Children’s records

Records and information on children are a vital part of preschool, they allow us to keep children safe, share information and monitor, assess and ultimately plan support for their further progress.

We keep records of children’s personal information for the purposes of their health and wellbeing, and observational and assessment records to monitor children’s developmental progress.

All information for children is kept either in paper or digital form:

  • Digital information is kept by managers only on password protected computers in a Dropbox folder that has limited access        

  • Staff are made aware of the confidentiality of documentation regarding children’s information

  • Folders are clearly marked if they contain sensitive information and are for restricted view

  • Parents and visitors are asked to respect the confidentiality of the setting by not sharing any sensitive information they may see or hear         

Types of records kept for children:

  • Learning Journeys - These include summaries of children’s development and learning as well as observations and photos of children and samples of their work

  • A confidential record is kept of all children on the SEND (Special Educational Need and Disabilities) register or those that may need extra support, as well as minutes of discussions at Staff Meetings and a chronology folder records all progress for SEND, Early Help adn Safeguarding

  • Other settings that the child attends and information from these shared settings about the child’s development

  • Medical information including doctor’s contact details and care plan information

  • Parental/guardian information as well as emergency contacts

  • Information about their family including other languages spoken and cultural/ethnic back ground

  • Child Protection information

  • Records of any accident or existing injury (Medical and Safeguarding Folder)

  • Transition information

 

Staff are required to keep up to date and aware of all their own children’s records and to inform managers of any new issues or concerns and to make written records of any conversations or incidents/accidents as required, discussion can also be made during staff meetings/briefings.

Procedure

We have a series of documents in place for:

  • Child registration - parents contact details, child name and dob (online)

  • Enrolment details - medical forms, permissions, shared setting, other agency involvement – kept in admissions folder, important and relevant information shared with all staff

  • Medical information is put onto a photo card and kept in the polytunnel to ensure staff are aware of any medical or cultural needs

  • Care Plans are kept in plastic wallets along with any medication (unless it needs to be kept in the fridge

  • Learning Journeys consist of A4 books which will have in them photos, examples of work, observations and copies of summary forms

  • Sharing between settings - summary forms are sent via e-mail, info requested via online form

  • Accident and existing injury forms – kept in restricted view folder (Medical and Safeguarding folder)

  • Communication forms - to record any concerns, safeguarding or complaints etc

  • Transition forms – these are handed to the staff member of the next setting

  • Details of a parent not responding to an offer of a place for their child will be deleted

Additional information can be found in our GDPR policy.

March 24