The following information has been compiled by the Registration & Inspection Support Team of the Devon Early Years and Childcare Service to offer advice and information to registered day care providers. If you require any further advice regarding policies in an Ofsted registered childcare setting, please contact the Devon Early Years and Childcare Service on 0800 056 36 66.These documents will be updated in line with the Statutory Framework for the Early Years Foundation Stage at the beginning of September 2008.
Introduction to a Code of Practice
Introduction to Writing Policies
Standard 3: Care, Learning and Play
Standard 9: Equal Opportunities
Standard 12: Working in Partnership with Parents and Carers
INTRODUCTION TO A CODE OF PRACTICE
The Code of Practice should be written for every person involved in the setting. This should include permanent members of staff, sessional workers, volunteers on placement and trainees. It is important that this is presented as a handbook to all staff at their induction so it becomes a working document to the whole provision. Every member of staff needs to sign that they have read and understood the document. It is advisable to regularly discuss and revise the policies and procedures at team meetings.
The Code of Practice is a set of guidance for staff which ensures the effective running of the provision for parents and children.
Codes of Practice are written to make expectations of how people work absolutely clear. It is important that the following issues are understood:
The Code of Practice should cover all your working policies and procedures. Please note this is not an exclusive list.
INTRODUCTION TO WRITING POLICIES
All childcare providers must have a set of Records, Policies & Procedures. These are listed in Standards 14, Guidance to the National Standards, Records to be kept. Check that all the required information is included in your documentation. In addition to the required policies, there is other documentation which displays good practice.
Remember this all helps the smooth running of the provision, getting through your Ofsted visits and as evidence for Quality Assurance.
The following guidance is intended to help and inform when writing the policies and procedures. It gives some of the important factors to consider. It is NOT a definitive list but is meant as a starting point.
A policy is more than just a written document and should be individual to each setting as a working document and that everyone who works within the setting understands, is responsible for and works together to put the policies into practice.
Your policies will outline a commitment to staff training and explain how information and expertise is shared within the setting. This information can be updated when the policies are reviewed, which will be on an annual basis.
An aim should be a clear statement about what your policy is seeking to achieve.
A list of all the records, policies and procedures set out in the National Standards for Under Eights Day Care and Childminding are listed in the following as stated in the Guidance to the National Standards:
Refer to the document Creating your Operation Plan.
You may also find the following documents of use:
Guidance on completing an action plan to accompany a variation request to Ofsted 
(24KB - pdf help)
Guidance on Risk Assessment (21KB - pdf help)
Policy for Late / Uncollected Children
Statement.
Factors to consider:
Policy for Staff / Volunteer Information
STANDARD 3: CARE, LEARNING AND PLAY
The provision’s activities should promote the following:
Refer to the Birth to Three Matters which is available from the DfES.
This will be revised with the introduction of the Early Years Foundation Stage in September 2008.
Refer to the document Health & Safety at a Childcare Provision.
Refer to the document Health & Safety At Work. A copy is available from the Devon Early Years & Childcare Service on freephone 0800 056 36 66.
Also refer to CFOA’s Guide No. 1: Fire precautions for childcare facilities that are places of work.
Example Fire Routine for Group Day Care Premises
IF YOU DISCOVER A FIRE
ON HEARING THE FIRE ALARM
DO NOT stop to collect personal belongings
DO NOT re-enter the building until told to do so by the Fire Service
End
Fire Safety Leaflet No 26A
Rev 300103
Devon Fire and Rescue Service
Proper control must be exercised appropriate to the environment, nature of visit and the children involved.
A risk assessment should be made prior to the outing.
Taking children off-site is potentially hazardous and a higher adult:child ratio should be used.
The person in charge should:
Vehicle records including insurance
An example of 'Long Term Administration of Medical Treatment Form' can be found here.
A copy of 'Administration of Short Term Medicine Form' can be found here. (11KB - pdf help)
An example form 'Record of medicine administered to an individual child' can be found here. (11KB - pdf help)
All provisions should have staff who have an Ofsted approved current First Aid certificate covering babies and young children.
Great care should be taken at all times to prevent injury to children and staff. However, accidents will happen and the way they are dealt with is extremely important.
See also Accidents in the Health & Safety Handbook. A copy is available from the Devon Early Years & Childcare Service on freephone 0800 056 36 66.
A copy of a Template Incident Form can be found here (38KB - pdf help). A copy of a Template Accident Forms can be found here. (38KB - pdf help)
It is your duty to identify and record any illnesses of children in your care.
Children with infectious diseases should be excluded, any illness and treatment given must be recorded in the accident book in the same way as for accidents.
Ofsted should be informed of any diseases that are notifiable. Seek advice from a qualified medical practitioner. Follow this link for a list of notifiable diseases.
Refer to the document Spotty Book. Copies can be obtained from the Devon Health Protection Unit on 01803 86 18 33.
Prior parental consent for emergency treatment
Please refer to your Admission Policy – Standard 12.
A 'No Smoking' sign should be displayed at all times in the setting.
If any person is found smoking at the setting, they should be asked to leave immediately by the Manager who will politely outline the No Smoking Policy.
This might be included within one of the provision’s policies, or on its own. It needs to record how individual needs are recorded and met. It will cover such things as:
STANDARD 9: EQUAL OPPORTUNITIES
Special Education Needs Policy (Inclusion)
Inclusion involves enabling all children whatever their needs to have the same choices and opportunities in accessing services within their community.
Consider:
Named SENCO (special educational needs co-ordinator)
All provisions are required to have a named SENCO and should be identified in the provision’s policy. It has been suggested by the Devn Early Years & Childcare Service, that this person should be the named person responsible for Equal Opportunities. The responsibility for inclusive practice lies with the whole group, but the overseeing of how this happens is the responsibility of the SENCO. It is therefore important that your policy should provide information on the role of the SENCO and set out the main responsibilities for the post.
It is very important that the named SENCO receives training, which is available free to all settings from the Devon Early Years & Childcare Service. Information is available from our training directory, copies can be obtained by contacting 08000 56 36 66.
This policy will be very individual to each provision.
Training is available through the Devon Early Years Servivce, contact on freephone 08000 56 36 66. Also refer to the Guidance to the National Standards, Standard 11.
All incidents, no matter how small, need to be recorded accurately in the incident book. There needs to be a separate sheet for each child to ensure confidentiality. This must be signed by the member of staff who witnessed the incident as well as the parent/carer.
STANDARD 12: WORKING IN PARTNERSHIP WITH PARENTS AND CARERS
Policy on Partnership with Parents
The provision recognises that working in partnership with parents is of major value and importance to the provision in enabling it to provide a happy, caring and stable environment for children and their parents. The provision should 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 ways in which the provision should try to achieve a strong working partnership with parents:
Parents are also requested to keep the provision informed of any circumstances which could have an effect on a child’s emotional wellbeing, eg bereavement, separation or illness in family.
Aim to ensure that the provision is accessible through fair and clear procedures.
Prior to a child’s attendance at the provision the parents or carers must complete and sign the contract or registration form. This provides the provision with the following vital information:
It is important to draw up a contract with the parents on the provision’s policy of payments. This must be signed by the parent/carer.
Parents/carers will also be asked to provide the provision with any further information which they feel will enable you to take best care of their children.
Parents should be aware of the provision’s and Ofsted’s complaints procedure. Parents should feel free to discuss any aspects of the provision’s service, particularly any concerns, criticisms and anxieties at any time. There should be a procedure that guarantees parents/carers will be treated in a professional manner. Every complaint/comment should be recorded in writing.
The provision’s work with children and families will sometimes bring the provision into contact with confidential information. To ensure that all those working in and using the provision can do so with confidence, the provision should respect confidentiality in the following ways:
Talking to Parents/Carers and Visitors
The provision should be a place where parents/carers and visitors feel welcome and at ease.
Refer to Devon Early Years’ Recruitment, Retention and Selection Guide (395KB - pdf help).
Follow this link for Sure Start’s good practice guide for early years, childcare and playwork providers Recruitment and Retention.
Follow this link for a list of Early Years education and childcare qualifications
Disciplinary and Grievance Procedures
You need to consider your procedures in case of 'Minor Disagreements'.
A more serious situation arises when a dispute cannot be resolved, or when the management committee is dissatisfied with the conduct or activities of an employee.
Instant dismissal is possible only in extreme circumstances of gross misconduct. Examples of such conduct would be:
Otherwise, an employee should not be dismissed without the appropriate warnings.
Any disciplinary matter should normally be dealt with in stages. Consider your procedures for
The management committee will nominate two or three members to serve as an appeals committee. Procedures will be informal and the employee may take a friend or trade union official to speak for him/her.
If the circumstances appear to warrant instant dismissal, an employee may be suspended with pay while an investigation is made.
Consider your Grievance Procedure.
CHILD PROTECTION PROCEDURES
Focus
The following policy statement procedures need to be in place in order to protect the children, parents and carers.
The Welfare, Safety and Protection of Children are Paramount
Where the registered person and staff recognised their responsibilities towards those in their care, they will be aware of their individual roles and understand the procedures they must follow if they suspect abuse or neglect.
A guidance book “What to do if you’re worried a child is being abused,” has been produced by the Department of Health in collaboration with a number of other government departments, including Ofsted. Follow this link for a copy of the booklet.
Policy Statement on Child Protection
All those who come into contact with children and families in their everyday work, including people who do not have a specific role in relation to child protection, have a duty to safeguard and promote the welfare of children. Within the provision, the prime responsibility is seen as protecting the safety and well-being of all children in care.
The staffing arrangements, which are in place and enable all staff to meet these responsibilities, form part of the statement. It also sets out the principles underlining the procedures the provision follows, if the provision has reason to believe any child in care is subject to either emotional, physical or sexual abuse or neglect.
The provision has a duty to the children, parents and staff to act quickly and responsibly in any instance that comes to their attention, including the reporting of suspicions around abuse to the Local Authority. The Children Act 1989 places a duty on Local Authorities to investigate such matters. As such the provision will follow procedures set out in the guidance provided by the local area Child Protection Committee Documents and will follow their advice and guidance on any action necessary.
Within the provision there should be a named person responsible for Child Protection issues and for liaising with the appropriate agencies. They will have attended a course specifically designed to enable them to fulfil their role and support children, parents and other members of staff. Training is available through the Devon Early Years & Childcare Service's training team and can be contacted on freephone 08000 56 36 66.
All staff including students on placements and volunteers, working within the provision have the opportunity to listen carefully to what children say and observe any changes in their appearance or behaviour which may result from abuse or neglect.
Arrangements for the Protection of Children at the Provision
The following arrangement and related policies ensure all children are protected:
Recruitment and Selection Procedures
All staff including volunteers and student placements working with the children undergo statutory checks to ensure they are suitable to do so. Additional recent character and employment references must be received and any staff member awaiting completion of CRB checks are never left unsupervised with the children.
Responsibilities and Accountability
Staff are aware of their responsibilities, ie there are clear lines of accountability and arrangements for monitoring and supervising staff performance. A disciplinary procedure should be in place.
This describes the behaviour and professional conduct expected from each member of staff in respect of children, parents and colleagues. The code includes a commitment to all the provision policies and procedures.
All visitors must sign in a Visitors’ Book. No adults, other than staff are ever left unattended with the children.
Any person visiting the provision in an official capacity, not previously known to staff, are required to provide proof of identity.
No child is ever allowed to leave the provision with an adult who is not the normal collector of the child without prior permission being obtained.
Relevant Provision Policies and Procedures
Procedures Following Suspected Child Abuse when Abuse is Suspected Outside the Provision
These procedures will immediately come into action if any child attending the provision is suspected of being the victim of physical, sexual or emotional abuse or persistent/severe neglect outside the provision. Please refer to the flow charts on pages 10 – 14 in the booklet 'What to do if You’re Worried a Child is Being Abused'. Follow this link to see a copy of the booklet.
The staff member expressing concern will discuss the situation immediately with the designated Child Protection Person. That person will lead an immediate and thorough investigation in conjunction with the Managers and other relevant staff.
Depending on the initial findings, some or all of the following steps should be taken:
As a result of the suspected abuse a comprehensive, confidential report will be compiled. It will include:
Procedures following Suspected Child Abuse when Abuse is Suspected within the Provision
If an allegation is made against a member of staff, which could be by a parent or colleague, an immediate and thorough investigation will be conducted by the designated Child Protection Person in conjunction with the child’s parents and the provision’s managers.
As a result of the allegation a comprehensive, confidential report will be compiled and circulated to the parents and other interested parties. It will include:
Protection of Staff from Allegations of Abuse
Staff in the provision are privileged to be able to work closely with children and their families, forming warm and caring relationships. However, because of the nature of their work staff are also vulnerable to allegations of child abuse.
By having appropriate policies and procedures in place and following the principles of good practice the provision not only protects the children in their setting, but also the adults. For their part staff need to avoid putting themselves in situations that may lead to allegations being made against them. They also need to observe closely the provision’s Code of Staff Conduct, particularly ensuring:
(compiled from information supplied in the Devon County Council publication “Child Protection – What can I do?” (Ref 21) and information provided by the Department of Health publication “What to Do if You’re Worried a Child is Being Abused”
There are many different types of child abuse and many ways in which abuse can occur. It can happen to children at any stage of development from birth until they are able to act independently. In law, young people are children up to the age of 18 years.
There are four main categories of abuse and children may suffer from more than one type at a time:
Physical abuse. Where a child is physically hurt, injured or killed. This is non-accidental, deliberately inflicted and can involve hitting, shaking, squeezing, burning and biting. It also includes giving a child poisonous substances, inappropriate drugs and alcohol, and attempted suffocation or drowning. In some cases excessive force may be used when feeding or changing a child’s nappy.
Sexual abuse. Where children (girls and boys) are sexually abused by adults or other children who use them to meet their own sexual needs. This might be sexual intercourse, and also includes fondling, masturbation, oral sex, and intercourse and exposing children to pornographic material – including videos.
Neglect. Where parents or carers persistently fail to meet the basic and essential needs of their children, to have food, clothes, warmth and medical care. Leaving children alone and unsupervised is also an example of neglect. Parents refusing to give love and affection to their children is an example of emotional neglect.
Emotional abuse. Where constant lack of love and affections, or threats, verbal threats, taunting and shouting can lead to loss of confidence and self-esteem, making a child become nervous and withdrawn.
What might make you worry or give you cause for concern?
- Is the child doing something that is unusual for that child?
- Is the child over-friendly with strangers?
- Do you recognise any or some of the following in the child?
The child’s parents could well be trying to attract attention to themselves by an initial cry for help.
In instances of abuse, both the child and parents need help. Some parents are very relieved to know that their problem has been recognised. Others, unfortunately, may deny that a problem exists or become elusive if they feel they are under suspicion.
Remember that children are vulnerable individuals who do not always communicate their anxieties or concerns in ‘usual ways’. This is particularly important if a child has special needs or disabilities.
If you suspect abuse:
| DO | DON'T |
| Tell the designated Child Protection Person at once. | Examine the child. |
| Realise that your concerns could be significant and should be passed on. | Ask leading questions. |
If a child tells you something has happened:
| DO | DON'T |
| Allow the child to do the talking. | Postpone or delay the opportunity to listen. |
| Remain calm and caring. | Allow your own feelings (such as anger, pity or shock) to surface. |
| Allow the child to finish. | Make false promises (that you will keep ‘the secret’ for example). |
| Record the conversation as soon as possible afterwards (it could be helpful to use the child’s own words where possible). | Interpret what you have been told, just record it. |
| Refer to the Designated Child Protection Person. |
Confidentiality raises problem for anyone working with situations involving child Protection and every effort is made by all concerned to handle information discreetly. However, if the provision makes an allegation about a child who may be at risk, Devon's Children & Young People Serivces must ensure that a thorough investigation into the child’s situation takes place at once. In exceptional circumstances the evidence of an individual may be required in a court of law.
The name of any person expressing concern can be kept confidential, but parents/carers may find out the identity of the source of the referral from the information supplied.
Some parents/carers may be very angry about the intervention but, if there is a conflict of interests, the need to protect the child must always come first.
Designated Person for Child Protection Job Description
The designated person must have attended Child Protection Training within the last 6 months.
Job Summary: Working with the Managers co-ordinating the provision’s response to Child Protection issues and situations.
Responsible to: Co-Managers
Responsibilities:
Co-ordination
Liaison
Professional Development
We understand the pressure that all staff work under during the session, but in appreciating this we do not want you to take short cuts and think that it won’t matter this once. It does matter. Protecting the children from injury or abuse always matters.
Last updated 14 November 2006
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