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Setting up

Getting your paperwork in place

And finally... the dreaded paperwork!

You will need to have in place a comprehensive set of policies, procedures and forms, from administering medication to visits and outings, with many, many others in between. Don't panic if you're running short of time and energy: we've simplified your task by collecting them all into sets of downloadable Word templates.

The Basic Policies Pack contains the eight essential policies required by Ofsted (shown in bold in the list below) plus some other useful policies:
  • Administering medication
  • Admissions and fees
  • Anti-bullying
  • Arrivals and departures
  • Behaviour management
  • Children settling in
  • Complaints
  • Emergency evacuation
  • Environmental policy
  • Equal opportunities
  • Early Years Foundation stage
  • Fire safety and risk assessment
  • Healthy eating
  • Missing children
  • Safeguarding
  • Swine flu
  • Uncollected children
    • A more extensive set of template policies, (together with a range of other documentation) is available in the Start-up Pack.

    Ofsted also requires you to keep written records of certain key items of data. These are listed below, together with the OOSA form that you can use to record that data, and which OOSA template pack contains the form.
    Records required by Ofsted OOSA form OOSA pack*
    Complaints received from parents, and their outcomes Complaints Record Forms
    All medicines administered to children Record of Medication Given Forms
    Accidents and first aid treatment while in care of the provider Accident Record Forms
    Record that the required Criminal Records Bureau checks have been carried out for all people who may have unsupervised access to the children Central CRB Record Employment pack
    For each child in your care, a record of:
    • full name
    • date of birth
    • name and address of every parent and carer
    • which parent or carer the child normally lives with
    • emergency contact details
    		Registration Form Forms
    Name, home address and telephone number of the provider and any other person living or employed on the premises Staff Record Employment pack
    Name, home address and telephone number of anyone who will regularly be in unsupervised contact with the children attending the early years provision Staff Record Employment pack
    Daily record of the names of the children looked after on the premises, their hours of attendance and the name of each child's key person Daily Register (hours)
    Registration Form (key worker)    		 Forms
    Risk assessment, stating when it was carried out, by whom, date of review and any action taken following a review or incident Play Risk Assessment
    Equipment Risk Assessment
    Outing Risk Assessment
    Building Risk Assessment     		Forms
    * Note that all the documents in the Forms and Employment Packs are also included in the Best Value Pack and the Start-up Pack.

    As well as these forms for the records required by Ofsted, you will also find it useful to have access to additional forms, such as fire drill records, play plans and pre-existing injury forms. Again, to save you time and effort, we have put together a downloadable set of Word templates for all the forms you are likely to need. See the Forms Pack for more details.

    Once your club is up and running you will need to carry out customer satisfaction surveys of parents and children, and you might find it helpful to have a club handbook to give out to parents. Templates of these and other useful documents are available in the Parent Communication Pack.

    And the rest is up to you, so we wish you the very best of luck with setting up your club!

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