Our Detailed Policies Summary

We know that the people who care for your child are just as important as the place itself. This section explains how we recruit, train, and support our team, so that you can feel confident every adult here is safe, skilled, and committed to your child’s wellbeing.

2.1 Employment

We follow strict safer recruitment procedures. All staff have enhanced DBS checks, verified references, and suitability declarations before working with children. Nobody works unsupervised until all checks are complete.

• New staff have a full induction and a 6-month probation period with regular reviews.

• At least half of our team hold Level 2 or higher childcare qualifications, and managers hold Level 3 or above.

• Ongoing training and supervision help staff grow professionally and support their wellbeing.

• Medication, alcohol, or substance use that could affect care must be reported immediately.

• We have contingency plans, including vetted bank staff, to cover absences so ratios are always maintained.

- For you: Every member of staff is carefully chosen, checked, and trained to make sure your child is in safe hands.

2.2 Student Placements

We welcome students who are training to become early years professionals. They bring enthusiasm and gain valuable experience while always being carefully supervised.

• Students under 17 are always supervised and never left alone with children.

• Short-term students don’t count in staff ratios, and older students only do so if the Manager feels they are competent and responsible.

• All students follow safeguarding and confidentiality rules and receive a short induction.

• Numbers of students are kept low so that children always receive the right level of staff attention.

- For you: If your child spends time with a student, they are always supervised and guided by experienced staff.

2.3 Induction of Staff, Volunteers & Managers

Every new member of the team goes through a structured induction to help them settle in and learn how we keep children safe.

• Induction includes fire safety, safeguarding, daily routines, key policies, and professional conduct.

• It runs alongside a 6-month probation period, with a mentor and regular supervision.

• No one works unsupervised until DBS checks, references, and right-to-work checks are complete.

• Progress is recorded with an induction checklist, and any concerns are supported promptly.

- For you: This means every adult working with your child has been fully checked, trained, and supported before taking responsibility.

2.4 Staff IT Use Agreement (Acceptable Use Policy)

We use technology to support learning and communication, but we keep strict rules in place to protect children’s privacy and safety.

• Staff only use Nursery devices and email for work.

• Passwords are private, and only approved systems are used.

• Staff don’t share or view inappropriate content and must behave professionally online.

• Only Nursery cameras are used for photos/videos, and images are never shared outside the setting without permission.

• Staff don’t use personal social media or devices to contact parents.

• Everyone plays a part in teaching children safe technology use.

- For you: Children’s information, images, and online safety are always protected – and staff know exactly how to use technology responsibly.

We know that children thrive when staff and families work hand in hand. This section of our guide explains how we welcome families, support children through strong relationships, and make sure everyone feels respected and listened to.

3.1 Admissions

We are open to all families in our community and aim to be fair and transparent in offering places. Priority may be given to siblings, children already on our waiting list, or those living closest. We ask for a minimum of two days’ attendance each week to help children settle and build friendships. Every family is treated with equality and respect, and no child is turned away due to background, ability, or need.

- For you: Applying is simple – complete a registration form, and you’ll receive an offer letter confirming sessions and start dates.

3.2 Our Team and Child Ratios

Your child will always be cared for by trained, DBS-checked professionals working within strict legal ratios. These are:

• Under 2s: 1 adult for every 3 children

• 2-year-olds: 1 adult for every 5 children

• 3–4-year-olds: 1 adult for every 8 children (or 1:13 if led by a qualified teacher/Level 6 plus another Level 3)

Every child has a key person for consistency and personal care. Volunteers and students never work unsupervised. Extra support is provided for children with additional needs so that every child gets the right level of care and attention.

3.3 The Role of the Key Person & Settling-In

Every child is matched with a key person before starting. This special member of staff builds a trusting relationship with your child and your family, helping them feel safe, happy, and confident.

The settling-in process is flexible and tailored to each child. Parents are encouraged to stay for initial visits, and we work with you to find the best approach for your child. We consider a child “settled” when they feel comfortable seeking reassurance from their key person and joining activities.

We also complete the Progress Check at Age Two, sharing where your child is doing well and where extra support might help.

- For you: Your child will always have a named staff member looking out for their needs, progress, and well-being.

3.4 Respect, Relationships & Positive Behaviour

We believe everyone deserves kindness, respect, and care. Children learn best when adults model positive behaviour and work together in partnership.

• For children: We use praise, encouragement, and calm explanations to support positive choices. Challenging behaviour is managed with care – never shaming or punishment – and parents are always informed.
  
  

• For staff and trustees: Professional conduct is expected at all times, with fairness, respect, and safeguarding at the centre of everything we do.
  
  

• For parents and carers: We value strong partnerships and expect mutual respect. Concerns must be raised through the proper channels, never through social media or aggressive behaviour.

We also have rules about conflicts of interest or loyalty (e.g. staff who are related, trustees with personal links) to keep decision-making fair and transparent.

- For you: By working together with kindness and respect, we create a safe and happy environment for every child.

3.5 Supporting Children with Additional Educational Needs & Disability (SEND)

Every child is valued and supported to reach their full potential. We follow the SEND Code of Practice and take early action to provide tailored support.

We use a four-step approach:

1. Assess – observing and understanding a child’s needs

2. Plan – agreeing strategies with families and the SENDCo

3. Do – putting support in place (adapted activities, extra help)

4. Review – checking progress regularly and adjusting where needed

Our SENDCo co-ordinates support and works closely with parents and professionals. Individual Support Plans are created when needed, and we make sure transitions to school are smooth and well supported.

- For you: If your child needs extra help, we’ll work with you every step of the way to make sure they get the support they need to thrive.

3.6 Making a Complaint

We want all families to feel confident and happy with the care we provide. Most worries can be sorted quickly by talking to the Manager, but if more is needed, we have a clear step-by-step process:

1. Talk to us first – most concerns can be resolved with a quick chat.

2. Put it in writing – if needed, we’ll investigate and meet with you within 28 days.

3. Meeting with the Chair – if unresolved, you’ll meet with the Manager and Chairperson.

4. Mediation – an independent mediator may be invited to help.

5. Final decision – a last meeting will confirm the outcome.

If your concern involves safeguarding, it will be dealt with immediately by our DSL and, if necessary, referred to the Local Authority or Ofsted.

- For you: Your voice matters. We’ll listen, act fairly, and work with you until the concern is resolved.

4.1 Health & Safety

Safe Environment
 Staff carry out daily safety checks, fix hazards quickly, and keep equipment clean and safe.
 - For you: Your child plays and learns in a safe, well-maintained setting.

Supervision
 Children are always supervised by qualified, DBS-checked staff working within legal ratios.
 - For you: You can be confident there are always enough trained adults watching over your child.

Illness & Infection Control
 We follow hygiene routines and exclusion periods to prevent the spread of illness.
 - For you: Your child is protected from unnecessary exposure to infections.

Accidents & Incidents
 All are recorded, shared with parents, and reviewed to reduce risks in the future.
 - For you: You’ll always be told if something happens and know steps are taken to prevent repeats.

4.2 Managing Illness, Allergies & Medicines

When a Child is Unwell
 Children with sickness, diarrhoea, or fever go home and return only after the exclusion period.
 - For you: Your child won’t be exposed to unnecessary illness.

Allergy Care
 Each allergy has a written care plan, agreed with parents and staff.
 - For you: Your child’s allergy is taken seriously and managed safely.

Administering Medicine
 Only prescribed medicine is given, with written parental consent, stored securely, and recorded.
 - For you: Medication is only given when truly necessary and with your clear permission.

4.3 Accidents & Incidents

Accident Recording
 Every accident is logged on a form and shared with parents the same day.
 - For you: You’ll always know what’s happened and how staff responded.

Serious Events
 We notify Ofsted, Environmental Health, or the HSE if required by law.
 - For you: Serious incidents are reported to the right authorities for full investigation.

Incident Recording
 Major events like break-ins, fires, or racist incidents are fully documented and investigated.
 - For you: You can trust that all incidents are taken seriously and followed up.

4.4 Intimate Care (Nappy Changing & Toileting)

Personalised Care
 Each child has an agreed care routine with parents, followed by their key person.
 - For you: Your child’s care needs are met consistently and respectfully.

Privacy & Supervision
 Care takes place discreetly while ensuring another staff member is nearby.
 - For you: Your child’s dignity is respected while safeguarding is maintained.

Hygiene & Safety
 Staff use gloves, aprons, and fresh paper towels for each change, keeping areas clean and safe.
 - For you: Your child is cared for in a clean and hygienic environment.

Promoting Independence
 Children are encouraged to help with simple tasks like flushing, wiping, and handwashing.
 - For you: Your child is gently supported to build independence at their own pace.

4.5 Healthy Food, Mealtimes & Packed Lunches

Nutritious Food
 We provide balanced breakfasts and snacks, and encourage healthy packed lunches.
 - For you: Your child eats nourishing food that supports their growth and learning.

Inclusive Mealtimes
 Children with allergies or dietary needs have safe alternatives.
 - For you: Your child’s individual food needs are respected.

Social Learning
 Mealtimes are relaxed, with staff modelling healthy eating and good table manners.
 - For you: Your child enjoys mealtimes as social, learning opportunities.

Celebrations & Cooking
 We celebrate with healthy options and involve children in simple cooking activities.
 - For you: Your child learns about food in fun and safe ways.

4.6 Sun Safety

Protection Outdoors
 Children wear hats, sun cream, and light clothing; play is adapted to avoid strong sun.
 - For you: Your child enjoys outdoor play while being protected from harmful UV rays.

Hydration & Comfort
 Cool drinks and shaded play areas are always provided in hot weather.
 - For you: Your child stays cool, safe, and comfortable in the sun.

4.7 Safety, Security & Emergencies

Fire Safety
 Alarms are tested weekly and fire drills are practised regularly with the children.
 - For you: Your child knows what to do in an emergency.

Daily Safety Checks
 Staff carry out risk assessments and fix hazards straight away.
 - For you: Your child’s play spaces are checked and safe every day.

Secure Premises
 Entry and exit are controlled; all visitors sign in and show ID.
 - For you: Only authorised people can access the setting.

Outings
 Trips are risk assessed, ratios followed, and staff carry first aid, contacts, and emergency supplies.
 - For you: Your child is safe and supervised when out and about.

4.8 First Aid

Qualified Staff
 There is always a trained first aider on site or on outings.
 - For you: Your child will always have access to immediate care if needed.

First Aid Kits
 Kits are fully stocked, regularly checked, and used only by trained staff.
 - For you: Your child’s care is supported with proper equipment.

Emergencies
 Parents are contacted straight away, and an ambulance is called if necessary.
 - For you: If something serious happens, you will be told immediately, and your child will receive professional care.

Appendix: Sleep & Rest

Keeping Children Safe
 Staff check sleeping children at least every 10 minutes, recording position, breathing, and comfort.
 A staff member is always within sight or hearing of sleeping children.
 - For you: Rest time at preschool is relaxed and safe, with staff following your child’s individual needs and keeping a close eye on them at all times.

The safety, security, and wellbeing of children, staff, trustees and families are our top priorities.

This section explains how we keep everyone safe every day — from looking after the building, to fire safety, to what happens if we ever need to close in an emergency.

5.1 Staying Safe & Looking After Our Preschool

Our Commitment
 We maintain a safe, clean, and well-managed environment where children can thrive. Staff, trustees, and parents all play a role in keeping our Nursery safe.
 - For you: You can trust that the Nursery is checked daily, maintained to high standards, and everyone is involved in safety.

Health & Safety Responsibilities
 The Manager and Committee Chair are our named Health & Safety leads. All staff are trained in safe working practices and hold enhanced DBS checks.
 - For you: Everyone caring for your child is fully vetted, trained, and accountable.

Risk Assessment
 We follow a five-step process: identify hazards, decide who could be harmed, assess the risk, put measures in place, and review regularly. Daily safety checks are carried out, with more detailed reviews termly and annually.
 - For you: Hazards are spotted and acted on before they become risks.

Safe Environment

• Windows fitted with safety glass or restrictors

• Floors checked daily

• Gas/electrics maintained

• Cleaning products locked away

• Outdoor spaces fenced and checked daily

• Toys and equipment cleaned on a schedule
   - For you: Your child plays and learns in a secure, hygienic environment every day.
  
  

Staff & Adult Safety
Staff receive training on lifting, safe working, and lone-working rules. Accidents, sickness, and incidents are recorded and reviewed regularly.
 - For you: Staff wellbeing is protected, so they can give their best care to your child.

No Smoking, Drugs or Alcohol
 We are a smoke-free, vape-free, drug-free, and alcohol-free setting. Anyone under the influence will be asked to leave.
 - For you: The Nursery is always a safe, healthy space for your child.

Animals and Living Creatures
 Animals are welcome as part of learning but always risk assessed. Children wash hands after handling, and staff use gloves when cleaning. Farm visits and mobile petting zoos follow strict hygiene rules.
 - For you: Your child can enjoy learning about animals safely and hygienically.

5.2 Fire Safety & Emergency Evacuation

Fire Safety Commitment
 Our alarms, fire doors, and firefighting equipment are checked regularly. Staff are trained to keep everyone safe and follow strict procedures.
 - For you: Fire safety is built into daily practice and monitored carefully.

Fire Drills
 Fire drills take place at least once every six weeks. We record timings, outcomes, and improvements. Children are taught what the alarm sounds like and how to leave calmly.
 - For you: Your child will know what to do, because we practise regularly in a calm way.

Evacuation Procedure

1. Alarm sounds – staff guide children to the nearest exit.

2. Everyone gathers at the assembly point in the playground.

3. Staff do a headcount and call the register.

4. The Manager/Deputy calls emergency services.

5. Parents are informed as soon as it’s safe.
    - For you: In a real emergency, your child will be guided out calmly and you’ll be kept informed straight away.
   
   

5.3 Emergency Closure

Why We Might Close
 Sometimes we may need to close without notice to keep everyone safe, e.g. due to:

• Fire damage or flooding

• Severe weather (snow, ice, heatwave)

• High levels of sickness among staff or children

• Outbreak of illness

• No heating or water

• Bereavement
   - For you: Closures are only ever made when safety makes it unavoidable.

How We Will Contact You
 Parents and carers are contacted directly via text, phone call, or parent app. Staff are also informed quickly.
 - For you: You’ll always hear directly from us if we have to close.

Emergency Bag
 We keep an emergency bag with parent contact details, first aid kit, and bottled water. A copy of contact details is also held off-site by the Chairperson.
 - For you: Even if the building can’t be used, we can still contact you immediately.

Health-Related Closures
 If there’s an outbreak of illness or a notifiable disease, we follow Public Health advice and inform Ofsted.
 - For you: We take quick action to reduce risks and protect your child’s health.

Reopening After Closure
 We will only reopen once it is safe to do so, and you’ll be contacted with clear updates.
 - For you: You’ll always know when it’s safe for your child to return.

Snow and Ice Days
 If weather stops some staff reaching the nursery, we may admit children on a first-come, first-served basis or close if staffing levels aren’t safe.
 - For you: Safety always comes before numbers — ratios will never be compromised.

6.1 The Records We Keep About Children and Our Preschool

Our Commitment
We keep careful records to support children’s learning, meet legal requirements, and make sure the nursery runs smoothly. All information is kept confidential, secure, and only shared when necessary — either with your consent or if the law requires it (for example, for safeguarding).
 - For you: Your family’s information is handled with care, kept private, and only shared when it truly needs to be.

Records We Keep About Children

Developmental Records
 We record your child’s learning journey with observations, photos, videos, and samples of work, stored securely in our online system. These help us track progress and share updates with you.
 - For you: You’ll see a clear picture of your child’s learning, with updates you can access and enjoy.

Personal Records
 We keep practical details such as:

• Contact and registration forms

• Attendance, fees, and contracts

• Health, dietary, or medical information

• Notes from parent meetings or professional support

• Progress checks and reports
  
  

• Individual Education Plans (if needed)
   - For you: These records mean staff always have the right information to care for your child safely and individually.

Storage and Access
 All records are kept securely — either in locked cabinets or password-protected systems. Only authorised staff (Manager, Deputy, Safeguarding Lead, or your child’s Key Person) can access them. Parents can ask to see their child’s records at any time.
 - For you: You’re always welcome to see the information we hold about your child.

How Long We Keep Records

• Standard records → 3 years after leaving (or until the next Ofsted inspection, whichever is later)

• Accident/incident records → until the child is 21 years and 3 months

• Safeguarding/child protection records → until the child is 25 years
   - For you: Records are stored for as long as legally required, then securely disposed of.

Records We Keep About Our Nurssery

We also keep important documents about the Nursery, such as:

• Ofsted registration certificates

• Insurance and lease documents

• Financial accounts

• Risk assessments and safety checks

• Staff employment and training records
   - For you: These records make sure our preschool runs safely, legally, and to the highest standards.

Storage and Access
 Only the management team access these records. Financial and legal documents are kept up to date and available for audit, while health and safety checks are regularly reviewed.
 - For you: You can feel confident that behind the scenes, we’re well-organised and compliant.

Notifying Ofsted

We inform Ofsted if there are changes to:

• Our address or premises

• The registered provider

• The Nursery manager

• Any significant events that could affect our suitability

- For you: Ofsted is always kept in the loop, so you know our standards are monitored and maintained.

Staff Responsibilities

All staff are trained in confidentiality and correct record-keeping from day one. Records are only shared on a strict “need-to-know” basis.
 - For you: Everyone in the team understands their responsibility to respect your privacy and protect your child’s information.

6.2 How We Keep Information Private and When We Share It

Our Commitment
We treat all information about children, families, and staff with respect and confidentiality. Information is only used to support children’s care, learning, and well-being — and is only shared outside the nursery if parents give consent, or if the law requires us to (for example, to protect a child from harm).
 - For you: You can trust that your family’s details are safe, private, and only shared when absolutely necessary.

Confidentiality in Practice

• Information you give us is stored securely and only shared with staff who need to know (e.g. your child’s Key Person, Manager, or Safeguarding Lead).

• Staff are trained in confidentiality and data protection from day one.

• Sensitive issues (such as health or safeguarding) are always handled carefully, with parents informed when information needs to be recorded or passed on.
   - For you: Only the people directly responsible for your child’s care see their records, and everything is kept secure.

Accessing Your Child’s Records

Parents/carers have the right to see the records we hold about their child.

• Requests are made in writing to the Manager.

• We will arrange access within a reasonable timeframe.

• Records will be checked first to protect third-party information (for example, reports from other professionals).

• Parents can ask for factual errors to be corrected or for their views to be added if they disagree with something written.
   - For you: You’re always welcome to see what we record about your child and can add your own perspective.

When We Share Information

We normally ask for your consent before sharing, but sometimes we must share without it — for example:

• If a child is at risk of significant harm

• If not sharing could put someone in danger

• If the law requires it (e.g. during a safeguarding investigation)

We follow the government’s “7 Golden Rules of Information Sharing”, which means we always put safety first, share the minimum necessary, and record decisions carefully.
 - For you: Your information won’t be shared without your knowledge, except if it’s needed to protect a child.

Consent in Practice

• Parents are asked for written consent to share assessments, reports, or transition records.

• Consent from one parent is normally enough, but we take care in cases of dispute.

• For Children in Care, we follow the Local Authority’s guidance.
   - For you: You stay in control of what’s shared, unless safeguarding makes it unsafe to wait for consent.

When Children Move On

When your child starts school or another setting, we share information securely to support their transition:

• Learning records → a summary of your child’s development, including your contributions.

• Safeguarding summaries (if relevant) → shared directly with the new school’s Safeguarding Lead.

Information is always transferred securely (by hand, secure email, or recorded delivery).
 - For you: Schools receive the right information to support your child’s learning and well-being, without unnecessary details being passed on.

Staff Responsibilities

All staff must follow this policy. The Manager and Safeguarding Lead decide when information can be shared without consent and make sure a clear record is kept.
 - For you: Everyone in the team understands the importance of privacy and works within the rules to protect your child’s rights.

6.3 Working in Partnership with Other Agencies

Our Commitment
We know children thrive when everyone who supports them works together. By building strong partnerships with health professionals, safeguarding services, and other organisations, we can make sure children get the right help at the right time.
 - For you: You’ll always know that we are working as a team — with you, and with other trusted professionals — to give your child the best possible support.

Respecting Professional Roles

• We welcome professionals (such as health visitors, speech and language therapists, and social workers) into the nursery and value their expertise.

• All visitors are supervised and never left alone with children.

• We follow agreed procedures when working with other agencies, such as safeguarding or SEND support.
   - For you: Any professional who works with your child will be trusted, supervised, and there to help.

Information Sharing

• We share information only when it is necessary and always in line with our Confidentiality, Safeguarding, and SEND policies.

• Information we receive from other agencies is kept secure and never passed on without permission.

• All records are stored confidentially, in line with UK GDPR.
   - For you: Your family’s information is treated with care, and only shared when needed to support your child.

Safeguarding Partnerships

• We work closely with Surrey Safeguarding Children Partnership.

• If we have concerns about a child’s welfare, we will share these quickly with social care or other safeguarding partners.
   - For you: If we ever need to act to protect your child, we’ll do it straight away, following the law and best practice.

Support for Families

We can connect families to a wide range of local and national services, such as:

• Speech and language therapy

• Health visitors or school nurses

• Early help services

• Cultural or community organisations

• Family learning or adult education opportunities

• Support for welfare rights, health issues, or substance misuse

- For you: If your family needs extra help, we’ll work with you to find the right support.

Professional Conduct

• Staff never share children’s names or family details casually.

• Communication with other professionals is always professional, purposeful, and respectful.
   - For you: You can be confident that all discussions about your child are handled properly and with respect.

Staff Responsibilities

• The Manager and Designated Safeguarding Lead (DSL) take lead responsibility for partnership work.

• Staff support this by attending meetings, writing reports, and contributing to assessments when needed.

All staff are trained to understand why partnership working is vital for safeguarding and SEND.

 - For you: There’s a clear system in place — led by experienced staff — so nothing is missed when your child needs support.

• For Children & Families – We provide a safe, welcoming environment, celebrate differences, and challenge discrimination. Children with additional needs or disabilities are supported with reasonable adjustments.
   - For you: Your child is included, respected, and encouraged to thrive.
  
  

• Admissions – We welcome everyone, with fair and transparent processes. Information is made clear and accessible, including in other languages where possible.
   - For you: Your family is welcomed on equal terms with others.
  
  

• Employment & Training – Jobs are advertised fairly, and all staff commit to inclusion and equality. Ongoing training helps us stay up to date and reflect on our practice.
   - For you: Our team is chosen and trained to support every child fairly.
  
  

• Curriculum & Environment – Activities, books, and toys reflect many cultures, languages, and abilities. We avoid stereotypes, celebrate festivals respectfully, and adapt activities so everyone can join in.
   - For you: Your child will see themselves and others reflected positively in play and learning.
  
  

• Valuing Families – We respect all family structures and encourage parents to share their culture, skills, and traditions. Support is offered where financial help is needed.
   - For you: Your family is recognised, respected, and included in Nursery life.
  
  

• Food & Mealtimes – We respect medical, cultural, and religious food needs, and use mealtimes to celebrate diversity through food.
   - For you: Your child’s dietary needs are always taken seriously.
  
  

• Review & Improvement – We review our inclusion practice each year, keep records of any complaints and actions, and welcome feedback from families.
   - For you: We listen, adapt, and keep improving so everyone feels included.