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 Officer.

  • 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 monitoring and tracking children’s learning and development.

  • 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. Observe each child and recognise their individual needs.

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

  • 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.

  • The key worker will help ensure that every child’s learning and care is tailored to meet their individual needs.

  • The key worker will seek to engage and support parents and/or carers in guiding their child’s development at home. 

  • The key worker will help families engage with more specialist support if appropriate.

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



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 Booklet 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 be provided with a copy of our induction booklet, being either a paper copy or digital copy. This booklet contains reference to our policies and procedures as well as useful information relating to the setting.

  • Parents/carers will have the opportunity to review and discuss their child’s progress with key workers, during termly parent’s evenings.

  • Parents/carers will have access to information regarding activities and events through regular newsletters/ emails and written information displayed on our notice board.

  • Parents/carers are encouraged to support our fundraising by taking part in various events.

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

  • Parents/carers will have access to their child learning journey, through the use of our online system ‘Tapestry’.

  • Home Diary sheets will be provided to enable parents/carers to share in their child’s development and contribute to their online learning journey.

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

  • Feedback questionnaires will be given to parents/carers to complete during the year, we use this feedback to support our reflective practice.  


At Fairhaven Under Fives Centre, we are committed to safeguarding and promoting the welfare of all children, staff are particularly well placed to observe potential signs of abuse, changes in children’s behaviour or their failure to develop. We need, therefore, ‘to be alert to the possibility of abuse occurring, be aware of the procedures to be followed if you have suspicions and have the confidence to follow those procedures.’


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. 


In all matters relating to child protection, the setting will follow the procedures laid down by our own (or where appropriate the relevant child’s) Local Safeguarding Board together with DfE guidance contained in ‘Working Together to Safeguard Children 2018’.


All staff are aware that safeguarding incidents can happen at any time and anywhere and are required to be alert to any possible concerns. Further, they should understand that safeguarding issues are rarely a stand-alone event; multiple issues will overlap with one another. Although referrals are usually passed to the Designated Safeguarding Lead (DSL) for Child Protection, all members of staff are aware that anyone can refer a child to the Multi Agency Safeguarding Hub (MASH) if necessary.


The Designated Safeguarding Lead’s (DSL) at Fairhaven Under Fives Centre are:

Mrs Carter and Mrs Lewis, who work together with the Deputy Manager Mrs Howells the Deputy Designated Safeguarding Lead. 


Procedures for Dealing with Allegations or Concerns About a Child

Every member of staff, including practitioners, students and volunteers working at Fairhaven Under Fives Centre, are required to report actual or suspected child abuse to the appropriate DSL. All such concerns are kept confidential, shared only with those who need to know. All staff must read and familiarise themselves with Dudley’s ‘’Your Role and Responsibility in Child Protection and Safeguarding 2021’’ (purple booklet).


The DSL will be responsible for reporting concerns about a child by completing an online Multi Agency Referral Form (MARF), located on the Dudley Children’s Portal: https://childrensocialcare.dudley.gov.uk/web/portal/pages/home


Alternatively, the Multi Agency Safeguarding Hub (MASH) Team will be contacted for advice or consultation on 0300 555 0050. MASH hours are 9am–5pm Monday to Friday OR 0300 555 8574 after 5pm/weekends and Bank Holidays. If you have a reason to believe that a child is at immediate risk of harm, contact the police on 999 or 101.

EMPTY POCKETS POLICY - Including Mobile Phone, Electronic Recording Media and Devices


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 operated for all practitioners, students, those on work 

placement and visitors.

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

Mobile phone calls may only be taken at designated breaks or in colleague’s own time, but never when there are children present. If staff are seen to be using their mobile phones or any image capturing devices without consulting with the manager whilst they are in session or around the children, disciplinary procedures will be taken.

Images of children attending Fairhaven Under Five’s Centre will only be taken using a designated camera or tablet purchased by and for the sole use of employees. 

Cameras and tablets on site are solely used to record children’s achievements and to record observations/evidence for children’s assessments. When not in use these are stored securely in the office. 

Parents/carers are requested to sign relevant documentation when their child starts with us at Fairhaven Under Fives Centre, giving authorisation for us to photograph their child for assessment and observation purposes.

Sharing Information Electronically Internet Safety and Social Networking 


Fairhaven Under Fives Centre recognises the exciting opportunities that technology can provide the children in our care and the way we communicate to parents/carers/staff as a whole.

We aim to create a safe online culture in our setting by:

• Including e-safety within our staff induction procedure and ensuring that staff receive appropriate training and guidance.

• All staff understand that the use of social networking sites in their recreational time on their own devices must not compromise professional integrity or bring the setting into disrepute.

• Staff will not use social networking sites to communicate with each other regarding work. Specifically, no mention must be made to Fairhaven Under Fives Centre and no reference to be made to any child from the setting or their family, or other work-related issues. 

• Staff will understand the risks of adding parents, children and young people as ‘friends’ on social network sites or using their personal IT equipment to communicate with parents, children or young people. It is our policy that staff do not have any current parents as ‘friends’ on social networking sites.

• Fairhaven Under Fives Centre and its staff have their own work email accounts, all professional communications are done through these email addresses. We use password protection to share confidential information. 

• We have and adhere to an Empty pockets policy which includes the use of Mobile Phone, Electronic Recording Media and Devices.

• Anti-virus software is installed on all computers/laptops and updated regularly.

• Automated monitoring emails are sent to the nursery email address, reporting any issues with unrecognised attempted site access.

• We meet the General Data Protection Regulations legal requirements and are registered with the Information Commissioner’s Office.


At Fairhaven Under Fives Centre we aim to provide a welcoming, caring and friendly environment for children, staff and visitors alike. We are aware that there may be occasions where parents or carers will question the services offered or have questions regarding the care of their child. 

If this arises, please feel free to approach the Manager or staff team. All conversation will remain confidential and action will be taken as deemed appropriate. We hope you would feel able to approach ourselves in the hope to reach an amicable agreement.

If a parent/carer feels an amicable agreement has not been reached or a satisfactory outcome has not been achieved, they should:


  • Put their concern in writing and request a meeting with the manager/management team.

  • The Parent/carer will receive a holding letter acknowledging their complaint and identifying the next stage in the investigation.

  • Any documentation will be logged in a complaint log, with any actions that need to be in place clearly recorded and met. 

  • If parent/carer and Fairhaven Under Fives Centre cannot reach an agreement, it might be helpful to invite an external mediator, one who is acceptable to both parties, to listen to both sides and offer advice. A mediator has no legal powers but can help to clarify the situation.

  • 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 support from the settings Childcare Officer will be sourced or OFSTED will take up the complaint.


Ofsted                     Or                     Dudley Family Information Service

Piccadilly Gate                               Westox House,

Store Street                                     Trinity Road

Manchester                                      Dudley

M1 2WD                                            DY1 1JQ


Tel No: 03001231231                        Tel No: 01384 814398


In order to provide a quality early years and childcare service and comply with legislation, we will need to request information from parents/carers about their child and family. Some of this will be personal data and some may be classed as special category data.

Fairhaven Under Fives Centre take your privacy seriously and, in accordance with the General Data Protection Regulation (GDPR), 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.