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Policies & Procedures

Record Keeping

There are record keeping systems in place that meet legal requirements; means of storing and sharing that information that take place within the framework of the Data Protection Act and the Human Rights Act 1998.

This policy and procedure is taken in conjunction with the Confidentiality Policy and our procedures for information sharing.

Our system of observation and record keeping enables us to monitor children’s needs and progress on an individual basis.  At Buttercups Nursery School we ensure that written records are kept in a secure place.  These records will only be accessible to the relevant staff.


We keep two kinds of records on children attending our setting:

Tapestry (an on-line learning journal).

It includes observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports.

Tablets used to access tapestry are usually kept in the main room and office at Buttercups and can be freely accessed, and contributed to, by staff and the children.

At times it may be necessary for staff to take children’s development records off site to complete at home.  Development records will only be taken off site with the written permission of parent/carers.  At no time will development records be shared with other people and all development records will be stored in a secure place in the staff member’s home.

Parent/carers will be encouraged to assist in their child’s ‘Record of Achievement’.

Parent/carers will be invited to attend a meeting with their child’s key-person (in the summer term before they start school) to discuss their child’s progress and to view their child’s ‘Record of Achievement’ before it is forwarded to their child’s school.

Records will be given to parent/carers if the child leaves the nursery school for them to pass on, if they wish, to the child’s next setting.

When the child leaves Buttercups to go to school all records relating to their child will be given to the parent/carer.

Parents can request a meeting with their child’s key-person where their child’s records can be shared.

Only suitably qualified staff will carry out observations.

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 on-going 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 managers.

Parents have access 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 three years after they have left the setting.  These are kept in a secure place.

Records will only be available to staff on a ‘need to know’ basis.

Liaison with outside organisations and professionals will only take place where the parent/carer has given consent, (unless it is a child protection matter).

The needs and progress of children, who have Special Educational Needs, are monitored by Hazel Scott and Sue Barton-Leigh, (who are Buttercups Special Educational Needs Co-ordinators (SENco) and Helen Akerman (Manager): they are responsible for writing Individual Educational Plans (IEPS).

Other Records

Where a child study needs to be completed as part of staff training, the member of staff will obtain written permission from the parent/carer before the study commences.

Issues to do with the employment of staff, whether paid or un-paid, remain confidential to the people directly involved with making personnel decisions.

Buttercups Nursery School adheres to the obligations of the FOI ACT                       

Legal Framework
Data Protection Act 1998

Human Rights Act 1998

Further guidance

Information Sharing: Practitioners Guide (DFES 2006)

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