Record keeping
5.1 Children’s records
Policy statement
There are record keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act.
This policy and procedure is taken in conjunction with the Confidentiality Policy and our procedures for information sharing.
EYFS key themes and commitments
A Unique Child
Positive Relationships
Enabling Environments
Learning and Development
1.2 Inclusive practice
2.1 Respecting each other
3.1 Observation, assessment and planning
Procedures
We keep two kinds of records on children attending our setting:
Developmental records
These include observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports.
These are usually kept in the playroom and can be freely accessed, and contributed to, by staff, the child and the child’s parents.
Personal records
These include registration and admission forms, signed consent forms, and correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, an ongoing record of relevant contact with parents, and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.
These confidential records are stored in a lockable file or cabinet and are kept secure by the person in charge in an office or other suitably safe place.
Any electronic personal data is stored on the pre-school’s computer and is pass word protected and only accessible by pre-school staff or committee members.
Parents have access, in accordance with our Client Access to Records policy, to the files and records of their own children but do not have access to information about any other child.
Staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child's needs. Staff induction includes an awareness of the importance of confidentiality in the role of the key person.
We retain children’s records for three years after they have left the setting. These are kept in a secure place.
Other records
Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
Students on Pre-school Learning Alliance or other recognised qualifications and training, when they are observing in the setting, are advised of our confidentiality policy and are required to respect it.
Legal Framework
Data Protection Act 1998
Human Rights Act 1998
Further guidance
Information Sharing: Guidance for Practitioners and Managers (DCSF 2008)
Record keeping
5.2 Provider records
Policy statement
We keep records for the purpose of maintaining our business. These include:
Records pertaining to our registration.
Landlord/lease documents and other contractual documentation pertaining to amenities, services and goods.
Financial records pertaining to income and expenditure.
Risk assessments.
Employment records of staff.
Our records are regarded as confidential on the basis of sensitivity of information, such as with regard to employment records and these are maintained with regard to the framework of the Data Protection Act and the Human Rights Act.
This policy and procedure is taken in conjunction with the Confidentiality and Client Access to Records policy and Information Sharing policy.
EYFS key themes and commitments
A Unique Child
Positive Relationships
Enabling Environments
Learning and Development
1.2 Inclusive practice
2.1 Respecting each other
3.3 The learning environment
Procedures
All records are the responsibility of the officers of the management committee who ensure they are kept securely.
All records are kept in an orderly way in files and filing is kept up-to-date.
Financial records are kept up-to-date for audit purposes.
Health and safety records are maintained; these include risk assessments, details of checks or inspections and guidance etc.
Our Ofsted registration certificate is displayed.
Our Public Liability insurance certificate is displayed.
All our employment and staff records are kept securely and confidentially.
Legal framework
Data Protection Act 1998
Human Rights Act 1998
5.1 Children’s records
Policy statement
There are record keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act.
This policy and procedure is taken in conjunction with the Confidentiality Policy and our procedures for information sharing.
EYFS key themes and commitments
A Unique Child
Positive Relationships
Enabling Environments
Learning and Development
1.2 Inclusive practice
2.1 Respecting each other
3.1 Observation, assessment and planning
Procedures
We keep two kinds of records on children attending our setting:
Developmental records
These include observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports.
These are usually kept in the playroom and can be freely accessed, and contributed to, by staff, the child and the child’s parents.
Personal records
These include registration and admission forms, signed consent forms, and correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, an ongoing record of relevant contact with parents, and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.
These confidential records are stored in a lockable file or cabinet and are kept secure by the person in charge in an office or other suitably safe place.
Any electronic personal data is stored on the pre-school’s computer and is pass word protected and only accessible by pre-school staff or committee members.
Parents have access, in accordance with our Client Access to Records policy, to the files and records of their own children but do not have access to information about any other child.
Staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child's needs. Staff induction includes an awareness of the importance of confidentiality in the role of the key person.
We retain children’s records for three years after they have left the setting. These are kept in a secure place.
Other records
Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
Students on Pre-school Learning Alliance or other recognised qualifications and training, when they are observing in the setting, are advised of our confidentiality policy and are required to respect it.
Legal Framework
Data Protection Act 1998
Human Rights Act 1998
Further guidance
Information Sharing: Guidance for Practitioners and Managers (DCSF 2008)
Record keeping
5.2 Provider records
Policy statement
We keep records for the purpose of maintaining our business. These include:
Records pertaining to our registration.
Landlord/lease documents and other contractual documentation pertaining to amenities, services and goods.
Financial records pertaining to income and expenditure.
Risk assessments.
Employment records of staff.
Our records are regarded as confidential on the basis of sensitivity of information, such as with regard to employment records and these are maintained with regard to the framework of the Data Protection Act and the Human Rights Act.
This policy and procedure is taken in conjunction with the Confidentiality and Client Access to Records policy and Information Sharing policy.
EYFS key themes and commitments
A Unique Child
Positive Relationships
Enabling Environments
Learning and Development
1.2 Inclusive practice
2.1 Respecting each other
3.3 The learning environment
Procedures
All records are the responsibility of the officers of the management committee who ensure they are kept securely.
All records are kept in an orderly way in files and filing is kept up-to-date.
Financial records are kept up-to-date for audit purposes.
Health and safety records are maintained; these include risk assessments, details of checks or inspections and guidance etc.
Our Ofsted registration certificate is displayed.
Our Public Liability insurance certificate is displayed.
All our employment and staff records are kept securely and confidentially.
Legal framework
Data Protection Act 1998
Human Rights Act 1998