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Safeguarding and Welfare Requirement: Suitable People

Providers must ensure that people looking after children are suitable to fulfil the requirements of their roles.

Policy Statement

We meet the Safeguarding and Welfare requirements of the Early Years Foundation Stage, ensuring that our staff and volunteers are appropriately qualified, and we carry out checks for criminal and other records through the Disclosure and Barring Service (DBS) in accordance with statutory requirements.


Vetting and Staff Selection:

  • We work towards offering equality of opportunity by using non-discriminatory procedures for staff recruitment and selection.

  • All our staff have job descriptions, which set out their roles and responsibilities.

  • We welcome applications from all sections of the community. Applicants will be considered on the basis of their suitability for the post, regardless of disability, gender reassignment, pregnancy and maternity, race, religion or belief, sexual orientation, sex, age, marriage or civil partnership. Applicants will not be placed at a disadvantage by our imposing conditions or requirements that are not justifiable.

  • We follow the requirements of the Early Years Foundation Stage and Ofsted guidance on checking the suitability of all staff and volunteers who will have unsupervised access to children. This includes obtaining references and ensuring they have a satisfactory enhanced criminal records check with barred list(s) check through the DBS. This is in accordance with requirements under the Safeguarding Vulnerable Groups Act (2006) and the Protection of Freedoms Act (2012) for the vetting and barring scheme.

  • Where an individual is subscribed to the DBS Update Service we carry out a status check of their DBS certificate, after checking their identity and viewing their original enhanced DBS certificate to ensure that it does not reveal any information that would affect their suitability for the post.

  • We keep all records relating to the employment of our staff and volunteers; in particular those demonstrating that suitability checks have been done, including the date of issue, name, type of DBS check and unique reference number from the DBS certificate, along with details of our suitability decision.

  • We require that all new staff and volunteers keep their DBS check up-to-date by subscribing to the DBS Update Service throughout the duration of their employment with us.

  • Our staff are expected to disclose any convictions, cautions, court orders, reprimands and warnings which may affect their suitability to work with children – whether received before, or at any time during, their employment with us.

  • We will obtain consent from our new staff and volunteers to carry out on-going status checks of the Update Service to establish that their DBS certificate is up-to-date for the duration of their employment with us.

  • Where we become aware of any relevant information which may lead to the disqualification of an employee, we will take appropriate action to ensure the safety of children. In the event of disqualification, that person’s employment with us will be terminated.

Notifying Ofsted of Changes:

  • We inform Ofsted of any changes to our Registered Person (Committee of our provision) and/or our supervisor.

All staff read and sign – 'Staff Professional Agreement' which contains ‘Safe Internet use’ - Appendix 4

Training and Staff Development

  • Our supervisor and deputy hold the CACHE Level 3 Diploma for the Children and Young People’s Workforce or an equivalent qualification and at least half of our other staff members hold the CACHE Level 2 Certificate for the Children and Young People’s Workforce or an equivalent or higher qualification.

  • We provide regular in-service training to all our staff - whether paid staff or volunteers - through the Pre-school Learning Alliance and external agencies.

  • Our budget allocates resources to training.

  • We provide our staff with induction training in the first week of their employment. This induction includes our Health and Safety Policy and Safeguarding Children and Child Protection Policy. Other policies and procedures are introduced within an induction plan.

  • We support the work of our staff by holding regular supervision meetings and appraisals.

  • We are committed to recruiting, appointing and employing staff in accordance with all relevant legislation and best practice.

Staff Taking Medication/other Substances:

  • If a member of staff is taking medication which may affect their ability to care for children, we ensure that they seek further medical advice. Our staff will only work directly with the children if medical advice confirms that the medication is unlikely to impair their ability to look after children properly.

  • Staff medication on the premises will be stored securely and kept out of reach of the children at all times.

  • If we have reason to believe that a member of our staff is under the influence of alcohol or any other substance that may affect their ability to care for children, they will not be allowed to work directly with the children and further action will be taken.

Managing Staff Absences and Contingency Plans for Emergencies:

  • Our staff take the majority of their holiday breaks when the setting is closed. All staff are allowed 10 extra days holiday leave if needed, providing they can arrange cover for their time off. The extra holiday leave has to be approved by the Chairperson.  Where a staff member may need to take time off for any reason other than sick leave or training, this is agreed with our manager with sufficient notice.

  • Where our staff are unwell and take sick leave in accordance with their contract of employment, we organise cover to ensure ratios are maintained.

  • Sick leave is monitored and action is taken where necessary, in accordance with the individual’s contract of employment.

  • We have contingency plans to cover staff absences, as follows:

Staff Absences and Emergency Cover

Planned Absence

  • If a member of staff knows that they will need time off work then a member of staff who is not rostered on for that session will cover. If there are no members of staff available then firstly a member of the Committee and then a parent/carer is asked to help out.

Emergency Cover

  • If a member of staff is taken ill at work and needs to go home, a member of staff who is not working that session will be contacted to come and cover. If they are unavailable, firstly a member of the Committee is asked and then a parent/carer.

  • If the Supervisor is going to be absent for any length of time, the Assistant Supervisor will take over and Ofsted will be informed.

  • The ratio of adults to children will be considered where possible in an emergency

Staff Sick Pay

  • All staff, full and part-time who have successfully completed a probationary period of six months employment with Sparklers Pre-School, will be entitled to the following sick pay;

  • After one full week of absence (self-certification), each member of staff will be entitled to a maximum of 3 months absence on full pay provided that valid medical notes are produced throughout this period.

  • If the member of staff is still absent after the 3 month period then they will be entitled to statutory sick pay provided that valid medical notes are provided.

This Policy was adopted by Sparklers Pre-School


Sarah Hodges

Role of Signatory:

Pre-School Supervisor

Issue Date:

September 2023

Next Review Date:

October 2024

This Policy was approved by Sparklers Pre-School Committee


Role of Signatory:

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