All other policies and procedures
(Updated August 2024)

Admissions Policy
Roydon Early Years is a community group operating from community facilities. We aim to offer places to all children from the local community regardless of race, culture, special needs or family circumstances. The admissions policy operates as follows:
• Children may start at Roydon Early Years at any time after they turn 18 months and are walking
• Children in nappies are accepted
• Meetings will take place with families of children with special needs and the settings Early Years Advisor (EYA) – Vanessa Hancock-Sharman – to ensure the correct support is in place for the child when they start at the group
• All children starting at the group must have a registration form detailing their name, address, age, parent's names, doctor's contact details, parent's contact details, emergency contact numbers, religion, special needs, details of people nominated to collect the children and other information relevant to the child
• Families will be invited to visit the group to familiarise themselves with the setting and routines
• Children will be assigned a key-person who will introduce themselves to the parents and child during the visit
• Parents will be advised of their start date
• Parents will be given an information leaflet
• During the visit families will be shown both playrooms, the outside play area and toilet facilities
• During the visit parents will be introduced to all the staff present on that day
• During the visit children will have the opportunity to take part in activities
• Parents may defer entry and their place will be held until the setting becomes full.
• Parents wishing to relinquish their child's place should inform the setting in writing
(Policy updated August 2024)

Charging policy
Roydon Early Years is a non-profit making organisation. We recognise the pressures of funding small children and so fees are kept to a minimum. Government funding of 15 hours per week is available for all children from the start of the term after their 3rd birthday and for some children the start of the term after they turn 9 months old. Up to 30 hours of funding is available to some children from the term after their 3rd birthday. Parents are responsible for gaining an eligibility code and we must receive this before the start of the term that the funding starts from. We are open for a total of 31.25 hours and 30 of these can be covered by the funding if required – between the hours of 8.45am and 3pm. Information can be found here https://www.childcarechoices.gov.uk/
Funded hours can be claimed –

Mon – max hours = 6
Tues – max hours = 6
Wed – max hours = 6
Thur – max hours = 6
Fri – max hours = 6
​
For any child receiving care beyond this allocation charges will incur. Government funding is intended to cover the cost to deliver 15 or 30 hours a week of free, high quality, flexible childcare only. It is not intended to cover the cost of meals, consumables, additional hours or additional services. Additional hours - between 8.45am and 3pm - and services will be charged at the current hourly rate (£5 from September 2024) where hours are not funded as Early Education by the Local Authority. Charges for additional services such as trips will be agreed in advance with families.
Our previous ‘consumables fee’ of 50p per day that your child attends, will no longer be voluntary from 1st April 2024, this policy change is in line with the April 2024 statutory guidance. All families will receive an invoice and will be expected to pay this fee as part of the childcare arrangement, unless the child receives the 2-year-old funded entitlement (non-working parent) or the family is in receipt of a qualifying benefit that meets the criteria for Early Years Pupil Premium.  If you feel you cannot pay this charge, please do just let us know.
Funding and session fees purely cover the childcare element for your child (including staff wages, training etc), The consumables charge goes towards covering everything that session fees and/or funding does not cover - such as snack, Tapestry fees, party entertainment, end of term gifts, treats when we go out – for example, ice lollies or snack from the garage when we visit the park etc.
The free entitlements will be delivered consistently so that all children accessing any of the free entitlements will receive the same quality and access to provision, regardless of whether they opt to pay for optional hours, services, meals or consumables. The following additional charges will be applied – Late payment of fees: £5
A deposit is not charged and the entitlement is offered free. Parents will not be charged a “top-up” fee to recoup the difference between the amount received from the Local Authority and the current hourly rate.
All families will be issued an invoice at the beginning of each term unless the balance equals zero. The invoice will be itemised to provide clear and transparent information concerning the charges as agreed in the parent contract/registration form.  It will allow parents/carers to see that the entitlement is received completely free of charge and understand additional fees that have been applied and detailed receipts will be issued for all cash and online payments.
As part of the registration process, parents/carers will be required to provide documentation to evidence their child’s date of birth. This is to confirm they have reached the eligible age for the free entitlements; copies will not be kept by us but they may be required again at a later date.
Early Education is offered within the national parameters –
• no session to be longer than 10 hours
• no minimum session length (subject to the requirements of registration on the Ofsted Early Years Register)
• not before 6.00am or after 8.00pm
• a maximum of two sites in a single day
The Admission Policy is issued to all families as part of the registration process.  It is also available via our website: http://roydonearlyyears.weebly.com/index.html hard copies are available to borrow and any policies can be emailed to you upon request. 
We will work with parents to ensure that as far as possible the hours/sessions that can be taken as free provision are convenient for parents’ working hours.
Early Education is offered to families 38 weeks of the year. The funded hours can be claimed up to 30 hours per week Monday-Friday between 8.45am and 3pm
Please refer to the SEND/Inclusion Policy concerning the SEND support on offer to children and how we support families to choose the right setting for their child with SEND.
We aim to identify all children that may attract any additional funding such as EYPP, DAF, SEND Inclusion Fund and any locally available funding streams with a view to submit a claim/application to support and improve their outcomes.
Our Complaints Policy is issued to all families as part of the registration process. It is also available via our website: http://roydonearlyyears.weebly.com/index.html hard copies are available to borrow and any policies can be emailed to you upon request. Where parents/carers are not satisfied that their child is receiving the free entitlement in the correct way, a complaint can be submitted directly to Tammy.
• Fees are reviewed annually.
• Parents will be notified of any increases in fees via newsletter in the term before the increase.
• Fees are payable at the beginning of each half term and should be paid within 14 days.
• If you are unable to pay in full, it is possible for fees to be paid weekly. Parents should let Tammy or Jo know at the beginning of term if they wish to pay weekly.
• Fees need to be paid even if a child is absent or on holiday.
• Fees may be waived in exceptional circumstances such as long-term illness or bereavement.
• Fees will not be refunded to children who leave the setting during the term.
• Funded children need to fill in a declaration form giving their personal details and ratio of funded sessions between different providers
• Parents will be charged the usual hourly rate for any hours taken over the allocated 15/30 hours per week
• Parents are requested to give 4 weeks’ notice for their child to leave the setting, if this notice is not given then fees and funding will not be refunded for this time.
• Payment of fees cannot be carried forward into the next half-term
• The late payment of fees will incur a £5 penalty if parents do not let staff know of their payment methods
• The non-payment of fees may mean a child's place is forfeited and legal action will be started
(Policy updated August 2024)

Settling in policy
At Roydon Early Years we recognise that starting at a setting is a major upheaval in the lives of both the parent and child. This may be the first time this type of separation has occurred. We value parents as the first and most enduring educators of children and so operate the following policy in relation to settling children:
• The child will be addressed in the preferred mode
• Parents staying with the children will be made to feel included to help the child gain confidence with the setting
• Parents are welcome to stay with their children for as long as they feel necessary to settle their children, although we have found that the quicker parents leave their child, the quicker they settle in.
• Parents can leave their children for short periods of time, gradually extending this as the child gains confidence.
• The key-person will work closely with the parent and child to establish a familiar bond
• Parents will be asked to complete ‘About me’ information and ‘starting points’ information about their child
• Children can bring comforters and familiar toys to help them feel secure
• Key-people will plan to provide familiar activities to help the child feel confident and secure
• A child's rest periods will be taken into account
• Children should be encouraged to observe activities and to join in at their own pace
• Areas such as the home-corner will be adapted to reflect the culture of each child’s home
• Activities will be differentiated to match the ability of the child
(Policy updated July 2022)

Transition Policy
At Roydon Early Years we recognise that the transition from the setting to primary school is a significant event for the children and can affect both their self-confidence and feelings of security. We recognise that the transition process needs to be implemented gradually and as such the following policy is in operation:
• Primary school teachers will be invited to pay a visit prior to the children visiting the school 
• Key-people will talk to children about school using stories and pictures and build up a profile of what children are expecting from school. 
• Children will have numerous visits to school accompanied by setting staff – where schools are in agreement. Activities will then reflect their experiences. 
• Tapestry journals will be transferred to any reception school that also uses it
• Children may stay at the setting until the maximum age limit for starting school if their parents feel this is in their best interests
• Additional support staff will accompany children with additional needs on visits to school 
• Pre-school will pass on support plans to Reception teachers with parental consent 
• Key-people and the SENCO will attend transition meetings for individual children when required.
(Policy updated August 2024)

Illness and Injury Policy
Illness or injury at the setting can be very distressing for children. To help the children feel secure and confident during these periods the following policy applies:
• All staff are to receive training in first aid for children before starting work at the setting 
• The first aid kit will be checked monthly and notification of this kept with the kit 
• The nominated staff members in charge of the first aid boxes are Cath and Debbie 
• Staff should wear gloves to deal with any injuries involving blood and other body fluids 
• Wherever possible, treatment will be taken to the child – rather than the child being moved to the treatment
• Minor bumps/marks such as small scratches, redness etc will be documented within the setting for staff to monitor
• Any bump that results in bleeding (more than just a scratch) or bruising will be documented on a form and parents will be informed verbally at the end of the session.
• Any bumps to the head will be documented on an individual accident form and parents will be required to sign it at the end of the session.
• In cases of injuries to children, staff will remain calm and reassuring 
• The member of staff will offer the child a quiet activity as a distraction, offering reassurance all the time
• All soiled materials will be sealed in a bag and disposed of in the bin outside the building
• For significant injuries such as bad grazes/bruises etc a member of staff will contact the child’s main carer so they are aware before collecting the child and so they can decide whether they would prefer to collect them early.
• If a child becomes ill during the session, the parents will be contacted by telephone. If unobtainable, staff will try the emergency contacts
• A member of staff will stay with the child, offering reassurance and a quiet activity as a diversion
• In cases of serious injury or illness, the manager will contact the parents and emergency services (checking that parents have given prior permission)
• For standard childhood conditions, exclusion periods to be observed are displayed in a folder, please ask a member of staff to view these
• If a child has an illness parents should contact staff giving details 
• Children are asked to remain at home for 24 hours after they start antibiotics
• Conditions such as sickness and diarrhoea require a 48-hour exclusion period after the most recent episode
• 5 or more cases of gastro-enteritis are notifiable. Staff must notify the local health authority
• Children with chicken-pox can return to the setting after a minimum of 5 clear days from onset, and only once all the spots have dried 
• If a child requires regular medication, it must be provided in original packaging including the child’s prescription label. All medicine administered will be recorded and signed by staff
• Children must not attend if needing paracetamol (Calpol etc) or have been given paracetamol within 6 hours before the start of a session
• Staff should notify the manager of illness at the earliest possible opportunity and follow the same exclusion periods as the children
(Policy updated August 2024) Please also see ‘Epidemic and Pandemic Policy’

Learning and Development policy
Since September 2008, Roydon Early Years has followed the Early Years Foundation Stage Curriculum. This was last updated in March 2023. This curriculum has four main principles; the Unique Child, Positive Relationships, Enabling Environments and Learning and Development. These principles recognise individuality, the role of important adults in a child's development, the importance of the provision of an environment that supports a child's development and the recognition of children as active learners who achieve most when they are able to build upon the skills they already have and are able to have some autonomy in what they do. To be able to provide a continuous inclusive environment, the policy for learning and development is as follows:
• Staff will respect the individual needs of the child
• Planning of activities will be based on individual interests and needs
• Routines for settling and transitions will be based on a child's needs and parental wishes
• Roydon Early Years will provide a safe environment for children to explore
• Roydon Early Years recognises that children may visit more than one setting each day and will liaise with these settings to provide continuity of care
• Roydon Early Years will recognise the importance of parents as children's initial and most enduring educators
• Each child will have a nominated key-person
• Key-people will be responsible for establishing attachments with their key-children, observing and assessing them and planning next steps to aid their development
• Parents will have ready access to children's developmental records via individual ‘Tapestry’ accounts
• Key-people will liaise with parents and carers to ensure continuity of development
• Roydon Early Years will provide an environment that promotes child safety and equal opportunities
• Roydon Early Years will provide a stimulating environment that encourages active exploration and encourages children to take and manage their own risks
• Children will be encouraged to form positive relationships with staff and with each other
• All activities will be non-stereotypical
• Roydon Early Years will liaise with the local community to provide learning opportunities for children
• Daily risk assessments will be carried out to ensure the safety of the children
• Planned risk assessments will be carried out on any areas of the provision causing concern and an action plan developed to improve this
• Staff will receive regular training to improve practice
• Staff will monitor and manage behaviour according to the behaviour management policy
• Staff will implement transition procedures to ensure continuity
• Children will develop self-help skills and be encouraged to be independent
• Children will be encouraged to celebrate cultural diversity
• Staff will promote healthy lifestyles including healthy eating and body awareness
• Staff will help children to succeed in the 3 prime areas of learning: Personal, Social and Emotional, Physical and Communication and Language as well as the 4 specific areas: Literacy, Mathematics, Understanding the World and Expressive arts and design.
• Activities will be differentiated according to individual needs
• Scaffolding by adults and more knowledgeable children will be used to help children to succeed in activities
• A written development record will be made available to parents when a child leaves the setting
(Policy updated July 2022)

Outdoor play policy
At Roydon Early Years we recognise the importance of outdoor play in helping the children to develop both physically and socially. We are based outside for the majority of the time while weather allows. Outdoor play at the setting may be the only opportunity a child has to access open outdoor space. However, we also recognise the risks associated with the outdoors and the outdoor play policy operates as follows:          
• The outside area must be checked according to the daily check list
• Children must not be allowed outside unsupervised 
• Children should not be prohibited from taking activities outside 
• All outdoor toys should be checked for defects before use 
• During the summer months, children will be encouraged to wear a hat, if this becomes an issue for individuals then they will be supported in playing in shaded areas. All children should have their shoulders covered and stay in the shade when possible
• Children must have sun cream applied before the beginning of the session and this will be reapplied at lunch time for children who attend full days. (Sun cream should be supplied by parents)
• The paddling pool must be supervised at all times 
• Outdoor toys should be differentiated to suit the developmental levels of the children 
• During the winter children must be suitably dressed to reflect adverse weather conditions
• Children should have named coats and boots 
• Children must wash their hands regularly 
(Policy updated July 2022) (Please also see ‘Sun protection policy’)

Working in Partnership with Parents and Carers Policy
It is very important for your child that we work in partnership. This will give your child continuity of care and they will not become confused with different standards of behaviour and boundaries. As Parents or carers, you are the central adults in your child’s life and the ones making decisions on their behalf. We will endeavour to work closely with you in order to carry out your wishes for your child wherever we can. It is therefore important that we have an excellent communication system. We would request that you let us know if your child has had a disturbed sleep, is not feeling well or any other piece of information that may help us to provide him/her with the best care we can. 
We are always happy to discuss your child and their care with you at any time that is convenient to us both, whether in person or over the phone. We would also appreciate it if you could inform us if there are any changes to contact numbers for yourselves, including work and mobile numbers and those of your emergency contacts.
As your child grows and develops issues will crop up that are very important for us to discuss in order that we can work together and your wishes be incorporated into our care routine for your child. These could include potty training, managing behaviour, starting school, parental separation etc. If you wish us to incorporate a special activity into our routine, perhaps a festival or religious holiday that you celebrate please let us know. 
If we have any concerns about your child’s behaviour, development, eating etc we will share them with you and if necessary, work with you to seek support from outside agencies.
If you have any concerns or issues regarding the care we are providing for your child please do let us know. Often a concern is a simple misunderstanding that can easily be resolved; un-aired it can fester and become a major issue.


Working with other settings Policy
‘When children attend several settings ensure that practitioners from each setting regularly share the children’s development and learning records and any other relevant information’
(EYFS Enabling Environments, The Wider Context.)
As an Ofsted Registered setting working to the Early Years Foundation Stage, we will work with other settings that your child attends to ensure that your child benefits from our ‘joined up’ working.

We will, with your permission, discuss with the other setting what activities they are currently planning for your child and link this into our own practice. This will extend his/her understanding and learning. We will make available the development records that we make on your child to the other setting if required and ask to see theirs on a regular basis. This will enable us to work as a team and provide real continuity for your child’s development. If the shared setting uses Tapestry, we will ask that they transfer the journal to us so that we can use it as a starting point of learning for your child (we then continue adding to it separately)

 ‘Effective communication between settings is key to ensuring that children’s needs 
are met and there is continuity in their learning.’
(EYFS Enabling Environments, The Wider Context.)
(Policy updated August 2024)

Adults working with children Policy
At Roydon Early Years, the safety of the children in our care is paramount. The following policies detail the procedures to be followed for adults working with children:
The nominated suitable person for Roydon Early Years is Tammy Batchelor. The role of the suitable person is:
• To be responsible for the recruitment of new staff
• To develop and monitor the induction policy
• To develop job descriptions and specifications
• To ensure all staff including themselves hold an enhanced DBS check 
• To ensure that the national standards are met
• To hold a qualification at level 3 or above and be working towards a graduate level
• To ensure that all staff have suitable qualifications
• To maintain and update staff records
• To ensure the staff have access to training opportunities
• To ensure that equal opportunities are observed in the recruitment of staff, in the care of children and in communication with parents and carers
• To ensure the correct ratios of staff to children are adhered to
• To ensure that all staff have read and are familiar with the settings policies and procedures – and work within them at all times
• To ensure the safety of all children within the setting
• To ensure that children are not left unsupervised in the care of students, volunteers and adults not in the possession of an enhanced DBS check
• The maintenance of the physical environment and to report any concerns with the building to the village hall committee
• To notify OFSTED of any changes to the suitable person, changes of setting and complaints made.
(Policy updated August 2018) Please also see ‘Epidemic and Pandemic Policy’
Recruitment of staff procedure
When recruiting new staff, no applicant will be disadvantaged because of age, gender, religion, race, social group, family background or disability. The procedure for recruiting new staff is as follows:
• All vacancies will be advertised both internally and externally via the Norfolk Childcare Services and job centre online
• Job descriptions and specifications will be made available to all candidates in a suitable format
• Candidates will be invited to attend an interview. Candidates will be asked to bring evidence of experience and qualifications
• Unsuccessful candidates will be notified by post/email
• Candidates will be interviewed by the manager and at least 1 senior staff member. Details of experience, qualifications and suitability of the candidate to work with young children will be discussed. Candidates will be advised of DBS checks. Any candidate who fails to disclose a criminal conviction which is later discovered in checks will be disbarred from the position
• Candidates who do not hold the preferred qualifications (level 2 for an assistant, level 3 for deputy manager, level 3 for a manager position) will be asked to undergo training within a set period
• Following the initial interviews, the selection team will select candidates to come in for a trial session before a second interview and references will be sought for these candidates
• Those not selected for a second interview will be notified by post/email and feedback will be offered
• At the second interview the candidate’s suitability to work within the group will be assessed
• Final selection will be based on qualifications, experience and personal qualities which will enhance the group's practice
• Successful candidates will be notified by phone or email and offered feedback
• The successful candidate must read, sign and agree to work within the group's policies and procedures before they start their position
• The successful candidate will not commence permanent employment until their DBS is complete, evidence of experience and qualifications have been verified and two references have been sought.
• New staff will be given a copy of the induction policy and taken on for a three-month induction period. This is flexible for both parties if things go wrong
• On completion of a successful induction period, a new staff member will be asked to read and sign a contract of employment, detailing wage rates, hours to be worked, holidays, absences and periods of notice for both parties
• Contracts will be renewed yearly
(Policy updated August 2024)

New staff Induction procedure
Week 1:
• General introduction to other members of staff, Tour of the building, Familiarisation with policies and procedures, Indication of where to store personal possessions
• Awareness of suitable clothing for work, Indication of duties during the first week, Awareness of dietary requirements for children and staff members
Week 2:
• Development of duties
• Introduction to observations and record keeping
Week 3:
• Lead some activities
• Supervise snack 
Month 2:
• Start to lead focused activities
Month 3:
• Review of practice with the manager
• Greater independence in leading activities
• Introduction to key-person child and parent

Staff ratios and deployment
At Roydon Early Years we have made the decision to reduce the number of children who are present at any one time, this in turn allows us to have a high staff to child ratio. Our declared aims in the deployment of staff are as follows:
• At each session, at least half the staff will hold a level 3 qualification or above. When this is not possible, a training plan will be in action to ensure staff are working towards qualifications
• All staff hold first aid and child protection. All staff complete the full food hygiene course when they first start with us and the food hygiene officer updates their certificate every 3 years then cascade to other staff
• At most times, at least 2 members of staff will be in attendance with the children, however there may be short amounts of time when 1 adult is left with children, this will only be when absolutely necessary (such as answering the door, taking children to the toilet, small group activities) and will not happen if it means going under the required ratio.
• The maximum ratio of adult/children aged under 2 will be 1:3
• The maximum ratio of adult/children aged 2 will be 1:5
• The maximum ratio of adult/children aged 3-4 will be 1:8 (although 1:13 is the requirement when a level 6 is present)
• Children will always be accompanied to the toilet by a member of staff
• When changing nappies at least one member of staff will be present
• Activities will be a mixture of adult direction and free choice
• Staff will observe children at play and offer support where necessary
• Children with Special Education Needs will be supported by a trained member of staff on a 1:1 basis if needed
• Back up staff will be available to cover staff absences to maintain the correct ratios
• For parties, all staff will be in attendance to maintain ratios and familiarity of the younger children
• One to one support workers, students and volunteers cannot be included in the staff ratios unless they become ‘regular’ volunteers and have completed a DBS check.
• Each member of staff will be a key-person to a small group of children. Staff will be responsible for liaising with parents, observing children, forming positive relationships with them, maintaining their records of achievement and planning next steps in their development. Occasionally it will be necessary for a child to change their key-person and a transition period will operate to ensure this is a smooth procedure
(Policy updated July 2022)

Staff Disciplinary policy
The following actions by a member of staff will be deemed as liable for sanctions:
• Swearing or using abusive language to parents, children and work colleagues
• Abusing or disrespecting other cultures, Racial abuse of any member of the group or visitors to the group
• Smoking in or around the workplace
• Failing to follow the groups policies
• Physically abusing children or other staff members
• Frequent lateness
• Being unfit to work due to the influence of drugs or alcohol
• Disregarding rules and procedures implemented by the Manager

Measures to be taken:
In the first instance, the Manager and a Deputy Manager will talk to the member of staff in confidence to discuss the issue and offer any support that may be needed – this meeting will be documented and signed by all parties. If the problem persists, a verbal warning will be issued, followed by a written warning and suspension. Dismissal is the final option if all other solutions fail.
For instances of abuse or if a child's safety has been compromised, the staff member will be suspended immediately and OFSTED and LADO will be informed. The Early Years Advisor will be invited to provide mediation for the staff member.
Any disciplinary action against the manager will be referred directly to OFSTED, LADO and the Early Years Advisor.

Students, Volunteers and visitors to the group
Roydon Early Years is part of a thriving community. As such we value the input of the local community and the advantages of the experiences visitors to the group can provide the children. We welcome students gaining work experience. However, the safety of the children needs to be considered when strangers are present in the setting and the following procedures are in operation:
• When the setting is open the front door will remain locked the back gate will remain closed and locked. The front main gate will remain open to allow emergency access for public to the defibrillator on the front of the hall
• Access to the premises during sessions can only be gained by knocking on the window to gain attention of a member of staff - Students, volunteers and visitors must not let anyone into the building, but notify a member of staff
• All visitors to the group must be signed into the visitor's book no matter how short the visit
• Visitors from external agencies must show proof of identification and this should be noted in the visitor’s book
• All visitors and volunteers are to be made aware of evacuation procedures
• Students and volunteers are to be given a copy of the workplace guidance detailing health and safety procedures and rules and regulations
• Students, volunteers and visitors should be introduced to all staff so that staff are aware of their presence
• Students, volunteers and visitors are not counted as part of the groups staffing ratio unless on long term placement.
• Students under the age of 18 are minors and are therefore part of the group's child protection policy
• Students and volunteers must abide by and respect all the settings policies
• Students and volunteers must not be left alone with children
• Parents visiting the setting for the first time are responsible for the actions of their own children. Abusive language or physical chastisement of their own or other children is not acceptable. They will be asked to leave immediately and their child's place at the setting may be jeopardised
(Policy updated July 2022) Please also see ‘Epidemic and Pandemic Policy’

Staff training policy
Staff are expected to complete regular continuous professional development (CPD) via in house training, online courses, council run courses as well as staff meetings and their own research etc.
Roydon Early Years will pay for all course fees, however, if you leave the setting within 3 months of attending one off courses, the cost of that course (and additional wages paid for attending it) will be redeemed through your final wages. 
Roydon Early Years will pay HALF of the course fees involved in long term qualification courses such as level 2 or 3. Staff members undertaking these courses will be liable for paying the remaining half, however if you leave the setting within 12 months of completing this course the costs will be redeemed through your remaining wages.
Training must be agreed by the manager before booking and if an emergency or special event arises where you are needed to work then training may need to be cancelled.
Any non-attendance fees are the responsibility of the member of staff; therefore, invoiced fees will be redeemed through your next wages. It is your responsibility to cancel any training you are unable to attend, when doing this you must keep a copy of your cancellation confirmation email and forward this to the manager.
(Policy updated August 2024)

Equal Opportunities – Statement of Policy
We believe that good childcare is, by definition, non- discriminatory and that the elimination of discrimination will benefit all children.
The pre-school and its staff are committed to:
• Encouraging positive role models displayed through books, toys, imaginary play etc, that promote non-stereotyped images
• Encouraging every child to join in all activities i.e. dressing up, playing shop, using home corner, outdoor play etc.
• Regularly reviewing our policies to remove those practices which discriminate unfairly on any grounds
• Challenging, where appropriate, preconceptions that discriminate in any way.
Equality and Diversity Policy

Roydon Early Years works in accordance with all relevant legislation.  Staff at the pre-school believe in promoting equal opportunities for everyone and value diversity in children, parents, carers, staff and visitors.  We believe that all children are entitled to have equal access to a broad, balanced, relevant and differentiated curriculum.  Staff strive to ensure that all children develop self-confidence and high esteem whilst recognising and valuing differences between themselves and others.
The diversity of individuals and communities is valued and respected.  No child or family is discriminated against.
The member of staff with responsibility for Equal Opportunities is the Equality Named Co-ordinator (ENCO) is Debbie Lond. It is this member of staff’s responsibility to review, monitor and evaluate the effectiveness of our inclusive practices. However, it is the responsibility of all staff to understand and promote equal opportunities through:
• Attending suitable training.
• Encouraging children to recognise their own unique qualities and the characteristics they share with other children.
• Working with families to ensure that individual information is gained for each child about such things as family customs and beliefs, home language, dietary requirements etc.
• Monitoring the curriculum and use of resources to ensure a broad and balanced curriculum that reflects our culturally diverse society and which is suitable for both active and more passive children.
• Promoting an anti-bias curriculum to actively challenge negative feelings towards, and stereotyping of, others. This will be partly through using dolls, puppets and books to tell stories which help children to question their own feelings and views and to promote a sense of justice and fairness.
• Challenging negative comments from both children and adults.
• Providing a range of equipment which reflects a diverse society such as dual language books, home corner equipment which reflects a range of home cultures, stories which reflect the diversity of our society, small world equipment etc.
• Celebrating a wide range of cultural festivals using appropriate teaching materials.
• Writing notices in a variety of community languages.
• All children, irrespective of ethnicity, culture or religion, home language, family background, learning difficulties or disabilities, gender or ability will have the opportunity to experience a challenging and enjoyable programme of learning and development 
Roydon Early Years aims to give everyone an equal chance to access early years education and opportunities regardless of class, race, gender, age, physical and learning disabilities, social or religious grouping. Our policy extends not only to the children in our care, but also their parents/carers, staff, students and volunteers and visitors to the setting. The building has been improved to ensure inclusion of access. There are disabled car parking spaces, disabled toilets, a ramp and hearing loop. To enhance opportunities, the following policies are in operation: 

Admissions
Recruitment of staff
Staff Training
Learning and development

Valuing diversity in families
• We welcome the diversity of family lifestyles and work with all families.
• We encourage children to contribute stories of their everyday life to the pre-school.
• We encourage parents/carers to take part in the life of the setting and to contribute fully.
• For families who speak languages in addition to English, we will develop means to ensure their full inclusion.
• We offer a flexible payment system for families of differing means.

Food
• We work in partnership with parents to ensure that the medical, cultural and dietary needs of children are met.
• We help children to learn about a range of food, and of cultural approaches to mealtimes and eating, and to respect the differences among them. 
(Policy updated August 2018)

The Special Needs Code of Practice
Tammy Batchelor is the Special Educational Needs Coordinator (SENCO) for the setting. Roydon Early Years will follow the Local Education (LEA) Code of Practice when a child is identified as having additional needs:
Stage 1
Have staff identified a difficulty?
Talk to the parents/carers to ascertain if they have any concerns or have sought advice, Monitor the child's progress, decide whether any further action is necessary
Stage 2
Gain parental permission to take further action through speaking to the setting Early Years Advisor, continue to plan and monitor the child, Have an Individual Support Plan (ISP) in action
Stage 3
If the child is unable to make satisfactory progress, the setting may, after consulting with parents and gaining their agreement, seek advice and support from other agencies such as the local children’s centre, health visitors and other professionals involved in the child’s care. This will involve outside agencies who will expect to see records on the child held by the setting in order to establish which strategies have been employed and which targets have been set and achieved. They will then advise on appropriate targets and strategies for the child.
If, after consultations with external agencies, the Area SENCO, parents and staff, it is felt that extra support for the child is required within the setting, the setting SENCO will make an application for additional funding. It may be that there is a staff member available to take on this role or a suitable person will be employed to cover the supported hours. The nominated support staff will undergo the appropriate training to match the child's needs and any necessary modifications to the equipment within the setting will be made to ensure the child's total inclusion. The support staff will meet with the parents after each session to discuss the child's progress in the session and is responsible for maintaining the child's development records.
If a child continues to make very little or no progress then it will be suggested that an Education, Health and Care Plan (EHCP) is applied for, this will be done in conjunction with all persons involved in the child’s care.
The SENCO and support staff will attend any meetings pertaining to the child's development and will attend transition meetings for school or other settings. If the child has established a significant bond with their carer, it may be possible for them to make the transition into school with the child.

All information pertaining to the child is confidential and is the property of the parents. When the child leaves the setting, it is to be returned to the parents. Any requests for information about the child are to be agreed with the parents.
(Policy updated August 2018)

Use of Technology policy
Mobile Phone use
The setting accepts that employees and volunteers will bring their mobile phones to work, however all mobile phones must be stored in the designated box in the kitchen or buttery area and the designated form initialled each session. Employees are not permitted to make calls/texts during work time unless it is urgent. If it arises that a call needs to be made or received, staff must not use their phones in the playrooms but should use the foyer or storage room after gaining permission from the manager. Phones should only be checked during breaks.
If an employee needs to be contacted urgently during working hours, they are asked to give the setting telephone number to relevant people ensuring that calls are only received when absolutely necessary.
Staff are not permitted to use recording equipment on their mobile phones, for example: to take photographs or videos of pre-school children.
Anyone found to be storing pictures on their mobile phone will be liable to disciplinary action. 
Any member of staff found using their mobile phones whilst caring for the children in our setting will face disciplinary action, continued misuse of phones may lead to dismissal.
Visitors and students to the group will be asked to place their phones in the allocated box or stored away from the children and the reasons why will be explained.
The pre-school phone is not used as a camera.

Camera use
When needed, photos are developed at Photo Elite in Diss and once they have been developed all images are deleted from the camera cards.
Prior written consent is gained to take and use photos at the time of a child registering; this includes photos for use online and to display in the setting.
If for any reason the camera is required in the bathrooms (to show children independently washing their hands etc) then two members of staff will be present while photographing the child.
Situations where photos are taken by an adult of a child in a one-to-one situation are to be avoided at all times unless there have been prior agreed specified reasons for doing so. It is recognised that this may leave the adult and child in a vulnerable position and is therefore not to be considered as acceptable.
Images of children must only be taken when they are in full and suitable clothing; under no circumstances must photos be taken of a child in any state of undress.
If at any time a member of staff is concerned about an image on the camera or tablet, these concerns are to be reported immediately to one of the safeguarding officers (Tammy Batchelor or Jo Mayes).
Staff are not permitted to bring their own cameras into the setting or on trips unless prior agreement has been gained by the Manager. Images will be viewed by the manager or another member of staff before the camera is removed from the setting. These images will be taken directly to be printed or uploaded to Tapestry then removed from the camera card.
Parents are not permitted to take photos inside the setting unless prior agreement has been sought from the manager.

Tablet use
As a setting we use online learning journals named ‘Tapestry’. Observations are typed directly into the ‘App’ on ‘tablets’ during the session or at home by staff. Staff abide by the same rules as the ‘camera use’ statement above when using tablets. Use of tablets will be limited to the Tapestry App and website as well as ‘Google’ if needed (to search for picture examples to show children if they ask – e.g. ‘what does a whale look like?’ or to find information to answer children’s questions – e.g. ‘Why is the sun yellow?’)
Tablets will remain in the setting and staff will delete photos and ‘log out’ at the end of each session. Tammy may take tablets home occasionally to update etc.
Parents logging into the system are only able to see their own child’s Learning Journey, they are asked to sign a consent form giving permission for their child’s image to appear in other children’s Learning Journeys, and they are also asked to protect images of other children that may appear in any photos contained in their child’s Learning Journey – i.e. not to post them online.

Staff have their own log in details which should be kept private at all times, they may access Tapestry from their home computer to update a child’s journal. This must only be done on a private computer in their own home and staff must keep all information and observations out of the view of others. Staff must log out after each session and must NEVER download any information or pictures to their own or anyone else’s computer. Staff must always work within the setting confidentiality and safeguarding policy when working on Tapestry from home.
(Policy updated July 2022)

Use of Social Networking Sites
Social media, professional networking sites, rapid-fire communications, blog sites, and personal websites are all useful technologies; Roydon Early Years realises this fact. Every employee has an opportunity to express and communicate on-line in many ways, and we do not wish to discourage an on-line presence. Above all else, everyone needs to use good judgement on what material makes its way on-line. 
This policy will set forth guidelines that employees should follow for all on-line communications in reference to Roydon Early Years.
This policy includes (but is not limited to) the following specific technologies: 
Personal blogs 
Twitter 
Face book 
Myspace 
Personal Web sites 

Responsibility 
Any material presented on line in reference to Roydon Early Years by any employee is the responsibility of the poster.  At no time should any posts be made in reference to Children, Parents or other professionals that employees may come in to contact with through work. At no time must any photographs or materials be published that identify the setting or Children and pictures of staff may only be used with the express permission of the staff members concerned. Any member of staff found to be posting remarks or comments that breach confidentiality or are deemed to be of a detrimental nature to the company or other employees or posting/publishing photographs of the setting, children or staff unless staff permission has been gained will face disciplinary action in line with the company disciplinary procedures.  
Topic matter guidelines 
Roydon Early Years employees are encouraged to use the following guidelines in social networking practices: 
• Remember that no information sent over the web is totally secure and as such if you do not wish the information to be made public, refrain from sending it over a social network site. 
• Even though you may think you are anonymous or use an alias you may be recognised. 
• Maintain professionalism, honesty, and respect – even when airing your own personal views about something outside of the setting.
• Apply a "good judgement" test for every activity related to Roydon Early Years; could you be guilty of leaking information, discussing confidential information? Is it negative commentary regarding Roydon Early Years or its employees? 
• Staff are to refer parents back to the setting if any questions are asked of them regarding children or staff at the setting.

Activity showing good judgement would include statements of fact about Roydon Early Years and its products and services, facts about already-public information, or information on the setting Web site. 
Any member of staff referring to the children, parents/carers, colleagues or other work-related matters will risk facing disciplinary action.
Staff are asked NOT to request parents as ‘friends’ on social networking sites, however if parents request you, use your judgement as to whether you should accept the request or not – are you friends with them outside of the setting? Would you want them to see/read everything from your personal life? If not, we would suggest you do not accept their request.
 Personal posts
Remember that at all times you are representing the setting - whether posting about us or not - so please think carefully about whether what you are posting shows you in a professional light. For example, it is not acceptable to advertise how drunk you might have got, or to post unsuitable photos etc. 
Use of ‘Smart watches’
‘Smart watches’ must not be worn by staff or children - even if the Bluetooth, data, phone connection and camera have been turned off, as it’s easy to forget to disable these options and it could become a safeguarding issue – and a distraction!
(Policy updated July 2022)

Confidentiality and information sharing Policy
At Roydon Early Years we recognise the importance of personal privacy. All records and details that we keep on children are the property of the parents and will not be disclosed to any external persons without parental permission, this also follows the principles of the data protection act. Our sharing information policy is in line with the General data protection regulations implemented in 2018
DATA PROTECTION PRIVACY STATEMENT
Sharing information with others 
As a preschool it is necessary for us to collect personal information about you and your child. Sometimes we have to confirm or share information with other organisations. If we need to do this, we will make it clear to you on the forms you complete giving us the information. We will inform you before sharing any of yours or your child’s information. 
In some cases, a third-party organisation, such as a funding body, may require you to sign an agreement to allow your information to be shared e.g. on a funding form. Please read all paperwork thoroughly before signing, so that you know exactly how your information will be used.
Information  
We will make sure that the information about you is accurate and up to date when we collect or use it. You can help us with this by keeping us informed of any changes to the information we hold about you. 
Information security  
We will keep information about you and your child secure. We will protect your information against unauthorised change, damage, loss or theft.  All information collected on paper forms is kept locked away. Our computer, and tablets are password protected.

Keeping information  
We will hold information about you and your child only for as long as the law says. After this, we will dispose of it securely. 
Openness 
We will tell you what kinds of information we hold and what we do with it.  
Access and correctness  
Whenever possible, we will let you see the information we hold about you and correct it if it is wrong.  
In general 
We will comply with the Data Protection Act 1998 and any subsequent legislation on information handling and privacy.  We will do this through Red Barn Preschool’s Data Protection Policy.  We will help you with any questions or problems that you may have with the Data Protection Act 1998, the Human Rights Act 1998 or the Freedom of Information Act 2000.  If we cannot help you, we will give you advice on where to write to get the information you may need.  
Our Commitment 
We will only collect information that is necessary for what we do. We will be fair in the way we collect information about you. We will tell you what we intend to do with the information about you. Where practicable, we will collect information directly from you. If we collect information about you from someone else, we will make sure you know that we have done this whenever possible.
Types of information we collect
Yours and your child’s full names; Your child’s date of birth; Your address; Your contact numbers and those of your emergency contacts; Your email address; Your child’s medical conditions; In some cases, your national insurance number. 
While your child is with us, we store information regarding:
Their ongoing progress and development; photographs of them; Accident records; medication records.

Data Protection Policy
Statement of Intent
Roydon Early Years is required to collect personal information for its employees, children, parents, and visitors. It is also necessary to process information so that staff can be recruited and paid, activities organised and legal obligations to funding bodies. We intend to meet all the requirements of the Data Protection Act 1998 (the Act) and the General Data Protection Regulations 2018 when collecting, storing, and destroying personal data. 
To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully. To do this, Roydon Early Years must comply with the Data Protection Principles which are set out in the Data Protection Act 1998. In summary these state that personal data must be:
• obtained and processed fairly and lawfully; 
• obtained for a specified and lawful purpose and not processed in any manner incompatible with that purpose; adequate, relevant, and not excessive for that purpose;
• accurate and kept up to date; 
• not kept for longer than is necessary; 
• processed in accordance with the data subject's rights; 
• kept safe from unauthorised access, accidental loss, or destruction;
• not be transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data.

All Roydon Early Years staff and volunteers who process or use any Personal Information must ensure that they follow these principles at all times. In order to ensure that this happens, Roydon Early Years has adopted this Data Protection Policy.
Notification of Data Held and Processed 
All employees, parents, visitors, and other members of the public have the right to: 
• know what information Roydon Early Years holds and processes about them and why;
• know how to gain access to it; 
• know how to keep it up to date;
• know what Roydon Early Years is doing to comply with its obligations under the Act.  

The Data Controller and the Designated Data Controllers 
Roydon Early Years, as a social enterprise, is the Data Controller under the Act, and the organisation is therefore ultimately responsible for implementation. However, Designated Data Controllers will deal with day-to-day matters. Roydon Early Years’ Designated Data Controllers are: 
Tammy – Manager. Jo – Deputy Manager

Personal Information
Personal Information is defined as any details relating to a living, identifiable individual. Within Roydon Early Years this relates to employees; attending children and their families; professional visitors; and some members of the public e.g. job applicants. We need to ensure that the information gained from each individual is kept securely and to the appropriate level of confidentiality.
The personal information collected from individuals could include:
• Their name
• Address
• Email address
• Telephone numbers-including those of emergency contacts
• Date of birth
• Medical information
• National Insurance number
• DBS numbers
• Observations of children’s progress (learning journals)
• Children’s reports, from preschool or from outside professionals.
• Photographs 
• Family medical history when necessary

Roydon Early Years store personal information to comply with the statutory framework (EYFS 2017); to deliver services to our families e.g. government funding; to employ suitable people for our setting.

Processing of Personal Information 
All staff and volunteers who process or use any Personal Information are responsible for ensuring that: 
• Any Personal Information which they hold is kept securely;
• Personal Information is not disclosed either orally or in writing or otherwise to any unauthorised third party. 

Staff and volunteers should note that unauthorised disclosure will usually be a disciplinary matter and may be considered gross misconduct in some cases. 
Personal information should be: 
• kept in a locked filing cabinet; or
• in a locked cupboard; or
• if it is computerised, be password protected; 
• kept on a storage device which is itself kept securely.

Conversations and Meetings
Information of a personal or confidential nature should not be discussed in a public area, in front of anyone that is not an employee of the preschool. Preschool employees should be aware of confidentiality at all times when discussions are taking place, either distancing themselves from the conversation if it does not concern them, or, ensuring that their discussion is not overheard by others. All staff should respect the confidential nature of any information inadvertently overheard.
When meetings are being recorded it is important that only relevant information is written down. This must be carried out using the correct forms provided by the preschool, notes must be written legibly and coherently. The written notes are then to be stored in a locked cupboard and disposed of (shredded) in a timely manner once the child/family have left the setting (1 year unless of a child protection nature).

Collecting Information 
Whenever information is collected about people, they should be informed why the information is being collected, who will be able to access it and to what purposes it will be put. The individual concerned must agree that he or she understands and gives permission for the declared processing to take place, or it must be necessary for the legitimate business of the preschool.
Sensitive Information 
Sensitive information is defined by the Act as that relating to ethnicity, political opinions, religious beliefs, trade union membership, physical or mental health, sexual orientation, criminal proceedings or convictions. The person about whom this data is being kept must give express consent to the processing of such data, except where the data processing is required by law for employment purposes or to protect the vital interests of the person or a third party.
Disposal of Confidential Material 
Sensitive material should be shredded as soon as it is no longer needed; following retention guidelines and statutory requirements. Particular care should be taken to delete information from the tablets or the computer hard drive if they are to be disposed of.

Staff Responsibilities 
All staff are responsible for checking that any information that they provide to Roydon Early Years in connection with their employment is accurate and up to date. Staff have the right to access any personal data that is being kept about them, either on computer or in manual filing systems. Staff should be aware of and follow this policy and seek further guidance where necessary.
Duty to Disclose Information 
There is a legal duty to disclose certain information, namely, information about: Child abuse, which will be disclosed to social services, or Drug trafficking, money laundering or acts of terrorism or treason, which will be disclosed to the police.
Retention of Data
Roydon Early Years takes care to only store personal information that is absolutely necessary. Personal information is kept for the period of time requested following guidelines from the Preschool Learning Alliance, these retention periods are either recommended or statutory.
Stored information is filed in sealed filing boxes and locked in the loft of the preschool cupboard which is only accessible to staff. Once the retention period has lapsed, the information is destroyed.

The confidentiality policy is as follows:
• Staff and volunteers are not to discuss individual children with anyone not involved in the running of the setting. Failure to comply with this will result in disciplinary action
• Allegations of abuse are not to be discussed outside the setting
• Details of vulnerable children are to be strictly adhered to
• Details of persons disqualified from seeing children or coming to the setting are to be made known to all staff
• Details of medical conditions are to be made known to only those nominated by parents and carers
• Photographs of children may only be taken with parental permission
• Children should not be used for advertising purposes unless prior permission has been agreed
• Any correspondence relating to a child's development from external agencies should be reported to the manager
• Details relating to staff appraisals and disciplinary actions are to remain confidential
• Any medical condition or disability relating to a staff member must not be discussed with parents or outside agencies
• Information relating to allegations of abuse must remain confidential. Staff are to follow the child protection policy
• When relating incidents between children, the names of any children involved are to remain anonymous
• Any information related to changes in family circumstances should be altered on the child's registration form
• Staff must not discuss individual family circumstances with other parents
• Staff should not involve outside agencies with a child without parental permission (except in cases of abuse or suspected abuse)
• Staff must not discuss a child in front of other parents. All discussions are to remain private. Staff should either find a quiet area to discuss any problems or arrange a mutually convenient time
• In the case of divorced or separated parents, arrangements must be made for passing on information to both parents
• Video recordings and photographs must not be made by parents unless permission has been sought
(Policy updated August 2018)

Concerns and Complaints
Staff at Roydon Early Years are very concerned that parents and carers are happy that their children are settled and stimulated. In the event that a parent or carer is concerned about any aspect of the setting, whether regarding childcare, health and safety, administration or other area, we would like to know. Please consider the following avenue for expressing these concerns, and pursue the most appropriate:
For concerns or complaints related to the administration of the setting, the setting manager should be the first point of contact. It would be helpful if you could put the concern in writing, giving as much detail as possible. Please request a copy of the complaints form. Where appropriate, details of time and place will be helpful to us in formulating a response.
We commit to taking any concerns or complaints that are brought to our attention extremely seriously, and to give a well-considered response to the originator. Where appropriate we will take appropriate action to remedy an issue at the earliest opportunity.
Further help can be obtained from Ofsted at http://www.ofsted.gov.uk

Informing OFSTED policy
The Statutory Framework for the Early Years Foundation Stage (2014) states that there are occasions when OFSTED must be informed. 
Page 31
3.77. All registered early years providers must notify Ofsted or the childminder agency with which they are registered of: 
• any change in the address of the premises; to the premises which may affect the space available to children and the quality of childcare available to them; in the name or address of the provider, or the provider’s other contact information; to the person who is managing the early years provision 
Page 32
• any proposal to change the hours during which childcare is provided; 
• any significant event which is likely to affect the suitability of the early years provider or any person who cares for, or is in regular contact with, children on the premises to look after children 
• where the early years provision is provided by a company, any change in the name or registered number of the company 
3.78
• If there is a change of manager, providers must notify Ofsted or their childminder agency that a new manager has been appointed. Where it is reasonably practicable to do so, notification must be made in advance. In other cases, notification must be made as soon as is reasonably practicable, but always within 14 days. A registered provider who, without reasonable excuse, fails to comply with these requirements commits an offence. 

Collection of children policy
In order to maintain the safety of the children in our care and to ensure a happy transition at the end of each session, the following policy for the collection of children is in operation:
• Parents will nominate the people allowed to collect their children on the registration form and notify staff of any changes to these.
• Parents should aim to introduce the nominated collectors to staff within the first few sessions of a child starting at the setting.
• At the end of each session a member of staff (preferably senior) will stand at the gate while all children are supported away from the area. Staff supporting the children will send children to the gate as soon as their parent arrives so that children from only one family at a time are near the gate. 
• Any person collecting children who is deemed unfit whether under the influence of alcohol, drugs or illness will not gain access to the child. Staff will contact the next person on the list. If it is not possible to access a suitable person to collect the child, the Children’s Services will be contacted
• Members of staff will be with the children waiting to reassure any children feeling insecure and where possible one member of staff will stand mid way between the children and the exit to ensure no children leave without being called.
• If a parent needs to collect a child early, they should inform the setting at the start of the session or by telephone during the session.
• Sometimes it may be necessary for someone other than the main carer to collect a child. In this instance parents should inform staff and provide a photograph or a password known to the child and person collecting them if possible. A member of staff will make a note of the name of the person collecting.
• In the case of vulnerable children, parents must provide photographical evidence of anyone disbarred from contact with the children.
• If a parent is running late, they should contact the setting as soon as possible. Staff will wait with the child until the parent arrives. Another parent may collect the child if the parent gives permission. Staff are not to hand any child over to another parent without parental permission.
• If children are regularly collected late, we will implement a charge of a minimum of £5 after 5 minutes, then another £5 every 10 minutes after that – this is purely to cover staff wages incurred.
(Policy updated December 2021) Please also see ‘Epidemic and Pandemic Policy’

Preparation and serving of snacks policy
At Roydon Early Years our aim is to help children to develop healthy, independent eating habits. Staff have received training in food hygiene and encourage children to be independent when eating. Staff are aware that children are at different stages of development and so adjust their expectations according to this. Snacks include bread sticks, fresh fruit, vegetables, crackers, cheese, cereal and toast. Multi-cultural foods are introduced to coincide with various festivals and children's experiences. Special dietary requirements are observed. The policy for the preparation and serving of snacks is:
• All snacks are to be prepared in the kitchen or buttery bar 
• All surfaces in the kitchen and buttery bar should be thoroughly cleaned with an anti-bacterial cleaner
• Children are free to eat outside when the weather allows
• Before snack starts the table will be thoroughly cleaned with antibacterial solution 
• The children will wash their hands with antibacterial soap before having their snacks 
• Notification of children's food allergies will be displayed at the snack preparation area and all staff will be aware of these
• Children must bring in their own named bottle 
• Children with additional needs must be supported by their carer 
• Children are to remain seated while they are eating
• Children should be encouraged to use cutlery according to their culture
(Policy updated July 2022)

Toilet Policy
At Roydon Early Years we recognise the fact that the children in our care are at various stages of development. Children are welcome whether toilet trained or in nappies. The policy for taking children to the toilet and changing them is as follows:
• Staff should encourage children to use the individual toilets in the ladies bathroom if they are able to, if unable to, children should use the disabled toilet to allow them greater independence when using it
• Only one child should be in the toilet cubicle at a time, subsequent children should use the other toilets
• Staff should accompany children to the toilet at all times due to the lack of thermostatic controls on the hot water taps
• Volunteers, students and visitors are not allowed to take children to the toilet
• Staff should carry out a thorough risk assessment of the toilets before and after each session
• A container with paper towels must be available at each session
• A bin for dirty towels must be provided for each session
• Staff should ensure there is always soap available
• A potty and child’s toilet seat should be made available for children developing toileting skills and this should be disinfected after each use
• Children must not play with/turn on the hot taps
• Parents should provide their own nappies, wipes, nappy sacks and changes of clothes
• Parent's wishes regarding nappy changes must be followed
• Staff must use the changing mat if laying a child down when changing nappies and this should be disinfected after each use. Children can be changed standing up if they prefer
• If a child becomes overly distressed when being changed, the parent/carer should be contacted. No child must be left in soiled clothing or nappies
• To make children feel more at ease and less like they are in an unfamiliar environment, we have 1 member of staff present when changing children and to make it feel less ‘clinical’ gloves and aprons are optional.
• All soiled equipment should be sealed in a nappy sack and placed in one of the bins, then placed in the dustbin outside at the end of each day
• Parents may bring in their own potties and toilet seats to help their children feel more confident
• If a child has an accident, offer them lots of reassurance and let them know it is an accident and not their fault, get another member of staff to clean the area and take the child to the toilet 
• Give the child the opportunity to sit on the toilet/potty while they are being undressed 
• Wash and dry the child and dress in clean dry clothing 
• Giving the child the opportunity to choose what they wear will help them to feel reassured about the incident
• Children should wash their hands and follow normal hygiene procedures 
• Soiled clothing should be placed in a named bag – however there may be times, when clothes are very heavily soiled, that we dispose of clothing 
• At the end of the session any soiled clothing that has not been disposed of should be given to the parent/carer with an explanation of what has happened. Staff should remain positive at all times
• Parents must be made aware of any staff concerns relating to accidents such as painful urination or diarrhoea
• Parents should be made aware that borrowed clothes need to be returned to the setting
• Staff will note down each time a child has a nappy change, or change of clothes after having a toilet accident.
(Policy updated August 2024)

Smoking Policy
At Roydon Early Years we recognise the 2007 Smoking Act which prohibits smoking indoors in public places. We recognise the dangers that passive smoking poses for both children and adults and the non-smoking policy is as follows:
• Smoking is prohibited in the presence of children and smoking by staff is prohibited in any areas during working hours 
• To follow government guidelines staff members should not smoke for two hours before they start work and clothing worn in smoky atmospheres should be changed before returning to work
• Paper work should not be taken into or near a smoky atmosphere
• All personal belongings of staff and visitors should be kept out of reach so that children cannot gain access to cigarettes.
• Parents are forbidden from smoking at drop off and collection times while at the waiting area
(Policy updated August 2021)

Visits
Visits outside the setting provide valuable learning opportunities for both staff and children. We recognise that taking children away from a familiar setting can sometimes be unsettling both for them and their parents and carers. The safety of the children is paramount on all outings and we follow this procedure:
• Before any outing is undertaken, a thorough risk assessment of the venue and travel arrangements is carried out and this risk assessment will be made available to the parents. 
• For children aged under 3 the ratio for all outings is 1 adult to 2 children. For children aged 3-4 the ratio is 1 adult to 4 children. If a child requires a pushchair, the ratio is 1:1. On all outings and visits a minimum of 2 staff will be present.
• For short visits – such as going to Roydon Primary school – and with prior written consent from a parent/carer 1 adult may accompany 2 children without another adult present.
• If a child has special educational needs, the child will be accompanied by their carer. 
• Children will not be transported to any venues in staff cars. 
• If coaches are used, they must have seatbelts and we recommend that children are not transported on parent's knees.
• A head count will be taken when leaving the setting and venue. 
• If parents are transporting their children to a nominated meeting place, they must remain with their children until at least two members of staff have arrived.
• Staff must carry a list of all up-to-date emergency contact numbers, the setting mobile phone and a spare in case of emergencies. 
• Staff must carry small first aid kits and spare clothing. 
• If children are to eat at the venue, staff should make the venue aware in advance of any dietary requirements.
• In an emergency, the manager and nominated carer will stay with the child and ratios should be adjusted to allow the other children to move on, reducing any trauma for the children. The Deputy Manager will then take charge of the group. The manager will access first aid support at the venue, contact the parents and emergency services if necessary. The manager will accompany the child to hospital if necessary and remain until the parents arrive. On return to the setting an accident report will be filed and the health and safety Executive informed.
• Parents accompanying children on visits must follow the group's policies
(Policy updated August 2024) Please also see ‘Epidemic and Pandemic Policy’

Animals in the setting policy
Animals provide a valuable learning tool for children in the development of positive relationships and in learning and development. Roydon Early Years does not have suitable facilities to keep animals on the premises but welcomes visits from children's pets and the local farms and zoo. The policy for having pets in the setting is as follows:
• A risk assessment must be carried out to ascertain the safety of the animal in relation to the children.
• Animals are not to be kept on the premises for extended periods of time 
• A protected zone should be set up for the animals and the rules regarding animals must be explained to the children 
• For indoor visits, the children will sit in the circle area and adults will sit with them
• Any child distressed by the animal will be taken to another activity and supported by an adult at all times
• Children are not to handle animals unless directed and after the visit the children will clean their hands 
 (Policy updated August 2019)

Cleaning policy
In order to maintain complete hygiene and minimise infections, it is important to maintain standards of cleanliness. A schedule of cleaning is as follows:
• Staff will check the building each morning. If the hall is unclean the village hall committee will be notified and the setting will remain closed until the problem has been rectified.
• Staff will check the cleanliness of all toys before they are put out and fresh play dough is to be made every three weeks
• Each day the tables should be wiped down using anti-bacterial liquid
• Hand towel stocks should be checked and regularly refilled
• The water container should be cleaned with a sterilising solution each half term
• All play equipment should be cleaned regularly with anti-bacterial solution
• Staff will clean areas they have used at the end of each session – Kitchen, bathrooms etc
(Policy updated August 2023) Please also see ‘Epidemic and Pandemic Policy’

Adverse Weather policy
Roydon Early Years will endeavour to remain open all year-round during term time. However, we do recognise that certain extreme weather conditions may cause the closure of the setting. In this instance the following procedures will be put into place:
• The setting will close if there is no water 
• The setting will close if road conditions mean that it is too dangerous for the minimum amount of staff required to travel.
• The setting will close if adverse weather conditions threaten the structure of the building
• The decision to close the setting will be taken by the manager in consultation with senior staff by 8am and the news will be relayed via our face book page, on Tapestry and also posted on the main door if possible
• If adverse weather conditions affect the group during a session, the setting will close. Parents will be contacted by telephone and asked to collect their children at the earliest possible time. Staff will stay with the remaining children until everyone has been collected.
• Any further closures will be posted on the group face book page and on Tapestry
(Policy updated July 2022)

Sun protection policy during periods of high temperature
This policy has been written in line with Government guidance taken from https://www.gov.uk/government/publications/heatwave-plan-for-england/looking-after-children-and-those-in-early-years-settings-during-heatwaves-for-teachers-and-professionals which was last updated 13/05/22

Protecting children outdoors
During periods of high temperature, the following steps should be taken:
• Children should not take part in vigorous physical activity on very hot days, such as when temperatures are in excess of 30°C
• Encourage children playing outdoors to stay in the shade as much as possible
• Children should wear loose, light-coloured clothing to help keep cool and sunhats with wide brims to avoid sunburn
• Use sunscreen (at least factor 15 with UVA protection) to protect skin if children are playing outdoors for more than 20 minutes
• Provide children with plenty of water (such as water from a cold tap) and encourage them to drink more than usual when conditions are hot
• Encourage children to spend time in the shade particularly between 11am-3pm when the sun is strongest (Taken from www.cancerresearchuk.org )

Protecting children indoors
During periods of high temperature, the following steps will be taken:
• Open windows as early as possible in the morning before children arrive.
• Almost close windows when the outdoor air becomes warmer than the air indoors – this should help keep the heat out while allowing adequate ventilation
• Keep the use of electric lighting to a minimum
• Switch off all electrical equipment, including computers, monitors and printers when not in use – equipment should not be left in ‘standby mode’ as this generates heat
• Oscillating mechanical fans can be used to increase air movement if temperatures are below 35°C – at temperatures above 35°C fans may not prevent heat-related illness and may worsen dehydration
• Encourage children to eat normally and drink plenty of cool water

Actions to protect children suffering from heat illness
The following steps to reduce body temperature should be taken immediately:
• Move the child to as cool a room as possible and encourage them to drink cool water (such as water from a cold tap).
• Cool the child as rapidly as possible, using whatever methods you can. For example, sponge or spray the child with cool (25 to 30°C) water – if available, place cold packs around the neck and armpits, or wrap the child in a cool, wet sheet and assist cooling with a fan.
• Dial 999 to request an ambulance if the person doesn’t respond to the above treatment within 30 minutes.
(Policy created July 2022) (Please also see ‘Outdoor play’ policy)

Drill/procedure to get children inside in an emergency
If there is an incident/Intruder outside while the children are also out there the following drill will take place:
• All staff members will round up the children to go inside via their nearest entrance
• All staff will stay calm at all times.
Once all children are safely indoors police or other relevant people will be called and parents informed if necessary.
(Policy updated July 2022)
Code of Conduct - Physical Contact with Children
Roydon Early Years caters for children between the ages of 18 months and 4 years. During their time at pre-school there will be inevitable times when staff will need to have close physical contact with the children in their care. At Roydon Early Years we feel this close physical contact is vital for the children’s wellbeing, to help them develop into secure, happy individuals ready to meet the challenges of school and beyond. We are however, very aware of the need for clear boundaries for physical contact in order to protect everyone involved. Instances for physical contact include, but are not restricted to:

Reasons for contact
Acceptable contact
Unacceptable contact
Consoling and reassuring a child who was upset, possibly due to an accident, disagreement or helping a child to separate from their main carer
Cuddling the child, sitting with them on your knee – with their legs sideways knees pointing to the side of you. When separating from a parent/carer it may be necessary to physically remove and transfer a child to a member of staff with the adult’s consent. 
‘kissing better’
 
Toileting children who still require adult support. 
Lifting and supporting children on the toilet. Wiping bottoms following bowel movement.  Children will be encouraged to do this for themselves. 
Adults will always talk about what is happening and why. 
Touching a child’s private parts in order to demonstrate toileting (e.g. directing urination into the toilet)

Nappy changing.
Changing the clothing of children who are wet or may have soiled themselves
Quickly undressing and redressing child – may involve removing underwear and replacing with clean clothes.  Cleaning soiled parts with baby wipes.
When clothes are wet children will be encouraged to change their own clothes with staff to support them.
Intimate or sustained body contact

Restraining a child for their own protection or the protection of others (behaviour management)
Holding a child across their bodies from behind, using gentle but firm pressure as necessary, until the child is sufficiently calm.  There will always be more than one adult present.
Unacceptable force e.g. causing reddening of the skin

Helping with dressing up clothes, adjusting clothes e.g. tucking shirts, vests into skirts/trousers
General contact with body
Intimate or sustained contact with body

Holding hands such as for reassurance, in circle games and role play or for safety reasons
Gently holding hands
Unacceptable force

Sitting children on adult’s knee during pre-school routine e.g. sharing a story, reinforcing good behaviour, at the child’s request
Putting arms around the child to support or reassure them – children to sit sideways on laps with their knees pointing to the side of you
Unreasonable force, intimate contact, child ‘straddling’ adults when cuddling

Rough and tumble play, physical play
Piggy backs, tickling, catching child as part of an agreed game, holding child around upper body, e.g. assisting onto bikes, stilts, helping them to jump, bounce, hop etc. Although such games may be initiated by the child, there will be occasions when it may be adult led.  It is vital that any contact must be on the child’s terms and with their willing participation.  The adult must always be sensitive to the child’s feelings and body language as they may not always communicate verbally.
Unreasonable force. intimate contact
(Policy updated July 2022)

Emergency action plan
(low staff numbers)
At Roydon Early Years we pride ourselves on the fact we have a very high ratio of staff to children, but in the unlikely event that an emergency occurs and we are forced to go under ratio, the following action plan would be put into place.
In the event that we could not open due to lack of staff we would contact parents before the session is due to start and also post a sign on the main door.
In the event of an accident or incident during a session that would mean going under ratio, we would keep the children together and support them by reading a story, singing or having a snack while one member of staff contacts members of our emergency staff team, if no one is available, then the parents will be contacted to come and collect their children. In this case parents must come immediately in order to secure the children’s safety and wellbeing.

Caring for children outside session time
It is our policy that children are not left with staff until after the start of the session unless prior arrangement has been made. Please ensure that your child remains under your supervision while awaiting the start of the session.
Please be aware that other groups use the hall as well as parents leaving cars to go to the school, because of this it is of utmost importance that children are accompanied in the car park at all times.
Please be aware of where your child is and how they are behaving at all times while in your care. We have had children and/or parents upset because of unwanted behaviour or language while waiting to come in to a session so please be respectful at all times and also encourage your children to be too.
(Policy updated July 2022)

Staff Behaviour Policy
Parents and children are entitled to expect the highest standards of conduct from all Roydon Early Years staff. We expect there to be a warm, welcoming ethos when in the setting and staff should monitor and review their practice to ensure that they follow this guidance and the procedures and policies set out by Roydon Early Years
Staff who work with children are responsible for their own actions and behaviour and should avoid any conduct which would lead any reasonable person to question their motivation and intentions. They should work and be seen to work in an open and transparent way.
Staff have a responsibility to safeguard and protect children. They will make themselves familiar with all aspects of Child Protection. They will listen to and observe the children and take immediate action if they have any concerns about their welfare as set out in Roydon Early Years Safeguarding policy and procedures as defined in the “Full safeguarding policy documents”.
Staff should bring to the attention of the manager any deficiency in the setting’s practice. If, however, the individual cannot discuss the matter with the manager because they are involved, the individual can contact Ofsted – see “Whistle blowing policy”
Staff will strive to be fair and objective in their advice and actions and not be influenced in their decisions, actions or recommendations by issues of gender, race, creed, colour, age or personal disability.
No member of staff will discriminate against any child or parent on grounds of race, culture, disability, gender, religion, lifestyle or sexuality – see “Equality and Diversity policy”
Staff will deal with children’s behaviour positively, fairly, consistently and sympathetically. No child will be humiliated, embarrassed, frightened or physically rebuked. Aggressive behaviour will be strongly discouraged.
Staff will have zero tolerance of bullying and name calling and will always challenge discriminatory remarks or comments – see “Behaviour and Discipline policy”
Staff will be committed to maintaining the highest level of confidentiality in our dealings with families, children and outside agencies as defined in the “Confidentiality and sharing information policy”
Staff will recognise that there are many different styles of parenting and that parents are their children’s first and main educator – See “Working in partnership with parent’s policy”
The appearance which we present to each other and parents and visitors is important. Our expectation of all pre-school staff is that they conform to standards of dress as befits a profession. Clothing should be neat, clean and in good repair, shoes should be without heels. Trousers/skirts should be black and top should be pink with the setting Logo on. Staff will be working in the outdoor area so are expected to provide appropriate clothing for the weather, as well as clean shoes or slippers to change into indoors. Staff should understand that Roydon Early Years cannot be held responsible if falls, accidents, injuries occur which has resulted from their choice of clothing/footwear. Jewellery should be at a minimum – wedding band and stud earrings. Nails should be left natural or with gel nail polish only.
No smoking is permitted at the setting as defined in the “Smoking policy”
Mobile phones must be placed in the allocated boxes and may not be carried by staff during working hours. Personal cameras must not be used in the setting. ‘Smart watches’ must not be worn when around the children - even if the Bluetooth, data, phone connection and camera have been turned off, as it’s easy to forget to disable these options and it could become a safeguarding issue – and a distraction! Tablets must not be used for personal use and must remain in the setting. When updating learning journeys at home guidance must be followed – See “Use of technology policy”
Social networking should be personal to staff. They must not comment on colleagues, children in the setting or parents. Photos should never be posted on the internet of the setting or children within the setting as defined in “Use of social networking policy”
All staff must inform the manager by 7.30 am at the latest if they are unable to reach the setting by their contracted hours. Staff are responsible for ensuring they arrive at work early enough to begin work at their contracted start time.  Staff are required to remain at work until their appointed finish time, unless authorised by the manager. If they are absent through illness or other circumstances, they must inform the manager by 7.30 am at the latest so arrangements can be made for staff cover – see Staff contracts.
(Policy updated April 2022)