strategies, such as saying, “Stop it. I don’t like it” and holding up their hand.
Encouraging them to speak out and inform an adult about what happened.
Promoting cooperative activities to foster friendships.
Working to build their self-esteem.
Informing parents/carers and involving other staff as needed.

Managing and Investigating Incidents of Bullying

Every report of bullying is taken seriously, and we act promptly to determine what happened by listening to all involved parties, including any witnesses.

All incidents are logged on incident forms.
Management is informed immediately.
Incidents are monitored to identify any patterns.
A meeting is arranged between the parents of the child involved in bullying, management, and the key worker to discuss potential causes and solutions.
Strategies and action plans are created, implemented, and reviewed as necessary.
Meetings are documented.
A similar meeting is held with the parents of the bullied child, management, and the key worker.
Additional advice is sought from professionals if needed.

Addressing Bullying Among Staff

If a staff member experiences bullying by a colleague or a parent, the following steps will be taken:

The incident should be reported to management.
Both parties will have the opportunity to share their side of the story with a witness present.
Appropriate action will be taken, such as disciplinary procedures or suspension, pending investigation.
If the bullying involves the manager, the incident should be reported to Yu-Yi Hu (Nursery Director).
All matters will be handled confidentially.

We reserve the right to withdraw a child’s place if a parent is found to be using abusive or intimidating language or behavior towards our staff. Serious incidents of bullying or harm are managed in line with our Safeguarding & Child Protection Policy.

Equal Opportunities for Children

Our policies comply with the Race Relations Act 1976 and 2000, the Disability Discrimination Act (DDA) 1995, and the Special Educational Needs and Disability (SEND) Code of Practice 2015.

The nursery manager ensures the implementation of the Equal Opportunities Policy and ensures it is an integral part of our service.

We emphasize that every staff member has a responsibility to promote equal opportunities. Children are encouraged to participate in all activities, regardless of gender.

We will challenge inappropriate attitudes, assumptions, and behaviors, and take action against discriminatory behavior by staff or parents.

As part of our commitment, we seek to employ staff from diverse cultural backgrounds, and we encourage both male and female workers, as well as those with varying physical abilities.

Before a child joins the nursery, we ask parents for information about their child's race, religion, home language, physical abilities, and dietary needs. We will make reasonable adjustments to ensure our environment, activities, and celebrations reflect and support each child’s identity and background.

Children are provided with age-appropriate opportunities to explore diversity through books, music, crafts, clothing, and play.

We ensure that each child's home language is valued and maintained through resources like CDs, bilingual books, and labeled materials.

We will fully include children with disabilities in all nursery programs and make any necessary reasonable adjustments.

Children are encouraged to respect and celebrate one another’s differences and similarities.

Equal Opportunities for Staff

Our company is committed to equality in both employment and service delivery. We ensure that no employee or applicant is discriminated against based on gender, marital status, disability, age, race, color, nationality, religion, sexual orientation, or any other irrelevant factor.

Employment and Recruitment of Staff

We actively promote equal opportunities through our recruitment and employment practices. Staff are selected based on objective criteria such as experience, qualifications, skills, and abilities.

No staff member will be disadvantaged by requirements that are not relevant to their job responsibilities.

General Considerations

In addition to promoting equality and fairness, the nursery complies with all relevant anti-discriminatory laws. Staff are expected to uphold the nursery's Equal Opportunities Policy at all times. Any discriminatory behaviour by staff, parents, or children will be addressed and escalated in line with our Safeguarding & Child Protection Policy if necessary.

Special Educational Needs and Disability Policy

A Little Me Time Nursery adheres to the Special Educational Needs and Disability Code of Practice 2015, the Equality Act 2010, and the Disability Discrimination Act 1995.

We are committed to early identification of special educational needs, which helps improve long-term outcomes for children.

Children with special needs are admitted after consultation between parents, the manager, and staff.
The nursery ensures that children with medical conditions receive the support they need.
Our nursery has a named Special Educational Needs Coordinator (SENCO), Mandy Huet and Deputy Mia Hu, who follows the SEND Code of Practice.
Staff remain alert to emerging developmental concerns and respond early. If a staff member has concerns about a child’s development, the SENCO will consult with parents.
We work in partnership with external professionals, such as therapists, health visitors, and psychologists, to meet children’s specific needs.
Children with special needs are fully integrated into the daily nursery program.
We gather detailed information from parents about their child’s needs and make any necessary adjustments to our facilities.
If a child requires one-to-one support, we seek appropriate funding.
We aim to provide inclusive play opportunities for all children, while adapting activities to suit individual needs when necessary.

We ensure that children with special needs have access to toilet and dining facilities, and we gather information on relevant services to share with parents.

Whenever possible, staff attend training to better support children with special needs.

AREAS OF SEN

We recognise the EYFS (2024) places a strong emphasis on communication and language development. Early identification of speech, language and communication needs is central to our SEND approach.

The SEND Code of Practice 2015 identifies four broad areas of special educational needs:

Communication and Interaction
Cognition and Learning
Social, Emotional, and Mental Health
Sensory and/or Physical Needs

ASSESSMENT AND EARLY IDENTIFICATION

At our nursery, we have a clear process for assessing special educational needs as part of our overall approach to monitoring each child's progress and development. Our system of observation and record-keeping, which involves close collaboration with parents and carers, enables us to track children's individual needs and progress.

When assessing children's progress, our practitioners refer to the non-statutory guidance "Birth to 5 Matters" or "Development Matters" to see if a child is developing at expected levels for their age. This helps us understand what most children do at different stages of learning and development.

The EYFS framework includes two specific points for providing written assessments for parents and other professionals:

When the child is aged two (the 2-Year Progress Check)
At the end of the reception year (the EYFS profile)

Additionally, we prepare summaries of development for each child three times a year (at each term). These checks highlight the child's strengths and areas where their progress may be slower than expected. If there are significant concerns, we develop a targeted individual support plan, involving other professionals if necessary.

Alongside these formal checks, practitioners monitor and review each child’s progress daily. Information is gathered from various sources, including conversations with parents, daily observations, formal checks, and any detailed assessments of the child's needs.

If housing, family, or other domestic circumstances contribute to a child’s behaviour or developmental delays, we adopt a multi-agency approach, using tools like the Early Help Assessment and Plan (EHAP) to provide support.

If a child’s needs indicate potential safeguarding concerns, these will be handled according to our Safeguarding & Child Protection Policy.

SEN SUPPORT AND THE GRADUATED APPROACH

When we identify a child with SEN, we work closely with parents to establish the support needed. In line with the SEND Code of Practice, we use a graduated approach with four stages of action: Assess, Plan, Do, and Review.

Assess

When identifying a child for SEN support, the practitioner, in collaboration with the SENCO and the child’s parents, carries out an analysis of the child’s needs. This initial assessment is reviewed regularly to ensure the support matches the child’s evolving needs. If progress is slower than expected, more specialist assessments may be arranged with health, social services, or other agencies. The SENCO will contact these professionals with parental consent.

Plan

Once it is decided to provide SEN support, the key person and SENCO, in consultation with the parents, agree on the desired outcomes, the interventions to be implemented, and the expected impact on the child’s development or behaviour. A review date will be set, and the child’s input will be considered. Any related staff development needs will be identified and addressed. Parents will be involved in reinforcing the support at home, if appropriate.

Do

The child’s key person is responsible for working with them daily and implementing the interventions or support agreed upon. The SENCO supports the key person in assessing the child’s response to the actions taken and provides advice for effective implementation.

Review

The support’s effectiveness and impact on the child’s progress will be reviewed by the agreed date (typically 6-8 weeks). The practitioner and SENCO, together with the parents and considering the child’s views, will evaluate the support’s quality and make any necessary changes to the outcomes and strategies. Parents will receive clear information about the impact of the support provided and be involved in planning the next steps.

Where a child continues to require additional support beyond the graduated approach, we work closely with parents and external professionals, making referrals through the Local Offer and, where appropriate, supporting families with applications for an Education, Health and Care Plan (EHCP).

Requesting an EHC Needs Assessment

If a child is not making the expected progress, we will discuss requesting an Education, Health, and Care (EHC) needs assessment with the parents/carers and outside professionals.
The Local Authority (LA) will consider the need for an EHC needs assessment through an EHC Panel, and if approved, a multi-disciplinary assessment will take place.
If the LA decides to conduct an assessment, the nursery will provide information about the child’s needs.

Education, Health & Care Plan (EHC Plan)

EHC Plans will be reviewed every six months to ensure the provision continues to meet the child’s needs.

Transition

SEN support includes planning for transitions when a child moves to another setting or school. To ensure a smooth transition, information will be shared with the new setting, and the nursery will agree with parents on what information to pass on as part of the planning process. Information is shared confidentially with parental consent, in accordance with our Safeguarding & Child Protection Policy.

THE ROLE OF THE SENCO

Mandy Huet is our nursery's named Special Educational Needs Coordinator (SENCO), following the SEND Code of Practice 2015. Her role includes:

Ensuring all practitioners understand their responsibilities in supporting children with SEN
Advising and supporting colleagues
Engaging parents and using their insights to inform the action taken by the nursery
Liaising with external professionals or agencies and making referrals with parental consent

Additional Funding for SEN

SEN Inclusion Funding

SEN Inclusion Funding is available from the London Borough of Ealing to support early intervention and promote inclusion for children with SEN or disabilities.
Requests for this funding are made by the nursery manager and SENCO.

Disability Access Fund (DAF)

The Disability Access Fund (DAF) supports three- to four-year-olds with SEN or disabilities who receive Disability Living Allowance (DLA) and the universal free early education entitlement.
£800 is paid annually for each eligible child.
If a child uses more than one provider, parents must choose which provider receives the funding.

LOCAL OFFER

The Local Offer, introduced by the Children and Families Act 2014 and SEND Code of Practice 2015, provides information about the services available for children and young people with SEND, aged 0-25. Local authorities must publish and review this information regularly to ensure transparency for families.

Supporting Positive Behaviour Policy

Our nursery aims to provide a safe, caring, and educational environment for all children. We focus on supporting positive behaviour and guiding children towards understanding appropriate behaviour.

Methods of Supporting Positive Behaviour

Specific praise and encouragement for positive behaviour
Avoiding blanket, non-specific praise
Providing alternative acceptable behaviour when issues arise
Positive discussions during circle times
Early intervention to prevent conflicts
Distraction techniques to avert unwanted behaviour
Setting a good example and being role models
Using positive language, such as "walking feet" instead of "don't run"

Practitioners are trained to understand children’s behaviour as an expression of their feelings or needs. They support children in finding solutions to conflicts, using a calm, positive approach.

Dealing with Persistent Challenging Behaviour

Sometimes, certain behaviours can become persistent or exceed what is developmentally appropriate. In these cases, our staff will apply strategies to analyse the behaviour, identify potential causes, and create effective responses. The team will agree on these approaches, ensuring they are applied consistently by all staff.

One method we use is the ABC Tracking Form, which helps us understand behaviour by breaking it down into three components:

Antecedents:
- What happened right before the behaviour occurred?
- What may have triggered it? Who was involved?
- Was it linked to a particular activity or person? Does it happen at specific times or on particular days?
Behaviour:
- What exactly did the child do?
Consequences:
- What was the result of the behaviour?
- How was it managed, and how did others react?

The key worker, together with parents, will then create a Support Plan to encourage positive behaviour and minimize challenging ones. Managing triggers proactively can help prevent unwanted behaviour. Distractions or redirection may often be effective in these situations.

The action plan will be reviewed with parents after 3–4 weeks and updated regularly. If behaviour does not improve, the management team may seek advice from external agencies with parental consent. Any behaviour that raises safeguarding concerns will be reported and managed in line with our Safeguarding & Child Protection Policy.

Our practitioners are mindful that challenging behaviour may stem from underlying additional needs. Therefore, we will assess the child’s behaviour in line with four key areas of SEN: Communication and Interaction, Cognition and Learning, Social, Emotional and Mental Health, and Sensory/Physical Needs.

If a child exhibits serious inappropriate behaviour, an incident report will be documented for the nursery’s records. If the behaviour persists, the Director will decide on an appropriate course of action, which may include:

Discussions with parents and/or seeking professional support (e.g., SENCO).
Requesting the removal of the child from the nursery, if necessary, to ensure the safety and wellbeing of others.

Biting

Research shows that up to 25% of children bite others at some point, and although it’s a developmentally normal behaviour for young children, we understand this can be distressing for parents, whether their child is biting or has been bitten.

Some common reasons children bite include:

Teething: Biting can relieve gum pain and discomfort.
Exploration: Babies and young children often explore their surroundings with their mouths.
Attention: When a child feels overlooked, biting can quickly attract attention.
Frustration: A child’s frustration, often due to a lack of communication skills, may lead to biting.

Procedure for Handling Biting Incidents:

Staff will immediately intervene, comfort the bitten child, and remove the child who bit them from the situation for a short period.
The child who bit will be spoken to calmly but firmly, helping them understand that biting is unacceptable.
First aid will be administered, and the area monitored for infection. If the bite breaks the skin, we will advise parents to seek medical attention.
An incident form will be completed, and parents will be asked to acknowledge it on the Famly app. If a biting incident raises concerns about a child’s safety or wellbeing, it will be escalated according to our Safeguarding & Child Protection Policy.
To protect privacy, we will never share the names of children involved.

All biting incidents are recorded and monitored to identify any patterns or triggers. Staff may share anonymised information with parents to show how we are managing and reviewing behaviour consistently.

For repetitive biting, staff will collaborate with parents to understand possible triggers and use ABC forms to track patterns. If a trigger is identified, adjustments will be made (e.g., buying duplicate toys to reduce conflict). We will also engage the child in activities that release frustration, such as playing with play dough or other physical activities.

Safeguarding and Welfare Policies and Procedures

Safeguarding is defined as "protecting children from harm, preventing the impairment of their mental and physical health or development, ensuring they grow up in safe environments, and taking action to achieve the best outcomes for all children."

Designated Safeguarding Leads

DSL: Mandy Huet

Deputy DSL: Mia Yu Hu

Both the DSL and Deputy DSL are responsible for leading safeguarding practice, responding to concerns, liaising with external agencies, maintaining records and ensuring all staff receive regular training.

Safeguarding Children is Everyone’s Responsibility.

We are legally required to safeguard children and promote their welfare, following the Children Act 1989 and the Children Act 2004, as well as the Working Together to Safeguard Children 2021 guidelines.

We recognize that many children may be victims of abuse or affected by social issues like domestic violence, substance misuse, or bullying. Our goal is to provide a safe environment where children can thrive, and adults can work with clear guidance.

These procedures apply to all staff, volunteers, and visitors, and we make them available to parents and carers. Through these procedures, we aim to ensure that:

Children are listened to, valued, and respected.
Staff are alert to the signs of abuse and know how to respond to concerns.
All staff are subject to safer recruitment procedures.
Staff receive appropriate support and training.

Any concerns about a child’s welfare must be reported to our Designated Safeguarding Lead (DSL) immediately. We maintain a Concerns Log on each child's profile in the Famly app, which is overseen by the DSL and Deputy DSL in their absence.

If concerns are not addressed properly, parents may escalate the issue to the Nursery Director or contact the Ealing Children's Integrated Response Service if further action is required.

Preventing Abuse

To protect children from abuse, we will:

Ensure staff are never left alone with individual children for long periods. Staff needing to speak privately with a child will do so in a way that is visible to others.
Ensure that staff awaiting DBS checks are never left unsupervised with children and a risk assessment is completed.
Encourage children to express their feelings and develop autonomy through supported choices.
Maintain a safe environment where children can grow and learn.

Responding to Suspected Abuse

All concerns or suspicions of abuse will be taken seriously. Changes in a child’s behaviour or appearance will be recorded and investigated. While we will usually contact parents first, if necessary, social services may be contacted without prior discussion.

Recognizing Types of Abuse

There are four main categories of abuse:

Physical Abuse
Emotional Abuse
Neglect
Sexual Abuse

Each type of abuse has specific signs, which staff are trained to recognize. Staff understand their responsibilities under GDPR and know when information about a child must be shared with external agencies.

Reporting Female Genital Mutilation (FGM)

FGM is illegal and a form of child abuse. We are legally required to report known cases of FGM to the police. Reports can be made via the non-emergency number 101, or in urgent cases, by calling 999. Staff complete their FGM training on their first day of employment.

Handling Allegations

Allegations Against Staff and Volunteers

Low-Level Concerns

A low-level concern is any behaviour by a member of staff that does not meet the threshold for an allegation but may cause a sense of unease or worry about their conduct.

We follow the guidance in Keeping Children Safe in Education (2024) and encourage an open and transparent culture where all concerns can be shared.

All low-level concerns must be reported to the DSL or Deputy DSL, who will record and review them, taking proportionate action to maintain a safe environment for children.

If a staff member or volunteer is accused of child abuse, we adhere to the guidance provided by the Local Authority Designated Officer (LADO). Staff should refer to the full procedures outlined in our Safeguarding & Child Protection Policy for detailed guidance on handling allegations and reporting abuse. Please refer to the flow chart below for detailed procedures.

Upon receiving a disclosure from a child or staff member about potential abuse by someone in our setting, or anyone living or working on the premises, we first document the details of the alleged incident.

We promptly refer any such complaints to Local Authority Designated Officer (LADO):

Every local authority has a LADO to whom allegations must be reported and with whom plans should be made about how matters are progressed.

The LADO for Ealing is: Emmanuel Adofo

Email: asv@ealing.gov.uk

Phone: 07890 940 241 (during business hours).

In Ealing, if the Designated Safeguarding Lead (DSL) or their deputy becomes aware of an issue—either through a direct report or from another staff member or volunteer—they must immediately contact the LADO if a paid staff member, volunteer, or anyone else representing our organization has:

Behaved in a way that has harmed or may harm a child,
Possibly committed a criminal offense related to a child, or
Displayed behavior suggesting they are unsuitable to work with children.

The DSL or Deputy DSL is responsible for contacting the LADO within one working day.

Although allegations of abuse can be reported to anyone within our organization, the DSL is tasked with managing these concerns and acting as the liaison between our organization and the LADO until the issue is resolved.

We also report any alleged incidents to Ofsted, outlining the measures we have taken. We understand that failing to do so is an offense.

If necessary, we may suspend the individual involved or reassign them away from duties involving the care of children or young people. This decision will be made in collaboration with the LADO and the Nursery Director, following our disciplinary procedures. We will ensure that anyone accused is treated fairly and with an open mind throughout the investigation.

If suspension is deemed appropriate, we will usually inform the individual of the reason for their suspension, although details of the allegations will only be shared with their consent as part of the investigation process. We will inform them that an allegation has been made.

Suspension serves to protect both the individual and the child by preventing further allegations or retaliatory behavior. If the person is a union or professional association member, they will be advised to seek support from their organization. The DSL will also consider whether the person has access to children in other settings and consult with the LADO and relevant authorities to determine if those organizations need to be notified.

Under the Safeguarding Vulnerable Groups Act 2006, we have a statutory duty to report the individual to the Disclosure and Barring Service if:

They are dismissed for misconduct or deemed unsuitable to work with children, or
They resign before the disciplinary process is complete and it is believed they may have been dismissed.

Ofsted will also be informed.

If a staff member, parent, or visitor wishes to report an allegation against the Nursery Manager, they should immediately contact the Nursery Director or Ealing Children's Integrated Response Service - Telephone: 020 8825 8000, Email: ECIRS@ealing.gov.uk

Perceval House, 2nd Floor, Blue Area, 14-16 Uxbridge Road, Ealing, W5 2HL

Keeping of Records

When concerning changes in a child’s behavior, physical condition, or appearance are observed, a separate and confidential record will be maintained. This record will include:

The child’s name, address, and age,
Timed and dated observations describing the child’s behavior or appearance objectively, without comments or interpretation,
The exact words spoken by the child,
The dated name and signature of the recorder.

Records will be kept in a secure file or as confidential notes on the Famly app, accessible only to the nursery managers, the child’s key person, or another appropriate staff member.

Parents will generally be our first point of contact. We aim to discuss any concerns with the family and, where possible, seek their agreement before referring to children’s services. However, if the situation is sensitive or if we believe a child may be at risk, we will contact social services directly for advice.

Confidentiality

All suspicions and investigations will be kept confidential and shared only with those who need to know. Typically involved are the Key Person, the Nursery Manager, the Designated Safeguarding Lead, and the Director.

Liaising with Professional Bodies

Our nursery follows the Local Authority’s Child Protection Procedures and Guidelines for information sharing. Confidential records about children who raise concerns may be shared with Social Services and other relevant agencies if the nursery believes that sufficient explanations for changes in the child’s condition have not been provided. Parents will be informed simultaneously when a report on their child is made to the authorities.

We maintain ongoing contact with the registering authority, including providing names, addresses, and telephone numbers of individual social workers to facilitate effective collaboration in emergencies.

Supporting Families

The nursery aims to build trusting and supportive relationships with parents and carers while prioritizing the care and safety of the child. We will support and work with the child’s parent or carer to the best of our ability.If abuse at home is suspected, the nursery will continue to welcome the child and their parents or carers while investigations are underway. Any confidential records kept on a child will be shared with the child’s parents.

Key Contacts in Ealing

Local Authority Designated Officer (LADO) Perceval House, 14-16 Uxbridge Road, Ealing W5 2HL Email: asv@ealing.gov.uk Phone: 020 8825 8930
Ealing Children’s Integrated Response Service (ECIRS) Provides a single point of entry for all referrals and requests for help for children and young people. Perceval House, 2nd Floor Blue Area, 14-16 Uxbridge Road, Ealing W5 2HL Email: ecirs@ealing.gov.uk Phone: 020 8825 8000
Prevent Coordinator Email: preventschoolsinfo@ealing.gov.uk Phone: 020 8825 8895
Child Protection Advisers (CPA) John Churchill, Head of Safeguarding, Review, and Quality Assurance Email: churchillj@ealing.gov.uk Phone: 020 8825 8364
Early Help Assessment and Plan (EHAP) Email: EHAP@ealing.gov.uk Phone: 020 8825 5588
Police Stations in Ealing Contact: 0300 123 1212
- Ealing Broadway Police Station
- Southall Police Station
- Acton Police Station
- Greenford Police Station

For urgent situations, contact the Police at 999.

Whistleblowing Policy

Our nursery fosters a culture where employees feel safe to raise concerns about poor or unacceptable practices or misconduct. The purpose of our whistleblowing policy is to provide a framework for responsible reporting. This policy protects employees who raise concerns about:

Serious irregularities within the nursery that may indicate non-compliance with legal requirements or our policies.
Practices that could be harmful to the well-being and safety of the children in our care.

This policy does not exempt employees from their confidentiality obligations during their work.

When an employee raises a concern, their confidentiality will be respected, except where disclosure is necessary to resolve the issue. If confidentiality cannot be maintained, the employee will be informed beforehand.

We recognize that whistleblowers are not troublemakers but individuals who have made a decision to raise a genuine concern. If the concern is raised in good faith, the whistleblower will not face job loss or retaliation.

To ensure compliance with this policy and that concerns are addressed appropriately, the nursery will:

Prevent victimization of the whistleblower.
Take victimization seriously and enforce disciplinary measures.
Avoid concealing evidence of poor practice and address any attempts to destroy or hide evidence.
Ensure that our Privacy Notice does not discourage or penalize whistleblowing.
Collaborate with Ofsted and other agencies when necessary.

Whistleblowing should not replace the grievance procedure and must not be used for malicious or unfounded allegations against colleagues or management.

Employees can raise concerns with their Manager or, in their absence, the Nursery Director. If the concern is not resolved satisfactorily, they may escalate it to the Nursery Director.

Upon receiving a concern, the Manager will:

Document the key issues.
Determine if the concern has been reported elsewhere.
Ensure the whistleblower has a copy of the Whistleblowing Policy.
Assure confidentiality, unless maintaining it becomes impossible later.

The Manager or Director will investigate and address the complaint within 10 working days or a mutually agreed timeframe. If the whistleblower remains dissatisfied, they may contact Ofsted.

Concerns relating to child welfare or safeguarding will be reported immediately in accordance with our Safeguarding & Child Protection Policy.

The implementation of this policy is the responsibility of all staff, the Management Team, and the Director.

Ofsted’s hotline can be reached by:

Phone: 0300 123 3155 (Monday to Friday, 8:00am to 6:00pm)
Email: whistleblowing@ofsted.gov.uk

Recruitment Policy and Procedures

Comprehensive recruitment procedures are essential to ensure that new staff are suitable for working with children. This is a standard employment practice and ensures the suitability of our hires. Our Single Central Record (SCR) includes all staff, volunteers, and temporary staff.

Advertising:

All recruitment advertisements must be approved by the Director.
Vacancies will be posted on our internal notice boards, website, and in appropriate media.
A closing date for applications will be specified.

We welcome applications from all community sectors. Candidates will be considered based on their suitability for the position, regardless of marital status, age, gender, religion, ethnicity, or sexual orientation. Conditions or requirements imposed must be justifiable.

Selection Process:

To ensure applicants meet job criteria, shortlisting is done in three steps:

Discard applicants who do not meet the essential criteria.
Evaluate how well the remaining applicants meet desirable criteria.
Rank candidates based on interview scoring.

Interviewing:

Interviews aim to select the best candidate based on merit and suitability. We use systematic, thorough, fair, and unbiased methods based on job-related criteria.

During interviews:

Each candidate is asked the same questions.
Assess how well each candidate meets the job criteria and description.
Identify any unexplained gaps in the candidate’s work history.
Ensure no discriminatory questions, harassment, or behavior that breaches our equal opportunities policy.
Treat all information obtained as confidential and keep records of interview notes and decisions.

Documents to Check During Interviews:

Identification: Verify original documents.
Certificates: Verify original certificates.
References: Ensure sufficient information for reference requests and seek permission if successful.
Right to Work in the UK: Check for proof such as a P45/P60, British passport, or EU identity card/working holiday visa.
Declaration: Applicants must declare any cautions, court orders, reprimands, or convictions.

Candidates may ask questions at the end of their interview.

Interviewers will compare notes and discuss each candidate’s responses to make a final decision.

Offer of Employment

Employment offers are contingent upon:

Satisfactory references (minimum of two), including one from the current or most recent employer. One reference should ideally be from someone with experience of the applicant’s work with children. Open references, such as those starting with “To whom it may concern,” are not accepted. At least two references are obtained and verified by phone before a new member of staff starts work, in line with safer recruitment best practice.
Completion of a health declaration (Practitioners on medication that may affect their ability to care for children must seek medical advice and provide written confirmation from their doctor).
Enhanced Disclosure and Barring Service (DBS) check.
For non-British subjects or those living abroad for extended periods, additional evidence of suitability and absence of criminal offenses is required, such as a letter from the embassy or a police check certificate from the country of origin.
All staff complete an annual suitability declaration confirming that they remain safe and appropriate to work with children. This forms part of our ongoing safeguarding checks.

Once all checks are complete, Management will send a written offer letter to the successful candidate, outlining salary, benefits, holiday entitlement, notice period, working hours, location, and post-interview feedback.

Management will also provide written notification to all candidates. If feedback is requested by unsuccessful candidates, the Manager should offer valid reasons for rejection and constructive feedback.

DBS Policy and Procedure

Statement of Intent

In compliance with the DBS Code of Practice, any organization utilizing DBS services must have a formal, written policy outlining the proper handling and safeguarding of Disclosure information. All recruitment and DBS procedures are carried out to ensure the suitability of staff to work with children and support our Safeguarding & Child Protection Policy.

General Principles

At A Little Me Time Nursery, we fully adhere to the DBS Code of Practice for the appropriate management, usage, storage, retention, and disposal of Disclosure and related information. Our practices align with the General Data Protection Regulation (GDPR) (2018) and other applicable legislation concerning the secure handling of Disclosure information.

Storage and Access

Disclosure information is securely stored in the Single Central Record document. The manager’s laptop is stored in a lockable cabinet. Access to this information is strictly controlled and limited to authorized individuals who require it as part of their role.

Handling

Following Section 124 of the Police Act 1997, Disclosure information is only shared with individuals authorized to receive it during the course of their duties. A record is maintained of everyone to whom the information has been disclosed. It is a criminal offense to share Disclosure information with unauthorized individuals.

Usage

Disclosure information is used solely for the purpose for which it was requested, with the full consent of the applicant.

Interview Process

Shortlisted candidates will be invited for an interview with nursery management. The selection criteria are predetermined, and a scoring system is used throughout the interview process. Candidates will be asked about their childcare skills and safeguarding practices. Selected candidates may be invited back for trial morning sessions.

Retention

Once a recruitment or other relevant decision is made, Disclosure information is kept for no longer than necessary, typically for up to six months. This allows for any disputes or complaints to be resolved. In exceptional cases where longer retention is required, we will consult the DBS and consider the individual's data protection and human rights before proceeding. Throughout this time, strict storage and access controls are maintained.

Disposal

Once the retention period has passed, Disclosure information will be securely destroyed, typically by shredding. No photocopies of the Disclosure will be kept. However, a record of the date of issue, the subject’s name, type of Disclosure, the role it was requested for, the unique reference number, and the recruitment decision may be retained.

Overseas Candidates

If the nursery recruits individuals with a history of residence overseas, it should be noted that DBS disclosures only cover information held by UK police forces. Therefore, applicants from overseas may not have relevant criminal information included in their DBS check. Such candidates will undergo full pre-employment checks, including a Certificate of Good Conduct from the relevant authorities. If appropriate, an International Criminal Record Check via the UK Central Authority for the Exchange of Criminal Records (UKCA) may be sought.

DBS Update Service

All staff are expected to subscribe to the DBS Update Service within 30 days of receiving their DBS certificate.

Staff/Vaping Smoking Policy

At our nursery, we are committed to maintaining a safe and healthy environment for children, staff, and visitors. Therefore, smoking and vaping are strictly prohibited on our premises.

Smoking is only permitted during designated break times.
Staff who smoke or vape must do so off-site or in designated areas away from children, ensuring no smoke drifts near entrances, windows, or outdoor play areas.
Staff must either change their t-shirt after smoking or refrain from coming into contact with the children for at least 30 minutes to ensure no lingering smoke odor affects the children.
Staff are not allowed to smoke or vape while wearing their staff uniform to maintain a professional image and protect the nursery environment.

We take this policy seriously and expect full compliance to ensure the health and well-being of all children and staff in our care.

Safe Arrival, Departure, and Missing Child Policy

Safe Arrival and Departure

All procedures for arrival, departure, and missing children are carried out in line with our Safeguarding & Child Protection Policy. Children arrive and depart through the front entrance of the nursery, which remains locked. Parents must ring the bell for entry. Upon arrival, parents/carers must ensure their child is handed over to a staff member. The child’s attendance is immediately recorded through the attendance registration form and Famly sign-in application.

If parents request medication administration, staff will record the information on the child’s individual medicine form and update.

Parents must provide written authorization if someone other than themselves is collecting the child. Staff will verify the identity of the authorized person, who must be a mature, responsible adult. No child will be allowed to leave with anyone under the age of 16.

In cases where separated parents have disputes over access, the nursery will grant equal rights to both parents unless a court order specifies otherwise. If disputes remain unresolved, the nursery may exclude the child until legal clarification is obtained.

Under no circumstances will a child be released to an unauthorized individual, someone unfit to care for the child, or an individual under the influence of alcohol or drugs. In such situations, another family member will be contacted, or social services may be involved.

When collecting their child, parents/carers must inform a staff member before leaving. Staff will sign the child out on the attendance registration form and using the Famly app.

Visitors

All visitors must report to the nursery, state the reason for their visit, and present identification. Their details will be logged in the visitor’s book.

Late Collection

If a child is not collected by 6 pm, and no communication has been received from the parents, the following steps will be taken:

Contact emergency numbers listed on the child’s profile on Famly.
If no contact is made, staff will call social services.
Two fully vetted staff members will remain with the child until they are safely collected.
A written report of the incident will be recorded.
Ofsted may be informed.

Staff are not permitted to take children home under any circumstances.

Late Collection of Children

We kindly request that all parents cooperate in collecting their children on time. The nursery day can be long for both children and staff, and it is crucial that parents adhere to our operating hours. Children may become distressed if they are not picked up on time, and late collections can also impact staff members who may have prior commitments or rely on public transport.

If you anticipate being late, please contact the nursery manager immediately to inform staff and make appropriate arrangements. Parents or carers who are late will incur a fee of £1 per minute after 10 minutes past the end of the agreed session (either 1 pm or 6 pm). This charge helps cover the additional staffing costs. A record of late collections will be kept, and parents will be asked to sign it.

Missing Child

If a child is discovered to be missing, a thorough search of the premises will be conducted. The DSL/Deputy DSL will be informed immediately and will follow safeguarding procedures. A headcount of all children will be taken, and one or two staff members (depending on the number of children present) will stay with the children while the remaining staff search the premises. If the child is not located, the parents will be notified, and the police will be contacted immediately for assistance.

Emergency procedures include:

Assembling all children in one room under reduced supervision.
Conducting an immediate search of the surrounding area.
Questioning all staff while awaiting the arrival of the police.

Critical Staff Shortage Policy

The Early Years Foundation Stage (EYFS) 2024 statutory guidance specifies the following adult-to-child ratios:

1 adult to 8 children over 3 years of age
1 adult to 5 children aged 2 to 3 years
1 adult to 3 children under 2 years

That maintaining ratios is part of safeguarding responsibilities. In line with EYFS 2024, adjustments to these ratios may be made in exceptional circumstances, such as during sleep time, as long as the quality of care, safety, and security of children are maintained. At least two adults must always be present when children are in the setting.

In the rare event of a critical staff shortage, management will:

Contact the Director to discuss the situation.
Reach out to bank staff for support.
Notify parents of the situation and ask them to keep their child at home if ratios cannot be met.

If children arrive before parents can be contacted, we will only provide care for the number of children that can be legally accommodated, ensuring that:

At least one staff member holds a full and relevant Level 3 qualification.
At least half of the remaining staff hold a Level 2 qualification.
At least one practitioner is trained in Paediatric First Aid.
There is at least one Designated Safeguarding Lead (DSL) present.

Additional children will need to stay with their parents or carers until relief staff arrive, or they will need to return home for the day.

If the shortage is due to unforeseen circumstances, such as extreme weather, no fees will be credited. If the shortage is caused by mismanagement or poor planning, parents will be compensated for the day the nursery is closed. Any emergency closure decisions are communicated alongside safeguarding considerations.

Staff Medication, Other Substances, and No Alcohol Policy

According to the Safeguarding and Welfare Requirements of the EYFS 2024:

Providers must ensure that individuals working with children are suitable for their roles and that effective systems are in place to assess their suitability.
Staff must not be under the influence of alcohol or any substances that could impair their ability to care for children. If a staff member is on medication that could affect their work, they must seek medical advice.

Compliance:

If a staff member is taking medication that may affect their ability to care for children, management will require medical advice and a doctor’s note confirming that the medication will not impair their ability to care for children.
Staff medications must be securely stored and kept out of children’s reach at all times.
We will provide ongoing support for staff through Care Plans to monitor any health conditions. Health declarations are completed as part of the recruitment process to identify any health needs.

Any incidents where staff are under the influence or on impairing medication are immediately reported to the DSL, in line with safeguarding procedures.

Additional Procedures:

All staff, parents, and volunteers are informed of our No Alcohol/Other Substances Policy.
Staff must not be under the influence of alcohol or other substances during working hours.
Staff who smell of alcohol will be asked to leave the premises, and disciplinary action may be taken.
Alcohol or other substances are not permitted on the premises.
We provide information to staff and parents on where to seek help for alcohol or substance abuse.

Procedures for Parents Under the Influence of Alcohol or Drugs

If a parent or carer appears to be under the influence of alcohol or drugs when collecting their child, the following steps will be taken:

We will ask that someone else accompanies the parent/carer to take responsibility for the child before handing over the child.
If no responsible adult is available, although we have no legal right to withhold the child from a parent or carer, we reserve the right to contact the appropriate authorities, such as the police, a partner, or a social worker.

E-Safety Policy

The nursery is committed to keeping children safe and healthy, and this E-Safety Policy operates within the framework of our Safeguarding Policy. It addresses the safeguarding concerns related to electronic communications, including the internet, mobile phones, cameras, CCTV, iPads, and tablets, Smart watches and Sports watches tracking activity. Technology continues to evolve, offering both opportunities and risks, which is why it is crucial that staff, students, and parents understand these risks and benefits.

The nursery director and manager hold overall responsibility for ensuring that E-safety practices are managed effectively, in accordance with the law (see related legislation below). They are responsible for maintaining security measures, such as regular updates to ICT systems and virus protection. As safeguarding is a collective responsibility, all individuals must share and promote a safe approach to technology use. Any incidents that raise safeguarding concerns, including online abuse, grooming, or exposure to inappropriate content, must be reported immediately to the DSL in line with our Safeguarding & Child Protection Policy.

Legal Framework for E-Safety:

The Computer Misuse Act 1990
Copyright, Design, and Patents Act 1988
General Data Protection Regulations (GDPR) 2018
Malicious Communications Act 1998
Obscene Publications Act 1959 and 1964
Public Order Act 1986
Protection of Children Act 1978
Protection from Harassment Act 1997
The Equality Act 2010
Regulation of Investigatory Powers Act 2000
Sexual Offences Act 2003

E-Safety Nursery Manager Responsibilities

The E-safety lead practitioner, in collaboration with the director and manager, is responsible for:

Completing an E-safety audit using tools like the Online Compass E-safety Audit Tool.
Keeping a log of and reporting all e-safety incidents.
Embedding E-safety training in professional development and children’s learning.
Maintaining and regularly updating the E-Safety Policy.
Promoting an E-safety culture and vision to staff, parents, carers, and the local community.
Keeping staff informed about emerging issues and supporting awareness campaigns.
Ensuring safe, responsible technology use among children and parents.

While there are risks associated with using public communication technologies, having clear rules, procedures, and guidelines helps mitigate these risks. All staff, volunteers, parents, and visitors must adhere to the following rules:

E-Safety Rules for Staff, Volunteers, Parents, and Visitors:

Online Safety for Children

Any digital resources used in the nursery are age-appropriate, risk-assessed and supervised by staff at all times.

Nursery email/internet systems should only be used for professional purposes.
Using the nursery’s ICT systems for personal reasons may lead to disciplinary or legal actions.
Internet usage is monitored and logged, and may be reviewed during investigations.
Nursery equipment must not be used to access or store inappropriate material.
Photos of children or staff may only be taken and stored securely for nursery purposes, with written consent from parents, carers, or staff. Such images must not be distributed outside the nursery without consent.
All users must comply with GDPR (2018) when handling nursery data.
Social media access on nursery computers is only permitted with management approval.
Staff must maintain professional integrity when using social media or online activities, both within and outside the nursery. Staff must not post anything on social media that could associate them with the nursery e.g. work uniform or photo of the building of the nursery.
All computers, laptops, and tablets must be password protected and locked when unattended. Passwords may not be shared without management consent.
No hardware or software may be installed without the manager's approval.
Internet access should be filtered and tailored for educational purposes. Practitioners are responsible for guiding children in safe and responsible technology use.
Staff must ensure any materials sourced from the internet comply with copyright and intellectual property laws.
Concerns regarding children’s safety online must be reported immediately to the manager.
Violations of the E-safety policy may result in disciplinary action or police involvement.

As part of the induction process, E-safety rules are discussed, signed by staff and volunteers, and kept on file. Criminal online content can be reported to the Internet Watch Foundation or CEOP (Child Exploitation and Online Protection Centre) for anonymous and confidential submissions.

Use of Digital Tools, Apps and AI Technology
Any digital tools, apps or educational software used with children are risk-assessed for data protection, privacy and suitability.
We follow UKCIS (UK Council for Internet Safety) guidance to ensure that any technology used in the nursery supports children’s learning safely and appropriately.
We do not use AI tools directly with children; any staff use of digital systems is supervised, secure and in line with GDPR.

Mobile Phone Policy

While staff may bring mobile phones or smart/sports watches to work, the following rules apply:

Personal calls/texts are not permitted during work hours as they can impact work performance.
Mobile phones should be turned off or set to silent during work hours, except during breaks.
Phones (staff and visitors) are not allowed in children’s rooms and must be kept in designated areas, such as the manager's office.
Staff must ensure their families are aware of the nursery's emergency phone numbers.
In cases of family emergencies, staff may use the nursery phone or seek permission to use their mobile phone in designated areas.
If photos of the bathroom need to be taken, management must be informed, and only nursery mobiles should be used.
Staff are prohibited from using personal phones to take photos or videos of children.
During outings, a designated staff member will have access to a mobile phone for emergency use only.
Only the manager on duty may keep their phone during working hours.
Parents must turn off mobile phones before entering children's rooms or leave them in the office.

Staff and parents using smart watches must follow the mobile phone policy, leaving phones in designated areas and turning them off or o silent. The manager reserves the right to conduct spot checks to ensure compliance.

At our nursery, we use photographs and video recordings to enhance children's learning experiences, document their progress, and celebrate their achievements. It is vital that these images and recordings are handled with the utmost care to ensure the safety and privacy of the children in our care.

To ensure this, we adhere to the following guidelines:

Parental Consent: Upon registering their child, all parents are required to sign a photograph and video permission. Our staff are fully aware of which children should not be photographed.
Nursery Equipment Only: Only nursery-owned cameras, mobile devices, and recording equipment are permitted to be used for capturing images. Staff are strictly prohibited from using personal devices such as mobile phones, cameras, or camcorders.
Authorized Personnel: Only staff members with DBS clearance are allowed to take photographs or video recordings of the children.
Respecting Children's Wishes: Even with parental consent, we will never take photos or videos of children if they express discomfort or wish not to be photographed.
Online Safety: No recognizable images of children will be shared on social networking sites. Additionally, no names of children will be associated with any images published on our website without prior parental consent.
Bathrooms: No cameras of any kind are allowed in the bathroom without prior consultation with management. If it is necessary to take images in the bathroom (e.g., handwashing), management must be informed, and the staff member must be supervised during this activity.
Image Storage: Photos and videos must be cleared from nursery mobiles and tablets monthly. The nursery cameras and tablets are password-protected and stored in a locked cabinet when not in use.
Outings: Only nursery-owned recording equipment is permitted on nursery outings.
Professional Photography: We may employ professional photographers to capture special moments or portraits of the children. All photographers will be DBS checked and will never be left unsupervised with the children.
Parental Photography: Management will determine if parents and carers are allowed to take photos or videos during special events. If photography is allowed, it is with the understanding that images should not be shared on social media or the internet without explicit permission.

Social Networking Sites Policy

While the internet is accessible for nursery-related tasks such as planning and printing during work hours, personal use of social networking sites should be limited to breaks or after work. It is important that our staff maintain professionalism when engaging in online platforms.

Please keep the following in mind when using social networking sites:

Professional Boundaries: It is strongly recommended that staff do not add parents or carers as friends on social networking sites to maintain professional relationships.
Appropriate Conduct: Staff must not post anything online that could negatively impact the reputation of the nursery or offend other staff members, parents, competitors, or local authorities.
Compliance with Privacy Notice: All information posted on social networking sites must comply with the nursery’s Privacy Notice. At no time should posts refer to the children, parents, or other professionals associated with the nursery.
Photos and Workplace Identity: Staff must never publish photographs or materials that identify the nursery or children. Photos of staff may only be used online with the explicit permission of those staff members.
Consequences for Inappropriate Activity: In cases of online bullying or inappropriate social media activity, we will follow our disciplinary procedures, which may result in dismissal.
Inappropriate Images: Be aware that any inappropriate images on social networking sites may jeopardize your professional reputation and reflect poorly on your ability to perform your duties.

If you become aware of any inappropriate social networking activity, please inform the Nursery Manager or Director immediately.

Facebook and Instagram Policy

Our Facebook and Instagram pages are dedicated to keeping parents, staff, and the community informed about the nursery’s latest news and developments. The pages are managed by the Nursery Managers and are used to:

Share updates about nursery events and activities
Post reminders about upcoming events
Celebrate nursery news and milestones

We welcome parents and carers to engage with our social media platforms respectfully. Please note, any inappropriate or disrespectful comments or posts will be removed at the discretion of the page administrators. These include, but are not limited to:

Abusive or inappropriate language
Copyright infringement or violations of fair use laws
Breaches of our Privacy Notice
Spam or unauthorized group photographs of children

We are committed to following our Privacy Notice at all times. No names or recognizable images of children will be posted by the nursery without prior written consent from parents. Parents retain the right to post photos of their own children, but access to the group will be discontinued once the child leaves the nursery.

Thank you for your cooperation and understanding in ensuring the privacy, safety, and well-being of all children in our care.

Policy and Procedures for Prevent Duty Guidance

The Prevent Duty Guidance, which came into effect on July 1, 2015, outlines the responsibilities of schools and registered childcare providers to ensure the safety and welfare of children. At our nursery, we acknowledge our obligation to prevent individuals from being drawn into terrorism and to promote children's wellbeing and inclusion.

As emphasized in our Inclusion and Equal Opportunities Policy, we strive to create a welcoming environment where everyone feels they belong. To achieve this, we promote British Values across our nurseries, which include:

Democracy
The Rule of Law
Individual Liberty and Mutual Respect
Tolerance of Different Faiths and Beliefs

These values are not unique to Britain; they represent universal principles of equality and are vital for nurturing compassionate, considerate adults who will contribute to a fair and equal society.

To fulfil the Prevent Duty, our nursery will:

Focus on children’s personal, social, and emotional development. We ensure children learn right from wrong, appreciate others' views, recognize differences and similarities, and challenge negative attitudes and stereotypes.
Ensure staff members are alert to harmful behaviours by influential adults in a child's life. This includes identifying discriminatory or extremist discussions among parents, family members, or staff.
Take prompt action when observing concerning behaviour.
Equip staff to identify children who may be vulnerable to radicalization and know the appropriate steps to take.
Conduct risk assessments to identify potential vulnerabilities in children. We work in partnership with local bodies such as the Police, Prevent Coordinators, and the Ealing Children’s Integrated Response Service (ECIRS to address and respond to any local risks.
Refer concerns about individuals who may be at risk of radicalization or extremism to the ECIRS.
Regularly assess staff training needs in this area and ensure all staff receive the necessary training.

Zero Tolerance Policy

We are committed to maintaining a zero-tolerance approach to all forms of abuse, whether physical or non-physical. Our staff have the right to perform their duties without fear of violence, abuse, or harassment. Mutual respect between staff and families is essential to providing high-quality services.

Aggressive behaviour of any kind will not be tolerated and could result in:

Immediate exclusion from the nursery
Police involvement in extreme cases
Retention of deposits if our Zero Tolerance Policy is contravened

The following behaviours are deemed unacceptable:

Verbal abuse, including swearing, insults, threats, or intimidation
Physical violence or assault, including threats toward staff, parents, or carers
Harassment, including racial or sexual harassment
Damage to or theft from nursery premises or property
Any other behaviour deemed inappropriate for the nursery environment

Health & Safety Policy and Procedures

We are committed to ensuring the safety and well-being of all children and adults at our nursery. To comply with health and safety legislation, including fire safety and hygiene regulations, we have implemented the following procedures:

Daily Checks: Before the children arrive, checks are carried out to ensure the nursery is safe. Outdoor areas are securely fenced, and daily garden inspections are completed.
Equipment and Resources: Large equipment is erected with care and checked daily to ensure children and adults can move freely and safely between activities. All materials used by the children, including paints and glues, are non-toxic. Maintenance checks on toys and equipment are conducted termly, and items are disinfected weekly or more frequently when required.
Sand and Play Safety: Sand is kept clean and safe for play, and children are provided with hats to minimize sand entering their hair or eyes.
Risk Assessments: Risk assessments are carried out regularly on children’s activities such as cooking, woodwork, and tool use. Each room is adequately ventilated, and electrical outlets are safely guarded.
Food Safety: All staff undergo Food Safety and Hygiene training. The kitchen remains off-limits to children, and no hazardous materials are stored in accessible areas.
Hot Drinks: Staff do not carry hot drinks around the rooms or place them where children can access them.
Inductions and Training: New staff receive thorough inductions, including health and safety training. Records of all staff training are kept secure.

Responsibilities

Owner/Director: The Owner or Director is responsible for overall health and safety within the nursery. Their duties include reviewing health and safety policies annually and ensuring sufficient funding is available to comply with these requirements.
Nursery Manager: Nursery Managers hold day-to-day responsibility for implementing health and safety procedures. In their absence, this responsibility falls to the Deputy Managers or Senior Early Years Practitioners. Their duties include:
- Conducting premises and garden risk assessments every term
- Overseeing regular equipment checks
- Reporting any health and safety concerns or accidents to relevant authorities
- Ensuring staff are properly trained and aware of risk assessments
Nursery Staff: All staff members must cooperate with the nursery’s health and safety guidelines. They are responsible for reporting hazards, undertaking regular training, and following risk assessment protocols.

We are committed to supporting the mental health and wellbeing of all staff. Workloads, breaks and training needs are monitored, and staff are encouraged to speak with the Manager or DSL if they require support.

Fire Safety Policy

Purpose

To ensure the safety and wellbeing of all children, staff, and visitors in the event of a fire or emergency. This policy outlines fire prevention practices, evacuation procedures, and responsibilities during an emergency.

Fire Marshals

At least two staff members will hold valid Fire Marshal training.
If children are using both levels of the building at the same time, there will always be one Fire Marshal present on each level.
A trained Fire Marshal oversees fire safety across the nursery.

Fire Equipment

Fire extinguishers are located at:
- The bottom of the stairs, left-hand corner
- By the bathroom, opposite the kitchen area
Smoke alarms are installed throughout the premises.
Fire safety equipment is checked regularly and maintained.

Fire Drills

Fire drills are conducted termly with all staff and children participating.
Drills include evacuating from both levels and outdoor areas.

Downstairs Area Use

The downstairs area is used only for adult-led activities.
It is available to children aged 3 and over, for a maximum of 20 minutes per session.
No more than 8 children are allowed downstairs at one time.
Headcounts are taken before and after each session.
Children are not permitted to use the downstairs staff room or bathrooms—these are for staff only.

Evacuation Procedure

Upon discovering a fire or hearing the alarm, evacuate immediately.
Collect:
- The register paper
- The evacuation bag (includes emergency contacts and medication)
Lead children to the assembly point.
A Fire Marshal on each level will check all areas before exiting.
Dial 999 and alert the fire service.
Staff may use a fire extinguisher only if safe to do so.

Children Outside

The Lead Practitioner will carry the nursery mobile phone.
The group will evacuate and meet at the assembly point.

Bomb Alert

Follow the same evacuation procedure as a fire.
If the building cannot be re-entered, proceed to the designated place of safety:

Polish Church on Windsor Road, opposite the assembly point.

Lockdown Policy and Procedure

A lockdown may be initiated when there is a perceived threat to the nursery, such as an unauthorized person on the premises or an environmental emergency. In these situations, staff will follow the lockdown signal, which consists of three short whistle blows.

Lockdown Procedures:

Staff will secure the premises. Children and staff are asked to promptly take all the children downstairs play area and lock the glass door.
Windows, doors, and other potential access points will be closed and locked.
The Manager will call 999 and provide details of the emergency.
If it is deemed safer to evacuate, staff will follow the fire evacuation procedures.
If there are children outside, the group will be called, informed of the situation, and asked to go to the place of safety.

Lockdown practices will be conducted periodically to ensure staff and children are familiar with the procedures.

In case of a lockdown being initiated while staff are inside the building, the following steps must be followed with urgency but without panic:

1. Secure Doors: Staff should secure the front door, ensuring they are locked. Blinds or curtains should be closed where applicable and appropriate. If possible, wedge doors to reinforce security. Turn off lights if necessary.

Collect Essentials: Collect the evacuation bag, register, and nursery mobile phone to ensure immediate access to necessary items.
Move to Safe Areas: Children will be moved to the safest internal area based on the nature of the incident, away from doors and windows where possible. Staff will follow guidance from emergency services if available.
Keep Calm: Instruct children to sit on the floor and remain calm. Staff should maintain a calm atmosphere to help reduce anxiety.
Supervise and Stay Out of Sight: Ensure that everyone remains out of sight, sitting quietly. Depending on the situation, it may be best for everyone to sit on the floor or under desks.
Head Count: Conduct an immediate head count to ensure everyone is present.
No Movement: No one is permitted to leave the room or safe area during the lockdown procedure under any circumstances.
Remain with Children: Staff should stay with the children at all times, providing reassurance and maintaining safety.
Return to Room (If Safe): If a staff member is out of the room at the time of the incident, they should attempt to return to the room if it is safe to do so.
Await All-Clear: Remain in lockdown until the all-clear signal is given, and the situation returns to normal.
Follow Emergency Services: The Manager and staff will fully comply with instructions from the emergency services and constantly reassure children during the incident.
Communications: Although mobile networks may be down during major incidents, the nursery will attempt to contact parents to provide updates on the situation. Efforts will be made to protect children from information or images that may alarm or distress them.
No Pick-Ups: Parents will not be allowed to pick up their children during the lockdown.
Move to Safety (If Outside): If children are outside, depending on the situation, staff should move them to the nearest secure building. In case of an intruder attack, consider an alternative escape route or place to hide or disperse.

If Lockdown Sounds While Away or In Transit to Nursery:

Proceed to the nearest secure building.
Notify authorities or the nursery via telephone or internet, providing the number of children and staff present.
Remain in lockdown until further notice is received.

Go In, Stay In, Tune In (Local Industrial Accidents):

In the event of industrial accidents, such as hazardous fumes from a factory fire, all doors and windows should be shut, and appliances like extractor fans turned off.
The emergency services or local authorities will issue the "all clear," and information may also be broadcast on local radio or television.
If necessary, the situation may require several hours or even an overnight stay, and children may need to remain in the nursery without food or blankets in extreme circumstances.

Internal Threat Response:

The person in charge will ensure the security of all personnel near the threatening situation, possibly removing staff and children to a place of safety and locking in.
Lock doors and use furniture to blockade if necessary. Close windows, blinds, and turn off lights.
Immediately sound the alarm and inform emergency services.
Conduct an immediate headcount and ensure that children remain out of sight, sitting quietly.
Remain in lockdown until the "all-clear" message is given.
Staff should not attempt to physically remove an unwanted visitor but will follow police instructions.

Risk Assessments:

Risk assessments are a critical part of implementing the Health and Safety policy. This involves:

Identifying Significant Hazards: Recognizing potential dangers.
Assessing Harm: Determining who might be harmed and how.
Assessing Likelihood: Evaluating the chances of harm occurring.
Recording Findings: Documenting the findings and communicating them to staff and parents.
Reviewing and Revising: Regularly reviewing and updating the risk assessments is the termly responsibility of the nursery manager.

Types of Risk Assessments Conducted:

Children’s Activities Risk Assessment
Indoor and Outdoor Environment Risk Assessments
Toys and Equipment Risk Assessments
Falls, Slips, and Trips Risk Assessment

Staff are trained in writing risk assessments and identifying hazards. When a risk occurs, staff must alert the Manager or the nominated Health and Safety Representative, who will document it and take appropriate action.

General risk assessments are completed termly, and all copies are stored in the Health and Safety folder located in the office.

Risk Assessments

The following specific risk assessments are carried out regularly to ensure safety within the nursery:

COSHH (Control of Substances Hazardous to Health)
Fire Safety Risk Assessment
Manual Handling Risk Assessment
Food Handling, High-Risk Food Preparation, and Cross-Contamination Risk Assessment
Outings Risk Assessments
Children’s and Staff Members’ Allergies/Dietary or Medical Requirements
DBS (Disclosure and Barring Service) Checks
Risk Assessments for Expectant Mothers
Risk Assessment Before Inviting Visitors
Risk Assessment of Maintenance Works Carried Out While Children Are on the Premises

Clinical Waste Disposal

Waste Management: Disposable nappies and materials used to handle bodily fluids (e.g., blood, urine) are placed in special plastic bags located in the nursery bathroom bins.
Collection: These bins are emptied and collected by a licensed contracted company responsible for disposing of clinical waste appropriately.

COSHH (Control of Substances Hazardous to Health)

Substances Used: Only household cleaners approved by the Environmental Health Department are used in the nursery.
Safety Instructions: Staff must follow instructions on product labels, and Safety Data Information Sheets are kept in the COSHH folder in the office.
Industrial Products: Any industrial-strength products used by contracted cleaners are stored in a locked cupboard, out of children's reach.

First Aid

Staff Training: At least one trained in Paediatric First Aider is always present on site.
First Aid Boxes: These are located in each room, and the garden containing appropriate content for children, and their content checked monthly by the nursery manager.
Health Needs Discussions: Staff regularly discuss children's health needs, such as asthma, and emergency care plans are made visible.
Emergency Response: If a child requires emergency care, appropriate staff will provide first aid or call emergency services.

Incident/Accident Procedure

Comfort and First Aid: Administer first aid and comfort the child, following any existing emergency care plans.
Assessment by First Aider: If the injury is minor, a qualified First Aider will treat it. For serious injuries, emergency services will be called.
Contact Parents: The manager will contact the child’s parents or emergency contacts if necessary. If the accident is serious and contacts cannot be reached, a staff member will accompany the child to the hospital and stay until their parents arrive.
Incident Report: Complete an accident report, acknowledged by parents on the Famly app.
OFSTED Notification: For serious accidents requiring medical treatment, the manager will inform OFSTED and may file a RIDDOR report. The insurance company may also need to be informed.
Head Injuries: Any head injury, no matter how minor, must be reported to parents immediately. The child will be monitored for an hour after the injury and a monitoring form will be completed. If signs of brain injury appear, emergency services will be called.

Parents’ Responsibilities for Injuries Outside the Nursery

Accident Disclosure: Parents must inform the nursery of any injury their child received outside the nursery, regardless of its severity.
Incidents/Accidents from Home Form: Parents will tell the practitioners about any injuries from home. The practitioner will complete the form on Famly and the parents will need to acknowledge the form on the Famly app. Unexplained injuries in places where children don’t usually get hurt accidentally will be noted on the Famly app and reported to the safeguarding authority if deemed suspicious.

Administration of Medication

Prescribed Medication: Only medications prescribed by a registered doctor, dentist, pharmacist, or nurse can be administered. Calpol may be given if a child’s temperature exceeds 38°C, provided parents have granted permission.
Parental Permission: Verbal permission over the phone will be sought from parents to administer Calpol when a child falls ill during their nursery day. All medicines must be labeled with the child’s name and instructions in English.
Medication Form: Parents must complete this form daily for any medication to be administered during nursery hours.

Nursery Responsibilities for Medication Administration

Manager’s Role: The manager ensures all permission forms are signed and that parents understand the nursery’s procedures for administering medication.
Daily Medication Form: This form must include details of the medication, dosage, time given, and signatures from staff and parents.

Medication Administration Guidelines

Cross-Check Process: Before administering any medication, two staff members must be present to ensure the correct dosage is given. The most senior member of staff will administer the medicine, and both the administrator and the second witness must complete the medication form on the Famly app.
Parental Notification: After the last administration of the medication for the day, the medication form will be sent to parents for their acknowledge on the Famlly app, at pick-up time practitioners will confirm they’ve been notified.
Secure Storage: Parents must hand the medication directly to a staff member so that it can be securely stored out of children’s reach and at the recommended temperature (e.g., in the fridge).
Dosage Restrictions: The nursery will only administer the dosage recommended on the medication label unless otherwise prescribed by a registered medical professional.
Medication Labeling: The nursery will not administer medication that is labeled for someone else or past its expiration date.

Accepting Sick Children into Care

Nursery Illness Policy: Children who are not well enough to participate in regular nursery activities, including outdoor play, will not be accepted into care. This is to ensure the health and safety of all children and staff.
Parental Notification: If a child is unwell, parents are required to call the nursery by 10 AM to notify staff, allowing them to take necessary precautions and inform other parents if needed.
Sensitive Care for Sick Children: If a child becomes unwell during the day, they will be sensitively cared for by a staff member, away from the other children, until their parents can collect them.
Parental Responsibility: It is the parent's responsibility to keep a sick child at home, regardless of whether the child wants to attend nursery.
Chronic Illness Support: The nursery works closely with parents and medical professionals to support children with chronic illnesses.

Head Lice

Notification and Treatment: If a child is found to have head lice, parents will be notified as soon as possible and provided with advice on treatment. The child may return to nursery after treatment is completed.
Confidentiality: All parents will be notified of the situation to prevent the spread of lice, while maintaining confidentiality for the affected child.

Calpol Administration Guidelines

Parental Permission: At the time of enrolment, parents must sign a permission form allowing staff to administer Calpol if their child’s temperature exceeds 38°C.
Prior Use Requirement: Calpol will not be administered if the child has never had it before, to avoid allergic reactions.
Verbal Permission for Recent Attendance: If the child has been in nursery for less than four hours, staff must obtain verbal permission from parents before administering Calpol, even if written permission was granted earlier.
Parental Notification: Parents will be informed immediately when Calpol is administered. Calpol will only be administered once, and if the child’s temperature does not reduce within 30 minutes, parents will be asked to collect the child.
Emergency Contact: If parents cannot be reached, the emergency contacts will be called.
Monitoring: Staff will complete a medication form after each administration of Calpol and monitor the child’s symptoms every 15 minutes using a ‘symptoms form.’ In cases of worsening symptoms, an ambulance will be called.
Exclusion Period for Recurrent Fevers: Children who develop a temperature of 38°C or higher must be kept at home for at least 24 hours after the fever subsides.
Teething Exclusion: Calpol will not be administered for teething purposes.

Fever Policy:

· If a child’s temperature reaches 38°C or higher, parents will be contacted immediately and asked to collect their child as soon as possible.

· The child will be monitored closely by staff until collected, and kept comfortable away from other children.

· Calpol may be administered once to reduce temperature while waiting for collection, provided parental consent has been given.

· If the child’s temperature does not reduce or other concerning symptoms appear, emergency services will be contacted.

Piriton Administration Guidelines

Allergy Care: Piriton can be administered for allergies (e.g., rashes, swelling) if it is part of the child's care plan and parents have provided the medication in advance.
Hay Fever Treatment: Piriton may also be administered for hay fever, with the medication provided by the nursery. The medication form will need to be completed at drop-off.

Antibiotics Administration Guidelines

First 24 Hours: Children on antibiotics can return to nursery 24 hours after their first dose, provided they are well enough to participate in normal activities.
Continuing Care: Staff will continue administering antibiotics for the prescribed duration, following nursery medication guidelines.

Illness Exclusion Periods

Stomach Upsets: Children must remain symptom-free and eating normally for 48 hours before returning to nursery.
Conjunctivitis: Children may return after 24 hours of treatment, provided the discharge from their eyes has subsided.
Croup: Children with croup are contagious for three days after symptoms begin or until they are fever-free without fever-reducing medication for 24 hours. They must remain home until these conditions are met.

Infectious Conditions in the Nursery

To ensure the health and safety of children and staff, it is crucial to manage infectious conditions properly. The following procedures should be followed:

1. Isolating the Child: If a child is suspected to have an infectious condition, they must be isolated from other children, while ensuring they remain comfortable. A staff member will supervise the child until the parents arrive.

2. Contacting Parents: The parents or emergency contacts must be informed about the child's condition and asked to pick the child up within 30 minutes.

3. Cleaning and Disinfection: All bedding, toys, and eating utensils that came into contact with the child should be separated and disinfected accordingly.

Notifiable Diseases

If the nursery suspects that a child is suffering from a notifiable disease, as defined by the Public Health (Infection Diseases) Regulations 1988, the following steps are required:

Informing Ofsted: The nursery must inform Ofsted and Public Health England immediately.
Follow Guidance: Act upon advice given by Public Health England, documenting all steps taken to address the situation.

List of Notifiable Diseases:

Acute encephalitis
Acute meningitis
Acute poliomyelitis
Acute infectious hepatitis
Anthrax
Botulism
Brucellosis
Cholera
Diphtheria
Enteric fever (typhoid or paratyphoid fever)
Food poisoning
Haemolytic uremic syndrome (HUS)
Infectious bloody diarrhoea
Invasive group A streptococcal disease and scarlet fever
Legionnaires’ Disease
Leprosy
Malaria
Measles
Meningococcal septicaemia
Mumps
Plague
Rabies
Rubella
SARS
Smallpox
Tetanus
Tuberculosis
Typhus
Viral haemorrhagic fever (VHF)
Whooping cough
Yellow fever

Food Hygiene Policy

The nursery follows strict food hygiene standards as outlined by the Food Standards Agency (2020) in its "Safer Food, Better Business" guidance, focusing on Hazard Analysis and Critical Control Point (HACCP) principles.

Procedures:

1. Staff Training: The nursery director and staff involved in food preparation must hold valid food safety certificates and are trained in food hygiene.

2. Food Handling and Storage:

Food is stored at the appropriate temperatures and checked regularly to ensure it is in date and not subject to contamination.
Food preparation areas are cleaned before and after use.
Daily checks on fridge and freezer temperatures are conducted.
Waste food is disposed of daily, and all utensils and crockery are thoroughly cleaned and stored appropriately.

3. Access:

Children do not have access to the kitchen.
When children participate in cooking activities, they are supervised, educated about hygiene rules, and kept away from hot surfaces or equipment.

4. Safe Food Preparation: Staff responsible for food preparation regularly check kitchen standards using approved templates to maintain hygiene.

Reporting of Food Poisoning:

· Suspected Food Poisoning: If children or adults are diagnosed with food poisoning and the nursery is suspected to be the source, the Environmental Health Department must be notified.

· Outbreak: If two or more children are affected, Ofsted must be informed as soon as possible, and no later than 14 days after the incident.

General Hygiene and Cleaning Procedures

1. Cleaning Bodily Fluids:

Spills of blood, vomit, or excrement must be cleaned immediately using disposable gloves. All contaminated materials should be placed in a plastic bag and disposed of in the nappy bin.
Contaminated fabrics are either sent home or washed at 60°C in the washing machine.

2. General Hygiene:

Spare clothing is available in case of accidents, and soiled garments are placed in polythene bags.
Table surfaces and highchair tables are cleaned with anti-bacterial spray before food is served.
All surfaces are cleaned twice daily or as needed using appropriate cleaners.

Hygiene and Cleaning Procedures

· Color-Coded Cloths: Different colored cloths are used to clean the kitchen, playroom, and toilet areas to avoid cross-contamination.

· Proper Waste Disposal: Staff ensure that waste is properly disposed of in bins with lids, which are kept out of reach of children. Hands must be washed after handling the bins.

· Fruit and Vegetable Washing: All fruits and vegetables are thoroughly washed before consumption.

· Nappy Changing: The nappy changing procedure is always followed strictly.

· Bedding: Each child has their own bedding, which is washed weekly or more often if needed. Bedding is never shared.

· Handwashing: Children are encouraged to wash their hands after using the toilet, before meals, and after messy or outdoor play activities.

· Coughing and Sneezing Etiquette: Children are taught to cover their mouth when sneezing or coughing, and the importance of this is explained to them.

Food and Nutrition Policy

To provide a balanced diet and promote healthy eating, the nursery follows a structured food and nutrition policy.

· Menu Planning: Menus are planned on a four-week cycle, ensuring a varied diet for the children, including fruit platters and vegetables daily.

· Dental Health: Food and drink choices limit damage to children's dental health. Drinking water is available at all times.

· Special Dietary Requirements: The nursery caters to medical and religious dietary needs. If a child has a food allergy or intolerance, parents will be asked to provide a GP or dietician letter. There is a 6-week grace period for medical documentation. Parents may be asked to provide food for their child if necessary.

· Vegan/Vegetarian Diets: Parents of vegan children are encouraged to consult The Vegetarian Society or Vegan Society to ensure the diet is nutritionally balanced.

· Meal Timing: Meals are provided at intervals not exceeding three hours to ensure children eat regularly.

· Sunlight Exposure: Children are encouraged to play outdoors daily to aid vitamin D production through exposure to sunlight.

Mealtime Regulations

· Social Interaction: Mealtimes are structured to promote pleasant social interactions, with practitioners sitting with children to model good behavior.

· Encouraging Independence: Children aged 2-5 are encouraged to serve themselves, fostering independence. Older children are also involved in setting and clearing tables.

· Respect for Eating Preferences: If a child refuses food after gentle encouragement, it will be removed without judgment, as the nursery emphasizes a positive approach to eating.

· Special Occasions: For special occasions like birthdays, parents can bring small, nut-free cakes, with a small portion served to children. Substitutions are offered for those with dietary restrictions.

Supporting Children with Teething

Teething, typically occurring between 6-24 months, is managed using the following strategies:

· Teething Rings: Frozen/cold teething rings made of hard rubber are provided, and sterilized between uses.

· Drool Management: Extra drool is wiped regularly to prevent rashes.

· Teething Gels: Teething gels are used only with prior written parental permission.

· No Jewelry Rule: Amber bracelets or anklets, hidden under clothes, may be considered on a case-by-case basis.

Illness and Food Safety During the Day:

· Children who are unwell, particularly those with a temperature of 38°C or above, will not participate in meals or snacks and parents will be contacted to collect their child immediately.

· Children with contagious conditions (vomiting, diarrhea, notifiable diseases) will be isolated from other children during meal and sleep times until collected.

· Staff handling food or assisting unwell children will follow strict handwashing and hygiene procedures before resuming food preparation duties.

· Any surfaces, utensils, or bedding exposed to an unwell child will be thoroughly disinfected before reuse.

Transporting Breast Milk - NHS Guidelines

When transporting breast milk to the nursery, parents should adhere to the following NHS guidelines to ensure the milk remains safe for their baby:

· Cooler Bags: Breast milk should be transported in a cooler bag with ice packs to keep it cold during transit.

· Temperature: Expressed breast milk (EBM) should be kept at a temperature of 4°C or lower during transport.

· Storage Upon Arrival: Upon arrival at the nursery, the milk will be stored in a dedicated fridge at 4°C or lower. It can remain in the fridge for up to 5 days from the date of expression, or it can be frozen for up to 6 months if provided in a frozen state.

· Labelling: All containers must be clearly labelled with the child's name, the date and time the milk was expressed, and whether it is fresh or previously frozen.

· Heating Breast Milk: Breast milk will be warmed in a container of clean, warm water. It will never be heated in a microwave to prevent the formation of hot spots that could harm the baby.

Formula Milk - Nursery Policy

The nursery follows strict guidelines regarding formula milk:

· Preparation at Nursery: Formula milk must be prepared on-site by the nursery staff following NHS guidelines, ensuring it is made under hygienic conditions and at the correct temperature to prevent contamination and bacterial growth.

· No Pre-prepared Formula: Formula milk that is not prepared at the nursery will not be given to babies, as pre-prepared formula can spoil quickly, especially if not stored and transported under optimal conditions.

· Labelling: Parents must provide unopened formula powder and clear instructions on the required amount, which will be mixed with fresh, boiled water that has been cooled for no more than 30 minutes (above 70°C) at the nursery.

Procedures for Sleep Time

The nursery prioritizes creating a safe and comforting sleep environment for children, aligning with best practices for infant sleep.

· Sleep Routines: The nursery gathers information from parents about their child’s sleep routines to maintain familiarity and comfort.

· Safe Sleep Practices:

Babies are placed on their backs (supine position) to sleep, following guidelines from The Lullaby Trust to reduce the risk of Sudden Infant Death Syndrome (SIDS).
Bedding is free of loose, soft, or bulky materials to ensure safety.
Sleep areas are kept at a comfortable temperature (16-20°C) and located in quiet, minimally distracting spaces.

· Personal Bedding: Each child has their own numbered bedding set (blankets, sheets, and pillows for older children). Bedding is washed weekly or more frequently if needed, especially after illnesses or contamination.

· Dummies: Parents may request dummies for younger children, but they are encouraged to phase them out between 6-12 months to avoid long-term dependency.

· Monitoring: Sleeping children are checked by staff every 10 minutes to ensure they are safe and comfortable.

· Self-Settling: The nursery works closely with parents to encourage "self-settling"—helping children learn to fall asleep independently without external aids like rocking or feeding.

· Parental Preferences for Sleep Duration: If parents request limits on their child’s sleep duration, staff will try to accommodate, although it may not always be possible.

Procedures for Intimate Care

The following procedures ensure that all intimate care tasks, such as nappy changing, are conducted in a manner that respects children's dignity and privacy, in line with the guidelines provided by the Health Protection Agency:

· Designated Area: Nappies must be changed in a designated area, separate from any play spaces or areas where food and drink are prepared or consumed.

· Handwashing Facilities: Staff have access to handwashing facilities within the nappy changing area, which includes a hand basin, liquid soap, paper towels, and a foot-operated bin or automatically closing bin for safe disposal of waste.

· Personalised Care Products: Nappy creams, lotions, or similar products must be clearly labelled with the child's name and must not be shared between children to prevent cross-contamination.

· Protective Clothing: Staff should wear non-latex gloves and a disposable plastic apron to protect their clothing from contamination. These gloves must be changed after each child.

· Hygiene of Equipment: Nappy changing mats must be cleaned with antibacterial spray after each use. Potties should be cleaned and stored upside down after use.

· Soap Usage: Liquid soap is always used as bars of soap can become easily contaminated.

Procedures for Outings

Outings are an integral part of the nursery programme, providing valuable learning opportunities for children. The following procedures ensure the safety and enjoyment of outings:

Planning an Outing

· A designated member of staff is responsible for planning and overseeing each outing, ensuring all health and safety procedures are followed.

· Outing plans must consider all necessary factors, such as risk assessments, transport arrangements, tickets, food, toileting facilities, and other logistical details.

· Emergency Backpack: A backpack containing first aid equipment, any necessary medication (with instructions), water, nappies, gloves, sun cream (for warm weather), emergency phone numbers, and a nursery mobile phone must be taken on every outing.

· Staff Involvement: At least one staff member is responsible for administering any medication if needed during the outing. The manager will be present during large outings to oversee operations.

· Risk Assessment and Ratios: A thorough risk assessment will determine the required adult-to-child ratio, typically 1:2 or 1:3 depending on the nature of the outing. At least one first aider must be present.

· Consent: Parents sign a consent form during enrolment for spontaneous local outings (e.g., parks). Separate consent forms are required for planned or distant trips, with parents being informed in advance.

Transport and Safety

· The nursery will use suitable forms of transport such as walking or public transport but will avoid private cars. When using coaches, staff ensure that seatbelts are fitted and that drivers have the necessary checks (e.g., DBS, insurance).

· Children must wear high-visibility vests for distant outings with a label displaying the nursery's contact details (but not the child's name).

Lost Child Procedures

· Regular headcounts will be conducted throughout the trip to ensure all children are accounted for.

· If a child is found to be missing, two staff members will search the area while staying in contact. After 15 minutes, the police and the child's parents will be contacted if the child is not found.

Pets on the Nursery Premises

The nursery allows pets under certain conditions, ensuring the safety and wellbeing of both children and animals:

· A thorough risk assessment is carried out for each animal.

· Pets must be free from disease and regularly checked by a veterinarian.

· Animals must be cared for humanely, with clean housing, food, and water provided.

· Children are supervised at all times when interacting with animals, and they are encouraged to be gentle and respectful.

Learning and Development Policy and Procedures

The nursery follows the Early Years Foundation Stage (EYFS) 2024 framework, which underpins all aspects of learning and development. The core principles that guide our practice include:

A Unique Child + Positive Relationships + Enabling Environments = Learning and Development

A Unique Child

Every child is recognized as an individual who is constantly learning and can be resilient, capable, confident, and self-assured. Nursery practitioners and staff members work to:

Observe and understand each child’s development and learning, assess progress, and plan next steps.
Support babies and children in developing a positive sense of their own identity and culture.
Identify any additional support needs.
Ensure children’s safety.
Value and respect all children and families equally.

Positive Relationships

Children learn best when they are nurtured in strong, positive relationships. These relationships are:

Warm and loving, fostering a sense of belonging.
Sensitive and responsive to each child's individual needs, feelings, and interests.
Supportive of children’s independence and efforts.
Consistent in setting clear boundaries.
Stimulating and encouraging learning.
Based on the Key Person model, where each child builds a special bond with a specific staff member.

Enabling Environments

Children thrive in enabling environments that promote learning, with support from responsive adults. These environments:

Offer stimulating spaces and resources, both indoors and outdoors, which reflect the diverse cultures and communities of the children.
Provide rich learning opportunities through play and playful teaching.
Encourage children to take risks and explore in a safe and supportive setting.

Learning and Development

Children learn and develop at different rates and in various ways. The EYFS framework supports the care and education of all children, including those with special educational needs and disabilities (SEND). Practitioners support children’s learning by providing challenging and playful opportunities across both the Prime and Specific areas of learning. The nursery also encourages the development of the Characteristics of Effective Learning:

Playing and Exploring
Active Learning
Creating and Thinking Critically

Prime Areas of Learning:

Personal, Social, and Emotional Development
Communication and Language
Physical Development

Specific Areas of Learning:

Literacy
Mathematics
Understanding the World
Expressive Arts and Design

Parent Partnership

We recognize that strong partnerships between parents, carers, and practitioners have a positive impact on children’s learning and development. The nursery strives to create a welcoming and cooperative environment where parents are involved in every aspect of their child's care and education.

Aims of Parent Partnership:

Maintain ongoing, open dialogue with parents and carers.
Inform parents about how the setting operates, its policies, and procedures through written information, our website, and informal communications.
Provide regular updates about their child's progress, holding parents' evenings twice a year.
Involve parents in record-keeping regarding their child’s development, ensuring they have access to records either through hard copies or the Famly system.
Encourage parents to contribute their time, skills, knowledge, and interests to activities within the nursery.
Inform parents about conferences, workshops, and training relevant to early childhood development.
Schedule meetings at convenient times to accommodate all parents and avoid excluding anyone.
Provide support and information to parents with basic skills or those for whom English is an additional language.
Hold meetings in accessible venues and welcome contributions and suggestions from all parents.
Provide opportunities for parents to learn about the curriculum offered and how to support their child’s learning at home.

Refusal of Nursery Place

Parents may be refused a place for their child if:

They are abusive towards other children, parents, or nursery staff.
They are unwilling to cooperate with staff and management, negatively affecting the nursery’s supportive environment.
Their child’s behaviour is severely disruptive and jeopardizes the safety of other children.

Any serious concerns will be addressed immediately with a formal written response sent to the parents.

Key Person Policy

We recognize that strong, trusting relationships are essential for children’s emotional and personal growth. A consistent, caring adult – the key person – helps children feel secure by understanding their emotions, learning styles, and needs, much like a parent.

Assigning a Key Person

Each child is given a dedicated key person once all necessary registration paperwork and fees are completed. On the first day, this key person will be introduced to both the child and their parents. Working with the nursery team, the key person ensures the child’s well-being and serves as the main contact between home and nursery.

Key Person Responsibilities:

Understanding the child’s individual learning style, preferences, and emotional needs.
Helping the child adjust to the nursery environment by introducing them to other children and engaging them in activities that interest them.
Offering extra support during the initial weeks to help the child feel more comfortable.
Regularly communicating with parents about their child’s day-to-day progress, including activities, meals, and sleep, and encouraging parental involvement in nursery activities.
Tailoring activities to meet the child’s specific needs through personalized learning plans and observations. Keeping parents informed of the child's development and gathering their feedback.
Collaborate with parents and external professionals (e.g., SENCO, speech therapists) when additional support is required.
Ensuring that all information shared is kept confidential.

Practitioner’s Role

Practitioners are key to creating an engaging and safe environment for children, ensuring that both indoor and outdoor areas are used to foster learning and development.

Treat indoor and outdoor areas as one cohesive learning space, planning for both.
Ensure children have daily access to the garden from, all year round.
Set up and pack away equipment, encouraging children to help. Store items in clearly labeled, accessible areas to promote independence.
Prioritize children’s safety by performing a garden safety check before they go outside.
Provide a variety of natural materials to enrich the learning experience.
Support children in gaining confidence by encouraging them to take on new challenges.
Lead by example by wearing appropriate clothing, using sun protection, and practicing good hygiene.
Engage enthusiastically in all outdoor activities, regardless of the weather.
Offer a wide range of stimulating and safe activities that are regularly refreshed to maintain children’s interest.
Observe children's play and develop new, exciting activities based on their evolving interests.
Conduct daily garden checks and risk assessments to maintain a secure and hazard-free play area.
Ensure outdoor spaces offer diverse learning opportunities, from exploring nature and problem-solving to imaginative play and creative expression. Activities should go beyond physical play and include painting, gardening, sand and water play, pretend play, and early writing.
Stay engaged and ensure all children benefit from a balanced mix of indoor and outdoor learning opportunities.
Observe, assess, and record children’s learning outdoors to support their progress.
Teach children to respect and care for nature and living things in their environment.
Instill a sense of curiosity about the world around them.
Guide children in using tools safely and adhering to nursery rules.
Provide plenty of opportunities for children to enjoy the outdoors, relax, and have fun!

Staff Supervision and Deployment

Each day, staff members are assigned to specific areas within the nursery.
The correct adult-to-child ratios must be maintained at all times. If a staff member feels the ratio has been exceeded, they should immediately request assistance.
Staff must always be aware of how many children are in their designated area.
Staff should remain alert to the number of children within their immediate area and adjacent spaces.
The bathroom entrance should always be visible to a supervising adult, even for children who are independent in using the restroom.

CCTV Policy

At our nursery, we use Closed Circuit Television (CCTV) to enhance the safety and security of children, staff, and visitors. This policy outlines how the CCTV system is used, the areas covered, and the procedures for managing and storing footage.

Purpose of CCTV

The purpose of our CCTV system is to:

Ensure the safety and security of children, staff, and visitors.
Monitor activities to safeguard against accidents, misconduct, or potential incidents.
Protect nursery property from theft or damage.

Areas Covered by CCTV

CCTV cameras are installed in the following areas:

Dinning room
Toddler room
Pre-school room
Kitchen
Staff room area
Storage area
Entrance
Garden

CCTV cameras are positioned in such a way as to respect privacy and ensure that they are only used for legitimate safety and security purposes.

CCTV Recording and Storage

The CCTV system is equipped with a hard drive DVR for recording footage.
The DVR is password protected and can only be accessed by the Director to ensure the confidentiality and security of the footage.
Footage is recorded 24 hours a day and retained for a period of 20 days.
After 20 days, the recordings are automatically cleared unless an incident requires the footage to be reviewed or preserved.

Access to CCTV Footage

Access to recorded footage is strictly limited to the Director.
In the event of an incident or concern, footage may be reviewed by the Director and shared with relevant authorities (e.g., law enforcement) if necessary.
Parents or staff requesting to view footage must have a legitimate reason and permission from the Director, keeping in mind the privacy and confidentiality of all individuals captured in the recordings.

Data Protection

Our use of CCTV complies with the General Data Protection Regulation (GDPR) and relevant data protection laws. We ensure that:

All recorded footage is handled responsibly, respecting the privacy rights of individuals.
Footage is not shared externally unless legally required to do so.
The system is regularly maintained to ensure effective operation and compliance with privacy standards.

Complaints

If any staff member, parent, or visitor has concerns regarding the use of CCTV, they may raise their concerns with the Director, who will investigate and address the matter in line with our Complaints Policy.

Confidentiality Policy

We have record record-keepings in place that meet legal requirements; the means we use to store and share that information take place within the framework of the General Data Protection Regulations (GDPR) (2018) and the Human Rights Act (1998).

This policy and the procedure should be read alongside our Privacy Notice, Confidentiality and Client Access to Records Policy and our Information Sharing Policy.

If a child attends another setting, we will aim to establish a regular two-way flow of appropriate information with parents and other providers. Where appropriate, we will incorporate comments from other providers and parents and/or carers into the child’s records.

We keep two kinds of records of children attending our setting:

Developmental records

•These include observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports.

•These are kept on the Famly app and only authorized family members and staff can access the child’s profile. All mobile phone and tablet devices are kept in a locked cabinet overnight.

Personal records

These may include the following (as applicable):

•Personal details – including the child’s registration form and any consent forms. The Famly profile can be edited and updates as required by the nursery staff or parents e.g. emergency contact details, holiday dates or dietary requirements.

•Contractual matters – including a copy of the signed registration form, the child’s days and times of attendance, a record of the child’s fees, any fee reminders or records of disputes about fees.

•Child’s development, health and well-being – including a summary only of the child’s EYFS profile report, a record of discussions about every day matters about the child’s development health and well-being with the parent.

•Early Support – including any additional focussed intervention provided by our setting (e.g. support for behaviour, language or development that needs an Individual Education Plan) and records of any meetings held.

•Welfare and child protection concerns – including records of all welfare and child protection concerns, and our resulting action, meetings and telephone conversations about the child, Education, health and care plans and any information regarding a Looked After Child.

•Correspondence and Reports – including a copy of the child’s 2 Year Old Progress Check (as applicable), all letters and emails to and from other agencies and any confidential reports from other agencies.

•These confidential records are stored in a lockable cabinet, which is always locked when not in use and which management keeps secure online or in the office or other suitably safe place. When children leave the setting, these records are scanned and are kept electronically for a certain time period.

•We read any correspondence in relation to a child, note any actions and file it immediately

•We ensure that access to children’s files is restricted to those authorised to see them and make entries in them, this being our manager, or designated person for child protection, the child’s key person, or other staff as authorised by our manager.

•We may be required to hand children’s personal files to Ofsted as part of an inspection or investigation process; or to local authority members of staff conducting an S11 audit, as long as authorisation is seen. We ensure that children’s personal files are not handed over to anyone else to look at unless permission is given in writing

•Parents have access, in accordance with our Privacy Notice, Client Access to Records Policy, to the files and records of their own children, but do not have access to information about any other child.

•Our staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child's needs. Our staff induction programme includes an awareness of the importance of confidentiality in the role of the key person.

•We retain children’s records for a period of time in line with statutory retention periods. Please see “Retention Periods for Records” for details of retention periods. These are kept in a secure place.

Archiving children’s files

•When a child leaves our setting, all personal records are scanned and are kept electronically in line with the General Data Protection Regulation (GDPR) in a secure location for a certain period of time (see…)

•We store financial information according to our finance procedures.

Other records

•We keep a daily record of the names of the children we are caring for, their hours of attendance and the names of their key person.

•Students on recognised qualifications and training, when they are observing in the setting, are advised of our Confidentiality and Client Access to Records Policy and are required to respect it.

We keep records and documentation for the purpose of maintaining our business. These include:

•Records pertaining to our registration.

•Landlord/lease documents and other contractual documentation pertaining to amenities, services and goods.

•Financial records pertaining to income and expenditure.

•Risk assessments.

•Employment records of our staff including name, home address and telephone number.

We consider our records as confidential based on the sensitivity of information, such as with employment records. These confidential records are maintained with regard to the General Data Protection Regulations (2018), further details are given in our Privacy Notice and the Human Rights Act (1998).

This policy and procedure should be read alongside our Privacy Notice, Confidentiality and Client Access to Records Policy and Information Sharing Policy.

•All records are the responsibility of our management team who ensure they are kept securely.

•All our records are kept in an orderly way in files and filing is kept up-to-date.

•Our financial records are kept up-to-date for audit purposes.

•We maintain health and safety records; these include risk assessments, details of checks or inspections and guidance etc.

•Our Ofsted registration certificate is displayed.

•Our Public Liability insurance certificate is displayed.

•All our employment and staff records are kept securely and confidentially.

We notify Ofsted of any:

• change in the address of our premises;

•change to our premises which may affect the space available to us or the quality of childcare

We provide;

•change to the name and address of our registered provider

•change to the person managing our provision

•significant event which is likely to affect our suitability to look after children; or

•other event as detailed in the Statutory Framework for the Early Years Foundation Stage (DfE 2024).

•Changes to the opening hours.

Transfer of records to school

We recognise that children sometimes move to another early years setting before they go on to school, although many will leave our setting to enter a nursery or reception class.

We prepare children for these transitions and involve parents and the receiving setting or school in this process. We prepare records about a child’s development and learning in the Early Years Foundation Stage in our setting; to enable smooth transitions, we might share appropriate information with the receiving setting or school at transfer with parental permission.

Confidential records may be shared where there have been child protection concerns according to the process required by our Children’s Local Safeguarding Partnership.

The procedure guides this process and determines what information we can and cannot share with a receiving school or setting. Prior to transferring information, we will establish the lawful basis for doing so (see our Privacy Notice).

Transfer of development records for a child moving to another early years setting or school

•Using the Birth to Five Matters (Early Education 2021) guidance and our assessment of children's development and learning, the key person will prepare a summary of achievements in the seven areas of learning and development.

The record refers to:

– Any additional language spoken by the child and his or her general progress in language and communication;

– Any additional needs that have been identified or addressed by our setting;

– Any special needs or disability, whether anything was raised in respect of special needs or disability, whether any developmental plans are in place /Education, health and care plan (EHCP)

For transfer to school, we may share information regards children’s starting points and developmental records, with parental permission.

Transfer of confidential information

•The receiving school or setting will need to have a record of any safeguarding or child protection concerns that were raised in our setting and what was done about them.

•We will make a summary of the concerns to send to the receiving setting or school, along with the date of the last professional meeting or case conference.

•Anything to do either with an Early Help Assessment and Plan (EHAP - for Ealing) referral ‘below-the-threshold-of-abuse’ can only be shared with the permission of parents.

•Where there has been an investigation regarding a child protection concern, we will pass the name and contact details of the EHH / EHAP on to the receiving setting or school – regardless of the outcome of the investigation.

•We post (by secure method) or take the information to the school or setting, ensuring it is addressed to the setting or school’s designated person for child protection and marked as 'private and confidential’.

•We do not pass any other documentation from the child's personal file to the receiving setting or school.

Confidentiality and client access to records

‘Share with informed consent where appropriate and, where possible, respect the wishes of those who do not consent to share confidential information. You may still share information without consent if, in your judgement, there is good reason to do so, such as where safety may be at risk. You will need to base your judgement on the facts of the case.’

In our setting, staff and managers can be said to have a ‘confidential relationship’ with families. It is our intention to respect the privacy of children and their parents and carers, while ensuring that they access high quality early years care and education in our setting. We aim to ensure that all parents and carers can share their information in the confidence that it will only be used to enhance the welfare of their children. We have record keeping systems in place that meet legal requirements; the means that; we use to store and share that information takes place within the framework of the General Data Protection Regulations (2018) and the Human Rights Act (1998).

Confidentiality Procedures
At our setting, we deeply respect the privacy of our families and understand the importance of maintaining confidentiality. Most of the information shared between you, your child, and our setting remains private within our care. In exceptional circumstances, such as safeguarding concerns, we may need to share information with other professionals, including social services or the police, always following our Information Sharing Policy.

We ensure that any information shared with other agencies is handled carefully and appropriately.
Before sharing any sensitive information, we will always check with you to confirm whether you consider it confidential.
While some parents may choose to share information with other parents or staff members, we cannot be responsible for information shared outside of our staff team.
In situations like parent discussion groups or training, a shared agreement is often in place to ensure confidentiality within the group. However, we cannot control or be responsible if this confidentiality is broken by another participant.
If we need to record any confidential information beyond what we typically collect, such as details of injuries, concerns, or significant changes involving your child or family, we will always inform you. This also applies to any discussions regarding sensitive matters or communication with external agencies.
We take great care in securely storing all records, as outlined in our

Children's Records Policy and Privacy Notice.

Our staff may use computers for certain tasks like typing reports or letters, with each team member having a separate login to ensure confidentiality. Sensitive information is only accessible to managers or staff members directly involved with your child.
We only share general updates about children’s progress among our team in staff meetings. Any sensitive information is restricted to the manager and key person, shared on a need-to-know basis only.
We do not discuss your child with staff members not involved in their care, other parents, or individuals outside the setting.
If we need to speak with external professionals, these conversations happen within a professional framework and not informally.
Should third parties share information about your family or child with us, we will confirm whether this information is confidential and ensure it is handled accordingly.

Client Access to Records Procedures
We believe that as parents, you have a right to access any confidential records we hold about your child or family. Here’s how you can do so:

If your child is too young to give informed consent, you (as the parent) have the right to request access to their file.
Requests to view your child’s file must be made in writing to the manager or setting leader.
We will acknowledge your request in writing and work to arrange a convenient time for you to view the file within 40 working days.
While we strive to make this process smooth and accessible, a fee may apply for repeated requests or if fulfilling the request requires significant administrative work.
Before sharing any files, we may seek legal advice to ensure everything is handled appropriately.
Our manager carefully reviews your child’s file to ensure all documents are correctly organized and that no third-party information is included without consent.
If any third-party information is present, such as details about other family members or professionals, we will seek their consent before sharing that information with you.
Once we have obtained the necessary consents, we will prepare a “clean copy” of the file, ensuring any sensitive information that cannot be shared is removed or redacted.
The “clean copy” is then reviewed and shared with you during an appointment where our manager will walk you through the file, answering any questions you may have. Only parents with parental responsibility (or their legal representative) can attend this meeting.
You are welcome to take a copy of the file, but we will always review it with you first to ensure it is understood in full.
We are committed to transparency, and our files are kept as accurate and impartial as possible. If you feel there is an inaccuracy, we will review it together. For any factual errors, we will update the records, but for differing opinions or judgments, we will note your view alongside the original record.
If any aspect of the file is subject to legal proceedings or a case is under investigation, we may seek further legal advice to ensure the appropriate handling of the file.

The safety and well-being of your child remain our top priority. Please refer to our Safeguarding Children and Child Protection Policy for more information.

For any questions or further assistance, feel free to contact our Data Protection Officer, Martyna Bak.

What Personal Data Do We Collect?

We collect certain personal information about you and your child to ensure we can provide the best care and learning tailored to meet your child’s individual needs. Additionally, we collect specific details to verify your eligibility for free childcare if applicable.

The personal information we gather about your child includes:

· Your child’s name, date of birth, address, health and medical needs, developmental needs, special educational needs (if applicable), names of siblings and pets, GP's name, dietary requirements, languages spoken, religion, and festivals celebrated.

Where necessary, we may request child protection plans from social care or health care plans from health professionals. We also ask for information regarding who holds parental responsibility and any court orders that may pertain to your child.

Personal information collected about you includes:

· Your name, home and work addresses, phone numbers, email address, national insurance number or unique taxpayer reference (UTR) (if you are self-employed), emergency contact details, family details, occupation, nationality, languages spoken at home, and religion or festivals celebrated.

This information is gathered directly from you via the registration form. Your national insurance number or UTR may be required if you're applying for government schemes that provide up to 30 hours of free childcare. We may also request proof of address, as well as details about any benefits or family credits you receive.

Why We Collect This Information and Legal Basis for Handling Your Data

We collect and use this personal information to provide childcare services and fulfill the agreement you’ve entered into with us. This includes using your data to:

Contact you in case of an emergency.
Support your child’s wellbeing and development.
Address any special educational, health, or medical needs your child may have while in our care.
Regularly assess your child’s progress and identify any areas where extra support may be needed.
Maintain communication with you about your child’s progress and respond to any questions you may have.
Process claims for up to 30 hours of free childcare (if applicable).
Keep you updated on any important information about our services.

With your consent, we may also record your child’s activities for their individual learning record, which may include photos and videos. You can withdraw your consent for this at any time by notifying us in writing.

We are legally required to process safeguarding-related data if we have concerns about your child’s welfare. Additionally, we must transfer certain records and information to the school your child will attend (please see our Transfer of Records policy for more details).

Who Do We Share Your Data With?

To provide quality childcare, we may need to share your data with the following:

Ofsted, during inspections or if there is a complaint about our service.
Banking services to process payments, such as direct debits (if applicable).
The local authority, if you are claiming up to 30 hours of free childcare.
The government’s eligibility checker (for free childcare).
Our insurance provider (if applicable).
Our setting’s management software provider.
The school your child will be attending.

We may also share your data under the following circumstances:

If legally required by law, court order, or regulatory body.
To enforce or apply the terms of your contract with us.
To protect your child or others, such as sharing information with social care or the police.
If necessary to protect our rights or safety, or that of others.
If there’s a transfer of management within our setting, in which case, we may share your personal data with the prospective new manager to ensure the service continues smoothly.

Rest assured, we will never share your data with other organizations for their own purposes.

How Do We Protect Your Data?

We take the protection of your data seriously, ensuring it is safe from unauthorized access, accidental loss, misuse, or disclosure.

Hard Copy Information:
All hard copies of personal information are securely stored in locked cabinets, which are only accessible by management. Documents are shredded and securely disposed of once they are no longer needed.

Soft Copy Information:
Digital information is password-protected and stored on nursery computers. Access is limited to management staff, and data is deleted after the retention period has expired.

How Long Do We Retain Your Data?

We keep your child’s personal data for a specific period after they leave our care, or until the next Ofsted inspection following their departure. This includes records related to medications and accidents, which we retain for legal reasons. Your child’s learning and development records will be given to you when they leave our setting.

In certain instances, such as child protection cases, we are legally required to retain records for longer periods (please refer to our Children’s and Provider Records policies for more details).

Your Rights Regarding Your Data

You have several rights when it comes to your and your child’s data, including the right to:

Request access to or correct your/your child’s personal data.
Request that we delete or stop processing your/your child’s personal data, for example, when it is no longer needed for its original purpose.
Request the transfer of your/your child’s personal data to another service provider.

If you wish to exercise any of these rights or have any concerns, questions, or comments about how we handle your data, please feel free to contact us. If you remain unsatisfied after discussing your concerns with us, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

We regularly review this privacy notice and will inform you of any significant changes.

We understand that parents have a right to know how the personal information they provide is treated with respect and confidentiality. We are committed to transparency and take our responsibility to safeguard your data seriously. We follow the six principles outlined in the General Data Protection Regulations (GDPR) (2018), which ensures your personal data is processed lawfully, fairly, and securely.

If we ever need to share confidential information without your permission, it will only be in situations where it is in the public interest, such as preventing a crime or ensuring the safety of a child. In these cases, decisions are made by the management team to ensure all necessary steps are taken appropriately.

Our Information Sharing Procedure

Our procedure follows the General Data Protection Regulation (GDPR) principles, along with the guidance from the "Information Sharing Advice for Practitioners Providing Safeguarding Services to Children, Young People, Parents and Carers." We also adhere to the guidance provided by the Children’s Local Safeguarding Partnership.

It's important to remember that GDPR and human rights laws do not stop us from sharing information when necessary to safeguard children. Instead, these regulations provide a framework to ensure personal information is shared appropriately and securely, as per the Children Act 1989.

What Our Information Sharing Policy Covers:

Being open and honest: From the start, we explain why, what, how, and with whom your information might be shared. We ask for your consent unless it is unsafe or we are legally required to share without it.
Parental understanding:
- When your child joins, you will receive a copy of our Privacy Notice and Information Sharing Policy. You’ll also sign our Registration Form, confirming you understand the situations where information might be shared without your consent—this only applies when safeguarding your child or a vulnerable adult is at stake.
- You will also be given information about our Safeguarding Children and Child Protection Policy and other instances where we may share information (such as for special needs or transition to school).
Seeking advice when unsure:
If a staff member is unsure about sharing certain information, they will seek advice from other practitioners without revealing your identity unless necessary.

How We Handle Concerns:

Concerns about a child are discussed during staff supervisions, and any actions taken are recorded in the child's file.
All staff members are required to report any concerns to the designated safeguarding lead or deputy, who will contact children’s social care if needed.
Sharing information without consent:
We always aim to share information with consent. However, if there is a situation where consent is withheld, but we believe sharing the information is in the public interest (e.g., safeguarding concerns), we will do so after considering the facts of the case.

Making Judgments on Sharing Information: Decisions about sharing information without consent are based on the specific details of the case and any legal obligations. Our manager is well-versed in these procedures and can guide staff appropriately.

When making these decisions, we prioritize the safety and well-being of the child and anyone else who may be affected.

In our setting, we:

Record any concerns and discuss them with the designated person for child protection.
Document the decisions we make, including why the information is shared, with whom, and for what purpose.
Follow the procedures in our Safeguarding Children and Child Protection Policy regarding reporting concerns and record-keeping.

Sharing Information Responsibly: We ensure that the information we share:

Is necessary for the purpose it’s being shared for.
Is shared only with those who need to know it.
Is accurate, relevant, and up-to-date.
Is shared in a timely and secure manner.

Our Safeguarding Children and Child Protection Policy and Children's Records Policy outline how and where information is recorded, and what details should be shared when making a referral.

Recording Decisions on Sharing Information:

Whether we decide to share information or not, we will always record the decision in the child’s file, including what was shared, with whom, and for what purpose.

Parental Consent:

When parents choose our setting, they often share personal and family information, which is treated as confidential. Parents have the right to know when we will seek their consent to share information, as well as the specific situations where consent might not be sought or could be overridden.

We explain the following to parents:

Our responsibility for obtaining consent is clearly outlined in our policies and procedures.
We may discuss this verbally when the child starts or include it in our prospectus.
Parents will sign our Registration Form to confirm their understanding.
We also ask for written consent when sharing information about additional needs or when passing child development summaries to schools.

Key Considerations for Sharing Information: We ask these questions before sharing information:

Is there a legitimate reason for sharing it?
Does the information identify the person?
Is the information confidential?
Do we have consent to share it?
Are we required by law or court order to share it?
If consent is refused, is there enough public interest to share anyway?

If the decision is to share, we ensure:

We are sharing the right information in the right way.
We properly document our decision.

Consent must be freely given and informed, meaning the person giving it should fully understand why the information will be shared, what will be shared, who will see it, and the implications. Consent can be verbal, written, or implied, and it can be withdrawn at any time.

Separated Parents:

In most cases, only one parent’s consent is needed to share information. If parents are separated, this would usually be the parent the child lives with. In cases of dispute, we will carefully consider the situation. If the child is looked after, we may also need to consult the Local Authority before sharing information.

Our Commitment:

Our priority is always the safety and well-being of the child. For more details, please refer to our Safeguarding Children and Child Protection Policy.

Working in Partnership with Other Agencies

We work closely with local and national agencies to ensure the well-being of all children in our care. We do not share your data with any other organizations for their own purposes.

· We partner with various agencies to support children’s well-being and have clear procedures for sharing information about children and families, as outlined in our Privacy Notice, Information Sharing Policy, Safeguarding Children and Child Protection Policy, and Supporting Children with Special Educational Needs Policy.

· Any information shared with us by other agencies is treated as confidential third-party information and won’t be shared without that agency’s consent.

· When working with staff from other agencies, we welcome them to our setting and respect their professional roles. We follow established protocols, especially for child protection.

· Visiting staff from other agencies will never have unsupervised access to the child they are seeing or to any other children during their visit.

· Our staff don’t casually share information or seek informal advice about any child or family. Instead, we direct families to relevant local and national agencies that offer support, like cultural organizations, substance abuse services, or welfare rights advisers.

Special Procedures for External Professionals:

External professionals will always be visible to others and won’t work in isolation with a child.
A member of our staff will usually be present during these sessions.
External professionals must provide ID, DBS check details, and professional credentials.
Sessions will be planned and agreed upon, including where and when they will happen.
Parental consent must be obtained before sessions can take place.
Information-sharing procedures will be agreed upon between the setting, parents, and external professionals, while maintaining confidentiality.

We aim to provide the highest standards of service, and we take complaints seriously. All complaints will be handled in line with the procedures below and without delay. Feedback helps us improve our services.

What is a Complaint? A complaint is any expression of dissatisfaction from a parent, carer, or group about the service they have received or how our policies have been applied.

What is Not Covered? Complaints aren’t covered by this policy if:

More than three months have passed since the issue occurred.
The matter is under legal investigation or being handled by the police.

Key Points for Handling Complaints:

Identify the key issues causing the complaint.
Understand what the complainant wants as a resolution.
Ensure open communication with the complainant throughout the process.

Who Manages Complaints:

Complaints against staff will be handled by the Manager.
If the complaint is about the Manager, the Director will handle the investigation.

Submitting Complaints: Complaints can be made in writing or verbally. We aim to make our complaints process accessible to all.

Confidentiality

All information related to the complaint will be treated seriously and kept confidential. If we need to share certain details, it will only be on a need-to-know basis.

Complaints Procedure

1. Informal Complaint:

Most complaints can be resolved quickly through a simple discussion. We encourage parents to raise concerns directly with the staff member involved or with the Manager. The Manager may arrange a meeting with the parent to discuss the issue and agree on a resolution.

2. Formal Complaint:

· If the issue isn’t resolved informally, the complaint should be made in writing, addressed to the Manager or Director. This formal complaint should:

Clearly explain the problem and any relevant details (names, dates, etc.).
Outline the steps taken to resolve the issue informally.
State why the informal resolution was unsatisfactory.
Include the desired outcome.

· The Manager or Director will acknowledge the complaint within five working days and will conduct a full investigation.

· A detailed report will be sent to the complainant within 28 working days of receiving the formal complaint. If the investigation takes longer, the complainant will be informed of the reason and the expected completion date.

· If the complaint involves child protection concerns, the Local Children’s Safeguarding Partnership will be contacted.

Resolution and Apology:

If the complaint is upheld, we will issue a full apology and explain any actions we’ll take to improve our service or address the issue. Our goal is to resolve complaints at the earliest possible stage.

Recording and Monitoring Complaints

· We keep a written record of all complaints. This includes details like the date, source, and nature of the complaint, as well as how it was handled, any actions taken, and the final outcome. We ensure that we follow data protection rules, particularly when the complaint involves third-party information.

· Complaint records are kept for at least three years, in line with Ofsted's guidance. We are required by law to provide Ofsted with a written record of complaints made during any specified period, along with the actions taken in response.

· Information gathered from complaints is used to help improve our services and is included in our self-assessment forms and action plans for future development.

Independent Legal Action

Parents and carers have the right to take their complaints further if they are not satisfied with our internal process. They can seek legal advice from services like Law Centres to pursue the issue.

For any concerns, you can contact Ofsted directly: