Benenden Pre-School Playgroup
Our Policies

Parent's Guide to being a Helper           Fire Precautions           Fire Drill           Gas Alert           Parental Involvement Policy           Admission Policy           Asthma Policy           Behaviour & Discipline Policy           Child Protection Policy           Confidentiality Policy           Curriculum Policy           Employment Policy

Equal Opportunities Policy Health, Hygiene & Safety Policy HIV/AIDS Policy Lost Children Policy Record Keeping Policy Refreshments Policy Special Needs Policy Training & Induction of Staff & Parents Uncollected Children Policy Administration of Medication Policy Complaints Procedure Our Constitution

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A Parent's Guide to being a 'Helper' at Playgroup:

Parent/carer 'Helpers' are of great importance to a Pre-School Playgroup. 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, or the 'Letter Land' Character for each letter as you do it. The Characters can be found on the wall in the Main room.

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 parents can be informed. These must also be entered in the 'Accident Book', so please make sure you know where it is kept - hanging below the Notice Board. 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 Playgroup 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 Playgroup is run in this way to give support to our children, and we all appreciate this help very much, thank you.  

Fire Precautions:

The Playgroup 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 Playgroup sited in first floor rooms, however every measure has been taken to ensure the safety of the children, including:

• Fire Safety Inspections once a year.
• 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. The treatment of the landing and stairway with fire retardant paint.
• 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 below. 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 Supervisor to show you.  

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.  

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 Playgroup.
• 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.  

Parental Involvement Policy:

Benenden Playgroup 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 Playgroup.

An integral part of the decision-making rôle of parents is the right to attend and vote at the Annual General Meeting of the Playgroup.

Parents who wish to be involved in the Playgroup on a regular rota or on an occasional basis are encouraged to share their skills and to develop new ones, e.g. cooking, woodwork, painting, reading stories, playing games, making dough, or any aspect of the Playgroup's daily life.

Social and fund-raising events are held. Regular opportunities for parents to talk individually with their child's Keyworker and to contribute their views and knowledge in order to further their child's development within the Playgroup.

The Playgroup is a member of the Pre-school Learning Alliance. This gives automatic membership to the Alliance for parents/carers joining Benenden Playgroup. Parents/carers will be introduced to the philosophy and decision making structure of the Alliance and encouraged to gain full benefit from their membership by participating in branch meetings, training days and other events. They will be offered the opportunity to see/buy Pre-school Learning Alliance periodicals and publications.  

Admission Policy:

Benenden Pre-School Playgroup is open to every family in the community, with preference given to those from the Parish of Benenden. All children are welcome irrespective of gender, ethnic origin, language, culture, disability, learning difficulty or HIV/AIDS status.

In order to ensure that we do not become overcrowded, we sometimes have to operate a Waiting List. This is not however operated on a 'first come first served' basis, but on a fairer system. We allocate places taking account of the following in priority order:

• A child with a sibling already attending Benenden Playgroup.
• A child resident in the Parish of Benenden.
• An older child in preference to a younger child.
• A child with disabilities or learning difficulties.

If spaces are available, children will be accepted when they attain the age of 2½ years provided they are 'dry' (as we do not have nappy changing facilities). Children of this age may attend for no more than 2 sessions per week, increasing to a maximum of 5 sessions per week, by arrangement with the Supervisor, after the age of 3 is attained.

It should be remembered that Admissions are made on the basis of the child's date of birth, rather than date of enrolment.

A number of places are kept open each term in order to accommodate latecomers.  

Asthma Policy:

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

It recognises that asthma is an important condition affecting many children of Playgroup age. It recognises that immediate access to inhalers is vital. It will do all it can to make sure that the Playgroup 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. Playgroup will work in partnership with parents and children to ensure the successful implementation of this Playgroup Asthma Policy.  

Behaviour and Discipline Policy:

Benenden Playgroup aims to give a good secure grounding to the child's future and accepts that all children are individuals. Such behaviour as biting, kicking, throwing objects, swearing and discriminating behaviour and remarks are unacceptable. The Playgroup will treat all such behaviour with understanding and will be positive in its praise and encouragement of good acceptable behaviour.

There will be no corporal punishment and no labelling. The Playgroup will ensure to remove the child quickly from the situation to "cool off", a discussion will be followed by an apology to the injured party. No child will be excluded from the general area.

We do not allow any form of toy guns to be brought into Playgroup.  

Child Protection Policy:

Benenden Playgroup intends to create an environment where children are safe from abuse, and any suspicion of abuse is promptly and appropriately responded to. In order to achieve this, we will:

Exclude known abusers. All applicants will be interviewed before being accepted for any paid or voluntary work, and at least one reference will be taken up, explanation will be sought for unexplained gaps in employment history, or frequent job changes. All staff, regular helpers and committee members are required to be police checked through the Criminal Records Bureau. A probationary period will be required, to ensure that the applicant can be safely entrusted with children.

Child Protection Officer. The setting has a Child Protection Officer whose role it is to coordinate any reports of abuse and any suspicion of abuse should be reported to the Child Protection Officer. The Child Protection Officer should provide advice and support for staff and parents involved cases of suspected abuse and they will be involved in liaisons with the other relevant bodies. They are responsible for ensuring the confidentiality policy is adhered to.

Seek and supply training. Training opportunities will be sought for all adults involved in Playgroup, to help them recognise the symptoms of possible physical abuse, neglect, emotional abuse and sexual abuse and this training will be regularly updated.

Prevent abuse by means of good practice. Adults will not be left alone for long periods with individual children or with small groups. Adults who have not been “police checked” will not take children to the toilet. Children will be encouraged to develop autonomy and independence through adult support, both in making choices and in finding names for their own feelings and the functions of their bodies and the acceptable ways to express them. This will enable children to have the self-confidence and the vocabulary to resist inappropriate approaches.

Respond appropriately to suspicions of abuse. Changes in children’s behaviour and/or appearance will be investigated. Parents will normally be the first point of reference, though suspicions will also be referred as appropriate to the Social Services Department. All such suspicions and investigations will be kept confidential, shared only with those who need to know - usually the member of staff concerned and the Child Protection Officer with in the setting.

Keep records. Whenever worrying changes are observed in a child’s behaviour, physical condition or appearance, a specific and confidential record will be set up. This record will be quite separate from the usual record of progress and development, and will be kept in a different file which is accessible only to the Child Support Officer and the member of staff concerned. The record will include timed and dated observations, objectively describing the child’s behaviour and/or appearance, without comment or interpretation but as detailed as possible, including where possible the exact words spoken by the child and a body map if appropriate. Each entry will be signed and dated by the recorder and must have been completed with in 24 hours of any disclosure of possible abuse.

Liaise with other bodies. Local Authority guidelines will be followed. If it is felt that adequate explanations for changes in the child’s condition have not been provided, the confidential records will be shared with the Social Services Department, police and NSPCC as necessary. The child’s parents will be informed when this is done. Details will be kept of the registering authority, including names, addresses and telephone numbers of individual social workers, to facilitate a good relationship in an emergency. Details of the local NSPCC or other contact/s will also be kept as appropriate.

Support families. We will take every step in our power to build up trusting, supportive and free from prejudice relationships between families and staff and volunteers. With the proviso that the care and safety of the child must always be paramount, we will do all we can to support and work with the child’s family. Confidential records kept on a child will be shared with the child’s parents. Where abuse at home is suspected, the child and family will continue to be welcomed while investigations proceed.  

Confidentiality Policy:

Benenden Playgroup 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.  

Curriculum Policy:

The objective of Benenden Pre-School Playgroup is to ensure that, by the time our children transfer to compulsory education, they have made good progress the 'Early Learning Goals' in all six of the areas of learning for the Foundation Stage: 'Personal, Social and Emotional Development'; 'Communication, Language & Literacy'; 'Mathematical Development'; '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 abilities 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.  

Employment Policy:

Benenden Playgroup 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 Playgroup'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 Playgroup year. Such entitlement is available to an employee, employed by the Playgroup 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 Playgroup 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 Playgroup Committee, taking into account all the circumstances of the case.  

Equal Opportunities Policy:

The Pre-School Learning Alliance is committed to helping Playgroups provide equality of opportunity for all children and families. As a member of the PLA, Benenden Playgroup believes that no child, individual or family should be excluded from the Playgroup's activities or employment on the grounds of age, gender, sexuality, class, family status, means, disability, colour, ethnic origin, culture, religion or belief, and the group has a written and verbal criteria for purchasing equipment to reflect a variety of ethnic groups and cultures. The group aims to ensure that all those who wish to work in, or volunteer to help with the Playgroup has an equal chance to do so.  

Health, Hygiene and Safety Policy:

Benenden Pre-School Playgroup aims to give a good, safe and secure environment for the child and conforms with the Food Safety Act 1990 and with the P.L.A. Guidelines for health, hygiene and safety.

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

Each year a member of the 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 Playgroup, 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.

Playgroup 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.

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 Playgroup until completely free from infection, or as advised by their family doctor.  

HIV/AIDS Policy:

The Playgroup follows the Health Hygiene and Safety Policy at all times and this is reviewed regularly with new staff.

Confidentiality is discussed between the supervisor and parent. All staff and parents are given the correct information and are made aware exactly, what HIV/AIDS is.  

Lost Children Policy:

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.  

Record Keeping Policy:

Benenden Pre-School Playgroup operates a 'Keyworker' system, where each member of staff has a special responsibility for a small group of children. These 'Keyworkers' 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 Keyworker from the beginning of their involvement with Playgroup, and formal permission is given to make written observations of the child. Such observations enable the Keyworker to make assessments of the child's progress in the six 'Early Learning Goals' for pre-school children, and these are recorded on Learning Area Records which form the basis of the child's individual play plan.

These records, along with the Keyworker's regular narrative observations of each 'key child', are of course confidential. They are kept securely in a locked file in Playgroup, and are always available for inspection by parents/carers. These records form the basis and evidence for a 'Record of Transfer' form which is prepared when a child leaves Playgroup. Parents have the opportunity to read this, and include their own comments, before a copy is sent on to the next setting and the original is given to them.

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 Keyworker.  

Refreshments Policy:

Refreshments will be provided at a regular time each day. It will be appropriate, acceptable and nutritious. This enables and encourages the children to socialise with each other and adults. It will help to educate them in healthy and socially acceptable eating habits. Eating practices of all cultures will be positively valued. Medical, cultural and dietary needs will all be met.  

Special Needs Policy:

Benenden Playgroup aims to have regard to the DfEE Code of Practice on the Identification and Assessment of Special Educational Needs and to provide a welcome to all children and provide appropriate learning opportunities based on their strengths and interests. One member of staff is designated and trained as our Special Educational Needs Co-ordinator (SENCO). The role of the SENCO is to liase with parents of children with Special Educational Needs, other members of staff and other professional bodies involved in the care of the child and to co-ordinate the keeping of records and other information.

Children with Special Educational Needs, like all other children, are admitted to the pre-school after consultation between parents, pre-school Supervisor and Keyworker. We have an equal opportunities policy that ensures that all children are given the same opportunities regardless of any Special Educational Needs. Our system of observation and record-keeping, which operates in conjunction with all parents, enables us to monitor children's needs and progress on an individual basis. Our Keyworker system ensures that each adult is specially responsible for, and close to, a small group of children, so each child receives plenty of adult time and attention.

If it is felt that a child's needs cannot be met in the pre-school without the support of a one-to-one worker, funding will be sought to employ one. We work in liaison with staff outside the group, including specialist SEN teachers, therapists, health visitors, psychologists, social workers, paediatricians and Portage workers, to meet children’s specific needs. We have a Specialist Advisory teacher who visits the setting on a regular basis and can be available for parents to speak to if they wish.

Our staff attend whenever possible in-service training on special needs arranged by outside agencies.  

Training and Induction of Staff and Parents Policy:

All staff adhere to P.L.A. recommendations with a recognised qualification in the care of young children e.g. N.V.Q. in Childcare & Education or the P.L.A. Diploma in Playgroup Practice, 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 Playgroup 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 Playgroup is willing to accept students at one per session for training purposes. These placements however make no impression on the children to staff ratio.  

Uncollected Children Policy:

Benenden Pre-School Playgroup 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.  

The Administration of Medication:

Benenden Pre-School Playgroup 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 Playgroup 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 Playgroup 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 Playgroup 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 Playgroup.
• 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 Playgroup 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. Playgroup 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 Playgroup 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. Playgroup 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 Playgroup 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 Playgroup.

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 Playgroup.

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.  

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 Playgroup 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.
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 Playgroup 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.

WHO HANDLES THE COMPLAINT?
1) Keyworker - Your first point of contact should be with your Keyworker, 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 Keyworker, or you prefer not to approach your Keyworker, 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.

QUALITY OF PROVISION:
Parents also have a right to make a complaint if it relates to Ofsted “National Standards”, to the Ofsted National Business Unit, 3rd Floor Royal Exchange Buildings, St Anne’s Square, Manchester M2 7LA, Tel: 08456 404040.

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, Playgroup will become more effective, more trusted, and feel a closer part of the community.  

Constitution:

1.0 Name

1.1 The name of the pre-school is Benenden Pre-School Playgroup 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 Preschool 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) subject to obtaining the prior written consent of the Charity Commission to insure the Committee against the costs of the successful defence to a criminal prosecution brought against them as charity trustees or against personal liability incurred in respect of any act or omission which is or is alleged to be a breach of trust or breach of duty unless the Committee member(s) concerned knew that or was reckless whether the act or omission was a breach of trust or breach of duty;
(o) to employ such paid and unpaid staff, agents and advisors (who shall not be members of the Committee) as maybe required from time to time;
(p) to do any other lawful things which are necessary or desirable to enable the Preschool 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 for paid employees of the Pre-school, who cannot be Committee members or vote at Committee meetings. They, or their representative, can be invited to attend any or all Committee meetings in an advisory capacity, but need not attend the whole of such meetings. Paid employees of the Pre-school may hold Family Membership or Affiliate Membership and may attend General Meetings of the Pre-school in that capacity, but may not vote on matters relating to their terms and conditions of employment with the Pre-school.

5.9 Not less than two weeks before the date of the next Annual General Meeting of the Preschool 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 Preschool 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 11.4.

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 distributed 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 Preschool 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 Playgroup at a General meeting held on 13 July 2007. Signed: Jane Shaw (Chairman), Signed: Val Ettridge (Secretary).
© Pre-school Learning Alliance, 69 Kings Cross Road, London WC1X 9LL, Tel: 020 7833 0991, Fax: 020 7837 4942, Email: pla@pre-school.org.uk  

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