Policies and Procedures



Fairhaven Under Fives Centre has a duty of care to all children attending the setting and their parents/ carers.


We agree to;

  • Be registered with and inspected by OFSTED in line with the conditions of receiving the Early Educational Funding.

  • Employ staff suitably qualified in Early Years Education and Childcare.

  • Ensure all practitioners hold Enhanced D.B.S clearance.

  • Have named Special Educational Needs and Disabilities, Child Protection and Health and Safety Officers.

  • Recognise that the safeguarding, protection and health and safety of each child is paramount.

  • Recognise parents as a child’s primary carer.

  • Ensure Equal Opportunities are maintained at all times.

  • Provide care and education appropriate to ‘The Early Years Foundation Stage’.

  • Work with and support parent/ carers as appropriate, to ensure each child’s welfare.

  • Provide regular opportunities for parents to meet with staff to discuss their child’s progress.

  • Provide a safe, clean, warm, stimulating environment.

  • Allocate each child a “Key Worker” with responsibility for observations and completing individual Learning Journey’s.

  • Provide the opportunity for staff to access Continual Professional Development in line with the Early Years Foundation Stage.

  • Provide good quality, age appropriate equipment.

  • Encourage children to be independent, well-mannered and recognise a healthy lifestyle.

  • Maintain confidentiality concerning any information provided by parents/ carers, whether verbal or written.

  • Treat each child as an individual.

  • With parent/carer consent, liaise with outside agencies as appropriate, to help each child reach his/ her full potential.

  • Observe each child and recognise their individual needs.

  • Provide freely available, clean, fresh, drinking water.


Children ages 3 to 4 years become eligible for the 15 hours free entitlement as follows:

  • Children born in the period 1st January to 31st March: 1st April following the child’s third birthday.

  • Children born in the period 1st April to 31st August: 1st September following the child’s third birthday.

  • Children born in the period 1st September to 31st December: 1st January following the child’s third birthday.

Although the actual term dates vary from year to year to accommodate national holidays such as Easter that move each year, term dates to determine eligibility remain constant. These are as follows:


  • Spring Term   - 1 January to 31 March

  • Summer Term - 1 April to 31 August

  • Autumn Term - 1 September to 31 December 



  • Every child attending Fairhaven Under Fives Centre will have a designated Key Worker.

  • Where possible the key worker will remain constant for the duration of the child’s time at Fairhaven Under Fives Centre.

  • The key worker will observe, interact with and endeavour to form a close relationship with each child in their care and their family.

  • In conjunction with each child in their care, and their parents/carers the Key Worker will compile a ‘Learning Journey’ showing the progress made in each of the Areas of Development.

  • The key worker will provide a termly written Summative Statement for each child in their care.

  • The Key Worker will liaise with other settings for those children accessing shared provision.


The Role of the Key Worker;

“The key person should help the baby or child to become familiar with the provision and to feel confident and safe within it, developing a genuine bond with the child (and the child’s parents) and offering a settled close relationship.

The key person should meet the needs of each child in their care and respond sensitively to their feelings, ideas and behaviour, talking to parents to make sure that the child is being cared for appropriately for each family” –Statutory Framework for EYFS


We want children to feel safe and happy in the absence of their parents, to recognise other adults as a source of help, friendship and authority and to be able to share with their parents the new learning experiences enjoyed in Nursery. We also want parents to feel welcome and involved.


In order to accomplish this, we aim to create a partnership with parents in the following ways:


  • By creating opportunities for the exchange of information, using among other resources a copy of the Nursery Prospectus and a shared approach to the registration form.

  • By completing a medical and social history profile during the first induction visit to gain all relevant information regarding your child.

  • By providing opportunities for parents to inform Nursery about their child’s current achievements and interests.

  • By inviting parents to accompany their child to as many sessions as they wish following their initial induction.

  • By making it clear to families from the outset that they will be welcomed and supported in Nursery at all times.

  • By encouraging parents where appropriate, to separate from their child for brief periods at first, gradually building up to longer absences and by reassuring parents whose children seem to be taking longer to settle

  • By reminding parents/carers to be prompt when collecting their child, as it may be distressing if all the other children leave before them.


We firmly believe that children cannot play or learn successfully if they are anxious and unhappy. Our settling in procedure aims to help parents/carers and children to feel comfortable in nursery and ensure that children benefit from the activities and experiences we offer, confident that their parents/carers will return at the end of the session.



Practitioners at Fairhaven Under Fives Centre will work with parents/carers as partners in providing high quality care for their children.


  • All parents/carers will be welcome to visit the Nursery at any time.

  • Parents/carers will have access to their child’s records and will be consulted in respect to the care given.

  • Parents/carers will have access to all Policies and Procedures.

  • Parents/carers will have the opportunity to review their child’s progress on a regular basis with the Nursery staff.

  • Parents/carers are always welcome to stay to share in the daily activities. “Stay and Play” sessions will be arranged providing these are beneficial to those children who are finding separating from their parent /carer difficult.

  • Regular fundraising events as well as social occasions, give the opportunity for staff and parents/carers to get to know each other outside the Nursery setting.

  • Parents/carers will be informed of any meetings, workshops or training opportunities.

  • Where possible we will provide opportunities for parents/carers to become familiar with our pre-school curriculum and about young children’s learning.

  • Our weekly Learning Intentions for all Areas of Development will be displayed in the notice board outside the main door.

  • Parents/carers evenings will be arranged each term giving the opportunity for discussion with key workers.

  • Home Diary sheets will be provided to enable parents to share in their child’s development and contribute to their Learning Journey.

  • Parents will be invited to share in their child’s achievements by joining us for concerts and celebrations.



At Fairhaven Under Fives Centre we intend to create an environment in which children are safe from abuse and in which any suspicion of abuse is promptly and appropriately responded to. Child Protection refers to the procedures we use for children at risk of significant harm or those who have been harmed. Safeguarding relates to what we do for all children in order to promote their welfare, protect them from harm and address their needs.


The Designated Safeguarding Lead (DSL) at Fairhaven Under Fives Centre is the Acting Manager Mrs Lewis who works together and alongside the Acting Deputy Manager Mrs Howells who is the Deputy Designated Safeguarding Lead.

The Designated Officer will be responsible for liaison with local statutory children’s services agencies and the local safeguarding children’s board. She will provide support, advice and guidance to any other staff on an ongoing basis and on any specific safeguarding issue as required. The Safeguarding and Child Protection Officer will attend Child Protection training course that enables them to identify, understand and respond appropriately to signs of possible abuse and neglect.


The DSL will be responsible for contacting the Multi Agency Safeguarding Hub (MASH) on: 0300 555 0050, 9.00am – 5.00pm Mon – Fri. 

At all other times the Emergency Duty Team is contactable on: 0300 555 8574 or in an emergency call 999.

Any referrals are confirmed by completing a Multi-Agency Referral Form (MARF) within 24 hours of making a verbal referral.

Fairhaven Under Fives Centre is aware that abuse occurs in our society, and is committed to creating and maintaining the safest possible environment for all children. This policy lays out the procedures that will be taken if we have reason to believe that a child in our care is subject to either emotional, physical or sexual abuse or neglect.


Our prime responsibility is the well-being of all children in our care. As such we have a duty to the children, parents/carers and staff to act quickly and responsibly in any instance that may come to our attention.


Fairhaven Under Fives Centre has a duty to report any suspicions around abuse to the Local Authority. The Children Act 1989 (Section 41 (1) places a duty on the Local Authority to investigate such matters. Fairhaven Under Fives Centre will follow the rules and regulation in Child Protection written by Dudley Safeguarding Children’s Board and as such will seek their advice on all steps taken subsequently.#



Fairhaven Under Fives Centre recognises the need to ensure the welfare and safety of all children.

Child Protection and Safeguarding is paramount and therefore a strict ‘Empty Pocket’s’ Policy is implemented.

In order to safeguard children in our care there is a requirement for all persons present during session time including visitors, to place electronic devises which can capture or store images e.g. mobile phones, cameras, games consoles, USB sticks in a secure area in the manager’s office.

Images of children attending Fairhaven Under Five’s Centre will only be taken using a designated camera purchased by and for the sole use of employees. They will not be downloaded on to any device which is accessible by family members or friends.

Any member of staff/ student/ helper found to be in breach of this policy will be subject to instant dismissal and reported to Children’s Services, Ofsted and the Police Authority.



Fairhaven Under Fives Centre has a responsibility to both staff, parents/ carers and children to respect and maintain confidentiality at all times.

The aim of this policy is to provide clarification to staff/ students or work placement pupils on the use of emerging technologies. All practitioners should familiarise themselves with the Dudley Safeguarding Children Board “Safeguarding Yourself” guidance.


Failure to adhere to this could potentially lead to disciplinary action and referral to the Local Area Designated Officer at Dudley Safeguarding Children Board.

Social Networking Sites;


Fairhaven Under Fives Centre and its practitioners must not be compromised by inappropriate comments from employees.

Any references to places of work, Fairhaven Under Fives Centre, telephone numbers and/ or addresses must not be shared on websites or social media sites.

References to job titles/ roles/ descriptions or any confidential information regarding employees, parents/ carers, students or children must not be shared on websites or social media sites.

Inappropriate or unwanted references either in writing or photographs of colleagues, parent/carers, staff or children must not be used. Any reference or image used online or on social media sites must have the written permission of the other party.

Care should be taken over the less formal style which characterises this form of communication in order that an appropriate professional relationship is maintained both with colleagues and parent/ carers.

Failure to adhere to these to these codes of practice will be deemed to be a disciplinary offence. Issues of concern should be reported immediately to the manager.


It is the policy of Fairhaven Under Fives Centre to provide a secure and safe environment for all children.


In the event of a complaint being made the following procedure will be followed:


1.                 Person taking complaint will note date, time and nature of complaint and record as much information as possible.


2.                 Person taking complaint will report it to the Manager immediately.


The Manager will then:


1.                 Interview complainant to ascertain full details of complaints.


2.                 Interview all person(s) involved in complaint, taking a detailed statement and recording all information.


3.                 After gathering information, the Manager will refer back to the complainant with results of finding(s)


Complaints will be investigated by the Manager unless the complaint involves the Manager. In this instance OFSTED will take up the complaint.



OFSTED                       OR                 FAMILY INFORMATION  SERVICE

Piccadilly Gate                                 Westox House,

Store Street                                      Trinity Road

Manchester                                       Dudley                

M1 2WD                                              DY1 1JQ


Tel No: 03001231231                   Tel No: 01384 814398


Fairhaven Under Fives Centre take your privacy seriously and, in accordance with the General Data Protection Regulation, we will commit to the following:

We will be asking you for personal data about you and your child/ren in order to deliver a childcare service to you. We must have a legal basis for collecting this data, and there are six lawful bases:

(a) Consent: The individual has given clear consent for you to process their personal data

for a specific purpose.

(b) Contract: The processing is necessary for a contract you have with the individual, or

because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: The processing is necessary for you to comply with the law (not

including contractual obligations).

(d) Vital interests: The processing is necessary to protect someone’s life.

(e) Public task: The processing is necessary for you to perform a task in the public interest

or for your official functions, and the task or function has a clear basis in law.

(f) Legitimate interests: The processing is necessary for your legitimate interests or the

legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks).

Fairhaven Under Fives Centre will be processing your data under the following basis: Legal Obligation

Where we require consent, we will provide a way for you to positively make a decision about the information that you make available and how this is shared. Fairhaven Under Fives Centre will collect and hold personal information relating to your child, we will be asking for this information verbally at our induction session, recording it on paper form or receiving it digitally if required. We may also receive information about them from their previous childcare provider and/or local authority.

We will check and update your child’s registration forms to ensure all information is accurate at regular intervals. We also ask parents/carers to update us as soon as possible should any details we hold for them change.

The information that we require will be:

• Child’s name

• Child’s date of birth

• Child’s address

• Parents names, addresses, email addresses, contact numbers, date of birth, place of work, country of origin

• Who has parental responsibility for the child / Living arrangements

• Emergency contact names, addresses and contact numbers

• Home language

• Parents National Insurance number

• Dates of birth of parents and siblings


The following are classed as “special category data” and we must therefore ensure that we meet one or more of the conditions of Article 9 of GDPR as well as the legal bases above:

• Child’s doctor’s name/surgery and contact number and that of other professionals involved.

• Health clinic/health visitor/ 2-year check information

• Any allergies/medical history/requirements, developmental information

• Information about immunisations

• Whether the child has any special educational needs or disabilities

• Religion


Fairhaven Under Fives Centre’s condition for processing ‘’special category data’’ is: Consent


We are required to hold and use this personal data in order to comply with the statutory

framework of England, Ofsted, the Department for Education and our local authority early years team. It will also include photographs, video, or audio recordings of the child. This data will be used to:


• Support your child’s development and learning

• Monitor and report on your child’s progress

• Share information about activities in our setting

• Contact named people in an emergency

• Share with other professionals in accordance with legislation

• Ensure a contract of service is delivered and maintained

• Ensure that this setting receives the statutory funding for which it is eligible


This data maybe, when necessary, shared with:


• Other professionals who are supporting your child, for example health visitor, additional settings, school, other health or education professional​

• Our local authority through the Free Childcare and Early Education Entitlement

headcount and annual Early Years Census (England)

• Ofsted


We will not give information about your child to anyone without your consent unless the law and our policies allow us to do so. If you want to receive a copy of the information we hold about your child, please contact: Mrs Carter, Manager of Fairhaven Under Fives 01384 813977

We are required by law to keep some information about your child for a period of time after a child has left the setting. We will keep a record of this and dispose securely at the correct time.

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