Staff Policies
Annual Performance Managment Procedure
The annual appraisal should be carried out either:
- On the anniversary of the employee’s start date with the Company
- At the time stated in the employee’s contract of employment or Employee Handbook.
- At a specific month of the year.
The aims of the annual performance appraisal are to:
- Provide the Manager and employee with an objective review of the employee’s performance over the last year
- Provide positive feedback on good performance and to motivate
- Highlight area of concern for underperformance.
- Discuss coaching and training for the forthcoming year
- Provide an opportunity to take action to improve poor performance
- Give the employee the opportunity to discuss any problems or obstacles that they have encountered in trying to carry out their role
- Look forward and set objectives for the forthcoming year
- Communication Company and Departmental objectives.
The appraisal meeting should be completed in private with no disruptions.
Employees:
- Should be notified of the appraisal date and time.
- Should be given a copy of the self-appraisal form at least two weeks before the appraisal interview
- Should bring the completed form to the meeting, as it will form the basis of the discussion
Following the appraisal discussion:
- The Manager should complete and sign the performance appraisal form then pass the form to the employee for comment and signature.
- The outcome of the appraisal may be reviewed by the Senior Management team for the continuous improvement of all areas of the Business.
- Agreed objectives from the Appraisal should be reviewed continuously throughout the course of the year.
Business Continuity Plan
Key Staff identified throughout the plan
Security Co-ordinators – Joanne Morgan & Collette Adams
Designated officers – Karen Bennett & Sophie Gough
Appointed Marshals – Tracy Pettiford, Emma Greene & Laura McIntyre
Appointed Administrators – Amanda Vaughan & Alfie Morgan
Bomb Threats – Procedures for handling bomb threats
Most bomb threats are made over the phone and the overwhelming majority are hoaxes, often the work of malicious jokers, although terrorists do make hoax calls with the intent of causing alarm and disruption. Any hoax is a crime and, no matter how ridiculous or unconvincing, must be reported to the police.
Calls may be of two kinds:
- Hoax threats designed to disrupt, test reactions or divert attention
- Threats warning of a genuine device – These may be attempts to avoid casualties or enable the terrorist to blame others if there are casualties. However genuine threats can provide inaccurate information about where and when a device might explode.
Advice for staff handing a threat – Follow bomb threat checklist
- Stay calm and listen.
- Obtain as much information as possible – try to get the caller to be precise about the location and timing of the alleged bomb and whom they represent. If possible, keep the caller talking.
- Ensure that any recording facility is switched on.
- When the caller rings off, dial 1471 (if that facility operates and you have no automatic number display) to see if you can get their number.
- Immediately report the incident to the Manager or Security coordinator to decide on the best course of action and notify the police.
- If you cannot get hold of anyone, and even if you think the call is a hoax, inform the police directly.
- Give your impressions of the caller and an exact account of what was said.
- If you have not been able to record the call, make notes on the checklist for the security staff or police.
- Do not leave your post – unless ordered to evacuate – until the police or security arrive.
You might need to evacuate your premises because of:
- A threat aimed directly at the building
- A threat received elsewhere and passed on to you by the police
- Discovery of a suspicious item in the building (perhaps a postal package, an unclaimed Holdall or rucksack)
- Discovery of a suspicious item or vehicle outside the building
- An incident to which the police have alerted you.
Evacuation procedure in the event of a bomb threat
- Call police 999, inform them of what action is being taken.
- Establish if the device is external or internal then assess the safest place to evacuate as follows;
- Partial evacuation to an internal safe area – Remain in protected space in upper building Evacuation route A – Evacuate through secure corridor upstairs to the higher floors
- Full evacuation – Outside of the building and assemble at CTE. Evacuation route B – Evacuate through garden and main entrance onto assembly point where we would make our way to Woodlands School, Busill Jones school or KFC, dependent on nature and location of the threat.
Evacuation instructions
Once assembly area is reached, the above appointed marshals’ will ensure that the children and staff within their room are safe at all times.
Chemical, Biological radiological Incidents
- The exact nature of an incident may not be immediately apparent. For example, an improvised explosive device (IED) might also involve the release of CBR material;
- In the event of a suspected CBR incident within the building, switch off all air conditioning, ventilation and other systems or items that circulate air (e.g. fans and personal computers). Do not allow anyone, whether exposed or not, to leave evacuation areas before the emergency services have given medical advice, assessments or treatment;
- If an incident occurs outside the building, close all doors and windows and switch off any systems that draw air into the building. Agree your evacuation plan in advance with the police and emergency services, the local authority and neighbours. Ensure that staff with particular responsibilities are trained and that all staff are drilled. Depending on the type of incident, you may need to agree with the police what action you take. Building managers should ensure that they have a working knowledge of the heating, ventilation and air conditioning systems and how these may contribute to the spread of CBR materials within the building.
Emergency Communications Plan
Staff communications
In the event of a serious incident there will be the need to inform staff as soon as possible about what they are expected to do. This will be managed through email alerts and policy displayed in communal areas.
Messages will be kept clear and succinct. Directions for staff to follow will be issued to key staff, these will be kept to one or two instructions than a whole list.
A quick response might be vital (particularly if key staff are monitoring media reports) practice drills and instructions will be prepared. Practice drills will provide an agreed structure, tone of voice, directions and methods of distribution with just the necessary details to be added in the event of an emergency.
Maintaining contact
Make full use of internal communications to keep employees informed about any ongoing investigation as well as known disruption to local roads and public transport. In the event of a full or part-evacuation there will, at some stage, be the need to give the ‘all-clear’ or update those congregated in protected areas or evacuation muster points, so it is essential to have adequate communications to these points. Security Co-Coordinator Joanne Morgan and Appointed Administrators will have their mobile phones to hand at all times. CTE Landline will also be available at all times, 01922 497136.
Emergency Communications Plan
Staff responsible for communication Direct Report
Security Coordinator – Director CCDN
Joanne Morgan 07960 039482
Security Coordinator – Director CTE
Collette Adams 07540346118
Emergency Plan
Karen Bennett & Sophie Gough
Designated Administrator–
Amanda Vaughan 07534 860707
Designated Administrator –
Alfie Morgan – 01922 497136
Security Co-ordinator – Director
Joanne Morgan 07960 039482
Media management
Security Co-ordinator – Director CTE
Collette Adams 07540346118
Appointed Marshals –
0-2 Tracy Pettiford
2-3 Emma Greene
3-5 Laura Mcintyre
Appointed Marshals –
Louise McCann
Maxine Burley
Designated Administrator–
Amanda Vaughan 07534 860707
Designated Administrator –
Alfie Morgan – 01922 497136
Amanda Vaughan supported by Alfie Morgan
External communications – Stakeholders
Family and friends
Staff will take responsibility to familiarise themselves with how the cascade will work and provide regular updates to their direct report keeping their contact details up to date.
External communications
Stakeholders
The Business Continuity Plan and Response Plans identify the lead contact for the emergency services but there may be reason to contact other external stakeholders to offer updates or simply provide reassurance, for example:
- Parents
- Learners/students
- CTE
- Ace Pub Supplies, Grace International Centre
- OFSTED
- Utility companies
- Insurance company
- Suppliers
In each case the communications plan will be kept together in an emergency response pack, clearly showing who is responsible for maintaining contact.
Emergency response pack
Key documents and key items that may be needed by the staff responsible for communication are set out below, however these lists are not exhaustive and other items should be added as identified;
Access to documents:
- Business Continuity Plan and Emergency Communications Plan
- Iconnect – Children’s registers and emergency contact details
- Contact details for nominated response staff
- List of all employees contact details including home and mobile numbers
- Emergency services contact details
- Building plans locating services, gas, electricity and water shut off points
- Plan of protected areas where children and staff will be sheltered
Equipment:
- Laptop computer and access to local network
- Back up computer off site and access to local network
- Spare keys located in CTE and set carried by Security Coordinator and Designated officer
- Torch and spare batteries
- Card and marker pens for temporary signs and other stationery (pens, paper etc…)
- Mobile phones with charger, access to landline
Family and friends
If the organisation itself has been directly involved in, or situated close to, a major incident it is understandable that there will be concerned relatives and friends looking for information. In large incidents a hotline may be set up in conjunction with the emergency services and any public website should be updated with details of these numbers. It might be appropriate to provide a script to those who manage general phone enquiries.
Media management
If certain staff within the organisation are familiar with media handling then all such enquires should continue to be directed to them to avoid the risk of inaccurate details being reported. It may be difficult to prevent staff or onlookers from making comments or using mobile devices to circulate images but, as far as the organisation’s own formal response is concerned, information needs to be as accurate and appropriate as the situation allows.
A range of approved press statements for circulation will be agreed between Joanne Morgan and Collette Adams to help coordinate messages with relevant external parties. A formal statement containing concise, factual information will be issued to clarify as much as possible what has happened, what is being done about it and when any further information will be available.
Protective Security Measures – Searching premises
Housekeeping team (Annette Harris & Dawn Perry) will carry out daily searches whilst undertaking roles and responsibilities alongside the following security procedures already in place;
- Daily risk assessments
- Daily safeguarding checks (MBWA)
- Set shifts, lunches and breaks
- Continued development improving organisation systems
- All areas being kept tidy
This increases the effectiveness of items or behaviour that are suspicious being readily spotted and acted upon.
Areas to be searched daily will be;
What are we searching for; Who will be carrying out searches;
- Car park and main entrances
Unusual packages
Housekeeping, all staff and management
- Main reception Bags, holdalls etc…
Housekeeping, all staff and management
- Area where the bins are stored
Unusual boxes, items left around
Housekeeping, all staff and management
On finding anything suspicious the Designated Officer will be notified immediately. The Designated Officer will record the search on the daily safeguarding checks (MBWA) by the Designated officer.
Casual Staff & Agency
All casual or agency staff will not be allowed to be left unattended with any children on site; they will be requested to follow the same procedure as a student on site.
All rooms are fitted with CCTV and this will support any concerns raised by staff members.
All Key staff are aware that no casual staff are allowed to use the bathroom areas when children are on site or to aid any child in wet accidents within this area of the building.
All Casual staff and students will be fully DBS checked in accordance with our DBS policy to ensure safeguarding of our children on site.
Casual and Agency staff will support key persons in their daily duties in accordance to key support job description.
All Casual staff will have had interviews in line with our safer recruiting procedure and will have had a full induction with the manager or deputy manager prior to starting work within the setting.
All Casual staff who are working on behalf of Charlie Caterpillars SOS within other settings will abide by dual Policy and Procedure reporting any concerns to Charlie Caterpillars Management to deal with.
All Casual staff starting work at other settings will be advised to have a meeting with the management on site and a pre visit arranged to discuss expectations where possible.
CCTV Policy
The CCTV and all recordings are the property of Charlie Caterpillars Day Nursery and must never be taken from the nursery without prior permission from Joanne Morgan.
Operation of the CCTV System
This CCTV equipment and images recorded by it are controlled by Joanne Morgan, who is responsible for how the system is used and for notifying the Information Commissioner about the CCTV system and its purpose this legal requirement of the General Data Protection Regulation 2018.
Joanne Morgan has considered the need for using CCTV and has decided it is required for the prevention and detection of accidents/Incidents, reflection and or any crimes, for protecting the safety of customers and staff, it will not be used for any other purpose other than the points stated.
There is a sign visible in reception making any visitors aware of the CCTV use on the premises. Joanne Morgan’s details are also visible on this sign so any visitors are aware who is responsible for the system.
The recorded images from this system are securely stored and only Senior Management have authorised access to them.
All recordings are retained on the system for 14 days ensuring sufficient time for any incidents to come to light.
Recordings will only be made available to Law enforcement agencies involved in the prevention and detection of crime, and no other third parties.
Senior Management understands how to respond to requests from individuals for accessing images relating to that individual and who to seek advice from.
The CCTV is there to protect all parties, and the recordings are protected by General Data Protection Regulation 2018.
The equipment will be monitored regularly to ensure it is in good working order.
- The CCTV system is checked by management every morning.
- The screen is switched off to support data protection when not being viewed.
- All downloads will be stored securely for 14 days, identity of the recorder and reason for recording will be kept in the daily hot spotting folder.
- Joanne Morgan will keep all downloaded recordings in a lockable cabinet.
- Staff use of CCTV is for referring to any accidents and incidents to use as a reflective tool by key persons
CCTV is for nursery use only and used for safeguarding and training purposes.
Footage will be replayed only in the following circumstances.
- • A complaint
- • An accident/incident
- • Staff reflective training
Footage will only be viewed following a complaint when authorised by Management.
Child Protection Policy
Designated Safeguarding Lead – Joanne Morgan
Deputy Safeguarding Lead – Karen Bennett
At Charlie Caterpillars Day Nursery, we respect and value all children and are committed to providing a caring, friendly and safe environment for all our children, so they can learn, in a relaxed and secure atmosphere. We believe every child should be able to participate in all activities in an enjoyable and safe environment while protected from harm. This is the responsibility of every adult employed by, or invited to deliver services at Charlie Caterpillars Day Nursery. We recognise our responsibility to safeguard all who access the setting and promote the welfare of all our pupils by protecting them from physical, sexual, emotional abuse, neglect and bullying.
All staff at Charlie Caterpillars play a crucial role in shaping the lives of young people. All staffs are accountable for the way in which they exercise authority, manage risk, use resources and protect pupils from discrimination and avoidable harm. Induction for all staff includes Safer Worker Practice for Adults who work with Children and Young People
Safeguarding is everyone’s responsibility:
Child protection is a part of safeguarding and promoting welfare. This refers to the activity which is undertaken to protect specific children who are suffering or are at risk of suffering significant harm. As adults and/or professionals or volunteers, everyone has a responsibility to safeguard children and promote their welfare.
Safeguarding and promoting the welfare of children:
In particular protecting them from significant harm – depends upon effective joint working between agencies and professionals that have different roles and expertise.
Individual children, especially some of the most vulnerable children and those at greatest risk of social exclusion, will need co-ordinated help from health, education, children’s social care, and quite possibly the voluntary sector and other agencies, including youth justice services.
For those children who are suffering, or at risk of suffering significant harm, joint working is essential, to safeguard and promote welfare of the child(ren) and – where necessary – to help bring to justice the perpetrators of crimes against children. All agencies and professionals should:
- Be alert to all 4 areas of potential abuse or neglect;
- Be alert to the risks which individual abusers, or potential abusers, may pose to children;
- Share and help to analyse information so that an assessment can be made of the child’s needs and circumstances;
- Contribute to whatever actions are needed to safeguard and promote the child’s welfare;
- Take part in regularly reviewing the outcomes for the child against specific plans;
- Work co-operatively with parents unless this is inconsistent with ensuring the child’s safety.
FGM: Female Genital Mutilation
Any staff member who is aware of any ‘Known’ cases:
- Where either a girl informs the person that an act of FGM has occurred
- Or is present during a described conversation,
- Or is aware that FGM has been carried out on her,
- Or where the person observes physical signs on a girl appearing to show that an act of FGM has been carried out and the person has no reason to believe that the act was, or was part of, a surgical operation.
When a report must be made;
The FGM mandatory reporting duty is a legal duty provided for in the FGM Act 2003 (as amended by the Serious Crime Act 2015). The legislation requires regulated health and social care professionals and teachers in England and Wales to make a report to the police where, in the course of their professional duties, they either:
- Are informed by a girl under 18 that an act of FGM has been carried out on her; or
- Observe physical signs which appear to show that an act of FGM has been carried out on a girl under 18 and they have no reason to believe that the act was necessary for the girl’s physical or mental health or for purposes connected with labour or birth (see section 2.1a for further information).
For the purposes of the duty, the relevant age is the girl’s age at the time of the disclosure/identification of FGM (i.e. it does not apply where a woman aged 18 or over discloses, she had FGM when she was under 18).
When you might see FGM;
The duty applies to cases you discover in the course of your professional work.
If you do not currently undertake genital examinations in the course of delivering your job, then the duty does not change this. Most professionals will only visually identify FGM as a secondary result of undertaking another action.
For healthcare professionals, if, in the course of your work, you see physical signs which you think appear to show that a child has had FGM, this is the point at which the duty applies – the duty does not require there to be a full clinical diagnosis confirming FGM before a report is made, and one should not be carried out unless you identify the case as part of an examination already under way and are able to ascertain this as part of that. Unless you are already delivering care, which includes a genital examination, you should not carry one out.
The duty applies to cases directly disclosed by the victim; if a parent, guardian, sibling or other individual discloses that a girl under 18 has had FGM, the duty does not apply and a report to the police is not mandatory. Any such disclosure should, however, be handled in line with wider safeguarding responsibilities – in England, this is likely to include referral to children’s social services
(Working Together to Safeguard Children, 2015, DfES)
Responses from Parents
Research and experience indicates that the following responses from parents may suggest a cause for concern across all categories of abuse:
- Delay in seeking treatment that is obviously needed or suggested by our setting or other professionals
- Unawareness or denial of any injury, pain or loss of function (for example, a fractured limb)
- Incompatible explanations offered, several different explanations or the child is said to have acted in a way that is inappropriate to her/his age and development
- Reluctance to give information or failure to mention other known relevant injuries;
- Frequent presentation of minor injuries;
- A persistently negative attitude towards the child;
- Unrealistic expectations or constant complaints about the child;
- Alcohol misuse or other drug/substance misuse;
- Parents request removal of the child from home; or
- Violence between adults in the household; Domestic Violence
You should follow up the verbal referral in writing, within 24hrs.
Definitions of abuse and neglect:
Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting; by those known to them or, more rarely, by a stranger. They may be abused by an adult or adults or another child or children.
Physical abuse
May involve hitting, shaking, throwing, burning, scalding, poisoning, drowning, suffocating or otherwise causing physical harm to a child. It may also occur when a parent or carer feigns symptoms of, or deliberately causes ill health to a child whom they are looking after. This situation is commonly described using terms such as Fabricated or Induced Illness (FII) or Munchausen Syndrome by proxy
Emotional Abuse
Emotional abuse is the persistent maltreatment of a child such to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to children they are worthless and unloved, inadequate or valued only insofar as they meet the needs of another person. It may include not giving the child opportunities to express their views, deliberately silencing them or “making fun” of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on children.
These may include interactions that are beyond the child’s developmental capacity, as well as overprotection and limitation of exploration, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill treatment of another. It may involve serious bullying (including cyber bullying), causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone
Sexual Abuse
Involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing.
They may also include non-contact activities, such as involving children looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse (including via the internet). Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children.
Neglect
The persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development may involve a parent or carer failing to provide adequate food, shelter and clothing, failing to protect a child from physical harm or danger, or the failure to ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs
Staff Expectations
In our setting staff, volunteers and visitors will:
- Be familiar with our Child Protection and Safeguarding policies
- Be subject to Safer Recruitment processes and checks, whether they are new staff, supply staff, contractors, volunteers
- Be involved in the implementation of individual education programmes, child in need plans, child protection plans and early help assessments where necessary
- Be alert to sign and indicators of abuse
- Record concerns and give the written record to the Designated Safeguarding Lead
- Deal with disclosures of abuse from a child in line with safeguarding procedures as defined in this policy – you must inform the Designated Safeguarding Lead immediately.
Staff awareness
- Staff will be made aware of Charlie Caterpillar’s Policy and Procedure:
- During regular staff briefings
- During level one staff training on a three-yearly basis
Training
WSCB offers training in Child Protection, Safer Recruitment and other topics relating to safeguarding children and young people. Staff training is not only crucial in protecting children and young people, but also makes them aware of how they can protect themselves against allegations. Further information about these courses can be accessed via the WSCB website at www.wlscb.org.uk (click on the training tab on the left).
Reviewing the Policy and Procedure
Charlie’s policy and procedure will be reviewed every year, this will include checking telephone numbers, accuracy of personnel details, and any updates required by a change in local or national policy. This policy should also be read in conjunction with the following policies in school:
- Anti-Bullying policy
- E-Safety policy
- Care and control policy
- Behaviour management
- Whistle blowing policy
- Prevent Training
- Mutualisation of female genitalia
- Bomb Threat Training
Commitment to safeguarding;
The setting is committed to the safeguarding of children and young people and will work closely with other professionals to ensure that children are kept safe and prevented from suffering significant harm. This includes attending and contributing to Child Protection Case Conferences, Core group meetings, Child concern meetings and Looked After Children reviews alongside contributing to the development of Personal Education plans along with other colleagues
Procedure: What to do if you have concerns about a child
You may have concerns about a child because of something you have seen or heard, or a child may choose to disclose something to you. If a child discloses information to you:
- Do not promise confidentiality, you have a duty to share this information and refer to Children’s Social Care Services.
- Listen to what is being said, without displaying shock or disbelief.
- Accept what is said.
- Reassure the child, but only as far as is honest, don’t make promises you may not be able to keep e.g.
- ‘Everything will be alright now’, ‘You’ll never have to see that person again’.
- Do reassure and alleviate guilt, if the child refers to it. For example, you could say, ‘You’re not to blame’.
- Do not interrogate the child; it is not your responsibility to investigate.
- Do not ask leading questions (e.g. Did he touch your private parts?), ask open questions such as ‘Anything else to tell me?’
- Do not ask the child to repeat the information for another member of staff.
- Explain what you have to do next and who you have to talk to.
- Only inform professionals and named colleagues on a need to know basis
- Take notes if possible or write up your conversation as soon as possible afterwards.
- Record the date, time, place any non-verbal behaviour and the words used by the child (do not paraphrase).
- Record statements and observable things rather than interpretations or assumptions.
Whatever the nature of your concerns, discuss them with Joanne Morgan, Designated Safeguarding Lead. If Joanne Morgan is not available for any reason please seek Karen Bennett or Collette Adams or call MASH: 0300 555 2866 during work hours, 0300 555 2922 or 0300 555 2836 Out of Hours who will guide you with your concern. In an emergency call the Police on 999.
Please follow MASH instructions carefully and record all conversations on the communication log, please take care to log Name, Date, Time contact details, Informing Joanne Morgan at every stage.
Click Are you concerned about a child to see appendix 1 & 2 for step by step guidance.
Children’s Services (Social Care) – Contact details
During the day
Monday – Thursday, 8.45am – 5.15pm
Friday, 8.45am – 4.45pm
The Multi Agency Safeguarding Hub (MASH)
The Quest, 2nd floor
139-143 Lichfield Street
Walsall WS1 1SE
Telephone: 0300 555 2866
Fax: 01922 658195
Evenings, weekends, bank holidays (out of hours)
Emergency Response Team
Telephone: 0300 555 2922 or 0300 555 2836
The Multi Agency Safeguarding Hub (MASH) is the first point of contact for any professional or concerned individual who has concerns about a child. MASH can be contacted on 0300 555 2866. Referrers can contact children’s social care for advice and guidance, early help support or to refer a child in need of safeguarding.
To make a child protection referral, please send all information to the MASH using the following Multi Agency Referral Form (MARF), this can also be downloaded from the Walsall Safeguarding Childrens Board link on the Safer Working Practices or Staff Policies.
http://wlscb.org.uk/concerned-about-a-child/
This form must be used to support all verbal referrals and be sent within 24 hours on a MARF form.
If you believe a child is in immediate danger, call the police on 999
What information will you need when making a referral? :
You will be asked to provide as much information as possible. Such as;
Child’s full name
Date of birth
Address
Setting/school
GP
Languages spoken
Any disabilities the child may have
Details of the parents.
Do not be concerned if you do not have all these details, you should still make the call.
You should follow up the verbal referral in writing, within 24hrs on a MARF form.
This organisation is committed to having effective recruitment and human resources procedures, including checking all staff and volunteers to make sure they are safe to work with children and young people. Key staff involved in recruitment processes will undertake Safer Recruitment Training offered by the WSCB.
However, there may still be occasions when there is an allegation against a member of staff or volunteer. Allegations against those who work with children, whether in a paid or unpaid capacity, cover a wide range of circumstances
All allegations of abuse of children by those who work with children or care for them must be taken seriously. Each agency is required to have a Named Senior Officer who will receive all reports of allegations. Our Named Senior Officer is name of head teacher
The following procedure should be applied in all situations where it is alleged that a person who works with children has:
Behaved in a way which has harmed a child, or may have harmed a child
Possibly committed a criminal offence against or related to a child
Behaved towards a child or children in a way which indicates that he/she is unsuitable to work with children
The allegations may relate to the persons behaviour at work, at home or in another setting.
** All allegations should be notified to the Local Authority Designated Officer (LADO) within one working day.** (call 01922 654040)
Alan Hassall: 07432 422205
Appendix 3
Glossary of terms
Child – a young person under the age of 18 years
Child Protection Enquiry – A Child Protection Enquiry (usually referred to as a Section 47 Enquiry) is required if there are reasonable grounds to suspect that a child is suffering or is likely to suffer significant harm.
LADO – Local Authority Designated Officer – The Local Authority must appoint a Designated Officer (LADO) whose responsibility it is to be involved in the management and oversight of individual cases which fall within this procedure, providing advice and guidance to employers and voluntary organisations, liaising with the Police and other agencies, and monitoring the progress of cases to ensure that they are dealt with as quickly as possible, consistently, and with a thorough and fair process.
Named Senior Officer – agencies should appoint a Named Senior Officer to have overall responsibility for ensuring that their agency operates procedures for dealing with allegations against those who work with children in accordance with the guidance set out in Appendix 5 of Working Together to Safeguard Children (2006), resolving inter agency issues and liaising with the Walsall Safeguarding Children Board / LADO on the subject.
Significant Harm – The Children Act 1989 introduced Significant Harm as the threshold that justifies compulsory intervention in family life in the best interests of children.
Significant Harm is any Physical, Sexual, or Emotional Abuse, Neglect, accident or injury that is sufficiently serious to adversely affect progress and enjoyment of life.
Harm is defined as the ill treatment or impairment of health and development. This definition was clarified in section 120 of the Adoption and Children Act 2002 (implemented on 31 January 2005) so that it may include, “for example, impairment suffered from seeing or hearing the ill treatment of another”.
Suspicions or allegations that a child is suffering or likely to suffer Significant Harm may result in a Core Assessment incorporating a Section 47 Enquiry.
There are no absolute criteria on which to rely when judging what constitutes significant harm. Sometimes a single violent episode may constitute significant harm but more often it is an accumulation of significant events, both acute and longstanding, which interrupt, damage or change the child’s development.
Walsall Safeguarding Children Board (WSCB) – Safeguarding and promoting the welfare of children requires effective coordination in every local area. For this reason, the Children Act 2004 requires each local authority to establish a Local Safeguarding Children Board. The WSCB must coordinate what is done by each person or body represented on the Board for the purpose of safeguarding and promoting the welfare of children in the area of the authority and ensure the effectiveness of what is done by each person or body for that purpose.
Child and Vulnerable Adult Policy
he Child, Young Person and Vulnerable Adult Protection Liaison Officers (PLO) are:
Sophie Gough Designated Safeguarding Lead
Karen Bennett Safeguarding Support
All children, young people and adults have an absolute right to be safe from harm. Charlie Caterpillars duty of care and we will take all necessary steps to ensure that everyone with whom it works are enabled to be emotionally and physically safe.
Raising the awareness of the duty of care responsibilities relating to children, young people and vulnerable adults throughout the nursery, staff and volunteers.
Actively encouraging good practice amongst all staff, and volunteers throughout Charlie’s and promoting wider awareness wherever possible i.e. partnership organisations and user groups.
Creating a safe and healthy environment with all our services, avoiding situations where abuse or allegations of abuse may occur.
Respecting and promoting the rights, wishes and feelings of children, young people and vulnerable adults. Listening to children, young people and vulnerable adults, minimising dangers and working closely with other agencies.
Recruiting, training, supervising and supporting staff and volunteers who work with children, young people and vulnerable adults to adopt best practice to safeguard and protect children, young people and vulnerable adults from abuse and themselves against false allegations. Staff and volunteers who work with children, young people and vulnerable adults will be subject to the appropriate level Criminal Records Bureau check.
Responding to any allegations appropriately and implementing the appropriate disciplinary and appeals procedures.
Requiring staff and volunteers to adopt and abide by Charlie Caterpillars Child, Young Person and Vulnerable Adult Protection Policy and procedures and code of conduct.
OBJECTIVES
To provide appropriate training for staff and volunteers to enable them to recognise the potential signs and indicators of abuse and to improve good practice.
To aid staff and volunteers to respond sensitively and seriously to a child or young person or vulnerable adult who discloses information about abuse and be confident and able to take appropriate action swiftly, regardless of whom the allegation is about, e.g. carer/member of staff.
To maintain a level of good working practice at all times and therefore reducing the risk of children, young people and vulnerable adults under the care of our staff and volunteers.
To promote the general welfare and wellbeing of children, young people and vulnerable adults during and within Charlie Caterpillars Services.
To develop and implement effective procedures for recording and responding to incidents and accidents.
To develop and implement effective procedures for recording and responding to complaints of alleged or suspected abuse.
WHAT IS ABUSE?
It is recognised that there are four main areas of abuse:
A person may abuse or neglect a child, young person or vulnerable adult by inflicting harm or by failing to act to prevent harm. Children, young people and vulnerable adults may be abused in a family or in an institutional or community setting; by those known to them or, more rarely, by a stranger.
The Main Forms of Abuse
It is generally accepted that there are four main types of abuse. The following definitions are based on those from Working Together to Safeguard Children, Young People and Vulnerable Adults (Department of Health, Home Office, Department of Education and Employment, 1999) (National Assembly for Wales 2000); Co-operating to Safeguard Children, Young People and Vulnerable Adults (2002) (Northern Ireland); Protecting Children, Young People and Vulnerable Adults- A Shared Responsibility (Scottish Executive 1998).
Physical Abuse
Physical abuse may involve hitting, shaking, throwing, poisoning, burning or scolding, drowning, suffocating or otherwise causing physical harm to a child.
Physical harm may also be caused when a parent or carer feigns the symptoms of, or deliberately causes ill health to a child or young person whom they are looking after. The situation is commonly described as factitious illness, fabricated or induced illness in children and young people or ‘Munchausen’s Syndrome by Proxy’ after the person who first identified the situation. A person might do this because they enjoy or need the attention, they get through having a sick child, young person or vulnerable adult.
Physical abuse, as well as being a result of a deliberate act, can also be caused through omission or the failure to act to protect.
Emotional Abuse
Emotional abuse is the persistent emotional ill treatment of a child or young person such as to cause severe and persistent adverse effects on the child or young person’s emotional development. It may involve making a child or young person feel or believe that they are worthless or unloved, inadequate or valued only insofar as they meet the needs of another person.
It may feature age or developmentally inappropriate expectations being imposed on children or young people. It may also involve causing children and young people to frequently feel frightened or in danger, or the exploitation or corruption of a child or young person.
Some level of emotional abuse is involved in all types of ill treatment of a child or young person, though it may occur alone.
Sexual Abuse
Sexual abuse forcing or enticing a child and young person to take part in sexual activities, whether or not the child or young person is aware of, or consents to, what is happening. The activities may involve physical contact, including penetrative acts such as rape, buggery or oral sex or non-penetrative acts such as fondling.
Sexual abuse may also include non-contact activities, such as involving children and young people in looking at, or in the production of, pornographic material or watching sexual activities, or encouraging children and young people to behave in sexually inappropriate ways.
Boys and girls can be sexually abused by males and/or females, by adults and by other young people. This includes people from different walks of life.
Neglect
Neglect is the persistent failure to meet a child or young person’s basic physical and/or psychological needs, likely to result in the serious impairment of the child or young person’s health or development. It may involve a parent or carer failing to provide adequate food, shelter and clothing, leaving a young child home alone or the failure to ensure that a child or young person gets appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child or young person’s basic emotional needs.
RECOGNISING CHILD ABUSE
Recognising child abuse is not easy, and it is not Charlie Caterpillars staff or volunteers responsibility to decide whether or not child abuse has taken place or id a child or young person is at significant risk. Charlie’s staff and volunteer’s however, do have a responsibility to act if they have concern.
SIGNS AND INDICATORS
Every child and young person is unique and it is difficult to predict how their behaviour will change as a result of their experience of abuse. Listed below are some physical signs and behavioural indicators that may be commonly seen in children and young people who are abused but remember they may only be an indication and not confirmation that abuse is taking placee
IMPORTANT RULE
It is important to remember that many children and young people will exhibit some of these signs and indicators at some time, and the presence of one or more should not be taken as proof that abuse is occurring.
There may well be other reasons for changes in behaviour such as death, or birth of a new baby in the family, relationship problems between parents/carers, etc.
RECOGNISING VULNERABLE ADULT ABUSE
Abuse is the violation of an individual’s human and civil rights by any other person or persons. This occurs in many forms and may consist of a single act or repeated acts. It may also be shown by a failure to act in order to protect vulnerable people. Abuse may, or may not, result in the person being physically injured or ill.
THE MAIN FORMS OF ABUSE
Abuse may take many different forms but there is agreement that it includes the following categories;
Physical Abuse – Including hitting, slapping, pushing, kicking, misuse of medication, restraint, or inappropriate sanctions.
Sexual Abuse – Including rape and sexual assault or sexual acts to which the vulnerable adult has not consented or could not consent or was pressured into consenting.
Psychological abuse – Including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks.
Financial or Material Abuse – Including thefts, fraud, exploitation, pressure in connection with will’s, property or inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits.
Neglect and Acts of Omission – Including ignoring medical or physical care needs, failure to provide appropriate health, social care or educational services, the withholding of necessities of life, such as medication adequate nutrition and heating.
Discriminatory Abuse – Including racist, sexist, that based on a person’s disability and other forms of harassment, slurs or similar treatment.
This is not an exhaustive list of examples, but merely a guide to guide the most regular forms of abuse. Any or all of these types of abuse may be perpetrated as the result or deliberate intent and targeting of vulnerable people, negligence or ignorance.
SIGNS AND INDICATORS
Indicators of abuse are signs that draw attention to the fact that something is wrong. They do not necessarily confirm that abuse has occurred but suggest a need for further enquiries to be made. The list below is not exhaustive but gives an idea of the range of indicators that may be seen.
PHYSICAL ABUSE
- Multiple bruising that is not consistent with the explanation given i.e. a fall.
- Cowering and flinching.
- Back eyes, marks resulting from a slap and/or kick, or other unexplained bruises.
- Abrasions, especially around the neck, wrists and/or ankles.
- Unexplained burns, especially on the back of the hands.
- Scalds, especially with a well- defined edge from immersion in water.
- Hair loss in one area- scalp sore to touch.
- Unexplained features.
- Frequent ‘hopping’ from one GP to another or from one care agency to another.
SEXUAL ABUSE
- Recent development of openly sexual behaviour/language, including inappropriate dressing and masturbation.
- Deliberate self -harm.
- Incontinence/bedwetting.
- Irregular sleep patterns.
- Repeated urinary tract infections.
- Bruising or bleeding in the genital or rectal area.
PSYCHOLOGICAL ABUSE
- Disturbed sleep or tendency to withdraw to a room or to bed.
- Loss of appetite or overeating especially at inappropriate times.
- Anxiety, confusion or general resignation.
- Extreme submissiveness or dependency in contrast with known capacity.
- Sharp changes in behaviour in the presence of certain persons.
- Excessive or inappropriate craving for attention.
- Extreme self- abusive behaviour especially self- mutilation, head banging, hand biting.
FINANCIAL OR MATERIAL ABUSE
- Unexplained or sudden inability to pay bills.
- Unexplained or sudden withdrawal of money from accounts.
- Contrast between known income and unnecessary poor living conditions especially where this has developed recently.
- Personal possessions of value go missing from home without satisfactory explanation.
- Someone has taken responsibility for paying rent, bills, buying food etc; but is not clearly doing so.
- Next of kin refuse to follow advice regarding control of property via court of protection or through securing enduring power of attorney but insist on informal arrangements.
- Where acre services are refused under clear pressure from family or other potential inheritors.
- Unusual purchase unrelated to the known interests of the vulnerable adult.
WHO MIGHT ABUSE?
Abuse of vulnerable adults may be perpetrated by a wide range of people, including relatives and family members, professional staff, paid care workers, volunteers, other service users, neighbours, friends and associates, people who deliberately exploit vulnerable people and strangers.
There is often particular concern when abuse is perpetrated by someone in a position of power or authority who uses his or her position to the detriment of the health, safety, welfare and general well- being of a vulnerable person.
WHERE MIGHT ABUSE OCCUR?
Abuse can occur in any setting.
RESPONDING TO CONCERNS AND ALLEGATIONS
These procedures inform all staff and volunteers of what actions they should take is they have concerns or encounter a case of alleged or suspected child, young person or vulnerable adult abuse, i.e. response actions
Important Rule
It is important that all staff and volunteers are aware that the first person that has concerns or encounters a case or suspected abuse is not responsible for deciding whether or not abuse has occurred. However, staff and volunteers do have a duty of care to the children or young person or vulnerable adult to report any suspicions you may have.
The designated person above are responsible for dealing with reports or concerns about the protection of children, young people and vulnerable adults appropriately. The relevant contact numbers for Social services, the Police and other useful contacts are shown further on in this document.
RESPONSE SITUATIONS
In general, there are three situations that staff and volunteers may need to respond to concern or cases of alleged or suspected abuse:
Responding to a child, young person or vulnerable adult disclosing abuse, i.e. they make an allegation of abuse.
Responding to allegations or concerns about a member of staff, elected member or volunteer.
Responding to allegations or concerns about any other person, i.e. parent, carer, other service user.
SELF DETERMINATION
Professionals are often wary of intervening in abusive situations if the adult does not want them to do so because of human rights and other issues. These dilemmas are very real for staff but can lead to an approach of non- intervention which conflicts with the professional “duty of care”.
‘No Secrets’ rule:
If an adult is not determined as “vulnerable” then they are deemed able to protect themselves from an abusive situation if they so choose. However, when an adult is “vulnerable”, by definition they will find it difficult to protect themselves from actual or potential abuse without the intervention of outside agencies. In these cases, the fact that a vulnerable adult states that they do not want intervention should not stop professionals from sharing their concerns and information under the adult protection procedure.
SPECIFIC RESPONSE PROCEDURES
(See Are you concerned about a child – Appendix 1)
More specifically the following procedures should be followed in each situation.
Abused children, young people or vulnerable adults will only tell people they trust and with whom they feel safe. By listening and taking what the child, young person or vulnerable adult is saying, you are already helping the situation. The following points are a guide to help you respond appropriately.
Stay Calm.
Listen carefully to what is said.
Find an appropriate early opportunity to explain that it is likely that the information will need to be shared with others- do not promise to keep secrets.
Allow the child, young person or vulnerable adult to continue at their own pace.
Ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer- leading questions.
Reassure the child, young person or vulnerable adult that they have done the right think in telling you.
Tell them what you will do next and with whom the information will be shared.
Report to and inform the Protection Liaison Officer (PLO).
Record in writing on a Protection Incident Reporting Form (Appendix 1) all the details that you are aware of and what was said using the child’s, young person’s or vulnerable adult’s own words, as soon as possible.
In order to record you should include:
The date and time.
The child, young person or vulnerable adult’s name and address and date of birth if known.
The nature of the allegation.
A description of any visible injuries.
Your observations – e.g. a description of the child, young person or vulnerable adult’s behaviour and physical and emotional state.
Exactly what the child or young person said and what you said. Record the child, young person or vulnerable adult’s account of what has happened as close as possible.
Any action you took as a result of your concerns e.g. who you spoke to and resulting actions. Include names, addresses and telephone numbers.
Sign and date what you have recorded.
Store the information in accordance with relevant procedures, e.g. Data protection.
Monitor the situation.
Protection Liaison Officer informs relevant persons, i.e. Social Services and/or Police if appropriate.
RESPONDING TO ALLEGATIONS OR CONCERNS AGAINST A MEMBER OF STAFF OR VOLUNTEER – (See Child Protection Policy Appendix 2)
Take the allegation or concern seriously.
Consider any allegation or concern to be potentially dangerous to the child, young person or vulnerable adult.
Report to and inform (if appropriate) your Protection Liaison Officer or designated trustee if more appropriate if it involves the PLO.
Record in writing on a Protection Incident Form (see appendix….) all the details that you are aware of as soon as possible.
PLO informs relevant persons, i.e. Social Services, and/or the Police if appropriate.
RESPONDING TO ALLEGATIONS OR CONCERNS AGAINST ANY OTHER PERSON, I.E. PARENT, CARER, SERVICE USER
Take the allegation or concern seriously.
Consider any allegation or concern to be potentially dangerous to the child, young person or vulnerable adult.
Report to and inform your Protection Liaison Officer.
Record in writing on a Protection Incident Form (see appendix 1) all the details that you are aware of as soon as possible.
PLO informs relevant persons, i.e. Social Services, and/or the Police if appropriate.
REMEMBER WHEN DEALING WITH A DISCLOSURE DO NOT
Appear shocked, horrified, disgusted or angry.
Ask too many questions or press for individual details (it is not your duty to undertake the investigation).
Put words into their mouth.
Make comments or judgement other than to show concern.
Do not give the promise of confidentiality.
Risk contaminating the evidence.
Confront the abuser.
PRESERVING THE EVIDENCE
In most cases you will not have to do anything except record the events and inform people. However, there may be rare occasions when you have to:
Ensure written documents (notes, letters, bank statements, medication records etc) are kept in a safe place.
Make a written record of answer phone messages and date and sign them.
In cases of physical or sexual assault encourage the person not to wash where they might have a medical examination.
In the case of oral sex encourage the person not to drink until they have been seen by the police or forensic doctor.
If you are waiting for the police to arrive it is important that things are left where they are, do not touch what you do not have to.
WITNESSING ABUSE
In situations of immediate danger take urgent action by calling the relevant emergency services i.e. Police, ambulance, GP. You may wish to challenge the person who is abusing the individuals and try to persuade them to stop whilst ensuring your personal safety is not compromised. Remember to have regard for your own safety. Leave the situation is it is not safe for you.
Report the incident to your line manager straight away and the PLO.
RESPONSIBILITES TOWARDS VICTIMS OF ABUSE
Ensure the child, young person or vulnerable adult is safe and supported.
Consider of the individual requires urgent medical attention and if so male arrangements with an explanation to health staff that abuse is suspected.
Consider the vulnerable adult’s capacity to make decisions and whether an advocate/appropriate adult might be necessary.
The vulnerable adult must be given information and advice as well as choice about the way in which an investigation will proceed. Where the individual expresses a wish for an incident not to be pursued this should be recorded and respected wherever possible. However, decision about whether to respect the service user’s wishes must have regard to the level of risk to the individual and/or others and their capacity to understand the decision in question and to make decisions relating to it. If choice has to be denied to an individual as to if/how an investigation is to take place, it must be clear on what grounds this is justifiable, and these grounds must be made clear to the individual and be recorded. Where it is felt the responsibility to public interest outweighs the duty to protect the confidence of the individual, seek further guidance from the PLO.
CONFIDENTIALITY
Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only, i.e.: Protection Liaison Officer, Social services and the police.
It is extremely important that allegations or concerns are not discussed, as a breach of confidentiality could be damaging to the child, young person or vulnerable adult, their family and any protection investigations that may follow.
Informing the parent or carers of a child, young person or vulnerable adult you may have concerns about needs to be dealt with in a sensitive way and should be done in consultation with social services.
Any individual under supervision has the right to be notified about the cause for concern. This should be done in joint consultation with social services and the police. It is important that the timing of this does not prejudice the investigation.
Recorded information should be stored in a secure place with limited access to PLO’s in line with General Data Protection Act 2018 (e.g. the information stored is accurate, regularly updated, relevant and secure).
If enquiries arise from the public (including parents) or any branch of the media, it is vital that all staff and volunteers are briefed so that they do not make any comments regarding the situation. Staff and volunteers should be informed who the relevant designated spokesperson will be, and all enquiries directed through them. Staff and volunteers should reply ‘no comment’ to all questions/enquiries.
DECIDING WHETHER TO REFER TO ANOTHER AGENCY
It is crucial that the Protection Liaison Officers take into account the following when taking the decision to refer concerns/allegations of abuse to Social Services and the Police:
- The wishes of the vulnerable adult.
- The mental capacity of the vulnerable adult.
- Known indicators of abuse.
- Definitions of abuse.
- Level of risk to this child, young person or vulnerable adult.
- Level of risk to others.
Decisions as to whether to inform others will be concerned with:
- The individual’s right to self- determination.
- The seriousness of the abuse.
- The effect of the abuse on the child, young person or vulnerable adult in question and on other children, young people or vulnerable adults.
- The ability of other agencies to make a positive contribution to the situation.
- Whether a criminal offence has been committed or whether there are Statutory obligations to refer on (e.g. to the Commission for Social Care Inspection).
- The need for others to know (e.g. to protect others who may be involved in the immediate situation).
REPORTING ABUSE FOR INVESTIGATION
Concerns of abuse towards a child, young person or vulnerable adult should be referred/reported to the area Social Service team or the Emergency Social Services duty team if urgent and outside of normal office hours.
Where a crime may have been committed the Police must always be contacted, and if in any doubt, they should still be notified so that they can make that judgement.
Contact numbers for these agencies are listed in the appendices.
WHAT WILL HAPPEN NEXT
Any report of abuse will be taken seriously and looked into in a fair and throughout manner.
Social Services will be responsible for coordinating the investigation of all cases of suspected abuse within their area unless the Police assume that responsibility where a crime has been committed. Working in conjunction with the Charlie Caterpillars and other relevant agencies, Social Services will:
Talk to the child, young person or vulnerable adult and others involved.
Carry out an investigation.
Undertake a risk assessment.
Plan what to do to protect the child, young person or vulnerable adult.
Support the person and their carers through the investigation.
Closely monitor the situation.
Managers, staff and volunteers are required to liaise with Social Services throughout the investigation and provide any necessary information or assistance. This may include attending meetings and case conferences.
Managers must keep Social Services informed of outcomes of any internal investigations and disciplinary proceedings being undertaken alongside Social Services own investigation.
All agencies will work together and decide on the best possible course of action for both the perpetrator and the victim.
INTERNAL INVESTIGATION FOR STAFF AND VOLUNTEERS
When a complaint or allegation has been made against a member of staff or volunteer, he/she must be made aware of their rights under employment legislation and internal disciplinary procedures.
It is the responsibility of the line manager and company director in conjunction, to conduct a thorough investigation in accordance with the Charlie Caterpillar’s Disciplinary Policy and Procedure.
A risk assessment must be undertaken immediately to assess the level of risk to all service users posed by the member of staff/volunteer. This must include whether it is safe for them to continue their role or any other role within Charlie’s whilst the investigation is being undertaken. The consideration of risk must be considered alongside the right of the employee. Decisions not to suspend an employee must be fully documented.
Action to be considered will include the following:
Is this a supervisory/training issue?
Is it a matter for discipline/capability issue?
Does discussion need to take place with other agencies, e.g. the Police and Social Services?
PHOTOGRAPHY AND PORNOGRAPHY
There is increasing evidence that some people have used children, young people and vulnerable adult’s activities and events as an opportunity to take inappropriate photographs or video footage of children, young people or vulnerable adults. Staff and volunteers should be vigilant at all times and any person using cameras or videos within Charlie’s, at events or activities which involve children, young people or vulnerable adults should be approached and asked to complete a Consent Form for the use of Cameras and other image recorders.
» Parents and carers must be informed that photographs of the child, young person or vulnerable adult may be taken during Charlie’s services, activities or events, and parental consent forms need to be signed agreeing to this. This must include information about how and where these photographs will be used.
» It is recommended that the names of children, young people and vulnerable adults should not be sued in photographs or video footage, unless with the express permission of the child or young person’s parent, carers or the vulnerable adult.
GOOD PRACTICE FOR STAFF AND VOLUNTEERS
THE CARE OF CHILDREN, YOUNG EPOPLE AND VULNERABLE ADULTS.
It is possible to limit the situations where child, young person and vulnerable adult abuse may occur, by promoting good practice to all staff and volunteers.
The following basic guidelines will help safeguard children, young people and vulnerable adults, staff and volunteers. The guidelines aim to promote positive practice and are examples of care, which should be taken by staff and volunteers while working with children, young people and vulnerable adults.
STAFF AND VOLUNTEER GUIDELINES
Good practice for staff and volunteers:
Always be publicly open when working with children, young people and vulnerable adults. Avoid situations where a member of staff or volunteer and an individual child, young person or vulnerable adult are alone unobserved.
Children, young people and vulnerable adults should never be left unattended.
Respect the child, young person or vulnerable adult and provide a safe and positive environment.
If any form of physical contact is required it should be provided openly and according to appropriate guidelines, i.e. National Governing Body of Sport Guidelines.
If supervision in changing rooms or similar is required, ensure staff work in pairs and never enter opposite sex changing rooms.
With mixed groups, supervision should be by a male and female member of staff, where possible.
Staff and volunteers must respect the rights, dignity and worth of every person and treat everyone equally within the context of the activity.
Staff and volunteers must place wellbeing and safety of the child, young person or vulnerable adult above the development of performance.
Staff and volunteers must feel confident to report concerns or worries about other staff members or volunteers to the appropriate person in authority, i.e. Protection Liaison Officer.
Line managers and parents must be informed of all incidents and accidents at the earliest opportunity. This can be done in person, by telephone or writing depending on the situation.
If the child, young person or vulnerable adult is accidentally injured as a result of a staff member or volunteer’s actions, seems distressed in any way, appears to be sexually aroused by your actions, misunderstands or misinterprets something you have done, always report such incidents as soon as possible to another colleague and make a written report.
If a child, young person or vulnerable adult arrives at the activity or service showing any signs or symptoms that give you cause for concern you must act appropriately and follow the procedures detailed above.
IT IS NOT GOOD PRACTICE FOR STAFF AND VOLUNTEERS TO:
Spend unreasonable amounts of time alone with children, young people and vulnerable adults away from others.
Take children, young people and vulnerable adults alone on a car journey, however short.
Take children, young people or vulnerable adults to your home where they will be alone with you.
Arrange to meet children, young people and vulnerable adults outside an organised activity or service.
If these situations are unavoidable, they should only occur with the full prior knowledge and consent of your line manager and the child, young person or vulnerable adults parents/carer.
STAFF AND VOLUNTEERS SHOUND NEVER:
Engage in rough physical games including horseplay.
Engage in sexually proactive games.
Allow or engage in inappropriate touching of any form.
Allow children, young people or vulnerable adults to use inappropriate language unchallenged or use it yourself.
Make sexually suggestive comments about or to child, young person or vulnerable adult, even in fun.
Let any allegation a child, young person or vulnerable adult make be ignored or go unrecorded.
Do things of a personal nature for children, young people and vulnerable adults that they can do themselves, e.g. assist in changing.
N.B. It may sometimes be necessary to do things of a personal nature for children, young people and vulnerable adults, particularly if they are very young or are disabled. The tasks should only be carried out with the full understanding and consent of the parents. In an emergency situation that requires this type of help, you should endeavour to have someone present and fully inform the parents as soon as it is reasonable possible. In such situations it is important that you ensure that all staff etc are sensitive to the child, young person or vulnerable adult and undertake personal care tasks with the utmost discretion.
Share a room with a child, young person or vulnerable adult.
Enter areas designated only for the opposite sex.
Use the internet to access child pornography sites.
Code of Conduct
Charlie Caterpillars, has a Code of Conduct which all employees are expected to follow throughout every aspect of their work. Management place a lot of trust in its staff and acknowledge that staff want to do their best and operate in a professional manner.
It is also understood that any conduct out of hours will come under scrutiny by parents, other professionals and services that we provide care for. In our progessions we have a duty of care and must ensure that we operate legally and professionally at all times, it is important that members of staff never do anything that would bring the company into disrepute or cause their colleagues to be viewed in less than a positive light.
The Code is intended to provide a clear framework within which we will all work to deliver the best we can for our company and its service users.
Management understand this code covers a wide range of areas. All listed below are not exhaustive and will also be found in the Employees handbook.
What happens if employees don’t adhere to the code?
Any behaviour that falls below the standards defined in this or any other code stated in the employee handbook or any other policy that is in place will / may be likely to lead to disciplinary action. A serious individual breach and /or several breaches can lead to dismissal.
See Safer Working Practices for further details.
Corporate Dress
The personal appearance of employees reflects on the Company image; please bare this in mind when getting ready for work
- Hair neatly tied back
- Nails short and clean, no false nails or varnish.
- Awareness of personal hygiene
- Uniform worn at all times
- Flat black shoes
- One ring of which is given by marriage or engagement
- Studs in ears
- Name badge displayed
Dealing with parents and other professionals
Always be courteous, professional and helpful when dealing with other people.
If possible advice or information should be given about the services and activities of the business. This includes avoiding personal prejudice in giving or refusing any service. Confidential information should not be released to third parties.
Physical contact with children and young persons
- Be aware that even well intentioned physical contact may be misconstrued by the child, an observer or by anyone to whom this action is described
- Never touch a child in a way which may be considered indecent
- Always be prepared to report and explain actions and accept that all physical contact be open to scrutiny
- Not indulge in horseplay
- Always encourage children, where possible, to undertake self-care tasks independently
- Work within Health and Safety regulations
- Be aware of cultural or religious views about touching and always be sensitive to issues of gender
- Treat children with dignity and respect and avoid contact with intimate parts of the body
- Always explain to a child the reason why contact is necessary and what form that contact will take
- Seek consent of parents where a child or young person is unable to do so because of a disability
- Consider alternatives, where it is anticipated that a pupil might misinterpret any such contact,
- Be familiar with and follow recommended guidance and protocols
- Conduct activities where they can be seen by others
- Be aware of gender, cultural or religious issues that may need to be considered prior to initiating physical contact
Understand that physical contact in some circumstances Gifts and hospitality
Employees must be very careful about accepting any gifts, favours or hospitality from any person or any organisation that has an interest in obtaining or providing services to the company.
Relationships at work
Striking up a relationship with a colleague or service provider is strongly discouraged. However, if this does occur, it is strongly advisable to immediately declare this to your manager.
Health and Safety at work
This is outlined in its own policy and procedure, please see employee handbook and policy folder located in main office
Alcohol and drugs
This is outlined in its own policy, please see employee handbook and policy folder located in main office.
Internet & E-safety Policy
The following whole setting policy refers to the safe, acceptable and responsible use of the Internet.
E-Safety encompasses Internet technologies and electronic communications such as mobile phones as well as collaboration tools and personal publishing. It highlights the need to educate staff about the benefits and risks of using technology and provides safeguards and awareness for users to enable them to control their online experience.
E-Safety depends on effective practice at several levels:
- Responsible ICT use by all staff, students and volunteers.
- Sound implementation of e-safety policy in both administration and curriculum.
- The use of parental controls on portable devices to limit use of devices on the internet.
- The e-Safety Policy is part of the setting Development Plan and relates to other policies including those for ICT, bullying, Safeguarding & child protection procedures, mobile phone & Social Media policy.
- (The setting has appointed a named person to co-ordinate e-Safety – Joanne Morgan.)
- Senior management has agreed our Internet & E-Safety Policy in accordance with our policy review procedure.
- The e-Safety Policy and its implementation will be reviewed annually
- Internet use is a part of society and a necessary tool for staff and children.
The setting internet access is designed for adult use and is restricted for children’s use and includes filtering appropriate to the age of children.
- The setting will ensure that the use of internet derived materials by staff and Children/Young persons complies with copyright law.
- Information system security setting ICT system capacity and security will be reviewed regularly.
- Virus protection will be updated regularly.
- Where internet Access is not filtered – and so usage must be supervised at all times by staff.
- Staff may only use approved e-mail accounts on the setting system.
- E-mail sent to an external organisation should be written carefully and authorised before sending, in the same way as a letter written on setting headed paper.
Published content and the setting web site;
The contact details on the Web site should be the setting address, e-mail and telephone number. Staff or children’s personal information will not be published.
- The Owner/Director will take overall editorial responsibility and ensure that content is accurate and appropriate.
Publishing children’s imaged and work
- Children/Young persons full names will not be used anywhere on the setting Learning Platform particularly in association with photographs.
- Children’s wphotographs and work can only be published with the permission of the child where appropriate and parents.
Social network and personal publishing
- The use of company internet for person social media use is prohibited. Social Media use onsite must be for the company only.
Managing Filtering
- If staff discover an unsuitable site, it must be reported to the named e-Safety person.
- Joanne Morgan will ensure that regular checks are made to ensure that the filtering methods selected are appropriate, effective and reasonable.
Emerging Technologies
- Personal mobile phones and other portable devices should not be used during formal working time.
- The sending of abusive or inappropriate text messages is forbidden.
- Emerging technologies will be examined for educational benefit and a risk assessment will be carried out before use in setting is allowed.
Protecting personal data
- Personal data will be recorded, processed, transferred and made available according to the General Data Protection Regulations 2018.
ICT access
- All staff will have access to the settings Internet & E-Safety Policy and its importance explained.
- Children’s access to the internet will be under adult supervision at all times.
- Everyone will be made aware that the internet traffic can be monitored and traces to the individual user.
- E-safety rules will be posted in all rooms where there is computer access and discussed.
- Network and internet use will be monitored.
- Parents’ attention will be drawn to the setting E-Safety Policy in e-newsletters and on the settings web site.
- The setting will take all reasonable precautions to ensure that users access only appropriate material. However, due to the international scale and linked nature of internet content, it is not possible to guarantee that unsuitable material will never appear on the settings computer. The setting cannot accept liability for the material accessed, or any consequences of internet access.
- Complaints of internet misuse will be dealt with by the Director/Owner.
Key Person Approach Policy
At Charlie Caterpillar’s we have adopted “The Key Person Approach” as stated in P.Elfer (2003 pg 18,19). This approach is a way of working in nurseries in which the whole focus and organisation is aimed at enabling and supporting close attachments between individual children and individual nursery staff. The Key Person approach is an involvement, and shared commitment between a key member of staff and a family. It is an approach that has clear benefits for all involved.
The Benefits of a Key Person Approach
For babies and young children: The Key Person makes sure that, within the day-to-day demands of a nursery each child feels special and individual, cherished and thought about by someone while they are away from home. It is as though the children were ‘camped out in the Key Person’s mind’ or that there is an elastic thread of attachment that allows for being apart as well as for being together. The child in the nursery will experience a close relationship that is affectionate and reliable.
For parents:
The Key Person approach ensures that parents have the opportunity to build a personal relationship with ‘someone’ rather than ‘all of them’ working in the nursery. The benefits are likely to be peace of mind and the possibility of building a partnership with professional staff who may share with them the pleasures and stresses of child-rearing. It gives parents the opportunity to liaise with someone else who is fully committed and familiar with their baby or child.
For the Key Person:
The Key Person approach is intense, hard work and a big commitment. This relationship makes very real physical, intellectual and emotional demands upon the Key Person and these demands need to be understood, planned for and supported by the nursery policies and management. One of the benefits of being and becoming a Key Person is the sense that you really matter to a child and to their family. You are likely to have a powerful impact on the child’s well-being, their mental health, and their chances to think and learn. These powers and responsibilities will produce feelings of pleasure and pain, the joy and relief of partings and reunions, and the satisfaction and anxiety of being a Key Person in a child’s early years.
For the nursery:
The Key Person approach leads to better-satisfied and engaged staff, improved care and learning for the children, and a parent clientele who are likely to develop a more trusting confidence in the competencies, qualities and devotion of the team. There are indications that this approach reduces staff sickness and absence and develops involvement and positive attitudes to professional development within staff teams.
Further reading “Key Persons in the Nursery – Building Relationships for Quality Provision” Reading material located at Charlie’s Training Academy.
Key Person Procedure
For Babies/Young Children and Parents:
- Management will explain during show round how our Key Person approach works and will allocate a Key Person.
- The key person will be introduced and available to meet and greet the parent and child at their first phasing in session. A compliment slip outlining phasing in dates, times, Key Person name and start date will be given to the parent/carer at this time.
- Accounts manager will post correspondence to the home address, welcoming the child and parents, whilst introducing monthly fees and accounts procedures in line with our terms and conditions.
- Further flexibility will be considered depending on the individual needs of the family.
For the Key Person:
- Admin will inform the Key Person that they have a new key child starting and provide a copy of the compliment slip.
- Admission paperwork will be issued to the key person for phasing in 1 that includes an all about me, registration, consent forms, emergency contacts and terms and conditions. The allocated key person will support the parent in completing these at phasing in 1.
- The Key Person will greet the family as they will be greeted every day during their time at Charlie’s. At phasing in 1 a photograph will be taken for admin to create, labels for baskets, coat peg/box, tags for personal belongings, registration cards/self -registration picture.
- During phasing in 1, Key Person will explain what shift they are on and what duties they will be responsible for. They will outline what the procedure will be when they are not within the nursery.
- Key Person will take responsibility for;
- Mealtimes
- Nappy changing/toileting needs
- Individual preferences i.e. comforters, personal belongings, parent’s wishes…
- Accidents and injuries
- Medication
- Illness
- Planning, observation and assessment
- Parent’s evenings
- Prepare child and parent in advance of their annual leave
- Before phasing in 2 the new key child will have a coat peg, basket/box, tags for personal belongings and registration card/self- registration picture prepared by the Key Person.
It is important to understanding parent’s wishes around individual routines. Key person’s will also share day to day experiences with the parents, however, being extremely sensitive in sharing first experiences, allowing the family to feel they experienced these amazing milestones first and shared this with us here at Charlie’s. This can then be added to the children’s personal learning journey.
For the Nursery:
When management are deploying staff to cover annual leave, sickness, secondment, lunches, meetings etc… First and foremost, the management member will consider the needs of the key children. Wherever possible Key Persons will not be used for staff deployment, set cover staff will be factored into shifts. Wherever possible, cover staff for Key Persons will be familiar to the room and parents.
All Key Persons will be on set shifts and lunches to ensure that continuity and routine is built into every day for key children and families.
The Key Person will initiate the transition process one month before the group is due to move in accordance with the transition policy.
The Key Person will discuss with the child’s parent the transition process.
Admin will issue a letter to the parents upon the instruction of the key person. Admin will set this as a reoccurring event on the nursery calendar to support the key person.
During the transition month the Key Persons will share knowledge about the child’s experiences with parents to ensure a smooth process.
Performance Management Policy
Performance management is a vital tool for motivating employees and improving performance. The purpose of the performance management process is to develop people in the interests of both the Company and the individual.
Performance management should be viewed as a continuous process, as performance cannot be managed effectively by only meeting once a year. Employee’s rate involvement in regular performance reviews as one of the most important factors in maintaining their motivation and value the opportunity to discuss how they are progressing. Performance reviews can be useful to provide positive feedback and recognition and to plan development. When conducted properly they can identify and address performance concerns before they become disciplinary issues.
The process is a two-way discussion between the employee and the Manager. It is based solely on performance and the Manager should be careful that personal values and assumptions are not allowed to unfairly influence or prejudice discussions.
The Performance Review Process
The performance review process consists of three stages:
- Setting objectives
- Progress reviews
- Annual performance appraisal
Setting Objectives
Objectives are the criteria used to measure and evaluate performance and therefore they must be measurable and/or quantifiable to allow the Manager to determine the extent to which they have been achieved. They provide a valid, objective measurement of an employee’s performance.
In addition, this results-orientated approach is job-related and less subjective, and therefore will form a sound legal basis for any business decisions taken as a result of it i.e. (redundancy selection criteria).
The agreed objectives are the standards expected for performance.
Every objective set needs to be S.M.A.R.T.:
- Specific about what must be achieved
- Measurable in terms of quality, quantity and time
- Achievable realistic but challenging
- Realistic in terms of resources available and factors within the employee’s control
- Timed with an agreed timescale or turnaround time
The number of objectives set depends on existing opportunities, the ability of the individual and the complexity and nature of the employee’s role. However, up to six is normally enough – if too many are set, they may become unrealistic and unachievable.
What objectives should be set?
The objectives set for an employee reflect their individual contribution to the achievement of the Manager’s/team’s business plan and/or the SLAs which affect their team.
Setting objectives can also give an opportunity to challenge an employee and help them improve their performance. Objectives should be reviewed across the year to ensure that employees continue to work at optimum levels and where necessary meet changes to business needs.
Objectives can encompass productivity, meeting of team targets, as well as ‘soft’ skills such as team work, adaptability, responsibilities relating to team projects, and so on.
When to set objectives:
- For new employees, during the probationary period
- Upon completion of the probationary period
- On promotion or at commencement of a new role
- For employees who have recently transferred under TUPE or acquisition
- For employees returning to work after a long absence
- For all employees in annual appraisals and regular reviews
In order to be valid, the objectives will need to be agreed and recorded in writing, with copies to the employee, Line Manager and the personal file. These objectives then form the basis of subsequent reviews.
Rating Objectives:
To review the achievement of objectives effectively, Managers need to measure the standard of achievement. We use a rating system because:
It is easily understood
It offers an analytical view of performance by asking appraisers to think about what is involved in achieving the objective
It enables comparisons between people with the same objectives
It is essential to be honest and objective when measuring the achievement of objectives and so the reasons for a particular rating need to be explained and documented. If problem areas exist, they must be tackled and discussed, see the poor performance section below.
Progress Reviews
An annual performance appraisal can be made time-consuming and ineffectual if it surprises the employee in respect of feedback on performance that has not previously been discussed. In addition, circumstances frequently change, and the objectives set one year ago can become inappropriate. By reviewing performance and progress at regular intervals during the year in less formal discussions, Managers keep in touch with their employees and both parties keep abreast of changes.
It is recommended that progress reviews are held at least once every three Months although in some business’s monthly reviews are necessary.
Progress reviews are carried out to monitor performance, assess training needs and to re-set or amend objectives where the needs of the business or the role have altered. Again, copies of any amendments to objectives need to be recorded, with copies to the Manager and employee.
Behaviour Outside of Work
Normally the Company has no jurisdiction over employees outside working hours. However, if an employee’s activities outside work adversely affect the company, then they will become an issue, the following will result in disciplinary action.
Bringing the name of the company into disrepute.
Adverse publicity
Actions that result in loss of faith in the Company resulting in cancelled bookings.
Actions that result in loss of faith in the integrity of the individual.
All the above is stated in the employee handbook.
Use of ICT and Media websites
It is discouraged for staff to use media websites and/or have parents/colleagues as friends.
Any staff who already have old and new parents as friends must delete or de-friend all above, any discussions based around the setting will be seen as a breach of the Code.
Smoking during material times
It is recommended by Management that any person smoking who works directly with children should be encouraged to smoke at least 30 minutes before returning to their room, as research states that smoke lingers on clothing for up to 30 minutes after.
See No Smoking Policy
Personal Hygiene
It is important that you maintain a good standard of personal hygiene within the workplace.
Clean Uniform should be worn when at work.
This means that your hair should be neat and tidy and tied up whenever possible.
If you smoke, please see our No Smoking Policy.
- Nails should be kept short and clean to stop germs breeding, there also to prevent you scratching or injuring a child in your care. There is to also be no nail varnish on nails.
- Minimum amount of jewellery should be worn; a wedding ring, flat studied earrings or flat nose rings
- Hands should be washed whenever leaving the nursery floor or returning from breaks or toilet
- Spare uniform should be kept in your locker for emergencies
- Mouthwash, deodorant, sanitary towels and tampax are kept in the staff toilet for your use.
Managing Poor Performance Procedure
If issues occur with an employee’s performance, they must be addressed immediately and discussed within regular performance reviews. It is vital that concerns regarding performance are raised and tackled promptly.
Key persons who are not achieving goals set or have displayed unwanted behaviour will be supported by Room Leads to achieve.
Once poor performance has been identified, the following process can be used:
In order to support colleagues achieving any goals set from their job description or Nursery development plan, Charlie Caterpillars will use an informal approach to support in the first instance.
Following the Management by Walk about regarding:
- Morale
- Staff sickness
- Staff attitude
Leads will have the information at the first point if any issues are arising.
- Room Leads will discuss with the individuals in a coffee chat format
- Meet with the employee
- Identify and discuss the areas of poor performance
- Look for any underlying reasons for poor performance and address these
- Consider whether further training and guidance is necessary and then arrange for it to be provided promptly
- Agree what measurable improvements in performance are required and set
- performance improvement targets and deadlines for their achievement
- Document agreed Performance Improvement Plan on Action plan or Reflective summary
- Assistant Manager will be informed during department or 1:1 meetings
- Assistant Manager will complete a coffee chat for further concerns
- Meet with the employee
- Discuss the areas of poor performance
- Discuss the underlying reasons for poor performance and address these
- Consider whether further training and guidance is necessary and then arrange for it to be provided promptly
- Agree what measurable improvements in performance are required and set
- performance improvement targets and deadlines for their achievement
- Document agreed Performance Improvement Plan
- Agree time frame for further review – normally the employee should be given at least one month to improve but this depends on the employee’s job
- Closely monitor the employee through the review period – hold regular 1:2:1’s to do this – for instance once a week when required
- Hold a review meeting to assess whether the employee has met the
- performance improvement targets
- Continuous concerns will be passed up to Manager to complete a formal appraisal
If it is identified through this review meeting that an employee has failed to meet the
requirements of the performance improvement plan then it may become necessary to
Invoke the Disciplinary Procedure.
A disciplinary hearing is held following an unsatisfactory performance review meeting where the employee’s alleged failure to meet performance targets is considered.
Prior to the meeting, the Manager must provide the employee with documentation to support the allegation of poor performance (e.g. Performance appraisal and progress review forms, performance improvement plans, letters documenting the performance concerns and the process used to monitor).
This meeting will be in accordance with the Disciplinary Procedure and may result in a disciplinary warning being issued. If areas of poor performance persist then the disciplinary procedure should be escalated.
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Mobile Phone and Digital Device Procedure
Please allow time to lock your device safely away in the staff area, whilst you are working with the children. Please ensure that you do not enter the nursery floor with your mobile phone or portable device at any time. All staff, students and volunteers will be given access to a safe place to lock all other personal belongings.
All visitors will be asked to leave their mobile phone locked away safely whilst on the nursery floor.
Parents are asked not to bring mobile phones onto the nursery floor however, if parents are seen with a mobile phone, staff will ask them politely to put it away in their pocket or handbag and supervise them whilst they do so. Staff will remind parents that it is our policy not to bring mobile phones onto the nursery floor and management will circulate a safeguarding email and reminders of our policy. Posters will be clearly displayed in all entrances.
No mobile phones will be allowed on the nursery floor or staff bathroom under any circumstances, disciplinary action may be taken against you.
During breaks mobile phones will be allowed in the staff area but must be safely locked away at the end of break.
Company Mobile Phones
Where the company has issued a mobile phone, it is for business use only and at all times will remain the property of the Company. The user(s) will be responsible for its safekeeping, proper use, condition and eventual return to the Company. The user will also be responsible for any cost of repair or replacement other than fair wear and tear. If a replacement is required, the Company will organise this.
A mobile phone is provided primarily to enable the user to do their job, i.e. to keep the Company informed at the earliest opportunity of matters, which it needs to know about and to be similarly contactable by the Company, or to contact learners or colleagues when working away from the office. Therefore, it is the user’s responsibility to ensure that the mobile phone is kept charged and switched on whilst at work.
Users should not sign up to text-based information services, e.g. RAC traffic alerts, text voting. The use of the internet for anything other than authorised social media usage on Company mobile phones is strictly prohibited, except in the case where specific authorisation has been given by the director or IT Co-ordinator to designated Smartphone users. Smartphone users should only use the internet to access their Company emails and for other essential Company use.
Unless agreed by the Managing Director, applications and other programmes may not be downloaded to any mobile phone under any circumstance.
The SIM card from Company mobiles should not be placed into any other mobile, unless to another Company issued mobile phone. Neither should the camera facility be used for anything other than official company usage such as photos of evidence/ID or an emergency, e.g. company car accident where evidence may be required.
The Company recognises that users may, on occasion, have to make personal calls or send personal text messages during working hours, or outside normal working hours. Where it is deemed that an unreasonable amount of personal calls/text messages have been made using the mobile phone, the Company reserves the right to deduct those costs, either through deduction from pay, or otherwise. The Company may, after formal investigation, take action under the Disciplinary Procedure if such use is excessive or unauthorised. Users will be expected to make payment for private calls made beyond reasonable usage.
If it is found, following investigation, that there has been excessive personal data use, then the user will be asked to reimburse the company for the cost of this and action may be taken under the Disciplinary Procedure.
The user agrees that upon termination of employment, should they not return the allocated mobile phone, or should the mobile phone be returned in an unsatisfactory condition, the cost of replacement, or a proportional amount of this as decided by the Company, will be deducted from any final monies owing, or the user will otherwise reimburse the Company.
Use of a Mobile Phone Whilst Driving
The user must ensure they have full control of any vehicle that they are driving at all times.
It is an offence to use hand-held mobile phones whilst driving or whilst the engine is turned on. The user will be liable for prosecution if they are holding a mobile phone, or any other type of hand held device to send or receive any sort of data, be it voice, text or pictorial images. The user will be regarded to be driving if they are in charge of a vehicle with its engine running on a public road, even if the vehicle is stationary. It is therefore strictly forbidden for the user to use a hand-held mobile phone whilst driving.
A mobile phone may only be used where there is an in-coming call or an out-going voice activated call through a hands-free device that is activated without a need to hold the phone at any time, in which case the call should be kept to the shortest possible time and only to effect essential communications. When the phone needs to be operated to make or deal with a call through the hands-free device for longer than receiving or giving a short communication, before doing so the user must stop and park the vehicle where it is safe and lawful to do so and with the engine switched off.
Whilst driving they must not use the text message facility on the mobile phone, or if available through such a phone, an image facility or internet access.
Individuals are personally responsible for the payment of any fine or fixed penalty (including any externally raised admin charges) incurred whilst in charge of the vehicle. Any conviction for driving offences, any driving endorsements and any fines incurred must be reported immediately to line management as this may affect the Company’s insurance.
It should be noted carefully that a breach of the Company’s rules on the use of a mobile phone whilst driving may render the user liable to action under the Disciplinary Procedure.
Lost or Stolen Mobiles
The user is responsible at all times for the security of the mobile phone and it should never be left unattended. A PIN number or pattern lock should be used at all times.
If the phone is lost or stolen, this must be reported to Director or Business Development Manager immediately so that the handset can be tracked, blocked and remotely wiped so that no information can be accessed from it.
In the event of theft of a mobile phone, the incident must also be reported to the police and an incident number obtained. The Company reserves the right to claim reimbursement for the cost of the phone, or excess usage charges should the correct procedures not be followed, a user reports repeated loss of their mobile, it is deemed that the user has not taken appropriate measures to safeguard the equipment, or reported the loss thereof (which will be investigated by the Company and judged at its absolute discretion).
Support
Should there be any queries on the use of the company mobile, please contact the Managing Direcor.
Monitoring of Usage and Costs
The Company receives itemised billing for all Company mobile phones and this is monitored on a monthly basis. The billing system identifies all calls, texts and data usage (if appropriate) and the costs related to this, by user, destination, duration, frequency, etc. High or clear personal usage will be reported to line management for investigation (high usage is defined as usage which falls outside of the normal usage pattern for the individual, or outside of the usage pattern in comparison to other similar users).
This monitoring will allow the Company to identify any areas of potential misuse or training that may be required, or to negotiate with suppliers any necessary changes in tariffs to ensure cost efficiency.
If it is found the mobile has been misused, the Company may, after formal investigation, take action under the Disciplinary Procedure.
Mobile Phone Use Abroad
All Company mobile phones are barred from being used abroad unless the network provider has been specifically instructed by the Company. In the event that a bar needs to be lifted, please contact the Business Development Manager or Director in order that this may be considered.
It is particularly important on Smartphones to ensure that “data roaming” is switched off for any times other than checking Company emails. “Data roaming” charges from abroad (which includes the Isle of Man and Channel Islands) can result in very high-level charges, and if it is found that these have been incurred due to personal use or negligence on the part of the user, then the charges may be passed on to the user.
“Pool Phones”
Certain phones are allocated to groups rather than individual users. In this situation it is ultimately the responsibility of the group leader to ensure that all conditions (as noted above) relating to the use of the phone are complied with. However, individual staff that use, or could use such phones must ensure they also comply with the conditions.
Anti-Harassment
Staff must be aware that certain operations that may be performed on mobile phones may breach Company rules and procedures. The sending of text messages or digital images that are or could be deemed offensive is strictly prohibited.
The photographing or filming of fellow employees, residents, visitors or any member of the public without their consent may breach an individual’s right to privacy and could, in certain circumstances, constitute harassment. This is therefore strictly forbidden.
It is against the principles of this Company for any person to be harassed in such a way and will not be tolerated. Any instance that comes to the Company’s attention will be investigated. Should a staff member be found to have used a mobile phone in such a way they may be subject to the Disciplinary Procedure, which could include dismissal.
If an individual feels they have been a victim of this form of harassment, they should bring this to the attention of line management immediately.
Policy Review
This policy’s effectiveness will be monitored and may be reviewed by the Company at any time. Updates will be notified to all mobile phone users.
Nappy Changing & Intimate Care Procedure
It is important that you read and understand the procedure for changing nappies, in order to carry out correct practice to avoid cross contamination. The well-being of the children is paramount, and the following procedures should be maintained at all times.
Always ensure that there is enough disposable roll and sanitising spray, nappy sacks and paper towels (for cleaning down the changing station) at the beginning of each new day.
At each nappy change the staff will:
- Key person wherever possible will change their key children.
- Only one child per worker will be changed at any one time to make nappy changing a social occasion.
- Ensure changing station is clean before use.
- Prepare the area by getting out the child’s nappy storage, gloves and an apron.
- Collect the child and place on the changing station. While in the changing area with child put on your apron and gloves.
- Offer a toy or sing a favourite song.
- Put on a pair of gloves and an apron (white).
- Change the child’s nappy.
- After changing the child, remove gloves and apron and dispose in nappy sac and place in human waste bin (yellow bin).
- Redress the child ensuring you do not let them touch your apron.
- Put the child back into the play area either by passing them to another member of staff or by putting them down for a moment if they are independently mobile.
- Do not leave the changing area with your apron and/or gloves on.
- Ensure the area is tidy.
- Put on a glove and spray and wipe the mat.
- Wash hands thoroughly.
- Record signature on bathroom check to say left the room tidy.
- Record date, time changed by and outcome in childs diary and paperwork.
- If children are showing an interest in the potty/toilet, key person will then discuss how best to proceed with this with the parents. We will advise that we will encourage and allow the child to try during nappy changes. Parents at all times remain responsible for toilet training their child.
ent of a child running out of supplies, please record any spare supplies used.
NEVER leave a child unsupervised on the changing unit.
No Smoking Policy
All Charlie Caterpillars grounds are ‘No Smoking Zones’ at all times including vapour/electric alternatives. We operate a No Smoking in the workplace policy.
Charlie Caterpillars staff, students and volunteers are all made aware of this. It is very important to provide a smoke free environment for children.
Research has shown that smoking can increase the risk of cot death to babies. Other health problems suffered by children can be aggravated by smoke.
There are significant detrimental effects on health from smoking, including from passive smoke.
Our staff and volunteers have a responsibility to model and promote positive behaviours to children and their families.
If parents/carers wish to smoke they must do so off site.
If a parent has volunteered to join us for a walk they will be asked to refrain from smoking.
To minimise the risk to children in our care please follow the guidance below;
- When caring for children in the under 2 years room, you are requested not to smoke during working hours.
- If you must smoke this must be done at the start of your allocated lunch break, not at the end.
- Staff must cover their uniform fully if smoking to prevent smoke particles from being taken into the nursery. Staff can only smoke during official breaks in the working day and should thoroughly wash their hands and face and brush their hair afterwards to remove residual smoke.
- You must ensure that at least 30 minutes has passed before you comfort a child under 2 years, as research suggests that smoking stays on your clothing for this period.
- Where possible cleaning your teeth along with using mouth wash would is preferable.
- If staff, students or volunteers wish to smoke they must do so off site and out of sight of the nursery.
Portable Devices Policy
The use of portable devices such as smart watches and hand held devices such as iPods and cameras are becoming more prevalent as technology develops. They are used as an integral part of children’s observations and the child’s learning journey throughout their time at Charlie Caterpillars.
Company iPods/Cameras/Laptops/Misc Portable Devices
The company will provide staff with the use of company iPods, iPads and cameras for observations within the setting. This could include the recording of audio and/or photos.
These devices are:
- Connected to the internet and use parental controls to limit the use of other apps (applications) that might not be suitable for the nursery setting.
- Have iConnect app installed – this is used for all observations and deemed a safe way to transfer images of children over the internet to parent zone and is procted by Connect strict security.
- Are locked using a 4 digit pin code only known by staff and management.
The company will at times also provide laptops to be used within the setting (and on the nursery floor).
All laptops have front facing cameras and are capable of recording audio. All laptops will have their front facing cameras disabled in order to limit the ability of video recording within the nursery to just the approved iPods.
The laptops will be designated to a member of staff who is responsible for what is accessed via the laptop.
All e-Safety and policies relating to ICT must be adhered to whilst using the laptops. This includes the use of social media and creation of media.
Peer on Peer Observations Policy
At Charlies we pride ourselves on our outstanding, qualified and experienced staff. Through our virtual staff room, website, online training and team training meetings we keep all practitioners up to date with good practice and best practice ideas. We will strive to continually better ourselves and our team by building up on our skills through reflective practice and raising self-esteem and confidence. We will do this in many ways, one being Peer Observations, to monitor the effectiveness of adult/child interaction. Peer observations can be used in performance management to monitor and evaluate practice and to pinpoint any future training.
Peer observations will be carried out periodically on a formal basis and daily on an informal basis, every member of staff will be observed by both management and their peers selected anonymously ensuring a non-biased approach. Staff will choose names from a hat of who they will peer observe, after which a time for feedback will be set aside.
A form will be completed identifying outcomes for children, 3 strengths and 3 weaknesses for each peer observation and then kept on the member of staff’s personal file. This process will help the staff and management team to reflective on practice and plan training to move forward together and improve the quality of delivery within the Nursery.
Peer on Peer Observations Procedure
Observers should sit or stand quietly near to the member of staff you are observing but far enough away so you’re not being obtrusive to staff or children. Using the form either write on it straight away or use it as a guide to make notes on exactly what you see and hear.
An observation only needs to be 5 minutes long. Make time for feedback, here are some tips:
- Ensure you are in a place with no distractions.
- Be relaxed, friendly and make eye contact.
- Establish a positive tone.
- Speak with confidence and conviction.
- Speak clearly using straightforward language.
- Be aware of sensitivities.
- Use the Peer Observation activity examples to highlight issues.
- Be clear about what is being done well and what could be improved.
- Offer examples and suggestions about how to achieve improvements.
- Reemphasise the importance of adult/child interactions.
- Reassure practitioner that there will be support to achieve improvements.
- Agree priorities and how these will be achieved.
- Acknowledge and praise good practice identified in the Peer Observation
Activity:
- Use the positive sandwich approach – positive, negative, positive.
- Thank the practitioner for his/her participation in the activity.
- Both parties need to sign the peer observation form and then file it in the designated location.
The nursery’s management team will review the forms and provide whole team training and further feedback and support where necessary.
Record Keeping, Confidentiality & Data Protection Policy
Charlie Caterpillars Day Nursery will adhere at all times to the General Data Protection Regulation 2018. We operate a very strict policy with regard confidential information, the very nature of the nursery is that certain information remains confidential, such as:
- Customer (parent and child) information
- Accounts and budgets
- Staff remuneration
- Staff information
The affairs of the nursery’s parents / carers are also private and any information obtained about clients must be regarded as confidential. The nursery will regard any breach of confidentiality as a disciplinary offence and any breeched may lead to dismissal. Accordingly, it is agreed that during and after employment, an employee will not disclose any confidential information that has come to their attention during the course of their employment.
When working with children and their families we will come across confidential information, in ensuring that those who use and work at Charlie’s can do so in confidence confidentiality will be respected by:
Code of Conduct
- Staff will remain professional at all times, treating any information discussed in the setting as confidential and not to be discussed outside of the setting.
- Staff will not discuss individual children other than for purposes of curriculum or group planning with anyone other than the relevant staff and the child’s parents/carers, with two exceptions:
o If there are concerns regarding a child’s welfare, information will be shared with the relevant agencies if we have consent to do so. If we believe the child is in danger, we will act on the behalf of the child and consent is not required.
o Where the parent/carer has provided permission for us to share information with another setting, school or other agency.
- Individual children will not be discussed by staff, unless for the purpose of planning or nursery meetings
- Any information received by staff by parents / carers will not be passed onto anyone else without their permission
Children’s Records and Files
- Charlie Caterpillar’s Day Nursery will electronic files on our Connect Childcare Database and paper file stored in a locked office. These are held confidentially and will not be made available to any other persons who do not have a statutory authority to view them.
- Parents with parental responsibility will have access to their child’s file and records via their parent zone app.
- Information given by parents/carers to the manager or child’s key person will not be shared without the parent’s permission (and even then only to those who need to know).
- When staff are recording any information about a child they will ensure that it is factual and objective. Staff will not include hearsay or personal opinion of any form. Staff will consider how they write about children and the impact this can have on parents.
- Staff recruitment whether paid or voluntary will only be kept to those people involved in the process
- Any concerns / evidence in relation to a child’s safety and wellbeing will be kept in a locked file in a locked office and electronically on a password protected cloud storage system. These will only be shared with the necessary staff who are DBS enhanced.
CCTV footage
- Access to recorded images of CCTV wil be restricted to the senior manaement team, the system is not a webcam facility, for data protection purposes parents will not have access to view recordings. In the event of a parent request to view footage, this will be made available to a local authority representative, the police department and ofsted. (Please refer to our CCTV Policy for further information).
Employee/Students/Volunteers
- Issues to do with employment of staff will remain confidential to the people directly involved with making personnel decisions.
- All staff, students and volunteers will be made aware of this procedure as part of their induction.
- All students writing observations on children as part of their course work will get permission from the child’s parents and will not be permitted to use the child’s names, only initials. Photographs and the children’s work can only be used if they have written consent from the parent.
- Students / visitors whom are at Charlie’s will be made aware of our policy and in turn required to respect it, also those students whom observe children as part of their course will again be reminded of the confidentiality in relation to names etc…..
Passwords and Security
- All confidential information will be kept securely. Electronic information will be kept on our IT systems using agreed access permissions. Paper information will be kept in locked cabinets with designated staff only having access.
- Joanne Morgan, Managing Director, Amanda Vaughan, Administrator, Deputy Managers Sophie Gough and Karen Bennett have access to Connect Childcare the data base containing all of the children’s personal details and booking information. The data base is password encrypted.
The employee will, at all times, protect and maintain the confidentiality of the nursery’s information and that of its clients and may only disclose such information as required by law and as paramount the safety and well being of the children, please refer to the Safeguarding policy. It is understood that this obligation will continue at all times, both during and after the termination of employment unless and until the information has come into the public domain.
Archiving
The guidance for how long information should be kept for each child varies between 2 and 21 years. In line with common practice and Ofsted recommendations, we will normally keep archived information for a period of 3 years after a child has left nursery and the information will be destroyed according to schedule after this point. Information relating to child protection or safeguarding will be kept for 21 years.
Employee’s
The Nursery Management have a statutory duty to ensure that all personal information relating to employees is kept confidential under the General Data Protection Regulation 2018. The Nursery may require employees to provide certain personal information in order that the Nursery may properly carry out its duties, rights and obligations as an Employer. The Nursery will process and control data principally for personnel, administrative and payroll purposes.
The Nursery will take all reasonable steps to ensure that personal data is secure and is only made available to those persons who require access in order to perform their role in the course of the Nursery business. Personnel information will be kept on file during an individuals employment with the Nursery and for a period of up to six years following the termination of their employment.
The employee is entitled to request a description of the personal data held on their personnel file, the purpose for which the data is being processed and the persons to whom the data may be disclosed (e.g. Inland Revenue). The request should be made to the Directors together with the appropriate fee.
It is statutory duty under the General Data Protection Regulation 2018 for the Nursery to maintain accurate personnel records. It is the employee’s responsibility to inform the Nursery of any changes in their personal details.
As outline in the General Data Protection Regulation 2018, we are registered with the ICO (Information Commissions Office).
In line with Behaviour Management Policy no parents are allowed to know the identity of any child accused or alleged to have hurt their child in any way. We follow a strict policy of supporting behaviour and inclusive practice at Charlie Caterpillars Day Nursery.
Staff Deployment Policy
Charlie Caterpillars believes that we have a diverse team of age, knowledge and experiences that complement the services we offer, and we utilise their experiences and skills enabling us to provide good support for the children’s learning and play.
We regularly review the deployment of our staff which we feel benefits both the children, parents and staff maintaining key persons stay in the setting as core staff. It enables us to maintain ratio’s by moving staff and children appropriately, whilst enhancing the staff professional development.
This also provides opportunity to share best practice, extending staff knowledge and experiences and to support and guide other staff members. When the changing of staff in rooms occurs, parents will be consulted where ever possible and we will endeavour to always keep a familiar key person in the room, with reference to staff rota’s and shift patterns.
All childcare staff are qualified or are working towards a childcare qualification. Our key persons are experienced, and we provide a high staffing ratio to ensure that children have quality individual attention and are guaranteed outstanding care and education.
Our Ratios:
A minimum of two staff are on duty at any one time and the following adult to child ratio is ensured;
- Children under two years of age: 1 adult : 3 children
- Children aged two years of age: 1 adult : 4 children
- Children aged three to seven years of age: 1 adult : 8 children
- Children on offsite outings: As above or higher according to risk assessment
We will always ensure that for each age group we have at least one Level 3 qualified staff member and two trained First Aiders.
Staff Recruitment:
We are committed to recruiting, appointing and employing staff in accordance with relevant legislation and best practice; we will also adhere to Charlie Caterpillars policies and procedures for safer recruitment practices.
Staff involvement and development:
We adhere to Charlie Caterpillars HR procedures that are outsourced to Honest Employment Law Practice in relation to staff supervision, involvement and development.
We provide staff induction training during the first three months of employment, including a two-day classroom based induction for covering all safeguarding policies and procedures, followed by 1 month, 2 month and 3 month probationary review meetings. A mentor is allocated within the line management structure for all new staff to ensure they have a point of reference for practice or guidance. All new staff are issued a Policy Guidance Manual and are given online access to this via the staff area on our website.
Regular performance and development reviews, and annual performance management meetings are carried out.
Regular staff meetings take place to cover training and development on hot topics and policies. Our virtual staff room and website is used to actively keep the team up to date with current practices enabling our team to maintain a healthy work life balance.
Training:
Training is essential for all staff skills development and consistency of practice. We ensure that training is relevant to the tasks carried out, current legislation and OFSTED regulations. We subscribe to National Nursery Training online portal alongside attending local authority courses available to us as a setting.
Through the process of regular reviews and annual performance management, specific training needs are identified, and arrangements made to meet those needs. A training matrix is kept for tracking and monitoring purposes and to ensure that update training is booked accordingly.
All staff are invited to take further accredit qualifications through our sister company Charlie’s Training Academy, qualifications available to staff are;
- Customer Services, Level 2 and 3
- Management and Leadership, Levels 2,3,4 and 5
- Play-worker, Level 3
- Teaching Assistant, Levels 2 and 3
Students and apprentices:
Charlie Caterpillars Day Nursery recognises that qualifications and training make an important contribution to the quality of care and education.
As part of our commitment to quality, we offer placements to students and apprentice nursery practitioners through our sister company and other training providers who provide experiences that contribute to the successful completion of their studies and which provide examples of quality practice.
Management of Students:
All students require a DBS check from the training organisation and a reference.
Schools placing students under the age of 17 years are required to vouch for their good character.
All students are supervised at all times and do not have unsupervised access to children.
We have Employers’ Liability Insurance and Public Liability Insurance, which covers both students and voluntary helpers.
Any information gained by the student about the children, families or other adults in the course of their placement must remain confidential. (Please see our confidentiality policy.)
We provide students on their first day with an induction on how our nursery is managed and how the nursery is organised, including the staffing structure.
All students will have a health and safety induction and a young person’s risk assessment will take place.
Students required conducting child studies will obtain written permission from the person with parental responsibility of the child who is to be studied.
We will not accept students until we have obtained all the relevant information that we require.
All students will be supervised at all times and parents will be introduced to them where possible. Students less than 18 years of age will not be put into the nursery room to work in ratio, or at any time be unsupervised within this nursery space.
Social Media Business Use Policy
Charlie’s as a whole (Including Staffing Other Settings, Charlies Training Academy and Charlies SOS) use social media as a platform for communication with customers. It is important to remember that:
Senior management or staff authorised by senior management should use the company Facebook account to post information and reply to messages
- No personal information or pictures of children will be used without parent permission.
- Never use locations of visits in posts, remain nonspecific about updates on local outings to eliminate a safeguarding concern eg. ‘We’re off for our regular morning walk to the park’ might allow people to know that a room goes on walks every day to a specific location.
- Try and post about events in the past tense unless it’s a nursery event.
Use of Personal Accounts to access CCDN Virtual Staff Room via Facebook, we have a group on Facebook for Charlies staff room, this is mainly for the group collaboration feature where all members of the group can discuss and read articles that might be relevant for them as part of their work. It is used as a staff notice board, to hold virtual staff meetings and virtual team training events.
For the protection of the team, the following guidelines apply to the Virtual Staff Room:
- The group is a closed group. This means, no-one can be added to it unless added by an administrative user. It cannot be ‘indexed’ by google – meaning no information inside the group can be seen by anyone outside. It will not appear on anyone’s personal Facebook groups i.e. friends on Facebook cannot see that you are part of this group.
- Senior management are created as administrative users who are the only ones who can add and remove members.
- Only members of the current staff team are allowed to be part of the group
- Any member of the team who leaves Charlies and whose employment is terminated will have their membership to the group revoked immediately.
- No screenshots, copying or posting of information found within the group is to be used outside of professional use.
- Discussions should be professional and be beneficial to work – there are many great resources to be found on Facebook and the group should reflect this.
- Any user seen to be ‘trolling’ or ‘griefing’ (being abusive) to another member will be grounds for a discipliner
The following rules apply to users of the page;
Be kind and courteous
We’re all in this together to create a welcoming environment. Let’s treat everyone with respect. Health debates are natural, but kindness is required.
Respect everyone’s privacy
Being part of this group requires mutual trust. Authentic, expressive discussions make groups great, but may also be sensitive and private. What’s shared in the group should stay in the group.
Acknowledge each other’s contributions
Please like posts to acknowledge that you have seen and read information shared in the virtual staff room to show your engagement and commitment to the team, comments are voluntary.
General guidelines;
Use positive images of our profession
Use good language, avoid bad language
Have fun
Ask questions – no question is a silly question
Support each other
Avoid discussing safeguarding/child protection/whistle blowing concerns on this page, please follow our safeguarding procedures
Social Media Personal Use Policy
We ask all parents to ensure that the correct channels are used in relation to communicate with the setting.
We also ask all staff to refrain from using social media to discuss third hand information as this will often not be factual and puts children, staff and parents involved at risk.
If inaccurate information is shared on Facebook or any other social media website, that we have evidence to prove is untrue legal action may be taken against the subscriber for bringing the business into disrepute so please be careful about the information you like, comment on or share.
We ask all staff to remind parents that photographs or video footage taken of their child in any of our performances must be for personal use only. If there are other children on the picture it is illegal to post these children onto a social networking site without the prior permission of their parents.
Please remember your duty to Safeguard children and staff at all times. This policy will also ensure no children have access to the media or internet without online protection.
It is now knowledge that all future employers will research media sites to inform reputation of individuals wishing to join their establishment.
- Members of staff should not be friends with current parents or professionals, or any staff member who has left the company on disciplinary.
- Existing friends or family that join the setting must be declared to the Senior Management Team and a complete a “Social Media Disclosure” form to be kept on the staff personal file.
- Members of staff should not have the Place of Work on their profile.
- Members of staff with Social Media profiles should set the privacy levels on their accounts to maximum i.e only people on their friends list should be able to view their pictures/private information etc. This can be done by going to Settings> Profile and adjusting the parameters accordingly.
- Members of staff with distinctive surnames should be aware that it will be relatively easy for children, young people or parents to track them on social media, a determined individual with knowledge of how social media works will eventually be able to trace a person down.
- Staff Members will not place any information regarding any child or parent, including any activities conducted during working hours.
- Staff must act professionally at all times and must not, through their actions or inactions, bring the setting into disrepute.
Please follow this procedure in the event of being contacted by a parent, pupil or non-existing staff members.
There are three types of contact through social media:
- A message
- An invitation to be added to a persons “Friends list”
- Writing on another individuals wall. Adding comments to status’
If a message from a professional, pupil, or non-existing staff members the following action should be taken:
- Do not reply to the message. Replying to a message allows the recipient to view your profile in its entirety.
- New settings on Facebook are now allowing other countries to view your profiles, if security settings are not adjusted.
- A senior member of management should be contacted at the earliest point.
- Management will speak to the parent or pupil on behalf of the member of staff, the relevant page should be made available to management dealing with the situation.
- All parents will be reminded of the setting policy regarding social media.
Any member of staff who disregards this policy may be putting themselves at risk of Disciplinary action.
Whistle Blowing Policy
Employees may, in the course of their duties, have access to, or come into contact with, information of a confidential nature. Employees are forbidden from disclosing or making use of such confidential information (except where this is in the proper performance of their duties).
However, the law allows employees to make a ‘protected disclosure’ of certain information. In order to be ‘protected’ a disclosure must relate to a specific subject matter (listed below) and any disclosure must be made in the appropriate way.
Subject for Disclosure
If, during their employment, an employee becomes aware of information that they reasonably believe tends to show one or more of the following:
That it is a criminal offence has been committed, is being committed, or is likely to be committed
That a person has failed, is failing or is likely to fail to comply with any legal obligation to which he/she is subject
That a miscarriage of justice has occurred is occurring or is likely to occur
That the health or safety of an individual has been, is being, or is likely to be endangered
That the environment has been, is being, or is likely to be damaged
That information tending to show any of the above, is being, or is likely to be deliberately concealed
They should follow the procedure as set out below:
Disclosure Procedure
In the first instance, an employee should discuss this matter with their immediate line manager so that any appropriate action can be taken. If they feel it is inappropriate to make such a disclosure to their immediate Manager or, they are not satisfied with the decision or proposed action, then they must refer their concern to the Directors – Joanne Morgan
01922 497316 / 07960 039482
A disclosure form must be completed see attached
Concern regarding an Adult
Concern regarding a Child
Employees will suffer no detriment of any sort for making such a disclosure in accordance with procedure. However, failure to follow this procedure may result in the disclosure of information losing its ‘protected status’.
LADO: Local authority designated officer now known as Designated officer
Any staff who have further queries or concerns can go to designated officer who is :
Michelle Pinnock Ouma contact: 01922 654040
NSPCC whistleblowing advice line
Advice line for anyone concerned about how workplace child protection issues are being handled www.nspcc.org.uk 0800 028 0285
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