Policies and Procedures

Contents (in alphabetical order)

  • Accidents and Safety Procedure (including First Aid)
  • Administration of Non-Prescription Medication (Calpol)
  • Admissions Policy
  • Allegations of Abuse or Concerns raised against a staff member
  • Allergies and Allergic Reaction Policy& Procedures
  • Animal Handling Policy
  • Anti-Bullying Policy
  • Arrivals and Departures Procedure (including procedures for unknown adults requesting collection of a child)
  • Behaviour Policy (Including Physical Intervention)
  • Care, Learning and Play Policy
  • CCTV
  • Children as Stakeholders
  • Concerns and Complaints
  • Confidentiality and Information Sharing
  • Continuous Quality Improvement of EYFS Policy
  • Disciplinary Action
  • Equal Opportunities/Anti-Discrimination Policy
  • Failure to Collect Child Procedure
  • Fire Safety Procedure & Emergency Evacuation Procedure
  • Food Safety Policy
  • Head Lice Policy
  • Health and Safety Policy
  • Healthy Eating Policy
  • Incident Policy
  • Inclusion/SEND Policy
  • Independent Arrival at Pickup Point Policy
  • Internet Safety
  • Intimate Care Policy
  • Keyworker Policy
  • Late Payment of Fees Policy
  • Lone Worker Policy
  • Lost Child Procedure
  • Medication Administration/Storage Procedure
  • Medication/Alcohol/substances-Adult’s Use
  • Nappy changing and Potty training/Toileting procedures
  • Oral Health Policy
  • Outings and Trips Procedures
  • Payment and Nursery Sessions Policy
  • Personal Possessions Policy
  • Physical Contact Policy
  • Potty Training
  • Progress Check at 2yrs Policy
  • Promoting Fundamental British Values
  • Record Keeping Policy
  • Rest and Sleep Policy
  • Risk Assessment Policy
  • Safe Working Practice
  • Settling in Policy
  • Sick Child Policy
  • Smoking Policy
  • Staff Supervision Policy & Procedures
  • Suitable/Safe Persons
  • Sun Cream Policy
  • Supporting Children Experiencing Loss or Change Policy
  • Television Policy
  • Termination/Change of Contract
  • Terrorist or National/Local Disaster Procedures
  • Toys and Play Equipment-Cleaning and Infection Control Procedures
  • Transitions Policy
  • Transporting Children Policy
  • Unexpected Closure of Services Procedures
  • Violence at Work Policy
  • Visitors Policy
  • Water Play Policy
  • Whistleblowing Policy
  • Working in Partnership with Parents Policy
  • Working in Partnership with other Professionals

Accidents and Safety Procedure (including First Aid)

Toys and equipment selected are of good quality and checked for damage and cleaned regularly to maintain high standards of health and safety.

Risk assessments regarding various aspects of the children’s environment and care are carried out and recorded to minimise risk of accident and maximise safety. These include daily visual checks and procedures, as well as a more comprehensive written risk assessments for the premises, specific tasks or outings, which are annually updated or added to when required.

Through play, activities, discussion, role-play or books, children are made aware of potential risks to their safety and how to minimise risks. As children grow older their changing exposure to risks will be addressed accordingly.

There is always staff at Kozy Cottage who hold current First Aid Training, which is updated every three years. Parents must give signed consent for their child to be given First Aid or emergency treatment. The statutory requirement is that any staff member must hold a current First Aid certificate before being left in sole charge of any child/children.

A comprehensive first aid kit is kept in the foyer. Any vehicle used to transport children will also carry a first aid kit. A basic First Aid kit is taken on trips. First aid kits are checked regularly and replenished as required.

Should an accident occur the child will be attended to and will receive the appropriate treatment if necessary. Details will be recorded in an accident book which parents/carers will be shown to read &sign. Parents/carers will be given a copy. If applicable, a risk assessment following an accident will be carried out and put in a prominent place for parents to see.

We are required to notify Ofsted of any accident which results in any child being hospitalised. The accident book will be monitored monthly, risk assessed annually and additional safety systems preventative procedures put in place if necessary.

On becoming aware that a child has had an accident (witnessing/reported by child themselves or others) the staff member MUST check the child over for any marks or injuries. All accidents requiring first aid treatment beyond TLC are recorded on an accident report sheet. This is signed by the parent and a copy kept on file and a copy given to the parent.

If an accident requires urgent medical treatment, an ambulance will be called and parents informed. A familiar staff member will accompany the child to hospital if parents have not arrived, or will be meeting at the hospital. Staff will take a work phone & any paperwork relevant to the child. If an accident is serious (may give parents a shock on arrival) but does not warrant an ambulance (e.g. bite/finger-jam or injury which has bled) then staff will give parents a courtesy call to inform them. This will prepare the parents beforehand; give them the option to come and collect their child and/or arrange a doctors’ appointment if they choose to.

The nominated First Aider is Denise Iley.
Kelly Breed as second named person at Mainsite. Gemma Leighton-Sales at Hareside site.

Date: September 2017. Signed:
Review date: September 2018. Signed:

Administration of Non-Prescription Calpol

We will only administer Non-prescription medication if it is essential to reduce a child’s suffering. If we are regularly administering non-prescription medication we expect you to arrange for a check-up at your doctor.

Childcare settings should not be administering non-prescription medication under the Welfare Requirements & if your child needs medication it is better that they have been seen by their doctor who is qualified to make a diagnosis & prescribe the correct medication/dosage your child needs.

Whilst it is not our policy to care for sick children, who should be at home until they are well enough to return to nursery, we will administer Calpol in an emergency .if a child needs it (For example if they are running a temperature and a parent is unable to collect them for an hour or so due to travelling back from work& we have been unable to secure an emergency contact).

Kozy Cottage will only administer the medication in order to relieve a child’s immediate suffering/to reduce a high temperature once the parents’ instruction has been obtained on the occasion described above and prior written consent is in place. Parents will be asked to collect them and seek medical support, as a high temperature may mask another underlying concern.

High temperatures in young children can lead to Febrile Convulsions; these are triggered by the body temperature rising rapidly above 38°C. If a child has not had Calpol before, especially a baby or child less than two years, it is advised parents/carers keep the child at home for the first 24 hours to ensure no adverse effects.

If a child develops a high temperature at Nursery, staff will in the first instance try to reduce their temperature by the following: taking layers of clothing off, encourage the child to drink water, settling the child as calmly as possible & preventing them from exerting themselves, not holding or hugging the child unnecessarily which will transfer body heat, using tepid water to sponge/bathe the child. Staff are to record the child’s temperature every 10 minutes approximately to monitor the need for Calpol & assist senior staffs’ decision to make a call to their parents/carers.


Calpol is administered only with prior written parental permission. We will always try and contact a parent/guardian on the phone to advise them we have to administer Calpol to their child.

A senior member of staff (i.e. a Manager or a Team Leader) MUST make the final decision to obtain parent’s verbal guidance for the administration of Calpol in an emergency. The designated person responsible for medication will give the child Calpol, with a second member of staff to witness (dose/administration/time given).

Record of Non-Prescription Calpol Administered

Parents/guardians sign the medication form to acknowledge the administration of Calpol.

The form records: ï Name of child; ïchild’s recorded temperaturesïreason for administration of Calpolïdetails of other ways staff have attempted to lower child’s temperature.

The date and time of dose; ï Dose given and method; and is ï Signed by person that administered the medication and witness; and is verified by parent/guardian signature at the end of the day. ï A copy of this form, with the child’s recorded temperatures will be given to parents/carers.

It is vital that this policy and the procedures are respected and adhered to. Refer also to the storage and administration of medication Policy and Procedures.

The management’s decision is final. It is essential as an early years setting; we protect the welfare of all children. If a parent/ guardian refuse to collect their unwell child, this then becomes a ‘child at risk’ case, we will have no alternative but to contact child services.

Legal framework

  • Medicines Act (1968)
  • Consideration has been given to EYFS Welfare Requirements which state settings ‘should not’ administer non-prescription medication.

Guidance for Administration of Calpol in an unplanned circumstance. (each situation is to be considered carefully by staff and all attempts will be made to reduce a child’s temperature without the use of medication where possible.



What it Means

What to Do















Low grade fever

Courtesy call to parents, administer Calpol and Observe child for 45 minutes. If the temperature fails to decrease by this time or increases above 38.4; parents must make all attempts to collect the child within an hour











High Fever

Administer Calpol, Contact parents to make all attempts to collect their child within 1 hour. Calpol will only mask the real problem of an infection and the child will still be unwell. High temperatures in young children can lead to Febrile Convulsions; these are triggered by the body temperature rising rapidly above 38°C.

































Very high fever

Phone for an Ambulance if their parents are not on their way to collect the child.

















Date:                   September 2017                                Signed:

Review date:      September 2018                                Signed:

Admissions Policy

Under the terms of our Ofsted registration we are restricted to the number and ages of children we can care for at one time. These are based on the floor area available and staffing levels. Therefore admissions are subject to availability. We can add your child’s name to our waiting list if required if there is no place available and you would like us to contact you if we become able to accommodate your request.

Here at Kozy Cottage Childcare we aim to operate on higher than required staffing levels which we feel is important to provide high quality care in a more relaxed and family style atmosphere.

Opening Hours

Our Main site at Northburn operates from 7am-6.30pm Monday-Friday during term-time and 7am-9pm. Northburn currently offers wraparound care for children from Burnside Primary School, and Northburn Primary School .It is open all year round with the exception of Bank Holidays. As we are closed on Bank Holidays we do not charge for these days.

Our second site at Hareside is open from 7am-9pm Monday-Friday Term-Time only. Hareside currently offers wraparound for children before and after school who attend Hareside, Sts.Paul &Peter, and JLV Cramlington. Like our Northburn site, we are closed on Bank Holidays and do not charge for these days.

*drop offs & collections for each schools may be limited so please mention this request upon your initial enquiry.*

Minimum Sessions

From January 2016 a minimum booking of 10 hours per week is required. This can be taken in one day or over two 5hr sessions. We have found that children attending less than this may find it more difficult to settle.


We charge by the hour rather than a fixed rate per day or half day, so you are not paying for time that you may not need. Once your bookings are accepted, you will pay in advance of childcare commencing. Fees are most often paid in advance on the first of every month via standing order. We accept most childcare vouchers; please contact your employer to arrange this. We appreciate that your voucher payments can take a while to set up, however once set up please organise your payments to be made on the first of each month.

Once booked, we do not offer refunds for absences for any reason e.g. sickness, holidays or occasional days off. Please understand that even if your child is off, we still have overheads to cover and staff to be paid. Extra sessions may be provided, depending on availability and these must be paid for at the time of booking.

Admission Requests

Upon a request for admission we will not discriminate against children or their families due to religion, race, sex, social background or any other reason. If we feel we are unable to accommodate a request for admission, this will be explained to you in private. Children will be given priority according to 1) Availability of sessions required 2) siblings already in attendance 3) Catchment area 4) All other requests.

Early Education

At our main site at Nothburn we have limited free Funded 15 & 30hrs places for eligible 2 year olds in our Early Years room and  for all 3 and 4 year olds in our Pre-School room. Our Hareside site also offers a limited number of free funded 15 & 30 hr places for 2,3 & 4 year olds.

Sessions run during school terms from 9.30am-2.30pm, Monday to Friday, with additional hours available upon request subject to availability.

Bookings for Children who require School drop offs / collections.

We can accommodate children requiring collection or drop off from school in the morning (around 8.30-9am) or collection in the afternoon (around 3-3.15pm).

We are no longer offering new customers wraparound nursery care at either site. As of January 2016 we have our own dedicated pre-school room for 3 & 4yr olds to deliver their funded education sessions here at Kozy Cottage.

Shift Patterns/Ad-hoc Places

Those parents who have requested an ad-hoc contract or follow shift patterns will need to book their sessions in as soon as possible by Wednesday 6pm of the previous week at the very latest to secure their booking. No bookings will be taken via e-mail. The number of parents requiring ad-hoc or shift cover is limited in order to keep our chargeable hourly rate as competitive as possible.

This is to ensure the correct staffing levels when organising the staff rota.

If you do not make your requests by Thursday of the previous week, we will not know the sessions you want and cannot book you in. If sufficient numbers of staff/drivers are not scheduled to work, we may not be able to accommodate late requests to add extra children and/or schools to our school run lists. You may be refused a place due to strict adult: child ratios we must adhere to as lay down by Ofsted. We are also limited to the number of children within each building & again, if we are already full we may not be able to accommodate last minute requests.

Older Children

Terms of registration permit us to care for children over 8, providing this does not have a negative impact on the under 8’s in our care. We expect them to be good role models for the younger children here, being polite, saying please and thank you etc.

Special Educational Needs and Disabilities (SEND)

We are happy to take on children with specific/additional needs where we can provide them with all the care they need, and this care does not compromise the care of the children already settled here. If your child has additional needs please discuss them with us as soon as possible, as we would not want to unnecessarily raise your expectations. We want children to feel welcome at Kozy Cottage and encourage the other children in our care to support us in this.

Settling In

We prefer children to come and visit us prior to joining us, once with the parents on their initial look around and then a further visit for a short time on their own-giving the child a chance to properly meet the staff and the other children in our care who are happy and settled.

We offer a 4 week settling-in period before the full contract comes into force, so that if you, your child or Kozy Cottage Childcare are not happy with the arrangement it can be terminated without any notice period within this time. During this time we encourage children in the Early Years age group to become familiar with all staff, and then allocate a Keyworker which will take into account your child’s choice! If you as a parent/carer have made a particular bond with a certain member of staff we will take this into consideration too.

*once termination has been agreed, any advance payment made for care not provided within the 4 week period will be returned.

*any care provided before termination has been agreed remains payable.

Date:  September 2017                                      Signed:

Review date: September 2018                          Signed:

Allegations of abuse or concerns raised against a staff member.

We have procedures in place to safeguard children. However sometimes allegations are made and this unfortunate situation we will follow clear procedures as outlined.

What happens if an allegation of abuse is made against a member of staff?

  • If anyone makes an allegation of abuse against a member of staff, Denise Iley (Nursery Manager) is to be informed. Denise will notify Northumberland’s Local Authority Designated Officer (LADO) and be guided by his judgment.
  • Adam Hall
  • Tel: 01670 623979
  • Email: Adam.hall01@northumberland.gcsx.gov.uk

The incident will be kept private amongst management/members of staff directly involved. The child/family will not be approached by us other than to give Ofsted’s contact details/ LADO contact details.

Any conversations between manager and parents raising concerns will have another senior manager present and detailed notes will be taken. Any calls made or received will be logged and details of the content of the call will be logged.

Unless we are advised otherwise by the LADO, Ofsted will be informed (as soon as possible, but at least within 14 days of the allegation taking place otherwise this is an offence).

Any staff member involved in an alleged allegation is required to maintain confidentiality at all times not discussing the case with any other third party.

All staff are familiar with this document, the procedures within and their responsibility to the welfare of the child. Staff are aware that it is a disciplinary offence not to report concerns to management about the conduct of a colleague that may put a child at risk.

Any staff member who makes a report of genuine concern to management will be given support if appropriate.

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed:

Allergies and Allergic Reaction Policy

At Kozy Cottage we are aware that children/adults can have allergies which may cause allergic reactions. This policy is to ensure allergic reactions are minimised or where possible prevented and staff are fully aware of how to support a child who may be having an allergic reaction.

  • Staff are aware of the signs and symptoms of a possible allergic reaction in case of a child being unable to let an adult know, or in the case of a first reaction. These may include a rash or hives, nausea, stomach pain, swelling of the mouth or tongue, swelling to the airways to the lungs, wheezing and anaphylaxis. This is also covered in statutory Paediatric 1st Aid training.
  • Staff must ensure that they record and monitor an allergic reaction, and contact parents immediately if there is no care plan in place. If there is a care plan in place then follow the procedures and contact parents as & when agreed.
  • Staff are made aware of children with known allergies & medications such as Epi pens stored to treat them via the allergy list and medication documents.
  • In the case of a reaction, a qualified first aider will administer the appropriate treatment. An allergic reaction form will be filled out as soon as possible to monitor the child’s reaction. This must be an accurate account in case the child is admitted to hospital.
  • This will be recorded in the incident book which is shared with the parent.
  • Whoever is on food prep must check the food allergy lists prior to preparing snacks and meals & will ensure that there is no cross-contamination of allergens from food/utensils/equipment etc.
  • If necessary an appropriate menu will be designed for a child with specific food allergies or meals on the current menu will be substituted.
  • Kozy Cottage has an allergy risk assessment in place, and each child with known allergies will have their own risk assessment and care plan. This is shared with the child’s key person, who is responsible for sharing this with other staff (including new/bank staff).
  • Staff complete training as part of first aid training prior to carrying out the administration of an Epi pen.
  • If the use of an Epi pen is imminent, an ambulance will be called immediately, with the definite instruction that an epi pen is about to be administered. We will NOT attempt to transport the child to hospital in our own vehicles unless advised to do so by the emergency services.
  • While waiting for the ambulance, emergency contacts will be informed & arrangements made to meet at the hospital.
  • The child’s keyworker, or Manager will accompany the child to hospital to comfort and reassure them & take the child’s contract, relevant medication/allergy forms, medication (including any given) and the child’s comfort items etc. Staff member will pass on all details of the reaction clearly too emergency services, hospital staff and parents/carers.
  • Staff must remain calm at all times and remember that children who have witnessed an allergic reaction may well be affected by it and may need lots of cuddles & reassurance.

Date:                 September 2017                                  Signed:

Review date:     September 2018                                 Signed:

Animal Handling Policy

  • Children’s allergies, including those animal related, is recorded on their child record forms. Written permission is required for animal handling experiences to take place.
  • Any interaction with your child and any animals is always supervised.
  • *Children wash hands after handling animals and are taught the reasoning behind this.
  • Children are encouraged, but never forced to pet or handle an animal beyond their comfort zone. They are taught to handle animals gently and with respect.
  • When out and about, children are taught that not all animals are child friendly and want to be handled. We teach children that they should always check with the adult they are with who can then ask permission from the owner, before attempting to stroke or handle them.
  • The outdoor play areas are checked for unwanted animal waste and cleaned/disinfected if necessary before use.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Anti-Bullying policy & Procedure

Kozy Cottage Childcare is completely opposed to bullying and will not tolerate it. It is entirely contrary to the values and principles we work and live by. All members of our setting have a right to work or play in a secure and caring environment. They also have a responsibility to contribute, in whatever way they can, to the protection and maintenance of such an environment.

We actively promote positive interpersonal relations between all children and adults at Kozy Cottage. We have developed this policy through consultation which involved our children/young people, parents/carers and staff.

Kozy Cottage believe:

  • Children have a right to learn and play free from intimidation or fear.
  • The needs of the victim are paramount.
  • We will not tolerate bullying behaviour.
  • Bullied children will be listened to.
  • Reported incidents will be taken seriously and thoroughly investigated.

In addition bullying of or by staff/parents will not be tolerated.

Bullying is an act of aggression, causing embarrassment, pain or

Discomfort to someone. It can take a number of forms; physical, verbal,

Making gestures, extortion and exclusion. It is an abuse of power. It can

Be planned and organised, or it may unintentional. It may be perpetrated by individuals or by groups.


  • Physical violence such as hitting, pushing or spitting at one another.
  • Interfering with another’s property, by stealing, hiding or damaging it.
  • Using offensive names when addressing one another.
  • Teasing or spreading rumours about another person or his/her family.
  • Belittling another’s abilities and achievements.
  • Writing offensive notes or graffiti about another person.
  • ·Excluding another person from a group activity.
  • Ridiculing another person’s appearance, speech or mannerisms.
  • Misusing technology (internet or mobiles) to hurt or humiliate another person.

*Also see our Child Protection; Positive Behaviour / Discipline Policy; Internet Policy.

Participation & Consultation process

  • Awareness rising programmes (curriculum, resources & circle time)
  • Survey/questionnaires distributed to children, parents and staff.
  • Obtaining the views of children (circle time, discussions and establishing trusting relationships with children.
  • Seeking the views of parents through discussion & establishing trusting relationships. Establishing a work environment where staff are offered support, listened to and can express their opinions without fear.
  • Monitoring incidents of bullying and review policy annually or sooner if necessary.

Kozy Cottage Staff will:

  • Foster in our children self-esteem, self-respect and respect for others.
  • Demonstrate by example the high standards of personal and social behaviour we expect of our children.
  • Discuss bullying with all ages, so that children learn about the damage it causes to both the child who is bullied and to the bully (and the importance of telling an adult about bullying if it happens).
  • Be alert to signs of distress and other possible indications of bullying.
  • Listen to children who have been bullied, take what they say seriously and act to support and protect them.
  • Follow up any complaint by a parent about bullying, and report back promptly and fully on the action which has been taken.
  • Deal with observed instances of bullying promptly and effectively, in accordance with agreed procedures.

Report suspected cases of bullying to our Manager Denise Iley, our designated person for Safeguarding (Deputy Kelly Breed), or Manager Denise Iley, our designated person for Behaviour management (Deputy Gemma Leighton-Sales)

  • We asks our children to: refrain from becoming involved in any kind of bullying, even at the risk of incurring temporary unpopularity.
  • Intervene to protect the child who is being bullied, unless it is unsafe to do so. Report to a member of staff any witnessed or suspected instances of bullying, to dispel any climate of secrecy and help to prevent further instances.

Anyone who becomes the target of bullies should not suffer in silence, but have the courage to speak out, to put an end to their own suffering and that of other potential targets.

The Responsibilities of Parents

We ask our parents to support their children and Kozy Cottage childcare by teaching their child to be kind, tolerant and have respect for themselves and others. Also by:

  • Watching for signs of distress or unusual behaviour in their children, which might be evidence of bullying.
  • Advising their children to report any bullying to Kate or Claire, the child’s Key worker or and explain the implications of allowing the bullying to continue unchecked, for themselves and for others.
  • Advising their children not to retaliate violently to any forms of bullying.
  • Being sympathetic and supportive towards their children, and reassuring them that appropriate action will be taken.
  • Keeping a written record of any reported instances of bullying
  • Informing us of any suspected bullying, even if their children are not

Involved, Co-operating with Kozy Cottage, if their children are accused of bullying, try to ascertain the truth. And point out the implications of bullying, both for children who are bullied and for the bullies themselves.

Everyone should:

  • Work together to combat and, hopefully in time, to eradicate bullying.
  • Promote positive behaviour within all age groups throughout the day.
  • take into consideration children’s individual ages and level of understanding/ability to respond to expectations of behaviour.
  • Implement additional strategies to support positive behaviour.


  • Steps are taken to support and respond to the needs of both bullied and bullying Pupils:
  • Records of the incident are kept, with details of any investigations/ contact with parents/carers of all pupils concerned. Feedback will be given to those concerned & details of any action to be taken and/or any sanctions put in place. Any contact with outside agencies/relevant professionals eg. EWO, Behaviour Management Team, Education Psychology, Pupil Personal Development Team will be recorded.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Arrivals & Departure of Children Procedure (including procedures for unknown adults requesting collection of a child)

Children are given a warm welcome on their arrival or on collection from nursery/school. The time of each child’s arrival into our care is recorded on our register. Parents are requested not to open the door to each other, to ensure that staffs are responsible for who enters the building.

Any specific information provided by parents/carers will be noted in the main diary. If a child has an existing injury or requires medication, consent and details will be recorded in medicine book.

No child will be handed over to anyone other than the known parent/carer unless an agreement is in place/requested on arrival.

If the member of staff at the door does not immediately recognise the adult, or are not 100% sure which child the person has come for, they will be asked for child’s pre-agreed password. (We ask parents to remember that not all staff has met all parents/carers, or they may simply have forgotten their face). Staff needs to be diplomatic/discreet and polite when doing this.

(If the person is not able to provide the password, this may be obtained by their contacting the parent or someone who knows the password.) The parent themselves may ring us to give permission and once we are sure of their identity e.g. caller recognition on our mobile phone or through familiar conversation, the child may be handed over.

If none of these attempts are successful, (and as applies in the case of the non-collection of a child), we will attempt to get in touch with a child’s emergency contact. During this time staff will remain polite to the visitor, and ensure there is no disruption or distress caused to the child concerned. If it is not possible to contact the child’s parent or emergency contact immediately, we may offer to keep the child for a period of time, e.g. until the parent finishes work or until Kozy Cottage closes.

After this time we would contact local children’s services for further advice.

In all cases children will not be handed over to anyone under the age of 16yrs, or to anyone who does not seem responsible, medically fit or under the influence of alcohol/substances. If there are concerns for the child’s welfare we will attempt to get in touch with parents/ alternative emergency contacts or if necessary, children’s services.

Persons collecting in an emergency will be asked for the password in the child’s contract (see procedures above).

Upon departure, parents/carers are required to sign the attendance diary to acknowledge their child’s daily attendance.

Arrivals and departures of visitors will be recorded in the visitors’ book

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed:

Behaviour policy.(Including physical intervention)

Management of children’s behaviour places emphasise on positive expectations primarily by Kozy Cottage staff providing positive role models in behaviour, interactions with others and language used. Praise, reward and encouragement are used to reinforce kind, thoughtful and preferred behaviour.

Techniques such as giving a child the chance to calm down in a quiet area, distraction, diversion and ignoring unwanted behaviour (providing there is no risk to safety) are used. Knowing your children well helps to identify avoidable triggers.

How we Manage Behaviour

It is important to:

  • have an understanding of child development so that expectations of behaviour are suited to a child’s individuality and understanding.
  • recognize that children are learning to cope with a range of emotions and feelings, acknowledge these feelings and work with children to find constructive solutions.
  • Listen to reasons or explanations the child may offer, and acknowledge any feelings they may express.
  • explain to the children why the behaviour is unacceptable, give them clear expectations
  • Tell them that they will be given one reminder and outline any consequences or sanctions if they continue.                                                                
  • Give children a reminder, &follow through with sanctions if necessary.                                            
  • avoid damaging self-esteem by humiliation, segregation or withholding food.
  • avoid discussing their behaviour with other staff/parents in front of them or others. 
  • be consistent when applying agreed procedures.
  • try to ensure that children experience far more positive interactions than negative ones
  • Minor incidents which occur which fall within a child’s developmental range will not be reported back to parents, or seen as ‘a problem’. However; if at any stage we consider a child’s behaviour to be a serious concern, is putting themselves or other children at risk, is impeding our care of other children or has suddenly become out of character this will be entered into the Incident Records and brought to the parent’s attention.
  • You may be invited, or can request, to come and discuss this informally with the Manager, or Team leader, without your child, so we can work together to handle this consistently and help your child pass through this stage.
  • If parents are having difficulties at home with any aspects of behaviour, please let us know so that we are aware of this. It would be helpful to tell us how you are choosing to handle this so we can offer you support and your child consistency where possible.
  • In extreme circumstances, e.g. actual bodily harm to any member of staff or another child or repeated refusal to improve their behaviour in spite of the use of methods discussed earlier, the parent may be asked to collect their child and/or find alternative childcare.

The nominated person for Behaviour Management is Denise Iley, with Kelly Breed as Second Named Person at Mainsite and Gemma Leighton-Sales as Second Named Person at Hareside .

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed:

Physical Intervention and the use of reasonable force.

As part of behaviour management, it may be necessary to use physical intervention. Whenever possible:

1) This will be by a senior member of staff who is well known to the child.

2) Used only as a last resort and we have reasonable grounds for believing that Immediate action is necessary to prevent a child from significantly injuring themselves or others or seriously damaging property.

3) Other children in the setting will continue to be cared for, distracted and reassured where possible.

Before reaching this stage, we will have used all possible non-physical actions, such as dialogue and diversion, to deal with the behaviour. The child or children concerned will be warned verbally that physical intervention may be used if they do not stop.

Only the minimum force necessary to prevent injury or damage may be used (for example, by diverting a child or children by leading them away by a hand or by an arm around their shoulders).We may use physical intervention as an act of care and control and never punishment. Physical interventions will not be used purely to force a child to do what they have been told and when there is no immediate risk to people or property.                                           

As soon as it is safe, the physical intervention should be gradually relaxed to allow the child or children to regain self-control. Physical intervention will be always appropriate to the age, size and strength of the child or children involved. Another member of staff will remain close by due to the vulnerability of both the child and staff member.

Where a member of staff has had to intervene physically to restrain a child, this will be recorded in the Incident/Physical Intervention Records. The incident will be discussed with the parent/carer ideally the same day or at the earliest possible opportunity. Parents of any other children affected will also be informed. If we are unable to contain a particular situation, consideration will be given and in extreme cases, as a last resort, the police will be contacted.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Cameras/mobile phone Use.

We recognise that it is important for parents to communicate with us at all times instantly. We prefer that parents use the setting’s land-line as the primary point of contact. For outings and out of hours contact we have a company mobile phone and several ‘contact only’ phones without cameras or internet access, used on outings and school runs.

Inside the Kozy Cottage, the company mobile phone will be in plain sight, out reach of children. All staff phones are kept in bags in the staff room. Visitors may use their phones if absolutely necessary in the foyer when there are no children present, but will not be allowed to take any photographs.

We have a digital camera onsite for the purpose of taking photographs, as outlined below. Storage is limited & images are deleted once printed out. Staff will have photographs on their personal phones.

Use of Photographs and the EYFS-There are many reasons why we may take photographs of children:

  • To display around the setting to promote children’s self-esteem.
  • Give them to parents to display special activities or achievements.
  • Use them to build up an interesting and informative learning journey.
  • Put them on charts to teach children a sense of time.
  • Make photo albums to show activities or trips they have been involved in-promoting their sense of place (KUW) and a sense of belonging.
  • To remind children of their experiences of specific activities/outings.
  • Put photos on a CD, calendar or cards for children to give as gifts.
  • For collages reflecting themes e.g. ‘gardening’ over time, healthy routines or practices and/or inclusive practice.
  • Personalise resources for children to discover.

So… photos are useful as educational to support children’s learning, when working with parents and providing evidence for Ofsted, training or networking.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Care, Learning and Play Policy

The Early Years Foundation Stage (EYFS) sets standards for the learning, development and care of your child from birth to 5 years old.

All schools and Ofsted-registered Early Years providers must follow the EYFS, including childminders, preschools, nurseries and school reception classes. These three themes are central to a child’s successful Learning and Development.

A Unique Child

Activities are differentiated according to each child’s stage of development, ability, interests and different learning rates/styles. Our staff have a sound knowledge of child development and can quickly observe and assess where your child is developmentally and plan the level of play and challenge most appropriate for them to progress.

We invite parents to contribute to their child’s learning and development by having an on-going process of sharing your knowledge of your child with us. We support activities that your child enjoys doing at home e.g. gardening or linking to events that have happened within the family, e.g. moving house.

Positive Relationships

Babies and young children develop best when they are in a caring relationship with a sensitive, responsive adult. Children thrive and feel secure with consistency and so we aim to develop a relationship of mutual respect, trust and friendship with our parents, not only upon joining the setting but throughout your child’s time here.

Please help us support your child by making us aware of any personal circumstances which may affect your relationship with your child, or of any change in circumstances at home which may affect your child.

An Enabling Environment

Children learn when they are in a safe and caring environment where they are stimulated through play and exciting resources for them to explore and discover. We have continuous provision which cover all 7 areas of developments are available throughout the year. Children’s play is extended by enhancing the environment with unexpected resources to stimulate their curiosity, imagination and motivation.

Sessions are delivered indoors and out, unless the weather is extreme. Both environments are well resourced and imaginatively set out to encourage children to direct their own learning.

Types of Continuous Play Provision

During the day, sessions are based on the EYFS framework, providing fun and challenging activities and a wide range of experiences. Children are encouraged to select activities from our accessible continuous provision during free-play (and help to sort & tidy away afterwards).

‘Adult led’ activities which have specific learning outcomes in mind or introduce a new concept to the children.


There are seven areas of development covered by the EYFS (Early Years Foundation Stage).

These consist of three ‘prime’ areas (from birth to approximately two years), plus four ‘specific’ areas (from approximately 2 years+)

Prime Areas (the main focus for infants and young children) :

  • Personal, Social and Emotional Development
  • Communication and Language 
  • Physical Development

Specific Areas (additional areas of learning when the child is ready, reliant on the child’s grasp of prime areas):

  • Literacy
  • Mathematics
  • Understanding the World
  • Expressive Arts & Design

Your child’s keyworker will observe how your child learns (their ‘Characteristics of Effective Learning’), what motivates them and how your child thinks. This can help when supporting your child’s learning and setting challenges as well as getting to know what your child enjoys doing & how their next steps can be planned to promote success.

Useful  References For Parents/practitioners:

Statutory Framework for the Early Years Foundation stage. Dfe 2012.

Development Matters in the Early Years Foundation Stage (Non-statutory Guidance) Dfe 2012.

*For further information please ask see our ‘Parent’s Guide to the EYFS’. A  copy of the full document is also available online.

Planning Your Child’s Day

Formal planning is written in advance for practical/organisational purposes and will include specific goals for each individual child as well as group activities.

We remain sensitively flexible at all times, taking the children’s lead e.g. through spontaneous events such as noticing insects on a plant on the way from nursery, which may result in us going back to the Kozy Cottage to get magnifying glasses and a jam jar or look at reference books. Adult-led activities can be kept for another time, as some opportunities only arise occasionally and are just too valuable to miss!

Observation, Assessment and Planning

We continually observe our children to see where they are developmentally, what they are doing well, what they need help with and what they enjoy doing. When a child is two, your child’s keyworker will contact you to carry out their 2yr Progress Check with you. This is to summarise your child’s development and discuss with parents how we can support and promote learning at home. This is also an opportunity to identify your child’s strengths & any areas where they may need support. As a statutory requirement, a copy of this is passed to your health visitor. Please see our ‘Progress Check at 2’ Policy for further information.

As well as observing your child’s development, keyworkers observe your child’s approach to learning-how they cope with challenge; their learning style; what motivates them; their level of curiosity (all characteristics of effective learning or ‘COEL’). Keyworkers use this knowledge of each child when planning activities.

In the final school term in which the child reaches five your keyworker will assess their development against the early learning goals which will indicate which age range they are working within and whether they are emerging, developing or secure. We will complete their ‘Early Years Profile’ if this is the child’s main setting, again indicating the level your child is working at and whether emerging into or meeting/exceeding expected levels.

For further Information, Parents may find Dfes website useful.

We ensure that before and after school sessions, 5-13’s have plenty of resources and activities to with their own area for relaxing and mixing with friends. Our popular Holiday Activity Plans are produced with the children’s input, ensuring that long days are filled with fun for all ages, promoting good behaviour and happy children.

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed

CCTV Policy

As of 13/02/15 we have introduced CCTV recording equipment to monitor daily practice within the Nursery. (Please see notice below which is displayed in the foyer, staff room and around the nursery).

FAO of all staff, parents and general public.

Notification of management decision to install CCTV recording equipment in Kozy Cottage Childcare.

Our intention is to:

  • Improve general security of the Nursery.
  • To enhance current safeguarding practices within the nursery.
  • To enable management to support staff in the face of an allegation.
  • To ensure company standards are met & for staff training purposes.
  • As is required, the ICO have been informed that we now use this type of equipment. Andy Fuller has responsibility for maintaining and overseeing the correct use of this equipment. 13/02/15

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed:

Children as Stakeholders

  • We feel passionate about consulting and involving children in matters that directly affect them. Empowering children and seeing them as capable decision makers does not ‘threaten’ or ‘undermine’ the adults role. We expect that all members of staff will also take this ethos on board. This also supports our Promoting Fundamental British Values Policy.
  • By developing the idea that we are all accountable to the children here at Kozy Cottage we hope to deliver a better and more reflective provision.
  • Children themselves can identify what interests them and make creative suggestions with regards to planning, i.e. daily routines, menus, activities, trips, how to play with the resources provided or what they would do to extend activities or make them better.
  • We acknowledge that children can often produce innovative solutions to their own problems and may better reach or understand their peers than adults can.
  • Even very young children benefit from involvement in decision making by developing their skills and confidence and having the opportunity to participate.
  • We aim to strengthen the voice of children and will encourage them to find appropriate and assertive ways to express their feelings and ideas.
  • We foster a respectful ethos amongst/between children and adults in our setting, so that every individual feels they have something to contribute and can do that without prejudice or judgement.
  • Children’s self-esteem and self-worth is strengthened when they recognise that adults have listened, acknowledged and acted on their contribution.
  • Explore and develop ways to gather children’s views, ideas and evaluations of their childcare and use these views to influence and shape our setting, giving children feedback why their ideas have or have not been acted upon.
  • Raise parents of awareness of the concept of children as young citizens and stakeholders e.g. by informing them on specific activities or discussion or including issues in newsletters which are sent home.
  • We hope that our children will embrace and participate in their community. We promote this through developing and strengthening community links.

Date: September 2017. Signed:
Review Date: September 2018. Signed:

Concerns and Complaints Procedure

Parent’s comments about the care of your child are greatly appreciated as a means of continuing practices that work well, as well as improving the quality of care you expect. Most queries, problems, concerns or can be sorted out quickly, providing you let us know as soon as possible. We understand that as parents, the welfare of your child is paramount – please rest assured that we feel the same too.

If you want to make a complaint against a member of staff or the setting in general, please contact Denise Iley in person or by phoning 01670 736145/ 07436 796 708 and we will arrange a convenient time to discuss your concerns. Hopefully the matter can then be resolved to your satisfaction and within an agreed timescale.

If you prefer not to speak directly to us, you can put your complaint in writing to us:

Kozy Cottage Childcare Ltd.
8 Crosland Park
Enterprise Court
NE23 7LZ

Email: contact@kozycottage.co.uk

All childcare provisions have a duty to investigate all written complaints relating to the requirements of the EYFS and must notify the complainant of the outcome within 28 days of the receipt of the complaint.

This will be recorded for future reference our in our complaints records. The complaints records are reviewed termly. Please be reassured that if you have cause to make a complaint, it will not adversely affect the care your child/children receives in any way whatsoever. Your child will continue to receive high quality care and attention as always.

If you feel, however that your request or complaint cannot be resolved, you can make a formal complaint to:

The National Business Unit
Ofsted Piccadilly Gate
Store Street
M1 2WD

Tel: 0300 1231231

Please note these details are permanently displayed in the main entrance.

Date: September 2017. Signed:

Review date: September 2018. Signed:

Confidentiality and Information Sharing Policy

Kozy Cottage Childcare will come into contact with confidential information regarding children and families. We are required to keep records and personal details of all the children in our care, and to keep these confidential. To ensure that all those using and working in my setting can do so with confidence, we will respect confidentiality in the following ways:

  • Parents/carers will have ready access to files and records of their own children – but not any other child. These are stored in a locked filing box.
  • Staff members will not discuss individual children or terms of contracts with people other than the parents/carers of that child
  • Personal and sensitive information given by parents/carers to us about themselves or their child/children will not be passed on to third parties without permission.
  • Personal issues will remain confidential to the people involved.
  • Any anxieties/evidence relating to a child’s personal safety will be kept in a confidential file.
  • Staff, students or volunteers working in my setting are advised of our confidentiality policy and required to respect it.

Information Sharing

  • We recognise that parents have a right to know that the information they share with us will be regarded as confidential, as well as to be informed about the circumstances when, and the reasons why, we are obliged to share information.
  • We are obliged to share confidential information without authorisation from the person who provided it, or to whom it relates, if it is in the public interest.

That is when:

  • It is to prevent a crime from being committed or to intervene where one may have been, or to prevent harm to a child or adult; or
  • Not sharing it could be worse than the outcome of having shared it. The decision should never be made as an individual, but with the back-up of the management team.

The three critical criteria are:

  • Where there is evidence that the child is suffering, or is at risk of suffering, significant harm.
  • Where there is reasonable cause to believe that a child may be suffering, or is at risk of suffering, significant harm.
  • To prevent significant harm arising to children and young people or adults, including the prevention, detection and prosecution of serious crime.

In our setting we:

  • Ensure parents receive information about our Information Sharing Policy when starting their child in the setting and that they sign our Registration Form to say that they understand the circumstances in which information may be shared without their consent.
  • Have information about the other circumstances when information will be shared with external agencies, for example, with regard to any special needs the child may have or transition to school.
  • Seek advice if you are in any doubt, without disclosing the identity of the person where possible.
  • Discuss concerns about a child routinely in supervision and any actions are recorded in the child’s file.

Our manager will seek advice if they need to share information without consent to disclose. Sharing information without consent;

  • We base decisions to share information without consent on judgements about the facts of the case and whether it is ‘in the public interest’.
  • Our guidelines for consent are part of this procedure.
  • We consider the safety and well-being of those involved when sharing information.

In our setting we:

  • Record concerns and discuss these with our designated persons for child protection matters;
  • Record decisions made and the reasons why information will be shared and to whom;
  • Follow the procedures for reporting concerns and record keeping as set out in our Safeguarding Children and Child Protection Policy.


  • When parents choose our setting for their child, they will share information about themselves and their families. This information is regarded as confidential. Parents have a right to be informed that we will seek their consent to share information in most cases, as well as the kinds of circumstances when we may not seek their consent, or may override their refusal to give consent.

We inform the as follows:

  • Our policies and procedures set out our responsibility regarding gaining consent to share information and when it may not be sought or overridden.
  • Parents sign our Registration Form at registration to confirm that they understand this.
  • We ask parents to give written consent to share information about any additional needs their child may have, or to pass on child development summaries to the next provider/school.
  • We consider the following questions when we need to share: – Is there legitimate purpose to us sharing the information? – Does the information enable the person to be identified? – Is the information confidential? – If the information is confidential, do we need consent to share? – Is there a statutory duty or court order requiring us to share the information? – If consent is refused, or there are good reasons for us not to seek consent, is there sufficient public interest for us to share information? – Have we properly recorded our decision?
  • Consent must be informed – that is the person giving consent needs to understand why information will be shared, what will be shared, who will see information, the purpose of sharing it and the implications for them of sharing that information.

Separated Parents

  • Consent to share need only be sought from one parent. Where parents are separated, this would normally be the parent with whom the child resides. Where there is a dispute, we will consider this carefully.
  • Where the child is looked after, we may also need to consult the Local Authority, as ‘corporate parent’ before information is shared. All the undertakings above are subject to our paramount commitment, which is to the safety and well-being of the child. Please also see our Safeguarding Children and Child Protection Policy

If there is a concern regarding Child Protection, then the child’s welfare supersedes any confidentiality.

Date: September 2017. Signed:
Review date: September 2018. Signed:

Continuous Quality Improvement of EYFS Policy

Kozy Cottage has the ethos of expectation that our delivery of the EYFS is continually improving, through evaluation and efforts to implement plans and strategies for improvement and/or change. We fully embrace opportunities to improve outcomes for children and management endeavours to provide our dedicated team of staff with the knowledge and opportunities to do this.

Managers Denise Iley takes the lead on EYFS quality improvement. A system of observation, assessment and planning (OAP) is used to monitor the quality of teaching, level of learning and strategies put in place to develop and enhance these.

Data Analysis with regards to Continuous Quality Improvement within EYFS delivered at our Kozy Cottage Nurseries identifies systems of :

  • Individual and group observations of staff
  • Identifying strengths, areas for improvement and ‘next steps’
  • Strategies put in Place (with & without staff input)
  • Internal/external training
  • Constant recaps of Company documents such as Policies & Procedures/Risk Assessments & how these should be reflected in practice.
  • Continuous Personal development & Engagement with outside Agencies.
  • views and input from parents obtained & acted upon
  • Review & Appraisal processes
  • Personal Development Plans (PDP’s)                                
  • Evaluation of the impact of Improvement Plans/Strategies put        

in place

This analysis & overview of the above is kept in our office area (with confidential items, such as PDP’s, noted in individual files which are stored securely.

Date:                  September 2017             Signed:

Review date:     September 2018             Signed:

Disciplinary Action Policy

Kozy Cottage adhere to strict guidelines with regards to disciplinary procedures and legal requirements. We are mindful of ACAS guidelines and our disciplinary proceedings are clearly outlined in staff contracts.

If a member of staff, student or volunteer is dismissed from the setting because of misconduct relating to a child, The Independent Barring Board administrators will be notified of the name to be included on the Protection of Children & Vulnerable Adults Barred List.

Date:                 September 2017                 Signed:

Review date:    September 2018                 Signed:

Equal Opportunities/Anti-Discrimination Policy

It is important that all children can access all activities on offer that are suitable to their individual needs, interests or ability.

We ensure that the provision of equipment and resources reflect the diversity of the society we live in. This is constantly reviewed and changed, adapted or added to as part of our on-going reflective practice and self-assessment.

Activities are planned to provide experiences that are inclusive, raise awareness of differences and celebrate them. Parents are asked to share any cultural, religious or traditional backgrounds which they feel may have an impact on my care for their child, or raises any concerns they have for their child’s inclusion and acceptance within the group.

No child, parent or family will be discriminated against on the grounds of gender, racial origin, cultural/social background (including religion, language, class or family type), disability or sexuality. Any discriminatory practice or prejudice is actively challenged. This will be done in a non-judgemental and sensitive manner so as not to cause humiliation or to make any child or adult feel threatened.

Children learn prejudice from their earliest years and must be provided with information, experiences and role models that help them avoid this. Children are all unique and will have different viewpoints and backgrounds. We endeavour to nurture harmony within the group, encouraging each child to have pride in their own background without condemning that of others.

Kozy Cottage Childcare adhere to legislation of The Equality Act 2010. This brought together a number of existing laws (including the Disability Discrimination Act) to make it easier to use. The Equality Act protects people against discrimination, harassment or victimisation. Kozy Cottage will endeavour to make any reasonable adjustments to ensure that all children, including those with SEND, have equal opportunities to access care, learning and play provided. All employees will be treated fairly and with dignity regardless of employment status. We value all employees’ contribution to our organisation.

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed:

Failure to Collect Child Procedure

  • If a child has not been collected by their usual or expected time, staff will initially make sure of the finish time for the child that day (check register/check booking forms in case of extra sessions/check the message book for any verbal or phone messages taken).
  • If we have not been contacted by the parent, we wait half an hour from the latest usual or contracted finish time to see if the parent is simply running late.
  • After half an hour we try to contact the parent/carer, leaving a message or text on their phones.
  • After a further 10 minutes if we have still heard nothing, we proceed to try to get in touch with the emergency contacts provided by parents on their contract forms, to collect the child.
  • In the meantime we ensure as little disruption or distress for the child as possible and provide care as usual.
  • After two hours, and the child has not been collected and we have not been able to get in touch with any family member/friend, we will contact local children’s services for further advice.

Date:                 September 2017             Signed:

Review date:    September 2018             Signed:

Fire Safety Procedures

  • Smoke alarms & combined smoke/carbon monoxide alarm are checked weekly this is recorded in writing. Alarms are dusted and batteries replaced 6 monthly or sooner if needed.
  • Electrical sockets and appliances are maintained to a good condition and sockets are not overloaded. Electrical appliances are PAT tested annually.
  • Matches (i.e. for birthday cake candles) are stored out of children’s reach or sight in the kitchen.
  • Fire exits are kept clear at all times, with any door grills & outside gate padlocks unlocked during opening up procedures and door keys hung next to the doors out of reach of children.
  • A torch in working order is kept in the kitchen for power cuts/emergencies.
  • All staff members and children know what to do in the event of a fire. We aim to ensure every child has participated in at least one drill in their first month of attendance and on a regular basis thereafter.
  • The Emergency Evacuation Procedure formulated is visibly displayed throughout both Kozy Cottage Nurseries.

Record in fire log:

  • When alarms have been tested/batteries changed.
  • When children have practiced fire drill and details of evacuation.
  • Any risk assessments that have been carried out.
  • Any fire safety incident which may have occurred.

Monitor and review system are in place for procedures and drills to be evaluated every term or sooner and any action to be taken to be noted in the log.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Food Safety Policy


  • To minimise the risk of food becoming contaminated by physical, biological or chemical hazards, ensuring food is safe for consumption.
  • To conform to current legislation, including:
  • Food Safety Act 1990
  • Regulation (EC) No.852/2004 on the hygiene of foodstuffs
  • The Food Hygiene (England) Regulations 2006
  • The Food Labelling Regulations 1996
  • Safer Food Better Business (SFBB)
  • Display Food Hygiene Rating Poster

Hazard Control System

  • Buy only from a reputable supplier.
  • Ensure the temperature of chilled/frozen food is maintained from supplier to premises and stored immediately in the fridge/freezer.
  • Ensure all food products are correctly stored.
  • Ensure all chemicals/cleaning products are stored separately to foods.
  • Ensure that fridges are running at below 8C and freezer below -18C. This is recorded 2 times daily.
  • Correct storage of raw/cooked foods within fridge.
  • Rotate stock.
  • Adhere to ‘use by’ dates.
  • Ensure all storage areas and preparation areas are kept clean.
  • Maintain high standards of personal hygiene and effective hand washing.
  • Use ‘level 2 award in Food safety in Catering’ training manual for further reference.
  • Carry out ‘risk assessments’ and identify steps which could be taken to further improve good practice.
  • Baby change facilities are not in or nearby food preparation or serving areas.
  • Any adult with an upset stomach will not, as a precaution, prepare handle or serve food.
  • All staff handling food is required to complete food hygiene training which is updated every three years. This refers to safe food storage, handling and preparation.
  • ’Better Food, Better Business’ handbook is used and daily records completed.

Cooked food

Hot food will be thoroughly cooked and piping hot right through before serving (cooled to a safe temperature for children & babies). Once cooked, hot foods which are to be refrigerated or frozen will be immediately fast-cooled and stored correctly.

If there is an outbreak of food poisoning affecting two or more children looked after on our premises we will notify Environmental Health & SCISWIS as soon as possible but definitely within 14 days of the incident occurring in order to comply with regulation

Good Health and Hygiene Practices

The children are introduced to various aspects of health, healthy eating, and the importance of exercise, hygiene and bodily awareness as part of current EYFS guidelines. This is incorporated into daily routines and learning and play experiences.

Good health practices include: effective hand washing, personal care & hygiene e.g. washing own faces & brushing teeth. Children are reminded to cover their mouths when coughing and sneezing. Staff keep children’s noses clean, encouraging children to realise when need to get a tissue, wipe their nose and ‘bin’ (not ‘pocket’) the tissue.                        

When ready, children will be supported in their increasing independence regarding self-care. Any necessary help or equipment to support this will be available /offered. Posters with pictures and text are displayed throughout the Kozy Cottage to remind adults and children of healthy practices.

Staff take opportunities which may occur spontaneously to spark unplanned discussions with the children, leading to further child led activities, i.e. a child complaining of being tired can easily introduce the idea of having sufficient sleep to recover, grow and stay healthy. Children are encouraged to share their experiences of visiting the dentist, doctors, optician or hospital.

Date:                   September 2017               Signed:

Review date:      September 2018               Signed:

Head Lice Policy

Head Lice can affect people from any socio-economic background and ethnicity and do not imply a lack of hygiene or cleanliness of the infested person.

In order to try and prevent other children becoming infected we have put together the following procedure. We hope that as Parents you too will work with us in the prevention of the spread of head lice, and that you will take action to treat your child when necessary.

  • No Child will be excluded from our care because they have head lice and will ask that all children and parents are sensitive and understanding towards the child. It is not their fault they have head lice.
  • We Request that you inform us immediately if you have discovered that your child has head lice and that their hair is treated before bringing them to be looked after and that you continue to treat your child’s hair by whichever method you choose until your child is completely lice and nit (egg) free.
  • We suggest that children with long hair wear their hair up here and at school to prevent the spread of Head Lice and that you check your child’s hair once a week with a head lice comb to aid early detection.
  • We inform all parents using our service if a child has head lice but will not say who to respect confidentiality.
  • We assist in the prevention of Head Lice by ensuring the children only use their own hairbrushes and combs and that spare/dressing up hats are regularly washed.
  • We work in partnership with schools, following their guidance letters regarding incidence of head lice in school.

Date:                   September 2017                                Signed:

Review date:      September 2018                                Signed:

Health and Safety Policy

Kozy Cottage is committed to ensuring that all setting practices are carried out within the requirements of the Health and Safety and Work Act 1974 and the Management of the Health and Safety at Work Act 1999.

In order to achieve high standards of quality and safety and continually improve health and safety performance Kozy Cottage is committed to implementing all necessary health and safety procedures.

Kozy Cottage is committed to:

  • Developing the appropriate setting structure and culture, that supports the concept of risk management by all members of the staff team.
  • Adequately resourcing health and safety measures including planning and implementation of any health and safety requirements.
  • Developing, in all members of the staff team, an understanding of health and safety, through training in health and safety requirements and risk assessment implementation.
  • Continual monitoring and evaluation of health and safety requirements in line with current legislation, including the review of all policies and practices to ensure that Kozy Cottage continues to improve standards of performance.

Who is Responsible?

It is the responsibility of all members of staff to ensure that health and safety regulations are adhered to and that the health and safety of the children and other members of staff are not compromised in any way.

It is the responsibility of the manager to ensure that the health and safety of the setting as a whole remains within legislative requirements and that the health and safety of all setting users, including children, staff and parents and carers is not compromised in any way.

Supervision Requirements

Children are to be supervised at all times whilst in the setting, being with the children at all times, actively supporting them using a physical presence or playing with them directly. Being in vicinity of the children but not having an active part in their play, being on hand to support if the children require your help or guidance. Being on hand to respond to play cues and observant of the behaviour of the children. This is the most common form of supervision and allows for an overview of the play setting, most commonly used with play activities that have a medium or low level of risk.

Adequate supervision must be maintained when children are playing outdoors. Whilst they are on trips and visits children must be accompanied by a member of staff, even when going to the toilet.

Parents and carers are required to sign their child in on arrival and out of the setting before they leave. This is in accordance with health and safety and fire regulations. Please be reminded that your child is your responsibility while in your care. Please do not expect our staff to discipline/toilet/dress or undress your child when not in our care.

Child Protection

All members of staff will receive training in child protection as part of their induction training. All members of staff are instructed in the specific procedure for Kozy Cottage, especially as regards to disclosures and suspicions of child abuse.

Accidents and Incidents

Staff receives first aid training. Procedures are in place for dealing with and recording accidents and incidents. These folders are reviewed termly& any actions to be taken are recorded.

Emergency Procedure

There is a documented procedure for emergencies which is displayed in all of the areas that are accessed by Kozy Cottage. Where there are customers who have English as an additional language the information will be displayed in their first language in addition to English. All members of staff are trained in the emergency procedure and fire drill evacuations take place regularly.

Administration of Medications

All administration of medications are strictly controlled and done in accordance with the Medicine Administration Policy and Procedure


Children will not be admitted if they are showing signs of an illness or ailment which may be contagious. Kozy Cottage uses guidance from NHS and local council to determine the exclusion guidance for contagious illnesses.

If a child becomes unwell during the course of the session, members of staff will contact the child’s parent or carer and observe the child closely until they are collected.

Risk Assessment of Activities, Trips and Outings

All activities that take place both within the confines of Kozy Cottage and out of the premises have been assessed for risk and controls have been put in place to ensure that any hazards have been minimised.

Personal Hygiene

Staff and children are encouraged to maintain an acceptable level of personal hygiene, and procedures are in place to ensure that standards are met.

Maintenance and Storage of Equipment

Kozy Cottage has a wide variety of equipment and materials that are used by the children in the course of their play and enjoyment at the setting. All equipment is bought with consultation with the children from approved suppliers and is checked to ensure compliance with the British Safety Standards. All equipment is well maintained and checked on a regular basis to ensure that it presents to risk to the health and safety of the children. Equipment and materials which do pose a hazard but which have an evidenced benefit on the development of children are used under constant supervision and stored securely after use.

The Premises

Members of staff check the premises each day to ensure that there are no risks or hazards that would compromise the health and safety of the children, parents and carers or staff. At the end of the session members of staff ensure that the premises are left clean, safe and tidy.

Safety and Security

Kozy Cottage feels that the safety and security of the children, parents and carers and staff are paramount to the running of the setting. A secure entry system is in place to ensure that only persons with a legitimate reason for being on the premises have access. Visitors, other than parents and carers collecting their children must pre-arrange their visits and carry identification; all visitors must make themselves known to a member of staff upon entry, stating their name and reason for visiting. Visitors are required to read our statement of expectations and sign themselves in and out of the building. They are accompanied by a member of staff at all times and do not have unsupervised access to children.

Date:                September 2017               Signed:

Review date:   September 2018               Signed:

Healthy Eating Policy

A good balanced diet is vital for children to develop healthily along with fresh air and regular exercise. Children are provided with regular drinks and food in adequate quantities for their needs. Children eat together in groups around a table in a traditional family atmosphere.

We are happy to provide all children in our care with healthy meals, snacks and drinks, or to serve food provided by their parents. We encourage children to choose healthy options and to experiment by trying new foods from other cultures. Older children are encouraged to help in the preparation of food and meals.

A menu of meals is followed on a rota basis. We remain flexible & if your child has any favourite dishes- please let us know. Please refer to our website for sample menus.

We are happy to discuss menus with parents and cater for children with different food allergies and cultural/religious requirements. If you have any concerns regarding diet/menu/quantity please do not hesitate to discuss it with us.

Fresh drinking water is available to children at all times & children who are not able to communicate will be offered fresh drinking water at regular intervals.

We are happy to support you if you are weaning your baby. We have a blender and are willing to make pureed dishes if required.

Information regarding healthy packed lunches is available upon request.

We do not encourage children to bring sweets to the Kozy Cottage or eat sweets on a regular basis; however we may occasionally offer sweets for special occasions, or use them in craft/ baking activities. Please let us know what, if any sweets you permit your child to eat.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed

Incident Policy

The purpose of this policy is to ensure that when an incident occurs, that appropriate action is taken and accurate information is recorded and communicated. An incident is classed as an occurrence which may under certain circumstances cause an injury to one or more persons. An incident where something significant has happened or been said which may have upset a child/children may also be recorded and shared with parents.


  • without any notice from parents, another adult who does not have permission tries to collect the child.
  • A child threatens to tell their parents something about you which is inaccurate.
  • A child behaves aggressively, makes threats or causes actual physical harm to other children/adults/pets or serious deliberate damage to property.

It is the responsibility of every member of staff to ensure that incidents are dealt with in a timely manner. It is the responsibility of the member of staff who has dealt with the incident to write the Incident report and ensure that it is signed by the parent or carer of the child or children involved.

How the Policy is implemented

  • Parents all have a copy of all policies and procedures, including the Behaviour Management Policy.
  • All staff members are required to be familiar with the Policies and procedures.
  • Any incidents which may cause harm to one or more persons must be dealt with in a timely manner and recorded appropriately.
  • Incidents are divided into minor incidents and major incidents;                          minor incidents are classified as incidents which whilst they may require first aid, do not require medical or external assistance from the authorities.
  • Major incidents are classified as incidents which require medical or external assistance from the authorities, including the police.

Minor Incidents

  • If it is minor and does not require medical or external assistance, the incident should be dealt with using the approved methods of the setting. The Incident record will then be completed and signed by the member of staff and by the parent or carer of the child.
  • If the incident is minor but first aid is required the first aider will assess the situation and administer first aid as required. The Incident record and the accident record will then be completed and signed by the member of staff and by the parent or carer of the child.
  • The parents or carers of the child or children involved in the incident should be contacted and informed of the incident. The parents or carers should also sign the completed incident and/or accident records when they arrive to collect their children.

Major Incidents

If the incident is serious and medical treatment or external authorities are involved a member of staff should call the appropriate authorities immediately, if medical treatment at the hospital is required then a member of staff will accompany the child to the hospital in an ambulance.

  • The child’s registration form containing medical information should accompany them to the hospital. The parent or carer of the child (or an emergency contact) will be contacted immediately and inform them of the Incident and what action has been taken. In some extreme cases the member of staff may also be required to contact the police, if this is then I, or my assistant will inform the parents or carers that this has been done and the reasons for this.

Recording Incidents

All Incidents, however minor must be recorded in the Incident Records book. The Incident record should include the following:

  • Name of the child
  • Date and time of Incident
  • Details of the incident
  • What action was taken
  • Any marks, injuries, first aid given or further action taken
  • Condition of Child e.g. angry, upset, quiet:
  • Other Parties Informed/ Advice sought:
  • Does a Risk Assessment need to be carried out?
  • Details of any witnesses

The child’s parent or carer must sign the Incident record and any incidents which required hospital treatment or external influence from authorities such as the police will be reported to the setting Care Commission Officer within 3 working days. The Incident Record is reviewed at least termly to check for any anomalies/patterns.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Inclusion/SEND Policy

Ofsted requires Kozy Cottage Childcare, under Standard 10, to be aware that some children may have additional needs (including Special Educational Needs and Disabilities/ English as a second language/gifted and talented) and to be proactive in ensuring that appropriate action is taken when a child who has been identified as having such needs or a particular vulnerability (including bereavement/ transition/emotional &/or social or any other vulnerability) starts in our care. We are happy to promote the welfare and development of the child in partnership with parents and other relevant agencies.

If we think a child in my care has an additional need which has not been formerly identified, the child’s keyworker or a senior member of staff:

  • Keeps observational notes (use a system of assess, plan, do, review)
  • Shares these with the child’s parents
  • Discusses what support is available 
  • Keeps all matters confidential
  • Implement a strategy, with parents input, to support the child’.

If we are caring for a child with SEND or who is particularly vulnerable we include them by:

  • Valuing and acknowledging children’s individuality and help them to feel good about themselves.
  • Seeking information from parents about the child’s routines, likes and dislikes.
  • Adapting activities enabling children with special needs to participate.
  • Arrange access to specialist equipment if needed.
  • Considering any risk factors and ensures a full written risk assessment has been carried out.
  • Encouraging children’s confidence and independence.
  • Being sensitive to children and parents personal circumstances and seek information, training or guidance from other professionals.

Kozy Cottage Childcare is happy to work in partnership with parents & professionals and we:

  • Will implement the Inclusion Toolkit.
  • Liaise with agencies that are also involved in the child’s support and care
  • Obtain equipment that the child may need.
  • Seek out and take advice or outside support that will help Kozy Cottage Childcare to provide the best care possible for your child.
  • Consider how the care of a child with SEND or vulnerabilities is maintained whilst continuing to care for other children here.

Access additional staff/further specialist training if needed.

Kozy Cottage Childcare is aware that statements of SEN and Early Year action/action plus have been abolished and replaced by a new category for ‘children whose needs exceed what is normally available in a school/setting. (Educational and Health Care plan or ‘EHC’)

Where a child who has additional needs would like to join our setting, we invite parents to share this with us to ensure that we are able to properly address their needs and make reasonable adjustments that we can to ensure this is in place before they join us so that their care is not compromised in any way.

This would also prevent a child being accepted into the setting without adequate staff, support and any necessary equipment and/or adaptions to the delivery of care in place that a child may need.

Documents we may refer to:

  •     The Northumberland Early Years Inclusion Toolkit
  •     The SEN Code of Practice 0-25 January 2015 (Also Early Years Version)
  •     The Statutory Framework for the early years Foundation Stage
  •     The Northumberland Early Years Speech and Language Assessment Booklet
  •     Northumberland Inclusion Development Programmes

Legal framework:

  •      Equality Act 2010
  •      Children’s & Families Act 2014

Our designated person with overall responsibility for SENCO

is Denise Iley with Kelly Breed Second Named Person at Mainsite and Gemma Leighton-Sales as Second Named Person at Hareside.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Independent Arrival of Older Children at a Pickup Point

We feel it is far better, and safer to accommodate older children where possible rather than have them to go home to an empty house or be generally unsupervised. We are happy for them to arrive independently at an arranged pickup point, however we can’t be held responsible for your child’s safety until s/he arrives into our care. We do need to know in advance details of their anticipated times of arrival. If there are changes to regular arrangements e.g. they are staying at school for a club, sports fixture or detention we need to be notified. If there are any unexpected changes please let us know.

If your child fails to arrive at the anticipated time, we will try to contact them on their mobile phone to confirm their whereabouts. If there is no response, we will contact the school to check their attendance. If we are unable to make contact we will contact you for further guidance. In the unlikely event that we have been unable to locate your child or contact you, we will contact the police.

These procedures are not meant to alarm you but to reassure you that we are providing the best care possible for your child. If you are planning for your child to arrive independently to the a pickup point please let us know so we can ensure that all parties involved are fully aware of these procedures and any alterations made to them.

We require you to complete specific instructions and to sign a copy of this policy to confirm your agreement of it. It must be authorised by one of our managers Claire or Kate before commencement of this arrangement. We reserve the right to withdraw this agreement, without notice if we feel your child’s safety is (or may be) compromised in any way.

We will require your signature to confirm you have been informed & understand this arrangement is no longer in place.

We have a generic Written Risk Assessment regarding the independent arrival of older children, in addition to this an individual RA will be carried out for individual children which, along with clear terms of arrangements, MUST be signed by parents/carers prior to any such arrangement commencing.

Date:                September 2017                                   Signed:

Review date:    September 2018                                  Signed:

Independent Arrival of Older Children at a Pickup Point

Parent’s signature(s) acknowledge they have read the ‘Independent Arrival of Older Children at a Pickup Point’ Policy and have been given a copy of the risk assessment completed for their individual child.

Commencement of Arrangement

Child’s Signature________________________ Date ________________

Parent Signature ________________________ Date ________________

Manager’s Signature ____________________ Date ________________

Cancellation of Arrangement

Child’s Signature________________________ Date ________________

Parent Signature ________________________ Date ________________

Manager’s Signature ____________________ Date ________________

Internet Safety

The internet is an incredible resource for children to access, support for their homework, chatting to friends etc, but it can also be a very dangerous place for them. They can be exposed to inappropriate material, harassment and bullying, viruses and hackers and be conned into giving away financial information. They can also be vulnerable to on-line grooming by paedophiles. Children are becoming ever more confident and proficient in their use of technology and parents may not be fully aware of their internet activity.

Kozy Cottage Childcare therefore provides children with the opportunity to use computers, tablets and we have introduced a range of procedures to ensure their safety.

  • We have a range of ICT equipment with pre-set games/activities to develop children’s use of a variety of skills.
  • We do not permit children to access our company internet.
  • Children are not permitted to use their own mobile phones/i-pads or other devices with internet access or audio/visual recording features which may compromise their own or others’ safety.
  • We remind parents to check their children’s emails to ensure that they are not being bullied or sending anything inappropriate
  • We talk to the children about the websites they are using
  • Our open plan living room means that children’s activities are highly visible. The history on the computer is checked  regularly
  • We discuss with the children about the importance of keeping safe on line, not forwarding on chain letters, not talking to people they don’t know, not giving out personal information that could enable people to identify them, to tell a trusted adult if they are worried about anything and to never arrange to meet anyone they have spoken to online.
  • Staff are not allowed to use company equipment to access the internet/personal emails/Facebook etc. (see also our Social Media Policy). Team Leaders and Room leaders only have access to the internet for work related purposes only. They each have a password for this purpose.

We aware of the need to limit the time children spend on computers and have strategies to ensure that they spend a balance of time engaged in ICT and other activities. Please remember that information, files and photos/videos can be shared via friends or strangers’ computers and mobile phones –your child may be accessing or receive content that you may not approve of.

We would like to reassure parents that when incorporating ICT as part of the EYFS curriculum, children use specific CD-ROM’s or programmes such as paint, children may also use the tv/dvd/wii for educational or recreational purposes. Recommended age guidelines are adhered to.

Social Media / IT resources & Communications Policy

We recognise that the internet provides unique opportunities to participate in interactive discussions and share information on particular topics using a wide variety of social media, such as Facebook, Twitter, You Tube blogs and wikis. However, employees’ use of social media can pose risks to our confidential information, our reputation, and can jeopardise our compliance with legal obligations.

To minimise these risks and to ensure that our IT resources and communications systems are used only for appropriate business purposes, we expect employees to adhere to this policy. This policy covers all individuals working at all levels including apprentices, students, part-time/casual and fixed-term employees and volunteers (collectively referred to as staff in this policy).

The policy applies regardless of whether the social media is accessed using our IT facilities and equipment or equipment belonging to staff. Staff may be required to remove internet postings which are deemed to constitute a breach of this policy. Failure to comply with such a request may in itself result in disciplinary action.

Staff should not use social media in a way that:

  • breaches any of our other policies or our obligations with respect to the rules of relevant regulatory bodies;
  • breaches any obligations relating to confidentiality; our Disciplinary Rules; defames or disparages the nursery or its customers, or other stakeholders.
  • harasses or bullies other staff in any way; unlawfully discriminates against others or breaches our Equal Opportunities/Anti-Discrimination Policy;
  • breaks any other laws or ethical standards.


We may use internet searches to perform due diligence on candidates in the course of recruitment. Where we do this, we will act in accordance with our equal opportunities obligations.

Personal Use of Social Media

Personal use of social media is never permitted during working time or by means of our computers, networks and other IT resources and communications systems. Staff may access social media using their own computers or smart phones during their lunch breaks subject to compliance with the provisions of this policy.


The contents of our IT resources and communications systems are our property. Therefore, staff should have no expectation of privacy in any message, files, data, document, telephone conversation, social media post or message or any other kind of information or communications transmitted to, received or printed from, or stored or recorded on our electronic information and communications systems.

We reserve the right to use keystroke capturing and other network monitoring technologies to review staff activities using our IT resources and communications systems to ensure that our rules are being complied with and that staff usage are for legitimate business purposes.

Do not use our IT resources and communications systems for any matter or purpose that you wish to be kept private or confidential from the nursery. You may not use our computer equipment or systems for personal financial gain, any illegal activity or anything which conflicts with or compromises Kozy Cottage in any way.

You are not permitted to use, copy or reproduce (in part or in full) any company documentation for anything other than our own company use. You may not remove any confidential or sensitive documentation or any photographs of the children or nursery from the premises.

Please also refer to our CCTV policy.

Protecting our business reputation:

Staff must not post disparaging or defamatory statements about the nursery, our clients and other affiliates. Staff should also avoid social media communications that might be misconstrued in a way that could damage our business reputation, even indirectly.

Parents are requested not to attempt to ‘friend’ staff or contact them personally via social media or in person/via phone for Nursery related matters. Staff should advise managers if they are friends with parents; if this is a genuine friendship i.e. made outside of the nursery prior to a parent joining the common-sense guidelines and recommendations apply:

Remember that what you publish might be available to be read by the masses (including the nursery itself, clients, future employers and social acquaintances) for a long time. Keep this in mind before you post.

Staff are personally responsible for what they communicate in social media.  If you disclose your affiliation as an employee of Kozy Cottage you should ensure that your profile and any content you post are consistent with the professional image you present to clients and colleagues.

Avoid posting comments about sensitive business-related topics, our performance or your own personal illness. Even if you make it clear that your views on such topics do not represent those of the organisation, your comments could still damage our reputation.

If you see content in social media that disparages or reflects poorly or the nursery, you should contact your manager. All staff are responsible for protecting our business reputation.

Respecting intellectual property and confidential information:

Staff should not do anything to jeopardise our valuable trade secrets and other confidential information and intellectual property through the use of social media, word of mouth, documentation or internet methods.

Do not use our logos, brand names, slogans or other trademarks, or post any of our confidential or proprietary information without prior written permission.

Date:                   September 2017                                Signed:

Review date:      September 2018                                Signed:   

Intimate Care Policy

Intimate care (personal physical care) can be defined as any care which involves washing, touching or carrying out a procedure to intimate personal areas which most people usually carry out themselves but some children are unable to do because of their young age.

In addition to this there are other vulnerable groups of children and young people that may require support with personal care on either a short, longer term or permanent basis due to SEN and disability, medical needs or a temporary impairment

It also includes supervision of children involved in intimate self-care e.g. supervision of children visiting the bathroom.

Written permission for personal and intimate care procedures is obtained from parents when their child/children join the nursery. This is one of the consents forming the contract.

Purpose of this Policy is to:

  • Promote safeguarding & ensure all staff are observant that intimate care is given sensitively and appropriately.
  • Uphold children’s rights to privacy and dignity.
  • Identify situations, which have elements of close personal/intimate contact.
  • Safeguard children and adults from any misinterpretation of action.
  • Ensure consistency of action whilst being sensitive to individual need.
  • Dispose of waste safely.

Broad Guidelines

The guidelines cover a variety of activities and it must be accepted that there has to be a degree of flexibility and judgement within some situations.  The guidelines must be followed in the context of Child Protection, Health & Safety and Police Clearance Procedures.

  1. Police Clearance
  • All adults participating in any activities including volunteers/bank staff/apprentice/student Nursery Nurses etc who may have intimate/close personal contact will have undergone statutory police checks (DBS). Any new staff awaiting DBS clearances are supervised by a senior staff member.
  1. Child Protection
  • All child protection matters must be reported to the designated person in Nursery responsible for child protection.
  • Procedures should follow the Child Protection Policy. The   Designated person is Denise Iley.
  1. Health and Safety;
  • All staff should be aware of and adhere to the general health and   

         safety guidelines as documented by the Local Authority.    

  • Appropriate risk assessments are carried out.  Any health and safety concerns or queries should be taken up with the Manager who will act upon the information.

     4. When Toileting/changing; the following must be taken into


  • The need for privacy whilst being aware of the need to protect staff from allegations and pupils from possible inappropriate touching.
  • Consistency of approach with necessary information being communicated to all appropriate staff.
  • Encourage as much independence as possible using the progression of skills; opportunity, dependence, co-operation, participation, supervised independent action, independence,
  • Be aware of assistants’ own personal hygiene and use of appropriate aids – gloves, aprons etc.
  • Be aware of general hygiene and disposal of waste.  (NB Soiled nappies, catheters etc are not clinical waste – double bagging is sufficient).
  • Give sufficient time for the pupil to achieve, to be aware of expectations and be familiar with the type and frequency of prompts.
  • Ensure females (and boys who catheterise) are cleaned front to back.
  • Creams etc only to be used with written permission from parents.
  • Where requested, any arrangements of male/female assistance with boys/girls to be agreed upon admission.
  • Secure documented parental agreement to procedures.
  1. Feeding/Eating; All procedures to be kept up to date with information from health professionals and parents.
  • Account is taken of child’s likes/dislikes and normal routine.
  • Hygiene procedures are adhered to.
  • Emergency procedures to be put in place if possible choking may be an issue.
  • The importance of social interaction at snack/lunchtime should not be underestimated.
  1. Physical Assistance;
  • Give verbal prompts/instructions before touching, moving or      

     handling children.

  • Have due regard for instructions given by therapists regarding individual pupil movement/transfers etc.
  • Always use equipment recommended assisting with moving/transfers & referring to associated manual handling training guidance/RA.
  • Some children may have individual bathroom/feeding/physical assistance regimes, which will be reviewed and amended as required, following advice.

Date:                 September 2017                  Signed:

Review date:    September 2018                  Signed:

Keyworker Policy

The EYFS requires that every child in the EYFS age group should be allocated a keyworker. During your child’s 4 week settling in period they will become familiar with all staff. At some point during this time we will allocate a Keyworker which will take into account your child’s choice. If you as a parent/carer have made a particular bond with a certain member of staff we will take this into consideration too.

The keyworker is responsible for helping a child settle in, completing their daily diary (if under 2), liaising with the child’s parents/carers; exchanging information and informing them of activities in which the child has participated. She/he is responsible for monitoring the child’s development in the seven areas of learning and will identify next steps to be included in upcoming planning. Your keyworker will work with you if your child needs any extra assistance in reaching the desirable learning outcomes.

Your keyworker will not be with your child exclusively or for every minute of the day as we encourage interaction between all staff and children-but they will keep a watchful eye on him/her. It is anticipated that each family will have the same keyworker for siblings.

Your keyworker may work shifts, so rest assured that if is another member of staff who is there when you drop off/collect your child, any important information for/from your keyworker will be passed over.

Date:                    September 2017                       Signed:

Review date:       September 2018                       Signed:

Late Payment of Fees Policy

We love caring for children and supporting you as parents, however we need you to pay your bills so that we can pay ours. We have expenses to meet each month and therefore require fees to be paid when they are due and as agreed. We therefore would be grateful if you could ensure that you are prompt in paying your fees.

Occasional late payments of a day or two will not cause a problem and your child will be cared for as usual, but please give us the courtesy of speaking to one of the Managers about it. If there is a problem making the payment or if you have simply forgotten to bring it with you, please let us know.

However, if this happens repeatedly or if fees are not paid when agreed, we reserve the right to insist that fees are brought up to date within 14 days and your next regular payment is made before any further childcare takes place. After 14 days we reserve the right to add a late payment charge of £5.00 to your bill.

If we have still have not received payment 21 days after the due date, we reserve the right to cease childcare with immediate effect and seek legal advice. This may result in you being summoned to attend a hearing at County Court and if the judge finds in our favour you will also be liable to the Court for costs.

If you have had a change in personal circumstances and are now struggling to make payments, please let us know. It may be that you are now entitled to additional funding through the Childcare element of the Working Tax Credit and/or other benefits.

Please remember that if your childcare ceases, it is your responsibility to inform tax credits so that an overpayment is not made that you may then have to pay back. Tax credits do carry out spot checks, and we do not issue receipts unless fees have actually been paid.

Parents in receipt of funded education may need to inform Tax Credits if they are in receipt of certain benefits. This again is your responsibility.

Date:                 September 2017           Signed:

Review date:    September 2018           Signed:

Lone Worker Policy

The Health and Safety at Work etc. Act 1974 and The Management of Health and Safety at Work Regulations 1999 requires us to provide a safe environment, safe equipment and safe working systems of work for all our employees and those working on our premises.

These requirements are applicable to all our work situations and in particular where staff are working alone.

We define a Lone Worker as in any situation where a worker has no visual or audible contact with a second person that can provide assistance in case of accident, illness or other emergency. This would mainly be during a school pick up or drop off.

We acknowledge that there may be an increase risk to health and safety of our employees, members and others working alone.

Company Responsibilities

Risk assessments are to be undertaken to identify risk to the Lone Worker and the measures introduced to minimize risks wherever reasonably practicable.

That comprehensive information on the risks to their health and safety, including an induction covering the hazards, emergency procedures and the management controls for those risks will be given to all staff before being placed in a lone worker situation.

Staff Team Responsibilities

Staff shall ensure that they have read the lone worker risk assessment, co-operate with the arrangements as set out and with any safe system of work highlighted.

Staff should also take reasonable precautions for their own health and safety and for others who may be at risk.

Any new hazards/risks or concern’s must be reported to the Manager to enable them to modify the risk assessment.

Cleaning contractors / out of hours maintenance contractors, must have their own lone worker policy.

Date:                 September 2017            Signed:

Review date:    September 2018            Signed:

Lost Child Procedure

Kozy Cottage Childcare aims to keep children safe. Risk assessments are carried out and preventative measures taken.

  • On outings and school runs, children walk sensibly holding hands in twos, so that it is easier to keep a regular visual check on the children.
  • The youngest child or children may be safer in, or holding the pram, or trolley at the shops, depending on circumstances.
  • We have sets of reigns for any toddlers who don’t like to hold hands as it gives them a bit of freedom while keeping them safe.
  • Children know that in doing this they are keeping themselves and each other safe-instilling a sense of being responsible for themselves which will hopefully encourage safer choices when they are older.
  • Our adult: child ratios are met at all times and may be exceeded if management feel that the risk to child becoming lost during a specific outing or activity.
  • When walking in larger groups, one adult will walk at the front of the group and one at the back, to keep visual contact with children at all times.
  • If any child runs off or wanders, this will be addressed immediately, with the group waiting until we are back in order. The issue of safety will be discussed with the child/children at the next convenient time. (Parents will be informed if necessary to support their child in making safe choices).
  • Preceding special trips or outings, we will discuss measures of staying safe and any specific risks the children need to consider, Their ideas and input, perhaps based on their prior knowledge from home or another setting, will be encouraged and put into practice where possible.
  • Children will be sensitively briefed on ‘stranger danger’ depending on their level of understanding and emotional capacity.
  • Children will discuss and practice through role-play what to do if they become lost.     
  • In general the approach will be:
    • Stop, and listen for your adult calling your name;
    • -shout for your adult and look around without moving
    • -look for someone they know, e.g. another Mum at school, or
    • Someone who works at the place we are visiting and ask for help.
    • -do not walk off with anyone to a place where no-one else is.
    • -never get into anyone’s car.
    • -remember we won’t be far away and we will be looking for you.

If we discover that a child is lost:

  • A member of staff will immediately raise the alarm and make a search of the area, maintaining safety of other children present, reassuring them as they may be distressed.
  • We will alert staff/security if applicable, providing everyone with a description of the child.
  • If we are still unsuccessful at finding the child within a reasonable amount of time, we will alert the police and parents.
  • At a suitable time (within 24 hours) we will make a report which will include details of the incident.
  • We will inform Ofsted within 14 days of the incident.

Date:                September 2017         Signed:

Review date:   September 2018         Signed:

Medication Administration and Storage Procedure

We will only administer medication when it is essential to do so and to meet the needs of the child e.g. when it would be detrimental to a child’s health if the medicine was not administered. Medicine will only be administered when prior written consent has been obtained. To meet the welfare requirement ‘safeguarding and promoting children’s welfare’, we are required to promote the good health of children and take appropriate action when they are ill.

We are able to administer prescribed medication to your child. We are also able to administer non-prescribed Calpol or teething gel, but only if there is a health need to do so (3.44 of welfare requirements). If non-prescribed Calpol is given this is covered in a separate ‘Administration of Non-Prescribed Calpol’ policy, with a record form to be completed.

We will only administer medication to your child if it is in the original bottle or container and not decanted. It must state the manufacturer’s guidelines and if it is prescribed, the details of the doctors or pharmacy as well as your child’s name and date of birth. All medication is stored appropriately and must be within the expiry date.

If the administration of medication required technical or medical knowledge we will attend specific training provided by a qualified health professional.

We will never administer medicines containing aspirin to a child under the age of 16 unless they have been prescribed by a doctor.

For any child with long-term medical needs then Kozy Cottage will ensure they have sufficient information about the child’s medical condition and will work in partnership with parents to assist the administration of any prescribed medication.

We are required to keep a written record of all medicines administered to children within our care.

Before we administer any medication, we will obtain prior written consent from a parent/carer for each and every medicine before it is given. The consent will specify:

  • the child’s name
  • the details of the medication to be administered
  • the health reason for administering medication

 We will also record:

  • the time that the medication was last administered (this may have been administered by a parent / carer of the child)
  • the date(s) that medication should be administered
  • the time that the medication should be administered

The prior permission from requires a signature from a parent or carer in order to allow us to administer the medication (and need to sign that we have informed them medicine has been administered).

Medicines are stored as recommended by the manufacturer. There is a separate medication fridge which is kept in a lockable cupboard. Medication which is not to be kept in the fridge is kept in the office out of children’s reach. 

When administering medication we: 

  • record what medication has been administered to a child (e.g. paracetamol)
  • record when medication has been administered to a child (time and date)
  • record who has administered medication to a child

The medication record will always be signed and witnessed with an acknowledgement signature to demonstrate that the parent /carer has been informed that medication has been administered to their child.

Medication will only be administered by a senior member of staff, Team lead or Manager.

Date:                     September 2017             Signed:

Review date:        September 2018             Signed:

Medication /Alcohol/Substance- adults Use Medication

Adult’s medication are stored out of sight and out of reach of children, if members of staff are prescribed a new medication by the doctor, they must add this to their health declaration form & it will be checked that this will not impair their ability to fully care for children in the capacity required. If appropriate, support will be given to enable the adult to continue working here e.g. reviewing their role, job description or hours of work, if possible; however the children’s welfare remains paramount at all times.

Alcohol/Other Substances

When working directly with children, no member of staff is permitted to be under the influence of alcohol or any other substance which may affect their ability to care for children.

Date:                     September 2017         Signed:

Review date:        September 2018         Signed:

Nappy Changing and Potty Training/Toileting Procedures

  • Collect child’s bag-check so that everything is to hand and the child is never left unattended.
  • Changing mat is available to be used at floor level to prevent accidental falls. For staff needing to use a changing table, it is available & children will never be left unattended at any time, and they will have contact with the child at all times to prevent rolling off.
  • Changing is to be carried out in the area provided for the child’s privacy and visibility for child protection purposes. Only permanent staff or our own childcare apprentices will be permitted to perform nappy changing, toileting or other duties.
  • Place child on mat (supporting head if necessary) and handling gently at all times.
  • Disposable gloves and aprons are provided for every nappy change, using only once. We insist that gloves are used for soiled nappies/accidents, cleaning up blood/vomit and if a staff member has open cuts on their own hands.
  • Gently cleanse the nappy area using products provided, paying particular attention to folds and creases.
  • While cleaning girls, wipe from front to back to reduce the risk of infection.
  • Apply cream if necessary/requested and put on clean nappy and arrange vests/clothes comfortably and tidily.
  • Spray and wipe the mat with the cloth and anti-bacterial spray or wipes provided (never bleach-based or harsh chemicals which may harm child’s skin or clothing). Dry with paper towels provided.
  • Double bag and dispose of nappy/gloves/apron and paper towels.
  • Make a note in the child’s diary of any rash/sores etc. or items parents need to replenish.
  • Use this 1-1 time to enhance language and communication as well as supporting emotional bonds.
  • Staff must demonstrate the ability to consistently follow the above procedures. This must be observed and documented on 10 occasions by a Room lead/Team Lead or Manager before being signed off to change nappies without supervision.

Date:                 September 2017        Signed:

Review date:    September 2018        Signed:

Oral Health Policy

The earlier good brushing habits can be put in place the better. Not all schools or pre-school settings are ideal for tooth brushing, but as this has been set up as a home environment we feel there is no reason not to, if the children arrive in plenty of time!! If we can teach children the importance of brushing for 2 minutes, twice a day, they are more likely to carry on as they get older. Early Years children and babies brush their teeth after lunch.

  • Details of child’s dentist are required to be completed on children’s record form upon admission. This makes any emergency treatment swifter and also reinforces the importance of regular dental care for children.
  • No juice or fizzy drinks are given in babies bottles.
  • Between meals, drinks offered are milk or water and snacks offered are a selection of savoury breadsticks, breads, crumpets, rice cakes, crackers, fresh fruit or vegetable crudités, plain yoghurt or cubes of cheese.
  • Parents are given copies of our menus to illustrate food provided.
  • Written consent is required for children needing to brush their teeth.
  • We provide age appropriate toothbrushes and paste for each child if this is required. Brushes are be stored separately in named, vented covers.                                                       
  • When possible we take children to visit the dentists to familiarise them with the dentist waiting and treatment rooms, see the equipment used and promote discussions.
  • While children can be made aware of healthy food choices and oral health care throughout the year, a more focused theme plus additional resources are introduced around this theme at least once each academic year.
  • Staff access relevant training periodically and share publications with parents, children and other professionals.
  • Children are given praise, time, privileges and non-food treats as reward for good behaviour.
  • Parents are advised to seek sugar free medicines.

Date:                 September 2017           Signed:

Review date:    September 2018           Signed:

Outings and Trips

Written parental permission is obtained upon admission for all routine outings/venues that we have previously visited and have a written risk assessment in place.

Further consent may be required if an outing planned is a new venue which we have not been to before. A new risk assessment will be carried out to ensure we optimise safety and minimise risk prior to requesting parental permission.

Venues that we have risk assessed and may be included as a ‘routine outing’ are as follows:

  • school drops/collections
  • cinema (occasional over 8’s treat)
  • travel on foot
  • animal experiences
  • travel by car
  • soft-play
  • local shops
  • the park

If you wish to withdraw/abstain consent for a particular outing, please let us know in writing.

We prepare for outings in the following ways: emergency contact details for the children are taken, Travel First Aid Kit, coats; cardigan; sun hat; sun cream; medication; wellies; shoes; a brief description of what your child is wearing; nappies; wipes; changing bag (if required); spare clothes; mobile phone; drinks; a healthy snack; provisions for travel sickness, clear directions to our destination; full tank of petrol in car  and money.

Adult: child ratios are correct or exceeded. We put into place strategic plans to avoid crowds and loss of control, For example at visiting at times when the venue is more likely to be quiet. Before an outing, we remind the children how to keep themselves safe, referring to our ‘Lost Child Policy’.

While walking, staff will place themselves one at the front, then the children will follow in pairs holding hands and one at the back if a larger group.  This way we can keep track of all the children at all times.

If there is only one adult (i.e the group is small) we will arrange the children in the safest order according to our knowledge of them as individuals.

Outings are organised with consideration given to the needs of the children.

We take the necessary equipment and resources to keep them safe, including car seats for all children up to 4 feet 5 inches tall, pushchairs and harnesses. In all trips in vehicles, each child is securely strapped into their car seat and that the maximum number of passengers for the car is never exceeded. A first aid kit is always taken when transporting children.

Vehicles are properly maintained with a current MOT certificate where required, Tax and Insurance. This is documented by the Manager. Children are never left unattended in vehicles. Where possible vehicles are refuelled outside of work hours.

Date:                 September 2017          Signed:

Review date:    September 2018          Signed:

Payments & Nursery Sessions Policy

Kozy Cottage prices are reviewed annually on 1st April each year. While the nursery endeavours to keep costs as low as possible and maintain flexible sessions, in order to maintain sustainability and quality of care prices will increase annually. 

For it to be possible to pay staff according to their qualifications, experience, minimum wage requirements, recent introduction  of company pensions and to meet rising costs of services etc our prices do need  to be reviewed annually.  Parents/ carers will be informed in writing one month in advance of any pricing changes. The nursery is committed to support parents who may encounter unexpected financial difficulties by allowing them to pay on a weekly basis in the short term.  However the nursery reserves the right to discontinue providing child care for a child where payments fall into arrears.

Regular late payment of fees will be deemed as breach of contract and the nursery place will be terminated. The nursery will endeavour to collect any outstanding fees once a child has left. 

Up Front Costs

On application for a place at Kozy Cottage the parent/carer is requested to pay a non- returnable administration fee of £30.00 to cover administration costs, introductory visits and hold the place as per times and days requested. (If you subsequently change these requirements & we are not able to accommodate your new request, again this fee will not be refundable).

Monthly Fees

Fees are charged monthly in advance and are due on the first of each month. 

Payments can be made by direct debit or direct internet banking. The nursery does not have a facility for accepting credit card payments. Please allow 5 days clearance when you make your payment if you pay via the internet. Fees are inclusive of meals which include breakfast, lunch mid-afternoon snack and tea. Children’s nappies are not included and must be provided by the parent. 

Late Payments of Fees

Additional charges may be made, with Manager’s discretion, for late payment of fees and/or late collection of children. Please see our ‘Late Payment of Fees’ Policy for further information and guidance on charges.


Charges still apply when a child is absent from the nursery because of illness, holidays or any other reasons.  We have our overheads to cover and staff to pay according to your bookings. We have to adhere to strict adult: child ratios and staff are given their shifts around the times when they are needed. 

We are not able to compromise this rule by booking in extra children which we are not staffed for. We are unable to offer ‘swaps’ if you do not bring your child for any reason. If you drop your child off later than your booked start time or collect your child earlier than your booked finish time we do not offer to provide free childcare at another time for the difference of minutes or hours not used.

Child-care Vouchers and Tax Credits

Kozy Cottage is registered with various agencies who provide payment vouchers for child-care via employers which provides a means of tax relief against child-care fees. 

Parents need to provide the nursery registration details to the agency that their employer uses to enable part payment by this method. Please note that payment via this method is still due on the first of the month and voucher payments received late may be charged for.

We do appreciate that this may take one or two payments to set up, however please endeavour to organise your vouchers so that payments are made when due. You may need to contact your voucher company for further guidance.

Parents whose children attend Kozy Cottage can claim Child-care Tax Credit against their fees. Parents need to inform the Inland Revenue of their new child-care costs each time they change. This includes any funded childcare you are receiving.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Personal Possessions Policy

Kozy Cottage provides a wide range of toys and activities for all the children in our care, catering for different needs, abilities and ages. Whilst it is not necessary for children to bring additional toys with them to play with we can appreciate that sometimes a child may have a particular comfort toy that they wish to bring or a toy that they have been playing prior to arrival.

We will endeavour to keep all children’s toys and resources safe, however we sure you appreciate that with a number of children in our care at any one time, it is not always possible to keep an eye on their belongings at all times or when we are out and about. Whilst losses are rare we would advise that if a toy is very special or expensive that it remains safely at home as we are not to be held responsible for loss or damage to them.

If your child does have a comfort toy that they are very attached to, we would recommend that additional ‘copies’ are purchased, or an alternative is introduced as this can prevent great upset if  their special comforter becomes lost.

Date:                 September 2017         Signed:

Review date:    September 2018          Signed:

Physical Contact Policy

We are very aware that some children like to be affectionate and show it through hugs, kisses etc while others are not so tactile.

Kozy cottage Childcare foster a family atmosphere and staff are therefore happy to offer appropriate contact e.g. hug, kiss (head or cheek), hold hands cuddle your child, providing both you and your child are happy with this. No members of staff would ever force or persuade your child to do any of the above if it made them feel uncomfortable.

While staff will make emotional bonds with children, we nevertheless are not here to ‘replace’ their parents/carers-we know the children ultimately want their parents/carers. Staff are expected to treat all children with the same level of care and attention & not display favouritism.

It may be necessary on occasions to remind children about ‘personal space’ if they are being over-familiar, making other children (or adults) uncomfortable, or touching in inappropriate ways. This will be done in such a way that the children are not made to feel embarrassed or creates a fuss which outweighs the behaviour.

We need to have some physical contact with children to ensure hygiene routines are carried out, e.g. hand washing, nose wiping, and applying cream. We assist with toileting according to the age and stage of the child, including nappy changes and potty training (see also our ‘Intimate Care’ Policy). If necessary we will change a child’s clothes if they have a toilet accident, or get wet, muddy, painty etc.

If a child hurts themselves we are happy to give appropriate physical contact. Staff will never take a child out of sight to offer physical contact if upset, hurt or requesting a cuddle. Kozy Cottage’s free flow design and glass panels allow maximum visibility of staff and children at all times.

Date:                September 2017          Signed:

Review date:   September 2018          Signed:

Potty Training/Toilet Training

This is done in consultation and partnership with parents.

  • Positive techniques will be discussed with parents so that there is consistency between home and the setting.
  • Once you have established a routine at home, we will then begin to encourage your child to sit on the potty and copy your routine as closely as possible.

Introduce potty-training in a ‘matter of fact’ way to your child:

  • allow them to go with you to the bathroom. Introduce the potty as similar to a toilet.
  • allow your child to sit on the potty for a few seconds at nappy changes.
  • when you feel that they are developmentally ready, (i.e. language/actions/ nappies being dry for longer times), then encourage your child to have a ‘try’ at regular intervals. Make a big fuss when your child uses the potty, even if by accident!
  • once they begin to use the potty regularly, then intervals can be lengthened.
  • When your child is dry for longer times and successfully using the potty/toilet, then introduce pants/knickers to reinforce their efforts and success!
  • Never physically or verbally force a child onto the potty, as this will distress them and may cause difficulty in or an aversion to potty training.
  • Encourage your child to tell you when they think they need to try on the potty and support them willingly.

Please be patient!!!

Please celebrate even small successes rather than scolding a child or showing

Your annoyance/frustration. Praise and rewards will encourage and reassure your child. Stickers or reward charts/the promise of doing a favourite activity together are preferable to sweets or food rewards.

  • We request that your child arrives in a ‘pull-up’ so that they can use them as pants/knickers (and begin to pull them up & down themselves) when using the potty rather than taking off a nappy. This setting cannot accommodate toddlers wearing nothing on their bottom half.
  • Your child needs to wear suitable clothing that they can easily manage (no dungarees, all in ones, or belts/tight buttoned trousers).
  • Please provide plenty of spare clothes, including socks.
  • When you feel that your child is ready to wear knickers/pants, please discuss this with your keyworker.
  • If your child still has a nap during the day, at first we will put your child’s pull-ups back on until your child is dry throughout the day.
  • if your child has three or more accidents in one day, we may put their pull-up back on and we try again on their next session. Children are not ‘threatened’ with a nappy as a form of punishment or humiliation.
  • Accidents are dealt with calmly, sympathetically and in a way which does not distress the child or make them think they have done something wrong.
  • We understand that some children may regress due to a particular upset or change in routines at home. If your child has been dry for a while and they begin to have accidents, we will help and support you and your child through this time.
  • We do not recommend that your child be put back into pull-ups during times of stress, as this could make them more insecure. Instead they will be encouraged more than usual to use the toilet and given a lot of general reassurance in all areas to support them emotionally too.
  • Children are encouraged to toilet themselves, with support where needed. Success is rewarded e.g. with praise or a sticker.
  • Potties are to be sluiced down the toilet with a little warm water then wiped down with anti-bacterial spray & toilet tissue, again disposed of down the toilet.
  • Aprons and disposable gloves are provided if desired, hands should always be washed thoroughly after assisting children.

Children will be changed as soon as we become aware that they have had an accident. Children will never be left in wet or soiled clothes as a method of ‘teaching’, even upon parent’s request. Apart from being unhygienic, this could distress your child or cause other children to be negative towards your child. Alternatively, this could ‘teach’ your child to get used to playing in wet/soiled clothing and that this is acceptable to the adults around them.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Policy for Progress Check at 2yrs

The Early Years Foundation Stage (EYFS) requires that parents and carers must be supplied with a short written summary of their child’s development in the three prime learning and development areas of the EYFS: Personal, Social and Emotional Development, Physical Development and Communication and Language. This is a statutory requirement and should be completed when the child is aged between 24-36 months.

However, guidance documents require that the check should be completed as close to 2yrs as possible, so that it is written before the 2yr Health Visitors check-with parent’s input and the parents given a copy to hand over to the HV. The HV check is a health and developmental review and part of the NHS Healthy Child Programme. The 2yr progress check is different and compliments the HV check so both should be done. Our setting will forward a copy of 2 year checks to your child’s HV and we ask that you in turn share a copy of the HV check with us.

The aims of the progress check are to:

  • Review a child’s development in the three prime areas of the EYFS.
  • Share this information with parents at an agreed time to ensure they have a clear picture of their child’s development.
  • Enable the setting to understand the child’s needs and plan activities and experiences to meet them in the setting.
  • Enable parents to understand the child’s needs and enhance development at home, with support from the setting.
  • Note areas where the child’s abilities are emerging, meeting expectations or progressing beyond expectations.
  • Describe actions the setting intends to take to address any developmental concerns (including working with other professionals where appropriate).

The progress check will:

  • Be completed by the child’s key worker who knows the child well and works directly with them in the setting.
  • Arise from the on-going observational assessments carried out as part of everyday practice in the setting. This will include information gathered from Learning journeys, parents input, general day to day observations and contributions the child if appropriate.
  • Be based on skills, knowledge, understanding and behaviour that the child demonstrates consistently and independently.
  • Take into account the views of other practitioners and, where relevant, other professionals working with the child.

Parental permission

Parents are requested to give written permission for on-going observation, the recording of their child’s development and for sharing information with relevant professional third parties. This is obtained prior to the commencement of child care. Every effort will be made to involve the parents in a way that best suits them personally and at a time which is convenient to them.

Date:                   September 2017                  Signed:

Review date:      September 2018                  Signed:

Promoting Fundamental British Values |Policy


This policy sets out the four key areas within which Ofsted has defined British values, and the ways in which children learn and develop understanding of these areas, both through the curriculum and other opportunities.


From September 14, all schools & Early Years settings in England are required to promote the historical and current values that underpin the national identity known as being British. Within this, settings are required to ensure that the curriculum actively promotes these fundamental British values. Kozy Cottage celebrates and welcomes children and cultures from all over the world. Alongside this, we are keen to support all children in learning about and deepening their understanding of British values, culture and systems.

What is ‘Britishness’?

Fundamental British values are defined as:

  • Democracy: Respect for democracy and support for participation in the democratic process.
  • The rule of law: Respect for the basis on which the law is made and applies in England.
  • Individual liberty: Support and respect for the liberties of all within the law.
  • Mutual respect and tolerance: Support for equality of opportunity for all and respect and tolerance of different faiths and religious and other beliefs.

In order to meet these standards we:

  • Actively promote the fundamental British values above
  • Prevent the promotion of partisan political views within the curriculum and ongoing practice of all staff at all times.
  • We are aware of our Prevent duty with regards to extremist views and/or radicalisation.
  • Take such steps as are reasonably practicable to ensure that where political issues are brought to the attention of children, they are offered a balanced presentation of opposing views.

We enable children of all ages to:

  • develop their self-knowledge, self-esteem and self-confidence.
  • distinguish right from wrong, developing respect the civil and criminal law of England as they mature.
  • accept responsibility for their behaviour, show initiative and understand how they can contribute positively to the lives of those living and working in the local community and to society more widely.
  • acquire a broad general knowledge of and respect for public institutions and services in England.

We encourage children to foster:

  • tolerance and harmony between different cultural traditions by enabling pupils to acquire an appreciation of and respect for their own cultures.
  • respect for other people, paying particular regard to the protected characteristics set out in the Equality Act 2010.
  • respect for democracy and support for participation in the democratic process, including respect for the basis on which the law is made and applied in England.

British values

Expectations for children include an understanding:

  • as to how citizens can influence decision-making through the democratic process.
  • that participation in elections by those opposed to democracy should be allowed by law, but the success of such candidates is undesirable for the well-being of society if it would lead to the end of democracy.
  • that bodies such as the police and the army can be held to account by the people, through the democratic organs of government.
  • that the freedom to hold other faiths and beliefs is protected in law, and an acceptance that other people having different faiths or beliefs to oneself (or having none) should not be the cause of prejudicial or discriminatory behaviour.

How do we actively promote British Values within our Kozy Cottage Nurseries?

Democracy& The rule of Law

(a) Provide pupils with a broad general knowledge of and promote respect for public institutions and services through the planned curriculum and ongoing resources/provision.

(b) Use activities to demonstrate to children how they can influence decision making through democratic process. Include information about advantages & disadvantages of democracy and how it works in Britain and abroad. Practice to reflect existing ‘Children as Stakeholders’ Policy.

(c) Encourage children to be aware of injustice, perceived or real and think about ways in which this can be challenged through school processes or in the wider world, Charity Fundraising initiatives and awareness raising campaigns.

(d)Use circle time /group time to explore themes relating to democracy in this country and around the world.

(e)We ensure our Policies, Procedures and expectations are transparent, clear and fair, available for all to consult and that they are used consistently across the different areas and age groups within our Nursery.

(f) Help children to distinguish right from wrong through discussion and modelling positive behaviour & by equipping children with the knowledge of appropriate ways to challenge others behaviour or beliefs.

(g) Help children to understand that the law and living under the rule of law is intended to protect individuals and groups and that the law is to be respected through upholding and adhering to it as a community and to our own Nursery rules-ensure these are regularly reviewed & discussed with the children, according to their understanding.

(h) Support children of all ages to develop positive self-esteem, self-worth, self-confidence and self-awareness and self-knowledge.

(i) Encourage children to assume responsibility for their own behaviour and acknowledge the effects it may have on others.

(j) Challenge stereotypes and promote individuality at every opportunity, modelled by staff and older students to set positive examples the school.

(k) Work tirelessly to establish and maintain a climate in which all students feel safe and bullying is not tolerated.

Individual Liberty & Mutual Respect and Tolerance

(a) Promote respect for individual differences & individual liberty.

(b) Expose children to British and other cultures, their ways of life and faiths, encourage and support their growth in their understanding and appreciation of these.

(c) Use circle time, ongoing provision & extra activities/celebrations as vehicles to embrace and accept different ways of worship and different perspectives on faith.

(d) Use a wide range of opportunities to encourage critical thinking and deeper understanding of difference and beliefs

(e) Discuss differences between people: ethnicity, gender, faith, disability, sexuality and family situations such as young carers or looked after children ensuring that pupils can understand these different elements within British society.

(f) All staff, parents/carers/visitors and children are expected to behave with integrity, tolerance and compassion in their dealings with one another. We provide opportunities for all children not only to explore their own cultures but also to understand how these align with British values and how we can work together as a community for the greater good. Every member of the community has a part to play in enshrining the core values and beliefs so as to build a strong, united and democratic childcare setting. Where unfairness or bullying is found to exist it will be routed out, and democracy and the rights of individuals will take centre stage.

(g) Children are encouraged to debate and discuss ideas, sharing and defending their beliefs in a way that is collaborative and supportive. Staff are encouraged to be involved in decision-making processes, planning activities, liaising with parents and proposing changes within the setting.

(h) Staff model positive behaviour and democratic values in their interactions with colleagues and children.

(e) Children learn about a wide range of cultures & beliefs and examples of key moments, people or ideas from British history.

(f) We ensure that both boys and girls can learn more about and question the notions of liberty, justice, democracy, law, governance, faith and belief systems, ensuring that both boys and  girls feel safe, secure and able to celebrate their own and each other’s’ backgrounds, beliefs and cultural practices.

All staff and parents/carers can access to this document online for reference and to see how we promote fundamental British values as an integral part of our setting. We feel that by following EYFS guidelines we naturally promote values, many of which have recently been identified as British values. However developing this policy has enabled us to identify specific points which can be put into practice to reflect the policy itself.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Record Keeping Policy

Records will be kept which include& are not limited to: 

1 – Children’s personal details:

    • Full name/ preferred name                  
    • Allergies/health
    • Date of birth                                          
    • Doctor/dentist
    • Health visitor/ any other professional involved
    • Collection arrangements                        
    • Parent details Permission forms               
    • Contract                             
    • Contact numbers & emergency contacts
    • Childs likes/dislikes     
    • ‘All about me’ & home routine details/preferences
    • Person(s) with parental responsibility/persons prohibited from contact
    • Dietary requirements
    • Any additional needs or other requirements/information disclosed
    • Record of Personal or sensitive information eg. incident records / details of contact with other childcare professionals that we would not be put in your child’s EYFS folder of achievements.

(This information is likely to have been already disclosed by you/ shared with you, however is available for you to see upon written request-except in exceptional circumstances where data protection laws stipulate it is against the best interests of the child to do so).

2 – Diary of attendance for children with actual days/times of arrival/departure &other daily events/ specific arrangements

3 – Attendance Sheets projecting fixed days, shifts including anticipated changes in attendance, ages and future vacancies/spaces.

4 – Incident/accident/medication book

5 – Visitors book

6 – Record of complaints/incident& physical intervention book

7 – Risk assessments

8 – Policies and Procedures

9 – Information brochure

10 – Staff personal record, CRB/DBS forms,       emergency contacts, references, reviews/appraisals, contracts, suitability and health declarations etc.

11 – Certificate of Ofsted Registration, Certificate of Insurance, Vocational/Statutory Certificates, Additional training certificates, car insurance/MOT documents.

12 – enquiries/requests/waiting list

13 – Health and Safety checks records

14 – Staff rotas & staff signing in/out book

15 – Daily diaries for under 3’s

16 – Learning journeys for all children in the Early Years (either hard copy or electronic)

17 – Fire log records

18 – Company financial/legal & House keeping documents

Date:                 September 2017                    Signed:

Review date:    September 2018                    Signed:

Rest and Sleep Policy

‘Rest’ is defined as a period of inactivity, solitude, calmness or tranquillity, and can include a child being in a state of sleep.

We discuss with you in detail the sleep routines you have established for your baby/child and how Kozy Cottage Childcare can best accommodate them into our own routines. These discussions will need to be on going as the sleep needs of your baby will change as s/he grows and develops. The welfare of the child remains paramount at all times, and there may be occasions where a child is unwell, exhausted or overtired and distressed. On these occasions staff may choose to allow a child to nap although it may not be part of their usual routine. Following SIDS guidance, your infant will be put for a sleep on their back, ‘feet to foot’ if in a travel cot and not overheated. Requests to lay an infant on their tummy will require a written request from a medical practitioner e.g. your G.P.

  • As a parent you too need your sleep so it is vital that we work in partnership with you to provide a sleep routine for your child that fits your requirements.

Please let us know:

  • How many naps your child normally has, for how long and at what times during the day.
  • When is the latest your child can sleep without it affecting their night-time routine?
  • Do you want me to wake your baby after a certain length of time or can they sleep on?
  • What routine do you have to settle your child?
  • Do they have a dummy or comforter?
  • Where will your baby /child prefer to sleep?

Sleeping babies in our sleeproom are regularly checked for regular breathing and temperature. We have a sleeproom thermometer which is monitored throughout the day.

There is a sleep checklist for staff to complete throughout your child’s nap. keyworkers record infant’s sleeps in their daily diary. We do not use duvets or quilts as infants can easily overheat. We use cotton covers & blankets, with each infant having their own set which are regularly laundered.

If you ever have any concerns over your child’s sleeping routine please do discuss them with us and we can make arrangements to change times etc. if necessary.

Date:               September 2017           Signed:

Review date:  September 2018           Signed:

Risk Assessment Policy

The Early Years Foundation Stage requires childcare providers to conduct risk assessments and review them regularly.  We have various risk assessments for indoors and outdoors and when out and about.

Denise Iley has overall responsibility for risk assessments. All staff may also complete written risk assessments for any environment that we take the children into, for example, on outings and when walking to school, the shops, library as well as activities at Kozy Cottage.

Our risk assessments are securely stored but remain available for all parents to see on request as well as for Ofsted inspections.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Safe working Practice

At Kozy Cottage Nursery, we value our staff and wish to encourage a high level of professionalism and good practice. 

This document aims to provide you with guidance on appropriate conduct whilst working within our setting, whether paid or unpaid. 

In writing this code of conduct we have tried to be as comprehensive and explicit as possible, please let us know if when reading it you become aware of anything we have failed to include or need to clarify. We welcome your input and feedback

Everyone expects high standards of behaviour from adults who work with children and young people, it is therefore important that you understand the nature of our work and the responsibilities related to it. You are in a position of trust and are seen as a role model and must act in an appropriate manner at all times.

Our aim is to minimise the risk of misplaced or malicious allegations against staff or the setting by ensuring that you are fully informed of our expectations. Any unsafe or unlawful behaviour or breach of this code of conduct will be subject to disciplinary or legal action.

Underpinning principles 

  • The child’s needs are paramount and the needs and wishes of each child, be they a baby or an older child, should be put first (Working Together to Safeguard Children 2015)
  • It is the responsibility of all adults to safeguard and promote the welfare of children and young people.
  • Adults who work with children are responsible for their own actions and behaviour and should avoid any contact which would lead any responsible person to question their motivation and intentions.
  • Adults should work and be seen to work in an open and transparent way.
  • The same professional standards should always be applied regardless of culture, disability, gender, language, racial origin, religious belief or sexual identity. Creating a safe culture within the setting involves developing an environment where all children, young people and adults are able to express themselves, be accepted, listened to, given time and mutual respect.
  • Adults should continually monitor and review their practice.
  • The setting operates a whole team approach in which every member of the setting staff is held equally responsible for the quality and success of the setting.

Our expectations are that staff must:

  • Understand the responsibilities of their role and be aware of the sanctions that will be applied if these requirements are breached.
  • Complete the duties and responsibilities as set out in their job description
  • Be fully aware of and follow the settings policies and procedures at all times.
  • Conduct themselves at all times in a professional, courteous, helpful and consistent manner. Be aware that they are role models and consider how they display this within the setting Take responsibility for their own actions and behaviour.
  • Recognise and respect the value and intrinsic worth of each child and family regardless of economic or social background. Treating children fairly and without prejudice or discrimination, valuing and taking children’s contributions seriously, actively involving children in planning activities wherever possible.
  • Show all children and families respect and understanding.
  • Nurture and educate young children as well as providing information and support to parents.
  • Seek to improve their understanding of the development of young children through ongoing education and collaboration with colleagues. Maintain the highest standards of performance and aim to improve their knowledge skills and competency through CPD.
  • Have a responsibility to understand and adhere to current legislation and guidance that supports their role.
  • Contribute to the settings responsibility to protect children and encourage a safer working culture. 
  • Ensure that Surrey’s Safeguarding Procedures and the government’s Prevent Duty are followed in the Nursery.
  • Maintain appropriate professional boundaries and avoid behaviour which might be misinterpreted by others. Follow the settings E-Safety policy ensuring all communications between adults and children take place within clear explicit boundaries.
  • Follow agreed procedures, without fear of recrimination,  to bring to the attention of the nursery manager any deficiency in the standards (EYFS 2014)
  • If having concerns regarding the Nursery Manager or any other senior staff, follow the Whistle blowing policy.
  • Challenge poor practice and situations which may leave themselves, or others, particularly vulnerable.
  • Dress appropriately and safely for their role and give a positive image. Uniform tops are provided by the setting and where possible these should not be worn outside working hours.
  • Not take any substances including alcohol and drugs, which may affect their work, other than for medical reasons in which case the management must be informed. No smoking is permitted on the nursery site.
  • Be aware of their conduct outside of work, particularly with regard to friendships with parents.  Consult the manager before taking on additional employment, be clear about contractual obligations and ensure that there is no conflict with the settings interests
  • Adhere to settings policies with regard to the use of cameras, tablets and mobile phones or any other personal electronic device on site. (Safeguarding Portfolio)


  • Be aware of the appropriate use of physical intervention, adhering to the settings Behaviour policy. Never use or threaten to use any form of physical contact that may be seen to constitute physical abuse.
  • Be aware that behaviour in their personal lives may impact on their work with children and young people.
  • Be aware that personal and domestic problems should be left at the door and not be allowed to impact on their performance and relationships within the setting.
  • Constantly evaluate and reappraise their own methods, policies and practices and be aware of the need to keep up to date with current developments in the light of changing requirements and circumstances.
  • Be aware of the need for confidentiality within their professional practice. Confidential information should not be disclosed unless required by law or to protect the interests or welfare of the child. Staff must be aware at all times of what they discuss in front of children, parents and other staff members. Be vigilant in maintaining their own privacy and mindful of the need to avoid placing themselves in vulnerable situations. (Confidentiality Policy)
  • Avoid favouritism. Report and record any incident or indications (verbal, written or physical) that suggest that a child may have developed an inappropriate attachment with any adult in the setting. (Key Worker Policy)
  • Always maintain appropriate professional boundaries. Ensure any contact with children is appropriate and understand that physical contact in some circumstances can be easily misinterpreted. Be aware of cultural or religious views about touching and always be sensitive to issues of gender.
  • Always encourage children, where possible, to undertake self-care and all other tasks independently. Never touch a child in a way that may be considered indecent. Hugging, kissing, allowing a child to sit on your lap and any other prolonged physical contact is not appropriate. Never develop personal or sexual relationships with children. Always be prepared to report and explain actions and accept that all physical contact is open to scrutiny.
  • Ensure language is appropriate and not offensive or discriminatory; consider tone of voice, pitch and level of discussion. Never be sarcastic, make remarks or jokes of a personal, sexual, racist, discriminatory, intimidating or offensive nature. Never embarrass, intimidate or humiliate children, parents and other members of staff. Shouting at children is not acceptable.
  • Not bully, harass or victimise colleagues, parents or children in or outside the setting. Adhere to the guidelines laid down in the settings E-Safety policy.
  • Work within Health and Safety regulations (Health and Safety at work Act 1974). Ensure equipment is used safely and for its intended purpose. Keep lifting of children to a minimum. Where ever possible come down to the child’s level, if lifting is unavoidable be sure to limit the potential for back injuries by keeping your back straight and bending your knees, following manual handling guidelines.
  • Provide examples of the good conduct you wish children to follow.
  • Challenge unacceptable behaviour and report all allegations, suspicions of abuse or actions that may raise concern.
  • Arguments or disagreements should not occur in the presence of children or parents.
  • Only give gifts to a child as part of the settings agreed reward system in the form of stickers, stampers and verbal praise. There are occasions when children or parents may wish to pass small tokens of appreciation to adults as a thank-you and this is acceptable. However, it is unacceptable to receive gifts on a regular basis or of any significant value.  

The Health and Safety at Work etc Act 1974 and The Management of Health and Safety at Work Regulations 1999

  • This requires us to provide a safe environment, safe equipment and safe working systems of work for all our employees and those working on our premises.
  • These requirements are applicable to all our work situations and in particular where staff are working alone.
  • We define a Lone Worker as in any situation where a worker has no visual or audible contact with a second person that can provide assistance in case of accident, illness or other emergency. This would mainly be during a school pick up or drop off.
  • We acknowledge that there may be an increase risk to health and safety of our employees, members and others working alone.

Company Responsibilities

  • Risk assessments are to be undertaken to identify risk to the Lone Worker and the measures introduced to minimize risks wherever reasonably practicable.
  • That comprehensive information on the risks to their health and safety, including an induction covering the hazards, emergency procedures and the management controls for those risks will be given to all staff before being placed in a lone worker situation.

Staff Team Responsibilities

  • Staff shall ensure that they have read the lone worker risk assessment, co-operate with the arrangements as set out and with any safe system of work highlighted.
  • Staff should also take reasonable precautions for their own health and safety and for others who may be at risk.
  • Any new hazards/risks or concern’s must be reported to the Manager to enable them to modify the risk assessment.
  • Cleaning contractors / out of hours maintenance contractors, must have their own lone worker policy.

Safeguarding Procedures in place:

  • Kozy Cottage Childcare registered with the ICO, as is required.
  • Parents signature are obtained for photos to be taken and used in a variety of situations-folders, displays, albums etc.
  • Clear policies regarding safe/suitable persons to reassure parents the steps which are in place to check suitability of adults working in or connected with the setting to ensure their child’s safety.
  • Transparency in practice-open door policy where parents feel welcome and are comfortable to come in, and see their child being looked after and see their child with the adults in the setting (not only via appointments or plenty notice).
  • The very layout of our setting has been designed to feel like a home as well as being conducive to transparency, visibility and child protection.
  • Visitors book available for parents to see who has been in the setting while their child was there.
  • Safeguarding procedures for all staff regarding whistleblowing if there are concerns of bad practice/risks to children.
  • Inappropriate photographs will NEVER be taken of children for example during nappy change/toileting; without clothes; children will not play naked in the setting.
  • If there are ever students in the setting they would never be asked to evidence their work by taking photographs of children.
  • While on trips/outings Kozy Cottage’s own mobile phones are taken for emergency& contact purposes. These phones have no cameras/recording devices or internet access.
  • Photos of children from Kozy Cottage Childcare will NEVER be forwarded to friends or family outside the setting. This would be considered to be gross misconduct on the part of a staff member and will result in disciplinary action being taken.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Settling In Policy

We understand how difficult it can be for parents to leave their child in the care of another person. Kozy Cottage work with you to ensure your child is settled and that you are happy with the arrangements. We exchange information during informal visits, and through an ‘All About Me’ sheet & contracts where you can tell us more details about your child.

Upon exchange of contract, we offer one or two 1 hour introductory visits prior to your child joining us. Additional short sessions of childcare can be booked in, if required. You will be given the opportunity to meet your family’s Keyworker prior to your child starting the setting, however children are encouraged to form relationships with other staff too. It is important so they are familiar and comfortable with all staff within the setting so they aren’t distressed if their keyworker is not there.

Your keyworker will gather lots of information about your child; their likes and dislikes, routines, favourite activities, how to comfort your child if they become upset and how they have reacted when left before. Your keyworker will support and comfort your child during their settling in period and keep a special eye on your child during the day. Your keyworker is your first point of contact should you have any questions or concerns. Management nevertheless remain available to all parents if required.

Some children do take longer than others to settle and while parents may like to call during the first day or two to find out how their child is, please understand that staff are unable to chat for lengths of time, as they are caring for the children (including yours). Rest assured if your child is extremely distressed beyond being comforted or distracted then we will contact you during the session if this is what we have agreed to support your child’s transition.

A ‘settling in’ period is suggested on the initial contract so that either party can terminate the contract without financial penalty if they feel that the arrangement is not working or needs to end unexpectedly. Fees are nevertheless due for any care provided, and any fees paid in advance will be returned for care which does not take place once it has been agreed that childcare will cease.

Date:                  September 2017                                 Signed:

Review date:     September 2018                                 Signed:

Sick Child Policy

We appreciate that as a parent you need to be able to go to work, or have other commitments, however if your child is unwell then they will be better cared for in their own home with a parent/ familiar adult. We are happy to care for children with minor coughs and colds but will not care for children who are very unwell, infectious or running a high temperature.

If you child has had diarrhoea or sickness in the last 24 hours please do not bring them, but call and let us know.

Local authority recommendations stipulate rules regarding illness, disease and infections- we follow NHS and local authority guidelines for exclusion criteria.

If your child becomes ill whilst at Kozy Cottage Childcare, we will make them as comfortable as possible, isolate them from the other children if necessary and reassure them. We will contact you immediately and continue to care for your child until you arrive.

We administer medication, following our ‘Administering Medication’ policy & ‘Administration of Non-Prescription (emergency) Calpol’ Policies and Procedures.

However please respect our right to request that your child is cared for at home as we need to consider his/her wellbeing and the welfare of all the other children and staff present.

Date:    September 2017                               Signed:

Review date:   September 2018                   Signed:


National standards 2004 states that staff should not smoke in the presence of children.

Kozy Cottage operates a strict no smoking policy, this means that there is no smoking:

  • On setting premises
  • During collections from school or when out and about on trips; children are only taken to smoke free venues and transported in smoke free vehicles.
  • At any time in uniform (before, during or after work)
  • During preparation time
  • During clear up time
  • At staff training days
  • At staff meetings
  • At any gathering organised by the setting (unless it is a social gathering and not on the premises).

All staff members are entitled to a 30 minute break for more than 6 hours of work. If a member of staff wishes to smoke during these times they are required to leave the premises and the grounds of the setting and remain out of sight of the children.

Kozy Cottage prefers that staff do not smoke during their breaks, due to medical evidence of the risk to others, particularly young children & infants from exhaled nicotine from a smoker during the hour following a cigarette. Additionally it is preferred that the smell of cigarette smoke is not transferred from a member of staff to children.

The no smoking policy also applies to parents, carers and visitors to the setting; Kozy Cottage believes that this is in the best interests of the children and staff.

Date:                 September 2017                   Signed:

Review date:    September 2018                   Signed:

Staff Supervision Policy and Procedure

Kozy Cottage Childcare is committed to ensuring that every member of staff receives effective supervision on a regular basis. The purpose of this policy is to promote a consistent approach to staff supervision throughout the setting, to ensure that individual management supervision of staff is geared to achieving the objectives of the setting, and in so doing to enhance the quality of staff performance to improve the setting provision. Supervision is also the primary mechanism by which the personal impact on staff of their work is addressed.


Supervision is defined as any communication between two or more staff, one of whom is a manager, where the primary purpose is to enhance staff performance and effectiveness in carrying out the requirements of their post and the meeting the objectives of the setting.

  • Planned/ formal supervision – pre-arranged sessions with an agreed agenda.
  • Informal/ unplanned supervision – a response to a task or event when it is inappropriate to wait for the next planned supervision.
  • Annual appraisal – formal annual review of the years work and planning for the next year


The setting owners and managers have responsibility for developing the staff effectively, ensuring that they receive regular quality supervision at least once every twelve weeks, clearly stating and agreeing expected work standards and ensuring training and development opportunities are identified, facilitated and evaluated. A record will be made of the dates and times of scheduled sessions, and also of each session, particularly noting agreed actions, endorsed by both parties. A copy of this record is given to the staff member and the other is securely kept by the manager. Dates and times will be arranged in advance, normally at the prior meeting. The arrangement will be honoured unless changed by mutual agreement and a new arrangement made for the earliest possible time/date. The setting owners and manager will also provide unplanned supervision to staff as may be required, e.g. following an incident. Individually each member of staff must;

  • Take responsibility for their own performance and learning, ensuring it is integrated into their everyday practice.
  • Reflect and learn from their work experience, training and development opportunities.
  • Prepare for and take part in supervision under the arrangements agreed.
  • Take any action agreed in supervision, to improve performance and enhance their effectiveness.


This policy is designed to promote a consistent approach to staff supervision by setting out the responsibilities of staff and managers, the issues to be covered, and the appropriate recording process. The quality of Kozy Cottage provision can be defined as the extent to which it meets the needs of those who use its services.

Staff skills, motivation and relationships with parents/carers and children are key elements in determining quality of service. These key elements can be enhanced by effective supervision. The view of Kozy Cottage Childcare is that every member of staff has the right to regular, planned supervision.

For it to be effective, supervision should be:

  • Viewed as an opportunity for shared reflection on work.
  • Seen as part of a culture that promotes reflective practice/evidence based practice, self-directed learning and learning from experience.
  • An integral part of the working routine.
  • Approached in a positive, constructive, honest, open and forward-looking manner

Supervision for Kozy Cottage staff provides an opportunity to:

  • Monitor progress of staff with the objectives agreed at the annual appraisal, in line with the organisations vision statement.
  • Reflect on the effectiveness of recent training and development activities contributing to workplace competence, and identify any outstanding needs.
  • Provide feedback on performance.
  • Provide support, direction, advice and guidance on individual cases, staff and management issues.
  • Develop skills and understanding.
  • Ensure policy and standards are met consistently in practice.
  • Discuss any external/personal circumstances that may have a bearing on work


All involved should prepare for planned supervision sessions. Preparation may include:

  • Drawing together factual information on recent and current work.
  • Preliminary reflection on progress, achievements and performance generally in relation to objectives, plans, standards and targets.
  • Identifying any areas of uncertainty about policies or procedures or how to put them into practice.
  • Identifying any anticipated constraints and threats to effective performance
  • Any suggested improvements to practice, procedures or policies.
  • Reflection on recent training and development activities with evaluation of their impact on their role/service delivery.

All of these topics should be covered in planned supervision, but the priority given to each one will vary, depending on the nature of the staff member’s title.

  • Review of work done, evaluation of performance and achievements, objectives, priorities and standards.
  • Need for any personal support to staff where work can be difficult and stressful.
  • Awareness and understanding of relevant policies, procedures and standards.
  • Adequacy of relevant policies, standards, systems and procedures.
  • Review of sick leave and other absences.
  • Review of individual professional development.
  • Suggestions for improving performance
  • Any other topics either party wishes to discuss
  • Agreement of clear, realistic, measurable objectives and activities for work and personal development during the period to the next planned supervision.

Records on planned supervision sessions should be kept by those involved;

  • These records should be signed and agreed by the manager and staff member, and should outline the issues discussed, decisions reached and action agreed.
  • Supervision records are the property of the employer and should be available for owner examination when requested.
  • Appropriate confidentiality of records will be maintained.

Supervision is to be seen as a process, to be achieved by a range of methods;

  • Wherever possible, supervision should be undertaken primarily on a one-to-one basis.
  • Arrangements for planned one-to-one supervision should ensure as much privacy as possible, and prevent interruptions from visitors or the telephone.
  • The manager should be involved in supervising all staff as he/she is responsible for managing performance, training and development and annual appraisals. Other staff may also be involved in non-managerial aspects of supervision, e.g. room leaders who work directly with a staff member.
  • In order for supervision to be consistent the organisations supervision record and a log to record the regularity of sessions should be used.

Date:                 September 2017               Signed:

Review date:    September 2018               Signed:

Suitable/Safe Persons Policy

When recruiting staff, Kozy Cottage Childcare use the ’12 steps to safer recruitment” issued by the Government to help ensure that they are suitable to work with children.

All staff undergo enhanced DBS.

Candidates who are successful in interviews are invited to complete a comprehensive induction process over 2 days.

We may then offer a 6 month probationary trial period. During this time staff are introduced to all aspects of daily duties & activities and complete our in-house training.

All staff receive a copy of their relevant job description and staff handbook which provides further guidance on tasks, responsibilities and procedures. This will be added to according to changing needs or issues that require further clarification or if new training/information arises or legislation passed.

All staff receives regular supervisions with either the team lead or nursery manager. During regular reviews, management identify any areas where the individual is meeting standards, further training is needed and set targets with timescales, which the staff member agrees to meet. 

No staff is permitted to be in sole charge of any children until our own in-house training has been completed and all relevant references have been received and checked. Staff who are within their 6 month probationary period or are less than a level 3, are required to work under the supervision of management.

Kozy Cottage offers a limited number of apprenticeship opportunities and we are committed to ensuring they undergo the same recruitment process & probationary period as other members of staff. We are committed to making sure apprentices/students are given reviews, guidance and suitable working hours to support their study requirements.

Staff are required to undertake child protection training, first aid training & food safety training as part of their ongoing targets, and will be given opportunities to access further related training. Staff are given regular reviews and an annual appraisal, which are recorded in writing. Support and guidance on procedures and practice will always be offered to ensure that consistent quality care, learning and play is provided for all children irrespective of who their keyworker is.

Students on work experience

While our insurance covers us to take on work experience students, they would never be left in sole charge of or left unsupervised with any children. We would request to meet the student and discuss their role. If we feel they are a suitable candidate, then they will be asked to attend an induction session prior to their placement commencing. If at any point Kozy Cottage Childcare management feel their presence is (or is likely to be) in any way detrimental to children’s care or welfare, their placement would be terminated immediately.


No person found to have been disqualified from working with children will be allowed to work or to be on premises during working hours. No visitors whether known or unknown will be left unsupervised with children as a precautionary measure for safeguarding.

Date:                 September 2017          Signed:

Review date:    September 2018          Signed:

Sun Protection Policy

The damaging effects of exposure to the sun on young skin have recently been well documented. We will do everything we can, working in partnership with you, to ensure that your child is protected.

We need you to provide:

  • High factor Sun Cream suitable for your own child (unless you have signed for us to use our own sun-cream)
  • Sun hat
  • A thin top/cardigan/t-shirt with long sleeves

We ensure that your child uses the sun cream that you have provided and wears the hat. We avoid spending prolonged periods of time outdoors during the hottest part of the day, and when out will try and protect your child by finding shady areas and using a sunshade on the pushchair. We encourage your child to drink water regularly to prevent dehydration.

We require you to sign a form giving permission to apply the sun cream that you have provided.

Date:                 September 2017              Signed:

Review date:    September 2018              Signed:

Supporting Children Experiencing Loss or Change in their Lives Policy

Coping with change, such as parents getting divorced, or loss, such as the death of a relative or a family pet, can be very difficult for a child to cope with and they may display their emotions in a variety of ways. Please inform us of any loss or change which may affect your child.

We will work with you to support you child through any difficult times they may encounter. We aware that different religions and cultures have differing rituals and attitudes towards death and divorce so will be guided by parents and family wishes.

Other changes which may affect your child could be new experiences such as moving house, starting school or having a new baby.

We are willing to support your child by:

  • Encouraging your child to ask questions and answer them to the best of our ability, honestly and simply using language and words that are age appropriate.
  • In the case of a bereavement, talking with the child about the person/animal who has died and perhaps finding appropriate ways for the child to become involved in remembering the person/animal, for example a memory box or jar.
  • Offering to listen to the child, so they can share their thoughts and emotions in a safe and caring environment with a familiar and sympathetic adult
  • Observing the child and noting any concerns or changes to their play and interaction with others and sharing these with you.
  • Regularly discussing with you how your child is coping, however this will not be in front of the child, so we may need to arrange to meet in the evenings or discuss the matter over the telephone.
  • Ensuring that the other children who attend understand (according to their age) that the child is more sensitive at the moment and may need to be given more space or support.                    
  • We have a range of resources which can support your child and can also allow them to act out their concerns through role-play.
  • *Sometimes children need professional counselling to help them deal with their loss or adjust to a major change. We are happy to support you and your child by signposting you to the services available.

You may find the following websites useful:





If you wish to discuss any concerns you have regarding your child’s emotional welfare, please do not hesitate to contact us.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Television Policy

Children our care are permitted to watch television, however the watching of television programmes or DVD’s is normally restricted to a short sessions provide the children with a quiet time to rest, watch an educational programme or follow activities such as ‘Tumbletots’

Older children may use tv after school as a means of rest and wind down.

During the school holidays we may have a ‘Movie and Popcorn’ during the day, this is generally linked to a theme or activity which the children have been involved in during the session.

We ensure that any programmes watched are suitable for all the children in our care. If your child wants to bring a DVD to watch please check with us first as it must be appropriate viewing for the younger children who may be present. Please ensure that the DVD has your name in the slip cover so that it does not get mixed up with our own collection.

Recent research has shown that excessive watching of TV can actually cause problems for some children. It can affect their social and communication skills, as TV viewing is mainly passive and there is no interaction. Television is very fast and children get used to this pace of entertainment, this can them result in them becoming bored and frustrated at the slower pace of school teaching. If you struggle with ways of occupying your child at home other than the TV or games consoles, please ask us for suggestions of toys or activities they may enjoy-based on what they enjoy here. This will support their development and learning in wider areas.

Date:                 September 2017               Signed:

Review date:    September 2018               Signed:

Termination of Contract

  • For new contracts, a ‘settling in’ period of 4 weeks will be agreed, during which no notice is required to end the contract for any reason. After this time, the full contract comes into force (see below)
  • After a successful 4 week settling in period, notice should be given by either party verbally or written, as soon as there is any intention to end the contract. A minimum 4 weeks’ notice should then be given.
  • If it is necessary or preferred to end the contract straight away or without the full 4 weeks’ notice (after any initial settling in period), both parties should acknowledge and pay the costs incurred by the other in lieu of notice i.e additional childcare costs by parents or loss of income by Kozy Cottage, (at a usual weekly rate up to a maximum 4 weeks).
  • If a child is disruptive, physically or verbally aggressive, is danger to themselves or others Management reserve the right to terminate a contract without notice or penalty. This may be a situation that we have been dealing with over a period of time, without improvement or a sudden outburst of extreme behaviour which has (or may) compromised the safety and wellbeing of other children or staff.
  • If your child is leaving/moving on we would really appreciate it if you took a moment to write a reference that we can keep for our records and show to other parents in the future who may value your opinions-Thank you.

Date:                 September 2017              Signed:

Review date:    September 2018              Signed:

Terrorist Attack & National/Local (including severe weather) Emergency Procedure

(Please see the reference to ‘Prevent Duty’ in our Safeguarding Policy).

There have been increased incidents of terrorist threats in recent years.In light of the fact that many other settings have taken the decision to write such a policy, and due to the fact we are near a major city with an international airport, we feel it is necessary to have a procedure in place regarding what to do in the event of a terrorist attack or a national/local disaster.

Due to incidents of severe flooding & snowfall we will also apply emergency procedures to incidents of extreme weather, if necessary.

The care and security we provide to your child is paramount. Kozy cottage Childcare will do everything within my powers to protect, comfort and support your child in the event of a major incident, National/Local Emergency, Terrorist Attack or in cases of extreme weather.

If we are involved or caught up in an incident we will comply fully with the instructions from the emergency services and constantly reassure the children in our care.

If you are caught up in an incident we will continue to look after your child until you are able to return or a person nominated is able to collect them. This can include overnight care if necessary. It may therefore be good practice to provide me with additional supplies of nappies and spare nightclothes during times of high alert (otherwise we will make best use of items we already have).

We understand that during major incidents the mobile phone networks are often not available and even landlines can be cancelled to free up communication systems for the emergency services. We will however attempt to contact you on a regular basis and ask that you try to do the same. We will keep up to date on the situation using any media source available to us, radio, television, Internet etc. We will endeavour to protect your child from information or images that may alarm or distress them. If you wish we can have a pre-planned excuse that we can use to explain your delay in arriving.

We hope that we never have the need to put this procedure into practice and we are happy to discuss with you any aspects of this policy.

Date:              September 2017                Signed:

Review date:  September 2018               Signed:

Toys and Play Equipment

Toys are very important for the social and educational development of a child. However, they can become contaminated with germs from unwashed hands, body fluids and by children placing them into their mouths and these germs can survive on the surface of the toys in sufficient numbers to produce a potential risk of infection.

• We have a schedule for cleaning toys, explaining when and how they are cleaned and what cleaning products are required.

• Ensure that all toys used in the childcare setting can be easily cleaned.

• Soft toys are not suitable unless they can be machine washed and dried.

• Ideally toys should be washed between children’s play but this may be impractical; therefore, toys should be kept hygienically clean, i.e., there should be no obvious signs of soiling.

• Hard/plastic toys should be washed using warm soapy water. They must be thoroughly rinsed and dried afterward, using disposable paper towels.

• For cleaning of electrical / mechanical toys, refer to the manufacturer’s guidelines and ensure that these are disconnected from the power source before cleaning.

• Disinfectants are normally not required and should only be used when there is a risk of infection.

• Toys which are visibly soiled should be removed from the play area and cleaned immediately.

• Toys which are contaminated by blood/body fluids must be immediately removed and cleaned and disinfected or disposed of.

• Toys should be stored away, clean and in plastic washable containers.

• Water play pools should be emptied after use and washed with warm soapy water, and dried.

• When not in use sandpits, both indoors and outdoors, must be covered for protection. The sand should be cleaned regularly by sieving the sand and replaced often or as necessary.

• All play equipment used for communal play activities needs to be washed or replaced regularly.

Infection Control Guidelines

• Sensory impairment toys, such as optical displays, water beds, ball pools and soft foam bean bags, should be cleaned using warm soapy water and dried. The manufacturer’s instructions should always be followed.

Date:                  September 2017         Signed:

Review date:      September 2018        Signed:

Transitions Policy

Where children receive education and care in more than one setting, we will ensure continuity and coherence by sharing relevant information with each other and with parents.

Pattern of attendance is a key factor in our planning. Close working between Early Years practitioners and parents is vital for the identification of children’s learning needs and to ensure a quick response to any area of particular difficulty.

It is crucial to their future success that children’s earliest experiences help to build a secure foundation for learning throughout their school years and beyond.

Parents and families are central to a child’s wellbeing and we support this important relationship by sharing information and offering support to learning.

Parents may ask to see information we hold on their child at any time.

We will use a variety of media to record the children’s development for both the child and the parents’ benefit. These records MUST be made available to other practitioners when the child permanently transfers to another setting.

If a child starts nursery, pre-school or full time education AND will continue to attend our provision, we will maintain the child’s Learning Journey until the child is due for Assessment in the summer of their Reception Year at school, should school wish to use this in their assessment. We are happy for early years practitioners from other settings to arrange transitional visits at Kozy Cottage to meet new children.

We will be sensitive to the individual development of each child to ensure that the activities they undertake are suitable for the stage that they have reached.

So that they can continue to enjoy learning and to help build a secure foundation for this there will be:

  • On-going observational assessment to aid planning for each child’s continuing development through play-based activities;
  • A flexible approach that responds to children’s learning and development needs;
  • Coherence of learning and development e.g. activities which support a theme at nursery or other settings or related to the child’s experiences at home.
  • Assessment process and if we have any concerns about the learning and development of your child we will discuss this with you in the first instance.

Support that we can provide to help children prepare to start at a new room or setting can include:

  • for internal transitions, children will be taken for several visits with their keyworker or familiar adults to the room they are due to move in to. The child will be introduced to their new keyworker. Parents will be kept informed regarding their child’s settling in visits. Parents will also be invited to meet the new keyworker and arrange a look around the new room their child will be joining. The two keyworkers will exchange necessary information regarding the child and help the child settle. The new keyworker will explain any changes in routines/diaries/learning journeys/expectations etc.
  • encourage children to listen to older children’s news from school such as what they’ve been doing, certificates and stickers achieved, expectations of behaviour and seeing others learning letters, words and practicing reading books.
  • pointing out things associated with school they will see and be familiar from contact with older children-uniforms, school bags, items they might need etc. Talking about the new setting and routines, some of which will be familiar.
  • sharing books about starting school.
  • visits to new setting/ using ICT during sessions access the schools’ websites that will show photos to look at.
  • helping children to develop the skills they will need at school e.g. dressing and undressing, independent toileting, social skills to make friends and join in, having confidence to seek help from adults , being independent at meal times etc.

Sharing Learning Journeys/relevant information regarding any additional support a child may have received or currently receives. Completing and sharing a ‘Transitions’ Document if leaving our setting or joining another one in addition to ourselves. This will only be done with your written consent, usually gained upon admission to Kozy Cottage.

We may need to work with professionals from other agencies, such as local and community health services, or where children are looked after by the local authority, to identify and meet needs and use their knowledge and advice to provide children’s social care with the best learning opportunities and environments for all children.

Transitions may also be any change in the child’s routine e.g. moving house, a new baby, bereavement, family discord or health/medical issues. Please do not underestimate the impact that transitions can have on your child & if you have any concerns about your child’s ability to cope with a current or future transition please do not hesitate to contact us.

Date:                 September 2017                 Signed:

Review date:    September 2018                 Signed:

Transporting Children

The safety of your child is paramount. The following procedures apply regarding the transportation of children in vehicles. We have carried out a comprehensive risk assessment for children travelling in staff cars.

Staff have a full driving license, we have seen the original and hold a copy.

Any vehicles used to transport children are road worthy condition by having it regularly serviced by a reputable garage & comply with all legislation, MOT, Car Tax etc.

Staff transporting children are covered for business use on their insurance and again we have seen the original and hold a copy.

We avoid where possible taking children to a petrol station, by refuelling outside of work hours or when vehicles are not transporting children.

Car seats are correctly fitted, age and stage appropriate for the children using them and that they are correctly strapped into them.

Child safety locks are in use on vehicles.

If staff carry a mobile telephone in case of an emergency we will not answer it whilst driving. We will check &return calls on my return to the Kozy Cottage or when the vehicle has reached its destination.

Contact numbers for children are taken on journeys in case of an emergency.

We never leave a child unattended in a car.

Children are taught about the dangers of cars and roads, in an age appropriate way.

We will advise you in advance if we are making any special trips or long trips in vehicles.

If your child suffers from travel sickness please advise us.

Date:                  September 2017                                 Signed:

Review date:      September 2018                                Signed:

Unexpected Closure of Services

In the unlikely event that Kozy Cottage is forced to close e.g. complete loss of power/flood, we will give parents as much notice as possible to find alternative care.

In the case of such an emergency we would contact Northburn Sports Centre which is within walking distance of Main Site or Hareside School in the case of our Hareside site, as they are safe and have all the facilities required for the care of children.

This arrangement would depend on the availability of the centre/school. In either scenario parents will be contacted to let them know where to collect their child.

Further emergency cover may be obtained through the Families Information Service

County Hall
NE61 2EF

Phone:0800 023 4440

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Violence at work Policy

Policy Statement

Kozy Cottage Childcare recognises that there are no circumstances in which violence towards any employee is acceptable and no employee shall be expected to accept exposure to violent behaviour as part of their role.


  • The Health and Safety Executive (HSE) defines work-related violence as: ‘Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work’.
  • This definition is taken to include verbal abuse or threat, threatening behaviour, any assault, any serious or persistent harassment, including racial or sexual harassment and extends from what may be seen to be minor incidents to serious assault and threats against the employee’s family.


This policy is applicable to all employees of Kozy Cottage Childcare who suffer physical or verbal abuse during the course of their duties from children, parents, guardians, other professionals and members of the public.

Legal Requirements

  • Health and Safety Law applies to risks of violence, just as it does to other risks from work. The mainrelevant legislation is:
  • The Health and Safety at Work Act 1974 (HSAW Act) states that: “Employers have a legal duty under this act to ensure, so far is as reasonably practicable, the health, safety and welfare of their employees while they are at work”.
  • The Management of Health and Safety at Work Regulations 1999 states: “Employers must consider the risks to employees (including the risk of reasonably foreseeable violence); decide how significant these risks are; decide what to do to prevent or control the risks; and develop a clear management plan to achieve this”.
  • The Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 1995 (RIDDOR)
  • Employers must notify their enforcing authority in the event of an accident/incident at work to any employee resulting in death, major injury or incapacity for normal work for more than three days.
  • This includes any act of non-consensual physical violence against a person at work.

In the Event of Violence at Work

  • The Managers of Kozy Cottage Childcare believe that all violence to employees at the setting is unacceptable and is committed to providing full support to any employee who suffers violence in the course of, or arising out of, their official duties.
  • Such events of violence are Managers of Kozy Cottage Childcare will take legal proceedings if necessary to maintain the safety and well-being of its employees.
  • All incidents of verbal abuse or physical violence will be treated seriously and responded to appropriately. On no account will such incidents be treated lightly or dismissed as part of everyday

Life, nor will a violent incident be viewed as a reflection on an individual employee’s ability.

  • All incidents of verbal abuse or violence must be reported to a Manager to be investigated; and appropriate action taken to minimise the risk of a recurrence. This may include the need to share information with other staff/witnesses to establish any pattern of violence from particular areas.
  • Guidance on the reporting of incidents and reporting forms can be found in the complaints/incident records.
  • Where serious threats are made to an employee in the course of his/her employment, the Management will take appropriate and supportive action to prevent any recurrence. This may include sending a formal letter to the person concerned warning that legal action will be taken if a breach of the law occurs.
  • An employee who has been occasioned harm in any way, including threats or psychological damage or who has suffered damage to their property, should be actively encouraged to report the matter to the Police. Every opportunity should be taken to prosecute offenders either by the Police, or in certain circumstances, individuals may wish to initiate legal proceedings themselves. Kozy Cottage Childcare will ensure that employees are supported through the prosecution process.

Risk Assessment

  • By looking at the roles employees undertake, and the context in which they work, it is possible to identify the potential for violence. When undertaking a risk assessment it is essential to identify individual causes of risk, and equally important to recognise that these risk factors rarely occur in isolation and when combined will have the potential to increase the risk of violence.
  • As such, employees may face a series of combined risk factors such as threatening behaviour from children which may be supported and/or influenced by the parent/carer.
  • A Risk Assessment has been carried out in Kozy cottage Childcare to identify where violence poses a significant risk to employees.
  • Any recommendations arising out of the assessment should seek to eliminate or reduce the risk to the lowest reasonable practicable level.
  • Where the risk assessment identifies that the risk(s) may not be contained within the setting, it may be appropriate to share information with colleagues and seek further professional advice.
  • Whilst the risk of an employee being in a situation of significant risk, where the only way to protect themselves is to cause harm to the violent person is unlikely, it is accepted in law. In deciding whether the force used was reasonable, the courts will consider all of the circumstances surrounding the violent situation.
  • Further information and guidance on the risk assessment process is available in the Risk Assessment Policy. Further information on the risks of lone working, together with guidance for lone workers is available in the Lone Working Policy
  • It is recognised that the behaviour of some children may present particular challenges to employees. Specific information and guidance relating to pupils with complex needs may be obtained from professionals involved with the individual child.

Legal position

  • Physical restraint used in self-defence is acceptable in law, but only with the minimum force necessary. This means that it is reasonable for employees to use sufficient force to stop or control violent situations, or prevent themselves or other people from being injured. If physical restraint has been necessary, the relevant documentation and witness statements will need to be completed.
  • There is no legal definition of when it is reasonable to use force as this will always depend on the precise circumstances of individual cases. To be judged lawful, the force used would need to be in proportion to the consequences it is intended to prevent. The degree of force used should be the minimum needed to achieve the desired outcome. Use of force could not be justified to prevent trivial misbehaviour. However, deciding whether misbehaviour is trivial will also depend on circumstances.

Aftercare and Support

  • Kozy Cottage Childcare is committed to providing full support, including aftercare, to employees who have suffered violence in the course of their duties. Support will include:
  • Line management support/debrief to ensure the incident is discussed, recorded appropriately and consideration is given to further action.
  • Management will seek support from HR and, if appropriate, ensure a counsellor is provided to discuss with the employee the need and mechanism for specialist post incident support.
  • Immediately after reporting a violent incident, the individual who has been attacked should be offered local support to ensure their needs are met. This should include consideration as to whether it is appropriate for the employee to remain at work following the incident. Debriefing should take place as soon as possible after the event to minimise the risk of longer-term trauma and harm. The purpose of the debriefing session is to enable the individual to talk about his/her feelings of distress.
  • It is normal for people to feel vulnerable, helpless or powerless to react, and there may be feelings of guilt, anger and fear of another attack. These feelings may not manifest themselves immediately and may take time to come to terms with. Individuals should be encouraged to talk openly about their experiences; what happened, how they responded and how they felt.
  • Even the most sophisticated policies and procedures relating to violence and personal safety cannot guarantee that a violent incident will never occur. It is important therefore, that post incident support is available to anyone subjected to violence in the course of their work. Such services ensure that support, practical help and access to sources of specialist help are provided subject to availability.
  • The following polices also provides advice and guidance when dealing with incidents of violence at work:
  • (Children’s) Behaviour Policy, including exclusion if necessary.
  • SEND Policy
  • A statement about under 18’s
  • An act of violence or abuse against a member of staff, a student, a person carrying out a work placement or volunteer who is under 18 years of age, will be treated as child abuse and dealt with accordingly.

Date:     September 2017                       Signed:

Review date:   September 2018            Signed:

Visitors to Kozy Cottage Childcare

Whilst children need to mix with other children and adults it is our responsibility to ensure the suitability of those that they come into contact with. We welcome visitors including children and their families, colleagues from other settings, professionals from partner agencies and members of the community.

  • Any regular visitors to my will be asked to complete a CM2 form and will then undertake a DBS Check.
  • Children are never left alone with a visitor. Visitors are not permitted to take children to the toilet or change their nappies.
  • We request identification from all visitors not known to us and will refuse entry if we are unsure of them.
  • Where possible, any maintenance work is carried out when there are fewer numbers of children and children would never be left unattended in the presence of maintenance workers. We have a visitor’s log, which all visitors must sign on arrival and departure. Expectations of/for visitors are clearly stated & visitors are required to read & sign their agreement of this.
  • Staff are advised of planned visits in the diary.

If required, formal discussions prior to planned visits can take place in person, or over the phone/via email.

Our Expectations

  • Visitors will observe our No Smoking Policy.
  • Visitors will respect that no camera or mobile phone, or device with recording ability or internet access should be used inside or outside the nursery when children are present unless authorised by Senior Staff.
  • All adults will keep their personal mobile phones/devices as above in their bag in the staff room.
  • Photography/filming will only take place by prior agreement and with parents/carers written consent in place.
  • Visitors will refrain from using aggressive behaviour or abusive language towards staff or service users.
  • Visitors with badges/ID will display them prominently.
  • Visitors will familiarise themselves with the fire evacuation procedures, which are displayed in the foyer.

Visitor Expectations

  • Courteous and helpful attitude from the staff.
  • Escort to the person/area to be visited.
  • Any needs relating to room allocation, facilities etc to be addressed appropriately.
  • Assistance in evacuating the building in the event of an emergency.

A copy of these expectations is kept with the visitors’ log.

Date:                 September 2017        Signed:

Review date:    September 2018        Signed:

Water Play Procedure

  • No child will ever be left unsupervised in water or where they could gain access unsupervised access to a water tough.
  • Children are required to wear appropriate clothing (not naked)
  • Sun cream will be applied if necessary/sun hat used.
  • If there is water play outside, we will not stay out for extended periods in hot weather, or during the hottest part of day if particularly warm.
  • Children will be reminded not to run on wet surfaces in case they slip and fall.
  • All children will be encouraged to visit the toilet before water play.
  • There is a written risk assessment in place for water play activities.

Date:                 September 2017          Signed:

Review date:    September 2018          Signed

Whistleblowing Policy

We want to ensure that your child is cared for correctly and that you are confident in our abilities to safeguard and protect them. It is therefore vital that we have a transparent culture within this childcare setting where everyone feels able to raise any concerns they may have.

If a member of staff or any other professional has any concerns regarding the way children are being cared for, concerns regarding the practice of any members of staff then they must report them directly to Denise Iley Nursery Manager.

All concerns raised will be taken seriously, fully investigated and documented. We have a specific document which outlines procedures to be followed should there be an allegation of abuse or concern of suitability with regards to a member of staff.

It is vital that all staff take this responsibility seriously and that the welfare of the children is paramount over any staff friendships or structure. If a member of staff feels unable to discuss the matter withthe manager, then they should refer the matter to the Local Authority Designated officer (LADO).

Contact the Northumberland LADO (Local Authority Designated Officer)

  • Adam Hall
  • Tel: 01670 623979
  • Email: Adam.hall01@northumberland.gcsx.gov.uk

Date:                 September 2017              Signed:

Review date:    September 2018              Signed:

Working in Partnership with Parents and Carers

You are the most important person in your child’s life and our role is to support you and work together to provide care which suits your child. Developing trust and a good relationship with you as parents/ guardians is paramount to this and we will seek your guidance things like potty training, behaviour, meals, nap times, etc.

However, a child not be physically or emotionally punished under any circumstances, even with parents request or permission.

Handover times are often busy and information you wish to share may be confidential. If at all possible please let us know any vital information by making contact during the previous evening or during the day if possible. When you collect your child, staff will briefly let you know how your child has been, pass on any vital information then will return to their duties.

A daily diary will be kept for infants under 2, a Learning Journey is kept for all Early Years children (containing samples of their work, pieces of art, photos, development charts and future targets). These are updated regularly and are available for parents to view at all times. Your comments are always welcome, as are any other suggestions or input you offer. There may be activities/ that we ask you to complete at home to provide a more ‘all round’ picture of your child and what they have achieved both here and with you. 

Information is displayed in the main reception area regarding activity programmes, menus, special events, general information etc. In addition, we send out seasonal newsletters, and parent’s feedback is always welcome!!

Please help us support your child by making us aware of any personal circumstances which may affect your relationship with your child, or of any change in circumstances at home which you or your child may need extra support to cope with.

Our role will be to support you and your child and to provide information if appropriate. We will not take a judgemental standpoint as all of our circumstances are different, and information will be held in confidence within the setting. The only exception is with regards to safeguarding, where we may be required by law to share information for the welfare of your child/children.

Working in Partnership with other professionals

Kozy Cottage Childcare strongly supports the involvement of parents, carers, wider family and community for the benefit of children’s personal, social and emotional development, without which growth in other areas of learning will not flourish. In order to build strong partnership with other parties involved in any child’s development and learning, staff at Kozy Cottage Childcare understand the value of reciprocal respect, openness, honesty and professional communication whilst at all times remembering confidentiality for the welfare of the children involved.

The need to work with other professionals for the benefit of children may arise at any time during the course of any academic year. A multi professional or multi-agency team can include:

  • Early Years professionals
  • Portage Workers
  • Speech and Language Therapists
  • Teachers
  • Family Support Worker
  • Health Visitors

Kozy Cottage Childcare benefits from the presence of in situ multi professionals such as: –

Denise Iley: SENCO

Kelly Breed: Assistant SENCO

Such professionals have built strong relationships with their colleagues within the school and, over the years, have built a portfolio of outside agencies and professionals who specialise in various sectors of children’s developmental needs. Once again their relationships with other professionals remain based on the same ethos of equality, professionalism, openness and confidentiality throughout. The main purpose of this policy is to ensure children’s welfare, learning and development is paramount.

Date:                 September 2017                                  Signed:

Review date:    September 2018                                  Signed:

Designated & Second Named Persons:

Main Site:

Denise Iley is the Nominated person responsible for First Aid & Safeguarding, with Kelly Breed as Second Named Person.

Denise Iley has lead responsibility for Behaviour Management responsible for Inclusion/SEND Development, with Kelly Breed as Second Named Person.


Denise Iley is the Nominated person responsible for First Aid & Safeguarding, with Gemma Leighton-Sales as Second Named Person.

Denise Iley has lead responsibility for Behaviour Management and Inclusion/SEND with Gemma Leighton-Sales as Second Named Person.

Denise Iley is responsible for ensuring that all Policies and Procedures are fit for purpose. Policies and Procedures will be monitored and reviewed annually or earlier to keep in line with developments in welfare requirements and Child Protection. If you have any concerns regarding these Policies and Procedures please do not hesitate to contact us.

Updated 18/10/17

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