Policies

Accident Procedure

If the child has an accident, this procedure must be followed:

• Perform first aid which you have trained to do – make sure the first aid kit is accessible and with you during outings.
• Ring 999/111 if it is a serious accident or you have concerns about a child.
• Make every effort to contact the parents/guardians.
• Complete an accident or injury form whenever possible (include witness statements if you can).
• Ask parents/guardians to sign the accident or injury form and provide them with a photocopy.
• Replace any first aid items used.
• Consider whether any changes need to be made. Risk assess the situation to promote health and safety.
• Place the accident or injury form in the child’s file and retain it securely until they are 21 years 3 months old.

If it is a serious accident or injury, you must:

• Report to Ofsted.
• Report the incident to RIDDOR.
• Find out whether it needs to be reported to the Local Safeguarding Board.
• Report the accident to the insurance company in case action is taken against me by the child or the parents in the future.

Attendance Record

We are required to make an accurate record of your child's arrival and departure times by the Early Years Foundation Stage (EYFS), which states:

"Providers must hold the following information: a daily record of the names of children being cared for on the premises and their hours of attendance."

I will record your child’s attendance every session on the Attendance Register noting:

• When your child arrives at the house
• When your child is collected at the end of the session
• When we leave a child at a different setting such as school
• When we collect a child from a different setting such as school

I am required by the Ofsted Early Years Inspection Handbook to monitor children’s attendance. We must follow up if a child fails to attend and we are not informed of the reason by parents/guardians – this is linked to potential safeguarding concerns. Every effort will be made to contact parents/guardians on the first day of non-attendance.

Recording Concerns

I am required by Ofsted to:

• Record reasons given for non-attendance
• Monitor non-attendance
• Note patterns of poor attendance
• Note any anomalies or unusual explanations offered

Reporting Concerns

If I am concerned about a child’s non-attendance because it may be linked to safeguarding, or if the child receives funding, I am required to contact the Local Authority. Note that in some cases funding can be withdrawn by the Local Authority.

If parents/guardians are struggling to get their child here, I am available to provide support.

Why I Retain This Information

The Attendance Register might be used in the future as a record for:

• Tax Credits – in case of a query over the amount of money claimed by a parent
• HMRC – in case of a query about the amount of money a childminder earned
• Ofsted – to comply with the statutory requirements of the Early Years Foundation Stage (2017) and/or Childcare Register (2016)
• Insurance – in case a concern is raised in the future
• RIDDOR – to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (1995) in case a report is made
• LSCB – the Local Safeguarding Children Board / Child Protection Agency in case of query about a child’s attendance
• Local Authority – if the child is entitled to Government funding (2, 3, and 4 year funding)
• Legal reasons for processing data – to comply with the General Data Protection Regulation (GDPR, 2018). This data is stored online or on paper and retained until the child is 21 years and 3 months old for insurance purposes. At the end of this time it will be securely deleted or shredded.

Behaviour Management Policy

As a registered childminder, it is my duty to care for your child/ren and to keep them safe from harm. It is important that boundaries are set, and children know what is right or wrong. I will set a good example as a role model towards your child and teach them the difference between right and wrong. I aim to provide a home-from-home environment and teach children how to be kind to others, how to share, and how to take turns when playing with their peers. By doing this, they will also develop great social skills to use in their own homes.

The children will be taught how to take care of things and how to look after their possessions. I will promote friendliness amongst them and teach them to be polite and use their manners.

Unwanted behaviour will be dealt with professionally through talking to the child and helping them understand what was wrong. If a child needs to think about what went wrong, I will ask them to sit and reflect before resuming the activity.

Complaints Policy and Procedure

As a registered childminder, I aim to meet all the needs of your child/ren by working closely in partnership with all parents/guardians. I hope that you are happy with the service I provide; however, if at any time you feel I am not offering the service you require, I encourage you to discuss any concerns or issues with me directly. If you prefer not to discuss this in front of your child/ren, I am happy to arrange a more convenient time, for example in the evening or at the weekend. I will make every effort to resolve any issues. Alternatively, you can make a formal complaint in writing or by email. As a childminder, I have a duty to investigate any complaints relating to the child. Depending on the severity of the complaint, I will either investigate myself or it will be passed on to Ofsted to investigate. All complaints will be treated sensitively, and a written record will be kept. This record will remain confidential unless requested by an Ofsted inspector.

The following information will be recorded:

• Name of person making the complaint
• Nature of the complaint
• Date and time of complaint
• Action taken in response to the complaint
• The outcome of the complaint investigation
• Details of the information and findings, including any outcomes

A summary of the complaint will also be kept to provide on request from any parent of the child or an Ofsted inspector. The summary will not include the name of the person making the complaint. Records will be retained for 3 years.

You may also wish to complain to the Local Authority Designated Officer (LADO) if you have concerns about someone who works with children, including myself or other professionals.

Contact Information:

• To speak with Ofsted directly: 0300 123 1231
• To speak with LADO directly: 01782 235100

Emergency Evacuation Policy and Procedure

To meet the requirements of the Early Years Foundation Stage and the Childcare Register, I must consider the potential risk of a fire in my home and take the following steps:

• Make sure that evacuation routes have been identified and are always clear and accessible. This will be checked daily.
• Make myself aware of what to do in order to reduce or prevent potential risks.
• Produce a written statement detailing the escape route I will take with children in case of fire.
• Ensure I have the appropriate smoke alarms on each floor and that they are in the most suitable places, considering closed doors and the location of the kitchen.
• Regularly practice a fire evacuation with all children to raise the alarm using the procedure stated below.
• Keep a log of:
  • The date of the drill
  • Names of children in attendance
  • Time taken to evacuate
  • Issues which slowed down the evacuation
  • Action to be taken
  • Date action completed

Procedure

In the event of a fire, I will calmly gather the children together and make our exit via the identified fire exit route. I will ask children to listen very carefully to my instructions. I will ensure the younger children are carried to safety. The children will not collect their belongings.

Once safely out of the building, I will check the register and carry out a headcount of the children in my care. I will ring 999 using my mobile phone. I ensure that my mobile phone is always fully charged and contains the telephone contact details of all parents and/or carers of the children in my care. Parents and/or carers will be informed as soon as possible. We will not re-enter the building for any reason until advised by the Fire Service that it is safe to do so.

Equal Opportunities Policy

I will actively promote equality of opportunity and anti-discriminatory practices for all children, ensuring that all children are treated with equal concern and respect.

I recognise and adhere to all relevant legislation, including The Equality Act 2010, which prevents discrimination against different groups of people.

I value and respect the different racial origins, religions, cultures, and languages in a multi-ethnic society so that each child is valued as an individual without racial or gender stereotyping. I will not discriminate against children on the grounds of disability, sexual orientation, age, class, family status, gender reassignment, or HIV/AIDS status.

I provide equal chances for each child to learn and develop to their full potential, taking into account each child’s age and stage of development, gender, ethnicity, home language, and ability.

I ensure all children have access to a range of books, puzzles, and other toys which provide positive images and examples of the diversity of life in our society.

I challenge racist and discriminatory remarks, attitudes, and behaviour from the children in my care and other adults.

I help children feel good about themselves and others by celebrating the differences that make us all unique. In my setting, I also educate children not to discriminate against others.

Health and Safety Policy

The Early Years Foundation Stage Framework requires providers to take all necessary steps to keep children safe and well. The health and safety of your child is very important to me, and I have documented the following procedures to support this:

• All toys will be checked and cleaned regularly to ensure they are safe. Any broken or hazardous toys will be removed immediately. Children will only be offered toys and resources suitable for their age/stage of development.
• Quick risk assessment of my home every morning before children arrive to ensure a safe environment.
• All equipment is fitted with the correct safety harness to prevent accidents (e.g., high chairs, pushchairs).
• Use safety equipment appropriate for the children’s age (e.g., stair gates).
• Keep the front door locked with keys stored securely to prevent children opening the door to strangers.
• Procedures are in place in the event of a fire.
• Maintain a clean kitchen following hygiene guidelines for food storage and keeping the fridge at the correct temperature.
• Ensure children do not have access to waste; bins are emptied daily and used nappies are wrapped and placed in the outdoor bin.
• No smoking is permitted in the home or garden (cigarettes, vapes, electronic cigarettes).
• Follow strict hygiene guidelines to prevent contamination.
• Strict child protection guidelines are in place.
• Children must stay with me when away from home. Younger children will be strapped in pushchairs; older children will use harnesses, wrist straps, or hold hands.
• Emergency contact details are always available to contact parents if needed.
• Teach children about safety issues, such as crossing the road and stranger danger.
• Teach children about physical exercise and making healthy food choices.
• Sleeping children will be regularly monitored.
• Safely restrain a child if they are putting themselves or others in danger.

Paediatric First Aid

I am committed to keeping children safe. Accidents may happen, but I and my assistant have up-to-date paediatric first aid certificates. Children are within sight and/or hearing at all times. I constantly risk assess to help maintain safety.

Fire Safety

I comply with fire safety requirements for childminders. Please ask if you would like to see my Fire Evacuation Procedures.

Outside Play

The garden is as safe as reasonably practicable and risk assessed before, during, and after each working day. It is set up to support all children’s learning, with resources and equipment to promote development. Children go outside every day unless weather conditions are unsafe. Parents are asked to provide appropriate clothing and spare clothes, and I also provide spares if required. Parents provide labelled sun cream, with permission to apply it during the day under supervision.

Sleeping Children

Children are checked regularly while asleep. Safe sleep guidance is shared with parents.

Nappy and Toileting

Nappy changing and toilet facilities are cleaned regularly using anti-bacterial products. Soiled clothes and items are bagged for parents to take home.

Healthy Eating

Meal times are important, and children sit together under constant supervision. I provide healthy, nutritious food meeting individual dietary requirements. Food is freshly prepared with high-quality ingredients, and portion sizes are realistic. Children are never asked to clear plates to avoid over-eating.

I am registered with the Local Authority Environmental Health Department as a food provider and update food hygiene training regularly. I follow the guidance ‘Safer Food Better Business for Childminders’ from the Food Standards Agency.

Oral Health

It is a requirement of the updated EYFS to teach children the importance of brushing their teeth twice a day. This is covered through reading and play, and information is shared with parents.

Illness and Infection Control Policy

All reasonably appropriate steps are taken to protect children from illness and infection.

Illness and Infection Control Procedures

• Cleaning and sterilising play areas.
• Daily cleaning of toys and other resources.
• Ensuring children wash hands after use in sand, water, messy play, cooking, and playdough.
• Providing tissues, a lidded bin, and hand wipes for children to use independently, monitoring their use and requiring hand washing afterward.
• Teaching children to cough or sneeze into their elbows (like an elephant) and then wash their hands.
• Using good handwashing techniques to prevent the spread of infection and cross-contamination.
• Teaching children to wash their hands regularly and effectively.
• Dealing with bodily fluids safely.
• Keeping children safe around animals.
• Talking to children about health, safety, germs, and viruses appropriate to their age and understanding.

Procedures if a Child Falls Ill

If a child falls ill, parents will be asked to collect them as quickly as possible and keep them at home for the advised exclusion period, including:

• 48 hours after the last bout of diarrhoea or sickness.
• 10 days for coronavirus symptoms.
• Until they are better after colds, flu, etc.
• Following Health Protection England guidance for other common childhood illnesses.

I reserve the right to contact emergency services if concerned or unable to reach parents quickly. In the meantime:

• The child will be treated using first aid and/or medication (with prior written permission) if appropriate.
• The child will be isolated if necessary.
• Every effort will be made to telephone parents to collect the child.
• In an emergency, 999 / 111 will be contacted for further advice.
• Emergency contacts will be phoned if parents are not available.

As a general rule, if a child is unable to participate in normal daily routines, is irritable, continuously crying, or requires more attention than can safely be provided without affecting the wellbeing of other children, they should stay at home with parents. If parents are ill, please consider whether it is safe to bring your child. If someone else is collecting your child, a password must be supplied.

If staff are ill, parents will be contacted as soon as reasonably practicable and asked to collect the child. Staff carry Emergency Contact Information for children on outings. Public Health England advice will be followed for staff illness related to coronavirus.

Confidentiality

Where possible, confidentiality will be maintained; however, details of illnesses may be shared if advised by the Local Authority, Public Health England, Ofsted, or other agencies. See the Confidentiality Policy for more information.

Reporting a Notifiable Disease

It is the duty of the attending doctor to determine whether a disease is notifiable and inform the Local Authority. Providers must inform the Local Authority, Ofsted, and the Health Protection Agency when required by the statutory framework.

If you have any further questions, please do not hesitate to ask.

Lost Child Policy

The care of your child is paramount, and I will always try to ensure that they remain with me and are safe. However, sometimes children may become ‘lost’ in busy places. As a responsible childminder, the following procedure will be followed:

• Immediately raise the alarm to all around me and enlist everyone’s help to look for the child.
• If in a secure area, such as a shopping centre, alert the security staff so they can seal exits and monitor the situation on CCTV.
• Provide everyone involved in the search with a description of the child.
• Reassure other children with me, as they may become distressed.
• Alert the police and provide a full description of the child.
• Alert the parents of the situation.

Precautions to prevent children from becoming lost include:

• Ensuring children are always holding mine or my assistant’s hand if they are not strapped into a pushchair.
• Regular head counts.
• Avoiding overcrowded places.
• Teaching children about the dangers of wandering off and talking to strangers.

Medication Policy

Taken from the Statutory Framework for the Early Years Foundation Stage:

• The provider must promote the good health of children attending the setting. They must have a procedure, discussed with parents and/or carers, for responding to children who are ill or infectious, take necessary steps to prevent the spread of infection, and take appropriate action if children are ill.
• Providers must have and implement a policy, and procedures, for administering medicines. This includes obtaining information about a child’s needs for medicines and keeping it up to date. Staff must receive training where administration requires medical or technical knowledge.
• Prescription medicines must not be administered unless prescribed for a child by a doctor, dentist, nurse, or pharmacist. Medicines containing aspirin should only be given if prescribed by a doctor. Medicine must only be administered where written permission for that particular medicine has been obtained from the child’s parent and/or carer. Providers must keep a written record each time a medicine is administered and inform the child’s parents/carers on the same day or as soon as reasonably practicable.

As a childcare provider, I implement effective procedures to meet the individual needs of a child when administering medicines.

Medical Procedure

• Keep written records of all medicines administered to children in my care.
• Inform parents when a medicine has been administered, including time and dosage, using the medication record form.
• Store all medicines in the fridge if necessary, following product instructions and keeping them in the original container.
• Obtain prior written permission from parents for each medicine before administration.
• If administration requires technical/medical knowledge, attend training from a qualified health professional specific to the child.
• Only administer prescription medicine if prescribed by a doctor, dentist, nurse, or pharmacist.
• Non-prescription medicine, such as pain and fever relief, will only be administered with prior written consent from parents and only when there is a health reason. If needed during the day, permission will be obtained verbally, by text, or email.
• Never administer medicines containing aspirin to a child under 16 unless prescribed by a doctor.
• For children with long-term medical needs, ensure sufficient information is obtained and work in partnership with parents to assist administration of prescribed medication.
• If your child has self-held medication, please provide an additional supply to reduce the risk of them being without it.
• It is vital that you inform me of any medication given to your child before they arrive in my care.

Privacy Notice

I record, process, and keep personal information about you and your child in accordance with the General Data Protection Regulation (GDPR).

All information I store will be held in paper format in a secure cupboard or securely on a laptop device.

Records I Hold About Your Child

Developmental Records:

• Information from you
• Details about your child’s learning and development at home
• A copy of your child’s statutory 2-year progress check
• Assessments, individual planning, and regular progress summaries

Personal Records:

• Personal details required by statutory frameworks and/or the Local Authority for funding purposes
• Contractual details including attendance registers and fees information
• Emergency details including your contact details and records of your child’s health and care needs
• Safeguarding and child protection records
• Any records required to support your child, such as shared information from other agencies and professionals

I hold information about you and your children to comply with the Early Years Foundation Stage and the Childcare Register (2016). Some of the data processed relates to the Early Years Inspection Handbook. Most information collected about you and your child is statutory.

Ensuring Your Data is Accurate

Under GDPR, I am required to keep data about you and your children up to date. You have the right to access personal data about you and your children, and I will share this information on request.

How Long I Keep This Data

Information retention details can be found in my Retention Policy, which will be shared with you before your child starts in my care.

How I Delete Your Data

Paper files will be handed to the parent when the child leaves my care or goes to school and shredded when no longer required. See the Retention Policy for more information.

How You Can Make a Complaint

If you believe there has been a data breach or that your data is not being processed appropriately, you may make a complaint. Complaints to Ofsted can be made via:

• Email: enquiries@ofsted.gov.uk
• Address: Piccadilly Gate, Store Street, Manchester, M1 2WD
• Phone: 0300 123 1231

General Data Protection Regulations (GDPR) and Retention Policy

Under the General Data Protection Regulations (GDPR), personal data processing is improved and strengthened. All Early Years and Childcare settings must follow guidance when processing personal data from parents about their child and family. Parents have the right to request deletion of personal data once they leave the setting, provided that deleting the material does not impact Ofsted or other legal regulations. Please refer to my data audit for retention dates of each document.

Data Required

The data I require to ensure compliance with GDPR and Ofsted requirements includes:

• Personal Information
• Parents’ names
• Child’s name
• Date of Birth
• Address/Addresses
• Contact Details
• Doctors and Health Visitors’ Names
• Parental Responsibility
• Medical Information
• Early Years Foundation Stage documents

Data Storage and Security

All information is paper-based and stored securely in a locked file within a secure cupboard, inaccessible to unauthorized persons. Information cannot be shared without parental permission unless it is a safeguarding concern.

Access and Retention

Parents may access any personal data held on their child or family. Data will be held securely until such time as deletion is requested, provided this does not compromise Ofsted, the Department for Education, the Local Authority, or HMRC. Data relating to safeguarding or accidents must be retained until the child reaches the age of 21 years and 3 months, as required by law.

Safeguarding Policy

“Nothing is more important than a child’s welfare. Children who need help and protection deserve high quality and effective support as soon as a need is identified” (Working Together to Safeguard Children 2018)

Within the setting, my responsibility and priority are towards the children in my care. Concerns are reported to the Stoke-on-Trent Safeguarding Children Partnership via the Integrated Front Door (IFD), and Ofsted will be notified of any allegations of abuse that occur in my care.

Types of Abuse

Abuse may fall into five categories: physical, sexual, emotional, neglect, and domestic abuse. I have undertaken Level 1 Safeguarding training and will refresh it every two years while following updates required by Stoke-on-Trent Early Years Team.

Supporting Vulnerable Children

Children with SEND are especially vulnerable to abuse and neglect. I work closely with parents and other professionals to ensure their care and safety.

Non-Mobile Babies

I report any injuries or concerns to the Safeguarding Children Partnership and follow procedures as needed, sometimes without prior discussion with parents to ensure the child’s welfare.

Child Absences

I record reasons for non-attendance, monitor patterns, and report concerns to parents and the Local Authority if necessary, including potential safeguarding issues.

Collections of Children

Children are only released to authorised persons. Passwords may be used for unknown collectors, and emergency contacts will be used if necessary.

Signs of Abuse and Reporting

• Significant changes in behaviour
• Deterioration in well-being
• Unexplained bruising, marks, or signs of abuse
• Children’s concerning comments
• Neglect or abuse outside the setting
• Inappropriate behaviour by staff or others

If a child discloses abuse, I will listen carefully, remain calm, record their exact words, note the date/time/place, and report appropriately without making promises.

Allegations Against Staff

Allegations against any person of trust (paid or voluntary) will be reported to the Local Authority Designated Officer (LADO). I will not investigate, question, or promise confidentiality.

Safer Recruitment

All staff, assistants, apprentices, or volunteers must provide verified references and undergo proper checks. Family references are not accepted.

Safer Eating and Paediatric First Aid

I maintain up-to-date Paediatric First Aid training and supervise children during meals. Allergies and dietary requirements are recorded, and any incidents are documented and communicated to parents.

Toileting and Nappy Changes

Children’s privacy and dignity are respected, while ensuring other children remain in sight or hearing.

Peer-on-Peer Abuse

Children may be abused by peers. Concerns are reported to the Integrated Front Door and followed up with written records within 48 hours.

Female Genital Mutilation (FGM)

FGM is illegal in the UK. Suspected cases are reported to the police and Integrated Front Door, and all communications are documented.

Forced Marriage

Suspected cases are documented and reported to Integrated Front Door, cooperating with other agencies as needed.

Child Sexual Exploitation (CSE)

Suspected CSE cases are documented and reported to the dedicated CSE Unit (Police and Social Care). Evidence and disclosures are carefully recorded.

Prevent Duty

I assess risks of radicalisation and follow the Prevent Duty, building children’s resilience by promoting British values and respectful behaviour.

Whistleblowing

Concerns about unsafe practices by staff or other professionals are reported to relevant authorities, keeping detailed records and seeking guidance when necessary. NSPCC helpline: 0808 800 5000, help@nspcc.org.uk

Cultural Capital

I aim to provide children with experiences and knowledge to give them equal opportunities and future success through the EYFS curriculum.

Lost Child Policy

Procedures for a lost child include raising the alarm, alerting security or police, describing the child, reassuring other children, and contacting parents. Preventative measures include holding hands, regular headcounts, avoiding overcrowded areas, and teaching children about stranger danger.

Camera and Mobile Phone Policy

Images are only taken for developmental purposes with parental consent. Mobile phones and smart watches are restricted within the setting. Parents and visitors must follow these rules to safeguard children.

E-Safety Policy

Devices are used safely under supervision. Passwords protect technology and personal information. Only approved photographs are shared, and calls or messages are returned promptly while maintaining safety and privacy.

Special Needs Policy

As a childcare provider, Ofsted require me to be aware that some children may have special needs and require additional support. I ensure that I will take the appropriate action when a child is identified as having special needs and I will promote the welfare and development of the child in partnership with their parents/carers and other relevant agencies. I have set procedures in place which will be followed when I care for a child with special needs.

• I will maintain confidentiality at all times unless I feel that the child’s welfare is not being met.
• I will keep observational notes and share these notes with the child’s parents/carers as soon as possible, discussing what support is available.
• I will value each child the same and acknowledge their individuality.
• I will seek information from the parents about the child’s routines, likes, and dislikes.
• I will promote equal opportunities and adapt activities to ensure all children are able to participate.
• I will encourage the child/ren to be independent at all times to promote confidence.

If you have any further questions regarding this policy, please do not hesitate to ask me.