Springwood Preschool and Nursery’s Policies and Procedures

Code of conduct for preschool

Staffs are expected to keep to a code of conduct when working at Springwood. A code of conduct reflects an organisation’s values and sets standards for behaviour. A code is used to let everyone within a group and outside of it know exactly what the code’s creators believe.

The policies that form part of our setting are in place to improve operational effectiveness. Staff have designated job descriptions that vary as to the role that they have been given.

Alongside policies and procedures that have been put in place, contracts form part of our expected code of conduct.  Our code of conduct is to uphold the highest standards of Conduct, integrity and ethics from all members of the Springwood team.

The code of conduct sets the standards of behaviour, which each individual is

Expected to demonstrate towards:

  • Customers (children, parents and carers.)
  • Fellow Carers (child-minders)
  • Staff
  • Management
  • Associated Agencies and at all times while working for or on behalf of the preschool.

This code applies in any situation which could be identified with or reflect on the preschool, including out-of-hours activities, anytime when wearing a preschool uniform, attendance at conferences and any other situation in which nursery or preschool can be identified.


The code is based on the following principles


Every person associated with the preschool – customers (children,

Parents and guardians), staff, carers and management must be treated fairly,

Courteously, impartially and with respect all times. There will be no discrimination against or vilification of any person or child.

All members of the preschool are entitled to expect and receive the same treatment

From customers and do not have to suffer harassment, victimisation, abuse, discrimination or vilification.

Our Aims

Providing a secure and accessible environment in which all our children can flourish and in which all contributions are considered and valued, ideas are cherished from children, parents and staff.

We aim to include and value the contribution of all families to our understanding of equality and diversity by printing on our newsletters our policies so that parents and carers are updated and reminded of our aims. With the option of requesting changes to policies as they are revised.

Provide positive non-stereotyping information about gender roles, diverse ethnic and cultural groups and disabled people, throughout the preschool, we have various role-play and small world equipment, self-Selection play. Improve our knowledge and understanding of issues of anti-discriminatory practice, promoting equality and valuing diversity.

Staff are encouraged to participating in training involving anti-discriminatory practice, equality and diversity. Make inclusion a thread that runs through all of the activities of the setting, by adapting activities for the child. Working on their next steps to learning through individual key-person planning for a small group of their own key children, we are able to promote the learning towards extending the child to fulfil its potential.

The Key person to the child is encouraged to contribute to the child’s development, through an online learning journal that is completed by the child’s key worker in group and viewed at home for the parents or carers to comment on and add information. Regular key worker meetings held between the carer and the staff are useful for face to face communication, with a little time for a coffee and informal chat about their child, the staff and carer begin to build a lasting relationship, which can only help the child in their preschool life.

In order to meet our legal duties, promote equality and inclusion in our setting and value diversity we follow procedures that encourage the pre-school to be open to all members of the community.

We advertise our service in a variety of places. We will endeavour to reflect the diversity of members of our society in our publicity and promotional materials. We provide information in clear, concise language, whether in spoken or written form. We will endeavour to provide information in languages other than English upon request. We base our admissions policy on a fair system.

We ensure that all parents are made aware of our equality and diversity policy and all other relevant policies.

We do not discriminate against a child or their family, or prevent entry to our setting, on the basis of colour, ethnicity, religion or social background, such as being a member of a travelling community or an asylum seeker.

We do not discriminate against a disabled child or refuse a child entry to our setting for reasons relating to disability.

We develop an action plan to ensure that all individuals can participate successfully in the services offered by the setting and in the curriculum offered.

We take action against any discriminatory behaviour by staff or parents. Displaying of openly discriminatory and possibly offensive materials, name-calling, or threatening behaviour are unacceptable on or around the premises and will be dealt with in the strongest manner. Equality throughout employment means posts are advertised and all applicants are judged against explicit and fair criteria.

Applicants are welcome from all backgrounds and posts are open to all. The applicant who best meets the criteria is offered the post, subject to references and checks by the Criminal Records Bureau. This ensures fairness in the selection process.

First aid / illness, infection and disease / head lice

  • All staff are trained in first aid and refresher courses will be sought when needed.
  • Parents will be informed of any accidents or incidents incurred by their child and will be asked to sign the information recorded in the accident book the day of the incident
  • Head injuries of any kind whilst at Springwood, the child’s parents will be contacted to inform them of the situation even if it’s not an emergency.
  • Children with special needs, chronic illness or an on-going health problem may have an extensive list of health information (health care plan). This will be carefully recorded and fully understood by all staff concerned.
  • Parent/carers contact phone numbers will be kept on site for all children and will be used to contact parent/carers whenever a child is unwell during a session. It is a parent/carers responsibility to keep emergency contact details up to date. Parents will be asked for updated details during parents evening
  • Springwood is supported by The Health Protection Agency, we are guided by best practice for illness or accident, though it’s at Springwood’s discretion to make the final decision about a child’s health on whether or not they attended nursery or preschool whilst ill or injured.
  • The Health Protection Agency guidance may change from time to time and the incubation periods for having time away from the setting changes too. If a child is at discomfort with an illness, infection or disease Springwood will override any advice given and the child will be sent home. We have a duty of care for all child in our care, a child’s needs is our priority. Springwood will not be held responsible for any spread of illness, infection or disease. We ask all parents/carers to inform us if your child is ill. In any situation of illness Springwood ensures hygiene levels remain to a high standard, ensuring illness, disease or infection is kept to a minimum. Children with sickness/diarrhoea must have a 48 hours incubation period from school from the last time they were poorly to ensure the bug has died, preventing it from spreading to staff and children

 Reporting of ‘notifiable diseases’

List of notifiable diseases’ can be found here : https://www.gov.uk/guidance/notifiable-diseases-and-causative-organisms-how-to-report and here: http://www.legislation.gov.uk/uksi/2010/659/schedule/1/made (those two lists differ – please always check both)

If a child or adult is diagnosed suffering from a notifiable disease under the Public  Health (Infectious Diseases) Regulations 1988, the GP should report this to the Health Protection Agency.

When the setting becomes aware, or is formally informed of the notifiable disease the setting Manager or Manager Deputy will inform local Health Protection Team (HPT) and acts on any advice given by them. No children’s or staff’s personal details must be passed to local HTP (child’s and staff’s sex and age is acceptable). Contact details for local HPT can be found here https://www.gov.uk/guidance/contacts-phe-health-protection-teams

  • Ofsted will not be informed Unless there is a number of cases in a short period of time. Any incident or accident e.g. fatal accident, broken bones, food poisoning which affected more than two children etc. Must be reported to Ofsted as soon as reasonably practicable, but in any event within 14 days of the incident.– for more detailed guidance please refer to Early Years Compliance Handbook 2017


Parents are asked not to bring any child into the pre-school where head lice or eggs have been detected until treatment has been applied.



The sharing of refreshments can play an important part in the social life of the pre-school as well as reinforcing children’s understanding of the importance of healthy eating.

We would ensure that:

  • Snacks provided are nutritious.
  • Springwood is a NUT free zone
  • Children’s dietary, medical and personal requirements are respected.
  • Snacks are planned in advance and food offered is fresh.
  • Staff and children’s hands are washed before handling food
  • All staff have completed food hygiene level 2
  • The dietary rules of religious groups and vegetarians are known and met in appropriate ways.
  • Milk provided is fresh and pasteurised.
  • Children enjoy self-selection snack time together, sitting in small groups or all together. This promotes a time to learn table manners, and to share and to communicate.
  • If food or drink is required at other times this can be catered for according to the child’s needs and after consultation with the parents.
  • Drinking water will be available at all times.
  • Hot drinks are drank in the kitchen or kept in a thermal flask
  • Springwood preschool children at lunch time visit Park Community School restaurant to sit and have lunch with older school children. Children eat pack lunches and hot school dinners in the restaurant.
  • Preschool children bring water bottles to preschool each session, which Springwood can fill up through the day


  • All snacks provided will be nutritious and we will pay due attention to particular children’s dietary requirements.
  • When cooking with children as an activity, we will provide healthy, wholesome food’s, promoting and extending the children’s knowledge of a healthy diet, each week cooking something sweet, and the following week savoury, we may spread our cooking activities throughout the month. It is our practice to have fruit always available; parents will be encouraged to provide their children with the fruit each session or will be asked to contribute towards a snack fee of £1 per week so the setting can provide fruits for the children to eat.
  • Snacks are offered to every child throughout the session between 930-11am and 1-230pm. Fresh milk and water is on tap throughout the day.
  • Any type of sweets, Crips, fizzy drinks, nuts or juice are not allowed in your child’s lunch box.

Outdoors Time

Children will have the opportunity to use the outdoors each session throughout the year come sun, wind or rain. Staff will risk asses weather conditions, Please provide your child with a rain coat, wellies and sun hat each day. Springwood will supply sun cream, this is displayed to parents to ensure children do not have any allergies, springwood will not take blame for any allergic reactions once parents have confirmed the cream is ok to use.                                                                                                        


Our Safeguarding Lead Officers: Springwood Park Havant – Perie, Springwood Copnor – Laura 

Springwood also has Deputy Lead Safeguarding Officers on site.  Rachael Clarke Director of Springwood or Karolina Klepack Springwood’s Early Years Adviser are the Seniors Safeguarding Leads

Local Authority Designated Officer (LADO)is Barbara Piddington/ Mark Blackwell

Our Lead Safeguarding Officers are available on site and always for advice via phone outside of working hours.

We intend to create in our pre-school an environment in which children are safe from abuse and in which any suspicion of abuse is promptly and appropriately responded to.  In order to achieve this we will:

Exclude known abusers

It will be made clear to applicants for posts within the pre-school that the position is exempt from the provisions of the Rehabilitation of Offenders Act 1974.

  • All applicants for work within the pre-school, whether voluntary or paid, will be interviewed before an appointment is made and will be asked to provide at least two positive references.
  • All such references will be followed up.
  • In the case of applicants with unexplained gaps in their employment history, or who have moved rapidly from one job to another, explanations will be sought. We challenge all gaps in employment history
  • All appointments, both paid and voluntary, will be subject to a probationary period of three months and will not be confirmed unless the pre-school and nursery is confident that the applicant is suitable for the position.
  • All staff on site have a new enhanced DBS certificate applied for before they start work with us or they will have their Status checked when on DBS update service (consent is seek from new applicant and existing employees). If their DBS is in process when starting this staff member will be supervised at all times and their job description adapted until the DBS is on site. Criminal record check references number, the date check was obtained and who obtained it will be recorder and stored on premises.

Seek and supply training

  • We will seek out training opportunities for all adults involved in the group to ensure that they recognise the possible symptoms of physical abuse, neglect, emotional abuse and sexual abuse as well as FGM and Prevent Duty awareness courses so the applicant can be safely entrusted with children.



Springwood is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment.

This policy aims –

  • To support the pre-school and nursery and its staff in the early recognition of the signs and symptoms of abuse and neglect.
  •  To provide a clear framework for the referral process.
  • To inform staff and parents about the pre-school and nursery’s
  • To ensure there is a clear procedure to be followed in terms of child abuse and allegation against staff
  • To ensure staff, apprentice’s, volunteers and parents are aware of this procedure.
  • Lead Safeguarding Officers must refresh their safeguarding training every two years and other staff every three BUT Everyone should refresh their knowledge and skills at least once a year.
  • Peer on peer play and observations must be respected and supervised by staff.
  • Springwood offer a lead role buddy system to meet all needs for children under child protection and raisin concerns on site


Staff and volunteers recognise their responsibility to provide an environment that promotes the safety of the children at all times.

This safeguarding children policy is based on guidelines and legislation outlined in the following documents:

  • ü Children Act 1989 s47.
  • ü Data Protection Act 1998.
  • ü Protection of children Act 1999.
  • ü Children Act (every Child Matters) 2004.
  • ü Safeguarding Vulnerable Groups Act (2006)
  • ü Childcare Act 2006
  • ü Working together to safeguard children 2015.
  • ü What to do if you’re worried a child is being abused 2015.
  • ü Childcare (Disqualification) Regulations 2009 (2016)
  • ü Prevent Duty Guidance: for England and Wales (HMG 2015)
  • ü Counter – Terrorism and Security Act 2015
  • ü The Prevent Duty. Departmental Advice for Schools and Childcare Providers.(DfE 2015)
  • ü FGM Act 2003

Further guidance:

  • ü Equalities Act (2010)
  • ü Data Protection Act (1998) Non Statutory Guidance
  • ü Information Sharing. Advice for Practitioners Providing Safeguarding Service for Children, Young People, Parents and Carers. (DfE 2015)
  • ü Children and Families Act 2014
  • ü Serious Crime Act 2015
  • ü HSCB website
  • ü Disclosure and Barring Service: gov.uk/disclosure-barring-service-check


  •  Children’s Social Care Professional helpline 01329225379
  •  Hampshire Children’s services:03005551384

Out of hours :03005551373

  • ü Police (non-emergency): 101
  • ü Local Authority Designated Officer (LADO): Barbra Piddington/ Mark Blackwell 01962 876364
  • ü OFSTED: Piccadilly Gate, Store Street, Manchester, M1 2WD 03001231231 enquiries@ofsted.gov.uk  https://contact.ofsted.gov.uk/contact-form
  • ü NSPCC Child Line under 18 0800 1111
  • ü NSPCC FGM fgmhelp@nspcc.org.uk
  • ü Prevent Duty advice and information service 020 7697 2595


The pre-school and nursery is required-

  • ü To have effective policy and procedures to safeguard children
  • ü To have designate member of staff to take a lead responsibility for safeguarding children.
  • ü To follow the area Safeguarding Children Board (HSCB) procedures and to make referrals promptly in accordance with the guidelines.
  • ü All concerns regarding a child will be reported to Authorities with Statutory Rights for Child Protection and any allegation against staff must be reported to LADO and OFSTED and we will make a referral to DBS when person is dismiss or would have been.

The Pre-School and nursery

The preschool and Nursery has a key role in the early recognition of the signs and symptoms of abuse and neglect and the appropriate referral process.

All staff are particularly well placed to observe any outward signs of abuse, changes in behaviour or development concers, because they have daily contact with the children.

All staff are aware of the Safeguarding board where relevant information are displayed.


The preschool and nursery aims:

  • To develop an ethos in which the children feel secure and their views are valued.
  • To encourage a listening environment where the children are encouraged to talk and are listened to.

Babysitting policy

  • ü Springwood asks all staff not to offer babysitting services to family’s who attend Springwood. The reasons for this is to support our Safeguarding policy, Springwood aims to safeguard all staff and children. Offering babysitting services would put staff in an unpredictable position therefore not protecting staff, children and Springwood as a business.
  • ü If the owner is informed that such services are offered outside of Springwood disciplinary action will be taken.

Camera, Mobile phone and recording devices, Ipad

  • The setting forbids the use of personal cameras, mobile telephones and recording devices by staff members, students and volunteers whilst on duty.
  • We aim to inform practitioners, parents and visitors of this procedure in the event of a mobile phone being identified on the premises, maintaining safety of themselves and children
  • The preschool phone has no camera facility, and is the main contact for staff needs and parents alike.
  • Visitors do not have unsupervised access to children at any time
  • Photographs that are taken for achievement records are taken in full view of other staff, camera/Ipad is not to be taken near the toilets or nappy area
  • All staff, students and volunteers who are working with children are required to switch off any mobile phones and recording devices and give them to the *Manager/*Leader on commencement of duty. They are required to give any personal cameras to the *manager/*leader on commencement of duty.
  • Personal devices will be stored securely in a *filing cabinet/*locked drawer.
  • Staff members, students and volunteers may access their personal devices whilst off duty and not on the premises, for example during lunch breaks.
  • Any member of staff who does not comply with the ‘camera, mobile phone and recording device policy’ will be dealt with in line with the settings grievance and disciplinary procedures.
  • Children will only be photographed or recorded by the use of a camera/recording device that has been agreed by the *manager/*leader. Children will only be photographed or recorded if parental consent has been obtained.
  • Parents and visitors are informed that the use of mobile phones within the setting is not allowed and this is done when they sign our visitors book and BEFORE they enter the setting. Parents and visitors seen using their mobile phone will immediately be challenged by a member of staff who will ask them to terminate the use and if necessary escort them off the premises where they can use their mobile phone safely.

Protecting children at risk of radicalisation

“For early year’s childcare providers, the statutory framework for the Early Years Foundation Stage sets standards for learning, development and care for children from 0-5, thereby assisting their personal, social and emotional development and understanding of the world.”

All staff are trained on prevent duty and understand what signs to look out for to protect children.

Admissions policy

It is our intention to make our pre-school genuinely accessible to children and families from all sections of the local community.

In order to accomplish this we will;

  • Preschool and Nursery operates 50 weeks a year
  • Let children start pre-school when they reach 2yrs.
  • Arrange our waiting list in order of need.
  • Keep a place vacant, if financially possible, in order to accommodate emergency admissions.
  • Welcome every child along with their father, mother, other relations and carers including child minders and people from all cultural, ethnic, religious and social groups.
  • Make our equal opportunities policy widely known.
  • Consult with families about the opening times of the pre-school to avoid excluding anyone whenever possible.
  • Be flexible about attendance patterns so as to accommodate the needs of individual children and families, children must be booked in in advance before attending a session, any missed sessions will still be expected to be paid for.

 Fees policy

  • Fees are payable on a weekly or monthly basis and each school year consists of six terms. Fees are due by th 10th of each month unless paid weekly
  • Parents are notified of the required fees at the start of each month using an email invoice system.
  • The payment cash or direct debit should be returned to Springwood as soon as possible no later by the 10th unless paying weekly.
  • The supervisor checks fee payments and arrears are not acceptable.
  • At Pre-School we are registered to receive DfES Nursery Education Grant funding.
  • Children receive funding from the funding period following their second (meeting a criteria) and third birthday. Funding periods run from 1 September to 31 December, 1 January to 31 March and 1 April to 31 August. Parents are free to use their funding at any registered setting.

Children in receipt of the Nursery Education Grant are entitled to a maximum of 15 hours of funded sessions per week for 38 weeks a year or 11 hours free funded sessions over 51 weeks per year. Our term dates are similar to local primary school dates and are published to parents and available on request.

  • Some employers offer schemes where fees can be paid through them. We are normally able to accept payment under these schemes.
  • However payment is made, fees are payable regardless of whether your child is able to attend or not, i.e. holiday or illness. Families each receive one weeks FREE holiday pay per year
  • We also ask that 4 weeks’ notice is given before withdrawing your child from our sessions. If notice is not given we reserve the right to charge fees for a maximum of 4 weeks. This doesn’t apply to children in receipt of the Nursery Education Grant.
  • Springwood requires £50 deposit before entry for privately paid fees
  • If a child starts mid-term the fees will be calculated and adjusted accordingly by the supervisor.
  • Non-payment of fees will be dealt with promptly and all arrears will be paid before the next term. Late fee charge of £5 per day will be added to fees unpaid by the 10th of each month.
  • Late pick up will incur a charge of £5 for every 15 minutes.
  • Persistent non-payment will mean loss of place and any siblings who may wish to attend in the future will be refused a place.
  • Fees will be reviewed at the Owners discretion.

Any complaints regarding this policy should be dealt with via the current complaints procedure.

Settling in.

We want children to be happy in the absence of their parents, to recognise other adults as a source of authority, help and friendship.  We want them to be able to share with their parents the new learning experiences enjoyed in the pre-school.

In order to accomplish this we:

  • Encourage parents to visit the pre-school with their children for pre-admission visits.
  • If required, we will arrange for a home visit between parent/leader and key worker to allow the child the opportunity to meet with the pre-school adults.
  • Make clear from the beginning that they will be supported in the pre-school for as long as it takes to settle their child.
  • Reassure parents whose child seems to be taking a little longer to settle.
  • Introduce new families on a staggered basis.
  • Encourage parents, where appropriate, to separate from their children for brief periods at first. Children cannot play or learn successfully if they are anxious or unhappy.
  • Our settling procedures aim to help their children to feel comfortable in the pre-school, to benefit from what it has to offer and to feel confident that their parents will return at the end of the session.
  • Efforts will be made to use an interpreter whenever possible. At preschool we have access to interpreters by arrangement.


  • Children will be encouraged to be non-sexist in their approach to toys, it is important that racist or sexist attitudes or remarks are challenged and discussed. Children suffering this, or any other type of abuse, will be supported and comforted. The rest of the group, including staff, will follow up the incident.
  • Children who have English as a second language will be welcomed to the group and verbal instructions will be complemented by gestures, miming and physical help as necessary.

Equality opportunities 

The Pre-School Learning Alliance is committed to helping pre-schools provide equality of opportunity for all children and families.  As a member of the Alliance we work in accordance with all relevant legislation, including:

  1. Disabled Persons Act 1958, 1986
  2. Race Relations Act 1976
  3. Sex Discrimination Act 1986
  4. Children Act 1989

We believe that the group’s activities should be open to all children and families and to all adults committed to their welfare.  We aim to ensure that all who wish to work in, or volunteer to help with, our pre-school have an equal chance to do so.

  • Children with disabilities, special needs or learning difficulties will be given priority admission whenever possible.
  • Parents will be given full details of any proposed outing or event so that they can decide whether they wish their child to attend.
  • Provision of food from different countries or cultures is important in giving positive recognition to the children of that culture and also to encourage all children to learn, enjoy and respect other traditions.
  • At preschool we will provide different foods when possible.
  • The insurance cover fully caters for all children including those with special needs.
  • Efforts will be made to use an interpreter for parents whose first language is not English.
  • To ensure that all staff can attend meetings we will hold them at mutually agreed times. (Help with baby-sitting can be given if necessary).
  • We will ensure that all parents are equally welcome, respecting a range of child-rearing practices. We will not make judgements about what is ‘normal’.
  • All aspects of play and provision will reflect a wide range of cultures, especially those represented within the group.
  • All books, pictures, jigsaws, rhymes and toys will be selected to show positive images of people of all races and cultures.
  • We will ensure that all family compositions are considered and respected.
  • Arrangements will be made to celebrate festivals from all cultures, as well as birthdays. Parents will be notified in advance and will be allowed to withdraw their children from these celebrations if they conflict with their own personal or religious beliefs.
  • Children and families who celebrate at home, festivals with which the rest of the pre-school are not familiar will be invited to share their festival with the rest of the group, if they wish to do so.
  • Before introducing a festival with which the adults in the group are not themselves familiar, appropriate advice will be sought.
  • Equipment and play activities will be adapted as necessary to enable the participation of children with learning difficulties or disabilities.


Our preschool aims to have regard to the DfES code of practice on special educational needs and also to the guidelines supplied to private and voluntary providers of preschool education. We aim to provide welcome and appropriate learning opportunities for all children.

  • Children with special needs, like all other children, are admitted to the preschool after consultation between parents, preschool leader and keyworker.
  • Our aim is to provide for the developmental needs of each child in the group.
  • All children in the group, irrespective of their special needs, are encouraged wherever possible and appropriate, to participate in all the group’s activities.
  • Our system of observation and record keeping, which operates in conjunction with parents, enables us to monitor children’s needs and progress on an individual basis.
  • Our groups Special Educational Needs Co-ordinator (SENCO) and Behaviour officer (BECO) monitor the needs and progress of children who have special educational needs. Tamasin Barker
  • Our key worker system ensures that each adult is especially responsible for and close to a group of children so each child receives plenty of adult time and attention.
  • We work closely with parents of all children in the group to ensure that:
    1. The group draws upon the knowledge and expertise of parents in planning provision for the child.
    2. The child’s progress and achievements are shared and discussed with parents on a regular basis.
    3. Parents know the identity of the group’s SENCO.
    4. Parents are aware of the arrangements for the admission and integration of children with special educational needs
  • If it is felt that a child’s needs cannot be met in the preschool without additional personnel and/or equipment funding will be sought to ensure that provision is appropriate to the child’s needs.
  • We work in liaison with relevant professionals and agencies outside the group to meet children’s specific needs.
  • Our staffs attend, whenever possible, in service training on special needs arranged by P L A and other professional bodies.
  • Children and young adults with additional needs are supported and looked after whilst on site. Springwood support children with mental health issues, medical needs, we offer site visits and respond to each individual need.