8.0 Admissions
Policy Statement
It is our intention to make our setting accessible to children and families from all sections of the local community. We aim to ensure that all sections of our community have access to the setting through open, fair, and clearly communicated procedures.
Procedures
▪ We ensure that the existence of our setting is widely advertised in places accessible to all sections of the community.
▪ We ensure that information about our setting is accessible, in written and spoken form and, where appropriate, in more than one language. Where necessary, we will try to provide information in Braille, or through British Sign Language. We will provide translated written materials where language needs of families suggest this is required as well as access to an interpreter.
▪ We arrange our waiting list in birth order. In addition, our policy may take into account the following:
▪ The vicinity of the home to the setting; and
▪ Siblings already attending the setting.
▪ We keep a place vacant, if this is financially viable, to accommodate an emergency admission.
▪ We describe our setting and its practices in terms that make it clear that it welcomes both fathers and mothers, other relations, and other carers, including childminders.
▪ We describe our setting and its practices in terms of how it treats each child and their family, having regard to their needs arising from their gender, special educational needs, disabilities, social background, religion, and ethnicity or from English being a newly acquired additional language.
▪ We describe our setting and its practices in terms of how it enables children and/or parents with disabilities to take part in the life of the setting.
▪ We monitor the gender and ethnic background of children joining the group to ensure that our intake is representative of social diversity.
▪ We make our Equal Opportunities Policy widely known.
▪ We consult with families about the opening times of the setting to ensure we accommodate a broad range of family need.
▪ We are flexible about attendance patterns to accommodate the needs of individual children and families, providing these do not disrupt the pattern of continuity in the setting that provides stability for all the children.
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.1 Parental involvement
Policy Statement
We believe that children benefit most from early years education and care when parents and settings work together in partnership.
Our aim is to support parents as their children’s first and most important educators by involving them in their children’s education and in the full life of the setting. We also aim to support parents in their own continuing education and personal development.
Some parents are less well represented in early years settings; these include fathers, parents who live apart from their children but who still play a part in their lives as well as working parents. In carrying out the following procedures, we will ensure all parents are included.
When we refer to ‘parents’ we mean both mothers and fathers; these include both natural or birth parents as well as step-parents and parents who do not live with their children, but have contact with them and play a part in their lives. ‘Parents’ also includes same sex parents as well as foster parents.
‘Parental responsibility’ is all the rights, duties, powers and responsibilities and authority which by law a parent of a child has in relation to the child and his property. (For a full explanation of who has parental responsibility, refer to the Pre-school Learning Alliance’s Child Protection Record publication.)
Procedures
▪ We have a means to ensure all parents are included – that may mean we have different strategies for involving fathers or parents who work or live apart from their children.
▪ We consult with all parents to find out what works best for them.
▪ We ensure ongoing dialogue with parents to improve our knowledge of the needs of their children and to support their families.
▪ We inform all parents about how the setting is run and its policies through access to written information and through regular informal communication. We check to ensure parents understand the information that is given to them.
▪ We encourage and support parents to play an active part in the governance and management of the setting.
▪ We inform all parents on a regular basis about their children’s progress.
▪ We involve parents in the shared record keeping about their children – either formally or informally – and ensure parents have access to their children’s written developmental records.
▪ We provide opportunities for parents to contribute their own skills, knowledge, and interests to the activities of the setting.
▪ We inform parents about relevant conferences, workshops and training.
▪ We consult with parents about the times of meetings to avoid excluding anyone.
▪ We provide information about opportunities to be involved in the setting in ways that are
accessible to parents with basic skills needs, or those for whom English is an additional language.
▪ We hold meetings in venues that are accessible and appropriate for all.
▪ We welcome the contributions of parents; in whatever form these may take.
▪ We inform all parents of the systems for registering queries, complaints or suggestions and
check to ensure these are understood. All parents have access to our written complaint’s procedure.
▪ We provide opportunities for parents to learn about the curriculum offered in the setting and about young children’s learning, in the setting and at home.
In compliance with the Safeguarding and Welfare Requirements, the following documentation is in place:
▪ Admissions policy.
▪ Complaints procedure.
▪ Record of complaints.
▪ Developmental records of children.
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.2 Children’s records
Policy Statement
There are record keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act.
This policy and procedure is taken in conjunction with the Confidentiality Policy and our procedures for information sharing.
Procedures
We keep two kinds of records on children attending our setting:
Developmental records
▪ These include observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports.
▪ These are usually kept in the playroom and can be freely accessed, and contributed to, by staff, the child and the child’s parents.
Personal records
▪ These include registration and admission forms, signed consent forms, and correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, an ongoing record of relevant contact with parents, and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.
▪ These confidential records are stored in a lockable file or cabinet and are kept secure by the person in charge in an office or other suitably safe place.
▪ Parents have access, in accordance with our Client Access to Records policy, to the files and records of their own children but do not have access to information about any other child.
▪ Staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child’s needs. Staff induction includes an awareness of the importance of confidentiality in the role of the key person.
▪ We retain children’s records for a reasonable amount of time after they have left the setting. These are kept in a secure place.
Other records
▪ Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
▪ Students on Pre-school Learning Alliance or other recognised qualifications and training, when they are observing in the setting, are advised of our confidentiality policy and are required to respect it.
Legal Framework
▪ Data Protection Act 2018
▪ Human Rights Act 1998
Further guidance
▪ Information Sharing: Practitioners’ Guide (DfES 2006)
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.3 Providers records
Policy Statement
We keep records for the purpose of maintaining our business.
These include:
▪ Records pertaining to our registration.
▪ Landlord/lease documents and other contractual documentation pertaining to amenities, services, and goods.
▪ Financial records pertaining to income and expenditure.
▪ Risk assessments.
▪ Employment records of staff.
Our records are regarded as confidential based on sensitivity of information, such as regarding employment records and these are maintained regarding the framework of the Data Protection Act and the Human Rights Act.
This policy and procedure are taken in conjunction with the Confidentiality and Client Access to Records policy and Information Sharing policy.
Procedures
▪ All records are the responsibility of the officers of the management committee who ensure they are kept securely.
▪ All records are kept in an orderly way in files and filing is kept up to date.
▪ Financial records are kept up to date for audit purposes.
▪ Health and safety records are maintained; these include risk assessments, details of checks or inspections and guidance etc.
▪ Our Ofsted registration certificate is displayed.
▪ Our Public Liability insurance certificate is displayed.
▪ All our employment and staff records are kept securely and confidentially.
We notify Ofsted of any change:
▪ In the address of the premises
▪ To the premises that may affect the space available to us or the quality of childcare we provide
▪ To the name and address of the provider, or the providers contact information
▪ To the person managing the provision
▪ Any significant event which may affect the suitability to look after children
▪ Any other event detailed in the Statutory Framework for the EYFS (DfE 2012).
Legal framework
▪ Data Protection Act 2018
▪ Human Right s Act 1998
Other useful Pre-school Learning Alliance publications
▪ Accident Record (2010)
▪ Accounts Record (2005)
▪ Safeguarding children (2010)
▪ Recruiting and managing employees (2010)
▪ Finance management (2010)
▪ Medication Record (2010)
▪ Register and Outings Record (2012)
▪ Managing risk (2009)
▪ Complaints investigation record (2012)
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.4 Transfer of records to school
Policy statement
We recognise that children sometimes move to another early years setting before they go to school, although many will leave our setting to enter a nursery or reception class.
We prepare children for these transitions and involve parents and the receiving setting or school in this process. We prepare records about a child’s development and learning in the Early Years Foundation Stage in our setting; to enable smooth transitions, we share appropriate information with the receiving setting or school transfer.
Confidential records are shared where there have been child protection concerns according to the process required by our Local Safeguarding Children Board.
The procedure guides this process and determines what information we can and cannot share with a receiving school or setting.
Procedures
Transfer of development records for a child moving to another early years setting or school.
▪ Using the Development Matters in the Early Years Foundation Stage guidance and our assessment of children’s development and learning, the key person will prepare a
summary of achievements in the seven areas of learning and development.
▪ The record refers to:
▪ Any additional language spoken by the child and his or her progress in both languages.
▪ Any additional needs that have been identified or addressed by the setting.
▪ Any special needs or disability, whether a CAF was raised in respect of special needs or disability, whether there is a Statement of Special Needs, and the name of the lead professional.
▪ The record contains a summary by the key person and a summary of the parent’s view of the child.
Transfer of confidential information
▪ The receiving school or setting will need to have a record of any safeguarding or child protection concerns that were raised in the setting and what was done about it.
▪ A summary of concerns will be made to send to the receiving school or setting, along with the date of the last professional meeting or case conference.
▪ Where a CAF has been raised in respect of any welfare concerns, the name and contact details of the lead professional will be passed onto the receiving school or setting.
Legal framework
▪ Data Protection Act (2018)
▪ Freedom of Information Act (2000)
▪ Human Rights Act (1998)
▪ Children Act (1998)
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.5 Confidentiality and client access to records
Policy statement
In our setting, staff and managers can be said to have a ‘confidential relationship’ with families. It is our intention to respect the privacy of children and their parents and carers, while ensuring that they access high quality early years care and education in our setting. We aim to ensure that all parents and carers can share their information in the confidence that it will only be used to enhance the welfare of their children. There are record keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act.
Confidentiality procedures
▪ We always check whether parents regard the information they share with us to be regarded as confidential or not.
▪ Some parents sometimes share information about themselves with other parents as well as staff; the setting cannot be held responsible if information is shared beyond those parents whom the person has ‘confided’ in.
▪ Information shared between parents in a discussion or training group is usually bound by a shared agreement that the information is confidential to the group and not discussed outside of it.
▪ We inform parents when we need to record confidential information beyond the general personal information we keep (see our record keeping procedures) – for example with regard to any injuries, concerns or changes in relation to the child or the family, any discussions with parents on sensitive matters, any records we are obliged to keep regarding action taken in respect of child protection and any contact and correspondence with external agencies in relation to their child.
▪ We keep all records securely (see our record keeping procedures).
Client access to records procedures
Parents may request access to any confidential records held on their child and family following the procedure below:
▪ Any request to see the child’s personal file by a parent or person with parental responsibility must be made in writing to the setting leader or manager.
▪ The setting commits to providing access within 14 days, although this may be extended.
▪ The setting’s manager prepares the file for viewing.
▪ All third parties are written to, stating that a request for disclosure has been received and asking for their permission to disclose to the person requesting it. Copies of these letters are retained on file.
▪ ‘Third parties’ include all family members who may be referred to in the records.
▪ It also includes workers from any other agency, including social services, the health authority, etc. It is usual for agencies to refuse consent to disclose, preferring the individual to go directly to them.
▪ When all the consents/refusals to disclose have been received these are attached to the copy of the request letter.
▪ A photocopy of the complete file is taken.
▪ The setting manager go through the file and remove any information which a third party has refused consent to disclose. This is best done with a thick black marker, to score through every reference to the third party and information they have added to the file.
▪ What remains is the information recorded by the setting, detailing the work initiated and followed by them in relation to confidential matters. This is called the ‘clean copy’.
▪ The ‘clean copy’ is photocopied for the parents who are then invited in to discuss the contents. The file should never be given straight over, but should be gone through by the setting leader, so that it can be explained.
▪ Legal advice may be sought before sharing a file, especially where the parent has possible grounds for litigation against the setting or another (third party) agency.
All the undertakings above are subject to the paramount commitment of the setting, which is to the safety and well-being of the child. Please see also our policy on child protection.
Legal framework
▪ Data Protection Act 2018
▪ Human Rights Act 1998
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.6 Information sharing
Policy statement
We recognise that parents have a right to know that information they share will be regarded as confidential as well as be informed about the circumstances, and reasons, when we are obliged to share information.
We are obliged to share confidential information without authorisation from the person who provided it or to whom it relates if it is in the public interest.
That is when:
▪ It is to prevent a crime from being committed or intervene where one may have been or to prevent harm to a child or adult; or
▪ Not sharing it could be worse than the outcome of having shared it.
The decision should never be made as an individual, but with the back-up of Protection Officers. The three critical criteria are:
▪ Where there is evidence that the child is suffering, or is at risk of suffering, significant harm.
▪ Where there is reasonable cause to believe that a child may be suffering or at risk of suffering significant harm.
▪ To prevent significant harm arising to children and young people or serious harm to adults, including the prevention, detection and prosecution of serious crime.
Procedures
Our procedure is based on the seven golden rules for information sharing as set out in information sharing: Guidance for Practitioners and Managers 9DCSF 2008)
- Explain to families how, when and why information will be shared about them and with whom. That consent is normally obtained, unless it puts the child at risk or undermines a criminal investigation
▪ We ensure parents receive information about our information sharing policy when starting their child in the setting and they sign a form to say that they understand circumstances when information may be shared without their consent. This will only be when it is a matter of safeguarding a child or vulnerable adult. This is on our registration form.
▪ We ensure parents have information about our Safeguarding Children and Child Protection policy.
▪ We ensure parents have information about the circumstances when information will be shared with external agencies for example with regard to any special needs the child may have or transition to school. - Consider the safety and welfare of the child when making a decision about sharing information – if there are concerns regarding ‘significant harm’ the child’s well being and safety is paramount.
▪ We record concerns and discuss these with the setting’s designated persons. Record decisions made and the reasons why information will be shared and to whom.
▪ We follow the procedures for reporting concerns and record keeping. - Respect the wishes of children and parents not to consent to share confidential information. However, in the interests of the child, we are able to judge when it is reasonable to override their wish.
▪ Guidelines for consent are part of this procedure.
▪ Managers are conversant with this and are able to advise staff accordingly. - Seek advice when there are doubts about possible significant harm to a child or others.
▪ Managers contact children’s social care for advice where they have doubts or are unsure. - Information shared should be accurate and up-to-date, necessary for the purpose it is being shared for and shared only with those who need to know and shared securely.
▪ Our Safeguarding Children and Child Protection procedure and record keeping procedures set out how and where information should be recorded and what information should be shared with another agency when making a referral. - Reasons for decisions to share information, or not, are recorded.
▪ Provision for this is set out in our record keeping procedure
Consent
Parents have a right to be informed that their consent to share information will be sought in most cases, as well as the kinds of circumstances when their consent may not be sought, or their refusal to give consent overridden.
▪ Our policies and procedures set out our responsibility regarding gaining consent to share information and when it may not be sought or overridden.
▪ We may cover this verbally when the child starts or include this in our prospectus.
▪ Parents are asked to give written consent to share information about any additional needs their child may have, or to pass on child development summaries to the next provider/school.
▪ We consider the following questions:
▪ Is there a legitimate purpose to sharing the information?
▪ Does the information enable the person to be identified?
▪ Is the information confidential?
▪ If the information is confidential, do you have consent to share?
▪ Is there a statutory duty or court order to share information?
▪ If consent is refused, or there are good reasons not to seek consent, is there sufficient public interest to share information?
▪ If the decision is to share, are you sharing the right information in the right way? ▪ Have you properly recorded your decision?
All the undertakings above are subject to the paramount commitment of the setting, which is to the safety and well-being of the child. Please also see our Safeguarding Children and Child Protection policy.
Legal framework
▪ Data Protection Act 2018
▪ Human Rights Act 1998
Further guidance
▪ Information Sharing: Practitioners’ Guide
www.everychildmatters.gov.uk/_files/ACB1BA35C20D4C42A1FE6F9133A7C614.pdf
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.7 Working in partnership with other agencies
Policy Statement
We work in partnership with local and national agencies to promote the well-being of all children.
Procedures
▪ We work in partnership or in tandem with local and national agencies to promote the well being of children.
▪ Procedures are in place for sharing of information about children and families with other agencies. These are set out in the Information Sharing Protocol, Safeguarding Children procedures and the Special Educational Needs Procedures.
▪ Information shared by other agencies with us is regarded as third-party information. This is also kept in confidence and not shared without consent from that agency.
▪ When working in partnership with staff from other agencies, we make those individuals welcome in the setting and their professional roles are respected.
▪ We follow the protocols for working with agencies, for example on child protection.
▪ Staff from other agencies do not have unsupervised access to the child they are visiting in the setting and do not have access to any other child(ren) during their visit.
▪ Our staff do not casually share information or seek informal advice about any named child/family.
▪ When necessary we consult with local and national agencies who offer a wealth of advice and information that help us develop understanding of issues facing us and who can provide support and information for parents. For example, ethnic/cultural organisations, drug/alcohol agencies, welfare rights advisors or organisations promoting childcare and education, or adult education.
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.8 Making a complaint
Policy statement
Our setting believes that children and parents are entitled to expect courtesy and prompt, careful attention to their needs and wishes. We welcome suggestions on how to improve our setting and will give prompt and serious attention to any concerns about the running of the setting, usually in the form of a questionnaire. We anticipate that most concerns will be resolved quickly by an
informal approach to the appropriate member of staff. If this does not achieve the desired result, we have a set of procedures for dealing with concerns. We aim to bring all concerns about the running of our setting to a satisfactory conclusion for all of the parties involved.
Procedures
All settings are required to keep a ‘summary log’ of all complaints that reach stage two or beyond. This is to be made available to parents as well as to Ofsted inspectors.
Making a complaint
Stage 1
● Any parent who has a concern about an aspect of the setting’s provision talks over, first of all, his/her concerns with the setting leader.
● Most complaints should be resolved amicably and informally at this stage.
Stage 2
● If this does not have a satisfactory outcome, or if the problem recurs, the parent moves to this stage of the procedure by putting the concerns or complaint in writing to the setting Leader. For parents who are not comfortable with making written complaints, there is a template form
for recording complaints and it may be completed with the person in charge and signed by the parent.
● The setting stories written complaints from parents in the child’s personal file. However, if the complaint involves a detailed investigation, the setting leader may wish to store all information relating to the investigation in a separate file designated for this complaint.
● When the investigation into the complaint is completed, the setting leader meets with the parent to discuss the outcome.
● Parents must be informed of the outcome of the investigation within 28 days of making the complaint.
● When the complaint is resolved at this stage, the summative points are logged in the Complaints Summary Record.
Stage 3
● If the parent is not satisfied with the outcome of the investigation, he or she requests a meeting with the setting Leader. The parent should have a friend or partner present if required and the Leader should have the support of her Assistant Leader present.
● An agreed written record of the discussion is made as well as any decision or action to take as a result. All of the parties present at the meeting sign the record and receive a copy of it.
● This signed record signifies that the procedure has concluded. When the complaint is resolved at this stage, the summative points are logged in the Complaints Summary Record.
Stage 4
● If at the stage three meeting the parent and setting cannot reach agreement, an external mediator is invited to help to settle the complaint. This person should be acceptable to both parties, listen to both sides and offer advice. A mediator has no legal powers but can help to define the problem, review the action so far and suggest further ways in which it might be resolved.
● Staff within the Setting are appropriate persons to be invited to act as mediators.
● The mediator keeps all discussions confidential. S/he can hold separate meetings with the setting personnel (setting leader) and the parent, if this is decided to be helpful. The mediator keeps an agreed written record of any meetings that are held and of any advice s/he gives.
Stage 5
● When the mediator has concluded her/his investigations, a final meeting between the parent, the setting leader is held. The purpose of this meeting is to reach a decision on the action to be taken to deal with the complaint. The mediator’s advice is used to reach this conclusion. The mediator is present at the meeting if all parties think this will help a decision to be reached.
● A record of this meeting, including the decision on the action to be taken, is made. Everyone present at the meeting signs the record and receives a copy of it. This signed record signifies that the procedure has concluded.
The role of the Office for Standards in Education, Early Years Directorate (Ofsted) and the Local Safeguarding Children Board
● Parents may approach Ofsted directly at any stage of this complaints procedure. In addition, where there seems to be a possible breach of the setting’s registration requirements, it is essential to involve Ofsted as the registering and inspection body with a duty to ensure the Welfare Requirements of the Early Years Foundation Stage are adhered to.
● The number to call Ofsted with regard to a complaint is: 0300 123 1231 ● These details are displayed on our setting’s notice board.
● If a child appears to be at risk, our setting follows the procedures of the Local Safeguarding Children Board in our local authority.
● In these cases, both the parent and setting are informed and the setting leader works with Ofsted or the Local Safeguarding Children Board to ensure a proper investigation of the complaint, followed by appropriate action.
Records
● A record of complaints against our setting and/or the children and/or the adults working in our setting is kept, including the date, the circumstances of the complaint and how the complaint was managed.
● The outcome of all complaints is recorded in the Summary Complaints Record which is available for parents and Ofsted inspectors on request.
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director
8.9 Whistle Blowing
Policy statement
At Little Alpacas we recognise that our staff are often in the best position to know when the interests of others are being put at risk. We also recognise that staff can act as an early warning system on matters of safeguarding, health and safety or to help uncover fraud and mismanagement in the setting.
We understand that some staff may feel uncomfortable about disclosing such information because they:
● Feel they are being disloyal to their colleagues
● Fear reprisals through harassment or victimisation, or are unsure of the best way to proceed.
Little Alpacas is committed to ensuring that all its activities are conducted ethically, honestly and to the utmost possible standard of openness and accountability to protect and safeguard the needs of all staff, children and their families.
We aim to create an environment where concerns can be disclosed without the fear of detriment or dismissal.
Procedure
Little Alpacas whistleblowing policy may be used when there is reasonable belief that any of the following may be a concern:
● That a criminal offence has been committed, is being committed or is likely to be committed.
● Behaviour that has, or may have harmed and/or committed a criminal offence towards a child.
● Conduct towards a child indicating he/she is not suitable to work with children.
● That a miscarriage of justice has occured or about to occur.
● The health and safety of any individual has been or is being or is likely to be endangered.
● That the environment has been or is being or is likely to be damaged.
All whistleblowing concerns raised will be treated with the strictest confidence and we will make every effort not to reveal the identity of the person making the disclosure, unless required by law. Individuals should raise concerns as soon as they have reasonable suspicion and are not expected to investigate the matter themselves or prove that the concern is well founded.
Staff are encouraged to first raise their concern with their manager if appropriate) who will then be responsible for taking the matter forward. If individuals believe their concern is of a serious nature or that the management is involved they should approach the company directors. Individuals may also contact the initial response team directly on: 08458 505010
Legal framework
The public interest disclosure act (1998)
These policies was adopted at a meeting of: Little Alpacas
Held on: September 2022
Date to be reviewed: September 2023
Name of signatory: Carly Turner
Role of signatory: Director