Policies & Procedures

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Safeguarding and Child Protection

‘Doing nothing is not an option’.

Safeguarding is everyone's responsibility and therefore all staff here at First Class should:

• Take all necessary steps to keep children safe and well
• Promote good health
• Manage behaviour
• Be alert to any issues for concern in the child’s life at home or elsewhere
• Meet the requirements of the Statutory Framework for the Early Years Foundation Stage (EYFS 2014)
• Follow the policies and procedures of the setting and notify the relevant person or agency without delay if concerns arise
• Keep appropriate records
In addition we are also required to:
• Have and implement policies and procedures to safeguard children, in line with guidance from the relevant Local Safeguarding Children’s Partnership (LSCP), and include in these:
• The action to be taken in the event of an allegation against a member of staff
• The use of mobile phones and cameras in these policies and procedures
• Procedures to safeguard children during personal care routines and protect staff from allegations
• Procedures which allow staff to challenge policies and procedures if they feel that they are not working.
• Guidance which supports staff to communicate any concerns directly to an outside agency (i.e. Ofsted, Children’s Social Care) if they feel they cannot report concerns to their line manager
• Procedures for storing confidential records
• Make these policies and procedures available to parents and carers
• Ensure that there is an effective safer recruitment policy and that procedures are in place which are followed when appointing new staff/volunteers
• Ensure that all staff have up to date knowledge of safeguarding issues
• Train all staff to understand the setting’s safeguarding policies and procedures
• Provide training which enables staff to identify signs of possible abuse and neglect in a timely way and respond appropriately.

Things to be mindful of to ensure we can effectively safeguard our children:

  • Please DO NOT use your mobile phone when on the nursery premises
  • Only allow members of staff to open the door, even if you are stood in reception, and even if you know the person who is waiting to come in.
  • Please inform us of any existing injuries your child has, or any accidents at home. We record these details to safeguard ourselves, and ask you to sign an existing injuries form.
  • Ensure you inform us if there is any person who is NOT permitted to collect your child
  • Let us know if someone other than the usual person is collecting your child. If they are not known to nursery staff we will ask for a password. If we are not notified in advance that someone new is collecting, we will not let that person take your child, and you will be called immediately.
  • Let us know of any change in family circumstances –particularly those living at home with your  child.
  • We seek appropriate permissions for the use of photographs, outings and administration of medicines
  • We have emergency evacuation procedures in place
  • First aid trained staff administer medication and treatment as required.
  • Please come and talk to us if you are experiencing any difficulties. We will do what we can to help, and we can support  you with a referral  to Early Help if necessary so we help source  the support you require. All information is confidential. Please speak to your child’s key worker or the nursery Manager. There is a wide range of support options available, but we will do what we can to help you within nursery.
If staff have any concerns regarding changes in your child’s behaviour we will discuss these with you in confidence. Likewise, if you are experiencing any differences at home, please  talk to us about  these so we can monitor your child and try to identify a solution. This is in the interests of your child’s wellbeing.
Your child will always be within sight or hearing of a member of staff and each member of staff is within sight or hearing  of a colleague.

Please ensure you keep us up to date with personal details such as changes to phone numbers, address, emergency contacts, health and dietary requirements. We will ask you termly to check the current details we have on record.

If you have any concerns regarding another child or a member of staff, please inform the nursery manager. We will follow our procedure for reporting such concerns.

If you have any questions about any nursery policy, please do not hesitate to come and speak to us.

A guide for Parents/carers:

and child Protection at First Class Nursery
YMCA  Safeguarding Leads
Laura Salmon
First Class Nursery Designated Leads for Safeguarding
Carly Kendrick
Deputy DSL – Paula Lloyd

All practitioners and nursery staff have undergone safeguarding training which is updated annually. DSL training is renewed every two years in addition to this. This ensures we are up to date with legislation and procedures as set out by Worcestershire’s Local Children’s Safeguarding Partnership.
Please speak to Laura or Carly if you have any questions or concerns regarding our responsibilities and duty of care.

Administering Medicines

If a child attending Worcestershire YMCA Early Years and Childcare requires prescription medication of any kind, their parent or carer must complete a Permission to administer medicine form in advance. Staff at the Setting will not administer any medication without such prior written consent.

Ideally children should take their medication before arriving at the setting. If this is not possible, children will be encouraged If they are capable to take personal responsibility for their medication. If children carry their own medication (eg asthma inhalers), the Settings staff will offer to keep the medication safe until it is required. Inhalers and other medication must be labelled with the child’s name, stored in clear boxes and kept in a locked cupboard away from younger children.

Younger children or children who are not capable will have their medication administered from a member of staff who holds a paediatric first aid certificate and observed by another staff member. Staff will keep all medication safe and labelled for when it is required.

Worcestershire YMCA Early Years and Childcare can only administer medication that has been prescribed by a doctor, dentist, nurse or pharmacist, or over the counter medications that are advised by the doctor in some occasions. However, if a medicine contains aspirin, we can only administer it if it has been prescribed by a doctor. All medication provided must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage. Inhalers must be provided with a spacer.

A staff member will be responsible for administering medication or for witnessing self-administration by the child. The designated person will record receipt of the medication on a Administering medicines / inhalers form, will check that the medication is properly labelled, and will ensure that it is stored securely during the session.

Before any medication is given, the staff will:

• Check that the setting has received written consent

• Ask another member of staff to witness that the correct dosage is given.

When the medication has been administered, staff must:

• Record all relevant details on the Administering medicines / inhalers form

• Ask the child’s parent or carer to sign the form to acknowledge that the medication has been given.

• Managers to have an overview of all medication administered.

When the medication is returned to the child’s parent or carer, staff will record this on the Form.

If a child refuses to take their medication, staff will not force them to do so. The manager and the child’s parent or carer will be notified, and the incident recorded on the Administering medicines / inhalers form.

Certain medications require specialist training before use, eg Epi Pens. If a child requires such medication the manager will arrange appropriate training as soon as possible. It may be necessary to absent the child until such training has been undertaken. Where specialist training is required, only appropriately trained staff may administer the medication.

A child’s parent or carer must complete a new Administering medicines / inhalers form if there are any changes to a child’s medication (including change of dosage or frequency).

If a child suffers from a long-term medical condition the setting will ask the child’s parents to provide a Health Care Plan, to clarify exactly what the symptoms and treatment are so that the setting has a clear statement of the child’s medical requirements.

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014 / 2021): Safeguarding and Welfare Requirements: Health [3.4544-3.46]

Complaints Procedure

At Worcestershire YMCA Early Years and Childcare we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints procedure is displayed on the premises at all times. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.

The manager is usually responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Allegation about a staff member and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:

Stage one
Complaints about aspects of settings activity:
• The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.
Complaints about an individual staff member:
• If appropriate the parent will be encouraged to discuss the matter with staff concerned.
• If the parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.

Stage two
If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will:
• Acknowledge receipt of the letter within 7 days.
• Investigate the matter and notify the complainant of the outcome within 28 days.
• Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the Setting’s practices or procedures as a result of the complaint.
• Meet relevant parties to discuss the Setting’s response to the complaint, either together or on an individual basis.

If child protection issues are raised, the manager will refer the situation to the Setting’s DSL, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding  Procedure and Allegation against a member of staff. If a criminal act may have been committed, the manager will contact the police.

Making a complaint to Ofsted
Any parent or carer can submit a complaint to Ofsted about any Worcestershire YMCA Early Years and Childcare Setting at any time. Ofsted will consider and investigate all complaints. Ofsted’s address is:
Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD
Telephone:  0300 123 1231 (general enquiries)         0300 123 4666 (complaints)
Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Complaints [3.74-3.75] .


At Worcestershire YMCA Early Years and Childcare we respect the privacy of the children attending the Setting and the privacy of their parents or carers. Our aim is to ensure that all those using and working at Worcestershire YMCA Early Years and Childcare can do so with confidence.

We will respect confidentiality in the following ways:
• Parents can ask to see the records relating to their child, but will not have access to information about any other children.
• Staff only discuss individual children for purposes of planning and group management.
• Staff are made aware of the importance of confidentiality during their induction process.
• Information given by parents to Setting staff will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
• Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Setting, except with the DSL and the manager.
• Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
• Confidential records are stored securely in a lockable file, cupboard or office.
• Students on work placements and volunteers are informed of our confidentiality policy and are required to respect it.

Sharing information with outside agencies
We will only share information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children or criminal activity. If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.
We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care. 

Data Protection and GDPR
We comply with the requirements of GDPR, regarding obtaining, storing and using personal data. We display our retention plan in every entrance of our settings detailing what information we keep and for how long.
Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Information and records [3.68 -3.70].

Illness & Accidents

At Worcestershire YMCA Early Years and Childcare we will deal promptly and effectively with any illnesses or injuries that occur while children are in our care. We take all practical steps to keep staff and children safe from communicable diseases.
All parents or carers must complete the Medical Form when their child joins the Setting, requesting permission for emergency medical treatment for their child in the event of a serious accident or illness.
We will record any accidents or illnesses, together with any treatment given, on an Incident Form or Accident Sheet sheet as appropriate, which the parent or carer will be asked to sign when they collect the child.
Worcestershire YMCA Early Years and Childcare cannot accept children who are ill. If any children are ill when they first arrive at the Setting we will immediately notify their parents or carers to come and collect them. Any children who have been ill should not return to the Setting until they have fully recovered, or until after the minimum exclusion period has expired (see table at the end of this policy).
First aid
All staff are to hold paediatric first aid which will be booked on starting at Worcestershire YMCA, to ensure that there is a qualified first aider present and available at all times when the Setting is running. We will take into account the number of children and layout of the premises to ensure that first aiders are able to respond quickly to any incident.
The location of the first aid box and a list of qualified first aiders are clearly displayed at the Setting. The Setting Manager regularly checks the contents of the first aid box to ensure that they are up to date, appropriate for children and comply with the Health and Safety (First Aid) Regulations 1981.
The Room Leader will ensure that a first aid kit is taken on all outings and that at least one member of staff on the outing holds a current paediatric first aid certificate.
Procedure for a minor injury or illness
The first aider at the session will decide upon the appropriate action to take if a child becomes ill or suffers a minor injury.
• If a child becomes ill during a session, the parent or carer will be asked to collect the child as soon as possible. The child will be kept comfortable and will be closely supervised while awaiting collection.
• If a child complains of illness which does not impair their overall wellbeing, the child will be monitored for the rest of the session and the parent or carer will be notified when the child is collected.
• If a child suffers a minor injury, first aid will be administered and the child will be monitored for the remainder of the session. If necessary, the child’s parent will be asked to collect the child as soon as possible.
• Any head bumps will be reported to parents immediately.
If any illness or injury results in medical attention then refer to the procedure for major injusry or serious illness.
Procedure for a major injury or serious illness
In the event of a child becoming seriously ill or suffering a major injury, the first aider at the session will decide whether the child needs to go straight to hospital or whether it is safe to wait for their parent or carer to arrive.
• If the child needs to go straight to hospital, we will call an ambulance and a member of staff will go to the hospital with the child. The staff member will take the child’s Medical Form with them and will consent to any necessary treatment (as approved by the parents on the Medical Form).
• We will contact the child’s parents or carers with all urgency, and if they are unavailable we will call the other emergency contacts that we have on file for the child.
• After a major incident the manager and staff will review the events and consider whether any changes need to be made to the Setting’s policies or procedures.
• We will notify Ofsted and child protection agencies in the event of any serious accident or injury to a child in our care as soon as reasonably possible and within 14 days at the latest.
• We will notify Worcestershire YMCA’s Health and Safety officer who will contact the HSE under RIDDOR in the case of a death or major injury on the premises (eg broken limb, amputation, dislocation, etc – see the HSE website for a full list of reportable injuries).

Communicable diseases and conditions
If a case of head lice is found at the Setting, the child’s parents or carers will be discreetly informed when they collect the child. Other parents will be warned to check their own children for head lice, but care will be taken not to identify the child affected.
If an infectious or communicable disease is detected on the Setting’s premises, we will inform parents and carers as soon as possible.
If there is an incident of food poisoning affecting two or more children looked after at the Setting the Manager will inform Ofsted as soon as possible and within 14 days at the latest.
If there is an outbreak of a notifiable disease at the Setting, we will inform the local health protection unit, HSE under RIDDOR (if appropriate), and Ofsted.
Useful contacts
Health Protection Unit: 0344 225 3560
Ofsted: 0300 123 1231
RIDDOR Incident Contact Unit: 0845 300 99 23
See Poster or Blue book for guidance on Minimum exclusion periods for infectious conditions and diseases.

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Accident or injury [3.50-3.51] and Food and drink [3.49].

Reinforcing Positive Behaviour

YMCA Worcestershire Early Years and Childcare uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the setting. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies in an age and development appropriate way. We encourage our children to contribute to their own rules to encourage their understanding and respect of them. Effectively promoting positive behaviour is also a fundamental British Value. (Rule of law and Individual liberty)
At nursery, we believe in:
Co-operation, respect, tolerance, positive relationships, developing social skills, treating others with respect, feeling safe and secure, hearing the views of others, decision making and problem solving.
Whilst in our care, we expect children to:
• Use socially acceptable behaviour
• Comply with the setting rules, which are compiled by the children attending the setting
• Respect one another, accepting differences of race, gender, ability, age and religion
• Develop their independence by maintaining self-discipline
• Choose and participate in a variety of activities
• Ask for help if needed
• Enjoy their time at the setting.
We encourage positive behaviour by:
• Staff acting as positive role models
• Praising and reinforcing  specific appropriate behaviour, often and quickly.
• Praise for being, and praise for doing! Ensure children understand what they are being praised for. Eg ‘I like it when… Well done for….’
• Sticker and certificate rewards. Wow board for significant achievements, MEANINGFUL rewards for individuals and groups
• Informing parents about individual achievements
• Offering a variety of play opportunities to meet the needs of children attending the Setting. Helping to ensure they are engaged, stimulated and comfortable. Children choose their own activities and are not forced to participate in anything. Alternative activities are always available.
• Applying strategies to avoid conflict and divert from negative behaviour-distraction techniques.
• Smaller group activities, appropriate use of language
• Boosting self-esteem by encouraging children’s talents, allowing them to experience success, setting achievable goals, involve children in decision making, promote a sense of wellbeing, have a sense of fun within our settings.
It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that their behaviour is not acceptable. Staff at the Setting will try to determine the cause or triggers of the inappropriate behaviour to prevent the situation from recurring. This may sometimes require support from outside agencies. Behaviour is a form of communication and we observe and assess to determine why the child is behaving in that way.
This is also the case for incidents of biting. It is seen as a stage of development for some children but we endeavour to deal with it consistently in order to minimise it. We understand it can be a time of anxiety for many parents/carers when a child at the setting is biting – whether their child is the biter or being bitten.
Dealing with inappropriate behaviour
• Challenging behaviour will be addressed in a calm, firm and positive manner.
• Age/developmentally appropriate discussion about the consequences which are realistic and meaningful.
• In the first instance, the child will be reminded of the golden rules.
• We put our hand up and say ‘stop’
• We tell the child what behaviour we WANT to see, using simple language.
• If the behaviour continues they maybe temporarily removed from the activity, and distracted elsewhere.
•  If another child is being hurt or is a victim of the unwanted behaviour, we would take them away from the situation and give them lots of positive attention, avoiding giving our attention to the child displaying behaviour. This helps to teach the child that negative behaviour will not get our attention.
• Consistent staff management of behaviour agreed by all and delivered in a non judgemental way.
• Incidents will be discussed with parents/carers. Biting incidents are always recorded.
• We refrain from using negative language and phrase things in a pro-active, more positive way.
Reiterating the more appropriate way to behave. Model where appropriate
 We will not threaten any punishment that could adversely affect a child’s well-being (eg withdrawal of food or drink).
Pre school age children with more understanding, we would also
•  Discuss why the behaviour displayed is deemed inappropriate.
•  Give the child an opportunity to explain their behaviour, to help prevent a recurrence.
•  Encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation.
• If the inappropriate behaviour appears to be as a result of boredom, staff will consult with the child to find activities to fully engage them. Our learning environment and routines are set up to help minimise this from happening in the first place.
• Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour.
If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, we can work with you to source help from a partner agency to identify any other issues that may be affecting the child’s behaviour and seek the appropriate support.
Physical Intervention
Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified and an Incident form will be completed. The incident will be discussed with the parent or carer as soon as possible.
If staff are not confident about their ability to contain a situation, they should call the manager or, in extreme cases, the police.
All serious incidents will be recorded on an Incident record and kept in the child’s file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.
Corporal punishment
Corporal punishment or the threat of corporal punishment will never be used at the Setting.
We will take all reasonable steps to ensure that no child who attends our Setting receives corporal punishment from any person who cares for or is in regular contact with the child, or from any other person on our premises.

At Worcestershire YMCA, we do not tolerate such behavior whether it is directed at the staff or at any of the children in our care. Whether it be physical, verbal or emotional.
Unacceptable behavior from staff and parents/carers
Unacceptable behavior includes, but is not limited to, the following:
• Shouting at members of staff, whether in person or over the telephone
• Physically intimidating a member of staff, eg standing too close or blocking their exit
• Using aggressive or abusive hand gestures, eg shaking a fist towards another person
• Any other threatening behavior, both physical and verbal
• Swearing
• Physical violence: pushing, hitting, slapping, punching or kicking
• Spitting
• Racist or sexist or otherwise abusive comments.
• Inappropriate use of language, innuendo or gestures that can be deemed rude, intimidating  or cause a person to feel uncomfortable.
If a parent, carer, or member of the public behaves in an unacceptable way towards a member of staff or a child attending the setting, we will take the following steps:
• In order to ensure the safety of the children and to limit possible distress, we will remove them from the vicinity of the incident.
• The manager or senior member of staff will seek to resolve the situation through calm discussion.
• If the individual wishes to make a complaint we will encourage them to follow the Setting’s Complaints procedure, or to complain directly to Ofsted if they so choose.
• If the individual continues to behave in an aggressive and intimidating manner, we will insist that they calm down or leave the premises immediately.
• If the individual refuses to calm down or leave the premises, the manager will contact the police without delay.

When the immediate incident has been resolved, the manager and staff will reflect on the incident, and decide whether it is appropriate to ban the individual from the premises for a period of time. The decision will take into account both the seriousness of the incident and whether the individual has behaved aggressively before.

If we decide that a ban is appropriate, we will write to the individual concerned to inform them of the reasons for the ban and its duration.

We have a duty to safeguard the well being and safety of our staff, colleagues and children. Action will be taken in accordance to Worcestershire Local safeguarding Board, and the YMCA procedures will be followed if this is compromised.

Facilitating an effective procedure for managing behavior also implements fundamental British Values:
Rule of Law (learning right from wrong) and teaching mutual respect and tolerance (treating others as we would want to be treated ourselves.

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Managing behaviour [3.52-3.53].


This policy complies with the statutory requirements laid out in the SEND Code of Practice 0-25 (July 2014), describes the way we should identify and support all children with SEND, and with reference to the following guidance and documents:
• The Children and Families Act 2014.
• The Equality Act 2010: advice for schools DfE Feb 2013.
• The Statutory Framework for the Early Years Foundation Stage (EYFS).
• The Special Educational Needs and Disability Regulations 2014.
• Safeguarding Policy.
• Accessibility Plan.
Aims for Inclusion
At Worcestershire YMCA Early Years and Childcare, we aim to create a listening atmosphere and environment where everyone is welcomed, all individual needs are met, support is given and information is shared. We also want to ensure that we enable all children to become confident learners with a growing ability to communicate their own views.   We are committed to working in partnership with parents/carers and outside agencies to raise aspirations and expectations for children with SEND by focusing on the whole child to ensure positive outcomes and to enable all children to fulfil their potential.
To achieve this we will:  
• Provide a welcoming, receptive and responsive environment in which parents/carers work in partnership with staff to meet each child’s individual needs.
• Ensure effective communication between staff and children, staff and parents/carers, staff/parents/carers and outside agencies
• Ensure that all children have access to a broad and balanced curriculum which is delivered using a variety of high quality teaching techniques and follows children’s own interests.
• Plan for and regularly assess children’s individual needs following a “assess, plan, do, review” cycle involving parents/carers every step of the way
• Develop a strong leadership and management team to support staff to identify needs and enable them to access training.
• Meet with parents regularly allowing flexibility for meeting times and respecting them as their child’s first educators.
• Ensure transition periods are well planned for and information is transferred promptly and confidentially.
• Work collaboratively with SENia (Special Educational Needs Improvement advisor) to monitor the progress and provision for children with SEND, and to monitor the accessibility of the physical learning environment, the curriculum and information for children with disabilities.
• Ensure all policies and procedures are inclusive and are known, and accessible, to all parents/carers and staff.
• Ensure that parents/carers are well informed about the support they can expect to receive.
Identifying Children with SEND

At Worcestershire YMCA Early Years and Childcare we believe that all children develop and learn at different rates, as is reflected in the EYFS and our Vision Statement. However, there are some children who, at some time in their education, may find it harder to learn than other children. It is important that we identify a child’s individual needs as early as possible and put things in place to help them quickly, as early intervention has been shown to improve children’s long term outcomes.

A child is identified as having a special educational need and/or disability (SEND) ‘where their learning difficulty or disability calls for special educational provision, namely provision different from, or additional to, that normally available to children of the same age’ (Code of Practice 6.15). Children may be identified as having difficulties in one or more of the following four broad areas of need:  
1. Communication and Interaction
2. Cognition and Learning
3. Social, emotional and mental health difficulties
4. Sensory and/or physical needs

The four broad areas described above give an overview of the range of needs that the setting plans for.  However, individual children often have needs that cut across all of these areas and their needs may change over time e.g. children with ASD.

These needs may have been identified by parents/carers, doctors, health visitors or a paediatrician before the child starts at setting.  Specialised agencies such as Portage, Speech and Language Therapy, Educational Psychology, Social Care etc. may therefore already be involved.

A child may also be identified by practitioners in consultation with parents/carers once they have started at setting. Practitioners will pay particular attention to the child’s development in the prime areas of the EYFS (personal, social and emotional development, communication and language development and physical development) when considering whether or not a child has SEN. The child will be closely monitored by practitioners and all information will be brought together with the observations of the parents/carers and discussed with them fully, including the support of the SENia.

Importantly, the following needs/factors are NOT considered SEN, but may impact on progress and attainment:
• Disabilities (it is our duty to make “reasonable adjustments” to the settings to include children with disabilities as described in the Equality Act 2010—this alone does not constitute SEN).
• Attendance and punctuality.
• Health and Welfare.
• EAL (English as an Additional Language).
• Receipt of the Pupil Premium Grant.
• Looked After Child (LAC).
• Child of a serviceman/woman.
• Behaviour- no longer a way of describing SEN but a sign that a child has an unmet need.

A Graduated Approach to SEN Support
Once a child has been identified as having a special educational need, the child is recorded on the provision mapping.  This outlines their specific needs and the types of support being accessed.  The level and type of support for each child will be offered on an individual need basis, and may increase or decrease over time as the child’s needs change.

At Worcestershire Early Years and Childcare, we support children with SEN using a graduated approach:
Early ID of Need or Developmental delay
Graduated response 2
Graduated response 3+4
Education, Health and Care Plan (EHC Plan)

At every stage of SEN support mentioned above, children and families are at the centre of planning and wider family needs are considered. Children may move up or down the stages of SEN support depending on progress and needs which may change over time. The decision to move children up or down the stages of SEN support is made as part of the ‘assess, plan, do, review’ cycle within each stage.
• Assess Children’s progress is assessed against the EYFS outcomes each term by their Key Person. Assessments may also be done by outside agencies (with parental/carer consent) who then set targets and suggest strategies to support children to achieve the targets. The results of these assessments are shared with parents/carers.
• Plan Based on the results of the assessments outcomes are identified and agreed with parents/carers, Key Person and SENCo and a IPM/support plan is written. The IPM will outline the outcomes sought, the interventions and support to be put in place, the expected impact on progress, development or behaviour. A clear date for review is set.
• Do The child’s Key Person is responsible for working with the child on a daily basis, they should oversee the implementation of the interventions/strategies outlined in their key child’s IPM. The Key Person will make observations on the success of the strategies and the child’s progress towards their outcomes as outlined on their IPM. The SENco will support the Key Person to assess the effectiveness and impact of the interventions.
• Review Parent/carers will be asked to attend a meeting at setting at least termly (three times per year) to discuss their child’s progress towards their IPM outcomes, the effectiveness of the support provided and its impact on the child’s progress. This meeting must include the child’s Key Person but may also include the SENCo and any outside agencies involved (Code of Practice 5.39-5.46). The child’s views are always sought and included in the review process. Decisions will be made at this meeting regarding any additional provision, interventions or support that may be needed for the child to continue to make progress.

At every stage of SEN support, the setting may request help from outside agencies to better assess a child’s needs and gain appropriate strategies. These referrals are made only with parental/carer consent, and a form will normally need to be filled in. Some of these agencies may include:
  • Speech and Language Therapy
  • Social Communication Worker
  • Educational Psychology
  • Occupational Therapy
  • Dietetics
  • Physiotherapy
  • Sensory Service (for Vision/Hearing Impairments)
  • CAMHS (Child and Adolescent Mental Health Service)
  • Community Pediatrician
Roles and Responsibilities for SEND
We take a whole approach to the management of children with special needs. This involves the SENCo, Key workers, Early Years Practitioners and other support staff in:
• Developing a range of strategies to meet the needs of all children.
• Building on the achievements of all children.
• Having positive attitudes and high expectations of all children.
• Valuing individuals and accepting each child for themselves.
• Working in partnership with parents.
• Making sure the child’s voice is heard and included in planning.

Supporting Children and their Families
At First Class we put children and families at the centre of identifying, planning and supporting children with SEND.  We recognize the importance of parents as their child’s first educator and views on their child’s development are sought and recorded as soon as they start setting.  Partnership with parents plays a key role in promoting a culture of co-operation between parents, the setting, the Local Authority and others.  This is important in enabling children with SEND to achieve their potential.   Parents should be fully involved in decisions made about their child’s needs.  Parents/carers are supported at every step to understand what they can expect from us within the setting’s own resources by the staff team.  Parents/carers are encouraged to visit our local children centres to access services and support.

The setting recognises its responsibility in line with the Equality Act (2010) to identify and remove barriers to learning for all children.  This includes:
  • Increasing and promoting access for disabled children to the curriculum and wider activities.
  • Improving access to the physical environment of the setting by, for example, providing physical aids to facilitate a child’s access to education.
  • Improving the delivery of written information to disabled children and their families. This could include timetables, newsletters, etc.
Monitoring and Evaluation of SEND
The monitoring of children’s progress and support is usually carried out by the SENCo, with the involvement of the Early Years and Childcare Manager. We use various strategies:
• A SEND folder kept up to date by the SENCo and setting Managers.
• SEND is discussed at both staff meetings, room meetings (where applicable) and planning to share targets, strategies and information.
• At Worcestershire YMCA Early Years and Chilcare, SEN team meetings held monthly during room meetings to ensure all children are being planned for and the environment is adapted to meet individual needs in the rooms.
• Support plans for children in Early ID and Graduated response 2 are reviewed 6-8weeks by the Key Person, SENCo, parents/carers and any involved outside agencies and discussed during meetings.
• Half termly review meetings are scheduled for children in graduated response 3+4 including the Key Person, the child’s parent/carers, the SENCo, and any involved outside agencies. IPM outcomes are reviewed and new outcomes set as appropriate.
• Termly progress checks meetings are held with manager and Key person while data is inputted into the tracking and discussions take place about children’s individual progress and possible interventions.

Emergency Evacuation and Closure

Worcestershire YMCA Early Years and Childcare will make every effort to keep the Setting open, but in exceptional circumstances, we may need to close at short notice.

Possible reasons for emergency closure include:
• Serious weather conditions
• Heating system failure
• Burst water pipes
• Fire or bomb scare/explosion
• Death of a member of staff or child
• Assault on a staff member or child
• Serious accident or illness
In the event of an emergency, our primary concern will be to ensure that both children and staff are kept safe. If it is necessary to evacuate the Setting, the following steps will be taken:
• If appropriate the manager or session supervisor will contact the emergency services.
• All children will be escorted from the building to the assembly point using the nearest safe exit.
• No attempt will be made to collect personal belongings, or to re-enter the building after evacuation.
• A nominated member of staff will check the premises and will collect the register (including emergency contact details) providing that this does not put anyone at risk.
• Before leaving the building the nominated person will close all accessible doors and windows, if it is safe to do so.
• The register will be taken and all children and staff accounted for.
• If any person is missing from the register, the emergency services will be informed immediately.
• The manager will contact parents to collect their children. If the register is not available, the manager will use the emergency contacts list (which is kept off site).
• All children will be supervised until they are safely collected.
• If after every attempt, a child’s parent or carers cannot be contacted, the Setting will follow its Uncollected Child procedure.
If the Setting has to close, even temporarily, or operate from alternative premises, as a result of the emergency, we will notify Ofsted. 

Ofsted’s address is: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD
Telephone: 0300 123 1231

Arrivals and Departures

Worcestershire YMCA Early Years and Childcare recognises the importance of having robust systems in place to ensure the safe arrival and departure of the children in our care.

The manager will ensure that an accurate record is kept of all children in the Setting, and that any arrivals or departures are recorded on the register. The register is kept in an accessible location on the premises at all times. In addition we conduct regular headcounts during the session.

Our staff will greet each child warmly on their arrival at the Setting and will record the child’s attendance in the daily register on arrival to the room, including the time of arrival. Parents will ring the door bell and be greeted by a staff member and escorted into the room. The door self locks behind you. 

Early Years and Childcare Staff will ensure that all children collected are signed out on the register.
Children are collected by an adult who has been authorised to do so on their registration form, passwords are set for all children, and staff must ask for the password if they do not know the person collecting.
In exceptional circumstances, if the parent requires another person who is not listed on the registration form to collect their child, the child’s parents or carers must inform the Setting in advance and provide a description of the person and a password that they will use. If the manager has any concerns regarding the person collecting he/she will contact the main parent or carer for confirmation.

The parent or carer must notify the Setting if they will be late collecting their child. If the Setting is not informed, the Uncollected Children policy will be followed. 

If a child is going to be absent from a session, parents must notify the Setting in advance.
If a child is absent without explanation, staff will contact the parents or carers and the school to check where the child should be. If staff still have concerns about the child’s whereabouts after attempts to contact the parents and the school the manager will contact the police.

The Setting will try to discover the causes of prolonged and unexplained absences. Regular absences could indicate that a child or their family might need additional support.

If the door is found to be left open?
If you see the door is left open at any time, staff MUST lock it immediately
  • Inform all room leaders to carry out the lockdown procedure and carry out a register check.
  • Once management has been informed that all children and staff are accredit for and there is no strangers within the building. The lock down procedure will be lifted.
Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Safety and suitability of premises, environment and equipment [3.62, 3.64]; and Information and records [3.76]

Manual Handling

Manual handling is one of the major causes of absence through injury in the workplace. At Worcestershire YMCA Early Years and Childcare we work with our staff, provide training, and undertake risk assessments in order to eliminate hazardous manual handling activities as far as possible.

This policy is written with reference to the Health and Safety at Work Act 1974, which places a duty on employers “to ensure so far as is reasonably practicable, the health, safety and welfare of its employees”, and to the Manual Handling Operations Regulations 1992 (as amended).

In order to limit the risk of injury from manual handling operations, Worcestershire YMCA Early Years and Childcare will:
• Eliminate hazardous manual handling activities, as far as is reasonably practicable
• Assess the risks associated with any manual handling activities that cannot be avoided.
The purpose of the risk assessment is to reduce the risk of injury to the lowest possible levels, and should consider:
• The task
• The load
• The individual undertaking the task
• The working environment.

The main manual handling hazard at Worcestershire YMCA Early Years and Childcare is likely to be the setting-up and clearing-away of equipment. This is unavoidable, but staff should carry out the operation with reference to the guidance given in the manual handling training that we provide. It may be necessary to seek the assistance of an additional member of staff in order to minimise the risk of injury, for example when carrying tables and other heavy or bulky items.

Employee’s duties
It is the responsibility of all staff at Worcestershire YMCA Early Years and Childcare to:
• Comply with any instructions and training provided in safe manual handling techniques
• Not put their own health and safety or that of others at risk by carrying out unsafe manual handling activities
• Report to the Manager any problems which may affect their ability to undertake manual handling activities, including physical and medical conditions (eg pregnancy, back problems).

In summary
Avoid Whenever possible, avoid manual handling situations. Assess If avoidance is not possible, make a proper assessment of the hazard and risks. Reduce Reduce the risk of injury by defining and implementing a safe system of work. Review Review your systems regularly, to monitor the overall effectiveness of the policy

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Staff Qualifications, training, support and skills [3.20-3.22]

Intimate Care

When providing intimate care we will ensure that the child’s safety, dignity and privacy are maintained at all times. ‘Intimate care’ covers any task that involves the washing, touching or carrying out a procedure to intimate personal areas and is associated with bodily functions and personal hygiene, including, toileting, washing, dressing, and menstrual care.

Staff at Worcestershire YMCA Early Years and Childcare who provide intimate care will do so in a professional manner. Staff are aware of safeguarding issues and will have relevant training (eg: health and safety, child protection, manual handling) before providing intimate care. No child should suffer distress or pain as a result of receiving intimate care.

When changing children’s clothing this must be done in the toilets to ensure the dignity of the child is maintained. If children take part in water play children must be wearing a minimum of underwear/nappies and a vest/t-shirt.

Staff will work in partnership with parents or carers to provide care appropriate to the needs of the individual child and together will produce a care plan. The care plan will set out:
• What care is required
• Number of staff needed to carry out the task (if more than one person is required, reasons will be documented)
• Additional equipment required
• Child’s preferred means of communication (eg verbal, visual)
• Child’s level of ability – what tasks they are able to carry out by themselves

Best practice
When intimate care is given, the member of staff will explain to the child each task that is carried out, and the reasons for it. Staff will encourage children to do as much for themselves as they can.
We have policies in place that promote safe recruitment, as well as having sound staff supervision, safeguarding and intimate care procedures; together these ensure that, should a child need consistent care from one member of staff, the child’s safety and well-being will not be compromised.
Staff must all wear gloves and aprons when carrying out intimate care.
Staff are familiar with guidance from the Local Safeguarding Children Board. The Setting’s procedures reflect the guidance in Working Together to Safeguard Children (2018) and staff are familiar with the Professionals guild to reporting a concern flowchart.

If a member of staff is concerned about any physical changes to a child, such as marks, bruises, soreness etc, they will inform the manager or the Setting’s designated child protection officer immediately. The procedures set out in the Safeguarding and Child Protection policy will be implemented.

Should a child become unhappy about being cared for by a particular member of staff, the manager will investigate and record any findings. These will be discussed with the child’s parents or carers in order to resolve the issue. If necessary, the manager will seek advice from outside agencies.
If a child makes an allegation against a member of staff, the procedure set out in the Safeguarding and Child Protection policy will be followed.
Dealing with blood and body fluids
Blood, vomit, urine and faeces will be cleaned up immediately and disposed of safely by double bagging the waste and placing it in the nappy bin. When they are dealing with body fluids, staff will wear personal protective clothing (disposable plastic gloves and aprons) and will wash themselves thoroughly afterwards. Soiled children’s clothing will be bagged to go home – staff will not rinse it. Children will be kept away from the affected area until the incident has been dealt with fully.
Staff at Worcestershire YMCA Early Years and Childcare will maintain high standards of personal hygiene, and will take all practicable steps to prevent and control the spread of infection.
Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Special educational needs [3.67] and Child protection [3.6]

Funging Offer

Funding Information
First Class provides funded places to 2, 3 and 4 year olds.
Every 3 year old is entitled to 15 universal hours funded childcare for 38 weeks a year which will continue until the child starts full-time education. Some 3 and 4 year olds are eligible for 30 hours funded childcare which is made up of 15 universal and 15 additional funded hours per week for 38 weeks a year. Some 2 year olds are eligible for 15 hours funded childcare for 38 weeks a year.

When can my child have a funded place?
Children who are 3 years between: (or 2 years if eligible) Will have a funded place from the following:
1st April and 31st August September
1st September and 31st December January
1st January and 31st March April
Universal hours
Your child is entitled to 570 ‘universal’ hours per year, which is a maximum of 15 hours per week over 38 weeks of the year the term after their 3rd birthday (or 2nd if eligible). You can choose to spread your child’s hours over more than 38 weeks of the year, for example over 51 weeks. This would mean that your child would access less than 15 ‘universal’ hours per week. You can choose to receive funded hours at a maximum of two settings in any one day. A maximum of 10 hours can be funded per day.
When your child attends for more than 15 hours each week you will be charged for additional hours at our normal hourly rate. Funded hours do not include food, therefore if you wish your child to have breakfast, lunch, tea and snacks with us this will be an extra charge.
First Class offer the entitlement within any attending hours other then breakfast club. First Class will claim funding based on the information you provide. You may find that you are left with a bill from First Class if you do not complete the form accurately and funding is therefore not allocated appropriately. You will need to complete a Parent Declaration Form for each setting that your child attends. If your child is attending a specialist setting (eg. Special School Nursery Class/Nursery Assessment Class), they must be allocated ‘universal’ hours to cover the number of hours your child attends.
Additional hours
You may be entitled to an ‘Additional’ 570 hours per year, which is a maximum of 15 hours per week over 38 weeks of the year, If your child is aged 3 or 4 years of age and you (and your partner if applicable) meet the criteria, your child could be entitled to a total of 30 hours childcare per week.
First Class are choosing to offer the additional entitlement spread over 51 weeks meaning you would be entitled to 22 hours per week. First Class will claim funding based on the information you provide. You may find that you are left with a bill from First Class if you do not complete the form accurately and funding is therefore not allocated appropriately. You will need to complete a Parent Declaration Form for each setting that your child attends.
Who is eligible for 15 hours funding?
• All children qualify for funded childcare if they are resident in England and under compulsory school age:
• Eligibility commences from the term after a child meets the age.
• If a parent applies during the term, funding will start from the beginning of the following term.
Who is eligible for 30 hours funding?
• A child qualifies for funded childcare if they are resident in England and under compulsory school age:
• Both parents are working (or the sole parent is working in a lone parent family), and
• Each parent earns, on average, a weekly minimum equivalent to 16 hours at national minimum wage (NMW) or national living wage (NLW); and
• Each parent earns less than £100,000 per year.
• Foster carers are not eligible for the extended entitlement for the children that they foster.
• Families where one parent does not work will not usually be eligible, however the extended entitlement will be available when:
• Both parents are employed but one (or both) is temporarily away from work on parental/maternity/ paternity or adoption leave
• Both parents are employed but one (or both) is temporarily away from work on statutory sick pay
• Eligibility commences from the term after a child meets both the age and financial criteria.
• If a parent applies during the term, funding will start from the beginning of the following term.
• Parents:
• Will be prompted to reconfirm their details every 3 months, via text or email
• Will be notified that their eligibility has lapsed, if they miss the reconfirmation deadline
If at any point during the year your child stops being eligible for the ‘additional’ hours, your child’s funded entitlement will be based on the ‘universal’ allocation above. You must also discuss your child’s attendance hours with First Class, to ensure that we are still able to offer the hours that you need. Once you have allocated your child’s funded hours, you will not be able to make any changes during the term.

Who is eligible for 2 year old funding?
You will be eligible if you are getting a form of support, including:
• Income Support
• Income-based Jobseeker’s Allowance (JSA)
• Tax credits and have an annual income under £16,190 before tax
You’ll also be eligible if any of the following apply to your child:
• they’re looked after by a local council
• they have a current statement of special education needs (SEN) or an education, health and care (EHC) plan
• they get Disability Living Allowance
• they’ve left care under a special guardianship order, child arrangements order or adoption order
Application process for 3 & 4 year old 15 hours funding:
• Request a funding form from the nursery and return to us completed to allow us to apply for funding on your behalf.
Application process for 30 hours funding
• Please visit www.childcarechoices.gov.uk to find out more information and apply for your 30 Hours Funded Childcare Code. (Allow 10-15 minutes to complete)
• Parents/carers:
• Can apply for 30 hours funded and tax-free childcare at the same time
(tax free childcare is a government equivalent to childcare vouchers, for every £8 you put in the government will add a further £2 up to £2000 per year which can only be used to pay for childcare, anyone can pay in.)
• Can choose not to apply for tax-free childcare and still apply for 30 hours.
• Must have or set up a ‘Government Gateway’ account.
• Need to provide name, address, National Insurance number, mobile/landline telephone number.
• May require passport, tax credits, p60 or payslip information
• Need to confirm that they expect to meet the income requirements, or receive the relevant benefits, over the next three months.
• Will need you go provide a telephone password (8-20 characters, 1 upper and one lower case letter), then select and answer 3 security questions.
• Will receive an 11 digit code to give to nursery, along with completed declaration form.
If you have any account/application issues please contact ‘Customer Interaction Centre’ on 0300 123 4097.
Application process for 2 year old 15 hours funding
Additional information and online application available at www.worcestershire.gov.uk/freechildcare

Early Years Pupil Premium The Early Years Pupil Premium (EYPP)
Is an additional sum of money used to enhance the quality of your child’s early years’ experience by improving the teaching and learning, facilities and resources of a setting, with the aim of impacting positively on your child’s progress and development. It is paid to settings for 3 & 4 year old children of families in receipt of certain benefits. Applicable benefits include: Income support; Income-based Jobseekers Allowance; Income-related Employment and Support Allowance; Support under part 5 of the Immigration and Asylum Act 1999; the guaranteed element of State Pension Credit; Child Tax Credit (provided you are not entitled to Working Tax Credit and have an annual income of no more than £16,190; Working Tax Credit run-on; Universal Credit. It is also available for children who are or have been looked after (LAC) by the Local Authority. If your child is entitled to EYPP, it will only be paid to the setting(s) receiving the ‘universal’ hours.

Disability Access Fund Declaration
Three and four year old children who are in receipt of child Disability Living Allowance and are receiving all or part of their free entitlement, are eligible for the Disability Access Fund (DAF). The DAF is paid to your child’s setting to ensure that they can support your child’s needs. The DAF is a fixed annual payment of £615. You will need to provide a copy of your child’s DLA letter to your child’s setting. If your child is splitting their free entitlement across two or more providers please nominate which setting you would like the DAF to be paid to. This should be the setting where you child attends the majority of their funded hours.
Does the free place affect the claim that I make for the childcare element of the working tax credit?
For Tax Credit purposes you can only claim for childcare costs that you will be paying for. For further information, please contact the Inland Revenue Tax Credit Helpline.

Parent/Carer Declaration
What you will need to complete the forms:
• Full name and address of child,
• Date of Birth and birth certificate,
• 1st and 2nd Parent/carer/partner Full names Date of Birth and National Insurance number or National Asylum Support Service number,
• If applicable you will need to have obtained a 30 funded hours code,
• If applicable tick eligibility for Early years pupil premium,
• Complete attendance table to allocate funded hours (please ask if you are unsure how to fill this in),
• If applicable complete disability access fund declaration,
• Please sign to agree to declaration.


Worcestershire YMCA recognises that working in partnership with parents is of major importance to the nursery and enables the nursery to provide a happy, caring and stable environment for children and their parents. We aim to form a good relationship with parents so that information regarding their children be it developmental, social or health related can be exchanged easily and comfortably by staff and parents.
The list below shows in which we will try to achieve a strong working partnership with parents;
• The staff are always available for discussion with parents. Arrangements can be made for more private discussions at agreed times.
• Information provided by parents about their children will be kept confidential and treated on a strict need to know bases.
• Information regarding the children’s activities throughout the day is always available to parents on a daily basis. Each child has a communication book, which staff records in how the child has been and their general care i.e., how much they have eaten, toilet needs and how long they have slept for. Staffs always verbally communicate to parents daily as well about how their child has been.
• Regular newsletters are issued to keep parents up to fate with information about the nursery.
• There is a parent notice-board which displays the nursery’s key policies and general information about the nursery.
• If we have any concerns about a child’s well being during the day every effort will be made to contact the parents or their emergency contact number.
• Parents are requested to keep nursery informed of any changes to personal circumstances which may have an effect upon a child, e.g. change of address, telephone numbers, doctor or emergency contact details.
• Parents are also requested to keep nursery informed of any circumstances which could have an effect on a child’s emotional well being, e.g. bereavement, separation or illness in the family.
• Inform parents of relevant conferences, workshops or training offered through Early Help, which are displayed in the entrance.
• Parents are encouraged to look at their child’s learning diary which is displayed in each room at regular intervals. Any concerns that arise about a child’s progress or behaviour are discussed fully with parents and plans made to address the issues identified.
• Parents are invited to parents evenings twice a year. (Nursery Only)
• Key people carry out 2 half years progress checks with the help of parents.
• Each room displays the planning and activities which the children have been doing that week.
• The setting works in partnership with a wide range of professional and organisations. Information, support and advice are freely available to parents which may wish to access these services.
• When parents register their child with the welcome packs are distributed which contains Parent Partnership, Admission, Behaviour, Fees, Illness, Safeguarding Children, Accidents and Complaints.
• When parents come with their child for their first settling in session, parents are given an induction about the nursery; this includes children’s illness, paying of fees, holiday entitlement and ensuring that registration forms are complete. Parents also work with their child’s key person to complete the child’s nursery profile giving parents the chance to communicate information about their child, this helps staff get to know the family, the child’s and likes and dislikes and the child’s routine.
• Parents are fully involved in the transition process from room to room.
• Information nights are held to inform parents of what the nursery is doing to prepare their children for school.
• Parents are invited into the setting to participate within a special day/activity once a month.
• Parents are asked if they would like to volunteer for walks and stories.

Health & Safety

Worcestershire YMCA Early Years and Childcare considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times. The Setting has appropriate insurance cover, including employer’s liability insurance and public liability insurance.

Each member of staff follows the Setting’s Health and Safety policy and is responsible for:
• Maintaining a safe environment
• Taking reasonable care for the health and safety of themselves and others attending the Setting
• Reporting all accidents and incidents which have caused injury or damage or may do so in the future
• Undertaking relevant health and safety training when required to do so by the manager.
Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures.

Responsibilities of the registered person
The registered person for the setting holds ultimate responsibility and liability for the safe operation of the Setting. The registered person will ensure that:
• The Setting’s designated health and safety officer is Carly Kendrick who must check that the centres health and safety checks have been completed and refer to  Worcestershire YMCA’s Health and Safety officer.
• All staff receive information on health and safety matters, and receive training where necessary
• The Health and Safety policy and procedures are reviewed regularly
• Staff understand and follow health and safety procedures
• Resources are provided to meet the Setting’s health and safety responsibilities
• All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
• All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.
Responsibilities of the manager
The Setting’s manager is responsible for ensuring that at each session:
• Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
• The premises are used by and solely available to the Setting during opening hours
• All the Setting’s equipment is safely and securely stored
• Children are only allowed in the kitchen if properly supervised (eg for a cooking activity)
• A working telephone is available on the premises at all times
• Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.
• External pathways are cleared in severe weather
• Daily environment checks are carried out in accordance with our Risk Assessment policy.

Children are not allowed to leave the Setting premises during the session unless prior permission has been given by the parents (for example, to attend other extra-curricular activities). During sessions all external doors are kept locked, with the exception of fire doors. Staff monitor the entrances and exits to the premises throughout the session. Only staff to operate doors, parents, visitors and children reminded of this as and when needed. All visitors to the Setting must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children. Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.
Toys and equipment
All furniture, toys and equipment are kept clean, well maintained and in good repair. We select toys, equipment and resources with care, and we carry out risk assessments before the children are allowed to use them. Broken toys and equipment are disposed of promptly. We ensure that any flammable equipment is stored safely.
Food and personal hygiene
Staff at Worcestershire YMCA early Years and Childcare maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.
• A generally clean environment is maintained at all times.
• Toilets are cleaned daily and soap and hand drying facilities are always available.
• Staff are trained in food hygiene and follow appropriate guidelines.
* Waste is disposed of safely and all bins are kept covered.
• Staff ensure that children wash their hands before handling food or drink and after using the toilet.
• Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids
Spillages of blood, vomit, urine and faeces will be cleaned up immediately in accordance with our Intimate Care procedure.

Staffing levels
Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken. A minimum of two members of staff are on duty at any time.


As part of YMCA Health and Safety policies and procedures the community centre has a Lockdown Policy. On very rare occasions it may be necessary to seal off the community centre including the Nursery so that it is not able to be entered from the outside. This will ensure that children, staff and visitors are safe in situations where there is a hazard in the community centre / setting grounds or outside the community centre / setting in the near vicinity. A lockdown is implemented when there are serious security risks of the premises due to, for example, near-by chemical spillage, proximity of dangerous dogs, serious weather conditions or attempted access by unauthorised person’s intent in causing harm/damage.
NaCTSO (National Counter Terrorism Security Office) **Guidance** In January 2016, NaCTSO provided the following advice to leaders of Nursery’s and other Educational Establishments for Reviewing Protective Security. 

Procedures for handling bomb threats;
Most bomb threats are made over the phone and the overwhelming majority are hoaxes, made with the intent of causing alarm and disruption. Any hoax is a crime and, no matter how ridiculous or unconvincing, must be reported to the police. Be alert, but not alarmed! On receipt of a “bomb threat” – Dial 999 and police will respond. You should always consider their advice before a decision is taken to close or evacuate. Notification of Lockdown Staff will be notified lock down procedures are to immediately take place on hearing the alarm. The senior onsite staff memeber will inform adults by stating’ ATTENTION LOCK DOWN’ Procedures:
1. At the given signal the children remain in the room they are in and the staff will ensure the windows and doors are closed/locked and screened where possible and children are positioned away from possible sightlines from external windows/doors. Lights, and computer monitors to be turned off.
2. Children or staff not in the setting for any reason will proceed to the nearest occupied setting rooms and remain there.
3. If practicable staff should notify the front office by phone that they have entered lock down and those children not accounted for.
4. Staff to support children in keeping calm and quiet.
5. Staff to remain in lockdown positions until informed by key staff e.g. Senior Management Team, in person that there is an all clear.
6. As soon as possible after the lockdown, setting staff return to their area and conduct a roll call and notify the office immediately of any children not accounted for.

Staff Roles:
1. Front office staff ensure that their office(s) are locked and police called if necessary.
2. Manager or office staff member locks the buildings front doors and entrances.
3. Site Manager to head to Office/ Back gate to building.
4. Individual staff lock/close all rooms door(s) and windows. Nearest adult to check exit doors in the setting and outdoor the settings gates are locked. 

Communication with parents;
If necessary parents will be notified as soon as it is practical to do so via the setting’s established communication network – website / telephone
• Depending on the type and severity of the incident, parents may be asked NOT to collect their children from the setting as it may put them and their child at risk.
• Children will not be released to parents during a lock down.
• Parents will be asked not to call setting as this may tie up emergency lines.
• If the end of the day is extended due to the lock down, parents will be notified and will receive information about the time and place children can be picked up from office staff or emergency services.
• A letter to parents will be sent home as the nearest possible day following any serious incident to inform parents of context of lockdown and to encourage parent to reinforce with their children the importance of following procedures in these very rare circumstances.

Lockdown drills;
Lock down practices will take place a minimum of once a year to ensure everyone knows exactly what to do in such a situation. Monitoring of practices will take place and debriefed to staff so improvements can be made.

Outings and Trips

At Worcestershire YMCA Early Years and Childcare we recognise the importance of trips and outings and encourage children to participate in planned or spontaneous trips and outings in order to enhance the opportunities provided. All policies and procedures that are implemented throughout the Setting must continue to be implemented while on the trip/outing in addition to the procedures set out below.
  • The Setting Manager must be informed and oversee the organisation of any trip/outing.
  • For spontaneous outings the outings book must be completed before leaving the premises. Information recorded should include names of the children and staff, estimated time of return and a contact mobile number.
  • Written consent from the parents must be obtained for every child prior to them attending any trip/outing (please check children’s registration forms).
  • A minimum of TWO emergency contacts must be provided by the parent. (check you have the contact details)
  • Consent for emergency treatment must be obtained from the parent/carer
  • A first aider must be present and a suitable first aid box to be taken along with the Setting mobile phone, emergency contact numbers for both children and staff and details of any medical condition or allergy.
  • There are no set ratios within the welfare requirements during outings, however, the following must be adhered to (at the very minimum):
                                                          0-3 years: one adult to two children
                                                          3-5- years one adult to four children
                                                          5plus years one adult to eight children
(Please note the above ratios may need to be reduced depending on where the children are visiting and the route that they are taking. A Risk Assessment will be determine this.)
• At the very minimum 50% of the adults must be qualified at Level 3 or above for nursery only.
• Food and drink must be provided at similar times to those at setting and drinks should be offered throughout the day.
• All medical needs must be adhered to during the trip/outing and all medication taken and managed by the person in charge of the children with any medical condition. Please remember to ensure that this is out of reach to all children.
• Nappy, wipes, spare clothes etc. must be taken for those children who need them and the setting nappy changing and intimate care procedures must be followed at all times.
• Transport must be fully insured (and confirmation of this sought and recorded) and drivers must hold a FULL DBS check, the number and issue dates of which must be recorded with trip/outing details.
• Transport must contain a FULL seat belt (3 way) and children’s individual car seats fitted by the parent.
• The maximum seat capacity of vehicles must not be exceeded at any time.
• The person in charge must take a mobile and ensure it is fully charged and contains credit, and only used for purposes of work.
• Staff are not permitted to take their personal belongings.
• The setting camera must stay with the person in charge of the trip/outing. In the event that the camera is lost, this must be reported immediately and the parents informed when they collect their child.
• All children must be provided with suitable clothing dependant on the weather.
• A regular head count should be conducted. If child is missing please follow missing child procedure
• All Policies and Procedures should be adhered to while on the trip/outing.
• A risk assessment must be carried out before any new outing takes place, using the generic risk assessment adding extra risks for the individual risk assessment. (Health and safety to check yearly)
Checklist for visit/outing
  • Consent forms for all children (which include at least two emergency numbers).
  • A thorough trips and outings risk assessment has been complete.
  • List of children attending the trip and those who are responsible.
  • List of dietary and medical conditions along with medication.
  • Paper plates, cups etc.
  • Nappies, wipes, tissues and spare clothes (if required).
  • Mobile (fully charged and containing credit).
  • First aid kit.
  • Protective equipment for staff.
  • Sun cream(with consent) and a sunhat- where applicable.
  • Suitable clothing.
  • Correctly stored food and drinks (for staff also).
  • Push chairs should be taken for children who may become tired.
This list is not exhaustive.

Uncollected Children

Worcestershire YMCA Early Years and Childcare endeavours to ensure that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below:
Up to 15 minutes late
• When the parent or carer arrives they will be reminded that they must call the Setting to notify us if they are delayed.
• The parent or carer will be informed that penalty fees will have to be charged (unless the delay was genuinely unavoidable).
If all staff our on collection duties, the uncollected child would have to go on the collection duties with a member of staff
Over 15 minutes late
• If a parent or carer is more than 15 minutes late in collecting their child, the manager will try to contact them using the contact details on file.
• If there is no response from the parent or carer, messages will be left requesting that they contact the Setting immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.
• While waiting to be collected, the child will be supervised by at least two members of staff.
• When the parent or carer arrives they will be reminded that they must call the Setting to notify us if they are delayed, and that penalty fees will have to be charged (except in exceptional circumstances).
Over 30 minutes late
• If the manager has been unable to contact the child’s parents or carers after 30 minutes, the manager will complete a uncollected child form.
• The setting will contact the police on 101 to inform them and ask for advice.
• The child will remain in the care of two of the Setting’s staff, on the Setting’s premises if possible, until collected by the parent or carer, or until placed in the care of the police or social care.
Managing persistent lateness
The manager will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the Setting.
Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Information for parents and carers [3.73] .