Recording Information Policy

Aim of Policy

We have a responsibility to maintain records and obtain and share information with parents/carers, other professionals working with the child, the police, social services and OFSTED. This is to ensure the safe and effective management of Green Roots and to help ensure the needs of all the children are met.

We are registered with the Information Commissioners Office (ICO) and store information under the Data Protection Act 1998 and the Freedom of Information Act 2000

We use two software programmes Baby’s Days and Connect.

  • Baby days has prestigious ISO 27001 certification and an A rating 256 Bit SSL (Secure Sockets Layer) Certificate for more information please see their website
  • Connect as part of the wider Connect Technology Group, Connect Childcare is an ISO 9001 registered specialist in the supply, installation and support of Management Software, Time and Attendance and Security Systems to the UK Childcare sector.

Information required about the children in our care

Before a child is able to join us we need to obtain information about the child, as minimum parents/guardians must complete a Child Information Form and Parent Declaration Form. This information is kept in the child’s individual file within the locked office which only the management team are able to access. Contact details, health needs and consents of the child are added to the password protected software programme which is used to support the management of the centre. It is the responsibility of the Manager to ensure the information is retained securely and kept updated on a regular basis.

Information required about our Team

The types of information required for staff, students and volunteers include a Practitioner Profile form, medicalquestionnaire, qualification certificates and identification proving eligibility to work in the UK along with a current DBS check. This information is available to the Manager and kept in theteam’sindividual files within a locked filing cabinet in the locked office. The information (other than medical information not required in an emergency) is added to the password protected software programme which only the management team have access.

Information we hold

The children are registered in and out of the centrevia our database programme by a Nursery Practitioner; this is overseen by the Room Leader and checked by the office team. If a child is absent without notice a call will be made to the parent/guardian. When a child is confirmed as absent they will be marked off the register as absent. The Registers are on the password protected software programme which is accessed by the ipads and the office computers. In the event of an emergency, and the building and internet becoming unusable, we are still able to connect the system.

The various types of information/records that we require;

  • Accident forms
  • Incident forms
  • Existing injury forms
  • Medicationconsent forms
  • Medication administered forms
  • Health Care Plans
  • Consent forms
  • Concern forms
  • Children’s Information Forms
  • Staff, volunteers and student personal information
  • Employment information
  • Children’s observations and assessments
  • Play Plans
  • Policies and Procedures
  • Registers for staff and children
  • Complaints log
  • Staff contacts
  • Conversation records
  • Sleep records
  • Nappy Change records
  • Sun Cream appliance record
  • Name, home address and telephone number for the registered provider
  • A daily record of children being cared for, their hours of attendance and their Key Person.
  • Certificate of Registration – which is displayed in our Reception area
  • Copies of ID for funded children and staff pre-employment checks

Parents/Guardians will be kept up-to-date of the information and records we keep on their children. All forms, observations and records and assessments will be shared with parents, with the exception when it is felt the child’s safety or well-being is at risk from the information being shared. Parents/Guardians can access information through their own personal Baby Days account, information given on our website or by applying in person to the office.

Information available to parent/guardians;

  • All forms and records of their child
  • The types of activities and experiences provided to the children
  • Our daily routines
  • Their child’s Next Steps and Development
  • Menus
  • Policies
  • Staffing in the Centre and Key Persons
  • Green Roots Contact Details

Records and information will be shared with other professionals with the consent of the child’s parents/guardians.

Confidentiality

We expect every employee to maintain confidentiality within the centre and to exercise care to keep safe all documentary or other material containing confidential information, these expectations form part of their employment contract with us.

  • No other child’s name will be written in a child’s record.
  • We will never name specific children, their families or situations with another family.
  • We will not share contact details of children or staff
  • Any discussions relating to employees, children, families or situations will be conducted in a private location and only within the setting.

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Green Roots – Recording Information Policy - version 1:0

22 June 2015

Reviewed 26 January 2017