Parent Resources

Policies & Procedures

These pages are designed to clarify our policies and procedures for you. Please read them carefully as this will save any misunderstandings. They may be a useful reference point for the duration of your child’s time at Scallywags.

Communication With Parents

Communication with parents is very important as children’s progress at all stages is recorded using ‘learning stories’ which grow with them throughout their time at Scallywags. This profile tells the story of how each individual child develops and celebrates their efforts and achievements. Parents are encouraged to contribute to their child’s profile.

Electronic Communication

Scallywags has a facebook page where notice of important events are placed along with reminders and news articles. Parents and staff are encouraged to log on to this page.

We would also appreciate having an email contact address for each family so that we can email the calendar of events and invoices to you in our bid to become a paperless nursery in the areas that we are able.

Notice boards are placed in each unit where you will find your current menu and the planning of activites for the unit.

Parent’s evenings are held twice each year. You are always welcome to make a mutually convenient appointment at any other time if you have something that you wish to discuss.

A calendar of events is sent out monthly so that you can see any special dates there may be for the coming month and so that we can inform you of any house-keeping points that you need to know about. On the back of the calendar you will find a variety of interesting topics or a menu for you to try at home.

At Christmas, parents are invited to our sing-alongs.  Songs are included from all of the cultural festivals that occur around this time of the year.

A Fun Day is held every year to celebrate our children that are leaving for school and to allow you to get to know your children’s friends and their parents better. Please bring a friend along too.

Settling your child is really important, so a few weeks before your child is due to start at Scallywags you will be invited to help your child settle in by visiting the nursery with them.

Once you and your child are happy you can leave them for a short time. This allows you and your child to build confidence in your new surroundings and the staff, and you will become acquainted with the staff that will be caring for the settling of your child.

After 4-6 weeks of your child attending nursery, you will be invited to meet with the unit team leader to discuss how your child is settling and any further requirements that you, or your child, may have.

Our nursery will work in partnership with parents to settle their child into the nursery environment by:

Allocating a key person to each child and his/her family, before he/she starts to attend. The key person welcomes and looks after the child, ensuring that their care is tailored to meet their individual needs. He/she offers a settled relationship for the child and builds a relationship with his/her parents during the settling in period and throughout his/her time at the nursery, to ensure the family has a familiar contact person to assist with the settling in process

Providing parents with relevant information about the policies and procedures of settling children into nursery

Encouraging parents and children to visit the nursery during the weeks before admission is planned

Planning settling in visits and introductory sessions until the parents feel comfortable about leaving their child. These visits are key to a smooth transition into nursery and ensure good communication and information sharing between staff and parents

Reassuring parents whose children seem to be taking a long time settling into the nursery and developing a plan with parents

Encouraging parents, where appropriate, to separate themselves from their children for brief periods at first, gradually building up to longer absences

Assigning a buddy/back-up key person to each child in case the key person is not available. Parents will be made aware of this to support the settling process and attachment

Reviewing the nominated key person if the child is bonding with another member of staff to ensure the child’s needs are supported

Respecting the circumstances of all families, including those who are unable to stay for long periods of time in the nursery and reassure them of their child’s progress towards settling in

Please feel free to request a meeting at any time if you would like.

Scallywags is open all year round except for bank holidays when parents and staff get their statutory break. One month’s notice is required if your child will be leaving Scallywags or if you would like to alter your sessions. Notice will not be accepted if your account is outstanding. If you would like to apply for an additional session on a temporary or permanent basis, please speak to the manager.

Fees are paid monthly in advance. We operate a direct debit scheme and encourage all parents to use this facility to ensure the smooth running of the nursery and to avoid late payment charges that may be incurred by late payment using another method.

A remittance advice is required monthly when paying by BACS or when several payments are being made for one family. Please email remittance advice to ‘’.

Queries relating to payments made by methods other than Direct Debit will be subject to an admin charge of £5 per enquiry.

Please notify the manager of any change to your banking arrangements as soon as possible.

Child-care vouchers and tax free credits may also be used towards nursery and holiday club fees.

An invoice will either be e-mailed to you (please make sure that we have a current e-mail address) or handed to you for your first month. After that, a new invoice will only be issued if the amount is to be different in any month.

Invoices will only be issued to the parents via email. A charge of £5 will be levied against an invoice requested by any other manner.

Fees are withdrawn from your bank account on the 28th of each month unless by prior arrangement.

If our fees policy is not convenient for you, please discuss a more suitable arrangement with the Manager. Payment may also be made by BACS transfer but a late penalty will be applied if payment is made after the due date.

Fees are charged on a pro-rata basis (Sept – Aug) and any grant funding that we receive for your child will be deducted from your invoice on a monthly basis.

All holidays are charged at full rate.

Fees are increased every September.

Discount offers may not be combined.

Full fees are payable for any days that your child is scheduled to attend Nursery, even if some sessions are missed due to sickness or holidays, this also includes bank holidays. As a courtesy to staff, it is appreciated if you can let the nursery manager know in advance if holidays are going to be taken. We appreciate that illnesses are harder to predict. We require parents to contact the nursery if your child is going to be absent from nursery for ANY reason in order to ensure the safeguarding of all children.
Throughout the year, field trips are made available to special places of interest. A permission form will be sent home outlining the planned destination, method of transport, time and date of the trip. These forms must be signed and returned to Nursery in order for your child to participate. There may be an additional fee for some field trips. A lot of our trips engage the children in the local history and the local natural history, so there is always something to see, do and talk about. You can find out more about some of the type of trips we go on by reading our holiday club blog here.
Please ensure that you include a sun hat, sun cream is provided by the nursery for a small charge unless a child has sensitivities.

Absolutely no food is to be brought into nursery in order to keep the children safe who have allergies. Only food bought by Scallywags may be brought into/ fed to children at all times while they are on the premises. The only exception to this policy is on special event days such as the Fun day/MacMillan fundraising events etc’

Scallywags follows the rules set out by the Department of Infectious and Communicable Diseases.

Please notify staff by 10am if your child is unwell and won’t be attending Nursery. Staff will notify you if your child becomes ill whilst at Nursery.

Please keep your child at home if they are unwell and notify staff when a diagnosis has been made. We can then discuss when your child will be able to return to Nursery.

Scallywags does not exclude children who have a cough or cold.

Parents must keep their child at home for 48 hours after symptoms have cleared up when suffering from sickness and diarrhoea. This allows staff to control the spread of the infection as quickly as possible.

For more information, please consult the sickness policy in our policy handbook which is in the entrance to the nursery. A sickness form can be filled out here.

When dealing with medication of any kind in the nursery, strict guidelines will be followed. Scallywags Nursery will administrate Paracetamol for teething and high temperature, once the following documentation has been correctly filled out.

Prescribed medication

We can only administrate medication that is prescribed by a doctor.  The medication should be clearly labelled in its original container with the child’s name, dosage, date, times and doctor’s name and address.

Handling prescribed medication

Parents will drop off the prescribed medication in the morning with their child.
Staff must check the following:

Child’s name is correct

Date of prescription


Time to be administered

Doctor’s label

Parents/Carers must fill out and sign a nursery medicine form, in detail.
The nursery medication form must be checked over by the member of staff taking the medication off the parent and they must sign to say they have accepted it off the parent.
Parents must be asked of the last time their child had a dose of medication before coming to nursery.
Medication must be stored in its appropriate place re; Snowdrop’s unit fridge or the green basket provided in your rooms.
All staff to be informed of the child’s medication and times, this should be written on your room’s notice board or message book.
Collection of child.

When the child is picked up, the parent/guardian must be given precise details of the times and dosage given throughout the day.  Parents must sign the medication record sheet.


Non-prescription medication - Calpol

  • Paracetamol (Calpol) will only be administered for high temperatures and teething.
  • Parents must fill out a medication form when they arrive at nursery; if they predict that their child may need Calpol during their time at nursery (i.e. parents have had to give their child Calpol the night before or in the morning for a high temperature or teething).


If the child needs Calpol administrating, then parents will be contacted to inform them of their child’s situation

After 20/30 minutes the child’s situation will be checked and if the temperature hasn’t gone down to a safe level, we will call parents to either come and give ibuprofen or pick up their child.

Parents/Carers need to mention to the nursery if they have had to administer Calpol to their child the night before or that morning.
Parents/Carers must fill out and sign a nursery medicine form, in detail.
The nursery medication form must be checked over by the member of staff and they must sign to say they checked the details including when the last time Calpol was administered.
All staff to be informed of the child’s medication form; this should be written on your room’s notice board or message book.
Collection of child – if Calpol has been administered.

When the child is picked up, the parent/guardian must be given precise details of the time and dosage given that day.  Parents must sign the medication record sheet.


  • If a child has a high temperature before administering Calpol, staff should encourage the child to drink plenty of water, remove some clothing, ask the child to rest and apply a cold compress if necessary. Re-check the child’s temperature after 5-10 minutes have passed.
  • Parents are NOT asked to provide their own Calpol; nursery has its own supply of Calpol.
  • The nursery will administer the non-prescription medication (Calpol) only once per session and for a period of three days. This is dependant on the condition of the child.  After this time medical attention should be sort.
  • If the nursery feels the child would benefit from medical attention rather than non-prescription medication, we reserve the right to refuse nursery care until the child is seen by medical practitioner.
  • On registration, parents will be asked if they would like to sign the medication consent on the admission form for a specific type of liquid paracetamol (Calpol), which can be given in the increase of their child’s temperature. This will be given by the manager or senior member of staff in line with the recommended dosage for the age of the child.  This may be administered in an emergency if they CANNOT contact the parents.


  • Calpol dosage information – 3-6 months: 2.5ml
    • 6-24 months: 5ml 
    • 2-4 years: 7.5ml                
    • 4-6 years: 10ml    

We will be judging the child’s size as well as their age when administering Calpol.

  • We will try and contact the parents – however in an emergency and the parents are not contactable, then the nursery manager will take the decision as to whether a child is safe to have this medication based on the time the child has been in the nursery, the circumstances surrounding the need for this medication and the medical history of the child on their registration form.
  • If any child is brought to the nursery in a condition in which he/she may require medication sometime during the day, the manager will decide if the child is fit to be left at the nursery. If the child is staying, the parent must be asked if any kind of medication has already been given, at what time and in what dosage and this must be stated on the medication form.
  • The nursery DOES NOT administer any medication unless prior written consent is given for each and every medicine.
  • In the case of medication that may need to be given to a child due to them becoming ill during the day e.g. liquid paracetamol for temperature reduction, parents will be contacted as soon as possible to ensure all details are correct and that they agree with the dosage given.


Administering Medication


All medication (prescribed, non-prescribed, teething granules) should be administered by a senior member of staff re; nursery manager, nursery deputy manager or team leader.  A qualified early years practitioner will witness the senior member of staff administrating the medication.  Once the medication has been administered by the member of staff all the relevant documentation should be signed before the child goes home.

At the time of administering the medicine, a senior member of staff will ask the child to take the medicine, or offer it in a manner acceptable to the child at the prescribed time and in the prescribed form.  (It is important to note that staff working with children are not legally obliged to administer medication).  If the child refuses to take the appropriate medication, then note will be made on the child’s form and the parents will be informed on collection.


Nursery Medication Form


Those with parental responsibility of any child requiring prescription medication whilst at nursery should allow a member of staff to have sight of the bottle, whilst they document the medicines details on the medication form.  Once the parents have done this; the member of staff taking that medication should check the details match that of the doctors label on the bottle before they vacate.  Staff should ask any relevant questions re; child’s preferred method of taking the medication, methods used at home (counting/distractions) etc.


We will accept written permission once for a whole course of medication or for the ongoing use of an inhaler or epipens.




  • Nelsons Homeopathic teething granules (in individually wrapped sachets) may be administered by a senior member of staff if a parent/carer has signed them in on a medication form.
  • Teething granules may only be administered 3 times over a 12 hour period, or 1 every four hours as needed.
  • If a child has no teething granules from home and is in a great deal of pain through teething, a senior member of staff may administer Calpol (following the instructions given by parents and the manufacturers).
  • Calpol may only be administered for teething with prior consent from parents or through contacting them if they feel necessary.


Injections, pessaries, suppositories


As the administration of injections, pessaries and suppositories represents intrusive nursing, they should not be administered by any members of staff unless appropriate medical training is given to each.



Medicines kept in nursery


Some prescribed medicines may be kept in nursery.  These are medications for on-going or life-threatening illnesses.  These may include asthma inhalers, epi-pens or allergy medication.

All medicines that are kept in nursery must have appropriate paperwork e.g. asthma/eczema record forms or an allergy management plan.

It must have a Scallywags Nursery Medication label on it that parents and staff have signed and dated when they have given nursery the medication.  These medications will then be stored appropriately i.e. in a fridge if needed or in a green basket on the top shelf in the cupboard above a sink in the child’s unit.

Medicines kept in nursery must be regularly checked to make sure they are still in date and parents must be informed to bring in new medication before the current medication runs out.

Staff at Scallywags perform daily checks of the premises and equipment. This is in order to prevent any accidents occurring within our premises. We take the safety of your child very seriously, but in the event of a minor accident, an accident report will be completed when it is thought to be appropriate. The accident will be reported to you on your arrival and you will be asked to sign the accident report on behalf of your child. In the unlikely event of a more serious accident, you will be informed immediately and the appropriate action will be taken.
All parents must leave a telephone number where they can be contacted while their child is at Scallywags and complete an emergency record card.

We have a complaints procedure at Scallywags, so if you meet with any problems whilst using the services at Scallywags we encourage you to bring them to the attention of the Team Leader. If you feel unable to discuss the matter with the Team Leader, or the matter remains unresolved or re-occurs, please speak to our Manager, Stacey Fenwick.

For further information please see our complaints procedure below. This is also available to view in our policy handbook located in the entrance to the Nursery.

Regular questionnaires are sent out to parents/children.

All comments and suggestions are useful in our on going development and are therefore willingly accepted.

The first line of communication for any parent is with their child’s key worker, who will be happy to discuss any issue regarding your child’s day with us.

If you feel the issue is more relevant to a more senior person please speak with your team leader.

The Manager is:

Nursery Manager – Stacey Fenwick

Deputy Manager – Vicky Shaw

The Owner/Registered Person is: Julia Campbell

If you feel the matter is urgent then please speak to a senior member of staff immediately, otherwise you can make an appointment with your team leader and the nursery manager. This will ensure we can give the matter our full attention and address your concerns constructively.

All complaints are taken as a serious concern and the Manager or relevant person such as the Child Protection Officer will respond within 24 hours by meeting the person or calling them.

This will be documented and then our complaints procedure followed as to the severity of the complaint.

All complaints are recorded and kept in the office

If after voicing your concerns, you are still not satisfied with the outcome, you are encouraged to contact:

Ofsted – Early Years

Royal Exchange Buildings

St Ann’s Square


M2 7LA

Tel: 0300 1231231

Withdrawal / Cancellation

Your child’s place at Scallywags can be cancelled at any time upon receipt of written notice at least 4 weeks prior to the leaving date. We are unable to accept cancellation verbally. Notice of cancellation will only be accepted if the family’s account is up to date.

We have a policy at Scallywags that any personal belongings that are brought into Nursery from home must be labelled with your child’s name. Although we do our best to safeguard all the personal belongings that our children bring in, please be advised that Scallywags is not responsible for any lost or stolen items.

Staff are committed to providing quality play experiences for your child and for that reason we request that your child does not bring their own toys to Nursery. This will save any confusion, any upset from your children from lost or stolen items and any sharing issues.

Please inform the Nursery in writing if there is a change to the usual arrangements for the authorised pick up of your child. In the event of an emergency, if a person, other than an authorised person, is going to be collecting your child please call the Nursery as soon as possible and arrangements can be made with you so that staff can identify the person on their arrival. There is a security lock on each door. Please press the button and staff will release the door after identifying you. Parents may use the biometric fingerprint entry system and all other visitors are required to ring the bell and a staff member will greet them.’
Any change of address, telephone number, doctor or personal circumstances must be notified to the Manager immediately.
All staff undergo Police checks frequently. Staff are required to consult and work with outside agencies in the interests of child safety. We require parents to contact the nursery if your child is going to be absent from nursery for ANY reason in order to ensure the safeguarding of all children.

At Scallywags Nursery we are aware that children can have allergies which may cause allergic reactions. We will follow this policy to ensure allergic reactions are prevented and practitioners are fully aware of how to support a child who may be having an allergic reaction.

• Information will be passed on by parents on the registration form regarding allergic reactions and allergies and must be shared with all practitioners in the nursery.

• Parents MUST fill out and sign an ‘Allergy Management Plan’ before the child starts at the setting. This outlines the child’s allergies, signs and symptoms and a flow chart which must state what course of action should be taken to treat the child and their needs in an emergency (see attachment)

• The allergy management plan will remain in place for the duration the child attends Scallywags nursery. Parents are responsible for updating the setting with any changes or information which would impact the allergy management plan.
Parents are responsible for making sure any medication is in date and labelled correctly by the pharmacy.

• Details of children (with photographs) with allergies and how to treat them in the event of an allergic reaction are kept in the room that they are based and in the food preparation areas.

• All food prepared for a child with a specific allergy will be prepared in an area where there is no chance of contamination and served on equipment that has not been in contact with this specific food type, e.g. dairy

• Any child with a particular allergy will have their meals presented on the same plates as their peers. However, it will be served on a red tray clearly labelled with the child’s name and medical information from the kitchen indicating to all practitioners that this meal is safe to serve. The tray will be complete with the child’s main dish, pudding and all cutleries.

• Each meal and snacks must be served and distributed to the child by one practitioner only. Any extra portions must be served by the appointed practitioner that meal time. All other practitioners must observe and supervise all children whilst eating.

• A practitioner MUST be present at the same table as a child with a known allergy.

• The manager, nursery practitioners, nursery cook and parents will work together to ensure a child with specific food allergies receives no food at the nursery that may harm them. This may include designing an appropriate menu or substituting specific meals on the current nursery menu.

• If a child has an allergic reaction to food, a bee sting, plant etc. A First Aid trained member of staff will administer the appropriate treatment/seek medical assistance if necessary and parents must be informed immediately. Any allergic reactions are classed as an incident and must be recorded on the correct accident/injury forms which are then signed by parents/carers. Seek management assistance in the event of an allergic reaction.

• If a child comes into contact with their personal allergen during meal times or digestion is suspected, practitioners will follow the instructions set out on their ‘allergy management plan’

• We require all parents to respect this policy by making sure that all products used by their children are a nut free e.g. creams, lotions and hair products.

• We stipulate that no food should be brought in or consumed on the nursery premises. Children are not permitted to bring in homemade packed lunches.

• If the child requires specialist treatment, e.g. an EpiPen, then at least two members of staff working directly with the child and the manager will receive specific medical training to be able to administer the treatment to each individual child and will inform the other staff the of the procedure.

• If the allergic reaction is severe, a member of staff will summon an ambulance immediately. We WILL NOT attempt to transport the sick/injured child in our own vehicles.

• Whilst waiting for the ambulance, we will contact the emergency contact and arrange to meet them at the hospital

• A senior member of staff must accompany the child and collect together registration forms, relevant medication sheets, medication and child’s comforter

• Staff must remain calm at all times. Children who witness an allergic reaction may well be emotionally affected by it and may need lots of cuddles and reassurance.

In relation to this policy see – food preparation policy
In relation to this policy see – intolerances policy
In relation to this policy see – food handling policy
In relation to this policy see – medication policy
Please request to see above policies.

We do not provide a babysitting service outside our normal operating hours. However, we understand that parents often ask nursery practitioners to babysit for their children and this policy has been implemented to clarify some points regarding private arrangements between Scallywags employees and parents.

• The nursery will not be responsible for any private arrangements or agreements that are made outside of the setting. However, practitioners must inform management if they are babysitting or caring for a child that attends the nursery outside of the setting.

• Out of work hours, arrangements must not interfere with a practitioner’s employment at the nursery.

• Confidentiality must be adhered to at all times and respected by both the practitioner and the parents. Parents must not pressure practitioners to discuss nursery related information. Likewise, Scallywags employees must not discuss any matters relating to staff, children or operations at Scallywags Nursery.

• The nursery will not be held responsible for any health & safety or other issues that may arise from these private arrangements.

• If a parent would like to arrange for a practitioner to take their child home from nursery then this must be put in writing to be placed on the child’s file.

• It will be the practitioner’s responsibility to ensure they have the appropriate insurance, MOT and child restraints/safety seats if they are transporting a child in a car at the request of the parent.
The nursery has a duty to safeguard all children whilst on the nursery premises and in the care of our practitioners, but this duty does not extend to private arrangements between practitioners and parents outside of nursery hours.

Holding a child is essential to their physical, psychological and neurological development with many positive effects. Scallywag’s nursery understands the importance of building positive relationships and strong attachments, assisted in the use of a carrier/sling.

Practitioner sling confidence and training
All practitioners at Scallywags nursery are trained by Sheffield Sling Surgery to understand the benefits to baby wearing, sling safety, operation of carriers/slings and to feel confident and happy to acarrier in childcare setting. It is compulsory before any practitioner is able to operate any sling with a child that they are trained and feel confident in doing so.
Once all practitioners have had the relevant training they will be asked to read and sign this policy.

Sling procedure for practitioners

• Practitioners must risk assess the slings before each use - check for wear and tear, damages, holes, cleanliness and buckle effectiveness.

• Practitioners must be paired up when operating the set up of the sling and putting the child in and out.

• Practitioners must be trained by a qualified sling consultant and feel confident in their knowledge and understanding before practising on any child.

• Practitioners must follow the health and safety regulations at all times.

• Practitioners must not carry children if feeling unwell or put strain on themselves.

• Practitioners with back problems must not sling carry any children whilst in the care of scallywags nursery.
• Practitioners must have their hair tied back and badge must be removed whilst carrying.

Safety guideline (See relevant safety leaflet attached to this policy)

We do ask parents NOT to provide their own carriers for health and safety reasons. Scallywags nursery will provide buckle carriers that we will risk assess once purchased and will be risk assessed before each use.

Scallywag’s practitioners will follow the T.I.C.K.S rules for safe babywearing and the A.B.C guidelines.

Trip hazards
When you use a sling on your front or hip your field of vision may be restricted. Be aware of trip hazards such as toys (or other children) on the floor that you may not be able to see. Sling straps can also be trip hazards if they are not tucked away.

Spatial awareness
Carrying a baby in a sling changes the amount of space you take up. Be aware of your new width and height when going through doorways or with low ceilings.

Baby’s reach
When babies are carried in slings they can access new dangers and hazards which may have been moved to a higher point. Be aware of sharp objects and heat sources which babies may be able to reach when carried in a sling.

Slings introduce an extra layer (or more) of insulation. In a warm and busy childcare setting it is important not to overdress a baby in a sling to avoid the risk of baby overheating.

Buckle carrier will be provided by scallywags nursery
Buckle carriers have a structured panel, waist band and shoulder straps secured with buckles. Quick, convenient and very easy to use. Generally suitable from 3 months +.

Parental permission
Before any child at Scallywags’ nursery is carried in a sling, parents MUST fill out a permission form in detail and will be given a copy of the policy.
We do ask parents not to provide their own carriers for health and safety reasons.

Further information and support;

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