Safeguarding Children/Child Protection Policy - S1



At Ladybirds Pre-school Ltd we work with children, parents, external agencies and the community to ensure the welfare and safety of children and to give them the very best start in life. Children have the right to be treated with respect, be helped to thrive and to be safe from any abuse in whatever form.


We support the children within our care, protect them from maltreatment and have robust procedures in place to prevent the impairment of children’s health and development. In our setting we strive to protect children from the risk of radicalisation and we promote acceptance and tolerance of other beliefs and cultures (please refer to our inclusion and equality policy for further information). Safeguarding is a much wider subject than the elements covered within this single policy, therefore this document should be used in conjunction with pre-school’s other policies and procedures.


Legal framework and definition of safeguarding

  • Children Act 1989 and 2004
  • Childcare Act 2006
  • Safeguarding Vulnerable Groups Act 2006
  • The Statutory Framework for the Early Years Foundation Stage (EYFS) 2014
  • Working together to safeguard children 2018
  • What to do if you’re worried a child is being abused 2015
  • Counter-Terrorism and Security Act 2015.


Safeguarding and promoting the welfare of children, in relation to this policy is defined as:

  • Protecting children from maltreatment
  • Preventing the impairment of children’s health or development
  • Ensuring that children are growing up in circumstances consistent with the provision of safe and effective care
  • Taking action to enable all children to have the best outcomes.

(Definition taken from the HM Government document ‘Working together to safeguard children 2018).


Policy intention

To safeguard children and promote their welfare we will:

  • Create an environment to encourage children to develop a positive self-image
  • Provide positive role models and develop a safe culture where staff are confident to raise concerns about professional conduct
  • Encourage children to develop a sense of independence and autonomy in a way that is appropriate to their age and stage of development
  • Provide a safe and secure environment for all children
  • Promote tolerance and acceptance of different beliefs, cultures and communities
  • Help children to understand how they can influence and participate in decision-making and how to promote British values through play, discussion and role modelling
  • Always listen to children
  • Provide an environment where practitioners are confident to identify where children and families may need intervention and seek the help they need
  • Share information with other agencies as appropriate.


The Pre-school is aware that abuse does occur in our society and we are vigilant in identifying signs of abuse and reporting concerns. Our practitioners have a duty to protect and promote the welfare of children. Due to the many hours of care we are providing, staff may often be the first people to identify that there may be a problem. They may well be the first people in whom children confide information that may suggest abuse or to spot changes in a child’s behaviour which may indicate abuse.


Our prime responsibility is the welfare and well-being of each child in our care. As such we believe we have a duty to the children, parents and staff to act quickly and responsibly in any instance that may come to our attention. This includes sharing information with any relevant agencies such as local authority services for children’s social care, health professionals or the police. All staff will work with other agencies in the best interest of the child, including as part of a multi-agency team, where needed.


The Pre­­-school aims to:

  • Keep the child at the centre of all we do
  • Ensure staff are trained to understand the child protection and safeguarding policy and procedures, are alert to identify possible signs of abuse, understand what is meant by child protection and are aware of the different ways in which children can be harmed, including by other children through bullying or discriminatory behaviour
  • Ensure staff understand how to identify early indicators of potential radicalisation and terrorism threats and act on them appropriately in line with national and local procedures
  • Ensure that all staff feel confident and supported to act in the best interest of the child, share information and seek the help that the child may need
  • Ensure that all staff are familiar and updated regularly with child protection training and procedures and kept informed of changes to local/national procedures
  • Make any child protection referrals in a timely way, sharing relevant information as necessary in line with procedures set out by the 4LSCB Safeguarding Children Board and Southampton MASH (Multi Agency Safeguarding Hub)
  • Make any referrals relating to extremism to the police or MASH in a timely way, sharing relevant information as appropriate
  • Ensure that information is shared only with those people who need to know in order to protect the child and act in their best interest
  • Ensure that children are never placed at risk while in the charge of Pre-school staff
  • Take any appropriate action relating to allegations of serious harm or abuse against any person working with children or living or working on the Pre-school premises including reporting such allegations to Ofsted and other relevant authorities
  • Ensure parents are fully aware of child protection policies and procedures when they register with the Pre-school and are kept informed of all updates when they occur 
  • Regularly review and update this policy with staff and parents where appropriate and make sure it complies with any legal requirements and any guidance or procedures issued by the 4LSCB Safeguarding Children Board and MASH.


We will support children by offering reassurance, comfort and sensitive interactions. We will devise activities according to individual circumstances to enable children to develop confidence and self-esteem within their peer group.


Contact telephone numbers

Local authority children’s social care team 023 80833336

Local authority Designated Officer (LADO) Sue Sevier - 07789616092

Ofsted 0300 123 1231

MASH – 023 80833336

Non-emergency police 101

Government helpline for extremism concerns 020 7340 7264


Types of abuse and particular procedures followed

Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by harming them or by failing to act to prevent harm. Children may be abused within a family, institution or community setting by those known to them or a stranger. This could be an adult or adults, another child or children.

What to do if you’re worried a child is being abused 2006


The signs and indicators listed below may not necessarily indicate that a child has been abused, but will help us to recognise that something may be wrong, especially if a child shows a number of these symptoms or any of them to a marked degree.


Indicators of child abuse

  • Failure to thrive and meet developmental milestones
  • Fearful or withdrawn tendencies
  • Aggressive behaviour
  • Unexplained injuries to a child or conflicting reports from parents or staff
  • Repeated injuries
  • Unaddressed illnesses or injuries
  • Significant changes to behaviour patterns.


Recording suspicions of abuse and disclosures

Staff should make an objective record of any observation or disclosure, supported by the Pre-school manager or Child Protection Lead Officer. This record should include:

  • Child's name
  • Child's address
  • Age of the child and date of birth
  • Date and time of the observation or the disclosure
  • Exact words spoken by the child
  • Exact position and type of any injuries or marks seen
  • Exact observation of any incident including any other witnesses
  • Name of the person to whom any concern was reported, with date and time; and the names of any other person present at the time
  • Any discussion held with the parent(s) (where deemed appropriate).


These records should be signed by the person reporting this and the Manager/*CPLO/Deputy, dated and kept in a separate confidential file.


If a child starts to talk to an adult about potential abuse it is important not to promise the child complete confidentiality. This promise cannot be kept. It is vital that the child is allowed to talk openly and disclosure is not forced or words put into the child’s mouth. As soon as possible after the disclosure details must be logged accurately.


It may be thought necessary that through discussion with all concerned the matter needs to be raised with the local authority children’s social care team and Ofsted, and/or a Common Assessment Framework (CAF) needs to be initiated. Staff involved may be asked to supply details of any information/concerns they have with regard to a child. The nursery expects all members of staff to co-operate with the local authority children’s social care, police, and Ofsted in any way necessary to ensure the safety of the children.


Staff must not make any comments either publicly or in private about the supposed or actual behaviour of a parent or member of staff. 


Physical abuse

Action needs to be taken if staff have reason to believe that there has been a physical injury to a child, including deliberate poisoning, where there is definite knowledge or reasonable suspicion that the injury was inflicted or knowingly not prevented. These symptoms may include bruising or injuries in an area that is not usual for a child, e.g. fleshy parts of the arms and legs, back, wrists, ankles and face.


Many children will have cuts and grazes from normal childhood injuries. These should also be logged and discussed with the nursery manager or room leader.


Children and babies may be abused physically through shaking or throwing. Other injuries may include burns or scalds. These are not usual childhood injuries and should always be logged and discussed with the Pre-school Manager.


Female genital mutilation

This type of physical abuse is practised as a cultural ritual by certain ethnic groups and there is now more awareness of its prevalence in some communities in England including its effect on the child and any other siblings involved. For those nurseries caring for older children in their out of school facility this may be an area of abuse you could come across. Symptoms may include bleeding, painful areas, acute urinary retention, urinary infection, wound infection, septicaemia, and incontinence, vaginal and pelvic infections with depression and post-traumatic stress disorder as well as physiological concerns. If you have concerns about a child relating to this area, you should contact children’s social care team in the same way as other types of physical abuse.


Fabricated illness

This is also a type of physical abuse. This is where a child is presented with an illness that is fabricated by the adult carer. The carer may seek out unnecessary medical treatment or investigation. The signs may include a carer exaggerating a real illness or symptoms, complete fabrication of symptoms or inducing physical illness, e.g. through poisoning, starvation, inappropriate diet. This may also be presented through false allegations of abuse or encouraging the child to appear disabled or ill to obtain unnecessary treatment or specialist support.



  • All signs of marks/injuries to a child, when they come into pre-school or occur during time at the pre-school, will be recorded as soon as noticed by a staff member
  • The incident will be discussed with the parent at the earliest opportunity, where felt appropriate
  • Such discussions will be recorded and the parent will have access to such records
  • If there are queries regarding the injury, the local authority children’s social care team will be notified in line with procedures set out by the Local Safeguarding Children Board (LSCB).


Sexual abuse

Action needs be taken if the staff member has witnessed an occasion(s) where a child indicated sexual activity through words, play, drawing, had an excessive preoccupation with sexual matters or had an inappropriate knowledge of adult sexual behaviour or language. This may include acting out sexual activity on dolls/toys or in the role play area with their peers, drawing pictures that are inappropriate for a child, talking about sexual activities or using sexual language or words. The child may become worried when their clothes are removed, e.g. for nappy changes.


The physical symptoms may include genital trauma, discharge and bruises between the legs or signs of a sexually transmitted disease (STD). Emotional symptoms could include a distinct change in a child’s behaviour. They may be withdrawn or overly extroverted and outgoing. They may withdraw away from a particular adult and become distressed if they reach out for them, but they may also be particularly clingy to a potential abuser so all symptoms and signs should be looked at together and assessed as a whole.


If a child starts to talk openly to an adult about abuse they may be experiencing the procedure stated later in this document under ‘recording abuse suspicions’ will be followed.



  • The adult should reassure the child and listen without interrupting if the child wishes to talk
  • The observed instances will be detailed in a confidential report
  • The observed instances will be reported to the Pre-school manager or CPLO
  • The matter will be referred to the local authority children’s social care team.


Emotional abuse

Action should be taken if the staff member has reason to believe that there is a severe, adverse effect on the behaviour and emotional development of a child, caused by persistent or severe ill treatment or rejection.


This may include extremes of discipline where a child is shouted at or put down on a consistent basis, lack of emotional attachment by a parent, or it may include parents or carers placing inappropriate age or developmental expectations upon them. Emotional abuse may also be imposed through the child witnessing domestic abuse and alcohol and drug misuse by adults caring for them. 


The child is likely to show extremes of emotion with this type of abuse. This may include shying away from an adult who is abusing them, becoming withdrawn, aggressive or clingy in order to receive their love and attention. This type of abuse is harder to identify as the child is not likely to show any physical signs.



  • The concern should be discussed with the Pre-school Manager / CPLO / Deputy or                            registered person
  • The concern will be discussed with the parent
  • Such discussions will be recorded and the parent will have access to such records
  • An Assessment Framework  form may need to be completed
  • If there are queries regarding the circumstances the matter will be referred to Southampton             MASH


Action should be taken if the staff member has reason to believe that there has been persistent or severe neglect of a child (for example, by exposure to any kind of danger, including cold, starvation or failure to seek medical treatment, when required, on behalf of the child), which results in serious impairment of the child's health or development, including failure to thrive.


Signs may include a child persistently arriving at pre-school unwashed or unkempt, wearing clothes that are too small (especially shoes that may restrict the child’s growth or hurt them), arriving at pre-school in the same nappy they went home in or a child having an illness or identified special educational need or disability that is not being addressed by the parent. A child may also be persistently hungry if a parent is withholding food or not providing enough for a child’s needs.


Neglect may also be shown through emotional signs, e.g. a child may not be receiving the attention they need at home and may crave love and support at pre-school. They may be clingy and emotional. In addition, neglect may occur through pregnancy as a result of maternal substance abuse.



  • The concern will be discussed with the parent
  • Such discussions will be recorded and the parent will have access to such records
  • An assessment form may need to be completed
  • If there are queries regarding the circumstances Southampton MASH will be notified.


Staffing and volunteering

Our policy is to provide a secure and safe environment for all children. We only allow an adult who is employed by the pre-school to care for children and who has an enhanced clearance from the Disclosure and Barring Service (DBS) to be left alone with children. We do not allow volunteers to be alone with children or any other adult who may be present in the Pre-school regardless of whether or not they have a DBS clearance.


All staff will attend child protection training and receive initial basic child protection training during their induction period. This will include the procedures for spotting signs and behaviours of abuse and abusers/potential abusers, recording and reporting concerns and creating a safe and secure environment for the children in the nursery.  During induction staff will be given contact details for the LADO (local authority designated officer), Southampton MASH, the Local Safeguarding Children Board (LSCB) and Ofsted to enable them to report any safeguarding concerns, independently, if they feel it necessary to do so.



We have a named person within the pre-school who takes lead responsibility for safeguarding and co-ordinates child protection and welfare issues, known as the Designated Safeguarding Lead Officer (DSLO). The pre-school DSLO liaises with Southampton MASH and the local authority children’s social care team, undertakes specific training, including a child protection training course, and receives regular updates to developments within this field.


Designated Safeguarding Lead Officer  (DSLO) at Porchester Road is: Zoe Marler-Hausen


Designated safeguarding Lead Officer (DSLO) at Ludlow is: Diana Buckell.


  • We provide adequate and appropriate staffing resources to meet the needs of all children
  • Applicants for posts within the pre-school are clearly informed that the positions are exempt from the Rehabilitation of Offenders Act 1974. Candidates are informed of the need to carry out checks before posts can be confirmed. Where applications are rejected because of information that has been disclosed, applicants have the right to know and to challenge incorrect information
  • We give staff members, volunteers and students regular opportunities to declare changes that may affect their suitability to care for the children. This includes information about their health, medication or about changes in their home life.
  • This information is also stated within every member of staff’s contract
  • We request a DBS check on all new members of staff and then sign them up to the DBS update service, this ensures that, with consent, we can regularly check the suitability of all staff to continue working with children. These checks are carried out by the setting Manager and/or Administrator. Regular checks will be carried out no more than once per month and no less than 6 monthly.  Ad hoc checks may also be carried out.


  • We abide by the requirements of the EYFS and any Ofsted guidance in respect to obtaining references and suitability checks for staff, students and volunteers, to ensure that all staff, students and volunteers working in the setting are suitable to do so
  • We ensure we receive at least two written references BEFORE a new member of staff commences employment with us
  • All students will have enhanced DBS checks conducted on them before their placement starts
  • Volunteers, including students, do not work unsupervised
  • We abide by the requirements of the Safeguarding Vulnerable Groups Act 2006 and the Childcare Act 2006 in respect of any person who is disqualified from providing childcare, is dismissed from our employment, or resigns in circumstances that would otherwise have led to dismissal for reasons of child protection concern
  • We have procedures for recording the details of visitors to the pre-school and take security steps to ensure that we have control over who comes into the pre-school so that no unauthorised person has unsupervised access to the children
  • All visitors/contractors will be supervised whilst on the premises, especially when in the areas the children use
  • All staff have access to and comply with the whistleblowing policy which will enable them to share any concerns that may arise about their colleagues in an appropriate manner
  • All staff will receive regular supervision meetings where opportunities will be made available to discuss any issues relating to individual children, child protection training and any needs for further support
  • The deployment of staff within the pre-school allows for constant supervision and support. Where children need to spend time away from the rest of the group, the door will be left ajar or other safeguards will be put into action to ensure the safety of the child and the adult.


Informing parents

Parents are normally the first point of contact. If a suspicion of abuse is recorded, parents are informed at the same time as the report is made, except where the guidance of the Southampton MASH, local authority children’s social care team/police does not allow this. This will usually be the case where the parent or family member is the likely abuser or where a child may be endangered by this disclosure. In these cases the investigating officers will inform parents.



All suspicions, enquiries and external investigations are kept confidential and shared only with those who need to know. Any information is shared in line with guidance from Southampton MASH.


Support to families

The Pre-school takes every step in its power to build up trusting and supportive relations among families, staff, students and volunteers within the pre-school.


The Pre-school continues to welcome the child and the family whilst enquiries are being made in relation to abuse in the home situation. Parents and families will be treated with respect in a non-judgmental manner whilst any external investigations are carried out in the best interest of the child.


Confidential records kept on a child are shared with the child's parents or those who have parental responsibility for the child, only if appropriate in line with guidance of Southampton MASH with the proviso that the care and safety of the child is paramount. We will do all in our power to support and work with the child's family.


Employees, students or volunteers of the pre-school or any other person working on the pre-school premises

If an allegation is made against a member of staff, student or volunteer or any other person who works on the pre-school premises regardless of whether the allegation relates to the pre-school premises or elsewhere, we will follow the procedure below.


The allegation should be reported to the senior manager on duty. If this person is the subject of the allegation then this should be reported to the DSLO/deputy manager/manager of the other setting instead.


The Local Authority Designated Officer (LADO), Ofsted and Southampton MASH will then be informed immediately in order for this to be investigated by the appropriate bodies promptly:

  • The LADO will be informed immediately for advice and guidance
  • A full investigation will be carried out by the appropriate professionals (LADO, Ofsted, Southampton MASH) to determine how this will be handled
  • The pre-school will follow all instructions from the LADO, Ofsted, Southampton MASH and ask all staff members to do the same and co-operate where required
  • Support will be provided to all those involved in an allegation throughout the external investigation in line with LADO support and advice
  • The Pre-school reserves the right to suspend any member of staff during an investigation
  • All enquiries/external investigations/interviews will be documented and kept in a locked file for access by the relevant authorities
  • Unfounded allegations will result in all rights being reinstated
  • Founded allegations will be passed on to the relevant organisations including the local authority children’s social care team via Southampton MASH and where an offence is believed to have been committed, the police, and will result in the termination of employment. Ofsted will be notified immediately of this decision. The pre-school will also notify the Disclosure and Barring Service (DBS) to ensure their records are updated
  • All records will be kept until the person reaches normal retirement age or for 21 years and 3 months years if that is longer. This will ensure accurate information is available for references and future DBS checks and avoids any unnecessary reinvestigation
  • The Pre-school retains the right to dismiss any member of staff in connection with founded allegations following an inquiry
  • Counselling will be available for any member of the pre-school who is affected by an allegation, their colleagues in the Pre-school and the parents.

Extremism – the Prevent Duty

Under the Counter-Terrorism and Security Act 2015 we have a duty to refer any concerns of extremism to the police (In Prevent priority areas the local authority will have a Prevent lead who can also provide support).

This may be a cause for concern relating to a change in behaviour of a child or family member, comments causing concern made to a member of the team (or other persons in the setting) or actions that lead staff to be worried about the safety of a child in their care. 



Our Pre-school is aware of the growth of internet use and the advantages this can bring. However it is also aware of the dangers and strives to support children, staff and families in using the internet safely.


Within the Pre-school we do this by:

  • Ensuring we have appropriate antivirus and anti-spyware software on all devices and updating them regularly
  • Using approved devices to record/photograph in the setting
  • Never emailing personal or financial information
  • Reporting emails with inappropriate content to the internet watch foundation (IWF
  • Ensuring content blockers and filters are on our computers, laptops and any mobile devices
  • Ensuring children are supervised using internet devices
  • Using tracking software to monitor suitability of internet usage (for older children)
  • Integrating e-safety into pre-school daily practice by discussing computer usage ‘rules’ deciding together what is safe and what is not safe to do online
  • Talking to children about ‘stranger danger’ and deciding who is a stranger and who is not, comparing people in real life situations to online ‘friends’
  • When using Skype and FaceTime (where applicable) discussing with the children what they would do if someone they did not know tried to contact them
  • We encourage staff and families to complete a free online e-safety briefing which can be found at


Our Pre-school has a clear commitment to protecting children and promoting welfare. Should anyone believe that this policy is not being upheld, it is their duty to report the matter to the attention of the Pre-school Manager/Directors/ DSLO registered person at the earliest opportunity.




Document ID-


Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed

September 18 –

Z Marler-Hausen & Diana Buckell



Oct 2017

1st February 2019



March 2018












Safe Recruitment of Staff - S8


At Ladybirds Preschools Ltd, we are vigilant in our recruitment procedures aiming to ensure all people working with children are suitable to do so. We follow this procedure each and every time we recruit a new member to join our team.


Legal requirements

  • We abide by all legal requirements relating to safe recruitment set out in the Statutory Framework for the Early Years Foundation Stage (EYFS) and accompanying regulations
  • We also follow any requirements or guidance given by the Disclosure and Barring Service (DBS) in relation to carrying out checks; and abide by the employer’s responsibilities relating to informing the DBS of any changes to the suitability of their staff, whether this member of staff has left the nursery or is still under investigation. Please refer to the child protection/safeguarding policy for further information. 



  • We ensure that all recruitment literature includes details of our equal opportunities policy and our safe recruitment procedures; including an enhanced DBS check and at least two independent references for every new employee. We also include the requirement for an additional criminal records check (or checks if more than one country) for anyone who has lived or worked abroad.


Interview stage

  • We shortlist all suitable candidates against a pre-set specification and ensure all applicants receive correspondence regardless of whether they are successful in reaching the interview stage or not
  • All shortlisted candidates will receive a job description, a person specification and a request for identification prior to the interview
  • The manager will decide the most appropriate people for the interview panel. There will be at least two people involved, both will be involved in the overall decision making
  • At the start of each interview all candidates’ identities will be checked using, for example, their passport and/or photocard driving licence. All candidates will be required to prove they are eligible to work in the UK. The interview will also cover any gaps in the candidate’s employment history
  • All candidates reaching the interview stage are questioned using the same set criteria and questions. These cover specific areas of childcare, including safeguarding the children in their care, planning suitable activities to enhance the child’s development and their understanding of the legal frameworks applied to childcare and used in the preschool. The questions will be value based and will ensure the candidate has the same values as the preschool with regards to the safety and welfare of the children in their care
  • Candidates will be given a score for their answers including a score for their individual experience and qualifications
  • Every shortlisted candidate will be asked to take part in a supervised practical exercise which will involve spending time in a particular age group in the preschool interacting with the children, staff and where appropriate parents
  • The manager and deputy will then select the most suitable person for this position based on these scores and their knowledge and understanding of the early years framework as well as the needs of the preschool.
  • Every candidate will receive communication from the preschool, stating whether they have been successful or not. Unsuccessful candidates are offered feedback.


Starting work

  • The successful candidate will be offered the position subject to at least two references from previous employment or, in the case of a newly qualified student, their tutor and a personal or professional reference. Where possible these references will be taken up BEFORE employment commences. This may be verbal initially and then followed up with a written reference which will form part of their personnel file.  In the event of if not being possible to take full references before a candidate begins in the post (e.g. if ratios require) verbal references will be sought and a risk assessment made, with necessary limitation to duties e.g. not to be left with children unsupervised.
  • The successful candidate will be asked to provide proof of their qualifications, where applicable. All qualifications will be checked and copies taken for their personnel files where applicable
  • Prior to employment but after the job has been offered a health check questionnaire will be given to the employee and its results will be taken into account in making an overall decision about suitability. The preschool reserves the right to take any further advice necessary in relation to a person’s physical and mental fitness to carry out their role.
  • All new starters, other than those who have registered for the continuous updating service (see below), will be subject to an enhanced Disclosure and Barring Service (DBS) check. This will be initiated before the member of staff commences work in the preschool and they will not have unsupervised access to any child or their records before this check comes back clear. Further to this, the new starter will not be allowed to take photographs of any child, look at their learning and development log or change the nappy of any child without an up-to-date enhanced DBS check (whether supervised or not)
  • An additional criminals records check (or checks if more than one country) will  also be made for anyone who has lived or worked abroad.
  • The preschool will record and retain details about the individual including staff qualifications, identity checks carried out and the vetting process completed. This will include the disclosure and barring service reference number, the date the disclosure was obtained and details of who obtained it. The preschool will not retain copies of the disclosure itself once the employment decision is taken
  • There may be occasions when a DBS check is not clear but the individual is still suitable to work with children. This will be treated on an individual case basis and at the manager’s/owner’s discretion taking into account the following:

o   seriousness of the offence or other information

o   accuracy of the person’s self-disclosure on the application form

o   nature of the appointment including levels of supervision

o   age of the individual at the time of the offence or other information

o   the length of time that has elapsed since the offence or other information

o   relevance of the offence or information to working or being in regular contact with children.

  • If the individual has registered on the DBS update system, managers will use the update service with the candidate’s permission instead of carrying out an enhanced DBS check.
  • Regular checks of staff members DBS update service will be carried out no more than once per month and no less than 6 monthly.  Ad hoc checks may also be carried out.
  • New starters are required to sign (either application form, contract or separate form) to state that they have no criminal convictions, court orders or any other reasons that disqualify them from working with children or deem them unsuitable to do so
  • All new members of staff will undergo an intensive induction period during which time they will read and discuss the preschool policies and procedures and be supported by a named staff member who will introduce them to the way in which the preschool operates
  • During their induction period all new staff will receive training on how to safeguard children in their care and follow the Safeguarding Children/Child Protection policy and procedure, emergency evacuation procedures, equality policy and health and safety issues
  • The new member of staff will have regular supervision meetings with the manager and their mentor during their induction period to discuss their progress and safeguarding obligations.


Ongoing support and checks

  • All staff are responsible for notifying the manager in person if any there are any changes to their circumstances that may affect their suitability to work with children (staff suitability status will also be checked through an annual ‘staff suitability questionnaire’). This includes any incidents occurring outside the preschool. Staff will face disciplinary action should they fail to notify the manager immediately
  • All members of staff are responsible for ensuring their update service with DBS is renewed each year
  • All members of staff will update a health questionnaire on an annual basis to ensure management have a good knowledge of any changes that may require support or additional resources to aid them to carry out their day-to-day duties. This will also be discussed at staff supervisions/review meetings. Management may require this more regularly where health circumstances change.
  • The Preschool Directors will review any significant changes to an individual’s circumstances that may suggest they are no longer suitable to work with children and take appropriate action to ensure any unsuitable or potentially unsuitable employee does not have unsupervised contact with children until the matter is resolved. Please see the Disciplinary Policy for further details
  • Every member of staff will have regular meetings a year with the manager: one being an annual formal appraisal. This will provide an opportunity for the manager and member of staff to discuss training needs for the following 12 months as well as evaluate and discuss their performance in the previous 12 months
  • The manager will be responsible for any support the staff team may have between these reviews. This includes mentor support, one-to-one training sessions, ongoing supervision, work-based observations and constructive feedback
  • The preschool will provide appropriate opportunities for all staff to undertake professional development and training to help improve the quality of experiences provided for children.


Document ID-


Policy adopted at meeting – Sept 18

Reviewed by : Ladybirds Directors


Date reviewed




Feb 2019










Statement of intent:

We believe that the security of our children and staff is of paramount importance and regularly review and amend our security arrangements as necessary.




On arrival:

  • When children arrive at the pre-school, they enter the pre-school via



Designated Bishops Rd entrance

Porchester Rd

The gate on Porchester Road.


  • AM  sessions





The gate on Bishops Rd will be unmanned. A member of staff will be on the door leading into the pre-school.

Porchester Rd

 A member of staff will be on the door leading into the pre-school, and on the gate to welcome all parents and children.


  • PM sessions




A member of staff will open and stay at the gate on Bishops Rd allowing parents and carers to enter pre-school via the school playground.

Porchester Rd



A member of staff will be on the door leading into the pre-school, and on the gate to welcome all parents and children.



  • The children are brought into the pre-school by the parents/carers from the garden entrance.  The child remains the responsibility of the parent until they enter the pre-school premises. The parents/carers will then leave or remain and a member of staff will take the register.
  • On arrival to work staff will enter the pre-school. They will sign in on arrival and departure.  All staff will be registered in and marked as present.



Either by Bishops Rd or Ludlow Rd entrances.


Through the main gate on Porchester Road. 


During session time:



The main door from the school into the pre-school is always closed and can only be accessed by a security code, only known to the staff and changed at regular intervals.

Anyone wishing to enter the pre-school during session time, must enter via the Ludlow Infants reception and knock the door or ring the bell and wait for a member of pre-school staff to open the door for them.  All visitors to the pre-school will be required to sign in and out of a visitor’s book and take a visitor badge then hand in their mobile phone.

Due to Ludlow Infant Academy Policy, if the parent/carer has an additional child or children with them who are in pushchairs they must leave the pushchair outside the entrance to Ludlow Infant Academy.



The main gate into the pre-school garden is always closed and can only be accessed by a security code, only known to the staff and changed at regular intervals.

Anyone wishing to enter the pre-school during session time, must enter via the gate. Should no-one be available in the garden there is a sign to ask the visitor to telephone the Pre-School for access. A member of staff will let them in. All visitors to the pre-school will be required to sign in and take an out of a visitor’s book and take a badge then hand in their mobile phone.



On departure:



When collecting children at the end of the session, parents/carers must use the entrance on Bishops Road.

  • AM Session -  A member of staff will open and stay at the gate on Bishops Rd allowing parents/carers to enter the school playground and onto the pre-school outside play area.
  • PM Session – The gate on Bishops Rd will be unmanned. A member of staff will be on the door leading into the pre-school.



When collecting children at the end of the session, parents/carers must wait at the gate, once open,

then walk to the far end of the garden.

  • AM and PM Session -  A member of staff will open and stay at the gate on Porchester Road allowing parents/carers to enter and leave the garden.
  •  A member of staff will be on the door leading into the pre-school.







  • A member of staff will call one child at a time but only when they have seen that that child’s parent/carer is waiting for them and aware they are coming out next.
  • If parents/carers wish to speak to the pre-school manager or any member of staff they must wait until all children have been escorted out. This is to ensure that the manager or member of staff is not distracted whilst children are being collected and that the children have our full attention.
  • If anyone other than the person who normally collects your child is to collect them, it is vital that you inform the pre-school of this either when dropping them off or by telephone. You will be asked to name and describe the person who will be collecting your child and advise us of their password. The person collecting the child will also be asked for your child’s password.  When an alternative adult is to collect a child a slip will be filled out and placed in the register with a brief description of the adult collecting and the parent/carer will be required to give their child’s password and sign to give their consent.  Where a request is made over the phone the password will be required and the slip will have a note to state that the request was made by telephone.





It is everyone’s responsibility to ensure that the gate at the Bishop’s Road entrance and the main gate into Ludlow Infant Academy on Ludlow Road is kept closed at all times and not left open even if someone is coming in behind them.



All members of staff will wear the pre-school uniform and will display name tags, therefore making them identifiable to parents/carers and visitors.



Document ID-


Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed




Sept 2017










Statement of intent:


We want children to feel safe, stimulated and happy in the pre-school and to feel secure and comfortable with staff.  We also want parents/carers to have confidence in both their children’s wellbeing and their role as active partners with the pre-school.



We aim to make the setting a welcoming place where children settle quickly and easily.


  • We allocate a key person to each child.  The key person will welcome and look after the child during their early sessions and work with the child on a daily basis in small group times.  The key person will work in partnership to share information with parents/carers and plan for their needs, interests and next steps.


  • Before a child starts pre-school, their parents/carers are actively encouraged to visit the pre-school with the child especially during the weeks prior to entry.  This enables both parents/carers and the child to start to build a relationship with the staff team and their keyperson.


  • Parents/carers are invited to any appropriate preschool events, along with planned stay and play sessions for parent and child to get to know the preschool. Due to ratios parents/carers are required to stay with their children for these sessions, unless otherwise agreed by preschool.


  • As part of the pre-school’s settling procedure, the manager or deputy and child’s key person will arrange a home visit prior to entry in consultation with parents/carers.

This will give them a chance to learn more about the child in their own home and agree with parents/carers to decide on the best way for the child to settle in.


  • We value the views of parents/carers as their child’s first educator and ask parents to complete an overview of their child’s current development using a ‘What to expect when? – guide for parents’, which is taken into account when planning for the child in the first few weeks of preschool.


  • Once the child has started preschool parents/carers are welcome to stay or visit the pre-school at any time without prior agreement. This will enable you to not only see how your child is settling in but also to get involved in the pre-school.


Document ID-


Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed




Sept 2017




Dec 2018







Statement of intent:

We provide an environment in which all children are supported to reach their full potential. We have regard for the DfES Special Educational Needs Code of Practice.


  • We have designated members of staff at each setting who are the Special Educational Needs and Disability Co-ordinators (SENDCO).




Diana Buckell




Zoe Marler-Hausen


  • Any training courses attended by the SENDCO and/or Manager will be cascaded to all staff through discussions in the weekly staff meeting and copying relevant information for everyone


  • We ensure that our admissions policy ensures equality of access and opportunity.


  • We ensure that our physical environment is, as far as possible, suitable for children with disabilities.


  • We praise, endorse and encourage desirable behaviour such as kindness and willingness to share.


  • The provision will encourage children to value and respect others. We support children with expressing their feeling and encouraging them on resolving conflicts.


  • We avoid creating situations in which children receive adult attention only in return for undesirable behaviour.


  • We recognise that young children require help in understanding the range of feelings experienced and help them recognise their feelings by naming them and helping them express them in a non-aggressive way.


  • We provide a differentiated, broad and balanced curriculum to meet individual needs and abilities. In line with the revised Statutory Framework for the Early Years Foundation Stage, if a child’s progress in any prime or specific area of development gives cause for concern, the practitioners will and must discuss this with the child’s parents / carers and agree how to support the child.


  • We use a system of planning, implementing, monitoring, evaluating and reviewing individual education plans for children with SEND. We have regular child meetings to view and monitor inclusive practices and change the environment as and when needed. (I.e. dual language, move furniture for wheelchair users).


  • Children who have Individual Education Plans (IEPs) or Individual Behaviour Plans (IBPs) have a review date which is carried out with the SENDCO, key person and parent, where action points are discussed and developed. On moving to school we liaise with school SENDCO and use these meetings to highlight other professionals involved, key areas of strengths and needs, to enable a smooth transition.


  • Where we have identified a child a having SEND we work in partnership with parents using a graduated approach where we plan the support needed to be put in place to achieve the desired outcomes, we then will implement the interventions (do) and then review the effectiveness of the support and impact on the child’s progress.


  • Where necessary, after following our graduated approach we may refer to our Area SENDCO and other relevant agencies and professional bodies with the parent’s prior written permission, to gain further support and liaise with relevant agencies.


  • If a child with a recognised/diagnosed SEND is admitted to the preschool we will work with involved professions in advance in order to fully cater for their needs.


  • We ensure the privacy of children with SEND when intimate care is being provided.


  • We hold regular meetings with parents/carers to discuss progress, strategies and next steps in the form of an Individual Education Plan.  All meetings will be documented and shared with parents/carers and team members working with the child.


  • If a child has not made expected progress with interventions in place, we may request an Education Health Care Plan (EHCP) assessment to be carried out. We have full support and information in place for families at this stage.


  • Inappropriate attitudes and practise will not be tolerated by practitioners, children or other adults and if observed will result in both disciplinary and/or additional training. New staff are given training on appropriate behaviour during induction process, and regularly monitored.


  • Where a child has an Education Health Care Plan (EHCP) the Local Authority must review that plan every 12 months as a minimum and will liaise with parents/carers and the setting.


  • The designated SENDCO is in place to:


  • Ensure that implementation of support for children with additional needs are carried out.
  • Ensure that all practitioners understand their responsibilities to children with SEND and the settings approach to identifying and meeting SEND
  • Advise and support colleagues
  • Ensure that parents are closely involved throughout and their insights inform action taken by the setting.
  • Liaise with professionals or agencies beyond the setting.


  • All records relating to SEND will be kept for 33 years.



Document ID-


Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed


Dec 2018


Sept 2017




Mar 2018






Statement of intent:

We aim to provide a high staffing ratio to ensure that children have sufficient individual attention and to guarantee safety, care and education of an excellent standard.  Our staff are required to have the relevant qualifications and skills and are checked for criminal records through the Disclosure and Barring Service in accordance with Ofsted’s requirements to ensure they are a suitable person. Where a training requirement has been identified the relevant training will take place.


Statutory ratios are part of the Early Years Foundations Stage 2014 and set out ratios to which all early years settings must adhere to.  At Ladybirds we aim to provide ratios that are better than the statutory requirement, these are:


- Children aged 3-5 years of age                    1 adult: 6 children (statutory ratios 1 adult: 8 children)

- Children aged 2yrs                                       1 adult: 3 children (statutory ratios 1 adult: 4 children)

- Children aged 2 yrs 9 months-3 years         1 adult: 4 children (as above)



  • We operate a key person system to ensure that each child and their family have a dedicated member of staff for discussions and consultations.  Where the keyworker is absent a secondary named keyworker will take over the keyworker responsibilities.


  • All new staff undertake induction training and receive a training and staff induction pack.  New staff have a 6 month probationary period.


  • We hold regular staff meetings to undertake curriculum planning, to discuss any training needs, to discuss children’s progress, achievements, concerns and to share best practise/feedback from training courses as a team as well as planning next steps.


  • We work towards equality of opportunity by using non-discriminatory procedures for staff recruitment and selection, and ensure that the recruitment, appointment and employment of staff complies with all relevant legislation and best practice.


  • All staff have job descriptions and contracts which set out their roles and responsibilities. All staff are required to read all our policies on an annual basis plus any amendments to policies as and when they occur. Staff sign to confirm that they have fully read and understand our policies and will adhere to them at all times.


  • We provide in-service training for all staff whether paid or volunteer through the Pre-School Learning Alliance, Early Years and Child Care Partnership and external agencies.


  • Where training needs have been identified, the member of staff will follow a Continuous Professional Development programme to ensure that they receive the relevant training.  Each staff member is required to attend at least 20 hours training per year.



  • A regular review of staff performance is carried out annually. In addition to frequent 1:1 to ensure staff are supported for any learning requirements and guidance. Each member of staff then has an appraisal with the Manager. The Manager and Deputy from Ludlow will conduct the appraisal for the Manager from Porchester. This will alternate for the appraisal for the Manager from Ludlow.



Disciplinary procedures are in place and each member of staff has a copy.  Any amendments to these procedures are immediately circulated to staff and discussed with them, giving reasons for the changes.



  • Staff will receive notification of their retirement date 6-12 months prior to it and should advise us as early as possible as to their intentions. Applications will be considered on an individual basis, based on business needs and merit.



  • The pre-school will abide by all Government guidelines should a redundancy situation ever arise. A Reserve Account is in place to provide a financial surplus should there be a need for redundancy payouts. This Reserve Account is continually monitored by the Board of Directors to ensure that sufficient funds are held within it.



Should a member of staff have a grievance with another member of staff or the Deputy Practitioner, they should first approach the pre-school manager and refer to/follow the grievance procedures which are in place and they have a copy of. However if they do not wish to do this or the grievance is with the pre-school manager they should then approach the Directors.



Document ID-

Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed




Oct 2017










Statement of intent:

We recognise that qualifications and training make an important contribution to the quality of care and education provided by pre-school settings.  As part of our commitment to quality, we offer placements to students undertaking early years’ qualifications and training, at various levels.  We also offer Work Experience placements to school pupils.


  • All students wishing for a placement in our setting will undergo an interview to access their suitability.  They will also be required to meet the ‘suitable person’ requirements of Ofsted.


  • We require schools placing students under the age of 16 years to vouch for their good character and give a point of contact for any needs or issues that may arise.


  • Where students are over the age of 16 they will not be accepted until they can provide proof that they have passed a Disclosure and Barring check through the college they are attending.


  • We require students to sign a form confirming that they fully understand and will adhere to all our policies and to keep to our confidentiality policy at all times.


  • We co-operate with students’ tutors in order to help students fulfil the requirements of their course of study.   We require adequate notice of any tasks that the student may be required to carry out as part of their course in advance so that we are able to assess the suitability of the activity for our setting and to add it to our weekly planning.


  • Students placed in our setting are not counted in our staffing ratio.


  • Students are fully supervised and given advice and coaching during their placement. Students are not allowed unsupervised access to children. 


  • The needs of our children are paramount and we do not admit students in numbers that will hinder the essential work of the setting.



Document ID-


Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed




Feb 2018










Statement of intent:

We believe that the safety of the children is of paramount importance and this should be reflected in the clothing and accessories worn and brought into pre-school by the children and staff. At pre-school we strive to give the children independence to grow and learn but occasionally certain items of clothing can make this difficult for the children as they require help.


General Clothing


  • Ladybirds preschool uniform can be purchased from Tesco Embroidery Service  The unform consists of: navy polo shirt, t-shirt, sweatshirt navy fleece.  Uniform is not mandatory, however children are expected to be dressed in clothing that will allow them to engage fully in the indoor and outdoor provision, which may involve them getting messy and dirty.  Clothing should also allow children to move freely and not restrict or cause risk e.g. long cords or ribbons.


  • Suitable footwear must be worn at all times.
  • We do not allow shoes with heels or open toed shoes or sandals, nor do we allow ‘crocs’ style, ‘flip flops’ or backless footwear as they do not provide adequate protection should something fall on the feet and they are unsuitable for play involving running and climbing and may cause trips.
  • Dressing up shoes are often available and can be worn inside during play, with supervision.



  • Children should only wear stud earrings.  Parents/carers will be asked to remove hoop or long earrings at the beginning of the session.  Serious injury can be caused by hoops or longer earrings getting snagged or pulled.
  •  All clothes and accessories should be clearly labelled with the child’s name.
  • Parents/carers are asked not to put belts on trousers/jeans as they can be difficult for the children to undo when using the toilet


Winter months

  • During the winter months children should always have coats, hats and gloves. When necessary wellington boots (and waterproofs) can be supplied by the pre-school for children wishing to play outside.  We act on the belief that there is no such thing as bad weather but rather bad clothes.


Summer months

  • During warmer weather, children should have sun hats.
  • A named sun cream can be provided by the parent with parent consent for the preschool to apply to the child, or a fee paid and permission given for the preschool to provide and apply the sun cream.


Document ID-


Policy adopted at meeting – Oct 2007

Reviewed by : Ladybirds Directors


Date reviewed




Feb 2018










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