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Policies & Procedures

Health & Safety

This setting believes that the health and safety of children is of paramount importance.  We make our setting a safe and healthy place for the children, parents, staff and volunteers.


We aim to make children, parents and staff aware of health and safety issues and to minimise the hazards and risks to enable the children to thrive in a healthy and safe environment.

Insurance Cover

We have Public Liability Insurance and Employer’s Liability Insurance.  This certificate for Public Liability Insurance is displayed on the parent’s notice board and can be found in your parent pack.


In order to achieve these aims we adhere to the following procedure

Our designated member of staff responsible for Health and Safety is Hazel Scott.

She is competent to carry out these responsibilities.

She has undertaken Health and Safety training and regularly updates her knowledge and understanding.

We display the necessary Health and Safety poster in our servery.

Risk Assessment

Our risk assessment process covers adults and children and includes:

Checking for and noting hazards and risks, indoors, outside, and on our premises and our activities

Assessing the level of risk and who might be affected

Deciding which areas need attention

Developing an action plan that specifies the action required, the time-scales for action, the person responsible for the action and any funding required

Where more than 5 staff and volunteers are employed this risk assessment is written and is reviewed regularly

We maintain lists of Health and Safety issues, which are checked:

Daily before the sessions begins


Monthly – when a full risk assessment is carried out

Our induction training for staff and volunteers includes a clear explanation of Health and Safety issues so that all indults are able to adhere to our policy and procedures as they understand their shared responsibility for Health and Safety.  The induction training covers matters of employee well-being, including safe lifting and the storage of potentially dangerous substances

Records are kept of these induction training sessions and new staff and volunteers are asked to sign the records to confirm they have taken part

Health and Safety issues are explained to the parents of new children so that they understand the part played by these issues in the daily life of the setting

As necessary, health and safety training is included in the annual training plans of staff, and Health and Safety is discussed regularly at staff meetings

We operate a no smoking policy

Children are made aware of Health and Safety issues through discussions, planned activities and routines

Children’s Safety

We ensure all staff employed have been checked for criminal records by an enhances disclosure from the Criminal Records Bureau

Staff cannot start work until a satisfactory DBS+- check has been received

Adults do not normally supervise children on their own

All children are supervised by adults at all times

Whenever children are on the premises at least two adults must be present


Systems are in place for the safe arrival and departure of children.  The times of the children’s arrivals and departures are recorded

The arrival and departure times of adults – staff, volunteers and visitors – are recorded

Our security systems prevent un authorised access to the premises

Our security systems prevent children from leaving our premises unnoticed

The personal possessions of staff and volunteers are securely stored during sessions


Low level windows are made from materials that prevent accidental breakage or are made safe

Windows are protected from accidental breakage or vandalism from people outside the building

Windows above the ground floor are secured so that children cannot climb through them


We take precautions to prevent children’s fingers from being trapped in doors


All floors are checked daily to ensure they are clean and not uneven, wet or damaged


Children do not have unsupervised access to the kitchen

All staffs have a Food Hygiene Certificate and receive on-going in house training.

All staff follow the guidelines of Safer Food Better Business (Obtainable from the Food Standards Agency)

The person(s) in charge and the person(s) responsible for food preparation understands the principles of Hazard Analysis and Critical Control Point (HACCP) as it applies to their business.  This is set out in Safer Food Better Business.  The basis for this risk assessment as is applies to the purchase storage, preparation and serving of food to prevent growth of bacteria and food contamination

The person(s) responsible for food preparation and serving carries out daily opening and closing checks on the kitchen to ensure standards are met consistently (see Safer Food Better Business)

All surfaces are clean and non-porous

There are separate facilities for hand-washing and for washing up

Cleaning materials and other dangerous materials are stored out of children’s reach

When children take part in cooking activities, they:
                     -   are supervised at all times
                     -  are kept away from hot surfaces and hot water
                     -   do not have unsupervised access to electrical equipment

Electrical / gas equipment

All electrical / gas equipment conforms to safety requirements and is checked regularly

The community centre boiler electrical switch gear / meter cupboard is not accessible to the children

Fires, heaters, electric sockets, wires and leads are properly guarded and the children are taught not to touch them

There are sufficient sockets to prevent overloading

The temperature of hot water is controlled to prevent scalds

Lighting and ventilation is adequate in all areas including storage areas

All resources and materials from which children select are stored safely

All equipment and resources are stored or stacked safely to prevent them accidentally falling or collapsing

Outdoor Area

Our outdoor area is securely fenced

Our outdoor area is checked for safety and cleared of rubbish before it is used

Adults and children are alerted to the dangers of poisonous plants, herbicides and pesticides

Where water can form a pool on equipment, it is emptied before children start playing outside

Our outdoor sand pit is covered when not in use and is cleaned regularly

All outdoor activities are supervised at all times                

Fire Safety

The person in charge and staff are familiar with the requirements of the Regulatory Reform (Fire Safety) Order 2005 which came into force in October 2006 and replaced any previous fire safety regulations

Details are downloadable from  HYPERLINK ""

Guidance that applies to early years settings is set out in: Fire Safety Risk Assessment – Educational Premises (SBN: 978 1 85112 819 8)

The basis of the new regulations is risk assessment.  Managers will carry out a risk assessment; this will be written where there are more than 5 staff.  This will follow the guidance as set out above.

Fire doors are clearly marked, never obstructed and easily opened from inside

Smoke detectors / alarms and fire fighting appliances conform to BSEN standards, are fitted in appropriate high risk areas of the building and are checked as specified by the manufacturer

Records are kept of fire drills and the servicing of fire safety equipment

Our emergency evacuation procedures are approved by the Fire Safety Officer and are:

clearly displayed in the premises
explained to new members of staff, volunteers and parents
practised regularly at least once every six weeks

Our accident book:

Is kept safely and accessibly

All staff and volunteers know where it is kept and how to complete it

Is reviewed at monthly to identify any potential or actual hazards

Ofsted is notified of any injury requiring treatment by a general practitioner or hospital doctor or, the death of a child or adult

When there is any injury requiring general practitioner or hospital treatment to a child, parent, volunteer or visitor or where there is a death of a child or adult on the premises, we make a report to the Health and Safety Executive using the format for the Reporting of Injuries, Diseases and Dangerous Occurrences

Dealing with Incidents

We meet our legal requirements for the safety of our employees by complying with RIDDOR (the Reporting of Injury, Disease and Dangerous Occurrences Regulations).  We report to the Health and Safety Executive:

Any accident to a member of staff requiring treatment by a general practitioner or hospital

Any dangerous occurrences.  This may be an event that causes injury or fatalities or an event that does not cause an accident but could have done, such as a gas leak

Any dangerous occurrence is recorded in our Incident Book.  See below

Our Incident Book

We have ready access to telephone numbers for emergency services, including local police.  We ensure we have access to the person responsible for the premises and that there is a shared procedure for dealing with emergencies.

We keep an incident book for recording incidents including those that are reportable to the Health and Safety Executive as above.

In the incident book we record the date and time of the incident, nature of the event, who was affected, what was done about it – or if it was reported to the police, and if so a crime number.  Any follow up, or insurance claim made, should also be recorded.

In the unlikely event of a terrorist attack we follow the advice of the emergency services with regard to evacuation, medical aid and contacting children’s families.  Our standard Fire Safety Policy will be followed.  The incident is recorded when the threat is averted

In the unlikely event of a child dying on the premises, or any other means involving an older child, the emergency services are called, and the advice of these services are followed

The incident book is not for recording issues of concern involving a child.  This is recorded in the
child’s own file.

These Incidents include:

break in, burglary, theft of personal or the setting’s property

an intruder gsining unauthorised access to the premises

fire flood, gas leak or electrical failure

attack on member of staff or parent on the premises or near by

any racist incident involving staff or family on the premises of Buttercups or the centre.

death of a child

terrorist attack


To prevent the spread of all infection, adults at the nursery school will ensure that all the following good practices are observed.

Personal hygiene

We regularly seek information from the Environmental Health Department and the Health Authority to ensure that we keep up to date with the latest recommendations.

Our daily routines encourage the children to learn about personal hygiene.

Hands washed after using the toilet with an appropriate cleaning agent

Children with pierced ears not allowed to try on or share each other's earrings

A large box of tissues is available and children are encouraged to blow and wipe their noses as necessary.  Soiled tissues disposed of hygienically.

Children are encouraged to shield their mouths when coughing.

Individual towels available or paper towels used, and disposed of appropriately.

Hygiene rules relating to bodily fluids followed with particular care and all staff and volunteers aware of how infections, including HIV infection, can be transmitted

Cleaning and clearing

We have a daily cleaning routine for the setting, which includes play room(s), servery, toilet and nappy changing areas

We have a schedule for cleaning resources and equipment, dressing-up clothes and furnishings

The toilet area has a high standard of hygiene including hand washing and drying facilities and the disposal of nappies

We implement good hygiene practices by:

               -   Cleaning tables between activities as necessary

               -  Cleaning toilets regularly

               -  Wearing protective clothing – such as aprons and disposable gloves – as appropriate

               -  Providing tissues and wipes

               -  Ensuring individual use of towels


Before purchase or loan, equipment and resources are checked to ensure that they are safe for the ages and stages of the children currently attending the setting

The layout of play equipment allows adults and children to move safely and freely between activities

All equipment is regularly checked for cleanliness and safety and any dangerous items are repaired or discarded

All materials – including paint and glue – are non-toxic

Sand is clean and suitable for children’s play

Physical play is constantly supervised
Children are taught to handle and store tools safely

Children who are sleeping are checked regularly

Children learn about health, safety and personal hygiene through the activities we provide and the routines we follow


Animals visiting the setting are free from disease and safe to be with children, and do not pose a health risk

If we had pets at Buttercups we would ensure that they were free from disease, safe to be with children, and do not pose a health risk

Children wash their hands after contact with animals

Outdoor footwear worn to visit farms are cleaned of mud and debris and should not be worn indoors


Buttercups will observe current legislation regarding food hygiene, registration and training and under-stand and comply with food safety and hygiene regulations.  (Regulation (EC) 852/2004 of the European Parliament and of the Council on the Hygiene of Foodstuffs replaces previous Food Safety Regulations and the requirements are set out in Safer Food Better Business obtainable from the Food Standards Agency  

In particular each adult will

Always wash hands under running water with an appropriate cleansing agent, before handling good and after using the toilet.

Not be involved with the preparation of food if suffering from any infection / contagious illness or skin trouble.

In line with the nursery school's 'no smoking policy' the person, nor clothing should smell of smoke.

Never cough or sneeze over food

Use different cleaning cloths for kitchen and toilet areas

All food and drink is stored appropriately

Keep food covered and either refrigerated or piping hot.

Ensure waste is disposed of properly and out of reach of children.  Keep a lid on the dustbin and wash hands after using it.

Wash fresh fruit and vegetables thoroughly before use.

Any food and drink that requires heating will be heated immediately prior to service and not left standing.  No food or drink will be reheated.

Tea towels will be kept scrupulously clean and washed between each session.

All utensils will be kept clean and stored in a dust-free place (e.g. closed cupboard or drawer)

Cracked and chipped crockery will not be used.

Adults do not carry hot drinks through the play area(s) and do not place hot drinks within the reach of children

Snack and meal times are appropriately supervised and children do not walk about with food and drinks

Fresh drinking water is available to the children at all times

We operate systems to ensure that children do not have access to food/drinks to which they are allergic.  Nuts (e.g. peanuts) are not allowed on the premises

No personal items will be kept or left on the work surface of the servery or hung from the door.

Outings and Visits

We have agreed procedures for the safe conduct of outings

Parents sign a general consent on registration for their children to be taken out as part of the daily activities of the setting

Parents always sign consent forms for major outings

A risk assessment on the proposed venue is carried out before an outing takes place

Our adult to child ratio for outings is high, normally one adult two children

Named children are assigned to individual staff to ensure each child is individually supervised and to ensure no child gets lost and that there is no unauthorised access to children

Outings are recorded on a risk assessment and state the date and time of outing, the venue and mode of transport, names of staff.   A register will be taken recording start and end times of outing

The date and item of outing

The venue and mode of transport

Names of staff assigned to named children

Time of return

Staffs take a mobile phone on outings, and supplies of tissues, wipes, pants etc as well as a min first aid pack, a snack and water.  The amount of equipment will vary and be consistent with the venue and the number of children as well as how long they will be out for

Records are kept of the vehicles used to transport children, with named drivers and appropriate insurance cover

A minimum of two staff should accompany children on outings even where parent volunteers are assisting and a minimum of two staff should remain behind with the rest of the children

Missing Child

If a child goes missing from the setting

The person in charge will carry out a thorough search of the building and garden

The register is checked to make sure no other child has gone astray

Doors and gates are checked to see if there has been a breach of security whereby a child could wander out

The person in charge talks to staff to establish what happened

If the child goes missing from an outing where parents are not attending and responsible for their own child, the setting ensures that there is a procedure that is followed

As soon as it is noticed that a child is missing, staff on the outing ask children to stand with their designated person and carry out a headcount to ensure that no other child has gone astray.  One staff member searches the immediate vicinity but does not search beyond that

The person in charge is informed, if s/he is not on the outing and makes his/her way to the venue to aid the search and be the point of contact for the police as well as support to staff

Staffs take the remaining children back to the setting

The person in charge of the setting contacts the child’s parent who makes their way to the setting or outing venue as agreed with the person in charge

The staffs contact the police using the mobile phone and report the child missing

In an indoor venue, the staffs contact the venue’s security who will handle the search and contact the police if the child is not found

The Investigation

The manager carries out a full investigation taking written statements from all the staff present at the time, or who were on the outing

The key person/staff member writes an incident report detailing:

The date and time of the incident

What staff/children were in the group/outing

When the child was last seen in the group/outing

What has taken place in the group/outing since the incident

The time it is estimated that the child went missing

A conclusion is drawn as to how the breach of security happened

If the incident warrants a police investigation, all staff co-operate fully.  In this case, the police will handle all aspects of the investigation including interviewing staff.  Social Services may be involved if it seems likely that there is a child protection issue to address

The incident is reported under RIDDOR arrangements and is recorded in the incident book; the local authority Health and Safety officer may want to investigate and will decide if there is a case for prosecution

Ofsted is informed

The insurance company is informed
First Aid

All staff hold a current first aid training is on the premises or on an outing at any one time.  The first aid qualification includes first aid training for infants and young children.

The nursery school will ensure that the first aid equipment is kept clean, replenished and replaced as necessary.  Sterile items will be kept sealed in their packages until needed.

Our first aid kit complies with the Health and Safety (First Aid) Regulations 1981 and contains the following items ONLY:

                          Triangular bandages (ideally at least one should be sterile) – x4
                          Sterile dressings:  Small (formerly medium no 8) – x 3
                          Medium (formerly large no 9) – HSE 1 x 3
                          Composite pack containing 20 assorted (individually- wrapped) plasters
                          Sterile eye pads (with bandage or attachment) e.g. no 16 dressing 2
                          Container or 6 safety pins 1
                          Guidance card as recommended by HSE 1

           In addition to the first aid equipment, each box should be supplied with:
           2 pairs of disposable plastic (PVC) gloves
           1 plastic disposable apron
           A children’s forehead ‘strip’ thermometer

The first aid box is easily accessible to adults and is kept out of the reach of children

At the time of admission to the setting parent’s written permission for emergency medical advice or treatment is sought.  Parents sign and date their written approval

Parents sign a consent form at registration allowing staff to take their child to the nearest Accident and Emergency unit to be examined, treated or admitted as necessary on the understanding that parents have been informed and are on their way to the hospital

Administration of Medication

Only prescribed medication may be administered.  It must be in-date and prescribed for the current condition

Children taking prescribed medication must be well enough to attend the setting

Children’s prescribed drugs are stored in their original containers, are clearly labelled and are inaccessible to the children

Parents give prior written permission for the administration of medication.  This states the name of the child, name/s of parent/s, date the medication starts, the name of the medication and prescribing doctor, the dose and times, or how and when the medication is to be administered

The administration is recorded accurately each time it is given and is signed by staff.  Parents sign the record book to acknowledge the administration of a medicine

If the administration of prescribed medication requires medical knowledge, individual training is provided for the relevant member of staff by a health professional

The nursery school will maintain links with health visitors and gather health information and advice from the local health authority information Services and / or other health agencies.


Our policy for the exclusion of ill or infectious children is discussed with parents.  This includes procedures for contacting parents – or other authorised adults – if a child becomes ill while in the setting.

We do not provide care for children who are un-well, have a temperature, or sickness and diarrhoea, or who have an infectious disease.

The nursery manager will contact you if your child appears to be unwell and reserves the right to send your child home.

Cuts or open sores, whether on adults or children, will be covered with hypoallergenic sticking plasters or other dressing.

Children with head-lice are not excluded, but must be treated to remedy the condition.

Parents are notified if there is a case of head-lice in the setting.

Parents are notified if there is an infectious disease, such as chickenpox.

HIV (Human Immunodeficiency Virus) may affect children or families attending the setting.  Staff may or may not be informed about it.

Children or families are not excluded because of HIV.

The local authority’s medical officer for environmental health is notified of any infectious diseases that a qualified medical person considers notifiable, (Infectious Disease Notification Act 1889). Ofsted is also informed where this is the case.  The full list is obtainable from  HYPERLINK "" and includes common childhood illnesses such as measles.

Safety of Adults

Adults are provided with guidance about the safe storage, movement, lifting and erection of large pieces of equipment

When adults need to reach up to store equipment they are provided with safe equipment to do so

All warning signs are clear and in appropriate languages

The sickness of staff and their involvement in accidents is recorded.  The records are reviewed monthly to identify any issues that need to be addressed


In accordance with the National Standards for Day Care, we keep records of:


The names and addresses of all staff on the premises, including temporary staff who work with the children or who have substantial access to them

The names and addresses of the owners

All records relating to the staff’s employment with the setting, including application forms, all references, results of checks undertaken etc.


The names, addresses and telephone numbers of parents and adults authorised to collect children from the setting

The names, addresses and telephone numbers of emergency contacts in case of children’s illness or accident

The allergies, dietary requirements and illnesses of individual children

The times of attendance of children, staff, volunteers and visitors

Accidents and medicine administration records

Consent for outings, administration of medication, emergency treatment


In addition, the following procedures and documentation in relation to health and safety are in place:

National Standards 6: Safety

Risk assessment

Records of visitors

Fire safety procedures

Fire safety records and certificates

Operational procedures for outings

Vehicle records including insurance

List of named drivers

National Standard 7: Health

Administration of medication

Prior parental consent to administer medicine

Record of the administration of medicines

Prior parental consent for emergency treatment

Accident record

Sick children

No smoking

Guidance on Infection Control

Prevent the spread of infections by ensuring, routine immunisation, a high standard of hygiene and practice, particularly hand washing and maintaining a clean environment.

Parents are asked to keep their children at home if they have any infection and to inform the nursery school as to the nature of the infection so that the nursery school can alert other parents and make careful observations of any child who seems unwell.

In the event of illness, the nursery school requires your child to be excluded for the following periods of time (please see below ‘Guidance on Infection).  Please do not endanger other children by brining your child when s/he is unwell.  Please contact your local Health Protection Unit (H.P.U) if you would like any further advice or information.

Should we have an outbreak of an Infectious Disease or Pandemic at Buttercups we will contact the H.P.U

Hampshire & Isle of Wight Health Protection Agency
Fusion 2,
1100 Parkway, Solent Business Park
Whiteley, PO15 7AB
0845 055 2022
Infection Nurse 02392 8351441

Diseases notifiable (t Local Authority Proper Officers) under the Public Health (Infection Diseases) Regulations 1998 – Reviewed on 1st September 2003

Acute encephalitis
Acute poliomyelitis
Food poisoning
Meningitis  -  meningococcal
                                     haemophilus influenza
                                     other specified
Meningococcal septicaemia (without meningitis)
Paratyphoid fever
Relapsing fever
Scarlet fever
Typhoid fever
Thyphus fever
Viral haemorrhagic fever
Viral hepatitis -  Hepatitis A
            Hepatitis B
            Hepatitis C
Whooping Cough
Yellow fever

Leprosy is also notifiable, but to the Director, CDSC 

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