Heirs and Graces Policies

Access to Information Policy

We believe that an open access policy is the best way of encouraging participation.

The nursery’s work with children and families will sometimes bring us into contact with confidential information. The protection of the child is the paramount concern.
To ensure that all those using and working in the nursery can do so with confidence, we will respect the access to information in the following ways:

1. Parents will have access to the files and records of their child/ren but will not have access to information about any other child in the nursery’s care.
2. Staff will not discuss individual children, other than for the purpose of curriculum planning/ group management, with people other than the parents/ carers of that child, unless there is sufficient public interest to share information with other professionals.
3. Information given by the parents/ carers to the nursery manager or the key person will not be passed onto other adults without permission, unless there is a legitimate purpose for sharing this information such as safeguarding of the child.
4. Issues to do with the employment of staff, whether paid or unpaid, will remain confidential to the people directly involved with making personnel decisions.
5. It is everybody’s responsibility to deal with all information confidentially.
6. Students undertaking any recognised qualifications and training, when they are observing in the nursery, will be asked to not name the child and use terms such as child a or b etc.

All the undertakings above are subject to the primary commitment of the nursery, which is to the safety, and wellbeing of the child.

The settings responsibilities under the Data Protection Act are all met. However, if there is sufficient public interest to share information or a child is at risk of serious harm additional advice should be sort from the designated safeguarding officer. For further information and guidance, please refer to HM Government’s information sharing guide and our child protection policy.

GPPR Privacy Notice

WHAT IS THE PURPOSE OF THIS DOCUMENT?

Heirs and Graces Day Nursery is a company incorporated and registered in England and Wales company number 5146274 with its registered office address at Florence House, 2 Christchurch Road, Tring, Hertfordshire HP23 4EE. The Nursery is committed to protecting the privacy and security of your personal information.
This privacy notice describes how the Nursery collects and uses personal information about Employees of the Nursery, Children attending the Nursery and the Parents of the Children, in accordance with the General Data Protection Regulation (GDPR).

The Nursery, Heirs and Graces, is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this privacy notice.
This notice applies to Employees, Children and Parents. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical.
It is important that Employees, Children and Parents read and retain this notice and we strongly recommend you keep a copy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.

DATA PROTECTION PRINCIPLES

We will comply with data protection law. This says that the personal information we hold about You must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to You and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told You about and limited only to those purposes. 4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told You about.
6. Kept securely as reasonably possible.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a child or parents health issue.

Employees:

We will collect, store, and use the following categories of personal information about Employees:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
• Date of birth.
• Gender.
• Marital status.
• Next of kin and emergency contact information.
• National Insurance number.
• Bank account details, payroll records and tax status information.
• Salary, annual leave, pension and benefits information.
• Start date and, if different, the date of an Employee’s continuous employment.
• Location of employment or workplace.
• Copy of a driving licence (where applicable)/proof of identity.
• Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
• Employment records (including job titles, work history, working hours, holidays, training records and professional memberships).
• Personnel files and training records including performance information, disciplinary and grievance information, and working time records.
• Information about your use of our information and communications systems.
• Records of any reportable death, injury, disease or dangerous occurrence which directly affects your employment or the safety of those around you.

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about an Employee’s race or ethnicity.
• Information about an Employee’s health, including any medical condition, accident, health and sickness records, including:
  • where an Employee leaves employment and under any share plan operated by a group company the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision.
  • details of any absences (other than holidays) from work including time on statutory parental leave and sick leave.
  • where an Employee leaves employment and the reason for leaving is related to their health, information about that condition needed for pensions and permanent health insurance purposes.
  • Where an Employee has a potential health issue that may be contagious.
  • Where an Employee has been in contact with all illness (such as meningitis) where exposure can affect the health of children, parents or staff.

Children:

We will collect, store, and use the following categories of personal information about Children:

• Name
• Date of birth
• Home address
• Dietary requirements
• Attendance information
• Photographs and video clips of the Child to signpost Children to where their belongings are stored at the Nursery that they attend, and also for general display purposes
• Emergency contact should Parents be unavailable and the emergency contact’s contact details
• Record book for each Child containing the work of the Child whilst at the Nursery, observations about the Child’s development whilst at the Nursery from
• Employees of the Nursery, specific examples of the Child’s progress, photographs demonstrating the Child’s development whilst at the Nursery, and personal details of the Child (e.g. their date of birth) (“Progress Report”)
• Records relating to individual Children e.g. health and educational care plans, common assessment frameworks, speech and language referral forms, social services or child protection.
• Accidents and accident at home forms
• Records of any reportable death, injury, disease or dangerous occurrence
• Observation, planning and assessment records of Children

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about a Child’s race or ethnicity, spoken language and nationality.
• Information about a Child’s health, including any medical condition, health and sickness records.
• Information about a Child’s accident or incident reports including reports of pre-existing injuries.
• Information about a Child’s incident forms / child protection referral forms / child protection case details / reports.

Parents:

We will collect, store, and use the following categories of personal information.

• Name
• Home address
• Telephone numbers, and personal email addresses.
• National Insurance number.
• Bank account details.
• Emergency contact details
• Custody agreements/arrangements

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about a Parent’s race or ethnicity, spoken language and nationality.
• Conversations with Parents where Employees of the Nursery deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent strategy.

HOW IS YOUR PERSONAL INFORMATION COLLECTED?

Employees:

We collect personal information about Employees through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

We will collect additional personal information in the course of job-related activities throughout the period of when an Employee works for us.

Children and Parents:

We collect personal information about Children and Parents from when the initial enquiry is made by the Parents, through the enrolment process and until the Children stop using the Nursery’s services.

HOW WE WILL USE INFORMATION ABOUT YOU

We will only use Your personal information when the law allows us to. Most commonly, we will use Your personal information in the following circumstances:

1. Where we need to perform the contract, we have entered into with You.
2. Where we need to comply with a legal obligation.
3. Where it is necessary for our legitimate interests (or those of a third party) and Your interests and fundamental rights do not override those interests.

We may also use Your personal information in the following situations, which are likely to be rare:

1. Where we need to protect Your interests.
2. Where it is needed in the public interest or for official purposes.

Situations in which we will use Employee personal information

We need all the categories of information in the list above (see Employee section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Employees and to enable us to comply with legal obligations.

The situations in which we will process Employee personal information are listed below.

• Making a decision about an Employee’s recruitment or appointment.
• Checking an Employee is legally entitled to work in the UK. Paying an Employee and, if an Employee is an Employee or deemed Employee for tax purposes, deducting tax and National Insurance contributions (NICs).
• Providing any Employee benefits to Employees.
• Enrolling you in a pension arrangement in accordance with our statutory automatic enrolment duties.
• Liaising with the trustees or managers of a pension arrangement operated by a group company, your pension provider and any other provider of employee benefits.
• Administering the contract we have entered into with an Employee.
• Conducting performance and/or salary reviews, managing performance and determining performance requirements.
• Assessing qualifications for a particular job or task, including decisions about promotions.
• Gathering evidence for possible grievance or disciplinary hearings.
• Making decisions about an Employee’s continued employment, engagement.
• Making arrangements for the termination of our working relationship.
• Education, training and development requirements.
• Dealing with legal disputes involving Employees, including accidents at work.
• Ascertaining an Employee’s fitness to work.
• Managing sickness absence.
• Complying with health and safety obligations.
• To prevent fraud.
• To monitor your use of our information and communication systems to ensure compliance with our IT policies.
• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
• Equal opportunities monitoring.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of an Employee’s personal information.

Situations in which the Nursery will use personal information of Children

We need all the categories of information in the list above (see Children section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our obligations (including our legal obligations to Children. The situations in which we will process personal information of Children are listed below.

• Upon consent from the Parents, Personal Data of Children will be shared with schools for progression into the next stage of their education.
• Personal information of Children will be shared with local authorities without the consent of Parents where there is a situation where child protection is necessary.

The personal information of Children will be shared with local authorities without the consent of Parents for funding purposes.

Ofsted will be allowed access to the Nursery’s systems to review child protection records.

• To ensure we meet the needs of the Children
• To enable the appropriate funding to be received
• Report on a Child’s progress whilst with the Nursery
• To check safeguarding records
• To check complaint records
• To check attendance patterns are recorded

When a Child’s Progress Report is given to its Parent in order for that Parent to pass the same Progress Report to a school for application or enrolment purposes.

Situations in which the Nursery will use personal information of Parents

We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform our contracts with Parents and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.

• The personal information of Parents will be shared with local authorities without the consent of Parents for funding purposes.
• To report on a Child’s attendance
• To be able to contact a Parent or a Child’s emergency contact about their Child
• To ensure nursery fees are paid

If Employees and Parents fail to provide personal information

If Employees and Parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with Employees and Parents, or we may be prevented from complying with our respective legal obligations to Employees, Children and Parents.

Change of purpose

We will only use Your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use Your personal information for an unrelated purpose, we will notify the Employee, Child or Parent, as is appropriate in the circumstances, and we will explain the legal basis which allows us to do so.

Please note that we may process an Employee’s, a Child’s or a Parent’s personal information without their respective knowledge or consent, as relevant to the circumstances, in compliance with the above rules, where this is required or permitted by law.

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION

“Special categories” of particularly sensitive personal information require higher levels of protection.

We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:

1. In limited circumstances, with Employee or Parent explicit written consent.
2. Where we need to carry out our legal obligations or exercise rights in connection with Employee employment.
3. Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect an Employee, a Child or a Parents’ interests (or someone else’s interests) and the Employee, Child or Parent as is appropriate is not capable of giving consent, or where the Employee or Parent has already made the information public.

The Nursery’s obligations as an employer

We will use particularly sensitive personal information of Employees in the following ways:

• We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
• We will use information about the physical or mental health of an Employee, or their disability status, to ensure Employee health and safety in the workplace and to assess the fitness of Employees to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits including statutory maternity pay, statutory sick pay, pensions and permanent health insurance.
• We will use information about an Employee’s race or national or ethnic origin, religious, philosophical or moral beliefs, or an Employee’s sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Do we need Employee consent?

We do not need the consent of Employees if we use special categories of personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach Employees for their written consent to allow us to process certain particularly sensitive data. If we do so, we will provide Employees with full details of the information that we would like and the reason we need it, so that Employees can carefully consider whether they wish to consent. Employees should be aware that it is not a condition of their contract with the nursery that they agree to any request for consent from us.

INFORMATION ABOUT CRIMINAL CONVICTIONS

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided, we do so in line with our data protection policy.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect the interests of You (or someone else’s interests) and You are not capable of giving your consent, or where an Employee or a Parent, as is relevant to the circumstances, has already made the information public.

We envisage that we will hold information about criminal convictions.

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so, which includes but is not limited to Disclosure and Barring Service (“DBS”) checks. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:

• To conduct a DBS check on each Employee, to record the date of the DBS check, the number of the DBS check and the name of the body conducting the DBS check.

We are allowed to use your personal information in this way to carry out our obligations. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.

AUTOMATED DECISION-MAKING

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

1. Where we have notified Employees or Parents of the decision and given the Employee of the Parent as is appropriate 21 days to request a reconsideration.
2. Where it is necessary to perform the contract with an Employee or a Parent and appropriate measures are in place to safeguard the Employee’s, the Child’s or the Parent’s rights as is appropriate.
3. In limited circumstances, with explicit written consent from the Employee or the Parent, as is appropriate, and where appropriate measures are in place to safeguard Employee or Parent rights.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either explicit written consent from an Employee or a Parent as is appropriate, or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard an Employee or a Parents rights as is relevant in the circumstances.

You will not be subject to decisions that will have a significant impact on You based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified the Employee or the Parent as is appropriate in the circumstances.

DATA SHARING

We may have to share Employee, Child or Parent data with third parties, including third-party service providers and other entities in the group.

We require third parties to respect the security of Your data and to treat it in accordance with the law.

Why might the Nursery share Employee, Child or Parent personal information with third parties?

We will share Your personal information with third parties where required by law, where it is necessary to administer the working relationship with You or where we have another legitimate interest in doing so.

Which third-party service providers process my personal information?

“Third parties” includes third-party service providers (including contractors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes:

• Local Authorities – for funding and monitoring reasons (e.g. equal opportunities and uptake of funded hours)
• Regulatory bodies – for ensuring compliance and the safety and welfare of the children
• Schools – to provide a successful transition by ensuring information about the child’s progress and current level of development and interests are shared

We will share personal data regarding your participation in any pension arrangement operated by a group company with the trustees or scheme managers of the arrangement in connection with the administration of the arrangements.

How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.

What about other third parties?

We may share Your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share Your personal data with the other parties if and to the extent required under the terms of the transaction in order for the transaction of the Nursery to be smooth.
We may also need to share Your personal information with a regulator or to otherwise comply with the law.

DATA RETENTION

How long will you use my information for?

We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Details of retention periods for different aspects of your personal information are available in our retention policy which is available from the manager. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of Your personal data, the purposes for which we process Your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise Your personal information so that it can no longer be associated with You, in which case we may use such information without further notice to You. Once you are no longer an Employee, or a Child benefiting from the Nursery’s services or a Parent, as is appropriate, we will retain and securely destroy your personal information in accordance with [our data retention policy OR applicable laws and regulations].

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of any changes

It is important that the personal information we hold about You is accurate and current. Please keep us informed if Your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law You have the right to:

• Request access to Your personal information (commonly known as a “data subject access request”). This enables You to receive a copy of the personal information we hold about You and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about You. This enables You to have any incomplete or inaccurate information we hold about You corrected.
• Request erasure of your personal information. This enables Employees or Parents to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove Your personal information where You have exercised Your right to object to processing (see below).
• Object to processing of Your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about Your particular situation which makes You want to object to processing on this ground. You also have the right to object where we are processing Your personal information for direct marketing purposes.
• Request the restriction of processing of Your personal information. This enables Employees or Parents, as is appropriate, to ask us to suspend the processing of personal information about You for example if You want us to establish its accuracy or the reason for processing it.
• Request the transfer of Your personal information to another party.

If You want to review, verify, correct or request erasure of Your personal information, object to the processing of Your personal data, or request that we transfer a copy of Your personal information to another party, please contact the manager in writing.

No fee usually required

You will not have to pay a fee to access Your personal information (or to exercise any of the other rights).

WHAT WE MAY NEED FROM YOU

We may need to request specific information from You to help us confirm your identity and ensure Your right to access the information (or to exercise any of Your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where You may have provided Your consent to the collection, processing and transfer of Your personal information for a specific purpose, you have the right to withdraw Your consent for that specific processing at any time. To withdraw Your consent, please contact [the manager]. Once we have received notification that You have withdrawn Your consent, we will no longer process Your information for the purpose or purposes You originally agreed to, unless we have another legitimate basis for doing so in law.

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide You with a new privacy notice when we make any substantial updates. We may also notify You in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact Management.

Snow or other severe weather

At Heirs and Graces Day Nursery, we aim to be open throughout the year whenever possible.

If high snowfall, or another severe weather condition such as severe storms, hurricanes or dense fog, is threatened during a nursery day then the Company Directors and Management team will make the decision as to whether we close the nursery or remain open.

If we feel the safety, health or welfare of the children and staff is compromised then we will take the decision to close the nursery.

Factors that are taken into account when making the decision to close will be

• Road safety and closures
• Staff availability
• If we are unable to maintain staff to children ratio requirements after all avenues are explored.
• Building safety, such as checking for frozen pipes, heating working properly and if needed any other equipment to keep the building warm.
• The road and hill surrounding the nursery is safe and accessible, the nursery is located at the top of a steep hill with thin pathway.
• Public transport availability such as trains and buses, which will affect parents travel on drop off and pick up and staff being able to get to us.
• Phone lines in the building are working to ensure that the nursery is able to call emergency services and parents if needed.
• The nursery email will also be given out, this can be found on our website, social media sites and parents are likely to already have it as invoices and various emails are sent to them from the nursery on a regular basis.

In the event of staff shortages due to snow or other severe weather we will contact all available off duty staff and/or agency staff and group the children differently until they are able to arrive.

Predicted weather conditions

If there is a predicted snow/adverse weather condition, we may make the decision to close the nursery the following day. In this situation, each child’s primary carer will be contacted.

Methods of informing parents and staff of a nursery closure will be

• An update on the nursery website.
• An update on the nursery Facebook page.
• An update on the nursery Instagram page.
• An individual call to each child’s primary carer.
• A sign on the main nursery door and outside notice board.

Reduced opening hours

We may make the decision to open later or close earlier, depending on how many staff members are able to safely travel to and from work.

The Nursery will try to remain open wherever possible, one effective method of doing this is to open later and close earlier. This gives the opportunity for staff to be able to travel into work safely and on roads that have been gritted and driven on, and time for staff to come into work that have a longer commute to work.

The Nursery has made the decision that reduced hours will be set at 10am- 4pm.

If the Nursery is open on reduced hours, Parents will only be charged for these hours and not the full day. Parents will also not be charged for breakfast or tea but will be charged for lunch.

The parents will only be charged for the hours we are open on that reduced hour day but are welcome to pick up and drop off as they wish within those hours.

In regard to funded children using the 15 or 30 hours free childcare scheme, the Nursery administrator will consult with Dacorum council funding department to assess how the hours will be used or made up to reflect all hours being used.

Staff will also be paid for working 10am- 4pm as well, this is due to the company making their travel to work a safety priority.

Preventative measures

The Nursery have several measures in place to help the Nursery to remain open during adverse weather. In cases of snow and ice, the nursery will do the following

• Grit and sand the car parking area.
• Grit and sand the walkways around the building.
• Grit and sand the steps and ramp.
• Ensure that the outdoor steps inside the nursery leading to the staff area are safe to use.
• Ensure that the heat remains on throughout the night to ensure the building is warm.
• Wrap outdoor pipes or taps that are susceptible to freezing.
• Have food in the freezer for the children, that staff can use for main meals and snack time in case the chef is unable to come in.
• Alex Baker and his property maintenance company La Foret are on standby during bad weather to help us prepare the outdoor building such as gritting and be available to assist with repairing any damage caused to the building from the adverse weather.

Closing earlier in the day with short notice

In the rare event that the weather is not anticipated, and the above safety criteria is not met ensuring the children’s and staff safety, the Nursery may take the decision to close on short notice. This will only happen if the weather is predicted to worsen rapidly and be unsafe to remain open.

The Nursery will use of all the methods of contact listed earlier in the policy as a means to communication with the parents.

Uncollected children and stranded staff

On the very rare occasion when parents are stuck at train stations, work, bus stations etc with no way home and no one to call to collect their child.

We encourage the parents when they register to have an emergency contact to call who is able to collect their child who are in the local area to collect the child in case the child’s parents are stranded whilst travelling.

If this is not possible and your child cannot be collected, the nursery will take into account how many children are affected and arrange suitable staffing numbers needed to remain open overnight.

A member of the Management team will be present alongside another qualified member of staff. The children will be placed in a room together and nursery beds and bedding will be used. Staff members will have a nursery phone in the room with them to be available for parents to contact them with any updates.
The staff will remain with the children in the same room throughout the night.

Staff who are stranded and not needed in the children’s sleep rooms will be allowed to use the staff room area to sleep in, this provides sofas and a bathroom/ kitchen to use.

Please feel free to contact any member of our management team or our office administrator if you have any queries regarding this policy.

Statement

At Heirs and Graces Day Nursery we have acceptable standards of behaviour, work and respect for each other (adults and children). Everyone within the nursery environment makes positive contributions and we all set good standards and model appropriate behaviour. We apply rules firmly, fairly and consistently.

Below are our procedures for managing the children’s behaviour.

Positive procedures for encouraging good behaviour:

• Prevention- anticipation and removal of potential problems.
• Interaction- plenty of adult attention.
• Praise or reward- all adults should offer explicit praise for good behaviour, for example turn taking, sharing, listening…drawing attention to the good rather than the bad.
• Provision- provide physically, challenging and emotionally satisfying activities for children to ‘let of steam’.
• Clear expectations applied in a positive way.
• Positive examples from adults.
• In certain circumstances, such as racial language, physical abuse or dangerous behaviour an instant adult response is required.

Procedures for dealing with unwanted behaviour:

• Redirection- distract to another activity or join in with an activity.
• A firm `STOP’ and a clear explanation of why the behaviour is unacceptable.
• Speak calmly, clearly and firmly to gain control.
• Give a warning of the consequences if the behaviour does not stop.
• Use the consequences, for example, removal from the situation, or removal from the toy/activity.
• A fresh start afterwards.

We do not allow corporate punishment in any way, shape or form
Such conduct would result in an investigation, instant suspension and more than likely staff dismissal.

We do NOT use any of the following:

• Shouting, criticism and comparison. Shouting conveys loss of control.
• Labelling the child, rather than the behaviour, as ‘naughty’ or undesirable.
• Use any form of corporal punishment, including smacking, pinching, poking or rough handling.
• Use any other humiliating and frightening punishment, including shouting, offensive language, name-calling or isolation.

If you are concerned about any child’s behaviour or our responses or have any other comment on this policy, please contact the Manager.

Rewards

Rewarding children encourages positive behaviour and fosters good relationships.

We reward to:

• Recognise effort.
• Encourage participation.
• Encourage perseverance.
• Provide reassurance.
• Develop desirable attitudes, e.g. Honesty, politeness, kindness.
• Discourage undesirable behaviour.

We reward by:

• Praising verbally.
• Body language.
• Practitioner interaction.
• Displaying children’s work.
• Providing new responsibility/delegating task.
• Providing tangible reward e.g. Stickers, stamps etc.

(If needed, for specific children we can work together to create a reward chart, also giving the parents/carers a copy so they can model the same rewards at home, giving the child consistency.)

Interventions

Interventions are sometimes necessary to maintain a safe and effective learning environment. When such action is necessary it is essential the focus is on the negative behaviour rather than that of the child.

We use interventions to:

• Ensure children’s safety.
• To emphasise the seriousness of specific activities.
• To discourage persistent bad behaviour.
• To demonstrate consistency.

When using sanctions please remember the child’s age and use sanctions appropriate to their age such as:

Under 3 years old:

• Redirect the child’s play.
• Quiet time if appropriate.
• Use body language.
• Withdraw from the activity where behaviour occurred.
• Inform parents of seriousness or persistent behavioural concerns.

3 years old and over as above but also use these as necessary:

• Explain what the child has done wrong.
• Arrange “quiet time”.
• Remove privilege.
• Inform parents of seriousness or persistent behavioural concerns.

How a particular type of behaviour is handled will depend on the child’s age, level of development and the circumstances surrounding the behaviour. It may involve the child being asked to think and talk about what they have done. It may also include the child being asked to apologise for their actions.

Parents/carers should always be informed of any negative behaviour that has taken place during the day. If a child’s behaviour becomes a long-term issue, we will start to keep a written record and ask parents/carers to look through it at the end of the session and discuss with us about their behaviour at home.

If a child requires help to develop positive behaviour, every effort will be made to provide for their needs. This will not be done without the nursery working with the parents of the child with the problem and implementing our Behaviour and Sanctions Policy and Procedure. We will hold regular meetings with parents and us involving outside professionals where necessary.

Due to the many hours of care we are providing, staff will often be the first people to sense that there is a problem. If signs of possible abuse are seen, the Manager will be informed and will take appropriate steps to deal with this issue.

This statement lays out the procedures that will be followed if we have any reason to believe that a child in our care is subject to emotional, physical or sexual abuse or neglect.

Our prime responsibility is the welfare and well-being of all children in our care. As such we believe we have a duty to the children, parents/carers and staff to act appropriately and responsibly in any instance that may come to our attention.

The nursery has a duty to report any suspicions of abuse to the Local Authority who has a duty to investigate such matters. The nursery will follow the procedures set out in the Local Authority Child Protection Documents and will seek their advice on all steps taken subsequently.

No abuse is any different or more severe than another. All abuse whether physical, sexual, emotional or neglect will be treated appropriately.

Physical Abuse

Action will be taken if staff has reason to believe that there has been a physical injury to a child, including deliberate poisoning, where there is definite knowledge, or reasonable suspicion that the injury was inflicted or knowingly not prevented.

Procedure

• Any sign of a mark/injury to a child when they come into nursery will be recorded.
• The incident will be discussed with the parent/carer. – Such discussion will be recorded, and the parent/carer will have access to such records.
• If there appear to be any queries regarding the injury, the Child Protection Unit in the Local Authority will be notified.

Sexual Abuse

Action will be taken under this heading if the staff team have witnessed occasions where a child indicated sexual activity through words, play, drawing or had an excessive pre-occupation with sexual matters or has an inappropriate knowledge of adult sexual behaviour.

Procedure

• The observed instances will be reported to the nursery manager.
• The matter will be referred to the Local Authority.

Emotional Abuse

Action will be taken under this heading if the staff team have reason to believe that there is a severe, adverse effect on the behaviour and emotional development of a child caused by persistent or severe ill treatment or rejection.

Procedure

The concern will be discussed with the parent/carer – Such discussion will be recorded, and the parent/carer will have access to such records.
If there appear to be any queries regarding the circumstances, the matter will be referred to the Local Authority.

Neglect

Action will be taken under this heading if the staff team have reason to believe that there has been persistent or severe neglect of a child (for example, by exposure to any kind of danger, including cold and starvation) which results in serious impairment of the child’s health or development, including failure to thrive.

Procedure

• The concern will be discussed with the parent/carer. – Such discussion will be recorded, and the parent/carer will have access to such records.
• If there appear to be any queries regarding the circumstances the Local Authority will be notified.

Should any member of staff have concerns for the welfare of any child they will immediately inform their senior. A nursery nurse’s responsibilities do not include investigating the suspected abuse. However, the staff will keep accurate records of their observations and of anything said to them by the child or others in connection with the suspected abuse. It is always important to listen to children. Strict confidentially will be observed at all times. All our staff will receive training on the protection of children from abuse.

It is the policy of the nursery to provide a secure and safe environment for all children.

It aims to:

• Ensure that children are never placed at risk while in the charge of the nursery staff.
• Ensure that confidentiality is maintained at all times.
• Ensure that all staff are familiar with Child Protection issues and procedures.
• Regularly review and update this policy.

If an allegation is made against a member of staff, that person is put on leave whilst investigations take place by the Nursery and OFSTED, the local authority child protection unit will be informed, and the nursery disciplinary procedure will be followed.

We set out to assist all children attending the nursery to attain their maximum potential within their perceived capabilities.

Procedure

The nursery follows the EYFS curriculum set out by the government and enforced by OFSTED. This means that a record of each individual child’s development is maintained, showing its abilities, progress rate and areas needing further assistance.

The EYFS encourages the staff to focus on the individual needs of the child and encourage learning through the child’s personal interests.

The staff are aware of the importance of the correct play environment for the child, so they may develop good social skills and an appreciation of all aspects of this country’s multicultural society.

Planning of the learning experience by the staff is of upmost importance to ensure equality of opportunity between all children.

Parental involvement, outside agency involvement (where appropriate) and ensuring we establish links with other learning environments the child may attend, is crucial to offer the best possible learning environment.

This policy will continue to be reviewed on a regular basis and we reserve the right to change and tighten the restrictions where necessary dependant on the most current spread, variation and risk of the Covid19 mutations that may develop later on down the line.

The Nursery has to follow several sources of guidance as an educational setting. In order to write this policy we consulted with the following sources

• NDNA (National Day Nursery Association)
• Ofsted
• Government guidance for March 2022
• Citation- Our Nursery’s HR company
• ACAS
• The communicable disease list given to childcare settings to follow.

Staff

• We encourage staff to continue to lateral flow test twice a week or dependant on how many days they work inside the Nursery. Should staff display any symptoms of Covid19 in the workplace they will be strongly encouraged to leave early and get a PCR test to confirm whether or not they have contracted the virus.
• All staff are encouraged and educated on the safety and protection of being vaccinated in order to be protected in the work environment as they are potentially exposed to COVID-19 on an ongoing basis
• We encourage all staff to wear a mask when in the building, especially if they are unwell in anyway. Staff who are clinically vulnerable are strongly encouraged to continue mask wearing to protect their possible weakened immune system.
• If a staff member tests positive or is showing symptoms of COVID-19 then they should be strongly encouraged to not come into the setting and focus on their health and well being.
• Staff should seek professional advice if symptoms become worse and take as uch time off as they need in order to fully recover and return to work able to complete their duties.
• If a member of staff tests positive with COVID-19 but are not unwell they are legally allowed to choose if they feel well enough to come to work as stated in government guidelines but will be asked to wear a mask at all times. If the member of staff starts to show symptoms and/or becomes unwell they will be sent home and adhere to and follow the guidelines for Communicable diseases.
• Parents/carers will be informed what days the member of staff attends and what room they are in should the covid19 positive staff member continue to work in the building.
• A member of the management team has the right to send a member of staff home if they do not feel that they are fit or safe to be around the children due to their current health symptoms.
• As with any illness, we encourage staff to make a sensible judgment on whether they are well enough to come to work and be able to carry out their duties safely. Staff will be educated in group sessions such as staff meetings on the potential dangers of being in work unwell and how infections can spread despite mask wearing to help them in making their decision of whether or not to work.
• Continue to follow strict cleaning routines in line with Covid19 prevention and keep the Nursery well ventilated at all times.

Pregnant Staff

• Following government guidelines, if a staff member is pregnant, they do not need to self-isolate.
• It is strongly advised that if you are pregnant, you should be fully vaccinated to give additional protection from COVID-19. This includes both jabs and the booster.
• A risk assessment should be carried out as normal for a pregnant member of staff, which well now include the management team to strongly encourage the member of staff to use a mask whilst in the building.
• If a pregnant member of staff has any underlying health issues speak to their medical professionals to ascertain if they are safe to continue working or would benefit from being signed off of work. In the Management team it is possible to continue working from home, but this is not possible for the other team members working in the childrens rooms.

Vulnerable Staff

• Following government guidelines if you are deemed as clinically and/or extremely vulnerable you are not advised to shield again
• Individuals should seek professional advice from their GP and inform us of any other precautions that need to be put in place
• The Manager will talk to any members of staff who are defined as clinically and/or vulnerable to ensure they are doing everything to keep them safe in the workplace and carry out a risk assessment where appropriate.

Members of Staff who are immunosuppressed

• This is a disease where a certain illness affects your immune system which may lead to a reduced ability to fight infections, including COVID-19
• In cases such as this, you should talk to your manager and where possible, work from home if they can.
• If they cannot work from home, measures should be put into place to minimise the risk, including the Management team carrying out a risk assessment.

Parents and Children

• Parents/carers and visitors are allowed back into the building from the week commencing 28TH February
• If you do not feel comfortable to enter the building, a member of staff will collect your child from the door and bring them to you at home time
• Parents are encouraged to test themselves and the members of their household if someone in the household is displaying symptoms of Covid19.
• The Nursery strongly encourages all parents entering the building to wear a mask unless medically exempt. This is due to the fact that the children in the building range in age from 3 months to 5 years and are all currently not eligible for a covid19 vaccination.
• Children’s temperatures will not be taken at the door unless requested by the parent, but if a child appears unwell, they will have their temperature checked by the management team and they will assess the childs general well being and suitability to remain in the building.
• Parents are encouraged to check their childs temperature at home before they come to nursery.
• If you child is showing any signs of having a temperature, sickness or diarrhoea, we will be following the usual guidelines from our Communicable diseases exclusion list, and we will recommend a COVID test and ask the parents to exclude their child for the length of time dictated by the exemption list for the symptom they are displaying.
• The nursery reserves the right as with any child to judge whether the child is well enough to attend an example of this would be if a child does not have a temperature but will not eat, drink and/or shows extreme signs of tiredness or distress.
• We ask that the parents continue to sanitise their hands before entering the building
• If a parent/carer has any symptoms of COVID-19 and is unwell then we ask that they inform us and do not to enter the building. They should have another contact to drop-off and pick-up wherever possible.
• If a child has a confirmed or suspected case of COVID-19, the nursery can take the decision to refuse the child if, in our reasonable judgement, it is necessary to protect other children and staff from infection with COVID-19.
• Parents will continue to pay for a missed session as they do when their child is absent from Nursery for any other illness that requires them to stay at home.

Pregnant Parent/Carer

• If you are pregnant and do not wish to enter the building, a member of staff can take your child to the door. Please inform us if this is what you wish to do.

This policy was written by Holly Jones (Director) and the Management team in February 2022.

This policy is recommended for safeguarding children around technology such as computers/iPad’s, interactive whiteboards and mobile phones that may come onto the premises of the nursery whilst the children are in the building.

Mobile phones

All mobile phones must be signed in and out; mobile phones are to be signed in on arrival at the nursery and when leaving at the end of a shift. Staff are also required to sign their phone in and out at the beginning and end of their lunch break. All mobile phones are kept in the office and out of any child’s reach.

The nursery also owns three mobile phones that are used for emergency calls when on outings. These phones are also kept in the office and are signed in and out as necessary. They do not have access to video, camera or internet. There is one mobile phone kept in the messy room. The Management and Office team have a phone.

Computers

There are two computers and 2 laptops in the main office and a computer downstairs in Holly’s office. These computers are all password protected. Both offices are locked at night.

The office is manned 95 percent of the time. Between the hours of 7.30-6.00 a member of the management team is based in the office but on occasion may be required to help in a room for a short period of time. An office admin will also be present between 9-3 four days a week. When the office is unmanned the member of the management team or admin will ensure their computer is locked.

The only other devices in the office that could pose any additional risk are the cameras and tablets.

Cameras

There are cameras located in the office, which all rooms have access to. Each camera has its own SIM. The cameras are kept in the office overnight. The management team are the only people permitted to print off photos, to ensure that content is regularly monitored and downloaded onto the office computer only. The nursery is to explore the option of putting an additional password in place on the photo files that are now filed in the ‘Management folder.’

Laptops

There are two laptops available for staff to use during their paperwork time. The laptop does have access to the Internet. This laptop is to be regularly checked by the management team for content.

Interactive Whiteboard

There is an Interactive Whiteboard located in the Sensory Room. This has access to the internet; it allows the staff and children to be able to interact with age appropriate programmes.
Adults are to use the Interactive Whiteboard for teaching purposes only. All programmes will be checked first before the children have access to them. The internet access has parental control to ensure that all content is suitable for the children.
At no time must the Interactive Whiteboard be used as a television for the children. Children in this nursery are encouraged to learn through play.

iPad’s

The nursery owns 12 iPads for use of online Learning Journals using Famly software. They have cameras that can be used to take photos for this programme only. They are connected to Wi-Fi however access is limited, and the portal is password protected that only management know.
All staff will have access to these iPad’s and will be issued a personal pin to enable them to see their key children’s information. Parents/carers will also be able to see +their child’s daily information and learning journal with use of a password.
The nursery also has an iPad that is used by the children in the nursery who have additional educational needs. This has a variety of different child friend apps downloaded onto it to encourage mark making etc. All these apps have been approved by a senior member of staff. Time on this is limited and does not replace good practice and hands on experiences.

CCTV

The nursery has CCTV located throughout the whole building. This includes entrances and exits and the garden but excludes bathrooms (children and adults) and kitchen. The CCTV is recorded and is also on a live stream. The CCTV can only be accessed in the office where there is a TV screen viewing system that shows all cameras in a grid screen view.
We feel this does not pose any risks to E Safety issues.

Use of the internet at Heirs and Graces Day Nursery

The staff are permitted to use the internet at nursery using the laptops with permission from the Management team, Holly, Carly, and Nida. It must be used for educational purposes only and never for personal use except on breaks using their own devices. This includes gathering information, printing off resources for the children that is age appropriate. All resources printed off are carried out using the printer in the office where it can be monitored.

The staff do not have access to emails on the laptops as they have a separate login to the Management team.

If a member of staff requires to send information via the nursery email account, it is done using a computer in the office which is monitored by the management team and the administrator.

Emailing of personal, sensitive, confidential, or classified information is prohibited at nursery unless for a very good reason and with permission from the Management team.

Acceptable use of Policy

The use of ICT and other forms of technology such as email and the use of internet on mobile devices are an expected part of our daily work lives, this policy is designed to ensure staff are aware of their responsibilities whilst using all forms of ICT. All staff are to sign this Policy and always adhere to it.

• I will comply with Heirs and Graces E safety Policy.
• I will comply with the ICT System and not disclose any passwords provided to me by the management team.
• I will only use the internet for educational purposes unless using my own device during my break times.
• I will not install any hardware or software without permission from the management team.
• I will not browse, download, upload or distribute any material that could be considered offensive, illegal, or discriminatory.
• I will only take, store, and use images of children, young people, or staff for professional purposes and if they have had permission to do so. I will not distribute images outside of the setting without permission from the parent/carer, member of staff or manager.
• I will make sure that my online activity both inside and outside the setting will not bring my professional role and the settings reputation into disrepute.
• I will support the settings E-safety policy and help children to be and responsible in their supporting use if ICT and related technologies.
• I will report any incidents or concerns regarding children’s safety to the Manager and Designated Safeguarding Officers.
• I understand that sanctions for disregarding any of the above will be in line with the setting’s disciplinary procedures and serious infringement may be referred to the police.

Statement of Intent

The nursery takes great care to treat each individual as a person in their own right, with equal rights and responsibilities to any other individual, whether they be an adult or child. Discrimination on the grounds of sex, race, religion, colour, creed, marital status, ethnic or national origin, or political belief, has no place within this nursery. Should any person believe that this policy is not being totally complied with, it is their duty to bring the matter to the attention of the manager at the earliest opportunity.

The nursery and staff are committed to:

1. Encourage positive role models, displayed through toys, imaginary play and activities that promote non-stereotyped images.
2. Encouraging all children to join in with a wide range of activities.
3. Regularly reviewing childcare practice to ensure the policy is effective.

The nursery aims to ensure that individuals are recruited, selected, trained and promoted on the basis of occupational skill requirements. In this respect, the nursery will ensure that no job applicant or employee will receive less favourable treatment on the grounds of age, gender, marital status, race, religion, colour, cultural or national origin or sexuality, which cannot be justified as being necessary for the safe and effective performance of their work or training.

Service Provision

No child will be discriminated against on the grounds of sex, race, religion, colour or creed. Wherever possible those designated disabled or disadvantaged will be considered for a place, taking into account their individual circumstances and the ability of the nursery to provide the necessary standard of care.

The nursery will strive to ensure that all services and projects are accessible and relevant to all groups and individuals in the community within targeted age groups.

We will strive to promote equal access to services and projects by taking practical steps such as ensuring access to disabled people and producing material in relevant languages and media.

Recruitment

The nursery will strive by recruitment to ensure that the staff levels reflect the community it serves. All vacancies will be advertised as widely as budgets allow. Adverts will include the following statement:

“Heirs and Graces (Tring) Ltd – striving towards equal opportunity”

Every effort will be made to ensure a representative balance on the selection group and all members of the group will be committed to equal opportunities practice as set out in this policy.

Application forms will not include questions that potentially discriminate against the grounds specified in the Statement of Intent.

At interview no questions will be posed which potentially discriminate against the grounds specified in the Statement of Intent.

At interview all candidates will be asked the same questions, and members of the selection group will not introduce nor use any personal knowledge of candidates acquired outside the selection process.

Candidates will be given the opportunity to discuss the reasons why they were not successful.

Staff

All staff are expected to co-operate with the implementation, monitoring and improvement of this and other policies. All staff are expected to challenge language, actions, behaviours and attitudes which are oppressive or discriminatory on the ground as specified in the Statement of Intent.

All staff are expected to participate in equal opportunities training.

Training

The nursery recognises the importance of training as a key factor in the implementation of an effective equal opportunity policy.

The nursery will strive towards the provision of equal opportunity training for all staff.

Service Provision

No child will be discriminated against on the grounds of sex, race, religion, colour or creed. Wherever possible those designated disabled or disadvantaged will be considered for a place, taking into account their individual circumstances and the ability of the nursery to provide the necessary standard of care.

The nursery will strive to ensure that all services and projects are accessible and relevant to all groups and individuals in the community within targeted age groups.

We will strive to promote equal access to services and projects by taking practical steps such as ensuring access to people with additional needs and producing material in relevant languages and media.

Policy

• Every child is unique with individual needs.
• We value difference and diversity and encourage children to develop their own personalities.
• Every child is assessed on their individual needs and the help that they may require, and we work with parents to achieve the best possible care.
• Children are allocated to a staff member in their room; we call this ‘key working’. The staff member has the responsibility for making sure that the child’s emotional, physical, intellectual, social and individual goals are met.
• If at any time you wish to discuss your child’s progress, we will schedule a time when you can chat with their ‘key person’ without feeling rushed.
• Any concerns regarding a child’s development can be raised at any time with the nursery manager.
• We have wheelchair access to our nursery.
• We will accept any child to our nursery as long as we are able to cater for their individual needs and that our terms and conditions are adhered to. If we feel we cannot offer the best care available, we will not offer a place.
• No child will ever be treated differently due its race, colour, culture, ability or creed.

Your child should not attend nursery if they are suffering from any of the following illnesses that have an exclusion period. If your child is prescribed any form of antibiotic treatment they will need to have the amount of doses stated below and have suffered no negative reaction, if they require a new form of treatment the exclusion period will begin once the required doses of the new treatment is given.

The Nursery reserves the right with any illness to exclude the child if they feel the child is not well enough to attend even if their illness is not stated on this form. An example of this would be a child not eating or drinking, unexplained lethargy or showing signs of distress.

Coughs and colds do not normally require exclusion unless they are severe, or the child is distressed.

Please seek medical advice if you are unsure or concerned.

As always staff will use their judgement if it is felt the above information for antibiotic exclusion could be changed due to the natural of the illness/condition.

Heirs and Graces include forest school sessions weekly that cover all areas of the curriculum. The Purpose and aims of Forest School are,

• To provide an experience that encourages an appreciation, awareness and knowledge of the natural environment.
• To learn to respect and care for the local environment.
• To develop self-esteem, independence and imagination whilst taking appropriate risks with set boundaries.
• To work harmoniously within a group or independently respecting the views and ideas of others.

During a Forest School session, we are committed to taking all reasonable measures to safeguard and promote the welfare of each child in our care.

Our Forest School Leader has undertaken Forest School training at Level 3 she will,

• Carry out a detailed safety check prior to each session and comply with the Health and Safety Risk Assessment.
• Carry the emergency/first aid pack at all times.
• Be responsible for equipment and will ensure that it is checked before use and returned to the appropriate place after use.
• Be responsible of ensuring all those participating are kept safe at all times.
• Keep an accident book to record accurately any accidents/incidents that may occur during a session e.g. trips, stings, etc.
• Hold an up to date First Aid certificate.
• Maintain a safe environment in order to maximise the learning experience in the woodland setting.
• Ensure that during all Forest School sessions all persons are treated equally regardless of ability, age, gender, culture or race.
• Ensure all persons will be included in all activities in a nurturing and caring environment.
• Promote the value of working together harmoniously respecting others views and ideas.

Procedure

• Forest School sessions are to be held at Tring Park or within a gated woodland area opposite Tring zoological museum.
• For each Forest School session, the adult to child ratio will be 1:4 this will be reviewed for each activity and changed accordingly.
• A general risk assessment will be written in line with planning and will be reviewed regularly.
• The weather will be assessed prior to each session by the Forest School Leader. If extremely windy or cold and it is deemed unsafe e.g. a storm, the session will be cancelled.
• Appropriate clothing to be worn, e.g. waterproof suits, coat, hat, gloves.
• Thin trousers are to be worn in all weathers for tree climbing.
• Food may be consumed in the woodland area but to prevent contamination from animal faeces, mud or poisonous flora and fauna hands will be washed thoroughly.
• Children will wash their hands immediately after each session.
• The Forest School Leader to carry mobile phone at all times in case of emergency.
• The First Aid kit is to be kept in the forest school rucksack and taken to all sessions.
• In case of an accident requiring further assistance, Nursery will be contacted via mobile phone.

During the Forest School Session

Before staff and children leave the nursery, the registers will be taken, and a regular headcount will be taken throughout the session whilst in the woods.

• Identifying boundaries to Forest School are discussed at the start of each session along with the Forest School guidelines and safety rules.
• If children move to explore hidden areas, an adult should also move into the cover deep enough to be able to see the children but allowing the children the freedom to move independently. If you lose sight of a child shout “everyone to the meeting area” (response to be taught in first session.)
• Due to location no fires should be lit during any session.
• Children can carry sticks shorter than their arm’s length but are encouraged to think about how close they are to other children. Longer sticks may be dragged or carried with the help of another person when each person is at either end.
• Sticks must not be thrown.
• Sticks must not be pulled from living trees.

Travelling to and from the site

Once entering the site ensure children continue to hold their straps or stay on the walkodile until we enter the woodland unless otherwise directed by the Leader.

• The route to the site will be assessed prior to the outing taking place.
• Ensure children are wearing Hi-Viz jackets.
• One adult to be at the front of the walkodile, the other at the back, ensure any other adults spaced out along the line.
• The last adult through to the gated area to woodland to ensure the gate is secure.

On leaving the site

• On leaving the wooded area, a head count will be taken, and the last adult is to secure the gate.
• Ensure children continue to wear Hi-Viz jackets and are secured on to the walkodile/wrist straps.
• One adult to be at the front, the other at the back, ensure any other adults spaced out along the line.

ALL INHALERS/EPI PENS/MEDICATION TO BE TAKEN UP TO WOODLAND AREA FOR FOREST SCHOOL SESSIONS AND ADMINISTERED AS REQUIRED.

Please read in conjunction with the forest school handbook, Health and safety, lost child and Outings policies.

Heirs and Graces see toilet training as a self-care skill that children have the opportunity to learn with the full support and non-judgemental concern of adults. Therefore, no child will be potty trained until fully settled and secure within the nursery environment.

Potty training will not be introduced at nursery until it has been established at home first and the child is using the potty/toilet confidently.

Children will be encouraged not forced.

Each child will be individually monitored, and parents will be informed of their child’s progress regularly.

Initially we ask that your child is slowly encouraged to use the toilet/potty at home. If your child successfully uses either on a regular basis and is beginning to understand when they feel they need to go, potty training may be requested to begin at nursery.

• During the transitional period, it is paramount that each child’s self – esteem and confidence remains high.
• Children training will be gently encouraged to sit on the toilet/potty at nappy change times and at regular intervals throughout the day.
• We will ask you to ensure there is always 3 full sets of spare, labelled clothes in your child’s bag in case your child needs to be changed on more than one occasion.
• Parents will be asked to dress their children in sensible clothing, easy to take on and off independently, no dungarees, belts or tricky buttons.
• Children will be reminded to go to the toilet every 20-30 minutes by a member of staff and a record will be kept on their toileting throughout the day.
• Accidents will be dealt with sensitively, although children will be encouraged to undress and redress themselves, staff will be there to offer support and offer reassurance.
• If your child is in underwear and has persistent accidents (3 or more) in one day, we will put a pull-up or nappy back on them to save further upset, anxiety and stress for your child.
• If persistent accidents continue, we will advise that you may need to delay potty training for a short while and resume at a later date.
• Staff will always give positive praise and encouragement after each visit to the toilet, reward charts may also be used.

Physical Contact and Intimate care policy

In accordance with the children’s act 1989, the welfare of the child is paramount.

The aim of this policy is to ensure that all physical contact between adults and children at Heirs and Grace’s promotes the child’s/children’s safety and welfare. The principles underlying this policy are as follows.

Because of the nature of the children in our care, their age maturity and backgrounds, we endeavour to support children in a variety of different ways.
We wish to help children feel safe, secure and valued at all times in nursery, there will be times when staff are required to have close physical contact with a child. We understand that children can react differently to physical contact and we respect this. All our staff have received safe guarding training with regular refresher courses and have full DBS checks.

Physical contact

Many of our children either do not understand, or are still learning to understand, the appropriateness of physical contact. Children look to us for approval and are testing out responses all the time.

It’s often appropriate for children to be given some physical contact and comfort, but this must always be offered with the following caution:

• Never show favour to individual children.
• Never touch a child in a way that could be mis-interpreted as being anything other than friendly appropriate adult support.
• Never kiss a child and do not encourage children to kiss adults other than their parents.
• Where children require help with changing or toileting, the dignity of the child must be maintained at all times. Great care must be taken to ensure that all physical contact is specifically and only for the purpose of the operation being carried out.

It should always be the child who instigates any sort of physical contact such as cuddles. If a child is very upset, then the adult must ask the child if they want a cuddle.

Intimate care

Staff should encourage a child to have a positive image of his/her own body. Confident assertive children who feel their body belongs to them are less vulnerable to abuse. The practice of intimate care should be as consistent as possible.

Parents will be consulted about the intimate care that is given to their child before they start nursery, and any religious or cultural views they may have of this kind of care discussed. This ensures staff are fully aware of each individual child’s needs.

All staff wear protective gloves and aprons for nappy changes or cleaning a child who has soiled themselves.

• Every child is to be treated with dignity and respect. Privacy is ensured and appropriate to the child’s age and situation.
• Nappies are changed in the designated area in each room and on a changing mat. The child will be given as much privacy as possible yet not out of sight of other staff.
• The child should be involved as much as possible in his or her intimate care. Staff should allow the child to be independent, supporting them in doing as much as they can for themselves, for example removing clothing or wiping themselves.
• If a child is fully dependant on you, talk to them about what you are doing and give choices where possible.
• An adult who is not familiar to them will never support a child in intimate care.
• Be responsive to a child’s reactions.

All staff must ensure they protect themselves by following these guidelines.

• Always tell another member of staff when you are changing a nappy or accompanying a child to the toilet.
• Always ensure a child’s privacy is protected.
• Always ensure that you are visible to another member of staff.
• In some instances, it may be appropriate for two members of staff to change a child if they are distressed.

Report any incident as soon as possible to the nursery manager if you are concerned that during the intimate care of a child;

• You accidently hurt a child.
• The child seems unusually sore in the genital area.
• The child misunderstands or misinterprets something.
• The child has a strong emotional reaction without apparent cause (sudden shouting or crying).

This policy should be read in conjunction with Heirs and Graces, safeguarding, health and safety, nappy changing and whistle blowing policies.

We source our staff in a variety of ways, using childcare agencies, advertising on the Young in Herts website and on our own website. We also source staff through word of mouth and via recommendations from trusted people (e.g. current staff recommending former colleagues).

The procedure to follow when recruiting for staff is as follows:

Management Discussion

The management team should meet to discuss the nature of the vacancy, the type of candidate they would like to employ, the pay scale, the amount of money available to spend on the recruitment process and the length of time available for recruitment. A long-term projection of staff deployment should be drawn up to illustrate the need for a new member of staff and how they would fit into the existing team.

Advertise

The advertisement must include details of the vacant position, vision/mission statement and inclusive recruitment statement (skeleton advertisement in Recruitment file on computer contains this information). If the advertisement is on the Young in Herts website, you should attach the relevant Job Description and Person Specification (in the Recruitment file on the computer). If you are advertising somewhere it is not possible to attach Job Descriptions and Person Specifications, they must be given to interested candidates when they apply for the position.

Appraise Applicants

When a CV or application is received it should be measured against the Job Description and Person Specification for the vacant position. Unsuitable candidates should be informed that we will not be inviting them to interview, suitable candidates should be invited to interview. This can be done via email or telephone.

Interview Stage One

Suitable candidates are invited to the first stage of the interview process. This involves a short tour of the nursery, concentrating on the room in which there is a vacancy, and a formal interview conducted by two members of the management team. The standard interview form (in the Recruitment file on the computer) must be used to ensure that each applicant is asked the same questions. The questions may be tailored to the position in question as long as each applicant for each position is asked the same things. Mandatory questions which must be asked of every applicant for every position are marked on the form in bold type.

Appraise Interviewees

Following each separate interview and each interview session there must be discussion between the management team to talk about each applicant and to measure their success at interview against the relevant Job Description and Person Specification. Applicants deemed suitable for the role should be invited to the second stage of the interview process (phone call) and references sought. Unsuccessful applicants should receive a letter stating that we will not be taking the recruitment process any further (standard letter in Recruitment file on computer).

Interview Stage Two

The second interview is less formal and involves the applicant spending approximately an hour and a half in the room in which there is a vacancy, meeting the staff and children. We ask staff to observe how the applicant interacts with the children, whether they showed interest in the role and how they would feel about working alongside them. The management team should meet with the applicant and with each member of staff in the room to discuss how they felt about the interview before meeting together to discuss whether to offer the job.

Before a job offer can be made, references must be sought for each prospective candidate. No job offer should be made until references are received and approved. If an applicant is unable or unwilling to produce references, they must not be offered a position. If the candidate requests that you do not seek references from their current employer before a job offer is made, it must be made clear that any offer is made on the condition that the candidate’s references are satisfactory. Should a reference be unsatisfactory the candidate must be informed immediately, verbally and then in writing, that the job offer is withdrawn. Standard reference request forms should be sent to each referee, either by post or by email (forms in Recruitment file on computer).

Offer of Employment

If an applicant has been successful throughout the process and is offered employment, an informal offer may be made verbally but this must be followed immediately by a formal, written offer. The formal job offer pack must include:

• A letter offering the job stating the job title, the hours of work, the wage or salary, the name of the direct supervisor and the start date agreed. There should be two copies of this letter sent and the applicant should sign one copy and return it in order to formally accept the position.
• A staff pack with the relevant details filled in on the contract. The applicant should be asked to read the contract and fill in their personal details on the accompanying forms but not to sign the contract until the induction is complete at the end of the first day.
• A holiday form with the holiday entitlement completed (the holiday entitlement must be pro rata for part time employment and for staff joining part way through the holiday year).

For staff already in employment

• We are required by law to make a referral to the ISA of any staff whom we regard to be no longer suitable to be working with children, e.g. they have
• Behaved in a way that has harmed a child, or may have harmed a child;
• Possibly committed a criminal offence against or related to a child; or
• Behaved towards a child or children in a way that indicates he or she would pose a risk of harm if they work regularly or closely with children.
• This will be in liaison with the Local Authority Designated Officer (LADO).

Recruitment of Ex-Offenders Policy

As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess applicants’ suitability for positions of trust, Heirs and Graces Day Nursery (Tring) Ltd complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed.

Heirs and Graces Day Nursery is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.

This written policy on the recruitment of ex-offenders is made available to all Disclosure applicants at the outset of the recruitment process.

We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.

A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.

Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within Heirs and Graces Day Nursery (Tring) Ltd and we guarantee that this information will only be seen by those who need to see it as part of the recruitment process.

Unless the nature of the position allows Heirs and Graces Day Nursery (Tring) to ask questions about your entire criminal record, we only ask about ‘unspent’ convictions as defined in the Rehabilitation of Offenders Act 1974.

We ensure that all those in Heirs and Graces Day Nursery (Tring) who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.

At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.

We make every subject of a DBS Disclosure aware of the existence of the DBS Code of Practice and make a copy available on request.
We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment. Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.

Whether you have been separated throughout your child’s life or currently going through a separation, this policy will be used by our nursery.

According to the UK Government website the information below states parental entitlement, custody and visitation rights.

Definition of parent

Section 576 of the Education Act 1996 defines ‘parent’ as

• All natural parents, whether they are married or not.
• Any person who, although not a natural parent, has parental responsibility for a child or young person.
• Any person who, although not a natural parent, has care of a child or young person (having care of a child or young person means that a person with whom the child lives and who looks after the child, irrespective of what their relationship is with the child, is considered to be a parent in education law).

Parental responsibility

Having parental responsibility means assuming all the rights, duties, powers, responsibilities and authority that a parent of a child has by law. People other than a child’s natural parents can acquire parental responsibility through,

• Being granted a residence order.
• Being appointed a guardian.
• Being named in an emergency protection order (although parental responsibility in such a case is limited to taking reasonable steps to safeguard or promote the child’s welfare).
• Adopting a child.
• (In the case of step-parents) in agreement with the child’s mother (and other parent if that person also has parental responsibility for the child) or as the result of a court order.

Where a child’s parents are not married to each other, the child’s father can gain parental responsibility by

• Registering the child’s birth jointly with the mother.
• Through a ‘parental responsibility agreement’ between him and the child’s mother as the result of a court order.

In addition, a local authority can acquire parental responsibility if it is named in the care order for a child.

Court orders and parental responsibility

Court orders under section 8 of the Children Act 1989 (often called section 8 orders) settle areas of dispute about a child’s care or upbringing and can limit an individual’s parental responsibility.

The Nursery will not allow contact between a child and parent in the setting or around the perimeter of the settling if there is a court order preventing contact on any matter such as if safe guarding concerns have been raised.

General principles for educational settings.

Everyone who is a parent, as defined above (whether they are a resident or non-resident parent) has a right to participate in decisions about a child’s education and receive information about the child (even though, for day-to-day purposes, the settings main contact is likely to be a parent with whom the child lives on school days).

Nursery staff must treat all parents equally, unless there is a court order limiting an individual’s exercise of parental responsibility. Individuals who have parental responsibility for, or care of a child have the same rights as natural parents, for example:

• To receive information, e.g. pupil updates.
• To participate in activities, e.g. charity events, parents evenings, (for trips outside the nursery where parents are invited, we will need consent from both parents.
• To be informed about meetings involving the child. This will depend on any court document restrictions or in cases that involve safeguarding concerns.
• Where a parent’s action, or proposed action, conflicts with the nurseries ability to act in the child’s best interests, the nursery should try to resolve the problem with that parent but avoid becoming involved in conflict.

Registering a child at our Nursery

Directors and the management team should:

• Ask parents or guardians for the names and addresses of all parents when they register a child at the nursery.
• Ensure that names and addresses of all parents, where known, are included in the registration paperwork and child.
• Ensure that names and addresses of all parents are forwarded to any educational settings that the child currently attends or in the future.
• Ensure that details of court orders are noted in the child’s paperwork/ file.
  where the address of a non-resident parent is unknown, tell the resident parent that the non-resident parent is entitled to be involved in their child’s education and ask that information is passed on to them.

Obtaining consent

When the nursery need parental consent to outings and activities, Directors/ senior staff should seek the consent from the resident parent unless the decision is likely to have a long-term and significant impact on the child or the non-resident parent has requested to be asked for consent in all such cases.

In cases where the nursery considers it necessary to seek consent from both parents, it is possible that one gives consent and the other withholds it. When this happens, it is best to assume that parental consent has not been given. Such an approach safeguards the position of the nursery, ensuring that it is not exposed to any potential civil liability if, for example, the child is injured while on the nursery trip.

Changing a surname

A change of surname is a private law matter and should be resolved between parents. Where the parents have divorced, the nursery should ensure that the surname by which a child is known should not be changed without written evidence (independent of the parent seeking to make the change), that consent has been given by the ‘other parent’ or by anyone else who has parental responsibility.

General requirements

The Nursery will try to be accommodating when parents need to bring in overnight bags for the other parent to collect with their child.

The Nursery takes no responsibility for theft or damage of the bags or their contents. We ask that you inform us if there is medicine or electronic devises in the bag as these will need to be stored separately.

Working with and respecting our Nursery team

• The Nursery has a zero-tolerance stance on harassment or lack of respect towards our staff team.
• The Nursery’s number one priority will be the care and protection of your child.
• The Nursery will not be drawn into choosing sides.
• We will not allow a parent to speak about the other parent in ear shot of the child, where we feel it will paint the other parent in a negative light to the child.
• The Nursery will only become involved in providing information or evidence to the court or a parent’s lawyer when given written requests from the parent’s lawyer or from the courts. We will not provide information on request by a parent.
• The Nursery has the right to contact the authorities without consent if we feel the child is being abused in any way by either parent. This includes emotional abuse.

If we feel that we are being put in the middle of a parent’s dispute and that any of the above criteria are happening in our setting, we reserve
the right to terminate your child’s place at our nursery with immediate effect.