Recording and reporting of accidents and incidents

(Including procedure for reporting to HSE, RIDDOR)

Policy Statement

We follow the guidelines of the Reporting Injuries, Diseases and Dangerous Occurrences (RIDDOR) for the reporting of accidents and incidents. Child protection matters or behavioural incidents between children are NOT regarded as incidents and there are separate procedures for this.



Our accident book:

  • is kept safely and accessibly;

  • is accessible to all staff and volunteers, who know how to complete it; and

  • is reviewed at least half termly to identify any potential or actual hazards.


Ofsted is notified of any injury requiring treatment by a general practitioner or hospital doctor, or the death of a child or adult.


When there is any injury requiring general practitioner or hospital treatment to a child, parent, volunteer or visitor or where there is a death of a child or adult on the premises, we make a report to the Health and Safety Executive using the format for the Reporting of Injuries, Diseases and Dangerous Occurrences.


Dealing with incidents

We meet our legal requirements for the safety of our employees by complying with RIDDOR (the Reporting of Injury, Disease and Dangerous Occurrences Regulations). We report to the Health and Safety Executive:

  • any accident to a member of staff requiring treatment by a general practitioner or hospital; and

  • any dangerous occurrences. This may be an event that causes injury or fatalities or an event that does not cause an accident but could have done, such as a gas leak.

  • Any dangerous occurrence is recorded in our incident book. See below.


Our incident book

  • We have ready access to telephone numbers for emergency services, including local police. As we lease the room, we ensure we have access to the person responsible and that there is a shared procedure for dealing with emergencies. 

  • We keep an incident book for recording incidents including those that that are reportable to the Health and Safety Executive as above.

  • These incidents include:

  • break in, burglary, theft of personal or the setting's property;

  • an intruder gaining unauthorised access to the premises;

  • fire, flood, gas leak or electrical failure;

  • attack on member of staff or parent on the premises or nearby;

  • any racist incident involving staff or family on the centre's premises;

  • death of a child, and

  • a terrorist attack, or threat of one.


  • In the incident book we record the date and time of the incident, nature of the event, who was affected, what was done about it - or if it was reported to the police, and if so a crime number. Any follow up, or insurance claim made, should also be recorded.

  • In the unlikely event of a terrorist attack we follow the advice of the emergency services with regard to evacuation, medical aid and contacting children's families. Our standard Fire Safety Policy will be followed, and staff will take charge of their key children. The incident is recorded when the threat is averted.

  • In the unlikely event of a child dying on the premises, for example, through cot death in the case of a baby, or any other means involving an older child, the emergency services are called, and the advice of these services are followed.

  • The incident book is not for recording issues of concern involving a child. This is recorded in the child's own file.


Legal framework

  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR 1995)
    Further guidance

  • RIDDOR Guidance and Reporting Form




In the event of a child with a known allergy consuming food which is inappropriate and potentially harmful the following procedures will be followed:


  1. Administer any medication as indicated by the child’s parent /primary carer.  Medication must be administered according to the Pre-school’s procedures in place for administering medicines.


  1. Whilst medication is being administered, a member of staff will be designated by the manager to call an ambulance immediately, and then notify the child’s parent/primary carer.


  1. Emergency First Aid will be administered by a trained first-aider as necessary whilst waiting for the emergency services to arrive.


  1. The procedure for taking a child to hospital will be followed.


  1. A full investigation into the incident will be carried out by the Pre-school Manager




Exclusion period




First 24 hours at home (in case of allergic reaction)

Eye drops

24 hours (in case of allergic reaction)


24 hours (in case of allergic reaction)

MMR (due to high content)

48 hours form injection (in case of allergic reaction)


If sent home ill, child must be off for 24 hours


48 hours clear of vomiting


48 hours clear of diarrhoea


At home for I day whilst receiving treatment

Chicken pox

When all spots are dry approx. 5 days

Infective hepatitis

7 days from onset of rash

Meningococcal meningitis

Until fully recovered

Bacterial meningitis

Until fully recovered


Until fully recovered


5 days from appearance of rash

Whooping cough

Until fully recovered

Rubella (German measles)

6 days from onset of rash


Until healed

Scarlet fever

48 hours from commencement of treatment

Streptococcal throat infection

3 days from start of treatment

Slapped cheek

Exclusion not required

Hand, foot & mouth

Exclusion not required

Head lice

Child will need to be collected from pre-school treated then may return.


24 hours after antibiotic prescribed


Until fully recovered

Glandular fever

Exclusion not required



The following conditions require treatment, once treatment has been provided the child may return to pre-school




Ringworm of the body

Ringworm of scalp




The following illnesses require a doctor to declare the child free from the illness before they can return to pre-school




Food poisoning



Typhoid fever


The following injuries require a medical professional to declare the child is fully fit and safe from a recurring injury before they can return to pre-school. (Please be advised it is the responsibility of the parent/carer to obtain and & pay for as required appropriate medical information.







Policy statement

We comply with health and safety regulations and the Welfare Requirements of the EYFS in making our setting a non-smoking environment - both indoor and outdoor.


Smoking, Alcohol and Drugs

Westside believes in providing a healthy environment for all children, staff, parents/carers and visitors. Therefore, the use of tobacco, alcohol and recreational drugs are strictly prohibited on and around the premises. We comply with health and safety regulations and the Welfare Requirements of the EYFS in making our setting a non-smoking environment.



All staff, parents and volunteers are made aware of our no-smoking policy.

  • We display no-smoking signs.

  • The no-smoking policy is stated in our prospectus for parents.

  • We actively encourage no-smoking by having information for parents and staff about where to get help to stop smoking.

  • Staff who smoke do not smoke during working hours, unless on a break and off the premises.

  • Staff who smoke during their break must make every effort to reduce the effect of the odour and lingering effects of passive smoking for children and colleagues.


All staff, parents/carers, students and visitors are required to adhere to this policy. 


       Any member of staff found contravening this policy or attending work under the influence of alcohol or    recreational drugs will be in breach of the staff Code of Conduct and will be disciplined accordingly.  


Legal framework

The Smoke-free (Signs) Regulations 2007



Policy statement

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


The layout of our bathroom provision accommodates and supports children’s hygiene practices for toilet training.


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



  • Key persons undertake changing young children in their key groups.

  • The changing area is warm and there is a safe area to lay young children if they need to have their bottoms cleaned.

  • Gloves and aprons are put on before changing starts and the areas are prepared

  • All staff are familiar with the hygiene procedures and carry these out when changing nappies.

  • In addition, key persons ensure that nappy changing is relaxed and a time to promote independence in young children.

  • Young children are encouraged to take an interest in using the toilet; they may just want to sit.

  • Children are encouraged to wash their hands after they have been changed. They should be allowed time for some play as they explore the water and the soap.

  • Key persons are gentle when changing; they avoid pulling faces and making negative comment about ‘nappy contents.

  • Key persons do not make inappropriate comments about young children’s genitals when changing their nappies

  • Older children access the toilet when they have the need to and are encouraged to be independent.

  • Nappies and ’pull ups’ are disposed of hygienically. The nappy or pull up is bagged and put in the bin. Cloth nappies, trainer pants and ordinary pants that have been wet or soiled are rinsed and bagged for the parent to take home.

Medication Policy including administering medicines

Statement of intent

At Westside Pre-school, we believe that when children become unwell the best place for them is at home. However, if a child attends Westside Pre-school with a minor illness we will agree to administer medication as part of maintaining their health and well-being. We will not administer a new medication for the first time as it is advised that the parents/carers keep the child at home for the first 48 hours to ensure no adverse effects occurs, as well as to give time for the medication to take effect.

Administering medicines

  • When a child needs medication to be administered while at Westside Pre-school, parents/carers are required to complete a ‘medication form’. This form asks for the date, name of the medication and the dosage. Parents/carers MUST complete and sign this form.

  • Medication is administered with two staff present. Staff members will check the details on the ‘medication form’ with the actual medicine.

  • All medication forms are signed by the two members of staff, one as the person who administered the medication, the other as the person who witness the medication being administered.

  • Parent/carer are required to sign the form at the end of the session.

  • If the medication WAS administered, but for any reason the medication form is not signed by the parent/carer then a member of staff will telephone the parent/carer to ensure that they are aware of all necessary information.

  • If the medication WAS NOT administered for any reason i.e. the child was sleeping, the parents/carers are still required to sign the medication to show they are aware of this information. If this information is not fed back at the end of the session the parent/carer will be contacted by telephone to make them aware of this.

  • Westside Pre-school WILL NOT administer any medication that is not accompanied with the label provided from the pharmacy, or medication that we do not know what it is or what it is for.

  • Westside Pre-school WILL only administer medication to the child whose name appears on the pharmacy label.

Procedures to administer prescribed medication.

  • Parent /carers must administer the first dose of any newly prescribed medication to ensure that the child dose not have any adverse reaction to the medication.

  • Parents/cares should monitor their child closely for any allergy or sensitivity symptoms.

  • It is advised that the parents/carers keep the child at home for the first 48 hours to ensure no adverse effects occurs, as well as to give time for the medication to take effect.

  • All prescribed medicines must be clearly labelled with the child’s name, date the medicine was prescribed, the name of the chemist, the medication the dosage and the times, instructions and expiry date.

  • In the case of a medicine being needed to be added to a drink such as juice, a long-term medication form will need to be completed stating exactly what the medication is, what it is for and full dosage instructions. This ‘drink’ will need to be given in a distinctive, clearly labelled bottle/cup under adult supervision and kept out of the reach of other children.

  • Staff will follow the instructions on the medication form.



Procedure for an ongoing medication

  • If a child requires regular medication we will find out as much information as possible regarding the child’s individual needs prior to the child starting at Pre-school.

  • A health care plan for the child is drawn up with the parents outlining key information which must be shared with all staff.

  • The health care plan will include the measures to be taken in an emergency.

  • The health care plan is reviewed at least every six months, this includes reviewing the medication, e.g. changes to the medication or the dosage, any side effects noted, expiry dates etc.

  • Where particular types of medication are required e.g. epi-pen, diabetic injections, inhalers etc. advice and training will be sought from parents/carers and any staff training will be provided by a qualified health care professional and would be specific to the individual child concerned.

  • In some cases, a health care plan won’t be necessary, but a long-term medication form will be. This long-term medication form will include the name of the medication, dose required, maximum dose to be given in a day and the parents/carers MUST sign it to grant permission for staff to administer the medication. Parents/carers must also sign every time the child has been given the medication. This long-term medication form is also checked and updated every 6 months.

Storage of medicines

Children’s medicines are stored in their original containers and are clearly labelled.

Medication will be stored according to the directions on the label. This will be either in the locked medicine cabinet in the office or in the fridge in a container with a sealed lid.

Staff check that any medication stored on the premises is in date and return any out of date medication back to the parents/carers.


Managing medicines on trips and outings.

If a child needs medication whilst on an outing it is taken in a sealed plastic box clearly labelled with the child’s name and date of birth.

Inside the box, with the medication is a copy of the sighed medication form that states the name of the medication, the dosage required and the time it is needed.

On no account may medicine be decanted into other containers, packets of envelopes. The original pharmacy labelled medication should be within the box.

Disposal of medicines

Westside Pre-school will not dispose of any medicines. Parents/carers are responsible for ensuring that date expired medicines are returned to a pharmacy for safe disposal.

Manual Handling Policy


We comply with the “Occupational Health and Safety Act 1991” which requires Westside Pre-School to follow the guidelines set out in this legislation; Manual Handling means lifting, lowering, pushing, pulling, carrying, moving, holding or restraining any object, animal or person. 


Procedures for managing and monitoring safe manual handling. 

  • Staff are encouraged to use their common sense and not to take unnecessary risks when handling large/heavy objects. 

  • When lifting a child or object weighing more than 15 kilos, staff are required to seek assistance. Manual Handling and correct lifting/back care training will be provided regularly. 

  •  It is the responsibility of all staff to follow the procedures below and to assist by identifying manual handling hazards and risks.

  •  Regular checks to monitor use of manual handling at the pre-school.

  • Any difficulties noted will then be dealt with immediately. 


Managing risks for manual handling. 

  • Identifying risks - discuss issues with staff and check past incidents/accidents records.

  • Assess risks – how much strain, pressure, stress, weight, force, grip, skill and duration is required for each activity.

  •  A risk assessment will be undertaken for any expectant student or staff member within the setting during their pregnancy.

  •  Control risks – when designing tasks in order to minimise injury, look at changing the way jobs are done, change the layout of the workplace, and change the equipment. 


Correct Lifting Procedures. 


  • Staff must never twist while lifting.

  • When staff lifts a child or object, they should not stretch over and lift, but lean close and rise as close as possible to their body.

  • When lifting staff must: Place their feet apart in a striding position - Keep their breastbone elevated - Bend their knees - Brace their stomach muscles - Hold the child or object close to their body - Move their feet not their spine, to stand up - Prepare to move in a forward’s direction.

  • Staff should transfer heavy items to smaller containers to reduce weight.

  • Staff should: Kneel where possible - Avoid sitting on child sized chairs where possible - Refrain from carrying children on their hip - Lift children with one arm under their buttocks and the other arm under their backs, with the child facing them.

Managing children with allergies, or who are sick or infectious

(Including reporting notifiable diseases)

Policy statement

We provide care for healthy children and promote health through identifying allergies and by preventing contact with the allergenic substance and through preventing cross infection of viruses and bacterial infections.

Procedures for children with allergies

When parents start their children at the setting they are asked if their child suffers from any known allergies. This is recorded on the registration form.

If a child has an allergy, a risk assessment form is completed to detail the following:

  • The allergen (i.e. the substance, material or living creature the child is allergic to such as nuts, eggs, bee stings, cats etc.)

  • The nature of the allergic reactions e.g. anaphylactic shock reaction, including rash, reddening of skin, swelling, breathing problems etc.

  • What to do in case of allergic reactions, any medication used and how it is to be used (e.g. EpiPen).

  • Control measures – such as how the child can be prevented from contact with the allergen.

  • Review.

  • Parents advise staff in how to administer special medication in the event of an allergic reaction.

  • Generally, no nuts or nut products are used within the setting.

Parents are made aware that nut or nut-based product should NOT be provided within their child’s lunch box e.g. peanut butter sandwiches.


Insurance requirements for children with allergies and disabilities

  • The insurance will automatically include children with any disability or allergy, but certain procedures must be strictly adhered to as set out below. For children suffering life threatening conditions or requiring invasive treatments; written confirmation from our insurance provider must be obtained to extend the insurance.


At all times the administration of medication must be compliant with the Welfare Requirements of the Early Years Foundation Stage and follow procedures based on advice given in “Supporting pupils at school with medical conditions” (DfES 2014)


Asthma inhalers are now regarded as "oral medication" by insurers and so documents do not need to be forwarded to our insurance provider.

  • Oral medications must be prescribed by a GP.

  • Westside must be provided with clear written instructions direction on the dosage, times required and how to administer the medication from the GP.

  • All risk assessment procedures need to be adhered to for the correct storage and administration of the medication.

  • Westside must have the parents or guardians’ prior written consent. This consent must be kept on file. It is not necessary to forward copy documents to our insurance provider.

Lifesaving medication & invasive treatments

Adrenaline injections (Epi-pens) for anaphylactic shock reactions (caused by allergies to nuts, eggs etc.) or invasive treatments such as rectal administration of Diazepam (for epilepsy).

Westside must have:

  • a letter from the child's GP/consultant stating the child's condition and what medication if any is to be administered;

  • written consent from the parent or guardian allowing staff to administer medication; and

  • proof of training in the administration of such medication by the child's GP, a district nurse, children’s’ nurse specialist or a community paediatric nurse. (All Westside staff have received training in the administration of an epi-pen)

Key person for special needs children - children requiring help with tubes to help them with everyday living e.g. breathing apparatus, to take nourishment, colostomy bags etc.

  • Prior written consent from the child's parent or guardian to give treatment and/or medication prescribed by the child's GP.

  • Key person to have the relevant medical training/experience, which may include those who have received appropriate instructions from parents or guardians, or who have qualifications.


Procedures for children who are sick or infectious

  • If children appear unwell during the day – have a temperature, sickness, diarrhoea or pains, particularly in the head or stomach – the manager calls the parents and asks them to collect the child or send a known carer to collect on their behalf.

  • If a child has a temperature, they are kept cool, by removing top clothing, sponging their heads with cool water, but kept away from draughts.

  • Temperature is taken using a thermometer kept in the first aid box.

  • In extreme cases of emergency, 999 will be called and an ambulance summoned, and the parent informed.

  • Parents are asked to take their child to the doctor before returning them to setting. Westside Pre-school can refuse admittance to children who have a temperature, sickness and diarrhoea or a contagious infection or disease.

  • Where children have been prescribed antibiotics, parents are asked to keep them at home for 48 hours before returning to the setting.

  • After diarrhoea, parents are asked to keep children home for 48 hours or until a formed stool is passed.

  • The setting has a list of excludable diseases and current exclusion times. The full list is obtainable from


Reporting of ‘notifiable diseases’

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

  • When the setting becomes aware, or is formally informed of the notifiable disease, the manager informs Ofsted and acts on any advice given by the Health Protection Agency.


HIV/AIDS/Hepatitis procedure

  • HIV virus, like other viruses such as Hepatitis, (A, B and C) are spread through body fluids. Hygiene precautions for dealing with body fluids are the same for all children and adults.

  • Single use vinyl gloves and aprons are worn when changing children’s nappies, pants and clothing that are soiled with blood, urine, faeces or vomit.

  • Protective rubber gloves are used for cleaning/sluicing clothing after changing.

  • Soiled clothing is rinsed and either bagged for parents to collect.

  • Spills of blood, urine, faeces or vomit are cleared using mild disinfectant solution and mops; cloths used are disposed of with the clinical waste.

  • Tables and other furniture, furnishings or toys affected by blood, urine, faeces or vomit are cleaned using a disinfectant.

Nits and head lice

  • Nits and head lice are not an excludable condition, although in exceptional cases a parent may be asked to keep the child away until the infestation has cleared.

  • On identifying cases of head lice, all parents are informed and asked to treat their child and all the family if they are found to have head lice.


Further guidance

Managing Medicines in Schools and Early Years Settings (DfES 2005)

Lunchbox policy

Incorporating any foods bought from home.


Aim of the policy

The aim of the policy is to ensure that all food and drinks bought from home, consumed at the preschool provide children with healthy and nutritious food.


  • To ensure that eating food whether provided by the pre-school or home is a sociable experience.

  • To provide a dining environment that is appropriate, hygienic and attractive with the seat and placed eat for each child.

  • The provide a role model for young children while promoting positive behaviour and consideration of others

  • To provide access to fresh drinking water always


The pre-school will not be held responsible for;

  • Fridge space, we request that food contained in lunch boxes is accompanied by freezer blocks to keep it cool

  • Reheating, pre-school staff are not allowed to reheat leftover meals from home; all packed lunch food must be ready to eat without the need for reheating.



Special diets and allergies

Westside pre-school recognises that some children may require special diets for medical, ethical or religious reasons that do not allow the standards to be met exactly. i.e. diabetic child may need to bring in emergency sweet snack, in this case parents are responsible for ensuring the food from home is specific for the child's needs.


The pre-school does not allow the swapping of food items between children as there is the potential for an adverse reaction (i.e. nut allergy)


What should be in your child's lunchbox?

  • At least one portion of fruit (e.g. small apple, orange, grapes, dried fruit, cherry tomatoes) should be included each day.

  • At least one portion of vegetables (e.g. carrot sticks, cucumber, celery) should be included each day.

  • Meat, fish or other sources of non-dairy proteins (e.g. chicken, turkey, ham, beef, pork, tuner, lentils, kidney beans, chickpeas, etc.) should be included each day.

  • Starchy foods such as any type of bread, pasta, rice, couscous, noodles, or other cereals should be included each day.

  • Dairy foods such as milk, cheese, yoghurt, fromage frais or custard should be included each day.

Do not send in

  • Nut based products i.e. peanut butter

  • Snacks such as crisps (alternatives include savoury crackers, breadsticks, and seeds)

  • Confectionery such as chocolate bars, chocolate coated biscuits and sweets (alternatives include small cakes short breaks and flapjacks or plain biscuits)

  • Fizzy drinks, with added sugar or sweeteners

  • Drinks in glass bottles or ring up cans

  • The remains of the previous day's takeaway

  • Lunch boxes should not regularly include items that are high in fat or salt for example cooked sausages, sausage rolls, chipolatas, corned meat, and individual meat pies.

Lone Working Policy


At Westside Pre-school we aim to ensure that no member of the team is left alone working in either a room alone or within the building at any time, however there may be occasions when this is not always possible due to:


• Staff member remaining in building while other staff members and children explore the wider


• Comforting a child that may be unwell in a quiet area 

• Following a child’s interest, as this may lead staff away with a child to explore an area

• Supporting children in the toilet area that may have had an accident 

• The duties some team members have, e.g. management, opening and closing the setting, carrying out

    cleaning or maintenance at the settings and staff operating outside operating hours.  


We always ensure that our staff: child ratios are maintained.  


It is the responsibility of both the employee and the manager to identify the hazards and minimise the risks of working alone.


Considerations when deciding on lone working include how lone workers manage with a variety of tasks such as talking to parents and supervising activities whilst maintaining the safety and welfare of children and ensuring that each member of staff required to work alone has the training and/or skills for the role; e.g. paediatric first aid certificate, child protection/safeguarding training and competency and hold level 3 qualification.


Public liability insurance for lone working will be sought where applicable.  


Employees/managers’ responsibilities when left in a room alone include ensuring:

• Ensure risk assessments are completed

• Ratios are maintained 

• There is someone to call on in an emergency if required 

• The member of staff and children are always safe.


Employee’s responsibilities when left in the building alone:

• To make a member of the management aware of when they are working and make plans to check in at

    their expected time of completion of the work

• To ensure they always have access to a telephone to call for help if they need it, or for management to

    check their safety if they are concerned

• Ensure that the building remains locked, so no one can walk in unidentified

• Report any concerns for working alone to the management as soon as is practicably possible.   


Management’s responsibilities when left in the building alone:

• To ensure staff working alone are competent and confident to carry out any safety procedures e.g. fire


• To ensure that the employee has the ability to contact them or a member of the team event if their lone

    working is outside normal office hours (i.e. access to a phone, contact numbers of someone they can


• To check that the employee has someone they can contact in the event of an emergency, and the

    numbers to call 

• To ensure that employees have the ability to access a telephone whilst lone working


Risk assessments are also completed for these occasions including hazards and risks and how these are controlled.

Health and Safety

Policy statement

Westside Pre-school believes that the health and safety of children is of paramount importance.  We make our setting a safe and healthy place for children, parents, staff and volunteers.

We aim to make children, parents and staff aware of health and safety issues and to minimise the hazards and risks to enable the children to thrive in a healthy and safe environment.

Our member of staff responsible for health and safety is Carol Miles. She is competent to carry out these responsibilities.

  • She has undertaken health and safety training and regularly updates her knowledge and understanding.

  • We display the necessary health and safety poster in the Pre-School office.


Insurance cover

We have public liability insurance and employers' liability insurance.  The certificate for public liability insurance is displayed in the entrance on the Westside notice board.

Awareness raising

  • Our induction training for staff and volunteers includes a clear explanation of health and safety issues so that all adults are able to adhere to our policy and procedures as they understand their shared responsibility for health and safety.  The induction training covers matters of employee well-being, including safe lifting and the storage of potentially dangerous substances.

  • Records are kept of these induction training sessions and new staff and volunteers sign the records to confirm that they have taken part.

  • Health and safety issues are explained to the parents of new children so that they understand the part played by these issues in the daily life of the setting.

  • As necessary, health and safety training are included in the annual training plans of staff, and health and safety is discussed regularly at staff meetings.

  • We operate a no smoking policy.

  • Children are made aware of health and safety issues through discussions, planned activities and routines.



All staff have a responsibility towards health and safety. To ensure all staff adhere to our policy and procedure we offer full training including a clear explanation of all health and safety concerns. Records are kept of these induction training sessions and staff sign the records to confirm that they have taken part. 


In accordance with the ‘Statutory Framework for the EYFS’ we keep different records for adults and children. 


Every employee, student and volunteer will have a file which includes - names, addresses and contact numbers - application forms - employment history - references - DBS


Every child has a file in the office and a learning journal, these files include - names, addresses and telephone numbers of parents/carers and any other adults authorised to collect children from the setting - the names, addresses and telephone numbers of emergency contacts in case of children's illness or accident - any allergies, dietary requirements and illnesses of individual children - the days and times of sessions children attend - consents for outings, administration of long term medication and emergency treatment 

Safety of children

  • We ensure all employees are checked for any criminal convictions by an enhanced disclosure from the Disclosure and Barring Service (DBS)

  •  Staff member do not supervise children on their own for long periods of time

  •  Adult to child ratios are always maintained within the whole of Westside Pre-School

  • The arrival and departure times of children are recorded

  • The personal possessions of staff and volunteers are securely stored in lockers the kitchen area away from the children 

Safety of adults

  • Adults are provided with guidance about the safe storage, movement, lifting and erection of large pieces of equipment.

  • When adults need to reach up to store equipment, they are provided with safe equipment to do so.

  • All warning signs are clear and in appropriate languages.

  • The sickness of staff and their involvement in accidents is recorded.  The records are reviewed termly to identify any issues that need to be addressed.

  • We keep a record of all substances that may be hazardous to health - such as cleaning chemicals, or gardening chemicals if used. This states what the risks are and what to do if they have contact with eyes or skin or are ingested. It also states where they are stored.

  • We keep all cleaning chemicals in their original containers.



  • Windows are made from materials that prevent accidental breakage.

  • All windows are protected from accidental breakage by metal shutters that prevent vandalism from people outside the building.



  • We take precautions to prevent children's fingers from being trapped in doors.

  • Outside doors are fitted with alarms to prevent child escaping.



  • All floor surfaces are checked daily to ensure they are clean and undamaged.


Electrical equipment

  • All electrical equipment conforms to safety requirements and is checked regularly.

  • Our boiler/electrical switch gear/meter cupboard is not accessible to the children.

  • Fires, heaters, electric sockets, wires and leads are properly guarded, and the children are taught not to touch them.

  • There are enough sockets to prevent overloading.

  • The hall’s hot water is temperature controlled to prevent scalds.

  • Lighting and ventilation are adequate in all areas including storage areas.



  • All resources and materials from which children select are stored safely.

  • All equipment and resources are stored or stacked safely to prevent them accidentally falling or collapsing.


Outdoor area

  • Our outdoor area is securely fenced, and the gate is locked to prevent unauthorised access.

  • Our outdoor area is checked for safety and cleared of rubbish before it is used.

  • Where water can form a pool on equipment, it is emptied before children start playing outside.

  • All outdoor activities are always supervised.



  • We regularly seek information from the Environmental Health Department and the Health Authority to ensure that we keep up-to-date with the latest recommendations.

  • Our daily routines encourage the children to learn about personal hygiene.

  • We have a daily cleaning routine for the setting which includes play room, kitchen, rest area, toilets and nappy changing areas.

  • We have a schedule for cleaning resources and equipment, dressing-up clothes and furnishings.

  • The toilet area is checked every 30 minutes to maintain a high standard of hygiene including hand washing and drying facilities and the disposal of nappies.

  • We implement good hygiene practices by:

  • cleaning tables between activities;

  • cleaning toilets regularly;

  • wearing protective clothing - such as aprons and disposable gloves - as appropriate;

  • providing sets of clean clothes;

  • providing tissues and wipes; and

  • ensuring the individual use of paper towels.


Activities and resources

  • Before purchase or loan, equipment and resources are checked to ensure that they are safe for the ages and stages of the children currently attending the setting.

  • The layout of play equipment allows adults and children to move safely and freely between activities.

  • All equipment is regularly checked for cleanliness and safety and any dangerous items are repaired or discarded.

  • All materials, including paint and glue, are non-toxic.

  • Sand is clean and suitable for children's play.

  • Physical play is constantly supervised.

  • Children are taught to handle and store tools safely.

  • Children who are sleeping are checked regularly.

  • Children learn about health, safety and personal hygiene through the activities we provide and the routines we follow.

  • Any faulty equipment is removed from use and is repaired. If it cannot be repaired, it is discarded.

  • Large pieces of equipment are discarded only with the consent of the owner


Incident Book

We keep an incident book for recording incidents including those that that are reportable to the Health and Safety Executive as above

These incidents include: 

  • Accidents involving staff, students, parents/carers

  • break in, burglary, theft of personal or the setting's property

  • fire, flood, gas leak or electrical failure

  • any kind of attack, including racism on a member of staff, student or parent/carer on the premises or near by

  • the death of a child

  • a terrorist attack or threat of one


 In the incident book we record

  • the date and time of the incident, 

  • the nature of the event, 

  • who was affected, 

  • action that was taken

  • any follow up or insurance claim made will also be recorded


 In the unlikely event of a terrorist attack we follow the advice of the emergency services with regard to evacuation, medical aid and contacting children's families. Our Fire Safety procedure will be followed, and staff will take charge of the children. The incident is recorded when the threat is averted



  • We check any animals that visit the setting are free from any diseases and are safe to be around children and do not pose a health risk

  • Parents/carers are informed of any animals visiting the setting to ensure children do not have any allergies

  • As a setting we like to keep pets, we ensure they are free from any diseases and are safe to be around children and do not pose a health risk

  • Children always wash their hands after any contact with animals

  • When children go on an outing e.g. to the farm, outdoor footwear is worn


Fire safety

  • Our emergency evacuation procedures are approved by the Fire Safety Officer and are practised regularly at least every 12 weeks.

  • Records are kept of all fire drills and the servicing of safety equipment such as smoke detectors and fire extinguishers.

  • The evacuation procedures are explained to all members of staff, students and volunteers and are in written format clearly displayed around the setting.

  • All fire exit doors are clearly marked, never obstructed and easily opened from inside.

  • Smoke detectors and firefighting appliances conform to BSEN standards, are fitted in appropriate high-risk areas of the building and are checked as specified by the manufacturer.

  • At the end of the day all staff are required to switch off all electrical appliances where applicable and close all doors and windows in each room.


  • References/Legislation that inform this policy:  

  • The Children Act 1989 & 2006

  • Disability Discrimination Act 1995

  • Five Steps to Risk Assessment (HSE 2006)

  • The Data Protection Act 1984

  • Manuel Handling Operations Regulations 1992

  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR 1995)

  • Health and Safety at Work Act (1974)

  • Management of Health and Safety at Work Regulations 1992

  • Electricity at Work Regulations 1989

  • Control of Substances Hazardous to Health Regulations (COSHH)

  • Manual Handling Operations Regulations 1992 (as amended)

  • Health and Safety (Display Screen Equipment) Regulations 1992



Further guidance





Manual Handling – Frequently Asked Questions (HSE)

Health and Safety: - Food Hygiene

(Including procedure for reporting food poisoning)


Policy statement

At Westside Pre-School, we provide and/or serve food for children on the following basis:

  • Health snacks.

  • Packed lunches.

We maintain the highest possible food hygiene standards with regard to the purchase, storage, preparation and serving of food.



  • The person in charge and the person responsible for food preparation understand the principles of Hazard Analysis and Critical Control Point (HACCP).  The basis for this is risk assessment as is applies to the purchase, storage, preparation and serving of food to prevent growth of bacteria and food contamination.

  • All staff at Westside Pre-School have attended Food Hygiene training.

  • The person responsible for food preparation and serving carries out daily opening and closing checks on the kitchen to ensure standards are met consistently.

  • We use reliable suppliers for the food we purchase.

  • Food is stored at correct temperatures and is checked to ensure it is in-date and not subject to contamination by pests, rodents or mould.

  • Parents are advised to place an ice pack within their child’s packed lunch box; un-refrigerated food is served to children within 4 hours of preparation at home.

  • Food preparation areas are cleaned before use as well as after use.

  • All surfaces are clean and non-porous.

  • All utensils, crockery etc. are clean and stored appropriately.

  • Waste food is disposed of daily.

  • Cleaning materials and other dangerous materials are stored out of children's reach.

  • Children do not have unsupervised access to the kitchen.


When children take part in cooking activities, they:

  • are always supervised

  • understand the importance of hand washing and simple hygiene rules

  • are kept away from hot surfaces and hot water; and do not have unsupervised access to electrical equipment such as blenders etc.


Reporting of food poisoning

Food poisoning can occur for a number of reasons; not all cases of sickness or diarrhoea are as a result of food poisoning and not all cases of sickness or diarrhoea are reportable.

Where children and/or adults have been diagnosed by a GP or hospital doctor to be suffering from food poisoning and where it seems possible that the source of the outbreak is within the setting, the manager will contact the Environmental Health Department and the Health Protection Agency, to report the outbreak and will comply with any investigation.

If the food poisoning is identified as a notifiable disease under the Public Health (Infectious Diseases) Regulations 1988 the setting will report the matter to Ofsted.



Legal Framework

  • Regulation (EC) 852/2004 of the European Parliament and of the Council on the hygiene of foodstuffs


Further guidance

Food Play Policy

Westside Pre-School are committed to supporting the importance of play, both indoors and outdoors, and the value of risk taking. Practitioners support children’s play throughout the session while considering the age, interests and individual needs of each child. We provide a provision in which children can play in a safe and secure environment and adjust schedule of play activities throughout the day to meet the individual needs of the children. Transitions between daily activities, where possible do not interrupt the children’s play experiences and routines are flexible. Children are encouraged to make choices and think critically through independent play in a one to one, small group or larger group. Play experiences will also promote understanding and acceptance of diversity. Practitioners encourage children to experience spontaneous/ unplanned activities like snowfall. Westside pre-school use the Early Years Foundation Stage (2012) as guidance.

Food Play.

We encourage activities which involve tasting different types of food, and activities which involve children in preparing and eating different food types. However, as we understand that learning experiences are provided through exploring different textures the following may be used as play materials but should be presented in ways that make the food appear differently to the way it would be presented for eating (e.g. in trays, coloured blue): Jelly Cornflour Dried pasta, rice and pulses Cooked/dyed spaghetti etc.

Food items are incorporated into the role play area to enrich the learning experiences for children, such as:

· Fruits

· Vegetables

· Dried pasta, rice

· Bread

These items are only used when something significant is planned for that area to support the children’s learning. When children are participating in food play staff supervise to discourage children placing items put into their mouths or dropped onto the floor creating a slip hazard. All toys and equipment used are thoroughly cleaned afterward and the “play food” disposed of.

Promoting health and hygiene: - Food and drink


Policy statement

Westside Pre-School regards snack and meal times as an important part of the setting's day. Eating represents a social time for children and adults and helps

children to learn about healthy eating. We promote healthy eating using a variety of resources and materials. At snack and meal times, we aim to provide nutritious food, which meets the children's individual dietary needs. 



By following these procedures, we aim to promote healthy eating within our setting.

  • Before a child starts to attend the pre-school, we find out from parents their children's dietary needs and preferences, including any allergies.  (See the Managing Children with Allergies policy.)

  • We record information about each child's dietary needs in her/his registration record and parents sign the record to signify that it is correct.

  • We regularly consult with parents to ensure that our records of their children's dietary needs - including any allergies - are up-to-date.  Parents sign the up-dated record to signify that it is correct.

  • We display current information about individual children's dietary needs so that all staff and volunteers are fully informed about them.

  • We implement systems to ensure that children receive only food and drink that is consistent with their dietary needs and preferences as well as their parents' wishes.

  • We provide nutritious food for all snacks, avoiding large quantities of saturated fat, sugar and salt and artificial additives, preservatives and colourings.

  • We include foods from the diet of each of the children's cultural backgrounds, providing children with familiar foods and introducing them to new ones.

  • We take care not to provide food containing nuts or nut products and are especially vigilant where we have a child who has a known allergy to nuts.

  • Through discussion with parents and research reading by staff, we obtain information about the dietary rules of the religious groups, to which children and their parents belong, and of vegetarians and vegans, and about food allergies. We take account of this information in the provision of food and drinks.

  • We require staff to show sensitivity in providing for children's diets and allergies.  Staff do not use a child's diet or allergy as a label for the child or make a child feel singled out because of her/his diet or allergy.

  • We organise meal and snack times so that they are social occasions in which children and staff participate.

  • We use meal and snack times to help children to develop independence through making choices, serving food and drink and feeding themselves.

  • We provide children with utensils that are appropriate for their ages and stages of development and that take account of the eating practices in their cultures.

  • We have fresh drinking water constantly available for the children.  We inform the children about how to obtain the water and that they can ask for or help themselves to water at any time during the day.

  • In order to protect children with food allergies, we discourage children from sharing and swapping their food with one another.


Packed lunches

We ask parents to provide a healthy packed lunch. 

  • An ice pack should be used to ensure perishable contents of packed lunches are kept cool, as the setting does not have access to a large fridge.

  • We inform parents of our policy on healthy eating;

  • We encourage parents to provide sandwiches with a healthy filling, fruit, and milk-based deserts such as yoghurt or crème fraiche where we can only provide cold food from home. We discourage sweet drinks and can provide children with water.

  • We do not allow any nut-based products within children’s lunch boxes e.g. peanut butter sandwiches.

  • We discourage packed lunch contents that consist largely of crisps, processed foods, sweet drinks and sweet products such as cakes or biscuits. We provide children, with plates, cups and cutlery; and

  • We ensure staff sit with children to eat their lunch so that the mealtime is a safe and social occasion.

Legal Framework

  • Regulation (EC) 852/2004 of the European Parliament and of the Council on the hygiene of foodstuffs

Further guidance

First aid

Policy statement

Staff at Westside Pre-school are able to take action to apply first aid treatment in the event of an accident involving a child or adult.  All staff are first aid trained. The first aid qualification includes first aid training for infants and young children along with how to administer an epi pen should the need arise.

When a child starts at Westside Pre-school, we request parents/carers sign a consent form giving their permission to carry out any first aid treatment on their child/children and for us to seek any emergency medical advice or treatment as and when necessary.

We keep records of any accidents; injuries and first aid treatment given and inform parents of these. We also have a duty to notify the relevant regulatory authority (Ofsted) of any serious accident, illness, injury or death, and the action taken as a result within at least 14 days of the incident. 

The First Aid Kit

Our first aid kit complies with the Health and Safety (First Aid) Regulations 1981 and contains the following items only:

  • Triangular bandages (ideally at least one should be sterile) - x 4.

  • Sterile dressings:

a) Small (formerly Medium No 8) - x 3.

b) Medium (formerly Large No 9) – HSE 1 - x 3.

c) Large (formerly Extra-Large No 3) – HSE 2 - x 3.

  • 20 assorted (individually-wrapped) plasters

  • 1 Sterile eye pads (with bandage or attachment)

  • 6 safety pins

  • Guidance card as recommended by HSE 1.


In addition to the first aid equipment, each box should be supplied with:

  • 2 pairs of disposable plastic (PVC or vinyl) gloves.

  • 1 plastic disposable apron.

  • a children’s forehead ‘strip’ thermometer.

  • The first aid box is easily accessible to adults and is kept out of the reach of children.

  • No un-prescribed medication is given to children, parents or staff.

  • At the time of admission to Westside, parents' written permission for emergency medical advice or treatment is sought.  Parents sign and date their written approval.

  • Parents sign a consent form at registration allowing staff to call an ambulance to take their child to the nearest Accident and Emergency unit to be examined, treated or admitted as necessary on the understanding that parents have been informed and are on their way to the hospital.

Fever management

Fever management is a temperature above 37.5c

  • While at Pre-school if a child has a temperature of 37.5c or above it is dependent on the child if medicine should be administered. If the child is their normal self of being well and happy then it is not necessary for medicine to be administered. The child’s temperature should be regularly checked and if staff have any concerns then parents/carers will be contacted.

  • If a child has a fever, it’s important to keep them well hydrated by giving them a cool drink, preferably water and to encourage the child to drink little and often. 

  • To help reduce the child’s temperature we will keep them cool by undressing them to their nappy/underwear (a cool, lightweight sheet can be used to cover the child if they are shivering) as well as keeping the room cool by opening windows

References/Legislation that inform this policy:

Medi Aid April 2018

The Children Act 1989 & 2006

Management of Health and Safety at Work Regulations 1992

Five Steps to Risk Assessment (HSE 2006)

The Data Protection Act 1984

Control of Substances Hazardous to Health Regulations (COSHH 2002)

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR 1995)

Legal framework

  • Health and Safety (First Aid) Regulations (1981)

Further guidance

First Aid at Work: Your questions answered (HSE 1997)

Basic Advice on First Aid at Work (HSE 2006)

 Guidance on First Aid for Schools (DfEE)

Fire safety and emergency evacuation


Policy Statement

We ensure our premises present no risk of fire by ensuring the highest possible standard of fire precautions. The person in charge and staff are familiar with the current legal requirements. Where necessary, we seek the advice of a competent person, such as our Fire Officer, or Fire Safety Consultant.



  • The basis of fire safety is risk assessment. These are carried out by a ‘competent person’.

  • The manager liaises with the West Faversham Community Centre Health & Safety officer (who has received training in fire safety) and competent to carry out risk assessment; this will be written where there are more than five staff. This will follow the guidance as set out in the Fire Safety Risk Assessment – Educational Premises document.

  • A copy of the fire safety risk assessment that applies to the Pre-School room is regularly reviewed (copy available at reception)

  •  Fire doors are clearly marked, never obstructed and easily opened from the inside.

  • Smoke detectors/alarms and firefighting appliances conform to BSEN standards, are fitted in appropriate high-risk areas of the building and are checked as specified by the manufacturer.

  • Our emergency evacuation procedures are approved by the Fire Safety Officer and are:

  • clearly displayed in the premises;

  • explained to new members of staff, volunteers and parents; and

  • practised regularly at least once every term.

  • Records are kept of fire drills and the servicing of fire safety equipment (at reception)


Emergency evacuation procedure

  • The hall’s fire alarm is used to signal an emergency. (a whistle used for practice drills)

  • There is a choice of two fire exits, the person in charge decides which one to use, depending on the location of the fire.

  • The children are led from the building to the assembly point by the adults using the fire hoops.

  • The person in charge is the last one out after they check the toilets/rooms for children.

  • When everyone is at the assembly point, the person in charge asks deputy to telephone 999 to request the fire service.

  • The person in charge takes the register to ensure all children and adults are accounted for.

  • WFCC centre manager is informed that all are accounted for.

  • The parents are contacted to collect the children or;

  • Return to the hall only if the fire service deems it to be safe.


The fire drill record contains:

  • Date and time of the drill.

  • How long it took.

  • Whether there were any problems that delayed evacuation.

  • Any further action taken to improve the drill procedure.



Legal framework


Further guidance

Fire Safety Risk Assessment - Educational Premises ( HMG 2006)

Fire Procedure


Meeting Point: - The side of WFCC main building. (Against wall opposite Pre-School behind green box)


  • In the event of a fire, raise the alarm using the break glass fire point located on the right-hand side of the glass doors.


  • Staff to assemble children and exit the Pre-School using the nearest clear fire door.


  • Pre-school deputy to collect the Pre-School register, visitor’s book, first aid box, child registration details and mobile telephone.


  • The Pre-School Manager or most senior practitioner should check the Pre-School to ensure that no one remain in the building.


  • Visitors to the Pre-School should make their own way out of the building.


  • All staff children and visitors to assemble at the meeting point. (against wall opposite Pre-School behind green box)


  • Deputy to call 999 whilst the Pre-School Manager or most senior practitioner on duty take the register and check the visitor’s book to ensure all children, staff and visitors are accounted for.


  • Deputy to inform centre manager that all staff, children and visitors are accounted for.


  • Staff, children and visitors may only re-enter the building when the fire service deem it safe to do so.


  • The Pre-School Manager or most senior practitioner on duty will re take the register when re-entering the Pre-School.


  • If the building is deemed too unsafe to re-enter, the Pre-School Manager or most senior practitioner on duty will contact children’s parents/carers to come and collect their children.                                                                                                                                                                                                   

Closure due to adverse weather conditions


On occasions Mother Nature may not be kind, snow, thunderstorms & hurricanes not only cause disruption to our lives but may also cause power failure to the Pre-School. On the rare occasions this may occur, a decision will be made to close the Pre-School, this decision is not taken lightly, and the following action is taken before the Pre-School closes.


Closure due to Power/Water failure


  • A member of Westside Pre-School staff will contact the WFCC manager to find out when the power/water supply will be restored.

  • Once the Pre-School has been provided with a time for the power/water to be returned a decision will be made based on the

  • length of time the power/water is expected to be off and the temperature of both the building and outside.

  • Due to the Health and Safety regulations we are unable to remain open for any length of time without running water.

  • Each parent will be contacted by telephone and asked to collect their child as soon as possible.


Closure due to adverse weather

Staff will ensure that they keep themselves informed of any adverse weather that may be due, along with monitoring the weather hourly.

  • A decision to close will be made based on the severity of the weather and the accessibility of the Pre-School, approach roads and for the safety of the children, parents and staff alike.

  • Should the Pre-School be unable to open at 9.00 a.m. Heart F.M. radio will be contacted and asked to announce the closure on air

  • along with display the information on their website.

  • Notification of closure will be placed on the Pre-School’s face book page.

  • Should it be necessary to close after the session as started, each parent will be contacted by telephone and asked to collect their child as soon as possible.


Unfortunately, if the Pre-School should be unable to open or must close early, we are unable to offer any cash refunds for lost sessions as Pre-School costs still have to be met. However, we will re offer a replacement session based on the availability with the Pre-school. (Please note this is only applies to parents who are not claiming funded sessions for their child)

Promoting health and hygiene: - Animals in the setting


Policy Statement

Children learn about the natural world, its animals and other living creatures, as part of the Early Years Foundation Stage curriculum. This may include contact with animals, or other living creatures, either in the setting or in visits. We aim to ensure that this is in accordance with sensible hygiene and safety controls.



Animals in the setting as pets

  • We take account of the views of parents and children when selecting an animal or creature to keep         

       as a pet in the setting.

  • We carry out a risk assessment with a knowledgeable person accounting for any hygiene or safety    risks posed by the animal or creature.

  • We provide suitable housing for the animal or creature and ensure this is cleaned out regularly and is kept safely.

  • We ensure the correct food is offered at the right times.

  • We make arrangements for weekend and holiday care for the animal or creature.

  • We register with the local vet and take out appropriate pet care health insurance.

  • We make sure all vaccinations and other regular health measures, such as de-worming is up-to-date and recorded.

  • Children are taught correct handling and care of the animal or creature and are supervised.

  • Children wash their hands after handling the animal or creature and do not have contact with animal soil or soiled bedding.

  • Staff wear disposable gloves when cleaning housing or handling soiled bedding.

  • If animals or creatures are brought in by visitors to show the children, they are the responsibility of the owner.

  • The manager carries out a risk assessment, detailing how the animal or creature is to be handled and how any safety or hygiene issues will be addressed.


Visits to farms

  • Before a visit to a farm a risk assessment is carried out - this may take account of safety factors listed in the farm’s own risk assessment which should be viewed.

  • The outings procedure is followed.

  • Children wash their hands after contact with animals.

  • Outdoor footwear worn to visit farms are cleaned of mud and debris and should not be worn indoors.


Legal framework

The Management of Health and Safety at Work Regulations 1999

Administering medicines

Policy statement

While it is not our policy to care for sick children, who should be at home until they are well enough to return to the Pre-school, we will agree to administer medication as part of maintaining their health and well-being or when they are recovering from an illness.


In many cases, it is possible for children’s GP’s to prescribe medicine that can be taken at home in the morning and evening. As far as possible, administering medicines will only be done where it would be detrimental to the child’s health if not given in the setting. If a child has not had a medication before, it is advised that the parent keeps the child at home for the first 48 hours to ensure no adverse effect as well as to give time for the medication to take effect.


These procedures are written in line with current guidance in ‘Managing Medicines in Schools and Early Years Settings; the manager is responsible for ensuring all staff understand and follow these procedures.


The key person is responsible for the correct administration of medication to children for whom they are the key person. This includes ensuring that parent consent forms have been completed, that medicines are stored correctly and that records are kept according to procedures. In the absence of the key person, the manager is responsible for the overseeing of administering medication.



  • Children taking prescribed medication must be well enough to attend the setting.

  • Only prescribed medication is administered. It must be in-date and prescribed for the current condition.

  • Children's prescribed medicines are stored in their original containers, are clearly labelled and are inaccessible to the children.

  • Parents give prior written permission for the administration of medication. The staff receiving the medication must ask the parent to sign a consent form stating the following information. No medication may be given without these details being provided:

  • full name of child and date of birth;

  • name of medication and strength;

  • who prescribed it;

  • dosage to be given in the setting;

  • how the medication should be stored and expiry date;

  • any possible side effects that may be expected should be noted; and signature, printed name of parent and date.


  •  The administration is recorded accurately each time it is given and is signed by staff. Parents sign the record book to acknowledge the administration of a medicine. The medication record book records:

  • name of child;

  • name and strength of medication;

  • the date and time of dose;

  • dose given and method; and is

signed by key person/manager; and is verified by parent signature at the end of the day.

Every medication dose is doubled checked by a second member of staff.


Storage of medicines

  • All medication is stored safely in a locked cupboard or refrigerated at the pre-school. As the cupboard or refrigerator is not used solely for storing medicines, they are kept in a marked plastic box.

  • The child’s key person is responsible for ensuring medicine is handed back at the end of the day to the parent.

  • For some conditions, medication may be kept in the setting. Key persons check that any medication held to administer on an as and when required basis or on a regular basis, is in date and returns any out-of-date medication back to the parent.

  • If the administration of prescribed medication requires medical knowledge, individual training is provided for the relevant member of staff by a health professional.

  • If rectal diazepam is given another member of staff must be present and co-signs the record book.

  • No child may self-administer. Where children are capable of understanding when they need medication, for example with asthma, they should be encouraged to tell their key person what they need. However, this does not replace staff vigilance in knowing and responding when a child requires medication.


Children who have long term medical conditions and who may require on on-going medication

  • A risk assessment is carried out for each child with long term medical conditions that require on-going medication. This is the responsibility of the manager alongside the key person. Other medical or social care personnel may need to be involved in the risk assessment.

  • Parents will also contribute to a risk assessment. They should be shown around the setting, understand the routines and activities and point out anything which they think may be a risk factor for their child.

  • For some medical conditions key staff will need to have training in a basic understanding of the condition as well as how the medication is to be administered correctly. The training needs for staff is part of the risk assessment.

  • The risk assessment includes vigorous activities and any other nursery activity that may give cause for concern regarding an individual child’s health needs.

  • The risk assessment includes arrangements for taking medicines on outings and the child’s GP’s advice is sought if necessary where there are concerns.

  • A health care plan for the child is drawn up with the parent; outlining the key person’s role and what information must be shared with other staff who care for the child.

  • The health care plan should include the measures to be taken in an emergency.

  • The health care plan is reviewed every six months or more if necessary. This includes reviewing the medication, e.g. changes to the medication or the dosage, any side effects noted etc.

  • Parents receive a copy of the health care plan and each contributor, including the parent, signs it.


Managing medicines on trips and outings

  • If children are going on outings, staff accompanying the children must include the key person for the child with a risk assessment, or another member of staff who is fully informed about the child’s needs and/or medication.

  • Medication for a child is taken in a sealed plastic box clearly labelled with the child’s name, name of the medication, Inside the box is a copy of the consent form and a record when it has been given, with the details as given above.

  • On returning to the Pre-School the record is stapled to the medicine record book and the parent signs it.

  • If a child on medication is taken to hospital, the child’s medication is taken in a sealed plastic box clearly labelled with the child’s name, name of the medication. Inside the box is a copy of the consent form signed by the parent.

  • As a precaution, children should not eat when travelling in vehicles

  • This procedure is read alongside the outing’s procedure.


Legal framework

  • Medicines Act (1968)

Further guidance

Call us:


079609 19578


01795 533743

Find us:                                                                              Email:

West Faversham Community Centre                  

Bysing Wood Rd