Information for Parents and Carers
2015-16
Torphins Playgroup Information For Parents/Carers
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Revised June 2012
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Torphins Playgroup
Ha’Berry
St Marnan Road
Torphins
Banchory
AB31 4JQ
www.torphinsplaygroup.co.uk
e-mail [email protected]
Tel: 01339882978
Dear Parents and Carers
This information book is designed to give you an insight into some aspects of our group. We hope that
you find it helpful and informative. If you have any questions, queries or concerns please do not hesitate
to contact us.
Kind regards
Mrs Penny Graves
Playleader
Torphins Playgroup Information For Parents/Carers
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Contents
General Information
Page Number
 Our Organisation and primary aim
4
 Our Vision and Objectives
4
 So what happens at Playgroup?
5
 What should my child bring to Playgroup?
6
 What do I do if my child is ill or going to be absent? 7
 Guidelines on exclusion due to illness
7
 What happens if my child is ill at Playgroup?
8
 What happens if it snows or is very sunny?
8
 What if my child wears nappies?
8
 Who will look after my child?
9
 What will the children be learning?
10
 How can I tell if my child is progressing?
12
 Why does Playgroup need a Committee?
12
 Why does the Committee run events?
12
 Will I have to sign up to the Helper Rota?
12
 How do I pay for sessions?
13
 When can my child start Playgroup?
13
Appendix
o The Aims of Torphins Playgroup
15
o Working with Parents/Carers
16
o Child Protection
18
o Confidentiality
21
o Absent Children Procedure
22
o Evacuation of the building
23
o Arrival and Collection Routine
25
o Complaints Procedure
26
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Our organisation and primary aim
We are a self-help group run by the parents and carers of the children who attend, led by
professionally qualified staff. A committee elected from the parents/carers undertakes the
responsibilities of employing the staff, administration, providing equipment and fund-raising.
We are registered with the Care Inspectorate as a pre-school centre and working in
partnership with Aberdeenshire Council, we are able to provide funded places for pre-school
children.
Policy documents pertaining to the running of Torphins Playgroup are available for all
parents/carers to read. We have included some of the policies in this information book. You
are required to read the policies and procedures of the group and there is a copy available,
allowing you to take it home and read at your leisure.
The Care Inspectorate regulates Playgroup and is an independent non-departmental public body,
set up under the Regulation of Care (Scotland) Act 2001 (the Act), to regulate all care services
throughout Scotland. They inspect the group on a regular basis and their reports are available
for you to read. They are also available online via the Care Inspectorate website
www.careinspectorate.com. The Care Inspectorate has offices throughout Scotland and the
North Region office at Johnstone House, Rose Street, Aberdeen AB10 1UD Tel: 01224 793870,
covers Torphins Playgroup.
We are also inspected by HMIE (Her Majesty’s Inspectorate of Education) as part of our
partnership agreement with Aberdeenshire Council. You can view our most recent report at
http://www.educationscotland.gov.uk/inspectionandreview/reports/school/eyc/TorphinsPlaygro
upTorphinsAberdeenshire.asp.
For your information Mid Deeside Church owns the building we occupy and we rent it from
them.
Our Vision and Objective statement
“We aim to provide a safe and stimulating environment in which pre-school children can
commence their early year’s education. Within this environment, we respond dynamically to the
needs and preferences of the children and their carers to ensure that all parties have an
experience that is fulfilling and of the highest quality. We aim to provide each child with the
confidence and early skills that will lay a foundation for life-long learning. We hold the children
and their carers at the centre of what we do”
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So what happens at Playgroup?
Monday 9.50am – 1:00pm (time change to allow staff time to set up the resources)
Tuesday – Friday 9:20am – 12.30pm
If you drive to Playgroup, for safety reasons, please park away from the building and walk. This
is a temporary measure only during the construction of the Church extension & we will revert to
using the church car park on completion. Please do not park outside Playgroup on the road.
Unfortunately a great many drivers approaching and leaving the village do not always adhere to
the speed limit, and parked cars can make it difficult to see small children on the pavement. In
addition we would ask you to avoid parking close to the Manse.
Please wait outside the back door of the building until you are welcomed in by a member of
staff. Help your child to hang up their coat and change into indoor shoes. If your child has
brought something for the “Precious Box” please encourage them to deposit it and also to put
their bottle of water on the tray beneath. Take your child into the playrooms and have a look
around together. This will help your child to settle before you leave. When you are ready to
leave please fill in and sign the Children’s ‘Arrival’ sheet, which is on the table in the porch. The
children’s safety is paramount and therefore staff will strictly adhere to the written
instructions you leave us.
On the notice board in the porch you will find an outline of our planned activities, including
“Song of the Week” and parents and carers are encouraged to give their comments and
suggestions to staff, or to contribute directly to the activities. As our planning revolves around
the children’s needs and interests, it must be emphasised that these plans are very flexible!
There will be a variety of activities available to the children that will be organised by the staff
with the children’s needs and interests taken into consideration. The staff will use their
knowledge of the children and children’s interests and abilities when deciding which activities
and resources to use. We plan by consulting with the children and asking them to choose the
toys and equipment they would like to play with. Some of our activities can be very messy so
please remember to dress your child appropriately i.e. not their ‘Sunday best’. The children will
be provided with a healthy snack and drink, and later in the morning may do music and
movement or play outside.
We consider the Playgroup garden as one of our most valuable resources and regard outdoor
activities as a natural enhancement and extension of our indoor environment. Daily the children
are able to choose to explore our outside environment. We believe that outdoor play has just as
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much to offer the children as our indoor environment. Our aim is to provide autonomous play in
a safe environment, for example we have a number of large rocks and a wooden walk way that
the children are encouraged to explore with or without adult support. We believe that by
allowing the children the opportunity to use such resources, the skills to do so safely and
confidently can be developed. The staff will do their best to avoid accidents by encouraging
the children to be aware of the potential dangers.
Throughout the year there are visitors from the wider community e.g. doctor, health visitor and
our community police officer, to name but a few. They come to chat to the children about
subjects related to our topics of exploration. We are always open to suggestions from both the
children and their parents and carers of new areas to explore, and actively encourage you as
parents and carers to get involved in our sessions, by sharing your interests, skills and
professional knowledge with them.
We ask Parents/Carers to arrive at 12.30pm to collect their children (1.00pm on Monday).
Please wait outside until you are invited in. In inclement weather, please come into the porch
and kitchen to wait. Please sign the collection sheet. A member of staff will bring your child to
you and have a quick chat about their morning. If you are delayed please try to make contact
with us. It is the children who worry if you are late. We will of course be there to reassure
them until you arrive or you contact us with alternative arrangements. If your child is to be
collected by someone other than yourself you must let the Play Leader or person in charge
know.
What should my child bring to Playgroup?
Please bring a bag for your child containing:
*A pair of soft soled indoor shoes, e.g. plimsoles.
*A spare set of clothes (in case of any accidents!)
* A bottle of plain tap water (in order that your child has open access to water throughout the
session). This we ask in line with good nutrition guidelines. If your child has special dietary
requirements, please inform the Play Leader
* For Monday sessions, please bring a healthy packed lunch in a named, insulated bag containing
a cool pack wherever possible. Lunch will be eaten as a group/small groups towards the end of
the session, and we will compare our food choices to help in instilling an ethos of healthy eating.
*Nappies and wipes (if required)
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*Suitable outdoor clothing for the time of year/weather, e.g. wellies, waterproofs, sunhat etc.
Please ensure that all of the above are clearly named.
What do I do if my child is ill or going to be absent?
Should your child be unwell at home and be unable to come to Playgroup please let us know.
 Telephone Playgroup on 013398 82978 – If the Playgroup staff have not arrived for work
then please leave a message on the answer phone.
If you know in advance that your child will be absent during a regular session, please tell a
member of staff who will note it in the diary, or send an email to
[email protected]. Please do this in advance of the first day of absence.
Our advice would be not to ask other parents to pass on messages as in our experience they
tend to forget!
Guidelines on exclusion because of illness
What follows is guidance on the minimum exclusion period for some common infectious diseases
and short term illnesses. Please consider these very carefully before bringing your child back to
Playgroup. As part of our Health and Safety policy we are at liberty to ask you to take your
child home again if we feel they may pass on infections to other children or the staff. What
follows is intended as a guide as some children do take longer to recover.
Sickness/Diarrhoea
2 days after the symptoms have cleared.
Chickenpox
5 days from the appearance of the rash, or until the last spot has
crusted over.
Conjunctivitis
Until symptoms settle or until treated with an antibiotic for 24 hours.
Slapped Cheek (Fifth Disease) No exclusion, but please advise staff as there can be a risk to
pregnant mothers.
Head Lice
Until appropriate treatment has been given.
It is important for parents and carers to regularly inspect their children’s hair for signs of
head lice. Leaflets are available from Health Centres and pharmacies.
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What happens if my child is ill while at Playgroup?
If your child is unwell at Playgroup, you will be contacted right away. If we cannot contact you
then we will get in touch with the emergency contacts you have given us.
What happens if it snows or is very sunny?
At Playgroup we make as much use as possible of our garden for outdoor play, experimenting
and exploring and to help us do so we ask you to dress your child accordingly. During the
summer months we would respectfully ask that you apply sunscreen to your child before they
come to Playgroup. We do keep a supply of high factor sunscreen at Playgroup but as we are
sure you are very aware this may not suit all children. At the present time staff are not
permitted to apply sun screen to the children without written parental permission.
In the winter months we take advice on closure from Aberdeenshire Council. If Torphins
Primary School closes due to bad weather then Playgroup will be closed too. Parents and
Carers children will receive a call from a member of the Playgroup staff or committee.
However, if you are in any doubt please do not hesitate to call Ha’berry (82978).
As a parent or carer you can, if you choose, ring the Aberdeenshire Schools Information
Service number for up-to-date details, 0870 054 4999 followed by Torphins Primary Schools
Pin number 022710. Information on school closures can also be viewed under School Closure
Information on the Aberdeenshire Council website.
What if my child wears nappies?
Please inform staff if your child is still in nappies and keep a couple spare with wipes in a bag on
your child’s peg. To reduce the number of changes required, parents are asked to ensure their
child is wearing a fresh nappy prior to leaving them at the setting. When changing a nappy,
discretion and privacy for the child will be retained ensuring the child is not unduly upset, and
in compliance with current Child Protection guidance. Only Playgroup staff are permitted to
change nappies and if the child is unwilling to co-operate the child’s parent/carer will be
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contacted. If your child is potty training, please inform staff so that they are aware of the
situation.
Who will be looking after my child?
Staff Who’s Who - An enthusiastic, hard working and dedicated team waits to support your
children’s attendance at Playgroup.
The Play Leader, Mrs Penny Graves started employment at the Playgroup in April 2012. She
has come from leading a class of 2-3 year olds at the British International School of Stavanger
in Norway. Penny has a Cache level 3 in Preschool Practice, SVQ III qualification in Children’s
Care, Learning and Development and is studying to achieve further qualifications for the post.
She has 3 teenage daughters, Charlotte, Lucy and Ellie. Penny will be working Mondays,
Wednesdays and Fridays.
The Assistant Play Assistant Mrs. Angela Elliott started employment at Torphins Playgroup in
August 2010, having worked with Lumphanan Playgroup for 2 years. Angela has 3 children, all of
whom attended Playgroup (some time ago now!). Angela has completed her SVQ Level III in
Children’s Care, Learning and Development. Angela will be working on Tuesdays, Wednesdays and
Thursdays.
Play Assistant Mrs Gail Murray joined Playgroup in March 2014. She has a PDA Classroom
Assistant qualification and hopes to work towards her SVQ3 in Children’s Care, Learning and
Development. Gail has two boys, and has worked in schools, crèches and after school clubs. Gail
will be working at Playgroup on Mondays and Tuesdays.
Play Assistant Miss Lianne Robertson joined Playgroup in January 2015, having been manager at
Rural Rascals After School Club. She has a SVQ level 3 in Playwork and is also a children’s
trampoline coach. She has two boys and will be working with us on Mondays, Thursdays and
Fridays.
Relief Play Assistant, Mrs Gillian Smith started employment at Torphins Playgroup in January
2010, prior to which she was a voluntary helper. Gillian has 3 children, Alec, Cameron and Coll,
who all attended Playgroup, and baby James. Gillian resigned from her post as Play Assistant
after the birth of James, but continues to act as relief Play Helper. Gillian is a past Treasurer
and Wages Clerk of the Playgroup Committee, and has also been a member of the Torphins
Primary School PTA.
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Aberdeenshire Council Development Worker, Helen Crouch. You will often see Helen in the
setting, as she supports the staff in evaluating their practice and maintain a high quality of
service.
Early Years Coordinating Teacher, (EYCT), Helen Farquhar. There are a number of
coordinating teachers shared between the Children’s Services Network across Aberdeenshire.
They have been appointed by Aberdeenshire Council in response to the Scottish Government’s
pledge that every ante and pre-school child will have access to a qualified teacher. Helen works
with all the staff at Playgroup, supporting the staff with the children on a regular basis.
Please note that, when possible, planned changes to staffing will be intimated to you by written
bulletin or via e-mail.
Contingency Plan for Staff Absence
In the event that a member of staff is unable to come to Playgroup, because of illness or other
unforeseen personal circumstance, staff will cover for each other. In the event that this is not
possible the Chairperson of the group can stand in. In addition we have standby personnel who
have PVG membership and can attend in place of a member of staff, and in some cases duty
parents may be asked to do so.
What will the children be learning?
Our principal ethos is that children learn through play, and everything we do revolves around
this concept. Learning should be fun!
However, there is a little more to it behind the scenes! The purpose of a curriculum at this
early stage is to support children in all aspects of their emotional, social, cognitive and physical
development. It should enable them to become increasingly independent, responsible and eager
to progress in their learning. Staff in preschool education achieve this through their skilled
interaction with each child and by providing stimulating contexts for active learning, building
upon the child’s knowledge and skills and recognising his or her stage of development. They can
build upon children’s enthusiasm, inventiveness and creativity to plan learning activities which
combine to achieve this purpose.
The following two curriculum frameworks guide our approach.
1. Pre-birth to three: Positive outcomes for Scotland’s children and families.
www.educationscotland.gov.uk/
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This supports our youngest children and suggests sensitive and respectful approaches to the
care and education of our very youngest children. It sets out four principles for best starts and
outcomes:
1.
2.
3.
4.
The rights of the child1
Relationships
Responsive care
Respect
2. A Curriculum for Excellence (3 – 18 years) www.curriculumforexcellencescotland.gov.uk
The underpinning values are wisdom, justice, compassion and integrity with the child at the
centre of learning. It has been developed to enable all children to become: Successful Learners,
Confident Individuals, Responsible Citizens and Effective Contributors. Experiences and
outcomes set out expectations for learning and development in: Expressive Arts, Health and
Wellbeing, Language and Literacy, Mathematics and Numeracy, Sciences, Technologies, Social
Studies and Religious and Moral Education.
Of course, play is “children’s work” and it is through play and harnessing the children’s natural
interests that we can work towards achieving these worthy aims!
Observation, Assessment and Reporting
Children and parents are entitled to expect the highest quality in child care practice. Observing
is an essential element in achieving quality child care practice because it helps us to ‘know’ the
children in our care. It leads to an understanding of the children’s developmental needs and
helps us to plan appropriately. At Playgroup the staff regularly discuss the children’s progress.
We have weekly meetings and keep written records. It is normal practice for children attending
ante-pre school and pre-school to receive a written report during their final term. The report is
written by the centre where the children take their funded place or where they spend the
majority of their time. Throughout your child’s time with us we will give you verbal feedback on
his or her progress. During your child’s time at Playgroup we take a number of photographs
which we use as evidence of the children’s progression. These photographs are collated and
form part of a profile which the children receive when they leave Playgroup.
During your child’s time at Playgroup it is advisable to let the staff know if there any changes
to your normal family life e.g. bereavement, as this can affect behaviour. You can be assured
that any exchange of information between the staff and parents will be treated with the
strictest of confidence.
1
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If you ever have any questions or queries about your child’s time at Playgroup please tell
us. We are always very happy to chat formally or informally.
How can I tell if my child is progressing at Playgroup?
Every time you collect your child from Playgroup, the Play Leader will give you a brief summary
of what your child has been doing during that session. Should you wish to discuss anything in
more detail the staff will always be willing to set time aside for you at a mutually convenient
time. Each child has a key worker who will try to get to know your child a little bit more,
observing their interests and play. using this to help your child in their development. You will
also be involved in the “blue book”, which records your child’s progress through the year. It will
include photographs and annotations from the staff and the children themselves, noting
achievements and experiences and including lots of your child’s own work. We will send this
home twice during the year for you to share with your child and we ask you to make comments
in the book before you return it. At the end of the year our children are very proud to take
this unique record home to be reminder of their time at Playgroup and a stimulus for further
development. Those children moving on to another setting at the end of the year will also
receive a written report.
Why does Playgroup need a Committee?
Without a committee, there would be no Playgroup! The committee work throughout the year to
support the staff in their care of the children, to raise funds to allow Playgroup to run
effectively and in completing any necessary paperwork in line with current standards and
legislation.
Why does the committee run events?
The committee hold fund raising events to pay for all additional expenditure not covered by the
fees we receive from the Council. These are held throughout the year. These may include a
Halloween disco, Spring Fair or even a fashion show. It is up to you, as parents to get involved
and have fun at the same time! Where we can, we try to involve the children, sometimes by a
sponsored event. We urge you to support these events if possible. In June we hold our Annual
General Meeting and your support is vital here too.
Will I have to sign up on the Helper Rota?
For your child to attend Torphins Playgroup, parents or carers must (unless there are
extenuating circumstances) be prepared to help on the helper rota and take up PVG (Protection
of Vulnerable Groups) membership. Without sufficient parental help on our rota, we cannot
offer the children full use of all our facilities.
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There will be a Rota secretary on the committee who will draw up the rota each term. You will
have the opportunity to advise him/her of days that are not suitable for you to help. Once the
rota is complete, it is your responsibility to arrange a swap if you are unable to help. The
number of times you are requested to help will be directly related to the number of sessions
your child attends Playgroup.
Every new application to the PVG scheme costs Playgroup £59, and a Scheme Record Update
costs £18. We ask that parents take this into account, and wherever possible, consider making
a financial contribution to the payment necessary to process a PVG application.
Exemptions to doing rota duty:
(i) maternity leave will be for a maximum period of 26 weeks, to be taken at the mums’
discretion, with due notice to the rota secretary, any time after the 26th week of pregnancy.
Medical advice will be followed in the case of ill health.
(ii) working parents may be exempt from the helper rota at the committee’s discretion.
Notice Board
Please read the notice board (just inside the entrance door) for event dates, rota lists and
general notices. Please also remember to check your child’s tray (located in the entrance
porch) for their art work and any individual notices.
When can my child start Playgroup?
Children can start, if a place is available, any time after they are 2½ years old, and can remain
with us until they start school. We strongly recommend that you visit Playgroup with your child
before he or she starts, so that you can all become familiar with the building and the staff.
All children aged 3-5 years are entitled to 5 x 3 hour 10 minute sessions at a pre-school setting
of their parents choice, paid for by Aberdeenshire Council. Please remember that
Aberdeenshire Council funding only comes into effect the school term after your child’s 3rd
birthday.
How do I pay for the sessions?
The fees, (where applicable), are collected termly, invoiced directly by the Treasurer
(the Treasurer has his/her own dedicated tray in the kitchen area). At the time
of writing, we charge £8.40 per session. If you pay fees, the amounts and dates
due will be issued to you in writing by the Treasurer.
Fees, (if applicable) are non-refundable. For example if a fee paying parent decides to take a
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day off or take a family holiday within term time fees will not be refunded. Fees would be
refundable only in the event of long-term illness or other extenuating circumstances. The
decision to refund fees will be at the discretion of the Chairperson and Treasurer.
Prompt payment is essential please. In addition we ask all parents/carers to a contribute 60p
donation per day towards the cost of the daily snack, payable by term, billed to you by the
Treasurer.
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The Aims of Torphins Playgroup
The aims and objectives of our Playgroup as set out in our constitution are as follows:
1.
To provide an environment that enables children to learn through play;
2. To support children in planning for their own learning;
3. To enable all children to become Successful Learners, Confident Individuals, Responsible Citizens and
Effective Contributors by using A Curriculum for Excellence as a learning framework;
4. To respect and promote play the individual needs, views and wishes of the parents/carers, children and
staff;
5. Promote the welfare of children;
6. To provide opportunities to stimulate interest and imagination;
7. To encourage parents, carers and children too participate in charitable activities which benefit the group
and the wider community;
8. To plan for continued self-improvement for the benefit of the children and the group; and
9. Encourage parents/carers and staff to work together for the benefit of the group
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Working with Parents/Carers
Torphins Playgroup, being in the voluntary sector and having charitable status, acknowledges and expects that
in general there will be a high level of parental involvement within the group. Committee parents/carers and
staff work together in the management and day-to-day running of the group. Parental involvement is essential
and that although we, the staff, take full responsibility for the care and discipline of the children when parents
are absent, when on duty parents are the first line of authority for their own child.
The following are general principles and attitudes we consider to be vital in effectively involving
parents/carers within the group.
1. Parents/carers know their child best.
2. Parents/carers are equal partners.
3. Staff and committee work positively and actively to welcome all parents/carers.
4. Staff recognise and value the parent, parental culture, heritage and language.
5. Parents/carers are the prime educators and carers of their child.
6. Parents/carers have a right to regular and relevant information.
7. Parents/carers can be learners with their child and with staff, having useful skills and strengths, which
contribute to the group.
8. Parents/carers have a right to be consulted on changes affecting their child.
9. Parents/carers have a definite role to play in the Playgroup setting.
10. Parents/carers should be given every opportunity to understand what is going on in the Playgroup setting
and the rationale behind it e.g. different types of play activity.
11. Parents/carers have the right to discuss and negotiate with staff issues affecting their child.
12. Staff will work to form positive relationships with all parents/carers.
13. Parents/carers, committee and staff need to develop mutual trust.
14. Staff will respect the need for confidentiality in dealing with parents/carers.
15. Parents/carers can, through the committee, contribute to the policy-making decisions of the Playgroup.
We will achieve the above by:
1. Inviting parents and children to visit the group prior to starting.
2. Setting aside time for parents to become familiar with the routines and good practices of the group via our
“Parent Induction” procedure.
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3. Having an open door policy. Parents/carers will always be welcome to discuss, in confidence, any queries,
problems or concerns they may have with members of staff or via our suggestions box. Having daily
contact with parents/carers.
4. The committee will produce a newsletter each term keeping all parents/carers informed and up to date on all
matters of concern.
5. Working together with parents/carers and committee (and staff) on fundraising events to ensure the supply
of new materials and equipment for the benefit of all the children.
6. Holding an annual Open Day to welcome and inform all prospective parents/carers of our aims and
objectives and allowing parents/carers and children the opportunity to visit the group.
7. Provide parents/carers with written information on all aspects of the day-to-day running of the group.
8. Allowing parents/carers access to any information on file we may keep about their child.
9. Giving parents/carers written reports on their child progress in the seven key curricular areas of
development and giving interviews.
10. Meeting regularly with the Committee who will keep all parents/carers informed via minutes posted on the
notice board.
11. Passing on all other relevant information to parents/carers either by letter posted in their child’s tray or by
bulletins on the notice board, or by email.
Torphins Playgroup Information For Parents/Carers
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CHILD PROTECTION POLICY & PROCEDURE
Torphins Playgroup is greatly concerned for the safety, protection and wellbeing of all children in its care. All
members of staff, & parents/carers, in line with Care Inspectorate requirements, have PVG membership for
caring for children. Staff undergo appropriate Child Protection training which is refreshed every three years.
Please refer to our Nappy Changing and Toileting policy for guidance in such circumstances.
Staff have a duty and responsibility towards all the children in their care and therefore need to be aware of the
various types of child abuse within our society.
Confidentiality in such matters is implied in staff contracts. All parents and carers are required to sign a
Confidentiality Agreement when their child registers with the group. Please see Confidentiality Policy for
guidance.
The safety and welfare of the children comes first and therefore any signs of abuse or neglect must be reported
to the Social Work Department.
Responding to a disclosure from a child:
1. Believe the child, avoid reacting with shock, be supportive.
2. Tell the children they are not to blame and they have done the right thing in telling you.
3. Tell the child that you will only tell those who need to know.
4. Don’t agree to keep the information a secret.
5. Don’t ask leading questions, e.g. Did xxx do this to you?
6. Write a time line written record of what was said by the child in their own words, without adding your
interpretation, dated, who was present, and signed as soon as possible after the child has disclosed to
you. Pass this to the Playleader for keeping in a locked cupboard.
7. Report to the Playleader (Penny Graves) or designated person in charge at the time.
8. The Playleader or designated person will seek advice from the Social Work Department (phone
numbers 01330 824991, out of hours 0845 840 0070
9. Treat the child as you always have.
10. Keep whatever you have seen or heard confidential between yourself, the child and the Playleader or
designated person in charge.
11. Given the working rota of staff, the Playleader reserves the right to share Child Protection concerns with
other members of staff.
12. Seek support for yourself, e.g. NSPCC 0800 800 5000.
13. Make a formal referral to Social Work Department as necessary.
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14. If the Social Work Department become involved, the Playleader will advise the Chairperson of the
committee, as employer of the Playgroup staff, that there is a Child Protection issue being investigated.
This will be done in the strictest confidence.
Responding to a Parent/Carer of a child you are concern about.
1. Ask for an explantion of unusual injuries or behaviour. Treat the parent with respect.
2. Be open with the parent/carer about your concerns, unless this puts the child at risk.
3. Explain what will happen next e.g. Social Service have been contacted and may decide to investigate the
case.
4. Details of all conversations must be noted on the timeline in the words of the staff member involved by
whoever spoke directly to the child, parent/carer, Social Worker etc.
The above procedure will also apply in circumstances where a child does not disclose to an adult, but suspicion
of abuse or neglect is aroused in staff.
The Playleader will advise the Care Inspectorate should a Social Work Department investigation become
necessary.
Staff will:

Familiarise themselves with Aberdeenshire Council’s policy on Protection Children & Young People and
the guidelines as set out by the North East of Scotland Child Protection Committee (NESCPC). A copy of
the NESCPC guidelines and Aberdeenshire Councils policies are held at Playgroup and available for
interested parties to read. Every member of staff has a personal copy of the NESCPC guidelines. The
guidelines can also be viewed online at www.nescpc.org.uk

Adhere to;
 Protecting Young Children in Aberdeenshire, book 3, Good Practice Guidelines
http://www.aberdeenshire.gov.uk/parentscarers/ChildProtection.asp
 Scottish Social Services Council (SSSC) codes of practice.
 Protecting Children and Young People: The Charter
 Protecting Children and Young People: Framework for Standards
 National Care Standards

ensure that all parents and carers have access to all the polices and procedures of the group
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
undertake suitable training work together to update and review any changes required to the policies and
procedures of the group.
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CONFIDENTIALITY POLICY
The Playgroup’s work with children will sometimes bring us into contact with confidential information.
To ensure that all those using and working in Playgroup can do so with confidence, we will respect
confidentiality in the following ways:
1. Parents/carers will have ready access to the files and records of their own children, but will not have access
to information about any other child.
2. Staff will not discuss individual children (other than for the purposes of curriculum planning / group
management) with people other than parents/carers / carers of that child.
3. Information given to the Playleader or assistants by parents/carers will not be passed on to other adults
without permission.
4. Issues relating to the employment of staff, whether paid or unpaid, will remain confidential to the
committee members directly involved in making such decisions.
5. Any anxieties relating to a child’s personal safety will be kept in a confidential file and will not be shared
within the group except with the Playleader and social work department and the chairperson.
6. Parent helpers will be advised of our confidentiality policy and required to respect it.
All the undertakings above are subject to the firm commitment of Torphins Playgroup, which is to the safety
and well being of the child i.e. the child comes first.
Torphins Playgroup is registered under the Data Protection Act 1998 No: Z8691399
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Torphins Playgroup Procedure for Absent Children
If, for any reason, your child will not be attending a regular session at Playgroup,
PLEASE ENSURE THAT STAFF ARE INFORMED AS SOON AS POSSIBLE!
If a child does not attend his/her allocated session, and we have not been informed, either
by prior arrangement or by phone the following procedure will be activated.
If the child is known to be on the ‘at risk’ register we will follow the procedure that we have been given
by the Social Work Department.
If this is not the case we will;
1. Wait no more than one hour after the start of the session;
2. If no reason has been given (e.g. by phone/email) then we will;
a) phone family and if no response we will phone emergency contacts on child’s Playgroup
registration form – if we are able to ascertain a reason for the child’s absence we will go no
further.
If contact is not made;
b) if the child is known to have a sibling attending a local school, phone the school office and ask
for additional contacts to be phoned;
In the event that we are still unable to make contact;
3. A member of staff or committee will visit the child’s home immediately after the Playgroup session;
4. If there is still no contact after 4.5hrs the Playleader, or person in charge of the session, will
conduct an assessment of the situation and will phone local police (0845 600 5700) and alert them to
the situation, if they believe it is appropriate
If you have any concerns or questions with regard to this safety procedure, please do not
hesitate to talk to a member of the Playgroup staff. Thank you.
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Evacuation of the building
In the event of a fire or the need to evacuate the building the following procedures must be adhered to.
FIRE
1. If you discover a fire (or other reason to evacuate) inform the Playleader or the person in charge
immediately.
2. Only if you will NOT ENDANGER yourself or others, tackle the fire with the fire extinguishers or fire
blanket.
3. If the fire is out of control the Play Assistant will call the Fire Service.
4. The Play Leader will ring the fire bell and co-ordinate the evacuation of the children and adults from the
building taking a mobile phone, register and church key (hanging by fire exit).
5. The Play Leader (or person in charge) will lead the children and adults out of the building and to the
assembly point.
6. The fire assembly point is the CHURCH CAR PARK.
7.
The Play Assistant will be the last person to leave the building checking all rooms and closing doors
and windows (if possible).
8. Please follow the verbal instructions of the Play Leader at all times.
9. Parents/carers are to assist in the evacuation of all the children from the building via the safest exit as
indicated by the Play Leader or person in charge.
10. Please stay calm and act in an efficient way so that the children do not panic.
11. Do not go back into the building until the all clear has been given either by the Fire Service or the
Playleader.
12. At the assembly point the Play Leader (or person in charge) will conduct a role call.
13. In the event that we cannot return to the Playgroup building (Ha’berry) we will relocate to the Church
(the Church key is located on a hook high up at the fire escape door in Ha’Berry).
Additional information
Visitors to the building will follow the instructions of the Play Leader or the person in charge.
Two plans of the building showing the fire exit and whereabouts of fire equipment are on displayed inside the
building, one in the kitchen and one in the hall way. These will be highlighted to you at your induction prior to
you first duty.
Fire drills will be carried out on a regular basis - at least twice per term in order to familiarise the children and
adults with the procedure. Smoke detectors are also checked monthly by a designated member of staff. A
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written record of these checks and drills is kept in the kitchen, together with a copy of the register for the day of
the drill. Fire fighting equipment is checked and maintained by the landlord (Mid Deeside Church) on an
annual basis. Fire exits tobe kept clear at all times.
A plan of the building showing the fire exit and whereabouts of fire equipment can be found in the Policies and
Procedures Manual.
Parents and carers that are part of the duty rota will undergo an induction which will illustrate the procedure for
evacuation of the building.
Torphins Playgroup Information For Parents/Carers
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Arrival and Collection Routine
This procedure is in place to ensure the safety of your children.
When you arrive at Playgroup please wait outside until the door is opened and
you are welcomed in by the Playleader or person in charge. This helps the staff
to ensure that we are ready for the arrival of the children.
 Please come in through the porch and kitchen into the big room.
 The children’s coat pegs are behind the door on the wall under the small window. Please
help your children to locate their peg. Help the children to hang up their coat and bag. If
you child wears indoor shoes please change them and leave outdoor shoes on the carpet
under their jacket peg. Wellies should be placed on the wellie rack outside. In the winter
months the wellie rack will be housed in the porch.
 If your child has something for the ‘precious box’ i.e. a comfort blanket or a special toy,
please help them to put it in this safe place.
 Please sign in your child and note who will be collecting them.
At collection time
When you arrive at 12.30 noon, (1pm on Mondays), the children will usually be listening to a
story in the small room to the front of the building.
 Again please wait outside until you are invited in. Please come in through the kitchen
and a member of staff will call your child/children from the story room.
 Please sign to confirm that your child has been passed into your care.
 Please take your child into the big room to dress your child ready to go home.
 Please exit the building via the big room kitchen door and out through the porch.
If you need to enter the building outwith the normal drop off & collections times, please ring
the porch bell & a member of staff will unlock the kitchen door for you.
Torphins Playgroup Information For Parents/Carers
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Torphins Playgroup
Complaints Policy and Procedure
Torphins Playgroup is committed to delivering a quality service to all its children, parents and carers. We aim
to take effective action to ensure standards are upheld and we welcome being informed where they have not
been satisfactory.
As a member of SPPA, Torphins Playgroup believes a complaints procedure can contribute to the quality and
effectiveness of our service. This policy document sets out a procedure for parents and carers to complain
about any aspect of the group. Complaints should be made constructively and every effort will be made to
resolve them at an early stage. It is in the best interests of all parents, carers, children and Torphins Playgroup
that complaints are dealt with fairly and confidentially.
What is a complaint?
A complaint is anything a parent or carer wishes to call a complaint. This can be about any aspect of the
running of the group. As there is no strict definition of what constitutes a complaint, if there is any doubt, the
parent or carer will be asked directly if he or she is making a complaint.
Open access
Whatever the circumstances, staff or committee members will have a duty to inform parents and carers of their
right to complain, including a right to appeal. The group must supply a written copy of the complaints
procedure to every service user and to any representative on request. This policy and procedure is included in
our Information for Parents and Carers handbook, and is available as a pdf file on our website
(www.torphinsplaygroup.co.uk).



The complaint will be fully investigated and acted upon.
A complaint will always have a response.
No member of staff or committee will be a judge in his/her own case.
Staff and committee members have the assurance that at all stages of the procedure they will be allowed to put
their side of the case.
Swift resolution of the complaint
The management group will, within 20 working days after the date on which the complaint is made, or shorter
period as may be reasonable in the circumstances, inform the person who made the complaint of the action (if
any) that is to be taken.
Appeals process
All parents and carers will be made aware that there is an appeals process forming part of this procedure. A
parent or carer has the right to appeal if they are unhappy with the outcome of their complaint.
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Opportunities for representation
Persons making the complaint, i.e. the complainant, will have the right to have the assistance of a friend,
relative or representative to give support at different stages of the complaints procedure.
Complaints process
How to make a complaint
Complaints can be made to staff or committee members. There are two ways in which they can be made and
heard: informally and formally.
As Torphins Playgroup is registered with the Care Inspectorate, if a parent or carer does not wish to follow this
complaints procedure, they can complain directly to the Care Inspectorate by contacting their local office in
Aberdeen on 01224 793879.
Torphins Playgroup must supply to the Care Inspectorate at its request a statement containing a summary of the
complaints made during the preceding 6 months and the action that was taken in respect of each complaint.
Informally
The initial approach by a parent or carer may be on an informal basis. The staff or committee member will
listen carefully and after discussing the situation with the parent or carer they should agree whether the matter:
 has been resolved satisfactorily.
 needs further investigation; if this is required the complaint should be resolved within 20
working days. If delays are unavoidable the complainant will be informed of the delay, the reason for it
and the revised timescale.
 should move to the formal complaint process.
Formally
Stage 1
If the parent or carer wishes to make use of the formal procedure, then he or she should:
 put the concerns or complaint in writing to the Chairperson of the committee. The receipt of
the complaint will be acknowledged by the Chairperson within three working days.
 expect a meeting with the Chair will be scheduled as soon as is appropriate.
 at the meeting have a friend, relative or representative present.
The complaint will be investigated and responded to within a further seventeen working days. A confidential
written record of the meeting will be made and actions agreed will be noted. Most problems should be sorted
out at this stage; if not then the appeals process will be followed.
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Appeals process
Stage 2
If the parent or carer is not satisfied that the problem has been resolved, they should contact the Chairperson
again in writing. If the parent or carer and group cannot reach agreement, an external mediator, acceptable to
both sides, will be invited to listen to both sides and offer advice. A mediator has no legal powers but can help
to clarify the situation.
The mediator will:
 help to define the problem.
 review the actions.
 suggest further ways which might resolve it.
 meet with the group if requested.
 keep an agreed written record of any meetings held and the advice given.
 keep all discussions confidential.
In certain circumstances it will be necessary to involve the local authority and/or Care Inspectorate if:
 a child appears to be at risk of any kind.
 there appears to be a possible breach of registration requirements.
Local Care Inspectorate office address:
Johnstone House
Rose Street
Aberdeen AB10 1UD
Telephone 01224 793870
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Torphins Playgroup
‘Ha berry’ St Marnan Road, Torphins Banchory,
Kincardineshire AB31 4JQ
Torphins Playgroup Information For Parents/Carers
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Telephone 013398 82978
www.torphinsplaygroup.co.uk
e-mail [email protected]
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