Operational Plan 2011 by RBiJ4vQ4


									Operational Plan

   Payhembury Parish Hall
         EX14 3HT



    3.1     Purpose of the provision
    3.2     Plans for Expansion
    3.3     Meeting local need
    3.4     Quality assurance



    6.1  Registered person
    6.2  Management committee
    6.3  Staff and volunteers

    7.1   Induction training
    7.2   Training



   10.1  Staffing Ratios
   10.2  Day to day management
   10.3  Records
   10.4  Consent forms

   11.1  Equipment
   11.2  Accommodation
   11.3  Themes and topics
   11.4  A typical session and general activities
   11.5  Outings and visitors
   11.6  Storage


   13.1 Advertising
   13.2 Information within the Group


   I.    Payhembury Pre-School and the Welfare Requirements
   II.   Payhembury Pre-School Staffing Structure
   III.  Running Costs
   IV.   Staff and Committee Structure and Roles
   V.    Staff Training and Qualifications
   VI.   Staff Induction Checklist & General Information
   VII.  Guidelines for Parent Helpers
   VIII. Child Registration forms
   IX.   Plan of Payhembury Parish Hall
   X.     Policies and Procedures List & Review Planner
                      Payhembury Pre-School

        Payhembury Pre-School is run under the Early Years Foundation Stage (EYFS)
         documentation published by the DfES to be implemented in September 2008. These
         Standards for learning, development and care for children, represent a baseline of quality
         below which the Group must not fall. They are also intended to underpin a continuous
         improvement in quality at the setting. To be eligible for nursery vouchers for 3 and 4 year
         olds, the Group needs to be able to show that it meets the requirements and to satisfy
         Ofsted to this effect at inspection. See Appendix I.
        Under the Welfare Requirements, the Pre-School is required to develop an Operational Plan
         and to make this Plan available to Parents. (Also available to view on our website). The Plan
         consists of information about the Group and how it runs, for staff, parents and Ofsted. It
         is designed to be used in conjunction with the Parents Handbook (given to parents when a
         child starts at the Pre-School) and it is cross referenced to the Policies folder (displayed
         at each session).
        This Operational Plan shows how Payhembury Pre-School meets the Welfare Requirements
         of the EYFS documentation.


        Payhembury Playgroup was established in 2001 with a grant of £500 from the Tale Valley
         Trust. It was established by Plymtree Playgroup in co-operation with a group of Payhembury
         parents, Payhembury School, Apple-pips Toddler group and the Village Hall Committee.
        The Group ran under the management of the Plymtree Committee for an initial two year
         trial period. This was extended in September 2003 for a further two years. In November
         2004 Payhembury became independent and is now run by a management committee of
        For its first two years, Playgroup sessions were run by the Playleader with only
         voluntary/parental assistance. From September 2003, following the introduction of nursery
         vouchers for 3 year olds, it was decided that an Assistant Playleader should be appointed to
         assist at every session. It was also decided to increase the provision offered from two to
         three afternoon sessions per week.
        By March 2008, the Playgroup had relocated to the new parish hall and changed its name
         from Payhembury Playgroup to Payhembury Pre-School.
        In 2011 sessions are held each day of the week at Payhembury Parish Hall. There are
         morning sessions each day from 9.00-11.30am, optional lunch clubs on a Tuesday,
         Wednesday, Thursday and Friday until 12.30pm and afternoon sessions from 12.45pm –
         3.15pm on a Tuesday. All sessions operate during term time only and the lunch clubs and
         afternoon sessions vary slightly from term to term depending on numbers. The intention is
         to provide a safe and stimulating environment for Pre-School children, with an emphasis on
         learning through play and having fun.
        The address for Payhembury Pre-School is, The Parish Hall, Payhembury, Honiton, Devon,
         EX14 3HT. The Playleader can be contacted by telephone on 07907 584667 (mobile, during
         sessions). The website is payhemburypre-school.co.uk
         The Group is regulated and inspected by Ofsted and receives Early Years Funding. The Pre-
          School is a member of the Pre-School Learning Alliance (PLA), and is a registered charity.


3.1       Purpose of the provision
         Payhembury Pre-School was set up to provide a Pre-School facility in the village of
          Payhembury, to serve that village and outlying rural areas.
         The Group provides childcare for three to five year olds and is registered to take 26
          children. It delivers the Foundation Stage curriculum appropriate to that age group by
          providing opportunities for learning in all areas of the Early Years Foundation Stage (see
          Handbook) – the emphasis being on learning through play and having fun.
         The Pre-School aims to underpin Payhembury School’s new entry and to redress the drain of
          local children to other villages. By working in partnership with the School, the Pre-School
          aims to deliver a seamless transition for the children and to ensure continuity throughout
          the Foundation Stage.

3.2       Plans for Expansion
         The Pre-School is based at the Parish Hall in Payhembury. By co-operation and in
          consultation with the Hall Committee and other users, we expanded in Sept ’03 to three
          afternoon sessions per week during term time. From January ’07 we began running a Friday
          morning session.
         The completion of the new Parish Hall built in Payhembury took place in March 2008. As
          intended the new hall can accommodate a greater number of users, consequently the Pre-
          School then offered 5 sessions a week, in addition to two lunchtime clubs.
         By September 2010, lunchtime sessions were continuing and also afternoon sessions from
          12.30pm-3.15pm. This has remained the same into 2011-12 and depending on numbers the
          sessions offered may vary slightly from term to term, with the aim of providing as many
          sessions as possible. The Pre-School continually assesses the financial viability of increasing
          full day sessions and lunch clubs and the staffing required.
         The Parish Hall Committee has taken on board most requirements of the Pre-School in the
          physical layout and design of the new hall and we meet regularly with them to discuss any
          particular needs or concerns.
         The Pre-School has been in discussion with both the Staff and Governors of the school and
          they are committed to helping the Pre-School meet the needs of local parents as well as the
          Pre-School staff and children.
         It has been recognised that because of the small, local nature of the Pre-School in
          Payhembury it has little realistic hope in current conditions of attracting funding on its own
          behalf, for a purpose built facility in the village. In the light of this the Pre-School is
          maximising the opportunities from its close proximity to the School, accessing outdoor
          facilities as well as a range of resources such as the library and IT suite.

3.3       Meeting local need
         When Payhembury Playgroup was set up in September 2001, it was for an initial two year
          trial period. At the end of that period, the position was reviewed with the Plymtree
          Committee, the Playleader, Payhembury School Head and Governors, Apple-pips Toddler
          Group, the Parish Hall Committee and parents. It was felt that the Playgroup was a valuable
          village resource.
         The Plymtree committee agreed to continue as the management for a further two years
          before review and by October 2004, Payhembury parents formed a management committee
          and assumed full control of the Pre-School.
         Continuing need was identified by a survey undertaken in September 2003 – where demand
          for 5 sessions was identified. In 2011-12 Pre-School maintains healthy numbers and
          maintains 5 sessions but now with additional lunch clubs and afternoon sessions,
         The School Head, Reception teachers, Committee, Playleader and staff are working
          together to regularise the working relationship between the School and Pre-School.
         We recognise that in a small rural community, numbers of children will never be large and
          will fluctuate, so that sustainability of the Pre-School will always be an issue. To this end
          we have had discussions with the Early Years Partnership and have identified a Contingency
          Fund (paid into when a surplus is being made) as a high and ongoing priority for the group.

3.4       Quality Assurance
         By periodic review of the EYFS document, support from Trio Childcare, Early Years
          Advisors and ECERS together with the regular inspection programme by Ofsted,
          weaknesses can be identified and addressed.
         Membership of the Pre-School Learning Alliance ensures that the Pre-School is in touch
          with current views and recommendations in the field of education and care. The Pre-School
          receives a monthly magazine offering practical advice and information and has access to a
          large number of professionally produced publications which parents are welcome to see.
         Information is available on an ongoing basis from the Early Years Partnership, for both
          staff and parents. Information about courses, local meetings and conferences is put on the
         The Pre-School is a member of the Ottery St. Mary Learning Community which enables
          Foundation stage workers from a variety of settings – nurseries, Pre-Schools, reception
          classes, etc. to meet regularly to share views, network, formulate good working practices
          and to provide training within the group.
         The Pre-School welcomes regular and ongoing feedback from parents, informal and
          otherwise, through the Playleader and staff on an individual basis, and through the
          Committee as a more open forum. Parents are welcomed as a matter of course to all
          committee meetings and there is always an opportunity at these to raise matters of general
          interest or concern.
         This Operational Plan is available to all, to ensure that parents are aware of the EYFS


         Manager: The Playleader
          Gill Donne–Davis (NNEB, NVQ Level 3, SENCO, Safeguarding Practitioner, DSO, First Aid,
          Key Worker, Fire Safety Officer)

         Deputy Playleader
          Sonya James (DPP, NVQ Level 3, First Aid, Key Worker)

         Play Assistant
          Jane Spiller (NVQ Level 2, Key Worker)
         Staff Members/Emergency Cover provided by Hays Exeter/Parent Helpers

         The staffing structure can be seen in Appendix II.

5.        FUNDING

         Income for the Group comes from the following sources:
             1. Nursery vouchers for 3 and 4 year olds
             2. Fee income from Rising threes
             3. Fundraising

         Being a relatively new group, which started with a grant of £500 and borrowed equipment,
          priorities for spending to date have been:

             1. Staffing and core costs
             2. Essential equipment (first aid kit, phone etc)
             3. Basic equipment that can better enable the group to deliver the Foundation Stage
             curriculum where this can be funded from a grant application or fundraising.

         Current Priorities for spending are:
             1. Staff wages and hall hire
             2. To maintain a Contingency Fund (of at least £2,700), to enable the Group to
             continue for a minimum of one term should numbers of children temporarily fall.
             3. To make a safe outdoor play area.

         The break-even point for the Group with current costs including three members of staff)
          is just over 8 children per session.


6.1       Registered Person
         Payhembury Pre-School Management Committee are deemed qualified to care for children
          and their name appears on the Certificate of Registration. The committee has overall
          responsibility for ensuring that the requirements of the EYFS are met. The Chair takes
          ultimate responsibility for this.

6.2       Management Committee
         Payhembury Pre-School is managed by a voluntary elected committee, whose primary role is
          to support the staff and work with them to make decisions about the Pre-School. A small
          Executive Committee is comprised of the Chair, Treasurer and Secretary in case the need
          arises for an immediate decision. Committee meetings take place at least once every half
          term and the AGM is held in August.
         The Committee has overall responsibility for ensuring that the Welfare Requirements (and
          any other relevant standards) are met, for making and reviewing policies and practices, for
          the employment and appraisal of members of staff and supporting staff in the day to day
          running of the Pre-School.
         The role of the Committee, and its importance to the Pre-School is outlined in the Parents
          Handbook and Committee Handbook. A list of specific jobs undertaken is shown at
          Appendix IV.
         All committee members, staff and regular volunteers at Payhembury have been submitted
          to the vetting process of the Criminal Records Bureau through Ofsted and TMGCRB.
         Details of current committee members are in the Parents Handbook and Committee

6.3       Staff and Volunteers
         The staff are responsible for the day-to-day care of the children and ensuring that all
          equipment is safe and appropriate. They are also responsible for planning general topics and
          themes for each term’s curriculum and activities alongside children’s own interests for each
          session to ensure that all children have opportunities to develop to their full potential in all
          areas of the EYFS.
         At Payhembury, during any session, ideally the members of staff will always include the
          Playleader (or named deputy) together with one employed Assistant Playleader (or Level 2
          qualified equivalent). This is to ensure that the standards laid down in the Statutory
          Framework are met within the Group.
         Where the above ideal cannot be attained, such as the sudden resignation of the Playleader
          and subsequent recruitment drive during Autumn 2006, permission was sought from Ofsted
          for the Play Assistant to cover sessions on a temporary basis and this permission was
         The staff are usually assisted by a Parent Helper. The Rota is kept on the notice board.
         All changes in staffing are reported to Ofsted as a matter of course.


         All staff are appointed, and employed by the committee. A written contract and Job
          Description are issued and signed by the staff member as acceptance of the terms and
          conditions of employment. Details of Disciplinary and Grievance procedures are given to
          staff with their Contract.
         Applicants for posts at the Pre-School will be asked to provide at least two written
          references, which will be followed up by phone call.
         The Playleader has to undergo enhanced CRB checks and Assistants are required to
          complete checks with Ofsted through TMGCRB.
         All new staff appointments are subject to one term probationary period. Posts will be
          confirmed subject to satisfactory performance.
         A record of names and addresses of all staff members, students and volunteers is kept in
          the Pre-School filing cabinet. Records of ex-staff will be kept for 6 years.
         Each member of staff, alongside the Training Co-ordinator, is responsible for maintaining
          their own Educational Training Portfolio for which Pre-School has a budget. Training and
          qualification details can be seen in Appendix V.
         The Pre-School has an Equal Opportunities Policy which includes employment of staff.
         Staff meetings are held weekly for planning purposes. This includes curricular planning
          together with consideration of each child’s individual needs and planning for these.
         Performance review appraisals are undertaken annually in the summer term. Appraisal of the
          all staff is carried out by the Chair of the management committee. A six monthly review will
          be held to discuss progress since the appraisal.
         The committee adhere to the advice given in the publication, ‘Pre-Schools as Employers’ by
          the PLA and the Essential Toolkit. If further advice or clarification is needed, then this
          will be sought from the Early Years Partnership, the PLA and/or Ofsted in the first
7.1       Induction Training
         All new staff and students are given an induction/orientation package during their first half
          term. This includes Health and Safety matters such as safe lifting, fire policy etc. together
          with the general matters outlined in the Induction Checklist for New Staff, Appendix VI.

7.2       Training
         Each member of staff undergoes an annual performance appraisal, at which their individual
          their individual training needs and aspirations are identified and recorded for the following
         On-going training is available through the Early Years Partnership, which holds regular
          courses, and through the PLA. The Pre-School financially supports training cost for each
          employee, subject to the discretion of the committee.
         Useful and interesting information gained by any staff member from a training course is
          shared with others as a matter of course at the next staff meeting.


         Parents are the first and most important educators of young children and at Payhembury we
          encourage them to become actively involved with the Pre-School. The various ways in which
          parents can become involved are explained more fully in the Parents Handbook.
         For details of the Payhembury policies entitled, ‘Student Placement’, ‘Parental Involvement’
          and Recruitment and Retention Policy and Procedure’ please refer to the Policies and
          Procedures file.
         As mentioned above, all members of staff and anyone wishing to volunteer on a regular basis
          are required to undergo the enhanced CRB checks through Ofsted/TMGCRB. The first
          stage in this process is the completion of an EY2 form, usually given out with the Welcome
          Pack. Replacement forms are available from a member of the Committee.
         Any volunteer helper, parent helper or student at the Group who has not been through the
          vetting process will not be left in unsupervised charge of children and will never accompany
          children to the toilet alone.
         A Register is taken at every Pre-School session of all staff, children and volunteers on the
         Basic guidance for volunteers and parent helpers is given on the notice board (copy at
          Appendix VII).

9.        VISITORS

         The first priority is the safety of the children. The group has an informal policy of not
          inviting visitors (except for a specific purpose, eg musician) to the setting whilst sessions
          are in progress.
         No adults, other than staff are ever left unattended with the children.
         Any person visiting the provision in an official capacity, not previously known to staff, are
          required to provide proof of identity.
         During Pre-School sessions, the doors to the hall are be kept locked.
         Any visitors to the Pre-School during sessions who are known to the staff will be asked to
          sign the Visitors Book. The entry will show their full name, arrival and departure times,
          purpose of visit / organisation, vehicle registration, signature in and out. Visitors who are
          not known to the staff will be asked to provide further identification or authorisation
          before being admitted, and will then be required to sign in and out.
         The activities and behaviour of any visitor will be kept under close scrutiny throughout the
          period they are in the setting, by all staff.

10.       CHILDREN

10.1      Staffing ratios
         At Payhembury, the ratio of staff to children is always kept within the figures set out in
          the Statutory Framework. At least two members of staff are on duty at each session.
         A maximum of 26 children may attend the provision at any one time, (in the large hall) in line
          with Registration conditions. In the small hall the maximum number of children is 16.
         Staff members each have children for whom they are key workers. Our Key-worker system
          ensures each child and family has one particular staff member who takes a special interest
          in them. However staff must always maintain appropriate boundaries with the families.

10.2      Day to day management
         The Playleader is responsible for the management of sessions helped by a Deputy Playleader
          or Play Assistant. She is usually further assisted by a parent helper through the rota.
         The staff are responsible for the day to day care of the children, ensuring that the
          premises and equipment are safe, clean and appropriate for the activities planned at each
          session. This can be seen in our General Risk Assessment, Daily Risk Check and Fire Safety

10.3      Records
         Confidential records about each child’s progress and individual needs are kept. These are
          discussed at staff meetings and parent interviews at the discretion of the Playleader. Using
          these records enables staff to draw up individual play plans where necessary to help all the
          children to enjoy all the activities on offer and to develop into well-rounded individuals,
          ready for School.
         Parents may access their children’s files at any time by reference to the Playleader. A copy
          of each child’s file is given to the parent when the child leaves the Group.

10.4      Consent forms
         To register a child at the Group, a series of short forms have to be completed (see
          Appendix VIII). This includes details of contact names and numbers including the child’s
          doctor and any relevant dietary or medical information.
         At Registration the parent is asked to give permission for Emergency Treatment to be
          administered. If this permission is refused, this is clarified with the parent and then their
          wishes respected.
         In addition to the above, an Outside Visits Registration form also seeks a general
          permission for the child to be taken out of the village hall for walks around the village,
          including the walk to and from School and to other places of interest from time to time.
         If the Group is arranging a one-off excursion or trip, special consent will be obtained from
          the parent covering all aspects of that particular trip (including transport), as each visit will
          be different and will be risk assessed accordingly.
         Parents are also asked to consent to photographs of their children being used, if, as has
          occasionally happened, the Pre-School has invited the local press to an event, through an
          Image Use Permission Form, given out in the Parents Handbook. The images may also be
          used on the Group’s website. If permission is not granted, those children will not feature.

11.       ACTIVITIES

         The range of activities provided at the Pre-School is designed to provide opportunities for
          play and development in all areas of the EYFS.

11.1      Equipment
         Since 2001, the Pre-School has acquired some basic resources as and when funding has been
          available. These include the water play table, tricycles, storage units, dolls house, toy farm,
          sandpit, climbing frame, market stall panels etc.
         The Pre-School was set up with the co-operation and assistance of Apple-pips Toddler
          Group and it has access to most Toddler Group equipment if needed. In addition, the
          Toddler group are also at liberty to use any Pre-School equipment.

11.2      Accommodation
         The Group has sole use of the small or large hall (depending on the day), we currently have
          the small hall on a Monday and Thursday (Applepips Toddler Group use the large hall on
          Monday and a Pilates session use it on a Thursday) and the large hall on a Tuesday,
          Wednesday and Friday. We have sole use of the Ladies toilets but shared access to the
          cloakroom and kitchen each day.
         Children are not permitted in the kitchen or storage areas, unless for a specific purpose and
          under close adult supervision.
         Outside, the Pre-School has access to the School’s outdoor facilities, including the playing
          fields, playground and covered outside play area.

11.3      Themes and topics
         General themes and topics for the Pre-School are planned in advance each term by the
          staff, and the weekly programme is drawn up by the Playleader and staff to address the
          needs of the children.

11.4       A typical session and general activities
         A timetable for a typical session at Payhembury can be found in the Parents Handbook – this
          is of course subject to change to accommodate any interesting events or weather conditions
          etc. but most sessions tend to follow this general pattern.
         As a background to the planned topics and themed activities, the hall will always be set out
          to include a good range of activities that the children are able to use (without adult help if
          they choose) either individually or in groups for general play.
         Children bring their own snack and lunch. Pre-School provide water and semi-skimmed milk.

11.5      Outings and visitors
         From time to time, with the express consent of parents, children may be taken on outings
          with the Group. These may be of relevance to the themes, or simply of interest in
          themselves. (see Parents Handbook).
         Occasionally, visitors are often invited to sessions for a special purpose – our Musical
          Director is a most popular regular visitor running a music group at the Pre-School.

11.6      Storage
         The arrangements for Pre-School storage have been improved with the co-operation of the
          other hall user groups and the Parish hall committee. The Pre-School has access to large
          shared storage cupboard for toys and equipment, cupboards within the kitchen and a
          further cupboard for paperwork. In addition, outside sheds accommodate some of the
          larger equipment.
         Storage is kept constantly under review by the Pre-School, hall committee and other users.
         The plan in Appendix IX shows the areas of the hall that are now dedicated to Pre-School

12.       TIMES

         Payhembury Pre-School is open every week day morning, 9.00-11.30am with additional
          lunchclubs until 12.30pm on a Tuesday, Wednesday and Thursday and afternoon sessions
          until 3.15pm on a Tuesday and Thursday during term time. Nursery Vouchers may be
          claimed for 33 weeks.
         A Local policy, ‘Uncollected Child Policy’, is in the Policies and Procedures file, or on our


13.1      Advertising
         The Pre-School is advertised on local village notice boards as far as Ottery St Mary and
          regularly in Parish magazines at Payhembury, Feniton and Broadhembury. We put editorial in
          Ottery St Mary magazine and also local press when we can.
         Special events are advertised by the same means, but additionally by the use of posters,
          fliers and letters to Pre-School and School parents.
         The School holds a stock of Pre-School fliers and Handbooks which can be send out or e-
          mailed to prospective parents as appropriate. The Pre-School has a continually updated
          website (payhemburypre-school.co.uk) and is mentioned on the School’s web-site and in its
          marketing material. Prospective parents are invited to spend time visiting during a session.
         From time to time, the Pre-School has invited the media to report on its work and any
          unique selling points and this has involved both local papers and radio appropriate.
         A Marketing Development Plan outlines the forms of marketing used throughout the year.

13.2       Information within the Pre-School
          The notice board at the hall holds much current information, including, procedures for
          complaints, fire, accidents and emergency services, safeguarding information and the
          activity plan for the term. On the table in the foyer is our Policies and Procedures Folder
          which also contains the most recent minutes and other useful information and can be viewed
          along with the Parent Helper Rota, the Collection Book, A Visitors Book, an Events and
          Photographs folder, a Comments Book, the WOW Box and occasionally sign up sheets to
          bake or man a stand at an event. We also have a board displaying legal information we need
          to show and a board with photographs and titles of all staff and committee members. On
          arrival a white board displays reminders/announcements and a pin-board displays
          information about Pre-School, the Committee and its members. ‘The Book People’ often use a
          table to display current/new books for sale.
         The Playleader produces a half termly newsletter which is distributed to parents (via the
          children’s trays) the School head and others as necessary. This includes details of
         committee meetings, current happenings and planned events. The Chair also produces
         newsletters after each committee meeting (half termly).
        Minutes of committee meetings are distributed via e-mail to the staff and committee and
         filed for anyone to view.
        A Transistion Document is issued when the child leaves Pre-School.
        Each child has a ‘Communication Book’ for the parent and child’s Key Worker to make notes
        Parents are welcome to have an informal discussion with the Playleader at the end of
         sessions as and when necessary. Naturally, should the need arise, a parent can request a
         private discussion with the Playleader at any time and this will always be arranged.
        Informal ‘Stay and Play’ sessions are held on the last Tuesday of every term giving family
         members the opportunity to talk to their child’s key worker and look through their child’s
         Learning Journey Folder and photographs. Family members can watch their child at Pre-
         School and see them playing and learning, interacting with friends and the Staff. A tea
         party often follows.
        Each child has a Learning Journey folder to track their progress through the Early Years
         curriculum which is continually updated. It notes not only when a child reaches certain
         stages but what the next steps are. Any Wow sheets are also included.
        Parental Workshops covering specific topics such as ‘Parents as Partners’, ‘Letters and
         Sounds’ and ‘An update on EYFS’ have proved to be another valuable means of

14       POLICIES

        Payhembury Pre-School operates within a comprehensive framework of policy and
         practice. See Appendix X for a complete list.
        Policies are adopted by the Payhembury Management Committee.
        Policies are read by all members of staff, committee members and regular volunteers on
         induction and parents when their children join the Group. Everyone is asked to sign to say
         that they have read and will abide by the Policies. They are kept together in the Policies
         and Procedures Folder available to read at any session in hard copy or on our website.
        Policies at Payhembury Pre-School are updated and reviewed at annually and amends noted.

     Plan of Operations
     Sept 2011
     N. Leach



  Safeguarding and Promoting Children’s Welfare

  The Provider must take necessary steps to safeguard and promote the welfare of children.

  See Operational Plan sections: Aims and Objectives, Organisation, Staff Management,
  Volunteers, Students and Parent Helpers, Children, Visitors and Policies.

  See Parents Handbook

  See Policies under the section: Safeguarding and Promoting Children’s Welfare

  Suitable People

  Providers must ensure that adults looking after children or having unsupervised access to
  them are suitable to do so.

  See Operational Plan sections: Organisation, Staff Management, Volunteers, Students and
  Parent Helpers, Visitors.

  See Policies under the section: Suitable People

  Suitable Premises, Environment and Equipment

  Outdoor and indoor spaces, furniture, equipment and toys, must be safe and suitable for
  their purpose.

  See Operational plan sections: Aims and Objectives, Activities and Policies.

  See Parents Handbook

  See Policies under the section: Suitable Premises, Environment and Resources


  Providers must plan and organise their systems to ensure that every child receives an
  enjoyable and challenging learning and development experience that is tailored to meet
  their individual needs

  See Operational Plan sections:
See Policies under the section: Organisation

See Risk Assessments: General Risk Assessment, Daily Risk Check, Fire Safety Assessment and
Service Level Agreement.


Providers must maintain records, policies and procedures required for the safe and
efficient management of the settings and to meet the needs of the children.

See Operational Plan sections: Children, Staff Management and Policies

See Parents Handbook

See Policies under the section: Documentation


Committee / Registered    Executive Committee        EYEF Treasurer / Fund Raising –
        Person                Chair / PR –                     Hazel Pike
                                                          General Members –
   Chair Person of            Nicki Leach
                                                                Jo Few
Payhembury Pre-school     Secretary / Website            Lesley Boland - Davies
      Committee               –Kirsty Cann                  Penny Wilkinson
     Nicki Leach              Treasurer –                     Alex Larkin
                               Roz Mullin                     Sue Morris

                                                     Administration Support
                                                       Emma Hewerdine
    Gill Donne-Davies

                              Emergency Cover
                                   1. Staff             Musical Director
                             2. Emergency Cover           Celia Dean
                           provided by Hays Exeter
                              3. Parent Helpers

    Deputy Playleader
      Sonya James

     Play Assistants
       Jane Spiller


Payhembury Pre-School Treasurer Report         1 September 2010- 31st August 2011

Salaries - £21307.16
Rent of Hall – £3235.00
Catering Costs - £54.52
Consumables (paint/paper/tissues etc) - £576.11
Equipment - £879.39
Office costs - £733.11
Fund raising - £735.25
Advertising - £178.50
Presents for staff, departing committee members, children (at xmas and leaving) – £290.62
Insurances, CRB checks and Ofsted - £891.96
Staff Training - £70.00
Staff uniform - £185.06
Donations to other charities from fund raising - £216.78
Payroll service - £199.45
Pre-School Trips - £274.00
Music sessions with Celia - £780.00
Fee refunds – £129.50

Total payments - £30,736.41

Fees from parent/carer - £3350.85
EYEF vouchers - £28062.97
Fundraising – £1631.15
Grants - £640.44
Donations - £300
Bank interest - £11.90
Refunds - £134.98

Total receipts - £34132.29

Pre- School balance on 1/9/2010 £8256.72
Pre-School balance on 31/8/2011 £11676.90
Co-operative Bank main account: £4578.40
Co-operative Bank Fund raising account: £240.73
Co-operative Bank contingency account: £6747.88
Petty cash: £60.08 in my possession and £49.81 in the Petty cash tin locked in the Pre-School filing


STAFF MEMBERS AND ROLES – From September 2011

       Role           Name           Telephone                        Email
                   Gill Donne-
Play Leader                       07907584667        gilldonnedavis@gmail.com
Deputy Play        Sonya
Leader             James
                                     As Above
Play Assistant     Jane Spiller                      carlandjane@aol.com

Administration     Emma
                                  01404 841240       Emma.hewerdine@gmail.com
Support Manager    Hewerdine
Musical Director   Celia Dean     01404 841316       forthedeans@mac.com


       Role             Name             Telephone                      Email
Chair / PR         Nicki Leach        01404 841409       rob-nicki@hotmail.co.uk
Secretary /        Kirsty Cann        01404 851421       kirsty@canns.co.uk
Treasurer          Roz Mullin         01404 841449       rozmullin@hotmail.com
EYEF Treasurer /   Hazel Pike         01404 841465       Haze_pike@yahoo.co.uk
Fund Raising
General Member     Lesley Boland- 01404 841195           lesleyadavies23@msn.com
General Member     Jo Few         01404 841554           jfew@jfew.orangehome.co.uk
General Member     Penny Wilkinson    01404 841899       penny6.wilkinson@btinternet.com
General Member     Alex Larkin        01404 841487       alexlarkin@me.com
General Member     Sue Morris         01404 850094       orwayfarm@fsmail.net


Gill Donne-Davis

      Early Years First Aid – 5th October 2006
      Inclusion: SENCO Code of Practice – 10th October 2007
      Safeguarding Children Training Level 3 – 29th / 30th November 2007
      Ofsted Update Training Meeting - 26th February 2008
      EYFS Training for Practitioners - 3rd March 2008
      Ofsted Update Training Meeting – 8th July 2008
      Devon Children’s Trust – Observation, Assessment and Planning – 6th September 2008
      Devon County Council – (Children and Young People’s Psychology Service) – Supporting
       Children with Behavioural Difficulties – 17th January 2009
      Devon Children’s Trust – LEAP – 16th May 2009
      Devon Children’s Trust – Boys and Girls Come Out to Play – 27th June 2009
      Devon Children’s Trust – ICAN – 6th July 2009
      Devon Childminding Association – 12 Hour Paediatric First Aid Course – 30th January 2010
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Spring Term
      Devon Children’s Trust – Boys Devon’s Learning Journey – 28th April 2010
      Devon Children’s Trust –Problem Solving, Reasoning, and Numeracy– 9th June 2010
      Devon Children’s Trust – Reflecting on Practice – 22nd September 2010
      Devon Children’s Trust – Safeguarding Awareness Level 2 – 28th September 2010
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Autumn
       Term 2010
      The Graduated Response 10th December 2010
      Portage Total Communication Workshop 4th and 11th May 2011
      Devon County Council – Combined Network and OFSTED update Training Meeting Summer

Sonya James

      Paediatric First Aid – January 2008
      Ofsted Update Training Meeting – 8th July 2008
      Devon Children’s Trust – Observation, Assessment and Planning – 6th September 2008
      Abbeymead Safety Training – Paediatric First Aid Course - 2008
      Abbeymead Safety Training – Food Safety Awareness – 23rd September 2008
      Food safety Awareness – October 2008
      Council for Awards in Children’s Care and Education – Level 3 Diploma in Pre-School Practice
       – 27th May 2009
      Devon Children’s Trust – Boys and Girls Come Out to Play – 27th June 2009
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Summer
       Term 2010
      Devon Children’s Trust – Safeguarding Awareness Level 2 – 28th September 2010
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Autumn
       Term 2010
      Devon Children’s Trust – Inspiring and Developing Imaginative Play – 24th November 2010
      Devon County Council – Combined Network and OFSTED update Training Meeting Summer

Jane Spiller

      EDI Level 2 NVQ in Children’s Care, Learning, and Development
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Spring Term
      Onelife Training – Paediatric First Aid Course – 18th May 2010
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Summer
       Term 2010
      Devon Children’s Trust – Safeguarding Awareness Level 2 – 28th September 2010
      Devon County Council – Combined Network & Ofsted Update Training Meeting – Autumn
       Term 2010
      Devon County Council – Combined Network and OFSTED update Training Meeting Summer



Area of Work              Discussed in Detail?   Notes

Meeting the team

Familiarisation with


Key Policies and

Standards of behaviour

Standard of work

Dress code

Customer care

Private telephone calls


Rate of Pay
Time Sheets

Pay Arrangements

Sickness Arrangements

Holiday entitlement

Time Off

Grievance and disciplinary


Training Opportunities

Safety Policy

Safe working practices

First Aid Facilities

Smoking Policy

Hygiene Standards

Signed                       Member of staff


Signed                       Manager


One of the most important ways of improving the performance and commitment of staff is through
effective communication. In any childcare setting, it is the Manager’s role to pass on information,
instruction and guidance. If not, information will still spread via the grapevine, but is likely to be
inaccurate and incomplete, which can lead to misunderstanding and suspicion. Such situations can
cause serious rifts between staff members, or separation of the decision-makers from the rest of
the workforce. This can easily be avoided through holding regular staff meetings, placing
information into a staff folder, and generally taking time to talk and listen to staff.


Usually in the form of a once-monthly, one-to-one meeting between staff member and line manager,
supervision creates an opportunity to review practical aspects of the staff member’s work. This
could include:

• Offering practical advice
• Giving positive feedback when things are going well
• Early identification of issues or problems
• Seeking ways to find practical solutions
• Monitoring training and development progress
• Reviewing appraisal goals every 3 months
Generally, more experienced staff will require less frequent supervision sessions than new staff


Appraisal is a way of recording an assessment of an employee’s performance, potential and
development needs on an annual basis. Typically, it is carried out by the person’s Line Manager,
although in some cases, other individuals such as committee members may be involved. This process
is central in enabling a staff member to understand what expectations have been, and will be,
placed on their role in the past and coming year. It creates an opportunity to review performance
and development, to identify reasons why some “targets” have not been achieved, and to praise for
those which have been exceeded. An appraisal should be reviewed after six months. This means
that progress can be monitored and adaptations made if targets are unrealistic.

Staff Training, Development and Progression

Staff training is very important. Whilst some staff will be content in their current roles, most will
welcome the opportunity to improve their skills and equip themselves for jobs with more
responsibility. Training has been widely recognised as an important part of retaining experienced
staff, as providing access to training and qualifications enables staff members to:

•   Work on their own continuous professional development
•   Maintain or increase motivation and job satisfaction levels
•   Ensure they are up to date with the latest modes of thought
•   Have learning and development goals to work towards
• Participate in training/ inducting new staff members
• Extend their knowledge to enable them to progress into more senior roles

Every staff member should have their own Personal Training and Development Plan, which includes
three levels of training:

• Statutory Training – which is required to comply with regulations and standards, eg. NVQ 3 for
Supervisors, First Aid, and so on
• Desirable Training - which will improve the knowledge and thus the quality of the setting, which is
over and above what is legally required. Courses could include Customer Care, Food Hygiene, training
on new initiatives or modes of thought
• Developmental Training - which will aid the employee’s own career progression, as well as improve
issues such as business management within the setting.
Management training is a good example, because it clearly benefits both employer and employee.

Increasingly, the Government are placing much more emphasis on achievement of qualifications in
early years, childcare and playwork, as this has been strongly linked to the quality of provision in a

The Early Years and Childcare Service firmly supports training and professional development for
those working with children, and recommends that each staff member accesses at least four days
per year, as a measure of good practice. Many qualifications and short courses are fully funded, and
with such a wide range available, the main query usually relates to finding staff cover for those
attending training. The Workforce Development Team can advise regarding these and other


 Thank you for helping. Payhembury Pre-School relies on the involvement of parents and carers to
                               support the staff and volunteers.

If you are unclear what you could be doing to help at any time please feel free to ask a member of
staff, as needs will vary depending on the activities planned.

Bing in the kitchen washing up or making tea is a great help because it allows the staff to remain
with the children.

Please remember you are not allowed to take a child, other than your own, to the toilet unless you
have been CRB checked (if this means nothing to you please ask the Chair!).

Here are a few jobs that always need to be done:
      If possible, please arrive early to help get out toys and equipment for the start of the
       session (this allows the Play Leader time to concentrate on planning, and greeting parents
       and children as they arrive).
      Make hot drinks as required and as you feel the need! Cups should not be left unattended in
       the room, but placed out of reach of the children.
      Help to set up the snack bar and offer the children milk or water.
      Be an extra “pair of eyes” to avoid ongoing risks occurring – tidy up scissors, ensure children
       keep their shoes on etc.
      Join in! Play, sing, read, have fun!
      Wash up paints, brushes etc as necessary. The Parish Hall Committee request this is done
       in ‘art’ washing up bowl, and that their dishcloths, tea towels etc are not used. If other
       cloths are not available please ask.
      Wash up after snack time, and ensure the kitchen is left clean and tidy.
      As required help put toys and equipment away (again this leaves the staff free to remain
       with the children).
      Help with coats etc ready for going home at 11.30am/12.30pm/3.15pm
      Be an extra pair of eyes to help make sure children only leave with their designated person.
      If you need to bring a sibling(s) along with you they are welcome, however please check with
       staff as this may alter the OFSTED requirements for the adult:child ratio. Please also be
       aware that they are your responsibility to look after during the session.

                                            THANK YOU!

We really do appreciate your help and hope very much that you enjoy your time with the children at
                                     Payhembury Pre-School.


Policies and Procedures Form
Admission Form
Emergency Treatment Form
Image Use Permission Form
Outside Visits Form

              APPENDIX X


WELFARE                                                       SUITABLE PREMISES, ENVIRONMENT & RESOURCES

Health & Safety Policy                                        Equipment and Resources Policy
No Smoking Policy
Food and Hygiene Policy and Procedure
Toileting of Children Policy                                  SUITABLE PEOPLE
Sick Child Policy
Accident Policy (Contacting Emergency Services)               Recruitment and Retention Policy & Procedures
Medication Policy                                             Disciplinary and Grievance Policy and Procedure
Child Protection Policy & Procedure                           Staffing Policy
Fire Policy
Outings Policy
Loss or Abduction Policy                                      DOCUMENTATION
Uncollected Child Policy
Acceptable Use Policy                                         Complaints Policy & Procedure
Safeguarding Policy                                           Confidentiality Policy
Pre-School Closure due to Severe Weather Policy               Payment Policy
The use of Dummies & Bottles Policy
Child Release/Under the Influence Policy
Speech, Language & Communication Policy                       ORGANISATION
Equal Opportunities Policy
Settling in at Pre-School Policy                              Admission Policy
Special Needs (Inclusion) Policy                              Student Placement Policy
Behaviour Management Policy & Practice
Parental Involvement Policy
Healthy Eating & Special Dietary Requirements Policy
Personal Websites, Weblogs & Social Networking Sites Policy

Autumn -1 (5)                                     Autumn -2 (5)
Admission Policy                                  Confidentiality Policy
Payment Policy                                    Recruitment and Retention Policy & Procedures
Settling in at Pre-School Policy                  Staffing Policy
Complaints Policy & Procedure                     Disciplinary and Grievance Policy and Procedure
Child Release/Under the Influence Policy          Student Placement Policy

Spring -1 (6)                                     Spring -2 (6)
Food and Hygiene Policy and Procedure             Sick Child Policy
Toileting of Children Policy                      Medication Policy
Health & Safety Policy                            No Smoking Policy
Accident Policy (Contacting Emergency Services)   Uncollected Child Policy
Pre-School Closure due to Severe Weather Policy   Loss or Abduction Policy
Parental Involvement Policy                       Healthy Eating & Special Dietary Requirements Policy

Summer -1 (6)                                     Summer -2 (6)
Child Protection Policy & Procedure               Equal Opportunities Policy
Fire Policy                                       Special Needs (Inclusion) Policy
Outings Policy                                    Behaviour Management Policy & Practice
Safeguarding Policy                               The use of Dummies & Bottles Policy
Equipment and Resources Policy                    Speech, Language & Communication Policy
                                                  Personal Websites, Weblogs & Social Networking Sites
Acceptable Use Policy                             Policy

              Appendix 1             Summary Of the Children Act 1989
              Appendix 2             Notifiable Diseases
              Appendix 3             Signatories (Executive Committee)


SUMMARY OF THE CHILDREN ACT 1989 (Principles and Concepts)
1.1 Under the Children Act 1989, Local Authorities, have a general duty to safeguard and promote
    the welfare of children within their area who are in need. (Sec. 17 Children Act 1989).
1.2 Local Authorities must assess a child's needs and promote the upbringing of children by their
    own families if safe to do so.
1.3 Local Authorities should work in partnership with parents. While the Local Authority will seek a
    Court order when compulsory action is in the best interest of the child, the first option must be
    to work with the parents by voluntary arrangement unless to do so would clearly be placing the
    child at risk of significant harm.
1.4 The Court will only make an order if it is better for the child than making no order.
    Consideration of the welfare checklist assists the Court in making this decision.
1.5 In all cases when the Court determines any question with respect to the child's upbringing, the
    child's welfare shall be the paramount consideration.
1.6 The Children Act introduces the principle that delay in Court proceedings is harmful to the
    child. The Court has the power to draw up a timetable and give directions as to the conduct of
    the case and will invariably exercise this power. There is however a general principal that there
    will be some occasions where delay is beneficial.


The following diseases must be reported to the local environmental health office. Contact
Exeter City Council 01392 265193 or go to www.exeter.gov.uk.under the
Public Health (Control of Disease) Act 1984 or the Public Health
(Infectious Diseases) Regulations, 1988.

Acute encephalitis
Acute poliomyelitis
Dysentery (Amoebic or Bacillary)
Food poisoning
Meningococcal Septicaemia
Ophthalmia neonatorum
Paratyphoid fever
Relapsing fever
Scarlet fever
Typhoid fever
Viral haemorrhagic fever
Viral hepatitis
Whooping cough
Yellow fever

Day care guidance on recruitment, policies and procedures
Devon Early Years and Childcare Service



Nicki Leach (Chair)
Roz Mullin (Treasurer)
Kirsty Cann (Secretary / Wbsite)

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