Policies & Procedures

Confidentiality Policy 

 

Purpose

 

To ensure that:

• Individuals who have access to or work with personal information relating to children, parents/carers, staff, or any other nursery matters do so with complete confidentiality.

• Those whose personal information we retain have confidence that we manage their data with trust, respect, and in accordance with the General Data Protection Regulation Act 2018, as amended.

• Clear procedures are in place for obtaining consent to share information and that it is understood when consent may be overridden.

 

General

• The following documents are issued to parents/carers as part of the Admissions Pack:

  • A Parental Consent Form to Share Information.

  • A Privacy Notice – Early Years Settings. A copy of this document is also displayed within the nursery.

• Cherry Tree is registered with the Information Commissioner’s Office (ICO). Under the General Data Protection Regulation Act 2018, all organisations that process or hold personal information are statutorily required to register with the ICO.

• Information held on record must be:

  • Used for specific and limited purposes.

  • Not retained for longer than necessary (see Document Retention & Disposal Policy).

  • Stored securely.

• Parents/carers and staff have the right to access personal information that is being processed or stored and relates directly to them. They also have the right to request amendments if the data held is inaccurate or outdated.

• If a parent/carer or staff member wishes to access these records, they must submit a written request. A member of the management team will grant controlled access to ensure that information relating to others remains confidential.

 

Types of Records

• Child’s Development/Progress Records and Observations

  • These are maintained on our online journal system (Tapestry), which parents/carers can access at any time for their own child. Parents/carers are granted controlled access to ensure that only they can view their child’s information.

• Child’s Personal Details / Parent & Carer Information

  • All parent/carer and child records are stored in the nursery office, either in hard copy or electronic format.

  • Hard copy files are kept in a locked filing cabinet within the nursery office. Keys are retained by the management team, and other staff access these records only on a need-to-know basis.

  • Some personal details are stored electronically to assist with administrative tasks such as daily registrations and invoicing.

    • Access to this information is restricted to the management team.

  • Some information, such as child registers and emergency contact details, will be used outside the office. Some information may be taken off the premises temporarily for emergency evacuations or outings. In such cases, the information will be held by a staff member for the duration of the event and returned to the nursery premises immediately afterwards.

 

Use of Information

• Staff must not disclose, or allow the disclosure of, any confidential information (other than to relevant employees of Cherry Tree Day Nurseries on a need-to-know basis) without appropriate consent.

• Information is used strictly within the context of providing care for the child and is accessed or exchanged only on a need-to-know basis.

• Under the Freedom of Information Act 2000, Alphabet Nurseries may be required to respond to information requests from regulatory bodies or professional childcare services, such as Ofsted, health visitors, social care, the police, or Portsmouth City Council. We have a legal obligation to provide such information.

• The Early Years division of Portsmouth City Council, Ofsted, and other regulatory bodies may require access to records such as financial records, attendance logs, planning documents, children’s records, and policies and procedures. This list is not exhaustive.

• All information requests must be referred to and handled by Lloyd Bagley or the Nursery Manager.

• All staff are responsible for maintaining the confidentiality of nursery information, including written records and verbal discussions. Staff must not discuss confidential matters, including but not limited to:

  • Children with other parents/carers.

  • Parents/carers with children or other parents/carers.

  • Other staff members.

• We reserve the right to withhold information if instructed to do so by the relevant authority, such as Social Care.

 

Safeguarding

In cases where staff have reasonable grounds to believe that a child is at risk of abuse, neglect, or another significant safeguarding concern, the Safeguarding Children 

Policy takes precedence over the Confidentiality Policy.

In such circumstances, information may be shared without parental/carer consent but will be disclosed only on a need-to-know basis. The nursery manager (or their designated deputy) will be responsible for making these decisions, ensuring that any action taken is in good faith and in the best interests of the child.

Invoices, Funding, Admissions and Leavers Policy

 

Purpose

• To ensure parents/carers are provided with appropriate documentation to enable them to make informed decisions regarding their childcare arrangements.

• To ensure parents/carers provide Cherry Tree with all relevant information, enabling us to deliver high standards of care tailored to each child’s individual requirements, including any special needs.

• To ensure parents/carers inform Cherry Tree of any changes to the above.

• To ensure all information and documentation remains confidential.

Fees

• A Fee Schedule and Terms & Conditions of Agreement are available in hard copy or via our website. These will be issued as part of the Admissions Pack. Any subsequent changes to these documents will be communicated to parents/carers currently enrolled.

• The Fee Schedule will be reviewed annually.

• Arrangements for payment outside of the standard terms will be documented in an Agreement for Payment Outside Standard Terms & Conditions of Agreement

• Fees are due by the 10th of every month, unless another date is agreed with management. 

• Any childcare vouchers, tax free childcare, etc. must be set up to be paid before the 10th. 

• Please reference the name of your child on the bank transfer. 

• If you pay after the 10th a £25 late fee will be added to the current months invoice. 

Early Education Funding (EEF)

• EEF is provided on behalf of central Government by Portsmouth City Council and is available from the term after the child’s qualifying birthday.

• If a child who qualifies for EEF joins Cherry Tree after a term has started, Cherry Tree must request funding from the Early Support Service using the Late Claim/Adjustment Form.

• If a child who is claiming EEF leaves Cherry Tree mid-term, an adjustment request must also be submitted via the Late Claim/Adjustment Form.

• If a child is receiving 30-hour funding, parents/carers must provide Cherry Tree with the eligibility code issued by the government website. It is the parent/carer’s responsibility to ensure all information is kept up to date and reconfirmed every three months in line with funding requirements.

·       ​If you do not apply for funding before the start of term when applying for the first time, you will not be eligible to claim for that term, this is the governments rules, not ours. For example, if term starts on 1st September and you apply on 2nd September, you will need to pay fees for that term. Funding can then begin from the next term.

• We will actively support parents/carers who are eligible to claim the childcare element of the Working Tax Credit.

Early Years Government Funding from September 2025

For Parents and Carers in England

From September 2025, the following government-funded childcare will be available for children aged 9 months to school age:

1. Universal Entitlement – All Families

15 Hours of Free Childcare (for 3 and 4-Year-Olds)

• Available to all families, regardless of income or working status.

• Entitlement:

  • 15 hours per week, a total of 570 hours per year.

  • Stretched to 11 hours per week.

  • Can be used at approved nurseries, pre-schools or with registered childminders.

2. Extended Entitlement – Working Families

30 Hours of Free Childcare (for children aged 9 months to school age)

• For working parents who meet eligibility criteria.

• Entitlement:

  • 30 hours per week

  • Stretched at 22 hours per week over 51 weeks.

• Applies to children aged 9 months up to school age.

• Parents must apply and reconfirm eligibility every 3 months via www.childcarechoices.gov.uk.

3. Low-Income Families / Specific Circumstances

15 Hours of Free Childcare (for 2-Year-Olds)

• Available to families meeting certain criteria, including:

  • Receiving Income Support, Universal Credit, or tax credits (subject to income thresholds).

  • Children with SEND (Special Educational Needs or Disabilities) receiving Disability Living Allowance.

  • Children who are looked after, adopted, or under a special guardianship order.

• Entitlement:

  • 15 hours per week, at 570 hours annually.

• Apply through your local council. A confirmation letter must be provided to the childcare provider.

Brochure

• Issued following an enquiry.

Admissions/Registration Pack

Must be issued and completed prior to the child’s 'settling in' visit. Includes:

• Registration Form

• Fee Schedule

• Terms & Conditions of Agreement

• Lunch Box Ideas for Children from 2 Years

• Parental Consent Form

• Privacy Notice – Early Years Setting

• Dates for the Diary

• Getting to Know Me Form

• Tapestry Online Journal Permission

• Funding Declaration Form (where applicable)

• Policies & Procedures:

  • Arrival, Departure & Absence of Children

  • Behaviour Management

  • Child Sickness

  • Complaint Handling

  • Door Security

  • Health & Safety

  • Partnerships with Parents & Carers

  • Safeguarding Children

• Where applicable, a waiting list will be maintained. To ensure complete fairness, this will operate on a first-come, first-served basis. Parents/carers will be given an estimated time frame for when places may become available.

Admissions Documentation

All required documentation is listed in the Admissions Documentation Checklist. This must be completed by the Cherry Tree administrator in accordance with the General Data Protection Regulation (GDPR) 2018.

Changes & New Information

• Formal changes and updates will be communicated in writing or by reissuing the relevant documentation.

• Informal updates or additional information will be communicated verbally, by email, or shared on the nursery’s private parent/staff Facebook page.

Confidentiality

Refer to the Confidentiality section of the nursery’s policies and procedures.

Leavers

Notice periods and payment requirements are detailed in the Terms & Conditions of Agreement.



 

Staff and Ratios Policy

 

Purpose 

• To ensure that sufficient staffing levels and staff-to-child ratios are always maintained, so children are cared for safely and receive adequate attention and support.

• To ensure that all children, staff, and visitors can be assisted and accounted for in an emergency.

• To meet regulatory requirements.

• To assist with operational planning.

 

Staff-to-Child Ratios 
The Early Years Foundation Stage (EYFS) sets out the minimum staff-to-child ratios. These ratios apply to the total number of staff available to work directly with children across the provision and not within individual spaces or rooms (ref: Ofsted Fact Sheet 080293).

• At all times, the minimum staff-to-child ratios must be:

  • Children aged up to 2 years: 1:3

  • Children aged 2 to 3 years: 1:5

  • Children aged over 3 years: 1:8

• If additional support is required for a child or children with special needs, the minimum staffing ratios will be reviewed by the Nursery Manager and adjusted to ensure appropriate care and support are provided for all children.

 

Qualified to Unqualified Staff Ratios

• At least half of all staff caring for children will have a minimum Level 2 qualification in childcare.

• There must be at least one member of staff with a minimum Level 3 childcare qualification for each of the following age groups:

  • Under 2s

  • 2 to 3s

  • 3 years and over

Staff Under 17

• Any member of staff under 17 must be supervised at all times by a person aged 18 or over.

• Staff working as apprentices aged 16 or over may be included in ratios if the nursery is satisfied they are competent and responsible.

• Staff working on a placement and volunteers under 17 cannot be counted in ratios.
  (ref: DfE Statutory Framework for the Early Years Foundation Stage)

 

Key Person
All children are allocated a Key Person, and information about who this is will be made available to parents and carers.

 

Contingency Arrangements (Unexpected Absences and Emergencies)
The Nursery Manager will ensure that suitable and sufficient contingency plans are in place to cover emergencies and unexpected staff absences. These will include:

• Additional hours worked by regular staff

• Coverage by non-rostered staff (e.g., the Nursery Manager)

• Where appropriate and safe to do so, moving staff and/or children to other rooms

• Closing rooms

• Use of agency staff (as a last resort due to cost implications)

 

Staff Attendance

• All staff must sign in and out and record their attendance times daily using the ‘Staff Signing In/Out Sheet.’

 

Lone Working

• Staff will not work alone when there are children on the premises.

• If staff are working on the premises out of hours (i.e., when no children are present), they must inform the Nursery Manager.

• The following types of staff must not be left alone with children at any time:

  • Under 18 years old

  • Not yet DBS cleared

• An intercom is available on some sites and should be used by staff to request assistance if required. Where an intercom is not available, staff must remain within earshot of another member of staff.

• Intimate Care

  • It is recognised that a child’s privacy is important, and to treat every child with dignity and respect, intimate care may be carried out by one staff member alone with a child unless the task requires two people.
    (ref: Intimate Care Good Practice Guidelines section 4.24)

  • Where fire door closures are fitted, the main toilet room door should be left open.

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Arrival, Departure, Attendance and Absence of Children Policy

 

Purpose
To ensure that:
• Everyone is welcomed to nursery upon arrival
• All children depart safely at the end of their session
• Absences are recorded for planning purposes, record-keeping, and identifying any potential need for family support

Arrivals

• Upon arrival, a member of staff will sign the Children’s Register (located near the main entrance) and record the time of entry and who dropped off.
• Parents/carers will have the opportunity to speak to a member of staff to ensure:

• Any important information is communicated to maintain continuity of care

• Details of any medication to be administered are recorded on a Medication Form

• Details of any incidents prior to the child attending nursery are recorded on a Parent/Carer Incident Disclosure Form

• If someone other than the parent/carer is due to collect the child, this must be communicated to a member of staff at drop-off

• This information will be shared with relevant members of staff on a need-to-know basis.

Departures

Only adults who are listed in the relevant child’s Admissions Pack and who are over 16 years of age are permitted to collect children.

If someone not listed in the Admissions Pack arrives to collect a child:

• If prior notice has not been given by the parent/carer:
The parent/carer will be contacted immediately, and the child will not be released until confirmation is received.

• If prior notice has been given by the parent/carer:
The individual collecting the child must provide the agreed password and present valid identification. The child will not be released without both.

• If a parent/carer fails to collect a child at the scheduled time:
The Non-Collection of Children Policy will be followed.

• Upon collection, the child will be signed out in the Children’s Register by a member of staff, with the time of departure and the name of the person who collected recorded."

Please also refer to the Door Security Policy.

Absence

• If a child is not attending nursery, the parent/carer should inform us in advance. If this is not possible (e.g. due to illness), contact should be made as soon as possible on the first day of absence.

• For Safeguarding reasons, we record on the register the reason why a child is absent
• Where the absence is due to illness caused by an infection or contagious disease, the relevant member of staff should inform the Nursery Manager. The Manager will determine whether procedures in the Health & Safety section – ‘Reporting accidents, diseases and dangerous occurrences to the enforcing authority’ – should be followed.

• If a child is absent and no contact has been received from the parent/carer, a member of staff will attempt to contact the parent/carer on the same day to establish the reason for the absence.
The details will be shared with the Nursery Manager, who will consider whether any support or further action may be required.

• All attempts to contact the parent/carer must be recorded clearly on the register or attendance record (e.g. “attempted contact – no response”).

• If the child’s absence continues and no contact has been made, staff will continue to attempt to contact the parent/carer.
Where concerns begin to increase, staff will also attempt to contact the emergency contacts listed for the child.

• If no contact can be made with the parent/carer or emergency contacts, the Designated Safeguarding Lead (DSL) will be informed and advice will be sought from MASH, in line with safeguarding procedures.

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External Outings Policy 

 

Purpose

To ensure that:

• Children’s learning is enriched through external experiences.

• Children gain first-hand knowledge and understanding of the world within a community setting.

• Children remain safe while outside nursery premises.

 

How This Will Be Achieved

External outings will be planned as part of nursery activities, taking into account the children’s age and ability.

 

Staff Ratios

• Children will be supervised according to the following ratios, based on age and ability:

  • Up to 2 years – 1:3 ratio (at staff discretion).

  • Over 2 years – 1:5 ratio.

  • Over 4 years – 1:8 ratio (at staff discretion).

• The staff team leading the outing must include at least one member of staff qualified in first aid and one qualified in childcare. This may be the same person or two separate individuals.

• When visiting other Cherry Tree Day sites, ratios will remain in line with Ofsted requirements.

 

Written Consent from Parent/Carer

• For outings lasting the duration of a normal nursery day (or close to it), specific authorisation from the parent/carer must be obtained.

• This will be done by sending a written note to the parent/carer outlining the details of the outing and requesting their signed permission.

 

External Outing Risk Assessments

• Before any outing takes place, an External Outing Risk Assessment must be completed. A separate risk assessment must be conducted for each destination.

• Any changes observed during the outing (e.g. long-term roadworks affecting pedestrian access or safety) must be recorded on the External Outing Risk Assessment form.

• All completed External Outing Risk Assessments will be stored in the External Outing file in the office area.

 

Preparation Before the Outing

The following tasks must be completed before the outing:

• Check that an External Outing Risk Assessment has been completed for the destination and note any comments or changes.

• Pack the Outings Bag with the following:

  • Emergency contact details for each child.

  • The External Outings First Aid Kit.

  • Medication details for each child, ensuring appropriate medication and instructions are included.

• Ensure cups and water are available for use during the outing.

• Complete an Outings Form and obtain a management signature.

• Ensure the nursery mobile phone is taken, is working, and is switched on.

• Ensure children are dressed appropriately for the weather conditions.

Upon Return from the Outing

• Update the External Outing Risk Assessment form with any changes noted during the outing.

 

Accidents/Incidents

• If an accident or incident occurs during the outing, appropriate action must be taken.

• Details must be recorded on a Children’s Accident/Incident Form upon return to the nursery.

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Medication Policy

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Purpose
To ensure that:

• Children in our care receive proper attention and care when feeling unwell.

• We assist parents/carers in maintaining continuity of both prescribed and non-prescribed medication.

• Medication is stored securely and administered in a controlled manner.

• Accurate records are maintained.

• The nursery takes steps to prevent the spread of infection and takes appropriate action when children are ill.

Medication Supplied in Advance by Parent/Carer
This includes both Prescription and Prescribed medication.

Definitions:

• Prescription – Medication with written instructions from a doctor or dentist.

• Prescribed – Medication recommended over the counter by a pharmacist.

Parent/Carer Authorisation

• If a child is taking prescribed medication or receiving non-prescribed medication (e.g., eye drops) and the parent/carer requests administration during nursery hours, they must inform a staff member at the start of the session.

• The staff member must ask the parent/carer to complete the Medication Form (the 'Medication Supplied from Home' section) daily, specifying the medication name, dosage, and time. 

• The Medication Form is then taken to the office and recorded on the Medication Monitoring Sheet. Office staff will then keep a record of, and ensure that medication is administered throughout the day.

• Staff will only administer prescribed medication for an acceptable health reason, subject to the manager’s discretion.

Administration of Medication

• Only staff with Childcare and First Aid qualifications can administer medication.

• Staff will set an alarm to ensure that the times on the Medication Form are kept to. The Medication Form is to be displayed in the designated area for that room and added to their ‘Snapshot of the day’.

• Refer to the Child Sickness Policy for administering infant liquid paracetamol.

• All medication administration must be witnessed by a second staff member.

• Staff must record the time medication was given on the Medication Form, sign it, and have the staff witness sign as well.

• For medications requiring regular and ongoing administration (e.g., an asthma inhaler), a Medication Form for Ongoing Administration may be used instead of the daily form. This form allows for a single authorisation and multiple records on the same document.

• A child-specific Medication Form may be used if additional details are needed beyond the standard forms.

• If administering prescription medication requires technical or medical knowledge (e.g., an EpiPen), advice must be sought from a medical professional. If necessary, the nursery manager will arrange for staff training by a qualified health professional, ensuring the parent/carer is informed and involved.

• If staff administer child-specific medication via a needle (e.g., insulin) and experience a needle-stick injury, they must:

  • Rinse the wound under cold water.

  • Contact their GP for advice, providing details of the medication and relevant child medical history.

  • Record the incident in the Accident Book.

Note: Medication containing aspirin may only be administered if prescribed by a doctor.

Parent/Carer Confirmation

• Upon collecting their child, the parent/carer must sign the Medication Form to confirm administration.

Emergency Medication
Emergency medication may be required due to:

1. An accident or unforeseen illness requiring nursery staff to administer over-the-counter pain relief (e.g., for a high temperature of ~38°C or teething pain).

2. Emergency medical services being required by a nurse or doctor.

3. Parents/carers indicate their consent for emergency medication by completing a declaration in the Admissions Pack.

4. If a child requires emergency medication, a management team member will check the child's registration form to confirm permission status.

5. The parent/carer will be:

   • Contacted and informed of the situation.

   • Asked for permission to administer emergency medication.

   • Requested to collect the child (or attend if emergency services are involved).

   • Kept updated on the situation.

6. If a parent/carer has not provided prior written permission but gives verbal consent, this must be confirmed by two different staff members and documented on the Medication Form. The parent must sign the form upon arrival.

If unable to contact a parent/carer:

• Additional emergency contacts will be called continuously until someone is reached.

• If permission was granted in the Admissions Pack, medication may be administered as needed.

• The child’s doctor may be contacted if the condition worsens.

• If emergency medication is administered by staff:

  • The standard Administration of Medication procedure will be followed.

  • The Medication Supplied by Nursery section of the Medication Form will be completed.

Note: Medication containing aspirin may only be administered if prescribed by a doctor.

If emergency medical assistance is required, full details will be recorded on an Accident Form.

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Lost Child

 

Purpose

To ensure that:

• We act quickly and effectively in the unlikely event that a child goes missing.

• We minimise risks to other children.

• Children in our care are safe at all times.

• Children are never left alone.

 

Child Lost at Nursery

 

If a child is found to be missing, the following procedure will be carried out:

• All exit doors and, where installed, back gates will be immediately secured and guarded by staff.

• Staff will search all rooms within the nursery.

• Staff will search the immediate local area outside the nursery grounds.

• Establish who last saw the child, at what time, and what they were doing.

• If the child is still not found:

  • The parent/carer will be contacted, the situation explained, and they will be kept informed at all times.

  • The police will be contacted for assistance (via 999).

• The other children in our care must be kept safe at all times.

• The incident will be recorded in the Complaints File for management review to ensure corrective and preventive actions are taken.

 

Child Lost During an Outing

 

If a child goes missing during a nursery outing, the following procedure will be carried out:

• Staff will inform any security personnel in the immediate area about the missing child.

• Staff will search the area.

• If the child is still not found:

  • The parent/carer will be contacted, the situation explained, and they will be kept informed at all times.

  • The police will be contacted for assistance (via 999).

• Staff will contact the nursery to report the situation.

  • A decision will be made on whether some outing staff should return with the remaining children or if additional staff should be sent from the nursery to collect them.

• The remaining children on the outing must be accounted for and returned safely to the nursery as soon as possible.

• The incident will be recorded in the Complaints File for management review to ensure corrective and preventive actions are taken.

 

Any lost child incident must be reported immediately to Lloyd Bagley or the nursery management team.

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Settling in Policy 

 

Purpose

 

• We want children and parents/carers to feel:

  • Welcome in our nursery at all times.

  • Safe and secure.

• We want children to share their new learning experiences with parents/carers.

• We aim to ensure that when a child starts at our nursery, parents/carers have all the necessary information and that any questions they have are answered.

 

Procedure

• Parents/carers will complete a Registration Form, allowing them to share important information about their child to assist us in their care.

• Once completed, management will review the details and share relevant information (e.g., allergies, dietary needs, special requirements) with staff.

• Before the child starts, we will invite both the parent/carer and child to visit the nursery. This helps them build relationships with staff and allows the child to become familiar with the new environment in a positive way.

• We offer two free settling-in sessions to support the child in their new environment. 

• First session: The parent/carer may stay with the child for a while and then leave them briefly with a staff member while waiting in the nursery office.

• Second session: We encourage the parent/carer to leave the child for an hour or two, giving them the opportunity to explore their new environment independently.

• For babies and younger children, we will try to maintain their existing routines to make settling in as easy as possible. 

• We encourage parents/carers to share as much information as possible to help us provide appropriate care and a positive environment.

• Parents/carers will receive a ‘Getting to Know Me’ form in the Admissions Pack, which should be discussed during a settling-in visit.

• Each child will be assigned a Key Person within four weeks of starting. The Key Person will be the main point of contact for discussing the child's progress, though parents/carers are welcome to speak with any staff member. Key Person assignments are displayed in or near the children’s rooms.

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Uncollected Child Policy 

 

Purpose

 

To ensure that:

• Children in our care are safe at all times.

• Children remain in our care until they have been safely collected by an authorised parent/carer.

 

Procedure for Uncollected Children

 

If a child is not collected at the end of their session or the nursery day, and we have received no notification of late collection from the parent/carer, we will follow this procedure:

 

• Ensure the child continues to receive a high standard of care to minimise any distress.

• Wait 10 minutes after the session/nursery day ends.

• Inform the Nursery Manager, via phone if necessary.

• Retrieve the contact details from the child’s Admissions Pack.

• Attempt to contact the parents/carers listed in the Admissions Pack using the provided telephone numbers.

• If unsuccessful, wait a further 10 minutes, then attempt to contact any of the emergency contacts listed in the Admissions Pack.

• If, after a further 10 minutes (30 minutes in total), we have been unable to reach a parent/carer or emergency contact, we will notify:

  • MASH (0845 671 0271) to ensure the child receives appropriate care.

  • The police (local number 0845 0454545 or 999) to assist in locating the parents/carers.

  • Lloyd Bagley and/or the Nursery Management Team before contacting MASH or the police, in case additional actions need to be considered.

• Two members of staff will remain at the nursery with the child until they are collected by the parent/carer or as instructed by the appropriate authority.

 

The parent/carer may be charged for the extra time, depending on the circumstances (e.g., general lateness).

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Food Policy 

 

Purpose

 

To ensure that:

• We provide children with healthy options at snack time to help them understand the concept of healthy eating.

• Mealtimes are a positive, social experience for our children.

• We support parents/carers in promoting healthy eating.

 

Snack

• We provide a morning and afternoon snack for children attending sessions during snack periods, as soon as they are ready (e.g. starting to be weaned at home).

• Snacks provided are nutritious and avoid large quantities of fat, sugar, salt, additives, preservatives, and artificial colourings.

• We offer children a choice of milk or water at snack time, and water is available throughout the day.

• Children’s medical and dietary requirements are met and respected.

• Parents/carers complete dietary details on the child’s application form.

• If a child has special dietary requirements, these are displayed in either the children’s room or the kitchen areas to ensure all relevant staff members are aware and follow parents’/carers’ requests.

• Special dietary requirements may be requested to meet the needs of specific cultures, religious groups, and beliefs (including vegetarian and vegan diets), as well as medical conditions.

• We aim to provide a diet that includes food from a range of cultures to help children from all backgrounds experience familiar tastes and give all children the opportunity to try new foods.

 

Lunch & Tea

• We are able to heat homemade food at lunchtime and teatime.

• The temperature of all heated food is recorded on the Food Temperature Chart, and these records are retained in the Kitchen Book or Office File.

• Food is heated to a minimum of 75°C and checked with a food probe to ensure it is safe.

• We provide all parents/carers with a ‘Lunch Box Ideas’ leaflet as part of the application pack to offer suggestions for healthy options.

• We request that all lunch boxes contain an ice pack, as they are not stored in a fridge.

 

Food Exclusions

• We operate a ‘No Nut’ policy.

• We operate a ‘No Bones’ policy (e.g. we do not serve chicken on the bone to a child). While we understand that some children may be used to this at home, due to the potential choking hazard, we cannot take such a risk for either the child in question or another child who may inadvertently pick up a bone.

• We ensure that foods such as grapes and cocktail sausages are cut in half lengthways due to the potential choking hazard.

 

General

• Fridge temperatures are checked daily – see Health & Safety section.

• Children are encouraged to interact socially at snack and mealtimes, to discuss what they are eating, and engage in conversation with one another.

Food Hygiene and Safe Food Handling

 

• All staff involved in food preparation and handling must ensure effective hand hygiene, including washing hands before and after handling food.

• Food preparation surfaces and tables are cleaned before and after use to reduce the risk of cross-contamination.

• Staff involved in food preparation are appropriately trained, inducted, or supervised to ensure food is handled safely at all times.

• Kitchen equipment, utensils, and serving items are cleaned thoroughly after use in line with hygiene requirements.

• Fridges are kept clean and organised, and fridge temperatures are checked daily in line with the Health & Safety procedures.

• Any concerns relating to food hygiene or food safety are reported immediately to the Nursery Manager.

 

Supervision During Mealtimes

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• Children are always supervised by a member of staff while eating or drinking.

• Staff remain present, attentive, and within sight and hearing of children at all times during snack and mealtimes.

• Staff support children appropriately to reduce the risk of choking, particularly for younger children or those still developing their eating skills.

• Children are encouraged to sit calmly while eating and are not permitted to walk around with food.

• Staff remain vigilant to children’s individual needs, including allergies, dietary requirements, and any additional support required at mealtimes.

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Safe Sleeping Policy & Procedure

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At our nursery, sleep time is managed carefully to ensure the safety, comfort, and wellbeing of all children. This policy outlines how we support children to sleep safely in line with EYFS requirements and safer sleep guidance.

Sleep Environment

• Sleep time takes place in a calm and comfortable environment with dimmed lighting and soft background music where appropriate.

• All sleep areas are arranged to allow clear supervision.

Sleep Equipment and Age-Appropriate Arrangements

• Babies and younger children sleep in travel cots with a firm, flat mattress.

• Older babies and toddlers sleep on flat, padded sleep mats that are suitable for their age and stage of development.

• Mats and cots are positioned safely, away from hazards, and allow staff to move freely to supervise children.

Safe Sleep Practice

• Babies are always placed on their backs to sleep, unless there is written medical advice stating otherwise.

• All sleep spaces provide a flat, firm surface.

• No pillows are used.

• Sleep spaces are kept clear and free from loose items. This includes:

  • No duvets

  • No loose blankets

  • No soft toys

  • No sleep positioners

• Individual bedding is provided for each child and is washed weekly.

Monitoring and Supervision

• A baby monitor is always in operation while children are sleeping.

• In addition, sleep checks are carried out and recorded every 10 minutes.

• Staff visually check each child to ensure they are sleeping safely and comfortably.

• For children under three years of age, the time the child is put down to sleep, wakes up, and all monitoring checks are recorded on the child’s daily diary sheet. This information is shared with parents and carers daily.

Children Falling Asleep Outside Sleep Areas

• If a child falls asleep outside a designated sleep area, they will be moved to an appropriate sleep space (cot or mat, depending on age) as soon as possible and positioned safely.

Room Temperature and Preventing Overheating

• Sleep areas are kept at a comfortable temperature appropriate for children to sleep safely.

• Staff are mindful of the risk of overheating, particularly for babies and younger children.

• Children are not overdressed for sleep, and no hats or head coverings are worn indoors.

• Staff regularly check children for signs of overheating, such as:

  • Sweating

  • Flushed skin

  • Feeling hot to the touch

• Any concerns about a child’s comfort or temperature are addressed immediately.

Health, Safety, and Parental Requests

• Nursery staff will not carry out any request from parents/carers that they believe may place a child at risk.

• Any alternative sleep arrangements must be supported by written medical advice and agreed by the Nursery Manager/Designated Safeguarding Lead before being followed.

Staff Responsibility

• All staff are responsible for following this safer sleep policy and maintaining consistent practice.

• Any concerns relating to a child’s sleep or safety must be reported immediately to the Nursery Manager or Designated Safeguarding Lead.

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Reference: https://www.lullabytrust.org.uk/baby-safety/safer-sleep-information/safer-sleep-overview/

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Mobile Phone, Smart Device, Camera and Recording Device Policy

 

Purpose

• To protect children

• To protect staff from allegations

• To maintain high standards of care within the nursery

• To protect visitors

Implementation

Staff

• Mobile phones, smart devices, personal cameras and recording devices (referred to as personal devices) must not be used by staff whilst on duty.

• All staff working with children are required to switch off their personal devices and leave them in the designated area upon commencing duty.

• Staff may access personal devices only when off duty and off the premises (e.g. during lunch breaks).

• Staff may use the nursery telephone for personal emergencies.

Visitors

• Visitors are informed, via a notice on the main entrance door, that the use of personal devices is not permitted on nursery premises.

• If a visitor uses a personal device while on the premises, staff are responsible for politely requesting that they either turn off the device or leave the premises to use it.

Controlled Photography and Video Recordings

• Children may only be photographed or recorded using a camera or recording device authorised by a member of the management team (e.g. nursery cameras or an official, pre-arranged nursery photographer).

• Children will only be photographed or recorded with parental consent.

• All images and recordings must be appropriate and must not place the child in a compromising, embarrassing, or distressing situation.

• Under no circumstances should any recording device be taken into nursery bathrooms.

Nursery Mobile Phone

• A nursery mobile phone may be used on site for communication between Cherry Tree Nursery sites and as an additional phone line.

• The phone will also be taken on external outings for emergency use.

 

Compliance
Any member of staff found to be in breach of this policy will be subject to disciplinary procedures.

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Equipment Policy

 

Purpose

• To provide children with access to a wide range of safe equipment that stimulates learning, development, and enjoyment both indoors and outdoors.

How This Will Be Achieved

• All toys and equipment will be kept clean and well maintained:

  • A cleaning rota covering daily and monthly tasks will be followed by staff, with cleaning activities recorded. Specific check sheets will be used for toys and equipment, toilets, and kitchen areas.

  • A monthly inspection will be carried out by the management team.

  • Staff are responsible for checking and reporting that all toys and equipment are in good working order. Any items deemed unsafe will be removed immediately and reported to the manager, who will decide on the appropriate course of action (e.g. repair or disposal).

  • All electrical equipment will be PAT tested annually.

• All toys and equipment will be used safely:

  • Sufficient staff supervision will be provided to ensure children’s safety when using any equipment.

  • Equipment and resources will be carefully selected and risk-assessed prior to use.

• All toys and equipment will be appropriate for the children using them:

  • The age range and abilities of the children will be considered, including the needs of children with special educational needs and disabilities (SEND), those from diverse cultural backgrounds, and those for whom English is not a first language.

• The toys and equipment provided will:

  • Reflect positive images of culture, ethnicity, gender, and disability.

  • Represent a range of cultural backgrounds and avoid stereotypical roles.

  • Be accessible to all children, including those with additional needs.

  • Support children, with adult guidance, to reach their individual potential and work towards their learning goals.

• IT equipment provided for children’s use will:

  • Be installed with child protection controls (e.g. Net Nanny or similar software) to prevent accidental access to inappropriate content online.

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Invacuation Policy

 

If an emergency is upon us, then the setting manager must act fast to evaluate the likelihood of immediate danger. The assumption in most cases should be that it is safer to stay where we are and place the setting into a lockdown, until emergency services arrive.

 

PLAN OF ACTION

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All staff please stay calm, at all times.

Double check that all doors and windows are locked.

Close the blinds and curtains where possible.

Stay away from windows and doors.

The manager on duty must call 999 if under immediate or emerging danger.

Ensure staff and children stay in their designated rooms.

Stay low and quiet, with an objective to ensure children do the same.

Tune into a local radio station OR Google for more information if called for.

Do NOT make non-essential calls on mobile phones or landlines.

Unless in danger do NOT travel around the setting, try to stay put with the children you have.

The manager must have the register and children’s details to hand.

Do NOT answer the door until you are certain it is the emergency services.

Co-operate with the emergency services.

Communicate and be clear about what is happening with parents via Tapastry. Discourage them from coming to the setting until it is safe to do so. Discourage them from calling, it is important we have a clear phone line.

It MUST be made clear to parents that we are always following the advice of the emergency services.

 

WHEN THE INCIDENT IS OVER

We will follow the advice of the emergency services.

We will notify Ofsted about what has happened.

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 Child Sickness

 

Purpose

To ensure that:
• Children in our care are properly looked after if they are feeling unwell
• The risk of illness spreading to other children is minimised
• Urgent medical attention is sought if required

Parental/Carer Authorisation

• Parents/carers are required to authorise, via signature, the administration of liquid paracetamol by nursery staff. This is confirmed on the Authorisation Form included in the Nursery Admissions Pack.

If a Child Becomes Unwell at Nursery

Illness may be identified either by a member of staff or by the child stating that they feel unwell.

• If a child has 3 episodes of diarrhoea in 24 hours and/or 1 episode of vomiting parents will be contacted and child is to be collected in a timely manner. The child then must remain away from nursery for 48hours after the last episode. 

• Depending on the nature of the illness (e.g. visible symptoms such as spots), staff may inform the parent/carer and request permission to carry out further checks.
• The child’s temperature will be taken:

• Staff must follow the manufacturer's instructions for accurate use of the thermometer and be aware of any advised fluctuations.

• If the temperature is 38°C or higher:
  • Offer the child a drink of water
  • Contact the parent/carer to discuss the situation and agree on the next steps
  • If medication is deemed necessary (e.g. liquid infant paracetamol):

  • Check the child's admission pack for prior written consent from the parent/carer

  • Confirm permission verbally with the parent/carer via phone and arrange for the child to be collected. 

  • If prior written permission is not on file, verbal permission must be obtained. This must be documented on the Medication Form, and the parent must sign the form upon collection of the child

  • Confirm with the parent whether the child has already received medication (e.g. paracetamol or alternative), including the time of administration

  • Medication must not be administered outside of the manufacturer's dosage guidelines, even with verbal parental permission

  • All information must be recorded on the Medication Form

• If staff are unable to reach the parent/carer, but the nursery manager deems it necessary for the child’s wellbeing to receive paracetamol:

• The medication may be administered only if:
  a) The parent/carer has given prior written consent on the admission pack
  AND
  b) Either:

  • The child has been at nursery for less than 4 hours, and staff have not been informed that medication was given at home

  • Or the child has been at nursery for 4 hours or more, and no medication has yet been given by staff

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• Exclusion periods for illnesses may be implemented or extended at the discretion of Lloyd Bagley and/or Nursery Manager

 

Advise parent to seek medical advice if child:

• Is under 3 months old and has a temperature of 38°C or higher
• Is 3 months or older and has a temperature of 39°C or higher

If paracetamol is administered, this must be recorded on the child’s individual Medication Form.

If we cannot get hold of parent/carer nursery will call 111 in these instances. 

If the Temperature is Below 36.5°C

• Attempts will be made to warm the child, such as:

• Adding an extra layer of clothing

• Wrapping the child in blankets

• Ensuring they are in a warm area and out of draughts

• Checking they have a dry nappy (where applicable)

• The parent/carer will be contacted and asked:

• If the child has been given fever medication in the past 24 hours (which could explain the low temperature)

• If the child can be encouraged to take small sips of warm liquid (within dietary guidelines), such as warm water, milk, soup, hot chocolate, or porridge

• The child will continue to be closely monitored
• Actions will continue as agreed with the parent/carer
• If the child’s temperature continues to rise or fall after 30 minutes, the parent/carer will be contacted again and asked to collect the child
• Staff will ensure the child remains comfortable while waiting for collection

Note: If someone other than the parent/carer is collecting the child, the agreed password system must be used.

If a Child is Unwell at Home

Certain illnesses may pose a risk of infection. In these cases, the child should not attend nursery for a specified period:

Illness

Exclusion Period

Sickness and Diarrhoea

48 hours after the last episode

Conjunctivitis

As advised by the child’s GP

Chickenpox

Until all spots have dried and scabbed over

Head Lice

Child may return once hair has been treated

Coronavirus

If the child has a high temperature and is unwell, a new continuous cough, or changes to taste or smell, they should not attend

Note: This list is not exhaustive. Nursery staff will offer guidance on other illnesses as needed, referring to Public Health England’s (PHE) document: Guidance on Infection Control in Schools and Other Childcare Settings, available in the nursery office.

Reporting a Notifiable Infectious Disease

Some infectious diseases are legally required to be reported.

What Are Notifiable Diseases?
• Identified by an asterisk (*) in the PHE guidance
• See the attached ‘PHE List of Notifiable Diseases’ in this policy

Further Guidance Available From:
• The attached PHE guidance document
• PHE website: www.gov.uk/government/organisations/public-health-england

Reporting

Who to Contact for Advice:
• Local Health Protection Unit – Hampshire and Isle of Wight, Whiteley – 0345 055 2022
• Public Health Officer, Portsmouth City Council – 02392 834253

 

Notifying Ofsted:
Ofsted must be informed of:
• Food poisoning affecting two or more children
• A child diagnosed with meningitis
• Any outbreak of a notifiable disease (see PHE guidance)

All notifications must be made as soon as possible, but no later than 14 days after the incident.

Reporting Accidents, Diseases, or Dangerous Occurrences

These must be reported to:
• The enforcing authority
• Ofsted
• Cherry Tree Day Nursery’s insurance company

 

Reporting Procedure:
• All such incidents must be reported immediately to the Director (Lloyd Bagley) or the Nursery Manager
• Contact details for enforcement are displayed on the Health & Safety Law poster in the nursery
• Reports can be submitted via:

• www.hse.gov.uk/riddor/ (Health & Safety Executive)

• 0300 123 1231 (Ofsted)

Also refer to the Health & Safety Policy for full details.

Preventing the Spread of Infection

All sickness incidents must be reported to the Nursery Manager, who will decide on appropriate infection control measures. Examples:

• Sickness & Diarrhoea:

• Disinfect affected areas including toilets, door handles, toys, etc.

• Chickenpox:

• Post a notice on the front door warning visitors (particularly to protect pregnant individuals)

Further Information and Support:
• www.gov.uk/government/organisations/public-health-england
• For health concerns or infectious disease advice: NHS 111

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Door Security and Visitor Policy

 

Purpose
To ensure that:

• Children in our care are safe at all times.

• Children are protected from individuals who have not been vetted.

• All individuals are welcomed to the nursery upon arrival.

• We know who is in the building at any given time.

 

Front Door

• The front door is the main entry and exit point for children, parents/carers, staff, and visitors to the premises.

• Records must be maintained for all arrivals and departures during the working day, including temporary departures during breaks.

• Entry and exit via the front door must be closely monitored:

  • Staff must manage all entries and exits from the premises.

  • Parents/carers must not let themselves out without a member of staff present.

  • Parents/carers must not allow another person to enter the premises without a member of staff present, even if that person is known to them.

• A Daily Register is kept by the front door, listing all children due to attend each day and all members of staff:

  • Staff must sign themselves in and out each time they enter or exit the premises.

  • Staff must sign children in and out when they arrive or leave, recording the time and their initials.

  • Parents/carers must not sign children in or out.

 

Additional Security Measures to Prevent a Child Exiting Unsupervised

• The front door chain must be secured each time the door is shut. Staff must check this before leaving the reception area.

• Where fitted, the fire door from the main entry/reception area into the main building must remain shut at all times.

• Stair gates at the top of the stairs must be kept closed when not in use.

 

Back Door

• The back door remains unlocked during nursery hours to allow for a swift exit in case of fire.

• If the nursery site has a back gate leading from the rear garden, the following security measures must be in place:

  • The back gate must remain bolted at all times.

  • The top bolt must be secured to prevent children from reaching and unbolting the gate.

  • The lower bolt must be secured to prevent an outsider from reaching over and unbolting the gate.

  • The padlock on the gate must be unlocked at the start of each day and remain unlocked until nursery closure to ensure a swift exit in case of fire.

 

 

Parents/Carers Visiting Their Child

• If the member of staff recognises the parent or carer, they may allow them to proceed to the appropriate area unescorted. If the staff member is unable to personally identify them, they should ask the individual to wait outside the premises while the password is checked, or seek verification from another member of staff who knows the parent or carer.

• If the parent or carer is permitted to go to the relevant area unescorted, the member of staff handing over or receiving the child should inform them that they must request another staff member to let them out of the building.

• If someone other than the parent or carer is visiting the child, use of the agreed password is mandatory.

 

 

Other Visitors

Staff must:

• Request identification from any visitor who is not known to them.

  • If the visitor cannot provide identification, they must give a contact telephone number, which must be recorded in the Visitor Book.

  • If staff have any doubts, they must ask the visitor to wait outside, close the door, and seek verification or assistance. Visitors must not be left unattended in the reception area.

• Ask the visitor to complete and sign the Visitor Book and read the health and safety information attached to the front of the book.

• Ensure the visitor is escorted by a member of staff at all times.

• Ensure the visitor signs out in the Visitor Book when leaving the premises.

• It is the responsibility of the staff member who allows the visitor in or out to ensure this process is followed.

• If in doubt, we will ask the visitor to wait outside while we close the door to carry out checks.

• In the interests of safety and security, no personal visitors are permitted beyond the reception area without prior approval from management.

Visitors Must Not:

• Use mobile phones or other recording devices

• Smoke

• Consume alcohol

• Use drugs

• Appear to be under the influence of alcohol or drugs

 

Any member of staff has the right to refuse entry to the nursery premises to any visitor they believe is in breach of this policy.

Staff are responsible for providing visitors with instructions in the event of a fire or evacuation.

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