POLICIES

A Parent's Guide to being a 'Helper' at Pre-school

Parent/carer 'Helpers' are of great importance to a Pre-school. They provide a familiar face, help with supervision of the children, and with the carrying out of routine tasks.

Please arrive in good time (8.45 - 8.50am) so you can help to welcome the children.

It is important that you study the 'Daily Timetable & Helpers List' beforehand, and refer to it during the morning as necessary - a large copy is displayed on the wall in the kitchen. When you first arrive, ask the Supervisor where you are needed to help - either at one of the 'messy' tables or at the puzzles and games table.

Encourage any shy children, and those who may initially be reluctant to join in, to come and participate. Explain how to do the activity in language that is at the child's level of understanding. Engage the children in conversation, and ask open-ended questions so that they have the opportunity to answer more fully, not just 'yes' or 'no'.

Try to remember when working with the children that it is the process of what they are doing that is important, rather than the end product. So don't worry if you can't tell what a child's picture is, or if they insist that all the puzzle pieces go upside down; they will eventually get it right when they have experimented a few times. Children learn best from being allowed to do things for themselves, at the same time gaining a great deal of satisfaction; however a child should not be allowed to struggle for so long that they get frustrated.

Allow the children to see how you use scissors and pencils so that they can copy your actions. Blue scissors are provided for left-handed children, so if you are unsure ask the child to pick something up for you - whichever hand they use will usually be the dominant hand.

The child’s name should be put on the top left hand side of any work they do. Only the first letter of their name is a capital, all the others must be lower case. Children should be encouraged to write their name themselves - if they don’t remember it all yet, you can help by writing it on a separate piece of paper for them to copy. For children not yet able to write, you should put it on for them, but remember to tell them the name of each letter as you do it.

During ‘Snack Time’, one Helper needs to supervise one of the three tables and to encourage conversation. The adults should be offered a hot drink, which must be made and carried with safety in mind. It is safer to carry mugs individually rather than on a tray. When washing up, please make sure that you use the correct cloths and bowls as marked.

Before going outside, the children are encouraged to go to the toilet, but please remember that only Staff and 'Regular Helpers' may take children to the toilet. Help children to put on their outdoor clothes if required. When going up and down the stairs, the children should always hold on to the rail.

All adults should be aware of the fire procedures, and know where the Fire Extinguishers are situated. A Fire Drill is carried out three times each half term, on different days, so that all children join in at least two a term.

It is vital that any accidents, no matter how small, are reported to the Supervisor so that Staff can enter details in the ‘Accident Book’, and parents can be informed. The First Aid kit is positioned on the wall in the kitchen, and it is checked and restocked regularly.

Part of the philosophy of our Pre-school calls for all parent/carers to help on two or more days every term, according to the number of times their child attends each week.

The Pre-school is run in this way to give support to our children, and we all appreciate this help very much, thank you.
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Fire Precautions

The Pre-school is regularly inspected the Fire Safety Officer, and complies with Fire Safety Regulations as set out under The Children Act 1989 (Child Minding and Day Care For Young Children).

There are obvious disadvantages in having a Pre-school sited in first floor rooms, however every measure has been taken to ensure the safety of the children, including:

Regular Fire Safety Inspections.
The installation of Fire Doors into the playrooms that can withstand a raging fire one side and hold it back for at least 20 minutes.
Installation of smoke detectors on the landing and hall, that are checked monthly.
Installation of a fire bell, that is tested each week.
Installation of a telephone.
A 'No Smoking' rule.
Fire Practice three times every half term.
Fire Drill displayed in Playrooms and on Fire Doors.

We now practice a Fire Drill three times every half term. The general procedure in the case of a fire would be the same as going out to play, except that in an emergency, coats etc. would be left behind. It is very important that the children know what to do in the case of a fire, and can follow instructions - immediately, quietly, and without panicking.

We have checked and rechecked the possibilities of ladders or chutes for emergency evacuations but, unfortunately, because of the very young age of most evacuees, the Fire Service does not encourage children to use fire escapes or ladders, and every child travelling down a chute must be accompanied by an adult. The Fire Service insist that an evacuation where the number of children outnumber the number of adults is quicker and safer if made along familiar exits.

The Fire Drill is shown on the next page. Please make yourself familiar with the procedure. It is much easier to digest it now, than in the middle of a fire. If you do not know where the Fire Bell is, and do not know how to operate it, please ask a member of staff to show you.
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Fire Drill

If your escape route down the stairs is safe:

Sound the Fire Alarm.
Telephone 999 and ask for the Fire Service.
Supervisor get the Register.
Supervisor and Helpers organise the children into a group and get them downstairs and into the back garden.
Assistant Supervisor/Helper to check no children have been left behind (check toilets and big cupboard) and close all windows and doors.
When safely in back garden, take Register to check all children present.

If your escape route down the stairs is not safe.

Sound the fire alarm.
Telephone 999 and ask for the Fire Service.
Make sure the Fire Doors onto the landing are closed.
Supervisor to get the Register.
Get the children seated in a group on the floor.
Check all children are present.
Assistant Supervisor/Helper to confirm out of window that it is a real fire, not a regular Fire Practice.
Remove safety bars from window.

Remember:

DO NOT PANIC
Do not panic the children
Do not run or push
BE CALM

We are five minutes away from the fire station.
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Gas Alert

In the event of a suspected Gas leak

Evacuate the building to the end of the rear Car Park.
Supervisor take the Register.
Don't turn electric/light switches on or off.
Don't use the telephone in Pre-school.
Don't smoke.
Don't use naked flames.
Do open doors and windows, to get rid of Gas.
Do call the Gas Emergency Number (0800 111 999), from Wards the Butchers, opposite.
Do contact Wards the Butchers to turn off the Gas Supply in St. George's Club downstairs, as they hold a spare key to the Club in case of need.
Don't re-enter the building until ventilation is complete. See below.
Do prevent others from entering the building.
Do advise others concerned, i.e. occupants of Parish Council flat, and Toddler Group.
Don't put the children at risk. Take them to the Car Park, or the Primary School Canteen if necessary, and from there send them home.

Note: Total ventilation is complete only after all doors and windows have been open for one hour after the leak has been mended. If only partially ventilated, the building must not be re-entered for two hours.
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Parental Involvement Policy

Benenden Pre-School believes that parents are the prime educators of their children and as such have a central part to play in the style of provision, its management, the play activities for the children and the policies of the Pre-School.

The term ‘parents’ refers to both mothers and fathers, including natural or birth parents as well as step-parents and parents who do not live with their children but have contact with them and play a part in their lives. ‘Parents’ also includes same sex parents as well as foster parents.

Some parents are less well represented in Early Years settings, including fathers, parents who live apart from their children but still play a part in their lives, and working parents. In carrying out the following procedures, we will ensure all parents are included.

Procedures:

We have means to ensure that all parents are included. Parents are encouraged and supported to play an active part in the governance and management of the setting by joining the Committee and by attending and voting at the Annual General Meeting of the Pre-School.
We provide new parents with a Welcome Pack which informs parents about how the setting is run and contains copies of all the Pre-School’s Policies. The Complaints Procedure informs parents of the systems for registering written complaints.
All parents are offered the opportunity to fill in an annual questionnaire in order to express their views on all aspects of Benenden Pre-School. All parents are provided with a summary of the feedback from the questionnaire.
We inform all parents on a regular basis about their children's development and involve parents in the shared record keeping about their children’s development, in the form of My Unique Story. Copies of My Unique Story are sent to parents who live apart from their children.
We provide regular formal and informal opportunities for parents to talk individually with their child’s Key Person in order to improve our knowledge of the needs of their children and to contribute their views and knowledge to support their child’s development.
Parents are encouraged to contribute their own skills, knowledge and interests to the activities of the setting.
We welcome the presence and contributions of parents at our social and fund-raising events.
The Pre-School is a member of the Pre-School Learning Alliance. This gives automatic membership to the Alliance for parents joining Benenden Pre-School. Parents are encouraged to gain full benefit from their membership by participating in training days and other events. They will be offered the opportunity to see and/or buy Pre-School Learning Alliance periodicals and publications.
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Admission Policy

It is our intention to make Benenden Pre-School accessible to every family in the local community. All children are welcome irrespective of gender, ethnic origin, language, culture, disability, learning difficulty or HIV/AIDS status.

We aim to ensure that all sections of the local community have access to the setting through open, fair and clearly communicated procedures.

Procedures:

Children are admitted to the setting from their second birthday.
We arrange our waiting list in birth order, taking account of the following in priority order:
o A child with a sibling already attending Benenden Pre-School,
o A child resident in the Parish of Benenden.
We ensure that the existence of our setting is advertised in places available to all sections of the community.
We ensure that information about the setting is available in written form and, where appropriate, in more than one language. Where necessary, we will try to provide information in Braille or through British Sign Language. We will provide translated written materials where language needs of families suggest this is required, as well as access to an interpreter.
We keep a place vacant, if this is financially viable, to accommodate an emergency admission.
We consult with families about the opening times of the setting, through our annual Parental Questionnaire, to ensure that we accommodate a broad range of family need where appropriate.
We are flexible about attendance patterns to accommodate the needs of individual children and families, providing these do not disrupt the pattern of continuity in the setting that provides stability for all the children.
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Asthma Policy

Benenden Pre-school welcomes all children with Asthma. It will encourage and help children with asthma to participate fully in all aspects of Pre-school activities.

It recognises that asthma is an important condition affecting many children of Pre-school age. It recognises that immediate access to inhalers is vital. It will do all it can to make sure that the Pre-school environment is favourable to children with asthma.

It will endeavour to give other children an understanding of asthma, to avoid the stigma sometimes attached to this chronic condition.

Staff have a clear understanding of what to do in the event of a child having an asthma attack. Pre-school will work in partnership with parents and children to ensure the successful implementation of this Pre-school Asthma Policy.
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Behaviour and Discipline Policy

Benenden Pre-School believes that children flourish best when their personal, social and emotional needs are met and where there are clear and developmentally appropriate expectations of their behaviour.

Children need to learn to consider the views and feelings, needs and rights of others and the impact that their behaviour has on people, places and objects. This is a developmental task that requires support, encouragement, teaching and setting the correct example. The principles that underpin how we achieve positive and considerate behaviour exist within the programme for promoting personal, social and emotional behaviour.

In our setting Julie Jenkins is the designated person responsible for issues concerning behaviour. However, staff share responsibility for supporting personal, social and emotional development, including issues concerning behaviour.

Procedures

Benenden Pre-school aims to give a good secure grounding to the child’s future and accepts that all children are individuals. We support each child in developing self-esteem, confidence and feelings of competence.
We require all staff, volunteers and students to provide a positive model of behaviour by treating children, parents and one another with friendliness, care and courtesy
We work in partnership with children’s parents. Parents are regularly informed about their children’s behaviour by their key person. We work with parents to address recurring inconsiderate behaviour, using our observation records to help us understand the cause and decide jointly how to respond jointly

Strategies with children who engage in inconsiderate behaviour

We require all staff, volunteers and students to use positive strategies for handling any inconsiderate behaviour by helping children find solutions in ways which are appropriate for the child’s ages and stages of development. Such solutions might include, for example, acknowledgement of feelings, explanation as to what was not acceptable and supporting children to gain control of their feelings so that they can learn a more appropriate response
We acknowledge and praise considerate behaviour such as kindness and willingness to share
Such behaviour as biting, kicking and throwing objects are unacceptable. Swearing and discriminating behaviour and remarks such as name calling and labelling are also unacceptable. The Pre-school will treat all such behaviour with understanding
When children behave in inconsiderate ways, we help them to understand the outcomes of their action and support them in learning how to cope more appropriately
We never send children out of the room by themselves and no child will be excluded from the general area but we may exclude a child quickly from a situation involving inappropriate behaviour in order to ‘cool off’
We never use physical punishment and there is no labelling
We use physical restraint, such as holding, only to prevent physical injury to children or adults and/or serious damage to property
Details of such an event (what happened, what action was taken and by whom, and the names of witnesses) are brought to the attention of our setting leader and are recorded in the Incident file. The child’s parents are informed on the same day
In cases of serious misbehaviour, such as racial or other abuse, we make clear immediately the unacceptability of the behaviour and attitudes, by means of explanation rather than blame
We do not shout or raise our voices in a threatening way to respond to children’s inconsiderate behaviour
We do not allow any form of toy guns to be brought into the setting
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Safeguarding Children and Child Protection Policy

Benenden Pre-School will work with children, parents and the community to ensure the rights and safety of children and to give them the very best start in life. Our safeguarding policy has three key commitments.

Procedures
Benenden Pre-School carries out the following procedures to ensure we meet our three key commitments

KEY COMMITMENT 1
Benenden Pre-School is committed to building a ‘culture of safety’ in which children are protected from abuse and harm in all areas of its service delivery.

Staff and volunteers

Our designated person who co-ordinates child protection issues is Lene Darracott tel. 01580 714901;
Our designated officer who oversees this work is Holly Boyce, Chairman of the Committee, tel. 01580 241787;
We make sure all staff and parents are made aware of our safeguarding policies and procedures;
We provide adequate and appropriate staffing resources to meet the needs of children;
Applicants for posts within the setting are clearly informed that the positions are exempt from the Rehabilitation of Offenders Act 1974;
Candidates are informed of the need to carry out ‘enhanced disclosure’ checks within the Criminal Records Bureau before posts can be confirmed;
Where applicants are rejected because of information disclosed, applicants have the right to know and to challenge incorrect information;
We abide by Ofsted requirements in respect of references and Criminal Record Bureau checks for staff and volunteers to ensure that no disqualified person or unsuitable person works at the setting or has access to the children;
Volunteers do not work unsupervised;
We have procedures for recording the details of visitors to the setting;
We take security steps to ensure that we have control over who comes into the setting so that no unauthorised person has unsupervised access to the children.

KEY COMMITMENT 2
Benenden Pre-School is committed to responding promptly and appropriately to all incidents or concerns of abuse that may occur and to work with statutory agencies in accordance with the procedures that are set down in ‘What to do if you’re worried a child is being abused’ (HMG 2006).

Responding to suspicions of abuse

We acknowledge that abuse of children can take different forms - physical, emotional and sexual - as well as neglect;
When children are suffering from physical, sexual or emotional abuse, or may be experiencing neglect, this may be demonstrated through the things they say (direct or indirect disclosure) or through changes in their appearance, their behaviour or their play;
Where such evidence is apparent, the child’s key person makes a dated record of the details of the concern and discusses what to do with the setting manager, i.e. the designated person. The information is stored in the child’s personal file;
We refer concerns to the local authority children’s social care department and co-operate fully in any subsequent investigation. In some cases this may mean the police or another agency identified by the Local Safeguarding Children’s Board;
We take care not to influence the outcome either through the way we speak to children or by asking questions of children;
We use the detailed procedures and reporting format contained in the Pre-School Learning Alliance’s publication ‘Child Protection Record for use in Early years Settings’ when making a referral to children’s social care or other appropriate agencies.

Recording suspicions of abuse and disclosures

Where a child makes comments to a member of staff that gives cause for concern (disclosure), or a member of staff observes signs or signals that give cause for concern, such as significant changes in behaviour; deterioration in general well-being; unexplained bruising, marks or signs of possible abuse or neglect, that member of staff:
o Listens to the child, offers reassurance and gives assurance that he or she will take action;
o Does not question the child;
o Makes a written record that forms an objective record of the observation or disclosure that includes the date and time of the observation or disclosure, the exact words spoken by the child as far as possible, the name of the person to whom the concern was reported, with date and time, and the names of any other person present at the time;
These records are signed and dated and kept in the child’s personal file which is kept securely and confidentially.

Making a referral to the local authority social care team

The Pre-School Learning Alliance’s publication ‘Child Protection Record’ contains detailed procedures for making a referral to the local social care team as well as a template form for recording concerns and making a referral. This is based on ‘What to do if you’re worried a child is being abused’ (HMG 2006);
We keep a copy of this document and follow the detailed guidelines given;
All staff are familiar with the Alliance’s Child Protection Record and follow the procedures for recording and reporting.

Informing parents

Parents are normally the first point of contact;
If a suspicion of abuse is recorded, parents are informed at the same time as the report is made, except where the guidance of the Local Safeguarding Children Board does not allow this;
This will usually be the case where the parent is the likely abuser. In these cases the investigating officers will inform parents.

Liaison with other agencies

We work within the Local Safeguarding Board guidelines;
We have a copy of ‘What to do if you’re worried a child is being abused’ for parents and staff and all staff are familiar with what to do if they have concerns;
We have procedures for contacting the local authority on child protection issues, including maintaining a list of names, addresses and telephone numbers of social workers to ensure that it is easy, in any emergency, for the setting and social services to work well together;
We notify the registration authority (Ofsted) of any incident or accident and any changes in our arrangements which may affect the well-being of children;
Contact details for the local National Society for the Prevention of Cruelty to Children (NSPCC) are also kept;
If a referral is to be made to the local authority social care department, we act within the area’s Safeguarding Children and Child Protection guidance in deciding whether we must inform the child’s parents at the same time.

Allegations against staff

We ensure that all parents know how to complain about the behaviour or actions of staff or volunteers within the setting which may include an allegation of abuse;
We follow the guidance of the Local Safeguarding Children Board when responding to any complaint that a member of staff, or volunteer within the setting, has abused a child;
We respond to any disclosure by children or staff that abuse by a member of staff or volunteer within the setting may have taken, or is taking place, by first recording the details of any such alleged incident;
We refer any such complaint immediately to the local authority’s social care department to investigate. We also report any such alleged incident to Ofsted and what measures we have taken. We are aware it is an offence not to do this;
We co-operate entirely with any investigation carried out by the children’s social care in conjunction with the police;
Where the management committee and children’s social care agree it is appropriate in the circumstances, the chairperson will suspend the member of staff on full pay, or the volunteer, for the duration of the investigation. This is not an indication of admission that the alleged incident has taken place but is to protect the staff as well as children and families throughout the process.

Disciplinary action

Where a member of staff or a volunteer is dismissed form the setting because of misconduct relating to a child we notify the Independent Barring Board administrators so that the name may be included on the Protection of Children and Vulnerable Adults Barred List.

KEY COMMITMENT 3
Benenden Preschool is committed to promoting awareness of child abuse issues throughout its training and learning programmes for adults. It is also committed to empowering young children, through the curriculum, promoting their right to be strong, resilient and listened to.

Training

We seek out training opportunities for all adults involved in the setting to ensure that they able to recognise the signs and signals of possible physical abuse, emotional abuse, sexual abuse and neglect and that they aware of the local authority guidelines for making referrals;
We ensure that all staff know the procedures for reporting and recording their concerns in the setting.

Planning

The layout of the rooms and outside area allows for constant supervision.

Curriculum

We introduce key elements of keeping children safe into our planning to promote the personal, social and emotional development of all children so that they may grow to be strong, resilient and listened to and that they develop an understanding of why and how to keep safe;
We create within the setting a culture of value and respect for the individual, having positive regard for children’s heritage arising from their colour, ethnicity, languages spoken at home, cultural and social background;
We ensure that this is carried out in a way that is developmentally appropriate for the children.

Confidentiality

All suspicions and investigations are kept confidential and shared only with those who need to know. Any information is shared under the guidance of the Local Safeguarding Children’s Board.

Support to Families

We believe in building trusting and supportive relationships with families, staff and volunteers;
We make clear to parents our role and responsibilities in relation to child protection such as for the reporting of concerns, providing information, monitoring of the child and liaising at all times with the local children’s care team;
We will continue to welcome the child and the family whilst investigations are being made in relation to any alleged abuse;
We follow the Child Protection Plan as set by the child’s social care worker in relation to the setting’s designated role and tasks in supporting that child and their family, subsequent to any investigation;
Confidential records kept on a child are shared with the child’s parents or those who have parental responsibility for the child in accordance with the Confidentiality and Client Access to Records procedure and only if appropriate under the guidance of the Local Safeguarding Children Board.
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Confidentiality Policy

Benenden Pre-school aims to give complete confidentiality on conversations between: staff to parent; parent to staff; staff discussions on a child. Staff and volunteers and parents are aware of confidentiality and those issues which must be kept confidential and those which must be disclosed, e.g. to the social services.
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Curriculum Policy

The objective of Benenden Pre-school is to ensure that, by the time our children transfer to compulsory education, they have made good progress in the EYFS (Early Years Foundation Stage) ‘Early Learning Goals’ in all six of the areas of learning: ‘Personal, Social and Emotional Development’; ‘Communication, Language & Literacy’; ‘Problem Solving, Reasoning & Numeracy’; ‘Knowledge & Understanding of the World’; ‘Physical Development’; ‘Creative Development’.

This is achieved through a planned Curriculum of child-oriented learning, with children having first hand experiences, and learning through play. Children are given every opportunity to be independent, to choose their own activities, and to take decisions. The adult “teaching” role is to observe the children, to learn about their interests and needs, and to use the opportunities which the children provide to support their learning and to initiate new ideas, vocabulary and concepts.

We are able to call on the services of an advisory Early Years teacher as required.

We also run one or more special Sessions for four (and 'rising-4') year olds, as numbers permit, where they are introduced to a more structured curriculum, in preparation for the move on to school.
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Employment Policy

Benenden Pre-school will appoint the best person for each job and will treat fairly all applicants and all those appointed to those jobs. The group will advertise widely to recruit from all sections of the community. No applicant will be rejected on the grounds of age, gender, class, sexuality, means, family status, disability, colour, ethnic origin, culture, religion or belief.

Commitment to implementing Benenden Pre-school's Equal Opportunities Policy will form part of the job description for all workers as well as the Employment Equal Opportunities Policy to cover recruitment procedures, selection procedures, job description, accountability support, expenses and training opportunities. All staff are allowed to join a trade union.

At interviews an agreed list of questions will be asked as decided by the committee, representing the parents, for the essential and desirable qualities needed. Successful applications depend on acceptable written references and the passing of a police check.

Once the applicant is successful there is to be a probationary period of three months to safeguard both sides. Unsuccessful candidates will be notified in writing and the reason they were rejected if requested.

Sickness Leave and Pay: An employee will be entitled to payment during term time only, if incapacitated due to sickness and/or injury for a period of four weeks (maximum) in any one Pre-school year. Such entitlement is available to an employee, employed by the Pre-school for a period of six months or more. Statutory Sick Pay will operate where appropriate.

Holiday Pay: An employee will be entitled to four weeks paid holiday each year, to be taken outside the Pre-school term times.

Maternity Leave and Pay: An employee who becomes pregnant will be allowed reasonable time off, with pay for attendance at ante-natal clinics. Statutory Maternity Pay and leave will apply, where appropriate.

Compassionate Leave and Pay: An employee will be entitled to reasonable time off, with pay, on the grounds of compassionate leave with the prior agreement of the Pre-school Committee, taking into account all the circumstances of the case.
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Fees Policy

Benenden Pre-school has always tried to keep its fees to a minimum but as a consequence of this, we require the prompt payment of fees. Your fees will be due at the beginning of each new term, and within 14 days of receiving your invoice unless alternative arrangements have been made with the Supervisor and Treasurer. Our fees are inclusive of drinks and snacks (please note that lunch is not provided by Pre-School).

Late payments
Late fees (after 14 days of invoice) will incur a £5.00 charge for each week that they are late. Failure to pay a term’s fees in full by the end of term could result in the regrettable exclusion of the relevant child(ren) from attending Pre-School until the payment has been made, and a payment plan has been put in place. Fees cannot be carried forward to the next term. If your child is KCC funded you may be asked to reduce sessions to ensure no further build-up of unpaid fees.

Should you be experiencing any problems, please speak to our Supervisor or Treasurer, we are always happy to help.

Advance Registration Fees
Any advance registration fee paid to Benenden Pre-school will be deducted from the first term's fees. No refund is given for the non attendance of a child.

Non-attendance of a child
Should a child be absent from Pre-School due to sickness or holiday, fees are still payable. If your child does not attend Benenden Pre-School and you have not made contact with us after one week, we will make contact with you to establish the reason for the absence. If there is no contact after two weeks then written notification will be sent to advise you that your child’s place will be allocated to someone else unless contact is established. After a further two weeks without contact, a final letter will be sent to you to confirm that your child's place has been taken and an invoice for any monies outstanding will be sent in accordance to this policy.

Withdrawing a child
If you would like to remove your child from Benenden Pre-School then we require 6 weeks’ notice in writing. If you do not give the required notice, you will be charged up to a maximum 6 weeks fees from the date notice is given.
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Session Times & Fees From September 2011:

Morning session:	0900 - 1200	£11.10
Morning plus session (*)	0900 - 1330	£16.65
Afternoon session (*)	1200 - 1515	£12.03
Full Day session (*)	0900 - 1515	£23.13
() please provide a packed lunch*

You will receive an invoice within the first week of the new term and payment should be made within 14 days of the invoice date by cheque, cash, bank transfer or childcare vouchers. Please see our Fees Policy for more information. We are also an approved Pre-school for Government tax credit purposes – for more information please go to www.direct.gov.uk/en/MoneyTaxAndBenefits

Current Opening Times (term time only):

Monday: 0900 - 1200

Tuesday: 0900 - 1515

Wednesday: 0900 - 1515

Thursday: 0900 - 1515

Friday: 0900 - 1200

Benenden Pre-School is flexible and can offer a combination of all the above to suit your child's needs, all we ask is your child attends for a minimum of 2 sessions per week.

Information once your child qualifies for free childcare:
As Benenden Pre-School is OFSTED Registered, we offer the Free Early Education Entitlement (FEEE) by Kent County Council from the term following your child's 3rd birthday.

Once your child qualifies for FEEE in line with the Department for Education (see table below) they will be funded for a maximum of 15 hours each week taken over a minimum of 3 days for 38 weeks per year. If taken over 2 days a maximum of 12.5 hours only can be accessed.

A child born on or between	Will become eligible for a free place from
1 April and 31 August	Start of Autumn Term (Term 1), in September, following their 3rd birthday
1 September and 31 December	Start of Spring Term (Term 3), in January, following their 3rd birthday
1 January and 31 March	Start of Easter Term (Term 5), in April, following their 3rd birthday

EXAMPLES of how FEEE could work for you:
Various options are available. Your invoice will state how many hours your child is receiving free and any charges for additional hours.

Session Time	You could qualify for	Additional charges
0900 – 1200	5 mornings (15hrs)	Free of charge
0900 – 1330	5 mornings (22hr 30mins)	£27.75 per week
1200 – 1515	5 afternoons (16hr 15mins)	£4.60 per week
0900 – 1515	2 full days (12hrs 30mins)	Free of charge
0900 – 1515	3 full days (18hrs 45mins)	£13.86 per week

For more information please go to: www.kent.gov.uk/education_and_learning/childcare_and_pre-school/paying_for_childcare/free_pre-school_education.aspx (see link FEEE for 3 and 4 year olds for frequently asked questions)
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Supervision of children on outings and visits

Benenden Pre-school believes that children benefit from being taken out of the setting to go on visits or trips to local parks or other suitable venues for activities which 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

Parents sign a general consent on registration for their children to be taken out as part of the daily activities of the setting;
There is a risk assessment carried out for each venue, which is reviewed regularly;
Parents are always asked to sign specific consent forms before major outings;
A risk assessment is carried out before an outing takes place;
All venue risk assessments are made available for parents to see;
Our adult to child ratio is high, normally one adult to two children, depending on their age, sensibility and type of venue as well as how it is to be reached;
Named children are assigned to individual staff to ensure that each child is individually supervised, to ensure no child goes astray and that there is no unauthorised access to children;
Staff take a mobile phone on outings and supplies of tissues, wipes, underwear etc., as well as a mini first aid kit, snacks and water. The amount of equipment will vary and be consistent with the venue and the number of children as well as how long they will be out;
Staff take a list of children with them with contacts of parents/carers;
Records are kept of the vehicles used to transport children, with named drivers and appropriate insurance cover;
A minimum of two staff should accompany children on outings (and a minimum of two should stay behind with the rest of the children, if this is the case).
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Health, Hygiene and Safety Policy

Benenden Pre-school aims to give a good, safe and secure environment for the child and conforms with HSE Health and Safety Law and with the Food Safety Act 1990.

All Staff and 'Regular Helpers' are police-checked, and there must always be two staff members on duty during Pre-school Sessions. No-one is ever asked to be in the building alone.

Each year a member of the staff or committee is appointed to act as Health and Safety Officer. A 'first-aider' is on hand at every Session and the First-Aid Box is well stocked and checked regularly. A 'No Smoking' rule operates at Pre-school, and smoking is not permitted at any time.

Any injury or accident must be recorded in the Accident Book, and all staff, volunteers and parents/carers are made aware of this. An annual Safety Review will be conducted by the Chairman and Supervisor before the A.G.M., checking through the Accident Book entries to see if any lessons can be learned.

There are regular checks of equipment and toys for damage which could cause injury. These are reviewed for repair or replacement.

Pre-school is inspected by the Fire Safety Officer, and every parent/carer is made aware of and receives a copy of the Fire Regulations, and Fire Drill and Gas Alert procedures. Fire Drill practices are carried out frequently, with the aim of ensuring that all children participate in one at least twice every term.

All food preparation areas are thoroughly cleaned before use, and all children and adults must wash their hands before handling food.

If a child becomes unwell at Pre-school, s/he will be made as comfortable as possible. The parent/carer will be contacted and asked to collect the child, though an ambulance will of course be called if necessary.

The Supervisor must be notified immediately if any child is suffering from, or has been in contact with, any contagious disease such as chicken pox, measles, mumps, diarrhoea, etc., or from head lice. The child may not then attend Pre-school until completely free from infection, or as advised by their family doctor.
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Nappy Changing Policy

No child is excluded from participating in Benenden Pre-School who may, for any reason, not yet be toilet trained and who still may be wearing nappies or equivalent. We work with parents towards toilet training unless there are medical or other developmental reasons why this may not be appropriate at the time.

We see toilet training as a self-care skill that children have the opportunity to learn with the full support and non-judgemental concern of adults.

Procedures

Staff have a keep a record of changing times for the young children in their care who are in nappies or pull ups
The changing area is warm and safe
Each young child has their own bag with nappies and wipes
Gloves are put on before changing starts. The changing mat is wiped with sanitiser for each child
All staff are familiar with the hygiene procedures and carry these out when changing nappies
Young children are encouraged to take an interest in using the toilet
Young children are encouraged to wash their hands, and soap and paper towels are always to hand. They should be allowed some time for play as they explore the water and the soap
Staff are gentle when changing; they engage the young child in conversation
Older children access the toilet when they need to, and they are encouraged to be independent. As the outdoor space is downstairs, children are encouraged to use the toilet before outdoor play

Nappies and pull ups are disposed of hygienically. Any soil (faeces) in nappies or pull-ups is flushed down the toilet and the nappy or pull-up bagged and put in the outdoor bin. Any underwear or clothes that have been wet or soiled are rinsed and bagged for the parent to take home.
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Inclusion and Equalities Policy

1. DEFINITION

Children have special educational needs if they have a learning difficulty which calls for special educational provision to be made for them.

Children have a learning difficulty if they:

Have a significantly greater difficulty in learning than the majority of children of the same age;
Have a disability which prevents or hinders them from making use of educational facilities of a kind generally provided for children of the same age in schools/settings within the area of the local education authority.

Children must not be regarded as having a learning difficulty solely because the language or form of language of their home is different from the language used by the practitioners in the setting.

Special educational provision means:

For children of two or over educational provision which is additional to, or otherwise different from, the educational provision made generally for children of their age in schools maintained by the local education authority, other than special schools, in the area;
For children under two, educational provision of any kind.

2. AIMS AND OBJECTIVES

At Benenden Pre-School we believe that all children have a right to a broad and balanced early years curriculum. We welcome all children, whatever their individual needs, into an inclusive setting in which no child is discriminated against because of disability or learning difficulty.

Benenden Pre-School admits any child over two years of age up to school age. The admissions form and an initial meeting with parents/carers enables staff to gather information about the unique needs of each child admitted to the setting. We aim to identify any difficulties a child might have at the earliest opportunity and work with the child, their parents/carers and with outside agencies if necessary to address those difficulties.

Benenden Pre-School offers an appropriate learning environment, providing a range of differentiated activities to meet individual needs. Any child with a learning difficulty is supported in experiencing the full range of educational and social opportunities available to their peers.

3. SPECIAL NEEDS CO-ORDINATOR (SENCO)

The SENCO is Lucy Whitestone and she:

Helps us to identify any difficulties a child may have, ensuring that relevant background information about individual children with special educational needs is collected, recorded and updated;
Helps us to develop our strategies and plans of action, ensuring that any Individual Education plans are in place;
Reviews the Inclusion Policy each year;
Ensures liaison with parents/carers and relevant professionals in respect of children with special educational needs;
Advises and supports other practitioners in the setting.

4. IDENTIFICATION, ASSESSMENT AND REVIEW

For any child causing concern, the child’s profile will include information about his/her progress and behaviour from the Pre-School itself, including Observations and My Unique Story as well as information from parents/carers and from health and social services. It might also include the child’s own perception of any difficulties and how they might be addressed.
When the SENCO or Key Person identifies a child with special educational needs, they will devise interventions additional to and different from those provided as part of the setting’s usual curriculum offer and strategies. This is Early Years Action, i.e. Effective individualised arrangements for learning and teaching.
An Individual Education Plan (IEP) will be drawn up in which targets will be set and strategies agreed upon. Short term targets will be SMART, i.e. Specific, Measurable, Achievable, Relevant and Time bound. Targets will be reviewed at least three times a year.
If it becomes clear, at an IEP review, that a child’s needs cannot be met within the setting, the SENCO can request support and advice from external support services. This is Early Years Action Plus.

5. PARTNERSHIP WITH PARENTS/CARERS

The wishes and permission of parents/carers will be sought and taken into consideration regarding all aspects of assessment, provision and intervention.
Access to all relevant information will be made available to parents/carers.
Parents/carers will be involved in and informed of any concerns and all progress through meetings with practitioners in the setting, and with staff of outside agencies where necessary and through letters and any necessary written reports.
Parents/carers are assured that confidentiality will be observed at all times.

6. INVOLVING CHILDREN

Where possible, the child will play an active part in any plans drawn up on their behalf, for example knowing what is expected of them in terms of targets.
The views of the child will be sought and taken into consideration. This may not be through speaking directly to the child but rather by observing play and interactions and by listening to the child, e.g. during role play or at discussion times.

7. OUTSIDE AGENCIES

Benenden Pre-School liaises with outside agencies and support services where appropriate, e.g. the K.C.C. Early Years SENCO.

8. TRAINING AND SUPPORT

The SENCO and other members of staff will update their skills and knowledge regarding inclusion whenever possible by attending relevant training events.
Good practice will be shared within the setting.
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Record Keeping Policy

Benenden Pre-School operates a ‘Key Person’ system, where each member of staff has a special responsibility for a small group of children. These ‘Key Persons’ ensure that the particular needs of every child are recognised, through close observation and monitoring of progress.

Both the parents/carers and the child know the name of their Key Person from the beginning of their involvement with Pre-school, and formal permission is given to make written observations of the child. Such observations enable the Key Person to make assessments of the child’s progress in the ‘Early Learning Goals’ from the Early Years Foundation Stage. These are recorded in each child’s ‘Learning Journey’ record book, which forms a part of the ‘My Unique Story’ document. This document is done once a term for each child and belongs to the parents/carers, though it is kept in Pre-school to ensure easy access for both parents/carers and the Key Person.

All records are confidential. They are kept securely in a locked cupboard in Pre-school, and are always available for inspection by parents/carers. A summary ‘My Unique Story’ and planning document is sent to the child’s next setting to ensure continuity for each child.

The Supervisor has overall responsibility for monitoring the quality and consistency of all such assessments and records, through a regular process of review and discussion with each Key Person.
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Food and Drink Policy

Benenden Pre-School regards snack and lunchtimes as an important part of the setting’s day. Eating represents a social time for children and adults and helps children learn about healthy eating. At snack time we aim to provide nutritious food which meets the children’s individual dietary needs.

Procedures - We follow these procedures to promote healthy eating in our setting

Before a child starts to attend the setting, we find out from parents their children’s dietary needs, including any allergies
Information about each child’s dietary needs is recorded on their registration form and signed by the parent to signify it is correct
We display current information about individual children’s dietary needs so that all staff and volunteers are fully informed about them
We display details of snacks for the information of parents
We provide nutritious food for all snacks, avoiding large quantities of saturated fat, sugar and salt and artificial additives, preservatives and colourings
We provide food from the diet of the children’s cultural backgrounds, providing children with familiar foods and introducing them to new ones
We take care not to provide food containing nuts or nut products and are especially vigilant where we have a child who has a known allergy to nuts
Through discussion with parents and research reading by staff we obtain information about the dietary rules of the religious groups to which children and their parents belong, and of vegetarians and vegans, and about food allergies. We take account of this information in the provision of food and drink
We require staff to show sensitivity in providing for children’s diets and allergies. Staff do not use a child’s diet or allergy as a label for a child or to make a child feel singled out
We organise meals and snack times so that they are social occasions in which children and staff participate
We use meals and snack times to help children to develop independence through making choices, serving food and drink and feeding themselves
We provide children with a variety of utensils which are appropriate for their age and stages of development, which encourage physical development and which raise an awareness of different cultures, e.g. tongs, chopsticks
We have fresh drinking water available for the children at all times
We inform parents who provide food for their children about the storage facilities available in the setting
In order to protect children with food allergies, we discourage children from sharing and swapping food with one another
For children who drink milk, we provide whole pasteurised milk

Packed lunches

Ensure perishable contents of packed lunches are kept in a cool place
Inform parents of our policy on healthy eating
Encourage parents to provide sandwiches with a healthy filling, fruit and milk based desserts such as yoghurt. We discourage sweet drinks and can provide children with water
Discourage packed lunch contents that consist largely of crisps, processed foods, sweet drinks and sweet products such as cake or biscuits. We reserve the right to return this food to the parents as a last resort
Encourage children to eat sandwiches or equivalent and fruit before biscuits and crisps
Provide children bringing packed lunches with bowls and cutlery when needed
Ensure staff sit with children to eat their lunch so that the mealtime is a social occasion
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Uncollected Children Policy

Benenden Pre-school has an obligation to ensure a member of staff (usually the Supervisor) remains with any uncollected child at the end of a session. The Pre-school will not release the child to an unauthorised person, even if the collection is late, unless an authorised person telephones to state that because of an emergency a different person will be collecting. Th authorised person must give the name and physical description of the unauthorised person, and the Supervisor will check this before allowing the child to leave. A record will be kept of all children who are not collected by the due time. In the final instance if the parent/carer has not contacted the Pre-school the Supervisor will make a judgement as to when to contact Social Services to make arrangements for one of their officers to come and collect the child.
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Lost Children Policy

In the unlikely event that a child becomes lost, the following action should be taken:

Alert the Supervisor who will make enquiries of staff as to when the child was last seen and where,

The safety of the other children will remain a priority with regard to supervision and security,

Ensuring the remaining children are sufficiently supervised and secure, one or two members of staff should search the building, garden and immediate vicinity,

If the child cannot be found within fifteen minutes then the Police and parents must be informed,

Continue the search, opening up the area, keeping in touch with mobile phones if available.

When the situation has been resolved, members of staff should review the reasons for it happening and ensure that it does not happen again.
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Training and Induction of Staff and Parents Policy

All staff either hold, or are working towards a recognised qualification in the care of young children e.g. N.V.Q. in Childcare & Education, and regular helpers have experience of working with children under 5. All staff, volunteers and parents are encouraged to undertake further training such as First Aid, DPP, NVQ, etc. The Pre-school will endeavour to budget for in-service training events and make provision for any extra costs involved.

Induction is informal. Information is given concerning the Policies of the group and about the day to day running. Staff and volunteers are encouraged to discuss the children's development in a positive and non-judgemental manner.

The Pre-school is willing to accept students at one per session for training purposes. These placements however make no impression on the children to staff ratio.
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The Administration of Medication

Benenden Pre-school recognises that the need for medication is a regular and vital part of many young children's everyday lives. It is important that we use this Policy to adopt a positive approach to meeting the needs of these children and those of their parents/carers. All Pre-school Staff should be familiar with this Policy, and must only undertake the administration of medication when they are sure they can do so safely.

DUTIES OF PARENTS/CARERS

To inform the Pre-school Supervisor in writing about your child's health care needs before admission, and again as soon as there are any changes to these needs.
To provide any medication/s required, and ensure it is fit for use, and clearly labelled.
To provide prior written consent on a Parental Consent Form, or if appropriate on your Asthma Card.
To pass on to the Member/s of Pre-school Staff named in the 'Parental Consent' Form any information you have about the side effects or adverse effects of the medication/s that your child is taking, whether administered at home or at Pre-school.
To inform the named Staff Member/s about any medication given to your child earlier that day.
To ensure that the named Staff Member/s understand how and when to administer the medication/s; no Staff Member/s may undertake the administration of any medication until confident of the process.

CONSENT

Parental consent must be given in writing on the 'Parental Consent' Form, before any medication can be administered. Consent can only be given for one or more particular Named Members of Pre-school Staff, and it is the responsibility of the parent/carer to ensure that the Named Staff Member/s are personally fully aware of how and when to administer all medication. Consent must be given for each medication, and must be regularly renewed as follows:

Regular Prescribed Medication: Every six months, and when the dose is changed.
Short Term Medicine Use: For each episode of illness, and for each medicine.
Medicines for Emergency Use: Every six months, and when the dose is changed.

SUPPLY

All medication/s must be supplied by the parent/carer. Pre-school Staff are not permitted to buy and administer medications to children for whom they are caring.

Prescribed Medication is the property of the person for whom is it prescribed, and may not be used for anyone else.

Medicines Owned by a Child's Family, and left with Pre-school Staff, are only to be used for members of that family.

STORAGE

These storage requirements apply to all medications on the registered premises, even those not intended for the children.

All medications must be stored in the locked cupboard under the sink in the kitchen. Medications for internal and external use must be kept separately. Testing sets, e.g. glucose strips, must also be separated.
Security: The cupboard key must be securely kept, and be available to Staff in emergencies.

Oxygen and some other medications may require special storage arrangements, and advice should be obtained each time from the Under 8's Officer, the Fire Officer, or others as necessary.

WARNING: Medications deteriorate, even when not in use. Expiry dates on tubes and boxes may help to work out if a medication is fit for use. However, many medications (e.g. eye drops) have a reduced life once they are opened, and this will be indicated on the manufacturer's packaging or dispensing label. Poor storage (e.g. too hot) will shorten medication's life unpredictably. Advice on medication's life and whether it is fit for use, may be obtained from community pharmacists or dispensing doctors.

ADMINISTRATION

Prescribed Medication (except injections) must be administered in accordance with the prescriber's instructions on the dispensing label. These instructions must be in full, detailing amount and frequency. Everything on the label must be read and taken into account before administration. Medications used occasionally to control some symptoms must have extra written instructions, detailing the circumstances of use. Verbal messages are not sufficient. Pre-school Staff must not depart from the instructions on the label, except for recent dosage changes, but this period of incorrect labelling must not exceed one week.

Prescribed Medication (injections and other special administration techniques) may only be undertaken after the Staff Member/s named on the 'Parental Consent' Form have been trained by an appropriate professional. Training for Staff must include recognition of the onset of symptoms requiring the special care and treatment, how to treat, and when outside help must be obtained. The training which Staff receive must not be less than that which the parents/carers received.

'Over the Counter' Medicines for Short Term use must be supplied by the parent/carer in the original purchased container, clearly stating the correct dosage for the child's age, and the cautions. The medicine may only be used for the condition/s listed on the packaging. The packaging and dosage are part of the product licence and variation from them may put the liability for use on the administering Staff Member.

Medicines required for Emergency Treatment must be provided by the parent/carer, clearly labelled in the original containers as dispensed. The directions on the label must specify the dose needed, and any other instructions about its emergency use. It is the joint responsibility of the parents/carers and the Staff Member/s named on the 'Parental Consent' Form to make sure it is fit for use, by the Staff Member/s checking regularly that it is still 'in date' and properly stored, and the parents/carers making sure that they provide a new supply promptly when necessary.

RECORDS

The parent/carer must give the Pre-school Supervisor all appropriate medical, pharmaceutical and other information at the time of admission. New medication/s, and any variations from the original conditions, must be notified on a new 'Parental Consent' Form, at or before the child's next attendance at Pre-school.

Medications which Parents/carers supply each Day, and return home with the child at night, do not need to be recorded as having been received by the Pre-school.

Medications which are held on the Registered Premises must be recorded as having been received, by the Staff Member/s named on the 'Parental Consent' Form, on a 'Medication Record'. The return of the medication to the parents/carers must also be recorded.

Recording of the Administration of Medication. An entry must be made on the 'Medication Record' when any medication is administered, signed by the Staff Member/s named on the 'Parental Consent' Form. This 'Medication Record' must then be signed by the parent/carer at the end of the day. Parents/carers must be informed if medication was refused or if it is believed an error has been made.

Retention of Records: 'Parental Consent Forms' and 'Medication Records' should be kept securely in the Medications file. They must be treated as confidential and kept for at least 3 years.
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Complaints Procedure

INTRODUCTION:
In the ideal world, complaints would not exist. Unfortunately, however, we do not live in an ideal world, and complaints can arise from time to time despite our best efforts. The ethos of Benenden Pre-school means that as parents you are considered partners in the education of your children and all staff, including the Supervisor, are available for consultation by parents whenever guidance, clarification, or reassurance may be required.
This partnership is intended to work in both directions, so that parents, who know your own children so well, are also encouraged to help staff by giving them an insight into any problems, or other areas which might from time to time be giving your child concern.

WHO HANDLES THE COMPLAINT?
1) Key Person - Your first point of contact should be with your Key Person, as there will be many occasions where your concerns can be resolved as a matter of routine.
2) Supervisor - If you are still dissatisfied after discussions with your Key Person, or you prefer not to approach your Key Person, the next contact should always be with the Supervisor.
3) Chairman of the Committee - If you are dissatisfied with the decision or outcome of your complaint, an appeal may be made, in writing only, to the Chairman of the Committee.

RECORDING:
The Supervisor will log receipt of all complaints, whether made in writing or orally, and will also record the outcome of any subsequent discussions/advice for future reference and analysis purposes.
Complaints should always be followed up in writing, whether a meeting is held with the complainant or not.

ACKNOWLEDGEMENT:
Immediately upon receipt of a complaint, a judgement should be taken as to whether a full response can be given within ten days. If so an acknowledgement may not be necessary. If, however, time is needed to investigate the concern, and it is unlikely that a full reply can be framed within the ten days, then an acknowledgement should be sent within 3 days, explaining who is dealing with the complaint, and when a full reply can be expected. This deadline should be realistic and achievable, and should normally be within a four week period.
If, for whatever reason, a full response is not possible within the four weeks, an interim response should be sent to the complainant explaining the reasons for the delay (perhaps the complexity of the case, or the need to seek advice from other agencies), explaining progress to date and offering a revised deadline.

FINAL DECISION:
Even if the final outcome is conveyed orally to the complainant, it should always also be confirmed in writing. A clear explanation should form part of the final decision. Lack of explanation is often a grievance in itself.

ROUTE FOR APPEAL:
If, after receiving the ‘final decision’ (as above), the complainant wishes to take the matter further, an appeal may be made to the Chairman of the Committee who will appoint an ‘Appeals Panel’ of three Committee members to review the complaint.
This ‘Appeals Procedure’ need not be mentioned specifically in the written response to the complainant, it is defined here only in case of need.

WELFARE REQUIREMENTS:
Parents also have a right to make a complaint if it relates to Ofsted “Welfare Requirements”, to the Ofsted National Business Unit, 3rd Floor Royal Exchange Buildings, St Anne’s Square, Manchester M2 7LA, Tel: 0300 123 1231.

LEARNING FROM EXPERIENCE:
The whole procedure should be seen as constructive, and it is important to see whether any lessons can be learned, and improvements made (e.g. better communication links; changes to work patterns, etc.). An established pattern of complaints can also be invaluable in identifying areas for attention. By being prepared to change and make improvements in this way, Pre-school will become more effective, more trusted, and feel a closer part of the community.
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Constitution

1.0 Name

1.1 The name of the pre-school is Benenden Pre-school and is referred to in this Constitution as “the Pre-school”. The Pre-school is a body in membership of the Pre-school Learning Alliance.

2.0 Aims

2.1 The aims of the Pre-school are to enhance the development and education of children primarily under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups and by:
(a) offering appropriate play, education and care facilities, family learning and extended hours groups, together with the right of parents to take responsibility for and to become involved in the activities of such groups, ensuring that such groups offer opportunities for all children whatever their race, culture, religion, means or ability;
(b) encouraging the study of the needs of such children and their families and promoting public interest in and recognition of such needs in the local areas;
(c) instigating and adhering to and furthering the aims and objects of the Pre-school Learning Alliance.

3.0 Powers

3.1 To further its aims the Pre-school has the following powers:
(a) to provide accommodation and equipment;
(b) to raise money to pay for the Pre-school’s activities;
(c) to make such payments as shall be necessary;
(d) to fix and collect the fees payable in respect of children attending groups run by the Pre-school;
(e) subject to adherence with all applicable legislation, to control the admission of children to the groups run by the pre-school and if appropriate, require parents or guardians to withdraw them;
(f) as a member of the Pre-school Learning Alliance to send an accredited representative to vote at local Branch and/or County meetings and to the national Annual General Meeting of the Pre-school Learning Alliance;
(g) to borrow money and to charge the whole or any part of the property of the Pre-school as security for any money borrowed subject to complying with the provisions of sections 38 and 39 of the Charities Act 1993 if it is proposed to mortgage land;
(h) to hire or acquire assets of any kind;
(i) to buy, lease or rent any land or buildings and to maintain and equip it for the use of the Pre-school;
(j) to sell, lease or otherwise dispose of all or any part of the Pre-school’s property subject to complying with the provisions of sections 36 and 37 of the Charities Act 1993;
(k) to set aside funds for special purposes or as reserves against future expenditure;
(l) to maintain and pay for membership of the Pre-school Learning Alliance;
(m) to insure the property and assets of the Pre-school against any foreseeable risk and to take out other insurance policies to protect the Pre-school as required;
(n) to provide indemnity insurance to cover the liability of the Committee members which by virtue of any rule of law would otherwise attach to them in respect of any negligence, default, breach of trust or breach of duty of which they may be guilty in relation to the Pre-school provided that any such insurance shall not extend to any claim arising from any act or omission which the Committee members knew to be a breach of trust or breach of duty or which was committed by the Committee members in reckless disregard to whether it was a breach of trust or breach of duty or not provided also that any such insurance shall not extend to the costs of any unsuccessful defence to a criminal prosecution brought against the Committee members in their capacity as Committee members of the Pre-school;
(o) to employ such paid and unpaid staff, agents and advisors as maybe required from time to time;
(p) to do any other lawful things which are necessary or desirable to enable the Pre-school to achieve its aims.

4.0 Membership

4.1 Membership of the Pre-school is divided into two kinds:
(a) Family Membership Parents or guardians of all children who attend any group run by the Pre-school wishing to support the aims of the Pre-school. Each family holding Family Membership will count as one Member of the Pre-school and will be entitled to one vote at any General Meetings of Members of the Pre-school.
(b) Affiliate Membership Affiliate Membership is open to those individuals, organisations or other bodies interested in supporting the aims of the Pre-school, but they will not be entitled to become an Affiliate Member until the Pre-school shall have received the subscription (if any) set by the Committee. An Affiliate Member will be entitled to one vote at any General Meetings of Members of the Pre-school.

4.2 Membership of the Pre-school will cease if the Member concerned:
(a) gives written notice of resignation to the Pre-school;
(b) dies or in the case of an organisation ceases to exist;
(c) fails to pay their membership subscription (if any) within two months from the date on which it is due, in which case the Member will cease to be a Member with effect from the date on which the period of two months expires;
(d) in the case of a Family Member the end of the last term in which any child or children of the Family Member attended any group run by the Pre-school;
(e) is removed from membership by a resolution of the Committee on the grounds that the Member has acted in a way which brings the Pre-school into disrepute or has failed to abide by the rules of the Constitution. Before the Committee decides whether to terminate the membership of a Member the Committee will give the Member written notice of the misconduct or failure alleged to have occurred and will give the Member not less than 14 days in which to submit their answer in writing. The Committee will have regard to the Member’s written response in deciding whether or not to terminate membership. The Committee shall have the final decision on whether or not to terminate the membership.

4.3 Membership of the Pre-school is not transferable.

5.0 The Committee

5.1 The overall management and control of the Pre-school will rest with the individual members of the Pre-school’s management committee (“the Committee”). As well as being responsible for the management of the Pre-school the Committee members are also the charity trustees of the Pre-school.

5.2 The minimum number of Committee members shall be 5 and the maximum shall be 12, together with up to a further 3 co-opted members. The Committee shall consist of:
(a) a Chair, a Treasurer and a Secretary (“the Officers”); and
(b) not less than 2 nor more than 9 other elected Members; and
(c) if the Committee decides it can co-opt up to 3 further Members on to the Committee at any one time.

5.3 Not less than 60 per cent of the Committee members, including co-opted members, shall at the time of election or co-option be Family Members. In the event that this 60 per cent figure cannot be achieved, the Pre-school may elect Affiliate Members to make up the balance of the Committee subject to the Affiliate Members being approved by the local Branch Executive Committee of the Pre-school Learning Alliance.

5.4 Where an individual is elected as a Committee member it is that individual who is the Committee member and charity trustee and no other individual with whom they share Family Membership or Affiliate Membership shall be entitled to stand in their place at Committee meetings or have any other rights as a Committee member.

5.5 (a) The Officers and Committee members in 5.2(a) and 5.2(b) shall be elected for one year at the Annual General Meeting. Retiring Officers and Committee members are eligible for re-election unless they have already served on the Committee in any capacity for ten consecutive years.
(b) Co-opted members in 5.2(c) may join at any time on the invitation of the Committee but shall retire at the next Annual General Meeting. No co-opted member shall serve for more than six consecutive years.
(c) In the event of the death or resignation of an elected Committee member, the vacancy shall be filled until the next Annual General Meeting by a Member appointed by the Committee.

5.6 All Committee members will have one vote each at Committee meetings. In the event of a tie the Chair of the Committee has a second or casting vote.

5.7 A quorum for Committee meetings is not less than half the Committee, including any two of the Officers.

5.8 All Members shall be eligible to stand for election to the Committee, except ordinarily a Member who is a paid employee of the Pre-school. A Member who is a paid employee of the Pre-school may however be eligible for election to the Committee subject to the following conditions being satisfied:
a) No Committee member may be paid for services provided to the Pre-school that form part of their duties as a Committee member and trustee of the Pre-school;
b) Any services which are provided by a Member who is a paid employee to the Pre-school must be the subject of a written agreement between the individual and the Pre-school on such terms as are considered by the Committee to be in the interests of the Pre-school and have been approved by a resolution of the Committee;
c) The amount of the remuneration for such services are what is reasonable in the circumstances and do not exceed the amount that is customarily paid by the Pre-school to other persons who are not Committee members for such services; and
d) Not more than a minority of Committee members may at any time be the subject of such arrangements with the Pre-school and no such Committee members shall vote on or sit in any Committee meeting at which any matters concerning any such agreement relating to the provision of their services to the Pre-school is considered by the Committee.

5.9 Not less than two weeks before the date of the next Annual General Meeting of the Pre-school at which the election of elected Committee members will take place each Member shall be sent a form which any Member wishing to stand as a candidate for election to the Committee must complete and return to the Secretary to indicate their willingness to act as a member of the Committee if elected.

5.10 At the Annual General Meeting the prospective new elected members of the Committee will be those candidates from amongst those having notified their willingness to stand who receive the highest number of votes from the Members, up to a maximum of 12 elected Committee members in total.

5.11 At the first Committee meeting following the Annual General Meeting at which the newly elected members of the Committee are elected they shall choose from amongst their number the members who will act as Chair, Treasurer and Secretary.

5.12 The term of office of any Committee member will automatically cease:
(a) if he or she is not re-elected or re-appointed in accordance with the provisions of this clause 5;
(b) if they are disqualified under the Charities Acts from acting as a charity trustee;
(c) if they are incapable whether mentally or physically of managing his or her own affairs;
(d) if they resign (but only if at least 5 other elected members of the Committee will remain in office);
(e) if they are removed by a resolution passed by a majority of the members of the Committee.

6.0 Proceedings of the Committee

6.1 The Committee shall hold at least 2 meetings each year unless the Committee shall decide by simple majority to hold a further meeting or meetings.

6.2 Every issue considered at Committee meetings may be determined by a simple majority of the votes cast at the meeting. A written resolution signed by all members of the Committee is as valid as a resolution passed in a meeting.

7.0 General Meetings

7.1 The Pre-school shall in each calendar year hold a general meeting as its Annual General Meeting, in addition to any other general meetings in that year and shall specify the meeting as such in the notice calling it. The Annual General Meeting in each year shall be held at such time and place as the Committee shall decide. All General Meetings other than the Annual General Meeting shall be Extraordinary General Meetings.

7.2 Each Annual General Meeting will be chaired by the Chair or in his/her absence another member of the Committee and which shall:
(a) receive the accounts of the Pre-school for the previous financial year;
(b) receive an annual report from the Committee;
(c) elect the new members of the Committee;
(d) transact any other business properly put to the meeting.

7.3 An Extraordinary General Meeting may be called at any time at the request of the Committee or not less than one quarter of the Members:
(a) The Secretary or Chair shall send notice of the date, time and place of each Annual General Meeting and any Extraordinary General Meeting, with a list of items to be discussed, to all Members at least two weeks before the date of the meeting.
(b) If the Committee do not call an Extraordinary General Meeting within two months of a proper request to do so, any Member may call the meeting by putting up a notice in a conspicuous place where the group meets at least two weeks before the meeting.

7.4 The quorum for a General Meeting shall be 10% of the members or 5 members, whichever is the greater. If fewer attend, a new meeting must be called at a time and place determined by the Committee.

7.5 Proposals may be put to a General Meeting of the Pre-school by the Committee or any Member.

7.6 All proposals put to the vote at General Meetings shall be decided by a simple majority of votes cast, except proposals to amend this Constitution or to dissolve the Pre-school which shall require not less than two thirds of the Members present at the meeting to vote in favour.

7.7 No amendments may be made to this Constitution without the prior approval of the Pre-school Learning Alliance and where any amendment is to the aims of the Pre-school set out in paragraph 2.1 or to dissolution under paragraph 11 or to this paragraph 7.7 this shall not take effect without the prior written consent of the Charity Commission.

7.8 A copy of any resolution amending this Constitution must be sent to the Charity Commission within 21 days of it being passed.

8.0 Property

8.1 If the Pre-school acquires an interest in any property, either as a freehold, lease or licence of any land or buildings, then this property interest will be held by individuals appointed by the Committee to act as custodian trustees of the property on behalf of the Pre-school. These custodian trustees may be members of the Committee, Members of the Pre-school or any other persons which the Committee may appoint. A custodian trustee need not be a Member of the Pre-school. The custodian trustees are not charity trustees and appointment as a custodian trustee will not of itself make a custodian trustee either a Committee member or Member of the Pre-school. Where custodian trustees are required to hold property on behalf of the Pre-school then there shall not be less than 2 or more than 4 of them appointed by the Committee at any time.

8.2 Custodian trustees will hold office until:
(a) death; or
(b) retirement with the consent of the remaining custodian trustees; or
(c) removal by a resolution of the Committee; or
(d) removal by operation of the law but no retirement or removal shall be effective unless there will be at least two remaining custodian trustees.

8.3 In the absence of fraud or wilful default the custodian trustees are entitled to be indemnified out of the Pre-school’s assets against any risks or expenses incurred by them in the exercise of their duty as custodian trustees for the Pre-school.

8.4 The Committee may convene a meeting with the custodian trustees at any time and shall do so within one month of receiving a request for such a meeting from a majority of the custodian trustees acting for the Pre-school, provided that the subject matter of any meeting will be limited to discussing matters relating to the property held by the custodian trustees for the Pre-school and its management.

9.0 Finance and Accounts

9.1 The Committee will ensure that the Pre-school complies with the requirements of the Charities Acts as to the keeping of financial records, the auditing of accounts and the preparation and transmission to the Charity Commission of:
(a) annual reports;
(b) annual returns; and
(c) annual statements of account.

9.2 The accounting records shall, in particular, contain:-
(a) entries showing from day to day all monies received and expended and the matters in respect of which the receipts and expenditures took place; and
(b) a record of the assets held and any monies owed by the Pre-school.

9.3 At each meeting of the Committee the Treasurer shall normally present an up to date written statement of accounts to the Committee.

9.4 All accounting records relating to the Pre-school shall be available for inspection by any member of the Committee at any reasonable time during normal office hours and may be available for inspection by Members at the discretion of the Committee.

9.5 The Pre-school may open one or more bank accounts. All bank accounts will be in the name of the Pre-school.

9.6 Cheques and orders for payment of money from these accounts shall require to be signed by two designated persons, one of whom shall be an Officer unless the Committee shall decide to allow cheques and orders for small amounts set by the Committee to be signed by a single signatory. A duplicate of all bank statements should normally be sent to the Chair.

10.0 Minutes

10.1 The Committee will keep minutes of all proceedings at meetings of the Pre-school and of the Committee.

11.0 Dissolution

11.1 If the Committee resolves that the aims of the Pre-school can no longer be fulfilled, the Committee will convene an Extraordinary General Meeting of the Pre-school to consider the winding up and dissolution of the Pre-school.

11.2 If the Extraordinary General Meeting referred to in paragraph 11.1 decides by a two thirds majority of the Members present and voting that the Pre-school should be wound up the Committee in consultation with the Pre-school Learning Alliance shall transfer all of the assets of the Pre-school (subject to the satisfaction of all debts and liabilities of the Pre-school) in accordance with paragraph

11.3 If at the Extraordinary General Meeting a quorum is not present within 1 hour of the time appointed for the meeting then the meeting will be adjourned to the same day of the next following week at the same time and place. If at the adjourned meeting a quorum is again not present within 1 hour of the time appointed for the meeting then the Members present shall constitute a quorum

11.4 If the Pre-school is wound up or dissolved and after all of its debts and liabilities have been satisfied there remains any property or assets these shall not be paid or distribute amongst the Members of the Pre-school but shall be applied in one or more of the following ways:
(a) transferred to the Pre-school Learning Alliance or, with the agreement of the Pre-school Learning Alliance, to another pre-school established as a charity whose governing instrument prohibits the distribution of income and property to an extent at least as great as is imposed on the Pre-school and whose objects are similar to those of the Pre-school; or
(b) in such other manner consistent with the charitable status of the Pre-school as the Pre-school Learning Alliance and the Charity Commission have approved in writing in advance.

12.0 Indemnity

12.1 Subject to the provisions of the Charities Acts, every member of the Committee shall be indemnified out of the assets of the Pre-school against any liability incurred by him/her in defending any proceedings, whether civil or criminal, in which judgement is given in his/her favour or in which he/she is acquitted or in connection with any application in which relief is granted to him/her by the court from liability for negligence, default, breach of duty or breach of trust in relation to the affairs of the Pre-school.

Pre-school Learning Alliance Membership Number 17139 This constitution was approved by the members of Benenden Pre-school at a General meeting held on 12 May 2009. Signed Lucy Redgrove (Chairman), Signed Fiona Brothers (Secretary)

Pre-school Learning Alliance, The Fitzpatrick Building, 188 York Way, London N7 9AD. Tel: 020 7697 2500, Fax: 020 7700 0319, Email: info@pre-school.org.uk. © Pre-school Learning Alliance 2008
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