Policies & Procedures

We work as a team to give your child/children:-

• A happy time in a safe, warm, friendly, clean and caring environment both indoors and outdoors.
• Secure attachments, competence, confidence, independence and co-operation with others.
• Safeguarding the children is of paramount importance to us.
• To always promote Equality and Diversity.
• To make your child feel valued, safe, confident and happy.
• That individual care and attention is made possible have a high ratio of adults to children.
• Support of a Key Worker system.
• Opportunities for you and your family to be involved in your child’s progression.

The nursery places are advertised through posters, leaflets posted out to local schools, shops, houses, businesses, through word of mouth from existing customers and through the Cooperative Working  Team  01782 232200 yellow pages, www.yell.com and our own website www.eastwoodnursery.com.

• Arrange our waiting list in order of date of birth. An induction appointment to see the Manager/Deputy is arranged.
• Parents have an induction visit with the Manager/Deputy and are issued with a welcome pack (a brief set of policies and procedures are enclosed in this). A full set of our policies and procedures on our parent board. The Manager/Deputy brings parents attention to the notice board. Manager/Deputy goes through the welcome pack on induction; security in the nursery is discussed and safeguarding is explained (this being of paramount importance). Discussions take place with the parents about the child’s likes/dislikes, medical conditions, dietary needs documentation etc. Opportunity for parent to ask any questions, concerns that they may have. Parents are shown around the nursery at the induction, The Manager/Deputy explains how many children, what ages in each room, what goes on in each room, an explanation about  the Early Years Foundation Stage framework and Key worker system is given. On acceptance of the place for their child, Manager/Deputy goes over the Registration form, discussing any allergies, medical issues, custody, contact numbers, passwords etc.
• A copy of terms and conditions for fees is given, parents guide to the E.Y.F.S, parental involvement letter and letter regarding medication.
• We keep a place vacant, if this is financially viable, in order to accommodate emergency admissions.
• Describe the nursery and its practices in terms which make it clear that it welcomes both fathers and mothers, other relations and other carers, including childminders, and people from all cultural, ethnic, religious and social groups, people with HIV and those with and without disabilities.
• Explain what operations are carried out in the nursery to safeguard all children.
• Monitor the gender and ethnic background of children joining the group to ensure that no accidental discrimination is taking place.
• Be flexible about attendance patterns so as to accommodate the needs of individual children and families, providing Term-Time, All Year Care and Funded Care.
• We continue to consult with local parents to ensure that the group goes on meeting the changing needs of the local community through questionnaires.
• The Insurance Company requests that they are informed if any member of staff or child attending the group has a disability.

We want children to feel safe and happy in the absence of the parents, to recognise adults as a source of authority, help and friendship and to be able to share with their parents afterwards the learning experiences enjoyed in the Nursery. We also want parents to feel welcome and involved from the beginning, in order to accomplish this we:

• Encourage parents to visit the Nursery with their child during the week before an admission is planned, or on more occasions from the parents wishes, this is to enable the child to become familiar with the environment, staff and other children before they start.
• Introducing flexible admission procedures, if appropriate, to meet the needs of individual families and children.
• A questionnaire is completed from the room the child will be in, by parents so that staff have some knowledge of the child beforehand.
• Parents have a variety of choices to settle their child into nursery as follows: Have trial days before the child starts nursery
• Stay for a period of time then leave the child for the rest of the session, when they are then given the telephone number and are encouraged to ring to see if there child is settling in.
• Time is then gradually built up until the child is left for all of the session. Each child is an individual with his/her own needs.
• Or leave their child on arrival and telephone later.
• A good idea to help your child to settle is to leave an item of yours with your child (as a comforter and reminder that you will be back to collect them) e.g. keyring, old handbag, purse etc.
• No parent is allowed to ‘SNEAK OFF’ Our policy is to say good-bye to your child, then they know that you will be back to collect them. 

• All parents ring a bell for attention at the entrance door on arrival, where they will be greeted by a member of staff.
• As part of our security parents of All Year Care children/City Kids are allowed through the security door to take their child in to their room, accompanied by a member of staff, on both arrival and departure.
• Children are then entered into a register as they arrive and are marked out as they depart.
• All staff and students sign in and out of the register, on arrival, lunchtimes and on leaving the premises at the end of their day or any other time (i.e. appointments etc.)
• Each room has their own register, staff check registers for their room throughout the day.
• On arrival parents of children who attend term-time wait in the entrance until their session begins and a member of staff take their child to their room. On departure parents again wait in the entrance and a member of staff bring their child to them.This system is not to segregate parents but is to safeguard children who are already in the nursery. If all parents were let through the security door at all times, we run the risk of children leaving the rooms by themselves and possibly leaving the nursery. Term-time parents take their child to the room when they are settling in, if their child is upset or if they choose to do so.
• Students or any other person, are not allowed to let anyone through the security coded door without permission, by a member of staff.
• Any relevant information about the child is passed on to the staff this includes any medication that the child requires that day, any existing injuries are recorded on arrival by parents and staff.
• Only authorised persons as stated on the registration form by the parents can collect their child, otherwise the parents must inform us of the name of the person collecting the child, description and that the person knows the password used to collect the child.
• If the child is not to be collected by the parent/carer an agreed procedure by parent and nursery is followed to identify nominated adult as stated on the child’s registration form and a password will be required.
• No child is handed over to anyone other than the known parent/carer, unless an agreement has been made on arrival. Password required
• If a child is left beyond the nursery closing time, the late collection procedure will be followed.
• If a child has not been collected at the end of the day the Uncollected Child policy will be followed.
• If any accidents, incidents have occurred during the day, this information will be related back to parent/carer and any appropriate forms will be signed when they collect their child.
• Any medicines to be recovered from the fridge and returned to parent/carer before the child departs the nursery.
• If any parents/visitors stay at the nursery for any length of time, they must sign in, using the signing in book in the entrance and sign out when they leave.
• City Kids will pick up children from school and assemble in a designated area for the afternoon session, then marked in City Kids register on arrival and departure.
• Children walk in pairs with a member of staff who are situated at the front and back. Ratios are correct at all times.
• Children who attend any extra curricular activities at school will be picked up by a member of staff who will have the Care Club’s mobile phone with them and an attendance book.
• Children will not be allowed to leave the building without an adult.
• Staff and children will wear appropriate safety visas when being taking to and collecting from school and on any outings.

Parents are the first educators of their young children.

The aim of the Nursery is to support parents in their essential role by:-

• All parents are welcome to visit the nursery at any time.
• Parents have access to their child’s records and are consulted in respect of the care given, when collecting their child each day.
• Parents are given information on a regular basis about their child’s progress and have an opportunity to discuss it with staff, through care books each day and Learning Journey files.
• Encouraging parents on a regular basis to play an active role
• Parents comments sheets are sent home with a photograph of their child on so that they can talk them about the photograph and what they are doing, parents then write a comment back to nursery.
• Welcoming contributions of parents whatever forms these may take.
• Ensuring that all parents have opportunity to contribute their own skills, knowledge and interests to the activities of the group.
• Parent’s open days are held twice a year. (May, November)
• There is a procedure for raising complaints, parents are aware of how to make a complaint through our policies.
• Staff identify parents with additional needs and any support needed is given.
• Our Community Room is available for confidential conversations, meeting, breast feeding, visit from the health visitor etc.
• The SENCO support parents with any Special Needs.
• The SENCO support parents if their child has any difficulties and if needs be follow the Code of Practice and carry out review meetings and complete support plans for their child.
• We have links with the Cooperative working and support parents with any help they may need.
• We have links with Job Centre Plus.
• We have a commitment to individual needs.
• Our parent’s notice board displays Insurance, policies, menus, exclusion periods for illness, the Ofsted Report, nursery events and any other useful information.
• We have parent’s comments book situated in the entrance.
• We send out newsletters to parents each term.
• Various leaflets, information sheets are available to parents in the entrance e.g. Healthy eating, information on Working Tax Credits etc.
• Any relevant information sheets that we have received from courses, Health Visitors etc that may help support, e.g. dummies, behaviour management, Top Tips  
• Parents help out at events.
• Questionnaires are sent out to parents twice a year about the nursery provision, with ideas for improvements. These are analysed and used to review our services.

The Nursery’s work with children and families will sometimes bring us into contact with confidential information.

To ensure that all those using and working in the Nursery can do so with confidence, we will respect confidentiality in the following ways:-

• Parents will have ready access to the files and records of their children but not have access to information about any other child.
• On their induction staff and students/volunteers are informed about confidentiality and what information is kept.
• Staff are informed that if in doubt about who to share information with they consult the Manager/Deputy beforehand.
• Staff will not discuss individual children or special needs issues, other than for the purposes of curriculum planning/group management, with people other than parents/carers of the child.
• Confidential information relating to children and their families are kept in a secure place.
• Information given by parents/carers to the Nursery Manager or key worker will not be passed on to other adults/professionals without permission from the parent/carer, however some information may need to be shared with all staff working in the nursery. Any information passed on by the Nursery Manager will remain confidential within the Nursery.
• Children’s profiles are passed to other settings, parents are informed of this beforehand.
• Issues to do with employment of staff, whether paid or unpaid, will remain confidential to the people directly involved with making personnel decisions.
• Any anxieties/evidence relating to a child’s personal safety will be kept in a confidential file and will not be shared within the group except on a need to know basis (Nursery Manager, key worker etc).
• Verbal and Documented information relating to children and staff is not shared with any third party unless it related to situations where the duty of care overrides confidentiality.
• During their induction students on practical placement, when they are observing in the Nursery will be advised of our confidentiality policy and required to respect it.

All the above are subject to paramount commitment of the Nursery, which is to the safety and well being of the child.

The General Data Protection (GDPR) aims to protect the rights of individuals whose data is obtained, stored, processed or supplied and requires that organisations take appropriate security measures against unauthorised access, alteration, disclosure or destruction of personal data.

The GDPR places obligations on staff to report actual or suspected data breaches and our procedure for dealing with breaches is set out below. All members of staff are required to familiarise themselves with its content and comply with the provisions contained in it. Breach of this policy will be treated as a disciplinary offence which may result in disciplinary action.

Any changes to data protection legislation will be monitored and further amendments may be required to this policy in order to remain compliant with legal obligations.

Definitions

Personal Data – Personal data is any information relating to an individual where the individual can be identified (directly or indirectly) Personal data can be factual (for examples a name, email address, location or date of birth) or an option about that persons actions or behaviour.

Special Category Data – Special Category Data is similar by definition and refers to data concerning an individual racial or ethnic origin, political or religious beliefs, trade union membership, physical and mental health, sexuality, biometric or genetic data and personal data relating to criminal offences and convictions.

Personal Data Breach – A personal data breach is a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data or special category data transmitted, stored or otherwise processed.

Data Subject – Examples of a data breach could include the following (but are not exhaustive)

• Loss or theft of data or equipment on which data is stored, for example loss of a laptop or a paper file (this include accidental loss)
• Inappropriate access controls allowing unauthorised use
• Equipment failure
• Human error (for example sending an email or text message to the wrong person)
• Unforseen circumstances such as a fire or flood
• Hacking, phishing and other “blagging” attacks where information is obtained by deceiving whoever holds it

 When does it need to be reported?

The nursery must notify the ICO of a data breach where it is likely to result in a risk to the rights and freedoms of individuals. This means that the breach needs to be more than just losing personal data and if unaddressed the breach is likely to have significant detrimental effects in individuals.

Examples of where the breach may have a significant effect includes:

• Potential or actual discrimination
• Potential or actual financial loss
• Potential or actual loss of confidentiality
• Risk to physical safety or reputation
• Exposure to identify theft (for example through the release of non-public identifiers such as passport details)
• The exposure of the private aspect of a persons  life becoming known to others

If the breach is likely to result in a high risk to the rights and freedoms of individuals then the individuals must also be notified directly.

Managing and recording the breach

On being notified of a suspected personal data breach, the Nursery Manager  will notify the Data protection officer. Collectively they will take immediate steps to establish whether a personal data breach has in fact occurred. If so they will take steps to:

• Where possible, contain the data breach
• As far as possible, recover, rectify or delete the data that has been lost, damaged or disclosed
• Assess and record the breach
• Notify the ICO
• Notify data subjects affected by the breach
• Notify other appropriate parties to the breach
• Take steps to prevent further breaches

Notifying the ICO (information commissioner’s office)

The DPO will notify the ICO when a personal data breach has occurred which is likely to result in a risk to the rights and freedoms of individuals.

This will be done without undue delay and, where possible, within 72 hours of becoming aware of the breach. If the school are unsure of whether to report a breach, the assumption will be to report it.

Where the notification is not made within 72 hours of becoming aware of the breach, written reasons will be recorded as to why there was a delay in referring the matter to the ICO.

Notifying other authorities

The nursery will need to consider whether other parties need to be notified of the breach. For example:

• Insurers
• Parents
• Third parties (for example when they are also affected by the breach)
• Local authority
• The police (for example if the breach involved theft of equipment or data)

Assessing the breach

Once initial reporting procedures have been carried out, the nursery will carry out all necessary investigations into the breach.

The nursery will identify how the breach occurred and take immediate steps to stop or minimise further loss, destruction or unauthorised disclosure of personal data. We will identify ways to recover correct or delete data (for example notifying our insurers or the police if the breach involves stolen hardware or data) Having dealt with containing the breach, the school will consider the risks associated with the breach. These factors will help determine whether further steps need to be taken (for example notifying the ICO and/or data subjects as set out above). These factors include:

• What type of data is involved and how sensitive it is
• The volume of data affected
• What is affected by the breach (i.e. the categories and number of people involved)
• The likely consequences of the breach on affected data subjects following containment and whether further issues are likely to materialise
• Are there any protections in place to secure the data(for example, encryption, password protection etc.)
• What has happened to the data
• What could the data tell a third party about the data subject
• What are the likely consequences of the personal data breach on the nursery
• Any other wider consequences which may be applicable

Preventing further breaches

Once the data breach has been dealt with, the school will consider its security processes with the aim of preventing further breaches. In order to do this, we will:

• Establish what security measures were in place when the breach occurred
• Assess whether technical or organisational measures can be implemented to prevent the breach happening again
• Consider whether there is adequate staff awareness of security issues and look to fill any gaps through training or tailored advice
• Consider whether further audits or data protection steps need to be taken
• To update the data breach register
• To debrief management following the investigation

Reporting data protection concerns

• Prevention is always better than dealing with data protection as an after thought. Data security concerns may arise at any time and we would encourage you to report any concerns (even if they don’t meet criteria of a data breach) that you may have to the manager or data protection officers (Mel Platt & Christine Arnold)this can help capture risks as they emerge, protect the nursery from data breaches and keep our processes up to date and effective.

Working from home

The same rules apply to any member of staff working from home. Everything is kept confidential, any laptops, dongles etc. used are password protected.

Any documents should be kept for as little time as needed. Files etc. should not be kept open or in view of family members etc.

EASTWOOD NEIGHBOURHOOD NURSERY have regard to with all the relevant legislation including:

• Disability Discrimination Act 1995
• Disabled Persons Act 1958, 1986
• Race Relations Act 1976, May 2002
• Sex Discrimination Act 1986
• Children’s Act 1989
• Special Educational Needs and Disability Act 2001
• Human Rights Act 2000
• Equality Act 2010 – (replacing Anti-Discrimination Law)
• Designated Equalities and Diversity co-ordinator –Holly Holford

We believe that the group’s activities should be open to all children and families, regardless of race, culture, gender etc. and to all adults committed to their welfare. We aim to ensure that all who wish to work in, or volunteer to help with our Nursery have an equal chance to do so. If any cases of racism occur the Nursery will challenge this. If not resolved then it will be reported to the appropriate organisations with everyone’s consent.

We believe that every child/adult has the rights as an individual to have their need met with no discrimination.

Admissions

The Nursery is open to every family in the community. We use the following system for accepting children from the waiting list:

• Date of Birth.
• We advertise widely through posters, leaflets, yellow pages, word of mouth, in clear concise language

Families joining the Nursery are made aware of the equal opportunities policy.

• If information was required in a different language we would ask for assistance from our parents who are familiar with this language.

Employment

• The Nursery will advertise any vacancies internally and externally.
• The Nursery will appoint the best person for each job, regardless of race, culture or gender and will treat fairly all applicants for jobs and all those appointed, against specific criteria
• Commitments to implementing the groups Equality and Diversity Policy will form part of the job description for all workers.
• Staff are informed of all legislation during their induction, through training information sheets.
• Staff meetings are arranged so that everyone can attend.
• Information about meetings are sent via a message book to each room and a notice board in the staff room.
• We will maintain a neutral working environment in which no employee feels under threat or intimidated

Parents/Carers

• The Nursery recognises that many different types of family successfully love and care for children
• The Nursery offers a flexible payment system for families with differing means, weekly, monthly, by Internet, direct debit or voucher schemes, cash or cheques.
• Children are encouraged to share stories of their everyday life/family etc.
• Parents are encouraged to contribute wherever possible within the setting.
• Time is spent getting to know parents and their children, to share matters such as diet, special skin care, comforters, toilet procedures, family names, religion, medical conditions etc. on induction and through their time at the nursery
• If English is not the parent’s first language, another member of their family who is able to speak English accompanies parent to communicate with us.
• We communicate by gesture, pictures if appropriate or give them information written in their language.
• All literature and documentation is provided in an easy to read format for those with basic skills.
• To help staff attend to children with additional language, parents are asked to write various words in their child’s first language that will be used in nursery to help us to attend to their needs.

Training

• All Staff attend anti-bias/equality and diversity training regularly
• The practice within the setting is reviewed in accordance to new legislation and guidelines

Festivals

Our aim is to show respectful awareness of all major events in the lives of the children and families in the Nursery and in our society as a whole, and to welcome the diversity of background from which they come.

In order to achieve this:

• We aim to acknowledge all the festivals, which are celebrated in our area and/or by the families involved in the Nursery
• Without influencing any specific faith, children will be made aware of the festivals which are being celebrated by their own families or others, and will be introduced where appropriate to the stories behind the festivals
• Before introducing a festival with which the adults in the nursery are not themselves familiar, appropriate advice will be sought from parents and other people who are familiar with that festival
• Children will become familiar with and enjoy taking part in a range of festivals, together with the stories, celebrations and special food and clothing they involve, as part of the diversity of life.
• We will endeavour to promote racial harmony and ensure that the achievements of minority ethnic people are recognised and celebrated
• Staff are encouraged to promote equal opportunities during activities, conversations, posters, books etc.

The Curriculum

All children will be respected and their individuality and potential recognised, valued and nurtured. Activities and the use of play equipment offer children opportunities to develop in an environment free from prejudice and discrimination. Appropriate opportunities will be given to children to explore, acknowledge and value similarities between themselves and others.

Resources

• These will be chosen to give children a balanced view of the world and an appreciation of the rich diversity of our multi-racial society
• Materials will be selected to help children to develop their self-respect and to respect other people by avoiding stereotypes and derogatory pictures or messages about any group of people.

Special Needs

• The Nursery recognises the wide range of special needs of children and families in the community, and will consider what part it can play in meeting these needs.
• All entrances are easily accessible. Nursery has a toilet for the disabled.
• Planning for Nursery meetings and events will take into account the needs of people with disabilities

Language

• Information, written or spoken will be clearly communicated in as many languages as necessary
• Bilingual/multilingual children and adults are an asset. Parents will be encouraged to speak to children in their first language at home. Children and parents who have English as a second or additional language will be valued and their languages recognised and respected in the nursery.

Food

• Working in partnership with parent’s children’s medical, cultural and dietary needs will be met.
• Any dietary needs will be met and information will be held on child’s registration form and displayed in the kitchen and care rooms.
• We help children to learn about a range of food, cultures and differences through books, conversation, activities e.g. cookery, parents bringing their own food, to share with the children and staff for tasting etc.

Meetings

The time, place and conduct of meetings will ensure that all families have an equal opportunity to be involved in the running of the nursery.