Policies

Settling into Kaleidoscope & Keyworkers Policy

Our name KALEIDOSCOPE means ‘An ever changing colourful scene’ which we feel is a very appropriate description of small children and the fun, stimulating learning environment we provide for them.

Our methods

• We encourage parents/carers to visit the setting with their child before their first session to help familiarise the child with the environment and staff. They will be given the opportunity of a tour of our indoor and outdoor areas and get to meet the team.
• Each family will be sent out a ‘settling in’ pack a couple of weeks before they start, which will contain information regarding our routines, a letter confirming sessions and a photo leaflet introducing your child’s keyperson so they are familiar with their name and face before they start with us.
• We understand that every child will settle into Kaleidoscope at a different rate. New parents are welcome to stay for a short while at the beginning of the first couple of sessions but experience has shown that if parents stay for prolonged periods children will begin to expect this every time which can lead to confusion. We advise against this but will always take parents feelings into consideration.
• We encourage parents/carers to complete the ‘All about me’ leaflet with their child. This informs us of any allergies, dietary needs, physical or toilet training needs, as well as items or activities their child especially likes that might be comforting for them on their first visit, or there might be something their child is afraid of that would be good for us to avoid.
• Parents/carers and their children will be introduced to their keyperson and the role of the keyperson explained to them.
• The keyperson will encourage parents/carers to discuss any concerns they might have, or any requirements their child has so we are able to accommodate their needs to make their child’s settling in process run as smoothly as possible.
• At Kaleidoscope we strongly encourage good forms of communication with our parents/carers throughout their child’s time with us. During the first term, parents/carers will be invited to meet with their child’s keyperson to discuss how settling in has gone and agree any next steps, this termly opportunity to discuss their child’s progress continues throughout their time with us (as detailed below).

Our ongoing relationship between parent/carers and Keyperson

• Once a child has settled their keyperson will continue to be responsible for spending time with them in small groups or one to one planned activities throughout the session. This continues to give the child and keyperson opportunities to get to know one another, form a secure relationship and engage in meaningful conversation through the planned activities.
• The children will be observed both during the main session activities when working in small groups and during one to one activities to assess their interests, learning styles and achievements, these observations then help us identify learning priorities and plan relevant learning experiences for each individual child. Each term every child will be set a strength and a challenge to enable us to help their development in the areas they may struggle with as well as help them to excel in the areas they are great at.
• The observations are also used when completing the children’s ‘Look What I Can Do’ Journals to show how the child is progressing in line with the seven areas of learning of the Early Years Foundation Stage (EYFS) and our curriculum at Kaleidoscope.
• This is shared with their parents/carers and goes with the child as they move onto school. Kaleidoscope work with an online format, called tapestry, with photos and written Observations and personalised paper booklet.
• During parents/carers termly keyperson meeting they will have the opportunity to view the photographic and written observations of their child, to share progress and achievements from home and pre-school and to agree their child’s next learning steps.
• Should a child, at any time, be working outside of age appropriate expectations we will first share our observations with their parents/carers. A joint decision between parents/carers, their child’s Keyperson and the SENCO (Special educational needs coordinator) will then be made on what action will be needed to further support the child’s development, if appropriate we may seek advice, make referrals, and support from other Early Years professionals.
• We also hold an annual parent’s evening for parents/carers to enable working parents to access this information sharing opportunity.
• Each child’s keyperson will then use the opportunity at our termly feedback meetings to voice their key children’s interests, learning style and development needs and the effectiveness of our activities and resources. This information is then used to shape and influence our next topic and learning theme.
• Practitioners that are partaking in training may be required to use observations of the children in their course work, the children will be referred to as child A etc. Should a child’s name or any details need to be included, we will seek parental permission.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/27

2. Achieving Positive Behaviour Policy

Kaleidoscope believes that children flourish best when their personal, social and emotional needs are met and where there are clear and developmentally appropriate expectations for 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 our programme for promoting personal, social and emotional development.

Procedures

All staff have responsibility for supporting personal, social and emotional development, including issues concerning behaviour.

• All staff are required to keep him/herself up-to-date with legislation research and thinking on promoting positive behaviour and on handling children’s behaviour where it may require additional support.
• We recognise that codes for interacting with other people vary between cultures and require staff to be aware of, and respect, those used by members of the setting.
• 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 familiarise new staff and volunteers with the Settings Achieving Positive Behaviour Policy and its guidelines for behaviour.
• We expect all members of our Setting – children, parents, staff, volunteers and students – to keep to the guidelines, requiring these to be applied consistently.
• 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 to understand the cause and to decide jointly how to respond appropriately.

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 to find solutions in ways which are appropriate for the children’s ages and stages of development. We use the recognised ‘6 steps to conflict resolution’ to assist us in encouraging the children to work through possible conflict situations (for a copy please see the office)
• We ensure that there are enough popular toys and resources and enough activities available so that children are meaningfully occupied without the need for unnecessary conflict over sharing and waiting for turns.
• We acknowledge considerate behaviour such as kindness and willingness to share.
• We support each child in developing self-esteem, confidence and feelings of competence.
• We support each child in developing a sense of belonging in our group, so that they feel valued and welcome.
• We avoid creating situations in which children receive adult attention only in return for inconsiderate behaviour.
• When children behave in inconsiderate ways, we help them to understand the outcomes of their actions and support them in learning how to cope more appropriately.
• We never use physical or corporal punishment, and children are never threatened with these.
• We do not use techniques intended to single out and humiliate individual children.
• 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 Setting Manager and are recorded in the child’s personal file. The child’s parent(s) is/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 explanations rather than personal blame.
• We do not shout or raise our voices in a threatening way to respond to children’s inconsiderate behaviour.

Children under 3 years

• When children under 3 years old behave in inconsiderate ways we recognise that the strategies for supporting them will need to be developmentally appropriate and differ from those for older children.
• We recognise that babies and very young children are unable to regulate their own emotions, such as fear, anger or distress and require sensitive adults to help them do this.
• Common inconsiderate or hurtful behaviours of young children include tantrums, biting or fighting. Staff are calm and patient, offering comfort to intense emotions, helping children to manage their feelings and talk about them to help resolve issues and promote understanding.
• If tantrums, biting or fighting are frequent, we try and find out the underlying cause – such as a change or upheaval at home, or a frequent change of carers. Sometimes a child has not settled in well and the behaviour may be the result of ‘separation anxiety’
• We focus on ensuring a child’s attachment figure in the setting, their key person, is building a strong relationship to provide security to the child.

Rough and tumble play and fantasy aggression

Young children often engage in play that has aggressive themes, such as superhero and weapon play. Some children appear pre-occupied with these themes, but their behaviour is not necessarily a precursor to hurtful behaviour or bullying; although it may be inconsiderate at times and may need addressing using strategies as above.

• We recognise that teasing and rough and tumble play are normal for young children and acceptable within limits. We regard these kinds of play as pro-social and not a problematic or aggressive.
• We will develop strategies to contain play that are agreed with the children, and understood by them, with acceptable behavioural boundaries to ensure children are not hurt.
• We recognise that fantasy play also contains many violent dramatic strategies, e.g. blowing up and shooting, and that themes often refer to ‘goodies and baddies’ and as such offer opportunities for us to explore concepts of right and wrong.
• We are able to tune in to the content of the play, perhaps to suggest alternative strategies for heroes and heroines, making the most of ‘teachable moments’ to encourage empathy and lateral thinking to explore alternative scenarios and strategies for conflict resolution.

Hurtful behaviour

We take hurtful behaviour very seriously. Most children under the age of 5 will at some stage hurt or say something hurtful to another child, especially if their emotions are high at the time, but it is not helpful to label this behaviour as ‘bullying’. For children under 5, hurtful behaviour is momentary, spontaneous and often without cognisance of the feelings of the person whom they have hurt.

• We recognise that young children behave in hurtful ways towards others because they have not yet developed the means to manage intense feelings that sometimes overwhelm them.
• We will help them manage these feelings, as they have neither the biological means nor the cognitive means to do this for themselves.
• We understand that self-management of intense emotions, especially of anger, happens when the brain has developed neurological systems to manage the physiological processes that take place when triggers activate responses of anger or fear.
• Therefore, we help this process by offering support, calming the child who is angry, as well as the one who has been hurt by the behaviour. By helping the child to return to a normal state, we are helping the brain to develop the physiological response system that will help the child be able to manage his or her own feelings.
• We do not engage in punitive responses to a young child’s rage as that will have the opposite effect.
• Our way of responding to pre-verbal children is to calm them through holding and cuddling. Verbal children will also respond to cuddling to calm them down, but we offer them an explanation and discuss the incident with them to their level of understanding.
• We recognise that young children require help in understanding the range of feelings they experience. Older children will be able to verbalise their feelings better, talking through themselves the feelings that motivated the behaviour.
• We help young children learn to empathise with others, understanding that they have feelings too and that their actions impact on others’ feelings.
• We help young children develop pre-social behaviour, using our ‘6 steps to conflict resolution’
• We are aware that the same problem may happen over and over before skills such as sharing, and turn-taking develop. For both the biological maturation and cognitive development to take place, children will need repeated experiences with problem solving, supported by adults and clear boundaries.
• We support social skills through modelling behaviour and through activities. We build self-esteem and confidence in children, recognising their emotional needs through close and committed relationships
• We help a child to understand the effect that their hurtful behaviour has had on another child; we do not force children to say sorry but encourage this where they are genuinely sorry and wish to show this to the person they have hurt.
• When hurtful behaviour becomes problematic, we work with the parents to identify the cause and find a solution together. The main reasons for very young children to engage in excessive hurtful behaviour are that:
• They do not feel securely attached to someone who can interpret and meet their needs – this may be at home or in the setting;
• Their parent, or carer in the setting, does not have skills in responding appropriately, and consequently negative patterns are developing where hurtful behaviour is the only response the child uses to express feelings or anger;
• The child may have insufficient language, or mastery of English, to express him/ herself and may feel frustrated;
• The child is exposed to levels of aggressive behaviour at home and may be at risk emotionally, or may be experiencing child abuse;
• The child has a developmental condition that affects how they behave.
• Where this does not work, we use the Special Educational Needs Code of Practice to support the child and family, making the appropriate referrals to a Behaviour Support Team where necessary

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/27

3. SEND Policy

Kaleidoscope SENCO – Mrs Vicky Sneller – 01798 343204

Kaleidoscope provides an environment in which all children, including those with special educational needs (SEN) are supported to reach their full potential.

• We have regard for the Special Educational Needs Code of Practice (2014).
• We ensure our provision is inclusive to all children with special educational needs.
• We support parents and children with special educational needs.
• We identify the specific needs of children with special educational needs and meet those needs through a range of SEN strategies.
• We work in partnership with parents and other agencies in meeting individual children’s needs.
• We monitor and review our policy, practice and provision and, if necessary, adjust procedures
• Kaleidoscope Pre-school designates a member of staff to be the Special Educational Needs Co-ordinator (SENCO) and make them known to our parents/families. Our SENCO is named above.
• We ensure that the provision for children with special educational needs is the responsibility of all members of the setting.
• We ensure that our inclusive admissions practice ensures equality of access and opportunity.
• We use the graduated response system for identifying, assessing and responding to children’s special educational needs.
• We work closely with the parents of children with special educational needs to create and maintain a positive partnership.
• We ensure that parents are informed at all stages of the assessment, planning, provision and review of their children’s education.
• We provide parents with information on sources of independent advice and support.
• We liaise with other professionals involved with children with special educational needs and their families, including in connection with transfer arrangements to other settings and schools.
• We provide a broad, balanced and differentiated curriculum for all children with special educational needs.
• We use a system of planning, implementing, monitoring, evaluating and reviewing children’s individual needs and development who may or may not have SEN.
• We have systems in place for supporting children during the Early Help/Additional Needs (stage 2 on Continuum of Needs).
• We have systems in place for working with other agencies through each stage of the Common Assessment Framework (CAF), Early Years Action Plus (stage 3 of Continuum of Need), Statutory Assessment and the Statementing process (stage 4 of Continuum of Need).
• We use a system of keeping records of the assessment, planning, provision and review for children with special educational needs.
• We provide resources to implement our Supporting Children with Special Educational Needs Policy.
• We ensure the effectiveness of our special educational needs provision by collecting information from a range of sources e.g. Individual Educational Plan reviews, staff and management meetings, parental and external agency’s views, inspections and complaints. This information is collated evaluated and reviewed annually.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 29/01/26

To be reviewed on: 29/01/27

4. Safeguarding Children Policy

Including Child Absence Policy

Kaleidoscope Safeguarding Officer; Mrs Lauren Standing & Miss Karen Edwards (Deputy) – 01798 343204

At Kaleidoscope we promote the personal, social and emotional development of all children so they may grow to be strong, resilient and listened to and develop an understanding of why and how to keep safe.

The layout of our setting allows for constant supervision, no child is left alone with staff or volunteers in a one to one situation without being visible to others.

We provide a staffing ratio in line with the Safeguarding and Welfare Requirements of the Early Years Foundation Stage to ensure that the children have enough individual attention and to guarantee care and education of a high quality. For more information on current ratio guidelines please contact the Management team – Lauren Standing.

We carry out risk assessments to ensure the children are not made vulnerable within any part of our premises, activity or routine.

At the start of each morning and afternoon session a register is taken as children enter the building, this includes a record of the time the children arrive and leave the premises. The supervisor will confirm children numbers at group time.

Only competent and DBS checked staff will have any toileting or changing responsibilities. Our toileting and changing facilities are comfortable and child friendly. Whilst easy access encourages independence for the children, the design ensures the children’s dignity and privacy are protected. Staff will inform their colleagues when assisting a child with their toileting or changing needs.

All staff are regularly trained to have an up to date knowledge of all Safeguarding issues, how to recognise any signs or symptoms of children at risk and of their responsibility to report to the relevant authorities without delay and keep concerns confidential to as few people as need to know. These may include the police, Integrated Front door (IFD), social services and/or Ofsted.

Kaleidoscopes Safeguarding Officer will have ultimate responsibility for any looked after children attending the setting, liaising with the child’s keyperson and any other agencies or professionals to ensure that appropriate information is gained and shared through the completion of a care plan.

If any staff member suspects that a child has possibly been physically, emotionally and /or sexually abused or neglected, they will report their concerns immediately to the designated Safeguarding Officer or if unavailable the supervisor in charge that session.

The supervisor will then consult the Safeguarding Officer who, if satisfied of reasonable grounds, will inform the relevant authorities to disclose their concerns.

If the Safeguarding Officer is not available, the Supervisor will inform the relevant authorities directly.

The practitioner’s responsibility does not include investigating the suspected abuse.

The practitioner will, however, keep accurate records of their observations and of anything said to them by the child or others in connection with the suspected abuse. Staff will take care not to influence the disclosure through the way we speak to the children or by asking direct or leading questions of the children.

Anything that has been said to a member of staff is strictly confidential and must not be discussed with other people inside or outside the pre-school other than the relevant professionals in line with our data protection policy.

Radicalisation – (Also known as PREVENT)

At Kaleidoscope we recognise that safe guarding against radicalisation is no different from safeguarding against any other vulnerability. All staff are expected to uphold and promote the fundamental principles of British values including democracy, the rule of the law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs.

All staff are expected to understand what radicalisation and extremism are and why staff need to be vigilant. It is recognised that children with low aspirations are more vulnerable to radicalisations.

As mentioned in our Equality, Diversity and Inclusion policy we encourage the children to share their views and recognise they are entitled to have their own different beliefs which should not be used to adversely influence others.

ABSENT CHILD POLICY

At Kaleidoscope, we are committed to ensuring the safety, wellbeing, and consistent development of every child. Regular attendance is vital for children to fully benefit from the experiences we offer.

REPORTING AN ABSENCE 

If your child is unable to attend Kaleidoscope on their scheduled day, you must notify us by 9:15am/12:15pm on the first day of absence and continue to inform us daily for the duration of the absence. You can report absences via:

• Telephone
• Email

 UNEXPLAINED ABSENCES

Children’s attendance is monitored closely. If we do not receive an explanation for your child’s absence by 10:00am, we will attempt to contact you. If we are unable to reach you within 2 hours and still have no explanation, we will contact the secondary person listed on the child’s registration form. If we still are unable to acquire an explanation we will then contact the Emergency contacts listed on the child’s registration form. If we feel there is a concern about your child’s absence, we may be required to notify Children’s Services, in accordance with the Children Act 2004.

This procedure reflects guidance from the local authority and is in place due to past serious incidents where the absence of a child went unnoticed following a parent’s illness or emergency.

The sole purpose of this policy is to protect the safety and welfare of the child and their family.

1. Children should arrive on time where possible before registration at 9:15am. If you are running late please let us know, unless absence is unavoidable.

• Parents should not conceal absences or make excuses. Open communication is essential.

As an Ofsted-registered early years provider, our attendance records are scrutinised and contribute to our overall setting evaluation. Although attendance is not statutory under the age of 5. We are required to monitor this and if the absence percentage gets too high, it is part of our Provider Declaration to inform West Sussex, where they can make the choice to remove funding.

PARENTAL RESPONSIBILITIES

• Notify the nursery of your child’s absence by 9:30am on the first day and each day following.
• Use telephone or email to report absence honestly.

STAFF RESPONSIBILITIES

• Complete registers at the beginning of each morning and afternoon session.
• Follow up on unexplained absences by contacting the parent by 10:00am.
• Mark absences as unauthorised if no explanation is provided.
• Report persistent or concerning absences to the Manager.
• The Manager will take appropriate action and may contact Children’s Services if necessary.

TYPES OF ABSENCES

• Authorised Absences may include (but not limited to) illness or holidays (agreed in advance)
• Unauthorised Absences include no explanation.

Attendance records are regularly monitored. If your child’s absence rate reaches 25% or more, a meeting with the Nursery Manager will be arranged to discuss the situation.

ARRIVIAL TIMES AND COLLECTIONS

To help prepare children for school and support their routine:

• Morning registration is at 9:15am
• Afternoon registration is at 12:15pmpm

Regular late arrivals disrupt the class and cause children to miss out on valuable activities such as registration and group time. Please ensure your child arrives promptly for the start of their session.

Operation Encompass

Kaleidoscope management have received training and are signed up with West Sussex Police Force to receive updates should domestic abuse take place at home.

10 Key Principles of Operation Encompass

1. Operation Encompass is a unique police and education early intervention safeguarding partnership enabling support for children and young people who have experienced domestic abuse.
2. Operation Encompass is every child’s right. It should be embedded in every force, in every school, for every child.
3. Operation Encompass will ensure that ALL incidents of Domestic Abuse are shared with schools, not just those where an offence can be identified.
4. Through Operation Encompass a trained Key Adult in school (Designated Safeguarding Lead) will be notified PRIOR to the start of the next school day that a child has experienced an incident of Domestic Abuse when the police have attended.
5. The Key Adult must be a trained Designated or Deputy Designated Safeguarding Lead and should attend a mandatory Police and Education led Operation Encompass briefing. The Key Adult is the person who will receive the information from the police.
6. The Key Adult should cascade the necessary awareness training to Governor and all staff so that there is knowledge of the scheme as well as the knowledge about Domestic Abuse and its impact upon children.
7. The Key Adult must be notified PRIOR to the start of the school day in order to plan for timely support. This timely knowledge enables all interactions, from when the child first arrives at the school gates, to be a positive nature.
8. Operation Encompass is an integral part of safeguarding and child protection and, as such, should be cited in the school’s Safeguarding and Child Protection policies.
9. Operation Encompass must lead to a secure record keeping trail. This may be electronic or paper based. All records must be managed at Child Protection level with the highest level of security and confidentiality.
10. As par of the school’s participation in Operation Encompass the Key Adult must lead in informing all members of the school’s community about the project. This includes, but is not limited to, placing information on the school’s website, in the prospectus and sending the joint police/school letter to parents.

Mobile phones, cameras, electronic devices

Use of mobile phones and cameras;

(Visitor or visiting parents – please see our ‘Visitors Procedure’)

Staff mobile phones and all electronic devices – Before any children are welcomed into the setting, all staff are required to leave all personal electronic devices such as mobile phones, iPads and cameras in the designated containers situated in the kitchen and office. The use of personal camera devices is always strictly prohibited. Staff reserve the right to check the image content of staff devices should there be cause for concern over the appropriate use of it. Staff are permitted to check and use their electronic devices during their lunch break or in an emergency while in the kitchen area or office, having informed a senior member of staff.

Staff setting cameras – ipads used by staff to obtain photographic observations of the children are stored in the kitchen when not in use and are not permitted to leave the setting. Photographs are uploaded onto tapestry and deleted from the ipad on a regular basis. The use of photographs of the children is strictly regulated through our parental permission data.

Email use – For the purpose of running our setting effectively we have pre-school email addresses, these are only accessed by the designated office staff and management. Images and names of children are not shared via email unless parental permission obtained, or it is deemed in the interest of the child. Parents are welcome to contact us via email regarding any pre-school matters.

Staff Internet usage – Staff are entitled to use the internet for the purpose of the effective running of pre-school only.

Children – The children do not have unsupervised access to the internet.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/27

5. Allegations Made Procedure

If an allegation is made against a member of staff or volunteer associated with Kaleidoscope or a disclosure is made, we will follow the guidance of the Local Safeguarding Children Board (LADO)

The safeguarding officer will keep accurate records of observations and of anything said, should the allegation or disclosure involve the safeguarding officer, the management committee chair will take responsibility. The member of staff will be advised of the nature of the allegation and their full cooperation will be sought during the investigation.

Where the Management team and LADO agree it is appropriate in the circumstances the individual would be immediately suspended until the investigation is concluded. This is not an indication of admission that the alleged incident has taken place but is to protect the staff as well as the children and families throughout the process.

The safeguarding officer will inform the parents/carers, IFD, LADO and Ofsted of the allegations made and fully co-operate with any investigations following the allegations.

Staff at Kaleidoscope will give their fullest co-operation to the Police, Social Services and Ofsted.

The safeguarding officer will also seek advice from LADO to investigate and assist staff with any professionally demanding situations and stress that might be caused.

In the event of an allegation leading to a dismissal of a member of staff or the resignation that would have otherwise lead to a dismissal due to Safeguarding concerns, we will abide by the current legal government guidelines, which will include a referral to the Disclosure and Barring Service (as stated in the ‘Working Together to Safeguard Children’ guidance).

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/26

6. The Collection of Children Procedure

Children can only be collected by the named persons identified on the child’s registration form unless the parents have informed us in person, by email or telephone that someone else is collecting their child/ren.

No child/ren will leave the setting with an unauthorised person.

Kaleidoscope staff may ask Parents/carers to use a password system with the collecting person.

If there is any uncertainty, the supervisor will contact the parent/carer to confirm the arrangements before the child/ren are able to leave.

In an emergency and if the emergency contact on the registration form are unable to collect the child/ren, the parent/carer will be required to telephone the pre-school and make alternative arrangements, if in any doubt the Pre-school may then call the parent /carer back to confirm their identity and the arrangements.

Kaleidoscope cannot intervene in marital and/or domestic issues and therefore cannot prevent a parent from collecting their child from the pre-school unless they are legally prohibited from doing so. However should a situation arise and a parent (that is not registered with Kaleidoscope) wishes to take a child/ren off the premises the supervisor will make every effort to explain the collection procedure to the unregistered parent, the supervisor will also contact the registered parent to inform them of the situation.

Kaleidoscope has a duty of care not to release children to anyone under the influence of alcohol or other substances, should this situation arise we may contact the police, social services or other appropriate authorities to seek advice, as well as an alternative suitable adult to collect.

Kaleidoscope will not tolerate consumption of alcohol or other substances on the premises or accessing the pre-school site whilst intoxicated, such behaviours may be reported to the Police or other appropriate authorities.

Late collection

Please note parents/carers may be charged for repeated late collection of their child/ren

If the parent/carers are late in collecting the child/ren at the end of a session, Kaleidoscope staff will take care of the child for up to half an hour. During this time the supervisor will make every effort to contact the parents/carers or the emergency contact as noted on the child/ren’s registration form. If this proves unsuccessful and the child/ren have not been collected within the half hour the supervisor will follow the steps below.

In the event of no response from the parents/carers or the emergency contact telephone numbers; If after half an hour it appears that there have been no alternative arrangements made for the collection of the child/ren and if the supervisor has taken all reasonable steps to contact the parents/carers and emergency contacts the supervisor will seek the advice of Social Services. Social Services will be given the child/ren’s name, address, date of birth, the contact numbers held by preschool and a brief summary of the action taken so far. The supervisor will leave a contact number where Social Services can contact the pre-school. The supervisor will make a note of the Social Worker to whom the information was given and the date and time of the call and continue to follow their advice. A contact number will also be left on the premises in the event of the parent/carer arriving later. A full written report will be recorded and stored in the child’s file.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/27

7. Missing Child Procedure

Children’s safety is our highest priority on and off the premises. Every attempt is made, through carrying out the outing’s procedure and the exit/entrance procedure, to ensure the security of the children is always maintained. In the unlikely event of a child going missing, our missing child procedure is followed.

Procedures

Child going missing on the premises

• As soon as it is noticed that a child is missing, the key person/staff alerts the setting leader.
• The setting leader calls the police and reports the child as missing and then calls the parent.
• The setting leader will carry out a thorough search of the building and garden.
• The register is checked to make sure no other child has gone astray.
• Doors and gates are checked to see if there has been a breach of security whereby a child could wander out.
• The setting leader talks to staff to find out when and where the child was last seen and records this.
• The setting leader contacts the chair of the committee and reports the incident. The chair comes to the setting immediately to carry out an investigation, with the management team where appropriate.

Child going missing on an outing

• As soon as its noticed that a child is missing, staff on the outing ask children to stand with their designated person and carry out a headcount to ensure no other child has gone astray. One member of staff searched the immediate vicinity but does not search beyond that.
• The setting leader contacts the police and reports the child missing.
• The setting leader contacts the parents.
• Staff take remaining children back to the setting.
• In an indoor venue, the staff contact the venue’s security who will handle the search and contact the police if the child is not found.
• The setting leader contacts the chair of the committee and reports the incident. The chair comes to the setting immediately to carry out an investigation, with the management team where appropriate.
• The setting leader or a member of staff may be advised by the police to stay at the venue until they arrive.

The investigation

• Staff keep calm and do not let the other children become anxious or worried.
• The setting leader together with a representative of the management team, speaks with the parent(s).
• The chair will carry out a full investigation taking written statements from all staff present.
• The setting leader writes an incident report detailing:
• The date and time of the report.
• What staff/children were in the group and the name of the staff member designated responsible for the missing child.
• When the child was last seen.
• What has taken place in the group since the child went missing.
• The time it is estimated that the child went missing.
• A conclusion is drawn as to how the breach of security happened.
• If the incident warrants a police investigation, all staff co-operate fully. In this case, the police will handle all aspects of the investigation, including interviewing staff. Children’s social care may be involved if it seems likely that there is a child protection issue to address.
• The incident is reported under RIDDOR arrangements. The local authority Health and Safety Officer may want to investigate and will decide if there is a case for prosecution.
• In the event of disciplinary action needing to be taken, Ofsted is informed.
• The insurance provider is informed.

Managing people

• Missing child incidents are very worrying for all concerned. Part of managing the incident is to try to keep everyone calm as possible.
• The staff will feel worried about the child, especially the key person or the designated person responsible for the safety of that child for the outing. They may blame themselves and their feelings of anxiety and distress will rise as the length of time the child is missing increases.
• Staff may be the understandable target of parental anger and they may be afraid. Setting leaders need to ensure that staff under investigation are not only fairly treated, but receive support while feeling vulnerable.
• The parents will feel angry and fraught. They may want to blame staff and may single out one staff member over others: they may direct their anger at the setting leader. When dealing with a distraught and angry parent, there should always be two members of staff, one of whom is the setting leader and the other should be a member of the management team or committee chair. No matter how understandable the parent’s anger may be, aggression or threats against staff are not tolerated and the police should be called.
• The other children are also sensitive to what is going on around them. They too may be worried. The remaining staff caring for them need to be focused on their needs and must not discuss the incident in front of them. They should answer children’s questions honestly, but also reassure them.
• In accordance with the severity of the outcome, staff may need counselling and support. If a child is not found, is injured, or worse, this will be a very difficult time. The chairperson will use their discretion to decide what action to take.

Staff must not discuss any missing child incident with the press without taking advice

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/26

8. Visitors Procedure

When receiving visitors, we aim to protect the security and safety of children and adults and to minimise any disruption.

Visitors will be shown a copy of Kaleidoscope Visitor’s Code of Conduct and shall be expected to adhere to this throughout the duration of their visit.

Where possible, visits should be made by appointment in advance, giving the staff the opportunity to prepare.

Anyone visiting Kaleidoscope will need to report to the office situated in the front entrance. If there is no one present in the office, they will be required to ring the doorbell and await a response.

• Visitors must sign the visitor’s book with the date, their name, time of arrival and departure and the purpose of visit.
• Please note Kaleidoscope premises are strictly a No Smoking Area
• All professional visitors must show identification.
• The identity of any unknown or unannounced visitors must be checked before they are permitted to enter the setting.
• Visitors must always be supervised by a member of staff or a Committee member.
• No visitor will be left alone with the children at any time.
• Visitors will not be permitted to use ANY electronic devices throughout the duration of their visit.
• Prospective children and parents are welcome and encouraged to visit the pre-school prior to joining.
• In reference to the Visitors Code of Conduct any unexpected third party, suspicious person(s), intimidation against staff members /volunteers shall be asked to leave the premises immediately without warning.

To arrange a visit to Kaleidoscope please contact

Manager – Lauren or Karen 01798 343 204

Visitor Code of Conduct

This Code of Conduct applies to all visitors to Kaleidoscope such as contractors, volunteers, external professionals and non-related third parties.

• All visitors to Kaleidoscope are responsible for their own actions and behaviour and should avoid any conduct which would lead a reasonable person to question their motivation or intentions. They must act and be seen to act in an open and transparent way.
• All visitors must follow the Kaleidoscope Health and Safety procedures + Emergency /fire procedures will be outlined by the Setting / Office Manager
• During the course of a visit to Kaleidoscope, visitors may become aware of confidential information concerning our children and staff. All such information must be treated as strictly confidential and a breach of such confidences will be regarded as serious misconduct.
• Any breach of confidentiality associated with the terms of the Data Protection Act 1998 could result in a civil action against you for damage in addition to any disciplinary action, which would be taken by your employer.
• Individuals must not reveal to anybody outside school, personal information they learn in the course of their work or visit.
• Should ANY member of staff feel intimidated by any unexpected third party, unappointed visitor, have concerns or suspicions about ANY person entering / visiting the premises they have the right to ask them to leave immediately without warning or explanation.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/27

9. Social Networking Policy

This social networking policy applies to parents, members of staff, committee members and volunteers of Kaleidoscope.

General guidelines for using social media:

• Personal security settings should be managed to ensure that information is only available to people you choose to share information with.
• Maintain professionalism, honesty and respect, always in or out of working hours they are ambassadors for Kaleidoscope, one’s online presence reflects on the setting.
• Apply a “good judgement” test for every social media post you make and when befriending parents/families.
• In the event that staff name Kaleidoscope in any social media they do so in a way that is not detrimental to Kaleidoscope or its service users.
• It is important to protect everyone at Kaleidoscope from allegations and misinterpretations which can arise from the use of social networking sites.
• Safeguarding children is a key responsibility of the committee and all members of staff and it is essential that anyone associated with Kaleidoscope including parents, considers this and acts responsibly if they are using social networking sites.
• Any comment, post or images deemed to be inappropriate is to be reported to the Chair and Managers and any action taken will be at their discretion.

Kaleidoscope will use social media to advertise fund raising events throughout the year. Purpose of Kaleidoscope Facebook page:

• To communicate with parents the latest news & activities
• To promote events and fundraising
• To provide updates such as important dates, setting developments

Photos of Kaleidoscope children are used on our page ONLY upon written consent from parents/carers.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 12/11/21

To be reviewed on: 28/01/27

10. Staff Recruiting Policy

Kaleidoscope adhere to the Safeguarding and Welfare Requirements of the Early Years Foundation Stage, ensuring that our staff and volunteers are appropriately qualified.

We carry out checks for criminal and other records through the Disclosure and Barring Service (DBS) in accordance with statutory requirements.

We value all our staff and where appropriate we aim to internally promote. Internal promotions and new titles /roles will be discussed with Committee before presenting to staff.

Where it is necessary to advertise for staff or volunteers we will adhere to the following;

• Our suitability and selection process work towards offering equality of opportunity by using non-discriminatory procedures.
• Each applicant will be considered on merit, regardless of colour, race, gender, age, pregnancy & maternity, religion or belief, sexual orientation, sex, marriage, civil partnership or disabilities
• All staff have job descriptions which set out their roles and responsibilities
• All applicants are required to disclose any convictions, cautions, reprimands or final warnings, including those that have become spent. Kaleidoscope will obtain the consent of the individual to carry out any ongoing status checks of the update service to ensure that their DBS is up to date throughout their employment with us.
• We follow the requirements of the Early Years Foundation Stage and Ofsted guidance on checking the suitability of all staff and volunteers who will have unsupervised access to children. This includes obtaining at least two references and ensuring they have a satisfactory enhanced criminal records check with barred list(s) check through the DBS. This is in accordance with requirements under the Safeguarding Vulnerable Groups Act (2006) and the Protection of Freedoms Act (2012) for the vetting and barring scheme.
• All staff will have a new DBS check (paid by Kaleidoscope) when joining us and encouraged to sign up to the update service (subscribed by them), checked yearly and redone every three years if not on the update service.

Applicants & Vacancies
Our Manager will select the candidates upon receipt of Kaleidoscope’s application form, Curriculum Vitae and certifications relevant to the role. An interview will then take place with Manager(s) &/or Chair. Anyone interviewing will have completed Safer Recruitment Training.

A successful candidate shall have a 3-month probation period and shall be assessed at the end of this 3 months by Manager & Committee to evaluate if they are the suitable candidate for the role. This may be extended for a further 3 months.

Kaleidoscope have a very supportive Committee network and work alongside the Management team in accordance with all relevant legislation and best possible practice.

Training & Requirements
The Manager must hold minimum Level 3 CACHE

Our setting staff must have Safeguarding training (refreshed yearly) and First Aid training (refreshed every three years) which is reviewed on a regular basis and kept in date.

Staff induction training will be provided in the first week of employment. The induction will be our Health & Safety Policy and Safeguarding Policy. A full copy of our Policies & Procedures shall be given to the candidate to review.

Certificates of training are kept, and filed-These are available to all parents/carers/ staff /committee members to view at any time at the front of the office.

Upon discussion and agreement with Committee we will put forward staff for any required/additional training in accordance with our budget and fundraising.

Volunteers

All our volunteers shall adhere to the exact same procedures and are put forward for any training requirements in alignment with the equality of opportunity and on a non- discriminatory basis.

Committee Volunteers

All Committee volunteers will have to complete a DBS check and ensure all information is disclosed. This is then approved or denied by OFSTED.

A Non-Disclosure document shall be signed when joining the Committee in accordance with Kaleidoscope’s Confidentiality Policy. (Section 17)

Should a committee member decide to leave the committee they are required to put their resignation in writing and email to the Chair and (or) Setting Manager

Ofsted -Registered Person & Charity Commissions

We notify Ofsted of any changes to our Management /Nominated person /Committee members.

Details of each Committee volunteer will be sent to Charity Commissions and details subsequently removed from Charity Commissions database upon receipt of any Committee / Management / Trustee resignations.

Staff taking medication / other substances

If a member of staff is taking medication which may affect their ability to care for children, we ensure that they seek further medical advice. Our staff will only work directly with the children if medical advice confirms that the medication is unlikely to impair their ability to look after children properly.

Staff medication in the setting will always be stored securely and kept out of reach of the children.

If we have reason to believe that a member of our staff is under the influence of alcohol or any other substance that may affect their ability to care for children, they will not be allowed to work directly with the children and further action will be taken.

Managing staff absences and contingency plans for emergencies

Kaleidoscope is a term time only setting

Our staff are encouraged take holiday only out of term time. Where a staff member may need to take time off for any reason other than sick leave or training, this is agreed with the Setting Manager with enough notice.

Kaleidoscope Management team ensure ratios are maintained

Sick leave can be taken in accordance with our contract of employment and will be monitored

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 28/01/26

To be reviewed on: 28/01/27

11. 11. Employee induction policy

    Policy Statement
    At Kaleidoscope we provide an induction for all staff, volunteers, and managers in order to fully brief them about the settings, the families we serve, our policies and procedures, curriculum and daily practice.
    Procedures
    We have an induction checklist for all new staff, which includes the following:
    – Introduction to all staff, children and volunteers, including the committee.
    – Familiarisation with the building, health and safety and fire evacuation procedures.
    – Ensuring our policies and procedures have been read and are understood.
    – Introduction to parents, especially those of allocated key children.
    – Familiarising them with confidential information, where applicable, in relation to any key children.
    – Details of tasks and daily routines to be completed.
    – During the induction period, the individual must demonstrate understanding of and compliance with policies, procedures, tasks and routines.
    – Successful completion of the induction forms part of the probationary period and the induction checklist will be placed in the employees personal file.
    The induction period lasts a minimum of two weeks at Kaleidoscope we believe a successful, in depth induction (depending on experience and type of role) can generally take up to 6 months. The manager inducts new staff and volunteers. The chairperson and deputy manager inducts new setting manager.
    Supervisions, one to ones and appraisals:
    Regardless of whether employees have been appointed on the basis of a formal probation period, regular reviews shall be scheduled into the induction to check how the new employee is settling in. This then devises the first management action plan for the employee going forward. These meetings are recorded in writing and stored in personal files.
    Probation period
    This shall be stated in the employees’ contract of employment. Kaleidoscope apply a 3 month probation period to all new roles unless agreed and discussed otherwise with the committee. Should a prolonged probation period be needed – this will be outlined to the employee by the setting manager after the reasonings have been discussed and agreed with the committee. Adapting our induction policy to the candidate’s needs:
    In some cases an induction programme needs to be adapted to cater for employees with different needs. Maternity leave, travel, returning after a long gap of employment all may sculpt examples of candidates that may not require the full extent of our induction programme.
    In these cases, it may be that the following needs reviewing: Checking qualifications/certificates, checking ID remains on file, Checking any changes to DBS, refresher to candidate if the latest legislation such as the EYFS handbook, reviewing all policies and procedures.
    Returning employees – each candidate shall be dealt with individually subject to management and committee agreement prior to their return.
    This policy was adapted by Kaleidoscope committee on: 09/05/19
    This policy was last updated on 20/05/24
    To be reviewed on: 28/01/27

12. 12. Suitability policy
    13. Ensure we are looking after children and are suitably fulfilling the requirements of our roles
    14. Have effective systems in place to ensure suitability of staff and any other person coming into regular contact with the children including obtaining information about whether a person is disqualified and following Safer Recruitment Training.
    15. Ensure staff understand their responsibility for disclosing any convictions, cautions, court orders, reprimands or warnings that may affect their suitability to work with children (whether received before or during their employment with Kaleidoscope)
    16. Record information about staff qualifications, identity checks and vetting processes that have been completed
    17. In the event of a disqualification of a member of staff Kaleidoscope shall take immediate appropriate action to ensure the safety of children. In the event of a disqualification Kaleidoscope shall terminate the employment of that person. (or undergo an immediate investigation on the matter whilst the employee is suspended)
    18. Where relevant, providers must supply Ofsted with the information listed in 3.19 of the EYFS. A provider or childcare worker may also be disqualified because they live in the same household as another person who is disqualified, or because they live in the same household where a disqualified person is employed. If a provider or childcare worker is disqualified they may, in some circumstances, be able to obtain a waiver from Ofsted.

    DBS – disclosures and barred list – information are only issued to the potential employee; providers must heck the disclosure and consider whether it conations any information that would suggest the person was unsuitable for the position, before an individual starts work with the children. All new employees to Kaleidoscope will need to do a new enhanced disclosure DBS even if they are already on the update service. They can then be enrolled onto the update services and this will be checked every term by management inline with our supervisions.

    7. Report to Ofsted any changes to staff that may affect their suitability to work with children as soon as reasonably practicable within 14 days. Failure to do so would be a breach of EYFS (Safeguarding and welfare requirements) regulations 2012.
    8. Providers must report any member of staff dismissed or who resigns before/during disciplinary action for inappropriate behaviours/concerns to the disclosure and barring service.

     

    This policy was adopted by Kaleidoscope Committee on: 07/06/19
    This policy was last updated on: 28/01/26
    To be reviewed on: 28/01/26

     

     

13. 13. Staff Absence Procedure

    Kaleidoscope is an equal opportunity, family friendly Committee led preschool and therefore ALL members of staff shall be granted the same conditions in this policy.

    Committee recognises that absence from duty by staff may be unavoidably required for a wide variety of reasons including compassionate grounds, jury service or for other family, personal, religious and professional reasons.

    Kaleidoscope Committee expects that the Management team and keyworkers will arrange their holidays during preschool closure periods. It is also expected that staff will consider for all absences how these may be arranged to cause the least inconvenience for Kaleidoscope. Whilst all requests for leave of absence will be considered in a balanced way, other than in exceptional circumstances or on compassionate grounds, leave of absence will not normally be approved in term time.

    Absences will be reported to Management (07951 442689 – Out of Hours) as soon as possible.

    Committee ask that all members of staff aim to keep in close contact during absences to ensure staff ratios can be organised quickly and effectively without disruption.

    Employees are not covered by the sickness absence scheme whilst on unpaid leave and therefore, are not entitled to receive occupational sick pay. Employees may be entitled to Statutory Sick Pay (SSP) and so should submit any medical certificates direct to the Manager.

    The taking of unauthorised leave of absence is automatically unpaid and may lead to disciplinary action resulting in a formal warning being issued, or dismissal where the circumstances would justify such action. With such events of unauthorised absence, the Management team shall refer to the Committee for any required advice on how to proceed.

    Time off to accompany a colleague to a discipline, grievance or flexible working hearing
    Employees have the legal right to take paid time off work to accompany fellow employees of the same employer to certain disciplinary and grievance hearings.

    Time off for job hunting or to arrange training when facing redundancy
    An employee who is being made redundant is entitled to take reasonable time off with pay to look for another job, or to arrange training for future employment. The employee, who must have at least 1 years’ continuous service (at the date the redundancy will take effect), can take time off within working hours while under notice.

    For courses of training and study that are not directly related to the employee’s job or have not been specifically approved by Kaleidoscope Committee – leave may be granted at the preschools discretion without pay.

    (Employment Rights Act 1996 Employment Relations Act 1999)

    This policy was adopted by Kaleidoscope Committee on: 09/04/19
    This policy was last updated on: 28/01/26
    To be reviewed on: 28/01/26

14. 14. Staff Disciplinary Procedure

     

    The aim of Kaleidoscope’s Disciplinary Procedure is to provide a fair and consistent treatment to all those within the organisation.

    In the event of concerns with regards to a member of staff’s misconduct or inadequate performance of duties, including being under the influence of alcohol or any other substance, the disciplinary reporting lines are as follows:

    In the event there are concerns with an Employee it is the Manager of the setting that is to deal with any relevant disciplinary actions required in terms of documentation, hearings and outcomes.

    In the event there are concerns with Management, it is the Chair of Kaleidoscope’s Committee that is to deal with any relevant disciplinary actions required in terms of documentation, hearings and outcomes. In the first instance the Chair will report to the Committee Trustees* for discussion.

    (*Trustees: Chair, Secretary, Treasurer and any committee members on the board at the time that do not form part of the paid staff team of Kaleidoscope)

    Should an employee at ANY time wish to report any incident to the Chair of the Committee they can do so in writing.

    An employee shall have the right to appeal against disciplinary action taken against them.

    Through all stages of any disciplinary action the employee reserves the right to have a member of staff or Trade Union representative to accompany them.

    Disciplinary Actions:

    Informal Discussion

    Informal action will be taken where appropriate. An informal discussion will be held discussing the issues, concerns or complaint that has been raised. Making the employee in question aware of his/her actions and to discuss future improvement. A meeting between member of staff and Manager (or) Chair to share their thoughts going forward on the matter.

    As a result of an informal discussion:

    A suitable plan of action in force to prevent the inadequate performance from repeating.

    (or)

    Verbal warning: Advising the employee their behaviour is not at an acceptable standard and that they will be approached further should that level continue. (Stage1)

    Should allegations of a Safeguarding or Gross Misconduct be made an informal discussion will not be appropriate and Employer shall move to Step 1, 2 or 3 depending on the severity.

    For severe cases of Gross Misconduct or where there are serious cases of Breach of Policies and Procedures -Suspension or Dismissal may apply.

    Stage 1 Disciplinary

    Step 1 is a written invitation to attend a Disciplinary hearing. Employee has the right to request any written evidence made against them before the hearing.

    Setting manager (or) Chair will discuss the inadequate act with the Employee.

    The outcome may be an improvement notice or written formal warning upon Committee agreement or further investigation may be required as a result of the Disciplinary hearing. If further investigation is required, the Committee shall be informed and kept updated regarding the outcomes.

    Kaleidoscope will outline the unacceptable act and explain the conduct and standards required in the future.

    Options are:

    Improvement notice (formal approach): A formal note outlining how the behaviour / duties are to be approved to meet required standards for the future

    First written warning: Assessing the severity of the act will reflect on how long the disciplinary actions remain on file. This also will be subject to Committee agreement.

    Stage 2 Disciplinary

    Should there be a repeat act, or severity of the act requires further investigation as a result of Stage 1

    The Committee will remain informed during the course of the investigation and a further hearing will be held as soon as possible with the outcome .A suspension of duties may be required in order to complete accurate and fair investigations whilst at the same time maintaining working relationships and remaining fair within the employees Employment rights.

    With severe cases of Misconduct or an overall inadequate performance where the employee is not performing to required standards still after their first written warning – The following may be issued:

    Second written warning -Relaying to the employee that issues have been previously addressed but with no improvement

    Stage 3 Disciplinary

    Should there still be further action required as a result of the above outcome and Committee wish to issue further disciplinary action, then a final written warning can be issued stating dismissal may now be discussed with Committee in the future should this level continue.

    Final written warning -Should the case be severe it may be required to go straight to final written warning on file

    Suspension / Dismissal – Should the case be severe it may be an immediate suspension or dismissal.

    (or)

    Duties may have not improved since written warnings / final warnings have been issued and therefore candidate is not suited for the role.

    Gross Misconduct and Breach of Safeguarding: Any SINGLE act of Gross Misconduct or Breach of Safeguarding may automatically lead to immediate suspension or immediate dismissal. Each case must be assessed individually.

    Filing & Documentation

    • All files shall adhere to the confidentiality of the employee in question and shall not be available to other staff members
    • All correspondence, documentation, evidence & written statements shall be available to Committee should it be requested at any time.
    • All disciplinary actions shall be recorded in alignment with the Kaleidoscope Policy
    • Any disciplinary hearings or informal discussions shall be recorded and filed.
    • All third-party candidates involved during disciplinaries should be recorded (Appeal candidates / minute takers / non committee members)
    • Any written evidence / statements should be signed and dated on receipt
    • Employment Law should be dealt with immediately and not with delay.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 12/11/21

    To be reviewed on: 28/01/27

15. 15. Health and Well Being Policy

    Including Illness and COVID-19 changes

     

    Illness
    Child
    Should a child become ill during a session at Kaleidoscope Pre-school we will;

    • Assess the severity and nature of the child’s illness.

    For minor illness we will;

    • See to the child’s needs and make them as comfortable as possible. • Refer to child’s registration documents regarding any known medical conditions.
    • Contact the parents/carers using the telephone number given on the child’s registration form.
    • If we are unable to contact the parents/carers we will then try contacting the emergency number given on the registration form.
    • Should this prove unsuccessful, and the child’s condition was not serious we will make the child as comfortable as possible and continue to try and contact the parents/carers.

    For more serious illnesses we will;

    • See to the child’s needs and make them as comfortable as possible. • Refer to child’s registration documents regarding any known medical/allergy conditions.
    • Contact the parents/carers using the telephone number given on the child’s registration form.
    • If the parents/carers cannot be contacted, on checking the consent form Kaleidoscope staff may obtain emergency advice/treatment for the child, continuing to try and contact the parents/ carers throughout.

    Staff
    Should a member of staff become ill during a session at Kaleidoscope Pre-school we will;

    • Assess the severity and nature of the member of staff’s illness.

    For minor illness we will;

    • See to the staffs needs and ensure they are as comfortable as possible.
    • Refer to the staff details documents regarding any known medical/allergy conditions.
    • Ascertain and agree one of the following steps
    • They will leave the setting to seek medical advice
    • They will leave the setting to go home and rest
    • We will contact the person stated as emergency contact if unable to make their own way home.
    • We will ensure the role of absent staff has been adequately covered.

    For more serious illnesses we will;

    • See to the member of staffs needs and make them as comfortable as possible.
    • Refer to the staff details documents regarding any known medical conditions.
    • Contact the person stated as the emergency contact given on the staff details form.
    • If the emergency contact cannot be reached, we will go about seeking emergency advice/treatment, continuing to try and reach the emergency contact throughout.

    We will refer to the Health Protection Agency poster for advice, including any exclusion period from Pre-School and will advise parents/carers/staff/HPA accordingly.

    We will advise all parents/carers/staff if the illness is that of a contagious nature.

    Parents/carers are advised to inform us if their child has had or been in contact with a contagious illness.

    COVID-19. As per government advise COVID-19 will now be treated as any other illness. You do not need to test or stay away if you are feeling well in yourself.

    Any staff or child illness that evolves into a life-threatening situation we will follow the ‘Accidents/incidents of a more serious nature’ procedure.

    Administration of medicines

    Should it be necessary to administer a prescribed medication to a child whilst s/he is attending Kaleidoscope Pre-school we will;

    • Obtain enough information about the medical condition requiring medication.
    • Ensure the parent/carer has given written permission for each medication before it can be administered which will state;
    • The child’s name
    • Name of medication to be administered
    • Prescribers name
    • The condition for which the medication is prescribed
    • Date, amount and time the medication is to be administered
    • Storage of medication instructions
    • Parents name, signature and date
    • We will ensure the medication is clearly labelled with the child’s name, prescriber’s name and instructions for administration, that it is within its expiry date and wherever possible in the original container in which it was dispensed.
    • If deemed appropriate obtain and record the dose and time/s of when the medication was last administered and when it is due again.
    • Ensure the medication is stored in accordance to the product instructions in a safe place out of the reach of all children and unauthorised adults.
    • Keep regular communication with parents/carer with regards to the child’s medical condition or any changes to the medication prescription and to keep an up to date written record of these.

    When administering the medication, we will;

    • Ensure that one member of staff administer the medication witnessed by a second member of staff
    • Ensure that the information is permanently recorded and then kept available for inspection, the records will clearly state;
    • The child’s name
    • The name of the medication
    • The condition for which the medication is prescribed
    • The date and time of dose given
    • Amount of medication given
    • Signatures of staff who administered medication and staff witness
    • Parent/carer signature

    Please note any non-prescribed medication will only be administered in exceptional circumstances on a session by session basis and at the discretion of the manager or deputy manager.

    CALPOL
    We will have emergency Calpol on site stored in our first aid cupboard which will only be administered if ALL of the following applies:

    • A child has a temperature in excess of 38 degrees. (This is to lower the risk of febrile convulsions – not to extend the length of time within the setting – any child with a high temperature needs to be collected as soon as possible)
    • The parent/carer has signed on the child’s registration form to give permission for emergency Calpol to be given
    • We have attempted to contact the parents and have been unsuccessful (in this instance a child must have been present for more than 4 hours to avoid overdoses) OR where a parent is unable to collect straight away due to travel and has confirmed that a safe amount of time as passed since any earlier does.

    PIRITON

    • An emergency nursery supply of antihistamines (e.g. Piriton) will be stored on site. This will be checked at regular intervals to make sure that it complies with any instructions for storage and is still in date.
    • If a child does exhibit the symptoms that require antihistamines (e.g. Piriton) during their time at Kaleidoscope, we will make every attempt to contact the child’s parents to confirm whether any medication has been given previously in the day.
    • Where parents cannot be contacted then the nursery manager will make the decision as to whether the child is safe to receive the medication based on the time the child has been at the setting, the circumstances surrounding the need for the medication and the medical history of the child based on the information given on their registration form.
    • Administering of the emergency antihistamines will be a last resort and the nursery staff will use other methods first to try and alleviate the symptoms. The child will be closely monitored, before and after the administering of the medicine.
    • If the child’s condition does not improve after the emergency antihistamines, then we will contact the parents again to collect their child.

     

    Creams and hand soaps for conditions such eczema will be permitted at managers discretion with written consent from the parent.

    If there are any concerns regarding the administration of medication as a setting, we may refuse.

    If necessary, we will seek training for the administration of medication should it require specific technical/medical knowledge.

    Allergy & Dietary Policy
    Before a child starts attending the setting, we will;

    • Seek information from parents/carers on the child’s registration form regarding any dietary needs, preferences or allergies.

    Should any such information be stated we will;

    • Discuss with parents/carers the declared information and any specific requirements needed.
    • Display current information about individual children’s allergy and/or dietary needs in the kitchen so that all staff and volunteers are fully informed.
    • Implement systems to ensure that children receive only food and drink that is consistent with their dietary/allergy needs and their parents’ wishes.
    • Protect children with food allergies, by not allowing the children to share or swap their foods with each other.
    • At all times do our utmost to prevent a child meeting an allergy trigger.
    • Regularly consult with parents/carers to ensure that our records of their children’s dietary needs are up to date.
    • Red cup/plate are used at Snack Time. Red jug is used for different milk.

    In some cases, all parent/carers may be asked to be extra vigilant when making lunch boxes and refrain from uses products containing ingredients such as nuts or eggs.

    Any medication needed for the prevention or treatment of allergies will be used in accordance with our medicine administration policy.

    Accidents and Incidents

    Child
    Please note by minor, it is meant scratches, grazes and light bruising.

    Should a graze or wound need covering Kaleidoscope staff may administer a plaster if parental consent is given (or in exceptional circumstances if deemed in the interest of the child).

    For minor accidents/incidents we will; •

    • Assess the severity and nature of the accident/incident.
    • See to the child’s needs and make them as comfortable as possible.
    • Refer to child’s registration/permission documents regarding any known medical/allergy conditions.
    • Apply cold compress to injured area if appropriate.
    • Inform relevant members of staff so child can be monitored throughout the rest of their session.
    • Record details of accident/incident in relevant book.

    In addition to the above steps when an accident/incident has potential ongoing cause for concern we will;

    • Contact the parents/carers using the telephone number given on the child’s registration form informing them of the situation and discussing the possible early collection of their child.
    • If we are unable to contact the parents/carers we will then try contacting the emergency number given on the registration form.
    • If the emergency contact cannot be reached, we may go about seeking emergency advice/treatment, continuing to try and reach the emergency contact throughout

    For accidents/incidents of a more serious nature we will;

    • Assess the severity and nature of the accident/incident, call for assistance and ensure the area is checked for any further danger and all other children are removed from the immediate area.
    • See to the child’s needs and make them as comfortable as possible.
    • First aid trained staff will implement emergency first aid and telephone the emergency services.
    • As soon as appropriate we will contact the parents/carers or emergency contact given on the child’s registration form informing them of the situation.

    All accidents/incidents will be recorded and on collection of the child we will inform parents/carers of the situation and obtain their signature.

    Staff
    Should a member of staff be involved in an accident or incident at Kaleidoscope Pre-school we will;

    • Assess the severity and nature of the accident/incident.

    Should the accident/incident be deemed very minor we will;

    • Ensure the member of staff is comfortable and does not require any further action.

    In addition to the above steps when an accident/incident has potential ongoing cause for concern we will;

    • Contact the person stated as the emergency contact given on their staff details form to arrange safe assistance home.
    • If the emergency contact cannot be reached, we may go about seeking emergency advice/treatment, continuing to try and reach the emergency contact throughout.
    • Ensure the details of the accident/incident have been accurately recorded in the relevant book and any relevant organisations informed of the situation.

    For accidents/incidents of a more serious nature we will;

    • Assess the severity and nature of the accident/incident, call for assistance and ensure the area is checked for any further danger and all children are removed from the immediate area.
    • See to the staffs needs and make them as comfortable as possible.
    • First aid trained staff will implement emergency first aid and telephone the emergency services.
    • As soon as appropriate we will contact the named emergency contact given on their staff details form informing them of the situation.
    • Ensure the details of the accident/incident have been accurately recorded in the relevant book and any relevant organisations informed of the situation.

    If appropriate any relevant organisations such as OFSTED, RIDDOR or the Health and Safety Executive will be informed of the situation.

    First Aid
    Relevant paediatric first aid training is provided on a regular basis for all staff (refreshed every three years). This training will be implemented for the wellbeing of children, their families and staff when required.

    First Aid boxes are placed in a clearly marked prominent position in a cupboard in the locked kitchen, out of children’s reach.

    Food and Nutrition Policy

    At Kaleidoscope we are committed to promoting and developing good healthy eating habits in an environment that promotes healthy choices. We aim to ensure that healthy eating forms part of daily routine and that we work together with parents/carers to support health and dietary need, request and preferences.

    Staff are committed to support both parents/carers and children to understand how balanced nutrition contributes to a person’s health, happiness and wellbeing.

    This is a Quote from the ‘Statutory framework for the EYFS’

    “Where children are provided with meals, snacks, and drinks, these must be healthy, balanced and nutritious. To understand how to meet this requirement, providers must have regard to the ‘Early Years Foundation Stage nutrition guidance’. Fresh dinking water must always be available and accessible to children”

    What we will provide at Kaleidoscope

    We will provide a healthy snack during the morning such as whole fruits and vegetables, a savory snack such as crackers or toast, alongside milk and water. Parents/Carers are responsible for ensuring children arrive at the nursery with a filled water bottle and providing their child’s packed lunch if they are attending all day or for just an afternoon session.

    Packed lunch expectations at Kaleidoscope

    We advise that your child’s lunch box contains

    • A portion of carbohydrate (such as a sandwich, pasta, wrap etc)
    • A source of protein (meat, fish, eggs etc)
    • At least one portion of fruits or vegetables
    • A dairy item (such as cheese, yoghurt etc)
    • A small treat is also allowed in moderation

    We ask that the following items are avoided within lunch boxes

    • All Sugary Drinks. Children can ask for their water bottles to be refilled with water by a member of staff.
    • Foods such as jelly sweets or hard candy, popcorn and marshmallows (these are all common choking hazards)
    • Sausages, grapes, blueberries and cheese need to be cut appropriately to avoid choking risks.

    Allergies and Dietary needs

    We are a nut free setting, please do not include any food items that are or may contain nuts in your child’s lunch. This is to protect any children that have an allergy either present at the nursery now or in the future.

    It is a parents/carers responsibility to inform us of any dietary needs, intolerances or allergies prior to you child starting nursery (this information is requested on your child’s registration form but should be regularly reviewed. This includes cultural preferences. We must be made aware of any changes with your child’s dietary needs as soon as possible.

    Cultural and religious diets will be respected and valued.

    If required, Key Persons will work with parents/carers and outside agencies to support children with additional/dietary needs. A health care plan will be created to clearly outline the details of the child, their dietary/medical needs and the steps that need to be taken to meet their needs within the plan.

    It is essential that everyone involved in handling, preparing and serving food ensures that each child’s specific needs are met. We aim to create a safe and inclusive environment for all children to eat. We ensure that all staff hold a Food Hygiene Certificate and receive specific training in managing food allergies (this includes the use of epi-pens).

    All staff are made aware of children’s allergies and dietary needs and how to manage these. Also, all staff hold a full Paediatric First Aid Certificate.

    Staff sit with children during snack and lunch times (whenever a child is eating) not only to manage safer eating but to encourage the children to share social interactions.

    Food safety and storage

    Please be advised that we do not have the facilities to refrigerate or reheat foods.

    • Please include an icepack to keep foods cool in hot weather
    • Use insulated lunch bags clearly labelled with your child’s name
    • Please ensure that grapes, cherry tomatoes or any other foods that might pose a choking hazards are cut up.

    Celebrations

    Here at Kaleidoscope we value celebrations and encourage children to share their Celebrations with us. Often parents want to share birthday treats with their child’s peers, however we would like to encourage parents to bring in a fruit platter (or similar) or donate bubbles, stickers etc for all the children to enjoy rather than a sweet treat (such as cake).

     

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 28/01/26

    To be reviewed on: 28/01/27

16. 16. Outings Procedure

     

    At Kaleidoscope Pre-school we believe 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. Our staff ensure that there are procedures to keep children safe on outings: all staff and volunteers are aware and follow the procedures as laid out below.

    Procedures

    • Parents sign a general consent on registration for their children to be taken on outings out of the setting.
    • Written consent will be gained from parents/carers before major outings.
    • A risk assessment is carried out before an outing takes place.
    • Outings will be recorded in an outings record book kept in the setting, stating;
    • The date and time of the outing.
    • The venue and mode of transport used.
    • The names of the staff members and children present.
    • The time of return.
    • Staff take a mobile phone on outings, as well as supplies of water, first aid kit and any medication required.
    • Staff take a list of children with them with contact numbers of parents/carers, as well as an accident book and a copy of our Missing Child Policy.
    • Records are kept of the vehicles used to transport children, with named drivers and appropriate insurance cover.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 28/01/26

    To be reviewed on: 28/01/27

     

     

17. 17. Fees Policy

     

    Fees paid by parents/carers are due in advance each half term. Invoices for the next half term will be issued at the end of the preceding half term.

    Normally, the full amount is due in advance or during the first week of each half term. To maintain flexibility for our families, fees can be paid on a weekly or monthly basis with the agreement of the manager – In this situation they must be fully cleared before the end of that Half Term.

    To remove or reduce any booked fee-paying sessions parents/carers are required to give Kaleidoscope one months notice, unless agreed an exceptional circumstance by the managers.

    Unpaid fees

    Should an invoice go unpaid after the first week of each half term the following action will be taken:

    1. A member of the management team will approach the parent/carer to resolve the late payment and agree a payment schedule
    2. Should the payment schedule be breached, or fees remain outstanding after a further 7 days a written reminder will be issued.
    3. Should the payment schedule be breached again, or fees remain outstanding after a further 7 days the committee will be informed, and a further reminder issued.
    4. Should fees remain outstanding for a further 7 days the committee will issue a letter formally withdrawing fee paying care.

    Should a family reach stage two of this policy on more than two occasions then the committee will be informed, and a letter will be issued to the parents/carer formally withdrawing fee paying care. The child’s Free Entitlement Funding will not be affected (subject to exceptional circumstances).

    Notice period

    All families are required to give Kaleidoscope Pre-school one months notice to cancel their child’s sessions and leave the pre-school, regardless of whether your child attends any session with us. If the notice period falls within our term opening dates you will be liable for any fees due.

    If your child is/would be in receipt of WSCC free entitlement funding (2 or 3+ year old) you are still required to adhere to the one months notice period. Should Kaleidoscope be unable to receive funding for a child during the notice period for any reason or your notice period falls before the free entitlement funding headcount day, parents/carers will be required to pay the outstanding balance.

    Fees will be due at the start of the months notice period for sessions booked during that time.

     

    Free entitlement government funding

    Kaleidoscope Pre-school offers care for all children in receipt of 2, 3 and 4-year-old free entitlement funding. Information on how to apply for FE funding is available from our office. It is parents/carers responsibility to ensure any details given when applying for funding are accurate and the application process is updated as instructed.

    Should at any point a child’s funding be withdrawn or terminated for any reason, parents/carers will be charged for any care already received and our one month notice period will still apply.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 28/01/26

    To be reviewed on: 28/01/27

18. 18. Data Protection Policy

     

    Kaleidoscope is required to collect personal information for its staff, Committee members, volunteers, children, parents and visitors. It is also necessary to process information so that staff can be recruited and paid, activities and events organised and legal obligations to funding bodies and government fulfilled. We intend to meet all the requirements of the Data Protection Act 1998 and the General Data Protection Regulations 2018 when collecting, storing, and destroying personal data. (GDPR)

    To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully. To do this, Kaleidoscope must comply with the Data Protection Principles which are set out in the Data Protection Act 1998. In summary these state that personal data must be:

    The Data Protection Principles are split into six areas, which are referred to as the Privacy Principles. They are:

    1. Kaleidoscope must have a lawful reason for collecting personal data and must do it in a fair and transparent way.
    2. Kaleidoscope must only use the data for the reason it is initially obtained.
    3. Kaleidoscope must not collect any more data than is necessary.
    4. It must be accurate and there must be mechanisms in place to keep it up to date.
    5. Kaleidoscope cannot keep it any longer than needed.
    6. Kaleidoscope must protect the personal data.

    These privacy principles are supported by a further principle – accountability. This means that our setting must not only do the right thing with data but must also show that all the correct measures are in place to demonstrate how compliance is achieved.

    Kaleidoscope as a registered charity is the Data Controller under the Act, however we have designated data controllers in our setting that handle information

    • Manager – Lauren Standing
    • Deputy Manager – Karen Edwards
    • Kaleidoscope Committee

    The personal information collected from individuals could include

    • Their name
    • Address
    • Email address
    • Telephone numbers – including those of emergency contacts
    • Date of Birth
    • Medical Information
    • National Insurance number
    • DBS numbers
    • Observations of children’s progress (learning journals)
    • Children’s reports, preschool or from outside professionals
    • Photographs
    • Family medical history (when necessary)

    Kaleidoscope stores personal data to comply with the statutory framework (EYFS, 2025); to deliver services to our families e.g. government funding; to employ suitable people for our setting.

    Privacy notices — When we collect any data, we must tell you exactly how we are going to use it, who might you share it with, how long you will keep it as well as information on consent and complaint.

    Individual rights — You will have new and enhanced rights on the collection, access and deletion of your data so Preschool must ensure our setting has mechanisms to allow individuals to exercise these rights.

    Consent — GDPR will require early years providers to have a legitimate reason for processing any personal data. Kaleidoscope rely on consent for processing data and can demonstrate that the consent was freely given by parents actively opting-in on our Permission Forms. Data agreements — Early years providers will now be obliged to have written arrangements with anybody processing data for them. Providers must make sure that anyone processing data will meet GDPR requirements.

    Breach notification — Preschool will be obligated to notify the Information Commissioner’s Office (ICO) of a data breach within 72 hours of becoming aware of the breach

    Storing data – All paper copies of children’s and staff records are kept in Kaleidoscope’s locked filing cabinets.

    Members of staff can have access to these files, but information taken from the files about individual children is confidential and apart from archiving, these records always remain on site. These records are shredded after the retention period.

    Information about individual children is used in certain documents, such as, a weekly register, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children’s names, date of birth and sometimes address. These records are shredded after the relevant retention period.

    Conversations and Meetings

    Information of a personal or confidential nature should not be discussed in a public area, in front of anyone that is not an employee of the pre-school.

    Kaleidoscope employees , staff , volunteers , parents and carers should be aware of confidentiality at all times when discussions are taking place, either distancing themselves from the conversation, if it doesn’t concern them, or, ensuring that their discussion is not shared with any third party whom is not a staff member , committee member or volunteer. All staff should respect the confidential nature of any information inadvertently overheard. When meetings are being recorded it is important that only relevant information is written down. This must be carried out using the correct forms provided by Kaleidoscope Committee, notes must be written legibly and coherently. The written notes are then to be stored in a locked cupboard and shredded in a timely manner once the child/family have left the setting (1 year unless of a child protection nature).

    All records are kept for “a reasonable period of time after the child has left the setting e.g. three years or until the next Ofsted inspection” and then destroyed permanently

    Kaleidoscope shall not seek parent /carer permission for sharing data if there are Child Protection concerns.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 30/01/26

    To be reviewed on: 30/01/27

     

19. 19. Confidentiality Policy

     

    What is Confidential information?

    Confidential information is information that is not normally in the public domain or readily available from another source. It should have a degree of sensitivity and value and be subject to a duty of confidence. A duty of confidence arises when one person provides information to another in circumstances where it is reasonable to expect that the information will be held in confidence

    Information Sharing: Guidance for Practitioners & Managers (DCSF 2008)

    Kaleidoscope’s Aim

    Kaleidoscope, staff managers and volunteers can be said to have a ‘confidential relationship’ with families. It is our intention to respect the privacy of children and their parents and carers, while ensuring that they access high quality early years care and education in our setting. We aim to ensure that all parents and carers can share their information in the confidence that it will only be used to enhance the welfare of their children.

    Confidentiality Procedures

    We have record keeping systems in place that meet legal requirements; the means that we use to store and share that information takes place within the framework of the General Data Protection Regulations (2018) and the Human Rights Act (1998).

    Where appropriate we will check whether parents regard the information, they share with us to be confidential or not. Some parents may share information about themselves with other parents as well as staff. The setting cannot be held responsible if information is shared beyond those parents whom the person has confided in. Information shared between parents in a discussion or training group is usually bound by shared agreement that the information is confidential to the group and not discussed outside of it. Kaleidoscope are not responsible should this be breeched by participants.

    Kaleidoscope applies this to their committee meetings and has a Non-Disclosure agreement to sign upon joining the Committee. This ensures no personal information about staff/ volunteers / finances / security /ANY information is shared outside of the meetings.

    We inform parents when we need to record confidential information beyond the general personal information we keep. (See our Childs record policy) e.g. any injuries, concerns or changes in relation to the child or the family, any discussions with parents on sensitive matters, any records we are obliged to keep regarding action taken in respect of child protection and any contact and correspondence with external agencies in relation to their child.

    We keep all records securely (see our Childs record policy). Personal information about children, families and staff is kept securely in paper files locked away and electronically password protected – Whilst remaining as accessible as possible, for operational purposes.

    When receiving phone calls from third party professionals in relation to the children of Kaleidoscope we ensure that Data Protection is adhered to – the professional seeking information must be verified before information is divulged. Our staff discuss children’s general progress and wellbeing together in meetings, but more sensitive information is restricted to our manager and the child’s key person and is shared with other staff on a need to know basis.

    Kaleidoscope staff / volunteers do not share information about key children outside of work.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 12/11/21

    To be reviewed on: 30/01/27

     

20. 20. Parental behaviour policy

    Kaleidoscope believe staff, parents and children are all entitled to a safe and protective environment to learn and work in. Behaviour that will cause harassment, alarm or distress to users of the premises is contrary to the aims of our preschool.
    Kaleidoscopes expectation
    – Adults set a good example to children at all times.
    – No members of staff, parents or children are the victims of abusive behaviour or pen to threats from other adults on the premises.
    – Physical attacks and threatening behaviour, abusive or insulting language verbal or written, to staff, committee members, parents and carers, children and other users of the premises will not be tolerated and will result it withdrawal of permission to be on the premises.
    – Any parent who is asked to leave the premises permanently will have the right to appeal the decision to the Kaleidoscope committee.

    Kaleidoscope Committee
    Please note that incidents of rudeness or intimidation will be logged with Kaleidoscope committee and further action shall be taken if there is a repeat offence.

    Result of person causing nuisance/disturbance on Kaleidoscope premises
    Section 547 of the education act 1996
    School premises are private property and parents have been granted permission from the preschool to be on school premises. However, in case of abuse or threats to staff, children or other parents, school may ban parents from entering.
    It is also an offence under section 547 of the education act 1996 for any person (including a parent) to cause nuisance or disturbance on the school premises. The police may be called to assist in removing the person concerned.
    Kaleidoscope preschool is not responsible for organising arrangements for children in the above circumstances. Parents will need to arrange alternative drop off and collection.

    Types of behaviour that are considered serious and unacceptable and therefore will not be tolerated:

    • Shouting (either in person or over the telephone), speaking in an aggressive/threatening tone.
      – Physically intimidating e.g. standing very close/pointing fingers/aggressive or rude hand gestures/exaggerated movements.
      – inappropriate posting on social networking sites which could bring the school into distribute or be deemed as bullying.
      – Any form of malicious correspondence seen as a threat or intimidation.
      – Any physical threats e.g. swearing/pushing/hitting.

    Anyone who is not a parent/carer and is demonstrating any of the above behaviours shall be asked to exit the premises immediately without notice. The option of appeal here is deemed invalid.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19
    The policy was last updated on: 21/05/24
    To be reviewed on: 30/01/27

21. 21. Emergency/Temporary Closure Policy

    Kaleidoscope Pre-school will endeavour to be open for its usual session times without disruption. Any decision to close will not be taken lightly but will consider the risk to the safety and welfare of the children, parents and staff attending. Where disruption is unavoidable, all involved in the preschool will be kept informed and the pre-school will reopen at the earliest possible opportunity.

    An emergency/temporary closure will be implemented in the following circumstances;

    • When the setting is unusable through accidental or malicious damage.
    • When the setting is unusable due to required emergency repair.
    • When an outbreak of illness within the Pre-school community requires closure in line with Health Protection Agency and Ofsted guidelines.
    • When adverse weather conditions make attendance impossible or dangerous for staff and/or children.
    • When illness or another event means it is impossible to maintain the correct ratios of suitable adults to children.
    • When an emergency occurs during the Pre-school session which requires the Pre-school to close early.

    Where possible the staff and committee members will endeavour to arrange for alternative or temporary staff to attend to avoid closure. In the event of an incident occurring which requires Kaleidoscope to not open, the manager will contact the families of the children affected for that session in advance of the day where possible and inform staff due to work that day. A notice will also be placed on the pre-school website www.kaleidoscopepreschool.org. If the closure is due to adverse weather conditions parents should be aware of the procedure the pre-school will follow as outlined below.

    The manager will also be responsible for informing the relevant authorities of the unexpected closure, such as West Sussex County Council, Ofsted, HPA, Local Health Authority, Health and Safety Executive and RIDDOR, depending on the circumstances of the closure.

    Emergency closure after a session has started:

    • In the event of an emergency closure after the session has started, parents and carers will be informed by telephone that they are required to collect their child as soon as possible. Should contact not be possible the pre-school will follow the ‘Collection of Children’ procedure.
    • If the closure is due to sickness, the children and staff who are unaffected will remain on the premises until all children can be collected.
    • If closure is due to an emergency which requires the building to be evacuated, the children will be safely evacuated according to the ‘Fire Evacuation Procedure’ Adverse Weather Conditions Procedure In the event Kaleidoscope must be closed due to adverse weather conditions the following will apply; • The pre-school manager will take the decision to close the Pre-school.
    • The pre-school manager will notify all staff due to work that day of the closure.
    • The pre-school manager will notify West Sussex County Council of the closure.
    • Parents will be advised of closure by way of notification on the pre-school website. Parents may also be notified by broadcast on the West Sussex County Council website and local radio.

    Should the adverse weather begin after the pre-school has opened the emergency closure procedure above will be implemented.

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 12/11/21

    To be reviewed on: 30/01/27

22. 22. Equality, Inclusion & Diversity

     

    Our name KALEIDOSCOPE means:

    ‘An ever-changing colourful scene’ which we feel is a very appropriate description of small children and the fun, stimulating learning environment we provide for them.
    The legal frame work for this policy is;

    • Data Protection Act 2018
    • Children’s Act 2004
    • Special Educational Needs and Disabilities code of practice 2014
    • Equality Act 2010
    • Children and Families Act 2014

    Kaleidoscope will ensure equality; diversity and inclusion are a thread that runs throughout the day to day life of our provision for all its staff, volunteers, children and their families by promoting the following aims.

    We aim to;

    • See the children in our care as individuals, each with their own needs and qualities, each learning, progressing and discovering at their own pace and in their own unique way.
    • Provide a safe, secure and accessible environment for all children, their families and our staff.
    • Provide an environment that does not tolerate bullying or harassment by or between the children, their families, our staff or visitors.
    • Ensure our volunteers are recognised as a valued part of our staff team, will be treated in accordance with our Equality, Diversity and Inclusion Policy and referred to as staff members.
    • Ensure that all staff and every child in our care will be given equal opportunities to develop their potential regardless of their racial origin, cultural grouping, religious beliefs, gender, disability, family background or those children recognised as ‘looked after children’ *.
    • Be accessible to all families by offering different forms of communication e.g. our notice boards, just to say notes, newsletters, texts and emails, parent’s evenings, keypersons relationships and our open-door policy.
    • Provide multicultural activities and equipment that shows a positive image of people of all races, cultures, religion and disabilities.
    • Always avoid being stereotypical, racist or sexist towards anyone in any way or use terms to categorise a child or staff as standing out from others.
    • Welcome and work with all families and respect that every family live their lives in different ways.
    • Encourage our families to partake in pre-school life through helping on outings or show and tell topics.
    • Encourage the children, their families and our staff to contribute stories and experiences of their family life, customs or religious beliefs while understanding that these should not be used to adversely influence others.
    • Maintain confidentiality between us, our families or staff regarding any personal information concerning their life or family unless it is deemed in the best interest of those concerned to share the information given with other professionals.

    How we will implement this;
    Admissions

    • Kaleidoscope is open to all families and we actively encourage good relationships between ourselves, other organisations and members of the wider community.
    • We advertise our provision locally and further afield should this be appropriate.
    • Our admissions are based on a fair first come first served basis.
    • Information about Kaleidoscope is relayed in clear concise language, in written and spoken form and where necessary, we will try to provide information in different languages, Braille or through an interpreter.
    • Children with English as a second language will be valued and respected as an asset to the group and every effort made to communicate clearly with them.
    • We do not discriminate against children with disabilities and will work with families and professionals to ensure that it is in the best interest of the child to attend pre-school.
    • All parents receive a copy of our policies and procedures booklet.
    • We provide a flexible payment system for families of differing means.

    Kaleidoscope Committee

    • Kaleidoscope Pre-school is managed by an active committee of parents and affiliate members, all of whom are subject to an enhanced DBS check.
    • The committee meets regularly to discuss and agree the operational activities of the preschool.
    • Parents are regularly informed of upcoming committee meetings and are warmly invited to attend.
    • The committee meets annually to agree members, agree accounts and approve the actions for the coming year.
    • The pre-school is a registered charity and operates on a not-for-profit basis.

    Staff recruitment (Please refer to our Staff Recruitment Policy for more details)

    • Where necessary all posts are advertised and all applicants are considered on merit, regardless of colour, race, gender or disabilities.
    • The applicant that best meets the criteria will be offered the post subject to references and checks by the Disclosure and Barring Service.
    • We will monitor our recruitment & applications process to ensure it is fair and accessible.

    Staff training and ongoing support

    • We arrange training opportunities for staff to enable them to develop their skills and practise which will in turn enable the children to flourish.
    • We will review our practise to ensure all staff are implementing our equality, diversity and inclusion policy.
    • Staff attend team meetings and will be provided with one to one support throughout the year.
    • All staff attendance is monitored and recorded daily.

    Student Placements

    • As part of our commitment to equality, we may offer placements to students undertaking Early Years qualifications and training. We may also offer placements for school pupils on work experience.
    • We aim to provide for students on placements with us experiences that contribute to the successful completion of their studies and that provide examples of quality practice in an Early Years setting.
    • All students will complete our induction process which includes becoming fully familiar with staff roles and responsibilities and our policies and procedures.
    • At all times students will be accompanied by assigned member of staff and will not have unsupervised access to the children.

    Our Curriculum
    The Curriculum offered at Kaleidoscope is drawn from the Early Years Foundation Stage and encourages the children to develop positive attitudes to people who might be different from we, to empathise with and think about the needs of others.

    Our learning environment will do this by;

    • Ensuring the children feel valued and confident in who they are as individuals.
    • Encouraging children to make friendships with others in the group and share their learning experiences.
    • Helping the children to understand that discriminatory remarks or behaviour affect others around us and are unacceptable at pre-school.
    • Ensuring the learning resources are tailored to the children’s needs and interests through our child led planning system.
    • Ensuring the children have equal access to learning with an environment that is inclusive of children with Special Educational Needs and Disabilities.
    • Avoiding stereotyping when selecting activities.
    • Reflecting the widest possible range of different communities in the choice of resources we use.
    • Encouraging the children to become familiar with a range of cultures, festivals, clothes and foods from different countries around the world.
    • To share with the children different languages from around the world, to offer opportunities to listen to stories and music in different tongues or see languages in written form when appropriate.
    • Ensuring that children with English as an additional language (EAL) have full access to the learning environment and are supported in their learning development.

    Valuing diversity in families
    We welcome the diversity of family lifestyles and work with all families

    We encourage children to contribute to stories of their everyday life in the setting

    Kaleidoscope send home ”what have I been doing at home” slips to allow parental involvement in the learning whilst at home and to share with the other children

    We encourage mothers, fathers and other carers to take part in the life of the setting and to contribute fully

    For families who speak languages in addition to English, we will develop means to ensure their full inclusion

    We offer a flexible payment system for families of differing means and offer information regarding sources of financial support

    We take positive action to encourage disadvantaged and under -represented groups to use the setting

    Food
    We work in partnership with parents to ensure that dietary requirements of children that arise from their medical, religious or cultural needs are met.

    We help children to learn about a range of food and cultural approaches to our snack times and eating and to respect the differences among them.

    We encourage the children to talk about their snack time and packed lunch time to explore each other’s foods and tastes.

    Meetings
    Meetings are arranged between Managers, Keyworkers and children to ensure that all families who wish to may be involved in the running of the setting, especially those fathers or mothers that do not live with the child.

    Information about meetings is communicated in a variety of ways at Kaleidoscope, written, SMS verbal and in translation where required.

    Monitoring and Reviewing of Policies & Procedures
    So that our policies and procedures remain effective we monitor and review them at regular intervals at our Committee meetings as well as annually. We monitor and review to ensure our strategies meet the overall aims to promote equality, inclusion and to value diversity.

    Our complaints procedure is in line with Acas Code of Practice, we keep a log of our written Complaints – for more information on this please refer to our Complaints Policy.

    • The term ‘looked after child ‘denotes a child’s current legal status and may include a child that has either been taken into care by the local authority or have been accommodated by the local authority (a voluntary care arrangement). Most ‘looked after children’ will be living in foster homes but a smaller number may be in a children’s home, living with a relative or even placed back home with their natural parent(s).

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 30/01/26

    To be reviewed on: 30/01/27

23. 23. Complaints Policy

    Kaleidoscope prides itself in the quality of its work and aims to offer the highest standards of service in all areas. Complaints about any aspect of Kaleidoscope will be taken seriously and processed according to agreed procedures. Kaleidoscope’s staff are fully supported by our Committee board and work closely to continually improving its services. Any feedback is used to develop our future. As a team we anticipate that issues will be resolved quickly and relationships with parent/carers are always maintained throughout any stages of Kaleidoscope’s Complaint Policy.

    Stage 1
    Any parent/carer/third party who has a concern about an aspect of the setting provision in the first instance should talk over his/her concerns with the relevant staff member/volunteer. It is recorded of how the complaint was addressed, dealt with and resolved.

    Most complaints should be resolved amicably and informally at this stage.

    If the complaint cannot be resolved satisfactorily then the parent /carer is to move to Stage 2 of Kaleidoscopes Complaints Policy

    Stage 2
    If the complainant is not happy with the staff member’s/volunteer’s response or they wish to complain about the staff member or other staff, they will be directed to the Manager.

    A discussion to resolve the complaint will be held with the parent/carer and Manager.

    This will be recorded and kept on file.

    The Manager will investigate the complaint with the Committee support where required and provide time to feedback to the parent within 28 days. A written report of the investigation is kept on file and the matter is concluded.

    Stage 3
    If the complainant is still not satisfied, or if the complaint is about any of the Management team*, they are asked to forward their complaint verbally or in writing to the person who line manages the setting which is the Chair of the Committee

    The Setting Manager/Chair completes a record of the investigation.

    A written response is sent to parent /carer to advise that investigations are being carried out whilst a response and outcome is concluded upon Committee discussion.

    Once an outcome is formed this will be produced to the parent/carer with an arranged meeting with the Setting Manger and Committee. The parent/carer will then be informed on the actions that will be taken and any amendments to Kaleidoscopes Policies & Procedures as a result of the investigation. The matter is then concluded.

    If the matter cannot be concluded by form of agreement by all parties, then parent /carer moves to Stage 4 of Kaleidoscopes Complaint Policy see: External Mediator

    The Setting Manager will judge if it is best for all parties to meet or if individual meetings are more appropriate.

    Stage 4
    If the parent is not satisfied with the outcome of the investigation, he or she can request a meeting with the Setting’s Manager and the Chair of the Committee.

    The Setting Manager shall determine if the whole Committee is required to be present; the parent/carer can also have a partner/friend present to witness the meeting.

    An agreed written record of the discussion is made as well as any decision or action to take as a result. All the parties present at the meeting should sign the record and receive a copy of it.

    This signed record signifies that the procedure has concluded. When the complaint is resolved at this stage, the summarised points are logged in the Complaints Summary Record Book.

    Mediator If at the Stage 3 meeting the parent and setting cannot reach agreement, a mediator is invited to help to settle the complaint. This person should be acceptable to both parties, listen to both sides and offer advice. A mediator has no legal powers but can help to define the problem, review the action so far and suggest further ways in which it might be resolved.

    The mediator shall keep all matters confidential in accordance with Kaleidoscopes Confidentiality Policy and sign Kaleidoscope’s Non-Disclosure Document.

    Stage 5
    When the mediator has concluded his/her investigations, a final meeting between the parent, the Setting Manager and the Chair of the Committee is held. The purpose of this meeting is to reach a decision on the action to be taken to deal with the complaint. The mediator’s advice is used to reach this conclusion. The mediator is present at the meeting if all parties think this will help a decision to be reached.

    A record of this meeting, including the decision on the action to be taken, is made. Everyone presents at the meeting signs the record and receives a copy of it. This signed record signifies that the procedure has concluded.

    If the Setting Manager has good reason to believe that the situation has child protection implications then Social Services will be contacted in accordance with our Safeguarding Children Policy (Section 5) if any party involved in the complaint has good reason to believe that a criminal offence has been committed then the police will be contacted.

    Committee
    Should the nature of the complaint by the parent /carer be about anyone on the Committee Board, the Committee board will determine which trustee shall deal with the case and take ownership of the investigation alongside Management? All stages of this complaint procedure apply to Committee board complaints and parent/carer shall begin the procedure at Stage 1 in accordance with Kaleidoscopes Complaint Policy.

     

     

    Documentation
    Should the complaint not be resolved at Stage 1 and moves to Stage 2 /3 then record of the complaint is kept for at least three years; including the date, the circumstances of the complaint and how the complaint was managed. The outcome of all complaints is recorded in our Complaints Summary Record Book, which is available for parents and Ofsted inspectors to view on request.

    Kaleidoscope make the relevant recordings in their Alliance Publication Complaints Summary Record Book

    Issued by Preschool Learning Alliance

    www.pre-school.org.uk/information-and-advice

    The role of the Office for Standards in Education, Early Years Directorate (Ofsted) and the Local Safeguarding Children Board

    Parents may approach Ofsted directly at any stage of this complaint’s procedure. In addition, where there seems to be a possible breach of the setting’s registration requirements, it is essential to involve Ofsted as the registering and inspection body with a duty to ensure the Welfare Requirements of the EYFS are adhered to. The number to call Ofsted about a complaint is: 0300 123 1231 these details are displayed on our setting’s notice board.

    *Management Team:

    • Setting Manager – Lauren Standing
    • Deputy Manager – Karen Edwards
    • Team Leader Supervisor – Becky Francois

    Habitual or vexatious complaints concerning Kaleidoscope Pre-school

    Introduction
    This policy identifies situations where complaints might be “habitual or vexatious” and ways of responding to these situations.

    In this policy the term habitual means “done repeatedly or as a habit”. The term vexatious is recognised in the dictionary of law and means “an action brought for the purpose of annoying […] and with no reasonable prospect of successes. This policy is intended to assist in identifying and managing persons who seek to be disruptive through pursuing an unreasonable course of conduct.

    Habitual or vexatious complaints can be a problem for staff members. The difficulty in handling such complaints is that they are time consuming and wasteful of resources in terms of staff time and use scarce human resources that could otherwise be spent on greater Pre-school priorities. Whilst the Management team and committee Chair will endeavour to process all complaints against Kaleidoscope in accordance with its Complaints Policy, there might be occasions when there is nothing further which can reasonably be done to assist or to rectify a real or perceived problem.

     

    Habitual or Vexatious Complaints
    For the purpose of this policy, the following definition of habitual or vexatious complaints will be used:

    1. The repeated and/or obsessive pursuit of:
    2. Unreasonable complaints and/or unrealistic outcomes; and/or
    3. Reasonable complaints in an unreasonable manner
    4. Prior to considering its implementation, the Committee Chair (unless he or she is the subject of the complaint) will send a copy of this policy to the complainant to give them prior notification of its possible notification.
    5. Where complaints continue and have been identified as habitual or vexatious in accordance with the criteria set out in schedule A, the Setting Manager will consult with the Committee Chair to seek agreement to treat the complaint as habitual or vexatious and for an appropriate course of action to be taken. Schedule B details the options available for dealing with habitual or vexatious complaints.
    6. The Setting Manager will notify complainants in writing of the reasons why their complaint has been treated as habitual or vexatious and the action that will be taken. The Setting Manager will also notify the Chair of the committee, that a complainant has been designated as a habitual or vexatious complainant.
    7. Once a complainant has been determined as a habitual or vexatious, their status will be kept under review after one year and monitored by the Setting Manager with reports being taken to the Committee as required. If a complainant subsequently demonstrates a more reasonable approach, then their status will be reviewed.

    Schedule A – Criteria for determining habitual or vexatious complaints

    Complaints (and/or anyone acting on their behalf) may be deemed to be habitual or vexatious where previous or current contact with them shows that they meet one of the following criteria:

    Where complainants:

    1. Refuse to detail the specific nature of a complaint despite requests to do so by the setting in accordance with its Complaints Policy.
    2. Persist in pursuing a complaint where the procedure for handling complaints has been fully and properly implemented and exhausted.
    3. Persistently change the substance of a complaint or frequently raise new issues or seek to prolong contact by frequently raising further concerns or questions whilst the complaint is being addressed. (Care must be taken however not to disregard new issues which are significantly different from the original complaint as they need to be addressed as a separate complaint).
    4. Are repeatedly unwilling to accept documented evidence given as being factual or deny receipt of an adequate response despite correspondence answering their questions or do not accept that facts can sometimes be difficult to verify after a long period of time has elapsed.
    5. Repeatedly do not clearly identify the precise issues which they wish to complain about despite reasonable efforts to help them specify their concerns and /or where the concerns identified do not fall within the remit of the Setting or its staff members
    6. Regularly focus on a trivial matter to an extent which is out of proportion to its significance and continue to focus on this point. It is recognised that determining what a trivial matter is can be subjective and careful judgement will be used in applying this criterion
    7. Has threatened or used physical violence towards employees at any time. This will itself cause personal contact with the complainant and/or their representative to be discontinued and the complaint will, therefore, only be continued via written communication. The Chair will determine that any complainant who threatens or uses actual physical violence towards employees will be regarded as a vexatious complainant. The complainant will be informed of this in writing together with notification of how future contact with the complainant will be conducted.
    8. Have in the course of addressing a complaint to the Setting Manager had an excessive number of contacts with the Setting Manager or staff members, placing unreasonable demands on them. A contact may be made in person by telephone, letter, email or fax. Judgement will be used to determine excessive contact considering a specific circumstance of each individual case.
    9. Have harassed, been verbally abusive or discourteous on more than one occasion towards staff members dealing with correspondence and complaints. The Setting Manager and staff members recognise that complainants may sometimes act out of character in times of stress, anxiety or distress and will make reasonable allowances for this. Some complainants may have a mental health disability and there is a need to be sensitive in circumstances of that kind.
    10. Are known to have recorded meetings or face to face/telephone conversations without prior knowledge and consent by the parties involved.
    11. Make unreasonable demands on the Setting Manager and/or staff members and fail to accept these may be unreasonable, for example insist on an action being taken by the Setting which falls outside it remit.
    12. Make unreasonable complaints which impose a significant burden on the human resources of the Setting and where the complaint:
    13. Clearly does not have any serious purpose or value; or
    14. Is designed to cause disruption or annoyance; or
    15. Has the effect of harassing the Setting Manager or staff members; or
    16. Can otherwise fairly be characterised as obsessive or manifestly unreasonable.
    17. Make repetitive complaints and allegations which ignore the replies which the Setting Manager or staff members have supplied in previous correspondence.

    Schedule B – Options for dealing with habitual or vexatious complainants

    The options below can be used singularly or in combination depending on the circumstances of the case and whether the complaint is ongoing or completed.

    1. Letting the complainant know that the Setting will not reply to or acknowledge any further contact from them on a specific topic of a complaint (having correctly exhausted the Setting’s Complaints Policy procedure). In future a designated member of the Committee will be identified who will read any further correspondence.
    2. A letter to the complainant setting out the responsibilities for the parties involved if the Committee is going to assess the complaint. If terms are contravened, consideration will then be given to implementing other action as indicated below.
    3. Decline any contact with the complainant, either in person, by telephone, by fax, by letter, by email or any combination of these provided that one for of contact is maintained. This may also mean that only one named Committee member will be nominated to maintain contact and the complainant is notified of this person.
    4. Notify the complainant in writing that the Chair of the committee has responded appropriately to the points raised and has tried to resolve the complaint but there is nothing more to add and that continuing contact on the matter will serve no useful purpose. The complainant will also be notified that the correspondence is at an end, advising the complainant that they are being treated as a habitual or vexatious complainant and as such the Committee does not intend to engage in further correspondence dealing with the complaint.

    PERSISTENT COMPLAINANTS:

    It is for Kaleidoscope Committee to determine who will make the decision to apply the Persistent Complainants Procedure. The Committee will expect Kaleidoscope to make reasonable efforts to address the complainant’s series of complaints and will require Kaleidoscope Management team or Committee to write back to the complainant to give a clear statement of the preschool’s position in relation to the series of complaints and the options open to the complainant.

    Prior to considering its implementation a member of the Kaleidoscope Management (and or) Committee will send a copy of this policy to the complainant to give them prior notification.

    Where the Complaint has gone through the formal Complaint Procedure or the individual has chosen to escalate matters immediately and avoided Kaleidoscopes Complaint steps.

    Where the Complainant has made repeated contact with the Kaleidoscope but is not engaging with formal process the decision will be made by the Setting Manager & Office Manager and two members of the Committee. It is recommended that one of these should be a parent governor.

    In making the decision to apply the Persistent Complainants Procedure the following will be considered and applied.

    The answers to Section A will be ‘YES’ in each case, with evidence provided to support the statements.

    The case is strengthened if there is evidence to agree with one or more of the statements in Section B

    Section A

    The school has taken every reasonable step to address the complainant’s needs. Yes/ No

    The complainant has been given a clear statement of the school’s position and their options (if any). Yes/No

    The complainant is contacting the school repeatedly but making substantially the same points each time. Yes/No

    Section B

    One or more of the following statements can also be evidenced.

    The school has reason to believe the individual is contacting them with the intention of causing disruption or inconvenience. (Evidence could include statements for example, in writing, email, text or by telephone call) Yes/No

    The communications are often or always abusive or aggressive. This includes written and verbal communications. Yes/No

    The complainant makes insulting personal comments about, or threats towards staff. Yes/No

    This policy was adopted by Kaleidoscope Committee on: 09/04/19

    This policy was last updated on: 30/01/26

    To be reviewed on: 30/01/27

     

24. 24. Oral Health Policy

    The setting provides care for children and promotes health through promoting oral health and hygiene, encouraging healthy eating, healthy snacks and tooth brushing.

    • Fresh drinking water is available at all times and easily accessible.
    • Sugary drinks are not served
    • Only water and milk are served with morning snacks.
    • Children are mostly offered healthy nutritious snacks with no added sugar.
    • Staff follow the Infant & Toddler Forum’s Ten Steps for Healthy Toddlers.
    • Dentist role play and other oral health activities are used to normalise trips to see the dentist and keeping our teeth healthy.
    • The setting co-ordinates with local oral health and ensure procedures are reviewed regularly, additional guidance from the local team may be added to this procedure.

    Pacifiers/dummies

    • Parents are advised to stop using dummies/pacifiers once their child is 12 months old.
    • Dummies that are damaged are disposed of and parents are told that this has happened.

    Further guidance
    Infant & Toddler Forum: Ten Steps for Healthy Toddlers www.infantandtoddlerforum.org/toddlers-to-preschool/healthy-eating/ten-steps-for-healthy-toddlers/

    This policy was adopted by Kaleidoscope Committee on: 22/11/21
    This policy was last updated on: 20/05/24
    To be reviewed on: 30/01/27

     

     

25. 25. Whistleblowing Policy

     

    Kaleidoscope preschool is committed to maintaining the highest possible standards of transparency, reflective practice and accountability. We expect our staff, committee members and families who have a serious concern to come forward to voice their concerns.

    Whistle blowing encourages and enables staff, committee members and families to raise serious concerns with us at Kaleidoscope rather than overlooking a problem or ‘blowing the whistle’ outside of the setting environment.

    Staff members are often the first to realise that there is something seriously wrong with a colleague or an aspect of the setting. However they may feel anxious to express their concerns as this feel this could be seen as being disloyal to their colleagues or the setting. They may also fear harassment or victimisation, this could lead to the problem being ignored rather than to report the suspicion of malpractice.

    This policy is designed to encourage staff, committee members, colleagues, and others to report suspected or actual occurrence(s) of illegal, unethical or inappropriate events, behaviours or practices without retribution. It is understood that most cases will proceed on a confidential basis.

    Procedure

    At the earliest opportunity the whistleblower should promptly report the suspected or actual event to the Designated safeguarding lead, or if they are not available the manager or committee chair. If the concern is regarding the manager, this should be raised with the committee chair who may refer to LADO. Such concerns should always be logged with Ofsted.

    All concerns will be written down and recorded as soon possible ensuring complete accuracy.

    This policy was adopted by Kaleidoscope Committee on: 15/11/21
    This policy was last updated on: 15/11/21
    To be reviewed on: 30/01/27

26. Health and safety Policy

Kaleidoscope Health and Safety Officer; Mrs Jennifer Harper – 01798 343204

Policy statement

At Kaleidoscope we believe the health and safety of our staff, volunteers, children and their families is of paramount importance. We aim to make our staff, volunteers, children and their families aware of health and safety issues and to minimize the hazards and risks to enable everyone to thrive in a healthy and safe environment.

• We will seek information from and ensure the Health and Safety Law, and Health Protection Agency posters are kept up to date and clearly displayed.
• We will ensure the relevant public liability and employers liability insurance is in place and documents are clearly displayed.
• We will ensure when appropriate, accidents and ill health at work will be reported under RIDDOR, Reporting of Injuries, Diseases and Dangerous Occurrences Regulations. Tel 0345 3009923.
• We will consult with our employees on matters affecting their health and safety, and ensure they are competent to fulfil their job role and have adequate training to prevent accidents and cases of work-related ill health.

Risk Assessment

No-smoking Policy

 At Kaleidoscope Pre-school we comply with health and safety and the Safeguarding and Welfare requirements of the Early Years Foundation Stage in making our setting a no-smoking environment – both indoors and outdoors. This includes all E-cigarettes and vaping devices.

• All staff, parents and volunteers are made aware of our No-smoking Policy.
• We display no-smoking signs.
• Staff and volunteers who smoke do not do so during working hours, unless on an authorised break and off the premises and make every effort to reduce the effect of the odour and lingering effects of passive smoking for children and colleagues.

Kitchen Hygiene Policy

Kaleidoscope Pre-school is registered with the Environmental Health Department and will adhere to their requirements and to the routines below when preparing food or using the kitchen. Please also see allergies contained in our ‘Health Policy’.

• Staff will follow the guidelines of Safer Food, Better Business, this will include daily opening and closing checks.
• All relevant staff will receive food hygiene training.
• Always wash hands before handling food in designated hand washing facility and disposable paper towels should be used to dry hands.
• Check utensils are cleaned regularly and surfaces are regularly cleaned with an anti-bacterial spray.
• All foods are stored at the correct temperature and in suitable containers, best before and use by dates checked regularly, disposing of any out of date food.
• Keep cooked and raw food separate at all times.
• Cloths, tea towels and hand towels are changed/ washed regularly and ‘dirty cleaning’ and ‘washing up’ cloths are kept separate at all times.
• Food waste is disposed of and kitchen bin is emptied daily. This is cleaned regularly and always kept away from food.

Food and Drink Nutrition Policy

At Kaleidoscope Pre-school we regard cooking activities, snack and meal times an important part of routines. Eating and cooking represent a social time for children and adults and helps children to learn about healthy eating and developing their independence through making choices. At cooking, snack and meal times, we aim to provide nutritious food, which meets the children’s individual dietary needs (please see our Allergy and Dietary Policy).

• On registering a child, parents/carers are asked to state any dietary or allergy needs or cultural and religious preferences on the registration form and update us of any changes when necessary.
• Such information will be clearly displayed so all staff and volunteers are fully informed.
• Implement systems to ensure that children receive only food and drink that is consistent with their dietary/allergy needs and their parents’ wishes.
• Display snack menus for parents to view.
• Children are provided with age and development appropriate utensils.
• Fresh drinking water is constantly available for the children to access independently and this information is shared with them regularly.
• Children’s lunch boxes will be stored in a cool place and the food served within four hours, in warm conditions parents are advised to ensure the lunch boxes contain an ice pack to keep the food cool.
• When appropriate parents are provided with local government information on providing healthy lunch boxes.
• Staff will be present at snack and meal times to encourage independence and social interaction.
• Throughout cooking activities, snack and meal times staff will encourage the children’s understanding of health and self-care routines such as washing hands after toileting and nose blowing and before coming into contact with food.
• Only water and milk will be provided by Kaleidoscope
• We follow the guidance (traffic light) from the EYFS 2025 when providing snacks.

Fire and emergency evacuation procedure

This procedure is clearly displayed in the premises, it is explained to all members of staff, volunteers and parents and practised regularly. Drills and checks are recorded with the date and time of the drill, how long it took, any problems, comments or further action required. Should the fire alarm fail or in the event of an emergency evacuation, we will blow the whistle situated on the kitchen notice board on detection of the incident.

In the event of a real fire or emergency evacuation

A senior member of staff will oversee and orchestrate the following:

• Designate a member of staff to collect the register, setting phone, child Emergency Contact information and visitors book.
• Assign a member of staff to check the kitchen area.
• Assign a member of staff to check toilets and storage room.
• Designate a member of staff to gather and guide the children to an emergency exit.
• Lead children, staff and visitors outside to the emergency evacuation point situated on the community building site or if necessary to the Lucking Brothers Offices.
• Telephone the emergency services.
• Take the child and staff register and check the visitor’s book.
• Contact parents/carers.

Fire and emergency evacuation drill

Rehearsing the above procedure every half term benefits both staff and children preparing them for such an event.

The above Fire and emergency evacuation procedure will be followed and any actions will be demonstrated to the children.

Each drill will be recorded and this record will contain; the date and time of the drill, how long it took, any problems and comments or further action required.

• We will familiarise the children with the sound of the alarm/whistle and discuss what is going to happen explaining that there is not a real fire or emergency but that this is what would happen to make sure everyone is kept safe.
• We will ensure this is shared with the children in an age/developmentally appropriate way so they understand they are expected to listen to the instructions given and participate in a sensible manner.
• The drill procedure will be carried out in a swift but calm and reassuring manner not causing panic or alarm.

P.A.T Testing our Equipment

With a comprehensive P.A.T Testing management scheme in place, Kaleidoscope achieves the following:

• Compliance with the Provision and Use of Work Equipment Regulations
• Compliance with The Electricity at Work Regulations
• Compliance with HSE requirements and ISO standards
• Compliance with your insurance company requirements
• Compliance with your fire risk assessing
• Reduction of the risk of fire or injury

Kaleidoscopes electrical equipment shall be regularly P.A.T tested and the above label shall be presented on all legally certified electronic devices and equipment within the setting. This label presents the date it was assessed, the person who assessed it and the next review assessment date.

Any equipment that does not successfully pass a P.A.T test shall not be in use and shall look to be destroyed in accordance with the reasoning provided by the registered P.A.T tester.

This policy was adopted by Kaleidoscope Committee on: 09/04/19

This policy was last updated on: 13/01/26

To be reviewed on: 30/01/27

27. 27. Maternity Policy

    This document sets out the provision for maternity leave and pay, and associated procedures. The document sets out a woman’s statutory entitlements to maternity leave and pay. Should the statutory entitlements be amended, the regulations currently in force will be applied.

    Notification

    It is the responsibility of the employee to advise the Setting Manager / Chairperson as soon as possible after confirmation, that she is pregnant, in order that arrangements can be made to ensure that her work will have no adverse effect on either her, her unborn child or baby. (Refer to Statutory notification requirements in section 5). As soon as reasonably practicable after the Setting Manager / Chairperson is aware of an employee’s pregnancy he/she must advise the Committee so that the necessary action can be taken.

    Health and Safety

    A risk assessment must be completed on all pregnant workers, workers who have recently given birth and workers who are breast feeding. The Setting Manager should ensure there is a Risk Assessment in place. The Pre-school must ensure that the work will not involve a risk (as far as reasonably practicable) to the health and safety of a new or expectant mother or her baby from any processes or working condition, or physical, biological or chemical agents. These include shocks, vibrations, noise, mental and physical fatigue, exposure to chemical agents and extremes of cold and heat.

    Every effort should be made to reach agreement between the Setting Manager and employee on the outcome of the risk assessment. Should a significant risk be identified, then the Setting Manager should try to remove the hazard and prevent exposure to the risk, such as providing aids to help with manual handling duties. Should the risk still be thought to be significant then the Setting Manager must contact the Committee Chairperson to discuss a range of options available, including:

    • Temporarily adjust the employee’s working conditions and/or hours of work.
    • Offer her suitable alternative work if any is available, such as administration or clerical work, on terms and conditions no less favourable than her normal ones.
    • As a last resort, suspend her from work for as long as necessary to protect her safety and that of her child ensuring a letter is issued to explain why.

    Should a situation arise when a pre-school child or sibling poses a potential health risk the Committee Chairperson , Setting Manager and the pregnant member of staff will assess the situation on a case by case basis. If it is agreed that a risk is present, then paid time off will be given until the risk is deemed passed.

    Statutory Maternity Leave

    Any woman, regardless of length of service or hours of work, is entitled to a minimum of 26 weeks ordinary maternity leave. A woman with at least 26 weeks continuous service by the 15th week before their expected week of childbirth (EWC) will be entitled take additional maternity leave immediately after ordinary leave of up to a further 26 weeks (bringing the total leave allowance up to 52 weeks). The employee must notify the Pre-School committee of her intention to take maternity leave by the 15th week before her EWC (or as soon as is reasonably practicable). She must tell us:

    • that she is pregnant
    • the expected week of childbirth
    • provide in writing when she wishes to start her maternity leave (refer to points below) The notified date of the start of maternity leave may be amended provided the Pre-School is given at least 8 weeks notice of the change (or as soon as is reasonably practicable).

    Maternity leave cannot begin before the 11th week before the expected week of childbirth and will start automatically if the employee is absent from work wholly or partly due to the pregnancy after the beginning of the 4th week before the expected week of childbirth.

    The Pre School will confirm in writing, within 28 days of notification of the pregnancy, the employee’s maternity pay and leave entitlement and the expected date of return to work if the full entitlement to leave is taken. The Pre-School will assume that the full leave entitlement will be taken unless notified otherwise.

    An employee has the right to return to work at any time before the end of the total period of maternity leave (subject to 2 weeks compulsory leave after the birth). If she wishes to return before the end of the period of either ordinary or additional maternity leave she is required to give the Pre-School 8 weeks notice before the return date.

    Childbirth is the birth of a child, or a stillbirth from the 25th week of pregnancy. In such circumstances, these Maternity Procedures would apply. A miscarriage earlier than 25 weeks would be treated as sickness absence.

    Pay during Statutory Maternity Leave

    A pregnant woman will normally qualify for 39 weeks statutory maternity pay (SMP) provided that she:

    • Has been continuously employed by the Pre-School for at least 26 weeks continuing into the 15th week before the baby is due (the “qualifying week”);
    • Has an average weekly earnings of not less than the lower earnings limit for National Insurance contributions;
    • Is still pregnant at the beginning of the 11th week before the expected week of childbirth, or has had the baby by that time;
    • Has provided medical evidence of the date the baby is due at least 21 days before the maternity absence is due to start, by sending in her ‘Mat B1’certificate. The maternity pay period can start any time from the 11th week before the expected week of childbirth and will last for a period of 39 weeks. SMP consists of 9/10ths of earnings for the first 6 weeks of maternity leave, followed by the current standard rate of SMP for the remaining 33 weeks or 90%of earnings for the full 39 weeks if this is less than the current standard rate of SMP.

     

    Maternity Allowance

    If the employee is not entitled to SMP because her average weekly earnings are below the lower earnings limit, she may be entitled to maternity allowance, which is paid by the Department of Work and Pensions.

    Maternity Leave, Sickness Absence and Annual Leave

    Maternity leave will not be treated as sickness absence and will not, therefore, be taken into account for the calculation of the period of entitlement to sick pay during absence. If an employee is absent due to a pregnancy-related illness from the 4th week before the expected week of childbirth, she will be transferred onto statutory maternity leave and will not be entitled to receive sick-pay/SSP. However, if sickness during pregnancy is not related to the pregnancy itself, an employee will be entitled to receive sick pay/SSP, unless the maternity pay period has already started. If an employee is unfit to return to work on the expected date of her return from maternity leave, she will be deemed to have returned if a medical certificate is submitted, and the provisions of the sick pay scheme shall then apply. The period of both paid and unpaid maternity leave, up to a maximum of 52 weeks in total, shall be regarded as service for the purpose of calculating entitlement to leave and shall not affect the annual leave entitlement in the leave year(s) in which the

    maternity leave falls.

    Return to Work

    An employee returning to work after either ordinary or additional maternity leave does not need to give notice of her return unless she wishes to return early. The Pre-School will assume that the full leave entitlement will be taken unless notified otherwise, and will expect the employee to return to work on the expected return date, as notified to the employee. If an employee wishes to return before the end of the period of either ordinary or additional maternity leave she is required to give the Pre-School 28 days notice before the return date. Nothing in these Maternity Leave Regulations shall confer on an employee any right to return to work for a period extending beyond the expiry of a fixed-term contract of employment. In these circumstances the employee will be consulted about the renewal or non-renewal of her contract.

    Ante-Natal Care

    Every pregnant employee is entitled to ante-natal care, irrespective of whether or not she qualifies for any other statutory or contractual maternity benefits. Any pregnant employee who, on the advice of a doctor, a registered midwife or a registered health advisor, has made an appointment for ante-natal care has the right not to be unreasonably refused paid time off work, provided:

    • She asks her Setting Manager / Committee Chairperson for time off work to keep each appointment.
    • She produces a certificate of pregnancy and an appointment card/other document confirming that the appointment has been made (except for the first appointment).

    Contract of Employment

    During the 26 weeks of ordinary maternity leave, all contractual benefits, including the right to return to work after the childbirth, but except for remuneration, will be maintained. During the period of additional maternity leave the contract of employment continues and the employee is entitled to the benefit of the Pre-School implied obligation to her of trust and confidence, and she is bound by her implied obligation to the Pre-School of good faith. Pregnant employees will be sent a letter setting out their rights, important dates, etc., and reminded of what they need to do at the appropriate time. These procedures are designed to set out an employee’s statutory and contractual rights, and to try and ensure that the employee understands what her obligations are.

    However, it should be noted that the Pre-School is entitled, at its discretion, to invoke the disciplinary procedure currently in force if an employee fails without good reason to give the required notice, or to return to work on the expected date.

    The Setting Manager and Chairperson are responsible for monitoring and evaluating the policy.

    Reviewing the Maternity Policy:  The Chairperson is responsible for overseeing the annual review.

    This policy was adopted by Kaleidoscope Committee on: 12/12/21

    This policy was last updated on: 12/12/21

    To be reviewed on: 30/01/27

     

     

28. 28. SEND Information Report

    As an early years provider Kaleidoscope Pre-school has a responsibility to ensure that children receive care that enables them to achieve the best possible educational and other outcomes, and become confident young people able to communicate their views ready for their transition to compulsory education. As a setting we have regard to the ordinarily available inclusive practice and have arrangements in place to support children with SEN or disabilities. The following questions and answers outline how we meet those requirements. In order to avoid repeating the same information across the various questions we would suggest reading this document as a whole.

    How does the early years setting know if children need extra help and what should I do if I think my child may have special educational needs or disabilities?

    At Kaleidoscope we will welcome all children, including those who have already been recognised as needing Special Education Needs and Disabilities (SEND) support and we will give each child care and support educationally, emotionally and physically to ensure the best possible outcomes for them. This is outlined in our Inclusion policy. We have a dedicated Special Educational Needs Co-ordinator (SENCO) who is responsible for co-ordinating SEND provision for the setting.

    At Kaleidoscope we operate within the framework of the Early Years Foundation Stage (EYFS) that supports children’s development from birth to the end of the reception year in primary school. The EYFS is made up of seven areas of learning and development. We have a strong embedded system of planning and child monitoring that supports the areas of learning within the EYFS and the learning styles of each individual child. All staff are trained and experienced in observing, assessing and planning next steps for children and each child has a learning journal where goals and achievements are recorded. At the end of a settling in period we undertake a progress check for all children. For those children aged two to three we focus on communication and language, physical development and personal, social and emotional development. For those who start after their third birthday we look at all areas of the EYFS. This monitoring and assessment continues throughout your child’s time at Kaleidoscope in line with the EYFS framework. Should your child, at any time, be working outside of age appropriate expectations we will first share our observations with you. A joint decision between you, your child’s Keyperson and the SENCO will then be made on what action will be needed to further support your child’s development. The first point of contact to raise any concerns you may have is with your child’s Keyperson. If appropriate we may seek advice and support from other Early Years professionals.

    How will early years setting staff support my child?

    Each child is allocated a Keyperson and their details are shared with you as part of our welcome information before your child starts. This Keyperson will work directly with you to settle your child in the first few weeks. In order to maintain a safe and secure relationship the Keyperson, where possible, will remain with your family throughout your time at Kaleidoscope. The child’s Keyperson is responsible for maintaining your children’s learning journals with assessments, observations, photographs and developmental targets. Within the setting the staff team has undergone training in SEND responsibilities and there is a dedicated Special Educational Needs Co-ordinator (SENCO) who ensures that staff understand their responsibilities, offers advice, engages with parents and liaises with professionals beyond the setting. Should it be appropriate then the specific needs of an individual child may be shared with other staff members at a staff meeting to ensure that the best care is provided across the setting.

    How will the curriculum be matched to my child’s needs?

    Kaleidoscope Pre-school operates within the framework of the EYFS. During the settling in period the Keyperson will begin to understand the individual child’s learning style and preferences and will start to make observations about the child in line with the framework of the EYFS. As a setting we endorse child led play throughout our free-flow indoor and outdoor space. We encourage self-selection of activities but also facilitate group and adult led activities to support development. Through individual child monitoring undertaken by the Keyperson, group monitoring and staff feedback meetings individual topics, experiences and activities can be planned to support each individual child’s interests and needs.

    How will both you and I know how my child is doing and how will you help me to support my child’s learning?

    Learning booklets for each child are maintained by their Keyperson. Each half term you have the opportunity to meet with your Keyperson at a focus meeting to share the observations and assessments made at pre-school and agreed planned next steps for your child for the coming term. This is also a good opportunity for you to discuss home life and achievements being made at home. Your child’s Keyperson and you can then agree the next steps for the coming half term and how we can work in partnership to support your child’s development.

    What support will there be for my child’s overall wellbeing?

    The pre-school operates the Keyperson system to ensure that children can learn and develop in a safe and secure environment. A low turnover of staff ensures a consistency of care throughout a child’s time at the pre-school. We undertake and review risk assessments on a regular basis and equipment and facilities are assessed daily to ensure safeguarding of the children. All staff have undergone paediatric first aid training and hold a current certificate. We have a procedure for the administration of short term and long term prescribed medication and will implement a medical care plan when necessary. Any first aid treatment or medication given is recorded and information shared with parents at the end of the session. The staff team have had direct experience of working with children with severe food or other allergies, severe eczema or skin complaints, respiratory conditions such as asthma, visual impairments and epilepsy. In all instances the pre-school works with the family and any health care professionals to ensure the best possible care for the individual child’s needs. Where a child’s behaviour becomes a concern, again the pre-school will work with the family and relevant professionals to improve the outcomes for the child.

    What specialist services and expertise are available at or accessed by the early years setting?

    At Kaleidoscope we have developed good relationships with a number of professionals such as the local Health Visitors, Speech and Language Therapists, Social Workers, our Early Years and Sensory Support team, EYA, Setting Support, EYIS, CDC and Speech and Language teams . Where, despite having taken action within the setting, a child has not made expected progress we may make contact with the appropriate professionals to refer to SEND under 5. This would be done with your knowledge and, where possible, agreement. We may also seek additional inclusion funding to support a child.

    What training have the staff, supporting children with SEND, had or are having?

    The pre-school has a dedicated SENCO who has undertaken specific training to support children with SEND requirements. In addition all staff undertake training to enhance their own development and the running of the setting. All training is evaluated and key learning outcomes are shared with all staff at team meetings. Training undertaken includes:

    General SEND Training

    Getting Parents Involved in Learning

    Inclusion – the role of the INCO/SENCO

    Send Diploma

    Specialised crafts

    Sensory Play in the Early Years

    Understanding Autism

    Learning and Development for Girls and Boys

    Behavioural Training

    Promoting positive behaviour

    Speech and Language Training

    Let’s Get Talking

    How will my child be included in activities outside the early years setting including trips?

    All parents/carers are informed of any proposed outing and consent is required for your child to take part. The activity or visit is risk assessed beforehand and assessed to ensure that all children can take part. If appropriate, parental attendance may be sought to support the children during the experience. Wherever possible the staff ratio to children will be at least two members of staff above the minimum requirements within the EYFS.

    How accessible is the early years setting environment? (Indoors and outdoors)

    The pre-school building was purpose built in 2010 and offers an environment suitable for small children with low level storage, low level tables and chairs and WCs. All furniture is moveable to allow for a flexible environment based on the needs of the children. The building has been built in line with building regulations for disabled people and has level threshold access, an automatic door, disabled toilet and a ramp to the nature garden. The large garden area is fun and exciting whilst remaining accessible with raised planting beds and a raised pond. Whilst the pre-school is yet to welcome a child requiring access for a wheelchair we are confident we could meet their needs and would actively seek to adjust the setting environment where required.

    How will the early years setting prepare and support my child to join the early years setting, transfer to a new setting/school?

    Before your child starts at the pre-school we will send out some settling in information with their Keyperson’s details, photos of the setting and details about routines. You are welcome to visit the setting beforehand and meet the available staff. We have formed a very strong relationship with the local primary school that most of the children transfer to at school age. This has been achieved through a specific, structured transition programme for all our pre-school leavers, called our pre-schoolies group. We make visits to the school with the children and have visits from the Early Years teachers to the pre-school where they have supported specific activities such as a PE session or storytelling. Through our transition programme we have also developed relationships with a number of early years teachers from other schools. Where it is not appropriate for a child to attend our pre-schoolies session we will develop an individual transition programme with those families to ensure a smooth transition to primary school that can include teacher visits and visits to the new school with the child’s Keyperson.

    How are the early years setting’s resources allocated and matched to children’s special educational needs?

    The pre-school operates wherever possible above the staff to child ratio required by the EYFS. Where additional need is identified the setting will pursue inclusion funding to enhance the learning and development experience for that child. This could be achieved through additional staff resources to provide one to one care or additional training, facilities or equipment to aid learning. The equipment and resources are offered to all children to support their individual learning goals. Activities and learning topics are planned with each child’s learning goals and interests in mind.

    How is the decision made about what type and how much support my child will receive?

    We strive to ensure strong communication links between us and the families of children within our care. This is achieved through regular meetings with parents/carers and an open door policy to allow discussions as and when required. Firstly discussions will take place between you, your child’s Keyperson and the SENCO to agree a way forward. If appropriate the pre-school will then seek the support of other relevant early years professionals to support your child. Where, despite having taken action within the setting, a child has not made expected progress we may make contact with the appropriate professionals to begin an Education, Health and Care assessment. This would be done with your knowledge and, where possible, agreement. The referrals we can do are Speech and Language, CDC, Healthy Child Programme and Integrated Front Door (IFD).

    How are parents involved in the early years setting? How can I be involved?

    The pre-school is a committee led organisation and each family is a member of the organisation. We welcome parent/carer input to the committee and hold an Annual General Meeting in the Autumn Term each year that parents/carers are encouraged to attend. Alternatively we welcome support from families who can expand the learning experiences of the children through learning visits or through helping with the nature garden or at fundraising events. Who can I contact for further information

    For more information, including all our policies and procedures please visit our website, www.kaleidoscopepreschool.org

    Alternatively please call:

    Lauren Standing – Manager on 01798 343204

    Vicky Sneller – SENCO on 01798 343204

    This SEND Information Report was adopted by Kaleidoscope Committee on: 09/04/19

    This SEND Information Report offer was last updated on: 30/01/26

    To be reviewed on: 30/01/27

     

29. 29. Sleep Policy

    Sleep and rest policy

    This policy applies to all staff working at kaleidoscope preschool. At Kaleidoscope Preschool we recognise that children can become very tired during the day and that it is necessary to provide all children with the opportunity to rest or sleep during their session should they need it.

    We believe that every child’s needs are different and this is why we aim to provide flexibility and opportunities for children to take rests and naps as they need and desire – we do not have a set sleep time and many of our children do not need a sleep during the day as we only provide childcare for children aged 2 and above.

    Rest Areas within the preschool there are quiet carpeted rest areas with soft cushions where children can go if they wish to rest and relax at any time of the day.

    Parent’s wishes – The preferences and wishes of parents are always valued and staff work closely with them to ensure each child’s individual needs are carefully met.  Some parents prefer their children to only have a short sleep, fearing that a longer sleep will infringe on their child’s night-time sleep. Any parent’s wishes will be taken into account provided that these wishes are in the child’s best interests however we will never refuse a child’s need to sleep should we feel it is in their best interests.

    Sleep Records – Records sheets are completed each day to record how long each child has slept for whilst at preschool. A staff member will check on the child’s breathing every 10 minutes and initial the form to show they have done this.

    A member of staff will always be able to see and hear any children who are sleeping and ratios remain the same.

    This policy was adopted by Kaleidoscope Committee on: 01/04/22

    This policy was last updated on: 24/02/23

    To be reviewed on: 30/01/27

30. 30. 
        Menopause Policy

    ​Kaleidoscope preschool acknowledges that transitioning through the menopause can be a difficult and stressful time and employees can experience symptoms that can impact their work life and we are committed to supporting our staff in practical and reasonable ways. This policy sets out the support that Kaleidoscope will provide when an employee is affected by the menopause or is experiencing menopause-related symptoms.

    The aims of this policy are to:

    • make line managers aware of their responsibility to understand the menopause and related issues and how they can affect employees and their work colleagues
    • educate line managers about potential symptoms of the menopause and how they can support employees in the workplace
    • raise wider awareness and understanding among employees
    • encourage employees to talk about the menopause openly and confidently
    • outline the support and reasonable adjustments that are available to employees
    • reduce menopause-related sickness absence by supporting staff to remain in work.

    Kaleidoscope recognises that employees may need additional support and adjustments in the period before, during and after the menopause and it aims to help staff according to their individual needs and circumstances. Kaleidoscope seeks to provide a work environment in which all employees are treated with respect and dignity and which protects employees’ health, safety and welfare and we therefore actively encourage our employees to discuss their menopausal symptoms and to ask for additional support and adjustments.

    It should be noted that people from the non-binary, transgender and intersex communities may also experience menopausal symptoms. Due to a variety of factors, the experience of the menopause may be different for those among these communities. Although the policy refers to women, please consider that ‘people who menstruate’ also require consideration. Experiences and perceptions of the menopause may also differ in relation to disability, age, race, religion, sexual orientation or marital/civil partnership status. It is important to recognise that for many reasons, people’s individual experiences of the menopause may differ greatly. The menopause can also affect partners and families too.

    Anyone can be affected by hormonal changes during their lives for a number of reasons, including pregnancy, fertility treatment, gender transitioning, conditions needing hormone treatment, and menopause. These can bring about symptoms which could affect a colleague at work.

    Definitions and symptoms

    The menopause is part of the natural ageing process for all women, although it can also be brought on as a result of other medical conditions or certain surgical interventions. It refers to the point in time when menstruation has ceased for twelve consecutive months, but it is best described as a “transition” rather than as a one-off event. After a woman has not had a period for a year, the time from that point is then considered to be the post-menopause, but this does not mean menopause symptoms cease. Menopause symptoms continue, on average, for four years from the last period and can continue for up to twelve years.

    The perimenopause is the period of hormonal change leading up to the menopause and it can often last four to five years, although for some women it may continue for many more years or for others it may last only for a few months. During the time of the perimenopause, individuals may begin to experience symptoms due to changes in their hormone levels. These symptoms may vary in degree between different individuals. As individuals may still be having regular periods at the onset of these symptoms, many do not always realise that they are experiencing the perimenopause and may not understand what is causing their symptoms. This can be a barrier to accessing support.

    The menopause usually occurs between the ages of 45 and 55. In the UK, the average age is 51, but it can happen much earlier. Many women experience the menopause before the age of 45 (early menopause) and some women experience the menopause before the age of 40 (premature menopause). Some women also experience a medical/surgical menopause which can occur suddenly when the ovaries are damaged or removed by specific treatments such as chemotherapy, radiotherapy or surgery. Individuals who are non-binary, transgender or intersex may also experience menopausal symptoms.

    It is important to recognise that, for many reasons, the menopause affects women’s physical and psychological health differently. Symptoms vary in type, amount, severity and length between individuals. The menopause can often also indirectly affect individuals’ partners, families and work colleagues.

    The symptoms of the menopause can include:

    • hot flushes and daytime sweats
    • palpitations and night sweats
    • fatigue
    • sleep disturbances and insomnia
    • headaches
    • skin irritation
    • muscle and joint stiffness, aches and pains
    • irritability and mood disturbances
    • poor concentration levels
    • forgetfulness and memory loss
    • anxiety, depression, panic attacks
    • weight gain
    • loss of confidence
    • changes in menstrual flow and regularity, including heavy bleeding
    • recurrent urinary tract infections (UTIs), including cystitis
    • the need for more regular and/or urgent toilet breaks.

    These symptoms can adversely affect how employees work, their relationships with work colleagues and their performance and productivity levels.

    Some individuals seek medical advice and treatment for the symptoms of the perimenopause and menopause and others may try self-help measures and alternative therapies to cope with the symptoms. A common form of treatment is known as hormone replacement therapy (HRT). Many women find these treatments helpful for alleviating symptoms, but HRT is not suitable or appropriate for everyone. Some women using HRT may experience side effects which may also require adjustments in the workplace.

    Communication

    Kaleidoscope aims to create an environment in which employees feel confident about raising issues about their menopausal symptoms and asking for additional support and adjustments at work. Many employees still see the menopause as a private and personal issue and, for some, discussing the transition into menopause can be a difficult subject to be open about. Kaleidoscope will therefore seek to promote a greater openness about, and understanding of, the menopause among line managers and staff and will encourage line managers to create a supportive and understanding team culture that removes any barriers to employees disclosing information to them. We will do this by:

    • recording sickness absences that are related to the menopause as an ongoing medical issue rather than as a series of short-term sickness absences
    • providing training to line managers so that they are knowledgeable to have open and sensitive conversations with employees about their menopausal symptoms (and how these might affect their work) and what they can do to support them
    • treating the menopause in the same way as any other medical condition
    • being accommodating to temporary flexible working requests that will help employees manage their symptoms, such as a later start and finish time
    • putting in place measures to help employees to better manage their symptoms, leading to a reduction in sickness absence and an increase in wellbeing and productivity
    • reminding staff to support their work colleagues, not to make inappropriate comments or jokes and to respect any adjustments put in place to help them with their symptoms.

    Kaleidoscope is committed to ensuring that conditions in the workplace do not make menopausal symptoms worse and that appropriate support and adjustments are put in place. LTNS will therefore work proactively to make adjustments where necessary to support any employees who are transitioning through the menopause. Kaleidoscope also recognises that the menopause is a very individual experience and that employees can be affected in different ways and to different degrees, and therefore different levels and types of support and adjustments may be needed. These may include:

    • adjusting workplace temperatures
    • improving ventilation
    • providing fans
    • providing easy access to cold drinking water, rest rooms and toilet/washroom facilities
    • access to a quiet room or area (short break) to help manage the onset of severe symptoms such as hot flushes
    • allowing temporary changes to work/shift patterns
    • reviewing workload/duties
    • making sure employees can take regular and flexible toilet breaks
    • permitting time off for attendance at medical appointments
    • being flexible when applying the performance management, attendance or disciplinary procedures
    • signposting or referring the employee to the Employee Assistance Programme

    Kaleidoscope will also carry out risk assessments which take the specific needs of menopausal employees into consideration.

    Line managers should apply individual discretion when assessing an employee’s particular needs and circumstances and should act accordingly. Information about an employee’s menopausal symptoms should be treated as confidential and line managers should expressly agree with the employee which (if any) work colleagues should be informed, by whom and on what basis.

    Line managers should then record any agreed adjustments and review these at least annually. Symptoms of the menopause can fluctuate over time, so line managers should arrange regular follow-up discussions with the employee to ensure that the support and adjustments provided still meet their needs.

    For many reasons, it may not be an easy time in a woman’s life and so it is imperative that employees who require additional support during this time are treated with understanding, dignity and respect. The policy acknowledges that there is no ‘one-size-fits-all’ solution to the menopause and so it is intended as a support guide for all workers. Kaleidoscope agrees to work proactively to make adjustments where necessary to support women experiencing the menopause and to ensure the workplace does not make their symptoms worse. Exclusionary or discriminatory practices will not be tolerated.

    ​This policy was adopted by Kaleidoscope Committee on: 09/04/22
    This policy was last updated on: 20/05/24
    To be reviewed on: 30/01/27