Ditchling Pre-school Policies and Procedures
8.0 Safety and Suitability of Premises, Environment and Equipment
This section outlines how the pre-school ensures that the building and garden are fit for purpose, that toys, furniture and equipment are clean and safe to use and that the premises are secure. Procedures are in place to: ensure health and general standards are met maintain children’s safety and security on premises supervise children on outings and visits ensure full risk assessments are carried out evacuate the premises in an emergency deal with animals visiting the setting or on outings ensure that all are aware of the ‘no-smoking’ policy
Date Last updated: August 2014 1 8.1 Health and general standards
This Setting believes that the health and safety of children is of paramount importance. We make our setting a safe and healthy place for children, parents, staff and volunteers.
The Committee member responsible for Health and Safety is Clare Courtis-Pond and the setting person responsible for Health and Safety is Fiona Hughes The duties of the Health and Safety Representative are to: check the first aid equipment every month and replace any items needed (CCP) complete the Risk Assessment form each Autumn and to implement all necessary changes and notify staff (as per our insurance policy) (CCP) check the general safety of the premises regularly and make sure all Health and Safety policies and procedures are adhered to (CCP and FH) follow up any concerns raised about faulty equipment, hazards or lack of safety and rectify (CCP and FH) attend committee meetings held approximately every 6 weeks (CCP) keep up-to-date with new legislation and best practice to ensure safety in the workplace (CCP and FH)
We are registered with the local Environmental Health Department and, should any legislation change, these are automatically sent through to the Setting. We have inspections from the Environmental officer as and when they see fit.
Insurance Cover We have public liability insurance and employers’ liability insurance. The certificate for public liability insurance is displayed on the notice board in the foyer The Health and Safety poster is displayed in the office
Awareness raising procedures: Our induction training for staff and volunteers includes a clear explanation of health and safety policies and procedures so that everyone understands their shared responsibility. A record is kept of the induction training session and new staff and volunteers are asked to sign the record to confirm that they have taken part As necessary, health and safety training is included in the annual training plans for the Supervisor and Deputy. Health and safety is discussed regularly at staff meetings. The pre-school has a no smoking policy and does not allow alcohol on the premises except when bought as presents for staff/committee and kept unopened Ditchling Pre-school Policies and Procedures
Children are made aware of health and safety issues through discussions, planned activities and routines Hot drinks for adults are kept in non-spill cups and kept on the countertop out of the reach of the children when the children are in the hall
Safety of Adults procedure Adults are provided with guidance about the safe storage, movement, lifting and erection of large pieces of equipment When adults need to reach up to store equipment they are provided with equipment to make it safe to do so. When accessing such equipment, two members of staff carry out the task. E.g. when retrieving the dressing up clothes stored above the cupboards in the hall, one member of staff stands on the stepladder to access the storage tubs and then passes the tubs to the second member of staff standing on the floor. Light bulbs are replaced by the Scouts All warning signs are clear The sickness of staff and their involvement in incidents is recorded. The records are reviewed regularly to identify any issues which need to be addressed We keep a record of all substances that may be hazardous to health – such as cleaning and gardening chemicals. This states what the risks are and what to do if they have contact with eyes or skin or are ingested. It also states where they are stored. We keep all cleaning chemicals in their original containers.
Daily safety checks procedure Each day the following checklist is completed at the beginning and end of the session. These checklists are filed in the ‘Safety Checklist File’ and retained for 1 term See Form ‘Safety1 – Daily Supervisory Checklist’.
Throughout the session the following are monitored: Floors – these are dried if they become wet Equipment and toys are stored or stacked safely to prevent them accidentally falling or collapsing Outdoor play - where water can form a pool on equipment, it is emptied before children start playing outside; all outdoor activities are supervised at all times Good hygiene practices are followed: o tables are cleaned before and after snack time o toilets are checked regularly and cleaned as required o protective clothing - aprons and disposable gloves are worn as appropriate o clean clothes are provided for children when necessary o Children are encouraged to shield their mouths when coughing
Date Last updated: August 2014 3 o Tissues, wipes and paper towels are provided and disposed of appropriately Activities o the layout of play equipment allows adults and children to move safely and freely between activities o all equipment is regularly checked for cleanliness and safety and any dangerous items are repaired or discarded o physical play is constantly supervised
New equipment checking procedure before purchase or loan, equipment and resources are checked to ensure that they are safe for the ages and stages of the children currently attending the Setting all materials – including paint and glue are non-toxic Ditchling Pre-school Policies and Procedures
8.2 Maintaining children’s safety and security on premises
We maintain the highest possible security of our premises to ensure that each child is safely cared for during their time with us.
Children’s Personal Safety Procedures We ensure all employed staff have been checked for criminal records by an enhanced disclosure from the Disclosure and Barring Service (DBS). Staff are also informed that they are expected to disclose any convictions, cautions, court orders, reprimands and warnings which affect their ability to work with children (whether before or during employment) Adults do not normally supervise children on their own Children are supervised at all times, however we do promote independence in children going to the toilet and therefore encourage this which means for a short period of time they may be unsupervised but are always in sight or hearing of an adult Children playing with or near water will be continually supervised except in the toilets as above. Activities such as cooking, woodwork or energetic play receive close and constant supervision e.g.: a maximum of 6 children are allowed on the climbing frame Whenever children are on the premises at least two adults are present We carry out risk assessments to ensure children are not made vulnerable within any part of our premises, nor by any activity All visitors enter the setting by appointment only (except Ofsted inspectors) preventing unauthorised access to our premises Sunhats are provided for outdoor play but we do not apply sunscreen. We ask parents to do this.
Security Procedures for the children’s arrival and departure Systems are in place for the safe arrival and departure of children to prevent children from leaving our premises unnoticed (some of these checks are also listed on the form ‘Safety1 – Daily Supervisory Checklist’). The times of the children’s arrivals and departures are recorded in the register The register and emergency contact sheets are reprinted each time an update is made e.g. when a child’s sessions change or a new person is authorised to collect a child The child can only be collected by their parent or another adult that the parent has provided signed consent for. Permission is given via the application form (Emergency Contacts) or by completing a permission slip (form: ‘Safety2 – Permission slip’). A list of all authorised adults is stored on the clipboard with the Register and checked by the member of staff monitoring the pre-school exit
Date Last updated: August 2014 5 If there is an unforeseen circumstance where a parent cannot collect a child, the parent can telephone the preschool and give verbal permission for another adult to collect the child We ask parents not to park close to the pre-school gate as it obscures vision when crossing the road There is a notice on the pre-school gate at the entrance to the alleyway reminding parents to shut the gate after them. Ditchling Pre-school Policies and Procedures
Arrival of children from 09:15 (08:55 Early Birds days) All other exits are secured so that the building can only be accessed by the top door at the rear of the building 2 members of staff monitor the arrival – 1 member of staff stands at the external door opening out into the alleyway, the other member of staff stands inside the hall at the doorway between the foyer and the hall. This is to ensure that no child leaves the premises unaccompanied Parents assist their children with hanging their belongings in the foyer At 9.15am children can be “handed over” to the member of staff at the door from the foyer into main hall. If parents have any questions for staff they should not ask the person monitoring the door but find a staff member in the hall to help them This member of staff records the children on the register attached to the red clipboard and does not leave the doorway Once all children have arrived and the parents have left, the door between the foyer and hall is shut and the back door to the alleyway is locked The door between the foyer and hall can only be opened by an adult during the session as the handle is out of reach of the children. Signs are displayed on either side of this door to remind staff and visitors The register with child/staff totals is then placed on the staff desk, at the rear of the hall. The supervisor then conducts a headcount of all children and ensures that this tallies with the register The register attached to the clipboard and the red file with the names, and telephone numbers of the parents plus the permission slips, is available at all times open at the appropriate page throughout the session. A member of staff will open the locked back door to any late children, receive the children, relock the door and bring the child into the hall.
Garden Play After playing in the garden, the children form a line and are counted as they come back into the Hall to ensure that no child has been left outside. The count includes any children in the toilets. Children are counted for a second time when sat on the carpet.
Departure of children at 12:15 (short days) The children wait on the carpet with one staff member while o One member of staff collects the register and goes to the exit door at the front of the building o Another member of staff opens the locked door at the rear of the building to let the parents in and stands by this external door to prevent any child leaving o Another member of staff stands at the ‘in door’ between the hall and the foyer to prevent any child leaving
Date Last updated: August 2014 7 o On days when there are only 3 members of staff, the parent helper can monitor the alleyway door. If there is no parent helper, 1 member of staff will monitor the 2 incoming doors. At 12:15 parents will be let in from the alleyway and the alleyway door will then be closed and the member of staff will monitor the door between the foyer and the hall. To let in parents arriving late, the member of staff will close the door to the hall while letting parents in from the alleyway. Parents enter the main hall to collect their child. If parents have any questions for staff they should not ask the staff monitoring the doors but find a staff member in the hall to help them The parent and child then leave through the exit door and are signed out by the member of staff
Departure of children at 12:15 (long days) /Departure of children at 14:30 on long days The children wait on the carpet with two members of staff while o A third member of staff collects the register and goes to the exit door at the front of the building. The alarm is disabled and the alleyway door open to let the families in and the stable door is bolted. The stable door remains closed with only this member of staff opening it to let families in and out o A fourth member of staff assists the parents with any queries and helps the children who are leaving. All items to be taken home e.g.: coats and medication along with any accident forms will be set out on the ‘leaving table’ o Once all the children have left, the alarm is reset and the register taken for the remaining children o On days when there are only 3 members of staff, the parent helper can stay with the children on the carpet. If there is no parent helper, only 1 member of staff will stay with the children who are not leaving.
Security Procedures for adults The arrival and departure times of staff and volunteers are recorded The personal possessions of staff and volunteers are securely stored during sessions in the kitchen. Ditchling Pre-school Policies and Procedures
8.3 Supervision of children on outings and visits
Children benefit from being taken out of the setting to go on visits or trips to enhance their learning experiences. Staff in our setting ensure that there are procedures to keep children safe on outings; all staff and volunteers are aware of and follow the procedures below.
Procedures for outings and visits Parents complete a permission slip giving consent for their child to be taken on all local trips within walking distance of the pre-school, where the trip is within pre-school hours. Parents are always informed of all trips planned. Any other trips will have a separate one-off permission slips specific to that event e.g. the summer outing to Spring Barn Farm A risk assessment is carried out before an outing takes place All venue risk assessments are available for parents to see As a minimum, normal adult to child ratios are maintained whilst on outings. However, we generally ask parents for help to ensure the children’s safety. Named children are assigned to individual staff to ensure each child is individually supervised, to ensure no child goes astray, and that there is no unauthorised access to children The following Outings information is recorded and stored with the Risk Assessment in the Health and Safety folder: o The date and time of outing o The venue and mode of transport o Names of staff/volunteers assigned to named children o Parent permission slips o Time of return Staff take a mobile phone on outings, and supplies of tissues, wipes, pants etc. As well as a mini first aid pack, snacks, if appropriate, and water Staff take a list of children with them with contact numbers of parents, any medication (see Health section 6.1 Procedure for managing medicines on outings) and a copy of the Missing Child Policy and checklist Records are kept of the vehicles used to transport children, with named drivers and appropriate insurance cover, if the children are being taken by a person other than their parent A minimum of two staff should accompany children on outings and a minimum of two should remain behind with the rest of the children, always ensuring the appropriate ratios are maintained. If the children are taken to a farm on an outing, strict hand washing will be supervised after touching any animals All documentation pertaining to the visit – risk assessment, parent consent slips, registers and any health and safety information supplied by the venue are stored in the Health and Safety folder for 1 year.
Date Last updated: August 2014 9
Ditchling Pre-school Policies and Procedures
8.4 Risk assessment
The health and safety of children and staff is of paramount importance. Risk assessments are carried out to check the suitability of the building and equipment, for children with allergies or disabilities to ensure that their medical needs are understood and managed and to ensure the safety of all on outings. Risk assessments are also performed if an incident occurs that did or could have resulted in an injury.
Risk Assessment Procedures: Risk assessments are carried out in line with the Pre-school Alliance’s risk assessment policy and recorded under the recommended 5 main headings (see form ‘Safety3 – Risk Assessment Template’)
Date Last updated: August 2014 11 8.5 Fire safety and emergency evacuation
We ensure our premises present a very low no risk of fire by ensuring the highest possible standard of fire precautions.
Fire safety and emergency evacuation procedures The basis of fire safety is risk assessment. This is carried out as part of the pre-school’s annual risk assessment for our insurer Fire doors are clearly marked, never obstructed and easily opened from the inside except the fire door near the road, which is locked during the session, to prevent children escaping. As compensation for that, the kitchen door to the garden is always left unlocked during sessions so that there is another fire exit. Smoke detectors/alarms and fire fighting appliances conform to BS EN standards, are fitted in appropriate high risk areas of the building and are checked as specified by the manufacturer Our emergency evacuation procedures: Clearly displayed in the premises by the downstairs telephone in the foyer, by the door to the garden from the hall, behind the double door in the exit lobby, in the office Explained to new staff members, volunteers and parents (part of the daily checks procedure) Practised once each term (i.e. 6 times in a year) Records of the fire drills are kept in the Health and Safety folder (FH) - ‘Safety4 – Record of Fire Drill’ Fire extinguishers are checked annually (‘B-9 Fire’) and the date and details of the check are recorded with each appliance. Full details of how to use them are displayed.
Emergency Evacuation procedure The emergency evacuation procedure is detailed in Form ‘Safety5 – Fire Drill – Fireman Sam’s Game’.
In the event of a real emergency where it is not safe for the children and staff to muster in the garden, the children will be taken to Ditchling Primary School via the Twitten and along the Lewes Road. If the primary school is not open that day (eg: on a strike day), the children will be taken either to the museum or to the village hall (keys are held in the post office).
Children with specific additional needs, requiring 1:1 support, will have a Personal Emergency Evacuation Plan, whereby the person giving 1:1 support to a child will only be responsible for that child and no others during an emergency. Ditchling Pre-school Policies and Procedures
8.6 Animals in the setting
There are no pre-school pets in the setting.
Visitors invited to bring animals into the setting procedures A risk assessment is carried out prior to any animal coming into the setting and parents are notified Strict hand washing will be supervised after touching any animals The animals are the responsibility of the owner who must carry out their own risk assessment detailing how the animal is to be handled The mouse deterrent is switched off during the visit and turned back on once the animals have left.
Visits to farms procedures Before a visit to a farm a risk assessment is carried out - this may take account of safety factors listed in the farm’s own risk assessment which should be viewed by the supervisor and/or deputy supervisor The outings procedure is followed Children wash their hands with soap and water after contact with animals Outdoor footwear worn to visit farms are cleaned of mud and debris and should not be worn indoors.
Dog Owners We ask dog owners to be mindful of the fact that some children coming into pre-school may be fearful of dogs and to consider if their pet is suitable to be left unattended at the gate Parents and carers are reminded that they are legally responsible for their pets
Date Last updated: August 2014 13 8.7 No-smoking
Smoking is not allowed on the premises or the outside areas (garden and alleyway).
No-smoking procedures All staff, parents/carers and volunteers are made aware of our no smoking policy We display no smoking signs Ditchling Pre-school Policies and Procedures
Safety1 – Daily Supervisory Checklist Week commencing:
Before the Session M Tu W Th F Check that the door in the exit foyer has been bolted Check the alleyway for cat mess Shut & bolt the wooden gate opposite the disabled toilet and set the alarm Put the safety catches on both toilet doors (top drawer of clothes trolley) and on the double doors Check the toilets are clean and the safety steps in place Turn on the lights in the hall and back foyer Ensure the kitchen door is unlocked Put the water heater on (by the kettle in the kitchen) Record the fridge temperature (should be at or below 8C) Ensure the temperature in the hall is suitable Go through areas of responsibility with staff in the event of a fire Put first aid boxes on the window sill in the hall Ensure that a mobile phone has been put on the countertop in the hall Check that a jug of water and cups are set out in the hall at child level Put the medicines box and green(med)folder on window sill in hall Bring register etc down from the office and put away the handbags Check garden for cleanliness (animal mess) and if possible, prepare toys for later Ensure garden gate is locked and bottom of the gate covered with matting Overview the hall to ensure maximum use of resources, visuals & equipment During the Session 09:15 - Open back foyer door and welcome children and their families 09:15 –Allocate 1 staff to remain at the back door in the hall to take the register; 1 staff at the door to the alleyway ensuring no child leaves unattended 09:15 - Talk through fire drill & duties with parent helper, make sure they are happy with their duties and allocate have signed the Visitor’s book 09:30 – close back foyer door and ensure passage gate is shut 09:30 – complete register and complete the headcount with the children Short Day 12:15 – open back alleyway door to welcome families & remain at the back door. Staff are allocated to manage the top doors. This is to ensure everybody leaves by the front exit. Long Day 12:15 – Disable the alarm and open front alleyway door to welcome families. 1 member of staff assists the parents and children and a second member of staff stands at the entrance to the hall to sign children out. 12:15 – When all the children have left, bolt the stable door and reset the alarm 12:15 – Check all remaining children’s names against the register After the Session CLEANING - Garden cleared, sand swept, kitchen, hall, foyer areas and toilets left tidy ADMIN - Daily provision planner updated with today’s events (story title, circle time, any requests by children). Tomorrow’s planning has been written up KITCHEN - Switch off the water heater and lock the kitchen door OFFICE - Medicine box, folder, register etc are locked away; plugs are switched off, office door closed HALL - Close all external fire doors from the inside, close windows and switch the lights off EXIT - Lock the exit foyer door from the outside when everybody leaves
Date Last updated: August 2014 15 Safety2 – Permission slip
I give permission for the following person : full name
to pick up my child Child’s name
The adult’s relationship to the child is: e.g.: aunt, child-minder, friend
The adult’s telephone number is: not required if this is another preschool parent
This permission slip is to give consent to collect your child at any time. If permission is just to be given for 1 day, please note the date below:
Permission on this date only: Date
Signed: Parent’s signature
Date: Date parent signed
This form is to be filed with the children’s contacts spreadsheet stored in the red folder used when monitoring the pre-school exit. At the end of each term the spreadsheet will be updated to include these permission slips. Ditchling Pre-school Policies and Procedures
Safety3 – Risk Assessment Template RISK AREA: CARRIED OUT BY: DATE:
Risk Identified Who is at risk? Level of risk Control measure and Review person(s) responsible Where is it and what is it? People on the premises and Both the risk of the What will you need to do, or ensure Record, plan, informs, those most vulnerable - likelihood of it others will do, in order to remove and instruct, train and review staff, children, parents, happening, as well as reduce the hazard and reduce the cleaner the possible impact if it risk to people? did
Date Last updated: August 2014 17 Ditchling Pre-school Policies and Procedures
Considerations for the Annual Risk Assessment of premises
Windows Low level windows are made from materials that prevent accidental breakage or are made safe Windows are protected, to the best of our ability, from accidental breakage or vandalism from people outside the building
Kitchen Children do not have access to the kitchen All surfaces are clean and non-porous There are separate facilities for hand-washing and washing up; bowls and cloths are different colours
Electrical/gas equipment All electrical and gas equipment conforms to safety requirements and is checked regularly Electric sockets, wires and leads are properly guarded or out of the children’s reach Radiators have guards to stop the children touching them There are sufficient sockets to prevent overloading The temperature of hot water is controlled to prevent scalds with a thermostat located on the water heaters at both of our setting Lighting and ventilation is adequate in all areas including storage areas
Outdoor Area Our outdoor areas are securely fenced Our outdoor areas are checked for safety There are no poisonous plants. There are no herbicides or pesticides used during term time
Date Last updated: August 2014 18 Ditchling Pre-school Policies and Procedures
Safety4 – Record of Fire Drill Date:
Time of Drill: Time of evacuation:
Drill conducted by: Signed:
Other staff and adults present: Signature 1.
2.
3.
4.
5.
6.
Drill checks: Yes No Were all the children and adults evacuated within 2 minutes? Was a thorough search made of ALL areas? Were all fire doors and shutters closed? Was someone designated to call the Fire Brigade? Was the register taken upon completion of the evacuation? Add any comments:
Names of all the children taking part in the drill
Safety5 – Fire Drill – Fireman Sam’s Game
Date Last updated: August 2014 19 Ditchling Pre-school Policies and Procedures FIRE DRILL FIREMAN SAM’S GAME 1. The Supervisor will ring the fire bell and shout “Fireman Sam’s Game”. The Supervisor will stand at the door to the garden with the Register on the clipboard, the red file with the children’s parents’ names and telephone numbers plus permission slips, and the visitors book.
2. On hearing the bell all the adults and children will stand still and stop talking.
3. The children will be asked by the Supervisor to line up and “follow Fireman Sam”. All other members of staff will rally up the children in the main hall and toilets. The Deputy will then follow them out with the First Aid Boxes, medication and the green medical file and the key to the garden gate.
4. Another member of staff will bring their mobile phone.(Each day there is rota of fire duties for the setting, and one member of staff is the allocated mobile phone user for the day, in case of fire)
5. When the Supervisor and Deputy have left the building a member of staff will call the Emergency Services from the telephone in the foyer. If this is inaccessible the member of staff allocated as the mobile phone user for the day will use the mobile phone. The member of staff will close the kitchen hatch and close the outside kitchen door on their way out to the garden to assemble with the others
6. ALL CHILDREN AND ADULTS WILL ASSEMBLE ALONG THE WALL BY THE GARDEN GATE.
7. The Supervisor will then perform a headcount and the Deputy will take the register. Revised - May 2013
Date Last updated: August 2014 20