Management, Safeguarding and Welfare AuditChildcare Register Group settings
Setting name:Ofsted URN:
Date audit started:
Setting representative(s) for audit:
Name and email address of registered provider:
Early Years Support and Intervention Officer:
Age group cared for:
Opening hours:
Layout of premises (attach floor plan if available, or give brief description):
Other relevant information:
This audit has been based upon the Requirements of the Ofsted Childcare Register and East Sussex Safeguarding Children Partnership (ESSCP) guidance. It is the responsibility of the childcare provider to ensure that all legal requirements are fully met. Childcare providers are expected to regularly review the Childcare Register Requirements as part of ongoing monitoring and improvement of practice. If the setting is also registered on the Early Years Register the Requirements of the EYFS will need to be observed. The advice offered at the time of this audit has been based upon the information made available by the childcare provider.
V4 Oct 2020 author VJG
Guidance for completion:
In order to complete this audit, it is essential to refer to the Requirements of the Ofsted Childcare Register to ensure that the legal requirements are thoroughly understood and met. https://www.gov.uk/guidance/childminders-and-childcare-providers-register-with-ofsted/registration-requirements The ‘Ofsted Guidance’ relates to Inspecting Safeguarding in early years, education and skills setting and corresponding paragraph numbers
The ‘Comments/Action required’ column should be used to record: any practice that is notably strong; any action required to meet requirements any advice provided to strengthen practice
Sources of support and further information: (for direct access to web links, press ‘Ctrl’ while you left-click)Accessed? Accessed?
East Sussex County Council c-zone pages;https://czone.eastsussex.gov.uk/
Early Years Improvement Team Facebook Page; https://www.facebook.com/EastSussexCCEarlyYears/
The Prevent Duty: Advice for Schools and Childcare Providers (protecting children from radicalisation and extremism): www.gov.uk/government/publications/protecting-children-from-radicalisation-the-prevent-duty
East Sussex Training Directory: Accessed through learning portal;https://childrens.eastsussexlearning.org.uk/courses/bookings/default.asp?ds=1&ccid=21
East Sussex Safeguarding Children Partnership guidelines, including Continuum of Need: https://www.esscp.org.uk/Pan Sussex Procedures for Child Protection and Safeguarding: http://sussexchildprotection.procedures.org.uk
Safeguarding children and young people and Prevent e-learning courses;https://childrens.eastsussexlearning.org.uk/elearning/Course/Search?CategoryId=4&SubcategoryId=9&runSearch=1https://www.elearning.prevent.homeoffice.gov.uk/
Ofsted inspecting Safeguarding guidancehttps://www.gov.uk/government/publications/inspecting-safeguarding-in-early-years-education-and-skills
Safer Recruitment Training https://www.nspcc.org.uk/what-you-can-do/get-expert-training/safer-recruitment-training/
Advice for practitioners https://www.gov.uk/government/publications/what-to-do-if-youre-worried-a-child-is-being-abused--2
Disclosure and Barring Service, including information about suitability checks and making referrals: https://www.gov.uk/government/organisations/disclosure-and-barring-service/about
Safer Food, Better Business: Food Standards Agency Food Standards Agency, including information about food 2
www.food.gov.uk/business-industry/caterers/sfbb hygiene and allergies: www.food.gov.uk Health and Safety Executive;http://www.hse.gov.uk/index.htmIncludes information about RIDDOR, Health & Safety workplace poster, risk assessments
Ofsted website and email updates (sign up): https://www.gov.uk/government/organisations/ofsted
Guidance on Health protection in Schools and Other Childcare Facilities: https://www.gov.uk/government/publications/health-protection-in-schools-and-other-childcare-facilities
Healthy eating guidance including ‘Eat Better Start Better’: https://czone.eastsussex.gov.uk/early-years/halo/
HM Revenue & Customs (HMRC) – guidance for employers, self-employed, employees and parents: www.hmrc.gov.uk
Local Children’s Centre / Health Visiting Team: Leaflets, advice, latest guidance, e.g. family support, SIDS, breastfeeding, formula feeding, weaning, toilet training
Whistleblowing advice line for professionalshttps://www.nspcc.org.uk/what-you-can-do/report-abuse/dedicated-helplines/whistleblowing-advice-line/
Single point of advice (SPOA)https://www.esscp.org.uk/professionals/single-point-of-advice/
Children’s Portal; online system that enables professionals to submit forms securely online directly into ESCC Children’s Services recording system. The Children’s Portal is to be used alongside how professionals usually communicate with SPoA. This is the link to the Children’s Portal.
ROSPA (The Royal Society for the Prevention of Accidents) safety guidelineshttp://www.rospa.com/
E-Safety Guidance and ResourcesOnline safety Launchpad Module 5 available on czonehttps://czone.eastsussex.gov.uk/early-years/improvement-tools/https://www.nspcc.org.uk/preventing-abuse/keeping-children-safe/online-safety/http://swgfl.org.uk/products-services/esafety/resources
Information Commissioner’s Office
https://ico.org.uk
(Information Commissioners Office: 0303 123 1113) Meeting Children’s Emotional Needshttps://czone.eastsussex.gov.uk/media/5765/meeting-childrens-emotional-needs-20191003.docx
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Audit
ENTRANCE Date discussed
Comments/Action required Date actioned
Environment and practitioner/s create a positive and professional welcome to children, parents, staff and visitorsRegistration certificate displayed
Info about practitioners and management (photos, qualifications, roles and responsibilities) – clear management structure including committeeVisitors record / ID checking; visitors and volunteers are introduced to all practitioners and are monitored (consider visitor badges). Adults who have not been suitability checked do not have unsupervised access to children Ofsted Guidance 21 & 22Ofsted poster for complaints/ complaints procedure
Inspection report displayed or available to parents
Health & Safety poster on display to staff Appropriate insurance (e.g. public liability insurance) to cover all premises from which they provide childcare or childminding.
LEADERSHIP & MANAGEMENT:Continuous improvement
Date discussed
Comments/Action required Date actioned
Process in place for self-evaluation and ongoing improvement which involves the views of children, parents and staff (e.g. quality assurance scheme, reflective journal)Strong leadership and communication of the improvement process with active involvement of the registered provider - commitment to training and implementing changeOfsted GuidanceStaff/ management/ committee meetings, professional development and training, and associated records
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LEADERSHIP & MANAGEMENT:Continuous improvement
Date discussed
Comments/Action required Date actioned
Access to training and development opportunities, cascading to staff and management team, putting into practice and evaluating impact
LEADERSHIP & MANAGEMENT:Management systems
Date discussed
Comments/Action required Date actioned
Regular review carried out of CCR requirements
Ofsted notified of significant changes/ events, including changes to the registered provider members via EY3 and EY2 forms.Where the ‘registered provider’ is an organisation or committee, records must be easily accessible and seen by the Early Years Support and Intervention Officer, for each individual who is part of the registered body: Name, address and contact details DBS/CRB number and date (Including signing up to update service) Date/confirmation that EY2 form has been submittedOfsted guidance 21, 22Ofsted notified of any changes to individuals who make up the organisation, nominated persons, managers.
Systems for managing the business, including record keeping and ongoing maintenance of all requirementsEffective communication systems between the registered provider and management, with clearly delegated roles and responsibilities for meeting requirementsESCC advisory: Basic skills in ICT (including emailing, word processing and internet research) and active use of an email address that can be used for communication with ESCC or HealthEnsure email passwords and access codes are shared as applicable especially when key staff leave the settingTo ensure compliant with the latest GDPR guidanceConfidentiality, storage of records, ‘data in transit’, privacy notice
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LEADERSHIP & MANAGEMENT:Management systems
Date discussed
Comments/Action required Date actioned
Data protection notification – certificate of registration or exemption, named data controller, data audit and compliance with GDPR
Policies and procedures clearly presented, dated and signed by registered provider See appendix for guidance on recommended policiesPolicies and procedures updated and reviewed (at least once per year)Ofsted Guidance 19Parental and staff involvement and understanding of policies and proceduresStaff given copy of key policies- Safeguarding, Whistle blowing, allegations, complaints- Ofsted Guidance 13Qualifications requirements to meet ratios for those working directly with the children – a summary record of qualifications/compulsory training available at all times on site. Adult:child ratios meet legal requirements and staff are deployed appropriately – contingency arrangements in place‘SEN and Disability information’ previously known as ‘Local offer’ describing the provision made for children with special educational needs, reviewed at least annuallyhttps://www.eastsussex.gov.uk/childrenandfamilies/specialneeds/localoffer/addaservice/childcare-providers/
Record of staff names, addresses, contact details and emergency contact details held on site at all timesOfsted guidance 23Named deputy who is capable and qualified to take charge in manager’s absenceQualified first aider at all times (on the premises and on outings) – approved trainingOfsted guidance 11Managers and practitioners have clear and effective communication skills in English, verbally and in writing (minimum level 2 in English)Required permissions and agreements in place and adhered to in relation to use of the premises
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LEADERSHIP & MANAGEMENT:Management systems
Date discussed
Comments/Action required Date actioned
Reasonable adjustments to premises, facilities, equipment and access with regard to the Equality Act 2010Management understanding and commitment to actively promoting equality, diversity and ‘British Values’ (guidance available), reflected in any relevant policies, e.g. staff behaviour policy, equality of opportunity, ethos, anti-bullying, challenging of racist, sexist, homophobic and derogatory terms.Ofsted Guidance 15 & 19Area for confidential discussions with staff/parents, and an area for staff to take breaks away from the childrenInfo from parents (updated regularly) – emergency contacts, dietary, health, legal guardians, child’s and parents’ addresses, who child lives with, child’s full name and date of birth, religion, any contact restrictions, any other settings the child attends, any other professionals involved in supporting the child or familyInformation is reviewed regularly by the data controller to ensure GDPR compliant.Parental permissions for example for use of photographs, sun cream, outings
Identification of other settings/carers/other agencies involved with child and actively seeking partnership opportunitiesParental engagement strategies from registration of interest, registration and induction throughout the child’s placement
LEADERSHIP & MANAGEMENT:Managing staff
Date discussed
Comments/Action required Date actioned
Job descriptions/specifications current and clear
Disciplinary procedures
Induction procedures and records – e.g. handbooks, induction plans, signed checklists, monitoring and supervision (including students and volunteers)Ofsted guidance 19
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LEADERSHIP & MANAGEMENT:Managing staff
Date discussed
Comments/Action required Date actioned
Supervision arrangements to support practitioners’ continuous improvement (CPD plans) and discussion of sensitive issues including child protection concerns; led by manager and registered provider. Records/minutes kept. (Advise 6 weekly) Ofsted Guidance 13System for ensuring play workers have the necessary skills, experience and support to fulfil their roleAll practitioners able to consistently demonstrate good interpersonal skills, professional standards of behaviour and positive relationships with children, parents and other professionalsOfsted guidance 13
CHILD PROTECTION & SAFEGUARDING: Designated lead person
Date discussed
Comments/Action required Date actioned
There is a designated person to take lead responsibility for dealing with child protection issues, providing advice and support to other staff, liaising with the local authority and for working with other agenciesOfsted Guidance 13 & 19The designated lead is of sufficient seniority to be able to commit resources to child protection matters and direct staffThe designated safeguarding lead or an appropriately trained deputy should be available during opening hours for staff to discuss safeguarding concernsOfsted guidance 19The designated lead for safeguarding has a job description that clearly defines their roles and responsibilities in relation to safeguarding and promoting the welfare of childrenOfsted Guidance 19The supervision process includes effective scrutiny and challenge of the safeguarding lead’s work by their manager
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CHILD PROTECTION & SAFEGUARDING:Induction, training and supervision
Date discussed
Comments/Action required Date actioned
The lead person for safeguarding and the deputy have up-to-date safeguarding training every two years (i.e. ESCC Designated Safeguarding Leads Training for Childcare Settings) and their knowledge and skills should be refreshed at least annuallyOfsted Guidance 19All other staff members who work with children undertake appropriate basic child protection training, i.e. ESCC Practitioner Child Protection Training for Childcare Settings, which is kept up to date by refresher e-learning training annually. Ofsted Guidance 19All new practitioners working with children, including volunteers and students, are given induction that includes:
Familiarisation with the child protection policy and procedures and other related policies
Basic child protection training that includes:○ how to recognise signs of abuse○ awareness of indicators of radicalisation and extremism○ how to respond to any concerns○ e-safety awareness, use of social media and images○ the line of accountability in the setting for safeguarding and
children’s welfare Ofsted Guidance 19Practitioners are able to identify children who would benefit from earlier help or additional services to improve outcomes and to prevent them from needing social care intervention; staff receive training and guidance on Single point of advice (SPOA) and the East Sussex Continuum of Need and when to refer children
Records are kept of which staff members within the setting have received induction and basic child protection training, including refresher trainingOfsted Guidance 15
Additional training (both single- and multi-agency) is available for staff working with children and young people appropriate to their roleOfsted Guidance 19
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CHILD PROTECTION & SAFEGUARDING:Induction, training and supervision
Date discussed
Comments/Action required Date actioned
Staff members are kept up to date with statutory requirements and findings from serious case reviews and inspections, e.g. through ‘Safeguarding’ being on the agenda at every staff meeting
CHILD PROTECTION & SAFEGUARDING: Recognising risks and managing referrals
Date discussed
Comments/Action required Date actioned
The safeguarding lead makes prompt referrals about safeguarding concerns to relevant agenciesOfsted Guidance 13 & 19Practitioners are clear about the circumstances in which concerns need to be passed on to the setting’s safeguarding lead; training and guidance for staff cover how to recognise signs of abuse, and how to recognise indicators of possible radicalisation or extremism (see ‘The Prevent Duty: Departmental Advice for Schools and Childcare Providers’)Practitioners have a copy and understand the policy for Safeguarding including allegations.Ofsted Guidance 13 & 19Recording and monitoring of existing injuries
The safeguarding lead person oversees all records to ensure they are factual, accurate and made on the same day that the concern is raised.All records are signed and dated by referrer and safeguarding leadOfsted Guidance 13 & 16The recording system is in line with East Sussex Safeguarding Children Partnership (ESSCP) guidance - Keeping Records of Child Protection and Welfare Concerns Guidance January 2020. The safeguarding lead person oversees all records to ensure they are factual, accurate and made on the same day that the concern is raisedhttps://czone.eastsussex.gov.uk/safeguarding/support-for-safeguarding-in-colleges-schools-and-early-years-settings/safeguarding-model-policies-and-guidance/record-keeping-guidance/
Ofsted guidance 13
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CHILD PROTECTION & SAFEGUARDING: Recognising risks and managing referrals
Date discussed
Comments/Action required Date actioned
The setting supports multi-agency working to safeguard children by regular attendance by the safeguarding lead at child protection conferences and reviews, core group meetings and other professional meetings, where appropriateOfsted Guidance 16 & 32
CHILD PROTECTION & SAFEGUARDING: Safer recruitment and allegations management
Date discussed
Comments/Action required Date actioned
The setting has a recruitment and selection policy that complies with national and local guidance. The policy statement is linked to the child protection policy and incorporates an explicit statement about the setting’s commitment to Safeguarding and promoting the welfare of children. This statement is included in recruitment and selection material e.g. job adverts, application forms, interview contentOfsted Guidance Annex 1Staff involved in recruitment are suitably trained, eg at least one member on the short listing/interview panel must have completed safer recruitment training (Certificate to evidence this)Ofsted Guidance Annex 1Robust recruitment and vetting procedures are in place to help prevent unsuitable people from working with children. Vetting is carried out for all people over 16 years, working directly with children (including volunteers and students) or living or working on the premisesOfsted Guidance 13, 19 & 21
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CHILD PROTECTION & SAFEGUARDING: Safer recruitment and allegations management
Date discussed
Comments/Action required Date actioned
Before new members of staff/volunteers/students commence employment or placement, the following is completed: Since September 2012 an enhanced Disclosure and Barring Service (DBS)
disclosure (update service recommended) Before September 2012, an enhanced CRB disclosure Where the applicant has lived/worked overseas, further overseas checks are
made: https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants
Records must be easily accessible and seen by the EYFS Improvement Officer, for each member of staff, student and volunteer: Full name, address and contact details CRB/DBS clearance number and dateOfsted Guidance 13 DBS checks are refreshed for people who move to jobs within the setting that involves greater access to children or greater responsibility or there has been a break between leaving the old job and taking up a new job in the setting (new clearance or DBS updating service) Including a volunteer becoming a permanent staff member.Checks are carried out to confirm legal right to work in the UK: https://www.gov.uk/legal-right-work-ukOfsted Guidance 13References are obtained by the setting, directly from the referee rather than through the applicantOfsted Guidance 13All applicants regularly sign a declaration confirming their continued suitability to work with children. (e.g. at each supervision)
Ofsted Guidance 13 & 21
Records are maintained detailing checks carried out for employees, including identity and qualification checks, disclosure checks (DBS or CRB) and references. Records are reviewed regularly by the safeguarding lead and data controller for accuracy, completeness and GDPR complianceOfsted Guidance Annex 1
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CHILD PROTECTION & SAFEGUARDING: Safer recruitment and allegations management
Date discussed
Comments/Action required Date actioned
All staff members are aware of their duty to raise concerns about the management of child protection and safeguarding, which may include the attitude or actions of colleagues. All staff have a copy and understand the written procedures for whistle blowing and know they should speak with senior managers/proprietor or externally with the Local Authority Designated Officer (LADO) via Single Point of Advice (SPOA) ) or the online referral form https://www.eastsussex.gov.uk/childrenandfamilies/professional-resources/lado/referrals/form-lado-referral/
Ofsted guidance 13A system is in place for parents, family members and others to make a complaint or pass on concerns that action to safeguard has not been taken in accordance with the setting’s proceduresWritten records of any complaints and their outcome are made available to OfstedOfsted guidance 13There are procedures for handling allegations against staff members and volunteers, including notifying SPOA (who will forward to the LADO), the Police, DBS and Ofsted, as appropriate.https://www.gov.uk/guidance/report-a-serious-childcare-incidentAll staff have a copy and understand the written procedures for handling allegationsOfsted Guidance 13, 16 & Annex 1There is a named senior officer with responsibility for dealing with allegations against staff and volunteersIncidents and allegations of abuse are recorded in line with Keeping Records of Child Protection and Welfare Concerns Guidance January 2020https://czone.eastsussex.gov.uk/safeguarding/support-for-safeguarding-in-colleges-schools-and-early-years-settings/safeguarding-model-policies-and-guidance/record-keeping-guidance/
Ofsted Guidance 13 & 16
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CHILD PROTECTION & SAFEGUARDING: Safeguarding policy and procedures
Date discussed
Comments/Action required Date actioned
Managers, staff and proprietors take account of statutory guidance which set out their responsibilities to safeguard and promote the welfare of children. They are aware of Working Together to Safeguard Children (2018) and Sussex Child Protection and Safeguarding ProceduresOfsted guidance Annex 1The setting has a written child protection policy and procedures in place that are in line with Sussex Child Protection and Safeguarding Procedures, and the policy is made available to parents on request. The policy and procedures are reviewed once a yearOfsted Guidance 13, 31 & Annex 1
The setting’s child protection policy and procedures cover e-safety, social media, mobile phones, cameras, photographs, digital images and are in line with the ESCC e-safety guidanceOfsted Guidance 13 & 19The setting’s child protection policy and procedures refer to identifying and responding to children at risk from extremism and radicalisation, and when and how concerns are reported (see ‘The Prevent Duty: Departmental Advice for Schools and Childcare Providers’)Ofsted Guidance 13
The procedures state a clear line of accountability for reporting concerns within the setting and in making referrals to external agencies. There are clear arrangements in place for absences of lead personsOfsted guidance 13When commissioning a service from another organisation, eg when contracting out catering, cleaning, maintenance, etc, there are checks in place to ensure that these organisations have appropriate policies and procedures in place for safeguarding children and child protection. Requirements and relevant information are included in contracts
Systems are in place for regular monitoring and quality assurance of implementation and compliance with child protection and safeguarding requirements
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CHILD PROTECTION & SAFEGUARDING: Safeguarding policy and procedures
Date discussed
Comments/Action required Date actioned
Any deficiencies or weaknesses in child protection arrangements are brought to the attention of senior managers and are remedied without delay
CHILD PROTECTION & SAFEGUARDING: Children’s safety
Date discussed
Comments/Action required Date actioned
Health and safety policy and procedures, which cover identifying, reporting and dealing with accidents, hazards and faulty equipment (a health and safety lead person is advisable and should be named in the policy)Ofsted Guidance 19Awareness of ROSPA (The Royal Society for the Prevention of Accidents) and appropriate safety guidance. All staff demonstrate awareness of appropriate guidance and how they ensure children are kept safeFire detection and control equipment, escape routes, emergency evacuation procedure, fire log for evacuations and drillsOfsted guidance 19Hazardous areas made inaccessible to children (including storage of hazardous items, adults’ personal possessions, kitchen, stairs)Security of premises – from outdoors and from indoors; entrances and exits to the site are effectively monitored; fencing is adequate and secureRegular full risk assessment of premises and equipment (at least annually) – should be recorded for best practice and accountabilityOfsted guidance 19Regular risk assessments/checks – recorded where appropriate (daily/ weekly/ monthly)Ofsted guidance 19Hazards identified by risk assessments and accidents are rectified immediately; records are monitored for patterns To support children’s ability to make a disclosure/ express information that raises concern: Children showing signs of fear or distress are responded to immediately by their key person or another attentive adult. Children are supported to recognise and name their feelingsArrivals and departures are supervised; procedure that ensures children are released only to the individual(s) authorised by the parents
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The setting has a procedure to follow, well-understood by all practitioners, if the parent, carer or authorised person fails to collect their child at the appointed time. A minimum of two adults remain on the premises with the child until they are collected. SPOA (or the Emergency Duty Service, if out of hours) is contacted within a specified timeframe if parents and emergency contacts cannot be reachedOfsted Guidance 13The setting has a procedure to follow in the event of a child going missing at or away from the settingOfsted Guidance 13Outings and vehicles – permissions, checks, risk assessments, safety restraints/equipment, adult:child ratios, correct type of insurance for vehicle and driver, first aid equipment, emergency contact, emergency medical records and medication (e.g. for asthma and allergies) and qualified first aider present on outings. All staff, volunteers and parent helpers (and children where appropriate) fully briefed on the risk assessment and supervision procedures - including toileting to be supervised by a member of staff - and photography policy. Mobile phone and photography policies enforcedPolicy for drugs, alcohol and staff taking medicationPolicy and procedure for administration of medicines, including detail about how long-term medical conditions are managed on the premises and on outings.Emergency medical consent (reviewed regularly)Records of consent and administration of medicines, signed by the parents before and after administrationFirst aid boxes and equipment are accessible at all times, with appropriate content for use with childrenA written record is kept of accidents or injuries and first aid treatment. The record is signed by parentsParents or carers are informed on the same day, or as soon as reasonably practicable, of any accidents or injury and first aid given – records should include when the parent was contactedThe setting has a system for notifying Ofsted and the LADO via SPAO of any serious incident, illness or injury sustained at the setting– advisory that when and how to notify is included in policy and procedures. The MASH team via SPOA will also be notified if there are child protection concerns related to the incidenthttps://www.gov.uk/guidance/report-a-serious-childcare-incident
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Awareness of RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations), advisory that when and how to notify is included in policy and proceduresDaily register (children and staff) – exact times of arrival and departure recorded by staffSole use during operational hours, or any issues adequately risk assessed
HEALTH & WELLBEING:Positive behaviour and emotional development
Date discussed
Comments/Action required Date actioned
Agreed approach to positive behaviour management (written policy and procedures advised)Management of behaviour is monitored to understand triggershttps://czone.eastsussex.gov.uk/media/5765/meeting-childrens-emotional-needs-20191003.docxOfsted Guidance 13The setting has a system for recording instances of physical interventionOfsted Guidance 13Parents and carers are informed on the same day, or as soon as reasonably practicable, of any physical interventions usedChildren’s views and their responses to experiences sought, acknowledged and acted uponOfsted Guidance 11 & 13Settling-in and transition procedures identify, support and respond to children’s needs, in partnership with parentsOfsted Guidance 13
HEALTH & WELLBEING:Health, hygiene and intimate care
Date discussed
Comments/Action required Date actioned
No-smoking signs; prohibition of smoking on the premises; strategies to protect children from second-hand smokeProcedure for infection control, and up to date information about incubation/exclusion periods (‘Guidance on Health protection in Schools and Other Childcare Facilities’)Children’s individual nutrition and special dietary needs, and associated records
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Healthy, balanced and nutritious meals, snacks and drinks – including partnership with parents and awareness of latest guidelines on children’s dietary needsFresh drinking water - access & independence Food preparation and storage, Environmental Health registration and recommendationsFood hygiene training & awareness for all involved in food handling (food hygiene certification, use of Food Standards Agency’s ‘Safer Food, Better Business’)Animals on premises (eg safety, supervision, hygiene, fleeing, worming, feeding)Premises clean, adequately ventilated, temperature monitored and controlled, and well litCleaning and hygiene procedures, cleaning schedule for toys, equipment, furniture and premisesToilets and hand washing – privacy, independence, support, routines, SEND, cleaning, partnership with parentsRest area
Dealing with complaints Date discussed
Comments/Action required Date Actioned
have a written complaints policy for any complaints relating to Childcare Register requirements that parents make in writingOfsted guidance 13fully investigate each complaint and keep a written record of these complaints for 3 years – your records should include the outcome of the investigation and any actions you took in responseOfsted guidance 13respond to the parent who made the complaint and tell them about the complaint outcome within 28 days of the complaint date – you should respond in writing if the parent asks you toprovide Ofsted with a summary of complaints made during the last 12 months and the actions you took as a result, or a list of complaints made during the last 3 years, if we ask for either of these
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Keeping records Date discussed
Comments/Action required Date Actioned
keep records of the following and retain these for 2 years for each child you look after:
their name, home address and date of birth name, home address and telephone number of their parent/guardian/carer a daily record of their name and hours of attendance any medicine given, including the date, circumstances and who gave it
(this includes medicine that the child takes themselves) and a record of their parent/guardian/carer’s consent
must also keep records;
of any accidents on the premisesthe name, home address and telephone number of everyone living or working where you provide childcare
Providing informationYou must give parents:
Date discussed
Comments/Action required Date Actioned
information about the children’s activitiescopies of your safeguarding and complaints policiesdetails of the registration system for the Childcare Register and Ofsted’s address
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Keeping Ofsted informedYou must tell Ofsted about any changes to your circumstances within 14days of the change happening
Date discussed
Comments/Action required Date Actioned
This includes changes to any of the following:
the registered address where Ofsted sends all documents the address of any premises where you are providing childcare the type of childcare you provide (for example, if you change the days or
hours when you look after children) your name, address or telephone number any event that might affect the suitability of anyone who looks after
children, for example any offences or orders that might disqualify them the name, date of birth, address and telephone number of any person
aged 16 or over working or living in the home during childcare hours the manager the nominated individual
You must also tell Ofsted about any of the followingany incident of food poisoning affecting 2 or more children in your careany serious accident or injury to, or the death of, any child while receiving childcareany allegation of serious harm or abuse occurring on the premisesany allegation of serious harm or abuse committed elsewhere by anyone who looks after children with you
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Voluntary part of the register – additional requirements Date discussed
Comments/Action required Date Actioned
If you are joining the voluntary part of the register, you must also make sure children cannot leave the premises unsupervised, unless:
you’re providing open-access childcare – if so, you should tell parents that the childcare is open access
they are aged 8 or over and their parent has agreed that they can leave by themselves
At least one person must have a minimum level 2 qualification in work relevant to childcare or training in the common core skills.
Compulsory part of the register – additional requirementsIf you’re joining the compulsory part of the register, you must also:
Date discussed
Comments/Action required Date Actioned
provide or arrange any necessary training to make sure that all staff have suitable skills and experience to look after childrentrain all staff on your child safeguarding policy and proceduresmake sure that the registered person, manager, and anyone else who looks after or regularly comes into contact with children, has good enough English to ensure the children’s welfare and safety (for example, to read instructions or call for help)make sure that there’s at least one person looking after every 30 childrenprovide access to a secure outdoor space, or if this isn’t possible, make reasonable arrangements for outdoor activitiesmake sure that no child can leave the premises without the knowledge of someone who is providing childcareappoint a lead practitioner with particular responsibility for child safety and welfare – this must be the provider, manager or anyone who cares for children.The lead practitioner must provide support and guidance on child protection issues for anyone looking after childrenThe lead practitioner must liaise with any local Safeguarding Children Board and Director of Children’s Services as appropriateIf your provider’s main purpose is childcare, you must give Ofsted the name, date of birth, address and telephone number of any partner, director, senior officer or other member of the governing body.
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NOTE TO CHILDCARE PROVIDERS: Any actions raised must be transferred to an improvement plan in order to ensure they are addressed.
Further Discussion / Comments
Arrangements for next visit (if appropriate):
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Appendix: Guidance on Required Policies and Procedures
Policies and procedures should be:
individual to the setting and genuinely reflect practice; clearly presented; written in line with the current legal requirements and guidance; signed by the registered provider (or most senior representative of) and dated (including review date); reviewed and updated at least annually – it is recommended that this is on a rolling programme and
should involve staff, parents and children; checked regularly for correct contact details, particularly for Ofsted and Safeguarding contacts; agreed to by staff, e.g. through a signed front-sheet; shared and agreed with parents and easily accessible.
You must have the following policies and procedures in writing:
Safeguarding, including allegations against staff, whistle blowing, mobile phones, digital imagery and e-safety
Concerns and complaints, including how to contact Ofsted Missing child Failure to collect a child Administering medicines Ill or infectious children / Infection control Emergency evacuation Privacy Notice
The Ofsted Childcare Register requires strong systems and processes for the following areas, so it is advisable to develop written policies and procedures for these to strengthen practice: Photographs and digital images Equality of opportunities Supporting children with learning difficulties and disabilities (ensure SENCO is named) Recruitment, vetting, induction, supervision and appraisal Behaviour Management Confidentiality and secure data in transit (this could also include social networking and e-safety) Drugs and alcohol, and medication that may impair ability to look after children Healthy eating Health and safety, including risk assessment Smoking Communicating with parents including transition into the setting, routines, policies Key person system (if appropriate e.g. overnight care)
You may also find it useful to develop written policies and procedures in other areas of particular importance to your setting and/or to your parents.
Separate guidance on writing employment policies is available on request from ACAS (Advisory, Conciliation and Arbitration Service)
Other sample policies and procedures are available from:
The Out of School Alliance: 01638 744056 https://outofschoolalliance.co.uk/
Samples provided are to give ideas for structure and content only.
