Policies

Introduction
In accordance with the regulations set out in the Children’s Act (1989), this document states the policies of Ashchurch Village Playgroup.

Admissions
a) No child is admitted to the playgroup until they are 2 years’ of age

b) The child’s starting date is the nearest playgroup session after the child’s 2nd birthday

c) Parents’/guardians’ will be advised of this starting date and given a Welcome Booklet

d) A parent/guardian will be required to attend a specified number of sessions with the child to aid settling in

Criteria for admitting children
The criteria followed for admitting children is set out as:
a) The child has to be at least 2 years old (Subject to the availability of a place)

b) Brother/sister currently in the playgroup (subject to availability)

c) Any other children e.g. referral from Social Services

NB. Children with special needs will be admitted under the same criteria and will not be prejudiced against

A registration form must be filled in and returned before a child can start
Partnership with parents

Induction
When new children are introduced to playgroup a parent/guardian will be required to attend with their child/children. The number of sessions will be at the discretion of the Play Leader and will depend on how well the child/children settle into the playgroup, however as a guideline the parent/guardian is usually required to attend the first three sessions as follows:

Visit 1 Child/children and parent/guardian arrive at a specified time and stay until the end of the session

Visit 2 Child/children and parent/guardian attend a full session

Visit 3 Child/children and parent/guardian arrive at a specified time during the session and the child is left for an hour or so

With agreement of the Play Leader the child/children may then be left at following sessions
Visit 1 & 2 will be free of charge but all subsequent sessions have to be paid for at the current session rate

Procedure for passing on information to parent/guardian
a) Parents’/guardians’ will be given a Welcome Booklet which will outline what the playgroup hopes to achieve for the child

b) Parents’/guardians’ are required to complete and return the ‘getting to know you’ form found in the Welcome Booklet

c) Parents’/guardians’ are welcome to speak to the Play Leader at anytime to discuss the child’s progress

d) Parents’/guardians’ are kept up to date with any changes by:
i) Meetings
ii) Reports / feedback
iii) Newsletters
iv) Notice board

Procedures for the taking and collection of children
Taking
a) No child is allowed to be left at playgroup before their session starts

b) Parents’/guardians’ must wait with their child outside of the playgroup building until a member of staff welcomes them into the building

c) On entry to the playgroup parents’/guardians’ must register their child with the staff before the child is left

Collection
a) Children must only be collected from playgroup by a parent/guardian or by someone with known permission from a parent/guardian

b) When collecting a child the parent/guardian is to wait outside until they are welcomed into the building by a member of staff. The parent/guardian will then be required to go inside the playgroup to collect their child

Running the Playgroup
The committee members usually volunteer at the Annual General Meeting and consist of parents/guardians of the children attending playgroup. No member of staff is permitted to join the committee. The AGM is held annually and is when a new Chairperson, Secretary and Treasurer are voted in.

Chair Overseeing day to day running of the playgroup and committee i.e. staff matters, fundraising, insurance for playgroup, chairing meetings.

Secretary Taking minutes at meetings issuing newsletters, fundraising letters and general administration.

Treasurer Pay wages, bills etc., collect playgroup fees.

Confidential Records which are kept
These are as follows:
a) Registration forms and permission forms.

b) Attendance – completed every session, these include:
i) Children attending
ii) Staff attending. Rota parent/guardian
iii) Anything different, which may have occurred in the session i.e. visitors, fire drill.

c) Accident book. This records any accident, which occurs while the group is in progress and is signed by the parent/guardian on collection of the child.

d) Development and assessment records will be given to the school which the child will attend. Parents/guardians will also be given a written report at the end of pre–school years.

e) Individual education plans (I.P.P) these are to show any areas of concern. These are formed with the parent’s/guardian’s awareness.

f) Current insurance policies. A copy of certificates is displayed on the playgroup notice board.

g) The Play Leader keeps names and addresses of the staff and also staff training and qualifications.

h) The Play Leader keeps permission forms for outings and other activities.

i) Names and addresses of all committee members are kept at the playgroup.

j) Special needs records are kept together with the child’s registration forms.

Equal Opportunities
The registered staff actively promotes equal opportunities and anti–discrimination of all children.

Children are made aware of different cultures through books, puzzles, dressing up clothes, social activities, events and skills.

Children of both sexes are encouraged to participate in all activities, games and toys.

The playgroup will not discriminate against any child on grounds of race or religion.

Special Needs – The registered person is aware that some children may have special needs and will ensure that appropriate action can be taken when such a child is identified or admitted to the provision. Steps are taken to promote the welfare and development of the child within the playgroup and partnership with the parents/guardians and other relevant parties.

The group has a special needs co–ordinator. The co–ordinator will meet informally with the parents to discuss the needs and requirements of their child. The co–ordinator will be encouraged to take relevant training. The playgroup will have due regard for the Code of Practice 1994.

Complaints
If parents have a complaint they should contact the Play Leader in the first instance. If the complaint cannot be resolved it should be put in writing to the committee Chairperson and/or the committee who will try to resolve the matter and if necessary will discuss the problem with the PATA Fieldworker. It is hoped that most complaints can be resolved by mutual discussion.

Where parents/guardians have a complaint against a committee decision they may discuss the problem with the committee Chairperson. If necessary he/she will call a special meeting to re–evaluate the decision in full discussion with the staff, committee and aggrieved parents.

If a member of staff has a complaint it should be taken up with the Play Leader and/or the committee Chairperson, if needed, reviewed by the committee.

The playgroup is approved by Ofsted. Parents may contact Ofsted at Early Years Directorate, Alexandra House, 33 Kingsway, London WC2B 6SC, Telephone Number: 020 7421 6800.

Additional Help
The Duty Rota – There are certain jobs that need to be done each week or each term to assist with the smooth running of the playgroup and to keep high standards of hygiene. These jobs include clearing out the playgroup so that the cleaners can come in, washing and sorting out the toys and cleaning the windows, to name just a few. A full Duty Rota will be created at the beginning of the Autumn Term and adjusted each half term as required to include new starters etc.

The Duty Rota is a necessary part of the playgroup community and the committee expects everyone to participate in one way or another. Any family unable to contribute to the Duty Rota will be charged a small fee for each session that their child attends, regardless of whether the child is vouchered. Any person that misses their duty without prior consent from the committee may also be fined.

Exemptions are:
a) Pregnant Mothers who are given the choice as to when they wish to be excluded from the duty rota, dependent upon their health and the advancement of the pregnancy.

b) Mothers with new babies who choose are excluded from the Duty Rota until the baby reaches the age of 6 months.

Other Helpers
The playgroup encourages childcare students from the local Secondary School to attend the playgroup for Work Experience, also students from PATA Foundation Courses may attend and assist at pre–designated times. To protect children and staff from casual callers seeking work experience the following guidelines have been laid out:

a) Any student wishing to take part in work experience within the playgroup must arrange this through their school/college Principal or Tutor.

b) Before any work experience can begin the playgroup must have written confirmation from the school/college that the student is involved in relevant courses. The school/college needs to state what is required from the work experience and the hours the student is expected to be in the playgroup.

c) The playgroup will have contact details from the school/college for each student taking part in work experience.

d) Any temporary assistant, excluding rota duty parents, must be checked by the Criminal Records Bureau prior to starting any session with the group.

Health and Hygiene
The health and safety and well being of all children attending the playgroup are paramount, the playgroup undertake to ensure this by:

a) No child or adult suffering any illness or infection or appears to be suffering from an illness or infection will be in attendance at the playgroup. If a child becomes ill whilst on the premises, the parents/guardians are contacted and a mutually acceptable course of action is taken.

b) No smoking is permitted in the presence of any child, or anywhere within the playgroup grounds.

c) Usually staff will not administer medication for children. In exceptional circumstances, when a child needs medications whilst attending playgroup there must be written consent from the parents/guardians. The medication is administered by trained staff, its’ use is strictly controlled and it is securely stored.

d) Standards of Hygiene
i) Hygiene in the kitchen area is considered a high priority and is adhered to at all times by all members of staff and helpers.

ii) Water is provided for hand washing and the temperatures is kept at a constant 40–45°C, paper towels are provided for drying.

iii) Staff will attend annual Health and Safety update courses.

iv) All electrical goods to be checked annually.

Safety
Staff Ratios – Sufficient staffing is maintained to ensure that each child receives the individual attention he/she needs and that all children are able to establish positive and consistent relationships with the staff members and in small groups. The staff/child ratio for staff approved helpers caring for the children on the premises is never less than:

1 member of staff/rota duty patent for every 4 children aged 2–3 years.
1 member of staff/rota duty patent for every 8 children aged 3–5 years.

This is the MINIMUM ratio and applies to staff working directly with children THROUGHOUT the session. The playgroup aims to provide a higher ratio (e.g. 1 member of staff to 6 children), to allow cover should a child need individual attention e.g. illness.

The staff/child ratio includes Play Leader, Assistants, approved regular helpers and rota parents.

Appropriate staff ratios are also maintained in the outdoor area, and the children are adequately supervised when moving between areas.

Inspections of premises and equipment.
There are regular internal inspections on the safety of the premises and equipment. All furniture, toys, materials and equipment are safe, sturdy, well maintained, and clean and conform to all relevant safety standards.

Hot Drinks
Should hot drinks be available during a session, they are kept in the kitchen out of the reach of children.

Storage of cleaning/toxic materials and substances
All toxic substances and potentially dangerous cleaning materials are kept in a cupboard out of reach of the children and paints, glues and sprays are locked away.

Storage for prams/pushchairs
At present we do not have adequate storage for prams or pushchairs. If parents/guardians choose to leave empty prams or pushchairs they do so at their own risk. The playgroup cannot be held responsible for damage or theft of such items.

First Aid
The playgroups’ first aid cupboard is white and clearly labelled with a green cross. It is on the wall in the kitchen. Items are replaced as soon as possible after use. The cupboard is checked monthly to ensure that the quality and quantity of contents is kept fully stocked.

Fire drills and inspections
Fire drills are held every six months: termly drills are recommended.

As part of the drill, the person in charge takes the attendance records of children and adults out of the building to check that everyone is safe. Records of fire drills are kept showing date, time, duration, difficulties and numbers of staff and children involved.

The playgroup conforms to the requirements of the Fire Safety Prevention Officer. Emergency and Fire Safety Instructions with map are clearly displayed in the playgroup.

Action in the event of a Serious Accident
An Accident Book is kept, in which all accidents involving children, staff or helpers is recorded and includes details of any first aid treatment given. The record also details who was involved, and who witnessed the accident, the nature and time of the accident, any side effects and signature of the attending staff member. The details entered in this book are shown to the child’s parents/guardians at the earliest opportunity. The parent/guardian is asked to sign the accident report when seen. The accident book is kept in the Play Leader’s desk.

Serious accidents (i.e. those other than minor cuts and bruises) to children, staff or visitors are notified in writing to the Registration Officer and to the Environmental Health Officer, within 2 working days.
Action in the event of an Emergency

We have access to a telephone in the event of an emergency. In an emergency requiring evacuation of the building the person in charge takes the register out of the building and takes an immediate roll call of people evacuated. Should any serious injuries occur to the children, staff or helpers the Registration Officer, Insurance Company and the Environmental Health Officer are notified in writing within two working days.

Staff Responsibilities
a) The Play Leader plans the sessions in conjunction with her assistants within a flexible structure providing the children time to be active, at rest, indoors, outdoors, for large music/small musical movement, for staff and child initiated play, for individual play, small group and large group play.

b) At least one member of staff on the premises during each session should:
i) Hold a current first aid certificate (and all staff should have a working knowledge of first aid)
ii) Have been trained in identifying child abuse and in the current local Child Protection Procedures. (A written outline of these is kept on premises in the Staff Handbook)
iii) Ideally have attended training in detecting early development problems

c) All staff should receive regularly updated information on AIDS/HIV and notifiable diseases

d) A member of staff should be aware of the local procedure for referring children to the Education Department for assessment of special educational needs under the 1981 Education Act

e) All members of staff should attend in service training, monthly staff planning meetings and child planning meetings

f) Staff caring for a child with chronic illness or disability should understand about the condition and how to help the child achieve his/her full potential

g) Staff should inform the appropriate committee member if repair or maintenance of the building equipment or toys is required

h) The Play Leader keeps confidential records for each child attending the playgroup. Separate confidential records are kept for children with special needs/disabilities.

i) The staff ensure that the playgroup is left clean and tidy at the end of each session and the building and sheds are CHECKED AND SECURED. A member of staff cleans playgroup on a weekly basis

j) All fees/monies collected are to be recorded and secured during playgroup sessions

Unacceptable behaviour
Children are never punished by slapping, smacking or shaking. No adults use any physical punishment, or practices that frighten or unnecessarily humiliate children. Restraint is not used as a punishment.

Positive methods of guidance are used, including redirecting children, early intervention, anticipation and elimination of potential problems using equipment, timetabling and other means.

Any sanctions administered take account of the age and stage of development of the individual and of pressures brought by group care. Any sanctions that are given at the time are relevant to the action and fair. The child is always told why his/her behaviour is unacceptable, and the reasons for applying a particular sanction.

The group has clear, simple rules that are understood by the children and consistently enforced by staff and helpers. Staff will keep a written record of any unacceptable behaviour.

Promoting acceptable behaviour promotes the safety and well being of everyone in the group. Unacceptable behaviour can hurt other people either physically or emotionally or can damage equipment. Abusive language will not be tolerated.

Children are not allowed in the kitchen unless under the guidance of a member of staff.

Child abuse and neglect
At least one member of staff on the premises during each session has been trained in identifying child abuse, and in Child Protection Procedures. There is a written outline of the procedures kept in the Staff Handbook on the premises.

In the case of a complaint being made against a volunteer or committee member the member will be removed from the premises until an investigation has been completed.

In the case of a complaint being made against a member of staff they will be suspended on full pay until an investigation has been completed.

Child protection is provided by the Social Services Department, which supplies support for families whose children are in need of safeguarding to promote their welfare and upbringing. The Head of Unit is the designated person responsible to liaise with local child protection agencies and with OFSTED if we suspect that a child is at risk through abuse or neglect.

It is the staff’s duty to record if the child arrives at the setting with an apparent injury.

The protection of the child is playgroup’s first priority. Parents/guardians must be aware that the staff are bound by law to follow the above procedures.

Toys and equipment
There is a wide range of equipment and materials available so that children can safely develop their social, cognitive and physical skills, whatever their ability and age, within the range covered by the group.

The equipment reflects multi–racial society in a positive way. The equipment reflects materials for art, craft and music, and promotes imaginative, manipulative and construction activities, for exploring the natural world and developing physical skills.

All furniture, toys, materials and equipment are safe, sturdy, well–maintained, clean and conform to all relevant safety standards.

Equipment, toys and materials are well organised, attractively displayed and easily accessible to provide opportunities for imagination, challenge and adventure.

Audio tapes are carefully selected and used in moderation.

Chairs and tables are child sized, with enough small tables to allow children to choose between different activities.

Nursery vouchers
Ashchurch Village Playgroup is registered with Gloucestershire Local Education Authority and is able to claim a Nursery Voucher for 3 year olds (the term after the child’s third birthday) and 4 year olds.

The place will consist of a maximum of five 3 hour sessions of education each week, based on 38 weeks per academic year.

As Nursery vouchers can only be claimed for 38 weeks of the year we therefore must ask parents’/guardians’ to cover the costs of any additional weeks in the event that we should open longer. All parents/guardians would be consulted before such an event could happen.

The money for the free place comes from government funding. As the provider Ashchurch Village Playgroup will apply for the vouchers on your behalf – you will just need to let us know that you would like your child to have a place and the number of sessions required.