of policies - Broomwood Hall

BROOMWOOD HALL
EARLY YEARS
FOUNDATION STAGE
POLICY HANDBOOK
For
The Lower School
(vicarage & 50 NIGHTINGALE LANE)
The Lower school
(Garrad’s Road)

INDEX OF POLICIES
The following policies should be read in conjunction with the whole school policies which
are contained in the Broomwood Hall School Policy Handbook
Early Years Children: Information for Parents
Educational Visits
Educational Visits – Risk Assessments
Missing Child Policy & Procedures when a child is not collected on time
Sun Protection Policy

EARLY YEARS FOUNDATION STAGE
EARLY YEARS CHILDREN
INFORMATION FOR PARENTS
Our Ethos
Every child should be happy, secure, valued and confident. At Broomwood Hall our philosophy is to
value every child as a unique individual, who enjoys learning and thinking for him or herself. We
provide a supportive and secure environment in which every child can flourish and learn at their own
pace and in their own individual way. Our role is to stimulate and encourage their development and
enjoyment of learning through a variety of different activities in secure indoor and outdoor situations,
through play and through structured and creative activities. We encourage the growth of social skills
and empathy amongst the children. The relationships which the children develop with each other and
with our staff are central to their happiness and lay the best possible foundation for their future.
Broomwood Hall Lower School
Broomwood Hall Lower School caters for children from 4-8 years of age. All of the 4 year old children
who enter the Prep classes at either The Vicarage (192 Ramsden Road) or 3 Garrad’s Road, are part of
our school community. The Head of each school will extend a warm welcome when you visit and will
show you our facilities. They will be pleased to answer any questions about our Prep Classes and the
rest of the school.
We send prospective parents copies of the school’s prospectus on request, or parents themselves can
download a copy from our web site. That document gives details the school locations, the names of the
Principals and a great deal of information about the aims and ethos of the whole school. The curriculum
and activities for our older children is explained in some detail. Further information about the school is
available on our web site and copies of our policies are available on request or may be viewed in the
school reception area. All new parents are given a copy of the school’s ‘A-Z Guide for parents’. At the
beginning of every term, they are given a term dates booklet which contains an advance list of term
dates, events and fixtures, a full list of staff and contact details.
The Prep children make full use of the Lower School’s facilities. We expect them to remain pupils in
our Lower School until they reach the age of 8 when they may move onto the Upper School (girls),
Northcote Lodge (boys) or to another school.
Broomwood Hall is registered with the DfE as an Early Years provider. We participate in the
Government’s Nursery Education Funding scheme for 4 year old children.
Admissions
Children are accepted each year at The Vicarage and Garrad’s Road when they are between the ages of
4.0 and 4.11 years on 1 st September of any given year. Younger siblings of children already in the school
(or at Northcote Lodge) have priority, normally resulting in between 40 and 50 places being available
for other children. Our full Lower School Admissions Policy may be viewed in our reception area or can
be sent to parents on request.

Early Years Children: Information for parents (continued) – page 2
Equal opportunities policy
We welcome children from a diverse range of backgrounds. We pride ourselves on being an inclusive
community where there is complete equality of opportunity and everyone is valued for being him or
herself. Copies of the school’s ‘Equal Opportunities Policy’ may be viewed in our reception area or sent
to parents on request.
Our Staff
The Heads of the Lower School at Nightingale Lane and Garrad’s Road have day to day responsibility for
their school and its activities, including those of the Prep Classes. The individual Prep class teachers are
all qualified teachers who are assisted by full-time Classroom Assistants. Sport, French and music are
taught by specialist teachers.
Our daily routine for children in the Prep Classes
For the first ten days of the Michaelmas (autumn) term, children in the prep classes are collected daily at
noon. This is to ensure that the children have a gentle start to ‘big school’ and don’t become too tired in
their first couple of weeks. On the eleventh day they all have their first lunch and full day at school.
During the full school day, the children break at 10.30am for milk and biscuits and then go out to play.
Weather permitting they play outside in the garden. The children break for lunch and outdoor play at
around 12/12.30pm. After play, the prep classes have a short rest. All the prep children go home at
3.00pm.
Procedures when a child is not collected on time
Please refer to our separate policy: ‘Missing Child Policy & Procedures when a Child is not Collected on
Time’. A copy of this policy may be viewed in our reception area or sent to parents on request.
Our Foundation Stage Curriculum
At Broomwood Hall School we offer a broad and balanced Foundation Stage curriculum for our
youngest pupils which is based upon the Early Learning Goals and the six areas of learning. All children
are given equal access and opportunities to develop their knowledge and skills in:
1 Personal, social and emotional development
2 Communication, language and literacy
3 Problem solving, reasoning and numeracy
4 Knowledge and understanding of the world
5 Physical development
6 Creative development
All children learn through play with a mixture of child initiated and teacher led learning opportunities.
Learning takes place both indoors and outdoors. We introduce different topics which the children
explore through a variety of mediums, including books, art, clay, drama, music, ICT, crafts and model
making. We gradually introduce synthetic phonics and the basics of literacy are taught daily through a
structured reading scheme and rhyme. Numeracy is introduced through different activities, such as
counting games, weighing activities and measuring, and is also taught daily. All children are encouraged
to participate in dance, music and where possible, swimming. All children are gradually introduced to
the principles of writing, and to the use of computers. By the end of their Prep year, the children are
enthusiastic and confident learners, who are ready for the more structured, less play-based, environment
of Class 1.
Copies of the Lower School’s full ‘Curriculum Policy’ may be viewed in our reception area or sent to
parents on request

Early years children: Information for parents (continued) – page 3
Assemblies
Assembly is held every day apart from the day we attend our weekly church service. Assemblies are
formal occasions which foster the development of self-restraint and a collective spirit. They are basically
Christian; but are designed to be respectful of other faiths. Assemblies provide an excellent public
setting in which to commend children for special work, acts of kindness or helpfulness, and to reward
them with stickers/special certificates/gold stars.
Annual Curriculum Meeting
All parents of children in the Prep classes are invited to an annual curriculum meeting early in the
Michaelmas (autumn) term, when the aims of the year’s curriculum, the topics that will be studied and
the methods of delivering the curriculum through play, structured activities and outdoor activities will
be briefly explained.
Behaviour
Even the youngest children are encouraged to behave towards each other with kindness and
consideration. They have to learn to look after their own possessions and to respect other’s possessions.
We expect them to be honest, helpful and polite, and to work hard and to listen to others. They should
respect everyone and learn to value differences and diversity.
Each Prep Class teacher is in charge of the management of behaviour in their class. We explain to
children why some forms of behaviour are unacceptable and hurtful to others. We rarely need to impose
sanctions; but sometimes we may remove a treat for hurtful behaviour. Occasionally, a child may be
sent to see the Head, who will explain the inappropriateness of a particular action; but such instances are
rare
Parents are informed verbally or via a note in the homework diary when any sanction or reproof is
needed, and in cases of repeated instances of hurtful or inappropriate behaviour, they will be invited into
the school to discuss the situation with their child’s class teacher and/or Head and to agree a joint way of
handling the difficulty.
Copies of the ‘Lower School Behaviour Policy’ may be viewed in our reception area or sent to parents
on request.
Homework (prep) Diary
Every child is given a prep diary from the time that he or she joins the school. This is the main method
for communications between parents and the school. We ask you to write down anything relevant that
might affect his or her performance, such as a late evening.
Every child has reading activities every night. We will talk to you further about this when we meet. But
it is our belief that acquiring the habit of study at home will stand your child in good stead throughout
his or her education.
Outdoor Learning
All of the children play in our secure outdoor space during morning and afternoon breaks, except in the
worst weather. We also use the outdoor space for supervised activities, involving playing with water,
sand and some ball games. Prep children are encouraged to plant and grow their own seeds. The
children are regularly taken in supervised groups inside the secure school grounds and to the local
common to learn about the seasons of the year, by collecting autumn leaves, observing animals etc.

Early Years Children: Information for parents (continued) – page 4
Visits
We organise local excursions (park, church, library, farm, fire-station, common,) which are designed to
help the children to acquire a basic understanding of our traditions, of the natural world and of the
importance of other cultures. Our term date booklets list the major visits that are due to take place
during each term and further details are provided in our weekly newsletters for parents. We require
parents to sign a permission slip for these excursions at the beginning of each school year. Copies of our
policy on ‘Visits for Early Years Foundation Stage Children’ may be viewed in our reception area or sent
to parents on request.
Food and Drink
Children are offered a drink of milk or water and a plain biscuit or fruit at morning break. Drinking
water is available throughout the day.
A two course lunch is provided every day, which all children are required to eat unless they fall into one
of our exceptions categories noted below. A member of staff sits at each table to eat with the children
and whose job is to encourage the children to try everything and ensure that second helpings are offered.
Children are given stamps on their hands when they clean their plates (or eat something that they have
not enjoyed in the past).
Weekly menus are displayed at the entrance to each Lower School. Due to space and time constraints,
we are unable to offer any choice, save the very limited ones listed under exceptions below. We offer
our pupils a varied, healthy and tasty diet and serve only food which we know the majority of children
like and will eat.
Parents are asked not to send food or drink to school with their child.
Special Diets
The school is a nut free zone and all our cooking ingredients are checked to ensure that they comply
with this policy. Parents of children who have allergies to any food product, or who have special dietary
requirements, are asked to make this clear in the school’s medical questionnaire. They should inform the
school at once if their child subsequently develops an intolerance of any food. The school Head and
Chef are happy to see any parent who has concerns about their son or daughter’s medical condition, and
to devise a special menu, where practically possible.
Exceptions
The school does not make any exceptions, other than the following:
o Vegetarians - there will always be a vegetarian alternative available.
o Low Sugar* - children on a low sugar diet may have fruit for puddings on days when the
pudding contains additional sugar
o Gluten free* - the school cook will re-heat any special meals which are brought in that morning
by the parent of the child which requires such specialised foods
o Non-dairy* - on days when the main course contains dairy products, the vegetarian alternative
will always be non-dairy. If the pudding is dairy, non-dairy children may have fruit.
* Children requiring these diets must have a doctor’s certificate before we will make these available.

Early Years Children: Information for parents (continued) – page 5
Keeping In Touch
We appreciate that sending your child to school is a big step and that it is understandable that some
parents may worry or feel anxious about their child’s well-being and happiness. That is why we invite
your child to spend an hour with their new teacher the day before term starts, meet their new classmates
and see their new classroom. During this time you will be invited to have a cup of tea with the Head and
the other new parents, receive any further information and check your child’s special arrival time for the
first and second mornings. We are also happy for you or your child’s carer to accompany your child
into their classrooms on arrival, during the Michaelmas (autumn) term. By Christmas, all children
should be happy to come into the classroom independently.
Your child’s Form Teacher is responsible for your child’s pastoral care and, with our small classes,
quickly gets to know every individual child extremely well. You will see your Form Teacher twice a
day when you drop off and collect your child, and many worries can be speedily resolved by an informal
chat. Otherwise, you are welcome to make an appointment for a longer (or more private) conversation
with him/her, or with the relevant Head. Notes of the meeting will be taken and a letter or postcard
will be sent to follow up on agreed points. Any concerns will always be treated in complete confidence.
All children have a home-school diary called their ‘prep diary’. This is checked daily by the class teacher
and is a reliable form of communication about pastoral care, reminders, housekeeping issues, feedback
on reading and homework and requests for meetings. Parents are asked to read and sign their child’s
prep diary every day.
We have a weekly Broomwood Hall newsletter, which is sent home in the childrens’ school bags each
Friday and is full news about activities and outings. We also encourage children to take home their art
work for you to admire and display at home! All Lower School children participate in a weekly church
service and parents are warmly invited to join us at these services. We send invitations to parents to a
number of events during the year including the Prep Class Play, the Carol Service (which involves the
whole Lower School), Pancake Day Races, Concerts and Competitions.
Early Years Foundation Stage (EYFS) Profile
At the end of your child’s “early years” education, we complete a detailed “EYFS Profile” which
summarises his or her learning and development against the assessment scales and learning goals, which
have been determined by the Government. You will of course, receive your own copy, which we are
happy to discuss with you. We are required to send your child’s EYFS to our Local Education
Authority.
Parents’ Evenings
We start each academic year with a curriculum meeting to which all parents in the year group are
invited, at which we outline the Prep class plans for the year. We hold parent/teacher interviews midway
through the Michaelmas (autumn) and Hilary (spring) term at which parents have the opportunity
to talk to their child’s teacher about their progress and to raise any worries which they may have.
Reports
Children are assessed through observations, questioning and guiding. Narrative reports, which
supplement the comments in the prep diary, are prepared on each child and sent to parents at the end of
the Michaelmas (autumn) and Hilary (spring) terms. Report slips are sent home at the end of the
Trinity (summer) term.

Early Years Children: Information for parents (continued) – page 6
Storage of Records
We store all of our pupil records securely. Parents may arrange to see their child’s records in
accordance with the school’s policy on ‘Reports and Record Keeping’ which is available to view in our
school office or may be sent to you on request. The School is registered under the Data Protection Act
and complies with its provisions for example, about the disclosure of information relating third parties.
Complaints
We hope that you will not feel the need to complain and that any difficulty can be sensitively and
efficiently handled before it reaches that stage. However, the school’s ‘Complaints Policy’ is available to
view in our school office or may be sent to parents on request.
Because our Prep classes are part of an independent school, the Independent Schools Inspectorate (ISI) is
responsible for inspecting the Prep department. However, if you as parents are dissatisfied with the
outcome of a complaint, you are entitled to make a complaint directly to Ofsted. The Ofsted leaflet:
“Complaints to Ofsted about Schools: Guidance for Parents” reference 080113 may be downloaded
from www.ofsted.gov.uk .
Child Protection
The school’s child protection policy is enforced rigorously throughout the school. A copy of our ‘Child
Protection Policy’ is on our web site. All our school policies, including our policy for the ‘Safer
Recruitment of Staff, are available to view in our school office or may be sent to parents on request.
Medical Matters
Please keep your child at home if he or she is ill or infectious, and phone us on the first day of illness.
An ill child will not be happy in school, and will only infect others. We will telephone you and ask you
to collect your child if he or she becomes ill during the day. When recovered, your child should return
to school with a letter explaining why they were kept at home. Only if a child is away for an extended
period will work be sent home.
A first aid box is located in the school office and in each class room. They are checked regularly and, if
necessary, replenished. All teachers on-site are qualified first aiders. We will always contact you at once
if your child suffers anything more than a trivial injury, or if he or she becomes unwell during school
day, or if we have any worries or concerns about his or her health. We will inform you by way of a note
in your child’s prep diary if he or she has a minor accident or graze at school.
Care
Although your child will normally receive medical care from your family GP practice; we hold specific
medical information on all our pupils in order to ensure that we can provide appropriately for their
needs, or look after them if they are injured or have an accident. All parents are required to complete
and return a medical questionnaire and emergency consent form before their child joins the school.
All our new children are invited to have a hearing and sight test in October by specialists known to the
school. A charge is made for this screening and parents are sent a letter asking if they wish their child to
be tested.
Children with Medical Needs
If your child has medical needs, we will invite you to a meeting with the Head to discuss thoroughly the
care and/or support that will be required.

Early Years Children: Information for parents (continued) – page 7
Emergency Medical Treatment
We require parents to complete an emergency consent form which authorises the Head or a deputy
acting on her behalf, to consent on the advice of an appropriately qualified medical specialist to your
child receiving emergency medical treatment if we are unable to contact you in time. This treatment
may include having a general anaesthetic and surgical procedure under the NHS.
Medical Records
We record all accidents and injuries to your child and of all medicines that are given to him or her. We
will always tell you in writing if your child has received any form of medical treatment – however
minor.
Medicines and Treatments Brought to School for Pupils
The school must be advised, in writing, of any medication that you bring into the school for your child.
The school has a form that will need to be completed by you with regards to the administration of the
medicines/treatment. If your child has a medical condition which necessitates regular access to
medication, please inform the Head so that an appropriate regime can be followed. The relevant staff
will be informed, in confidence, of any condition that is likely to affect your child in any area of school
life. We will work with you in making arrangements that work best for your child. A copy of our
Policy for ‘Administering Medicines’ can viewed in our school office or may be sent to parents on
request.
Maintaining a Safe Environment
The safety of the children is our highest priority, and because they are so young, we need to be
particularly vigilant. We will therefore:
1 Only allow your child to go home with you, unless we have received your advance permission
(preferably in writing) that he or she may be collected by another adult.
2 Never allow a child to leave the premises unsupervised. There is always at least one adult in
charge of the secure outside play area.
3 Ask all visitors to identify themselves and to state their business before we give them access to
the premises. Visitors sign in and wear security badges for the duration of their visit. They sign
out on leaving.
4 Register all pupils at the start of the morning and afternoon sessions.
5 Ensure that the children are personally handed over to their parents or carers by the teachers at
the end of the day.
A copy of our ‘Missing Child Policy & Procedures for when a Child is not Collected on Time’ is
available to view in our reception area or may be sent to parents on request.
Health and Safety
We update and review our risk assessments on our classrooms and other indoor and outdoor areas, and
inspect all the equipment and toys used by the children every year in order to ensure that potential
hazards are kept to a minimum.
Next annual policy review date: November 2012
Last updated: November 2011 by Sarah Graham and Alison Povall

EARLY YEARS FOUNDATION STAGE
EDUCATIONAL VISITS
Introduction
Broomwood Hall places great value on educational visits for all of its pupils, including the very
youngest, recognising that they provide a unique opportunity to enhance the curriculum and to extend
and support class based work. They provide opportunities which cannot be provided on site and can
extend the knowledge and understanding of our youngest pupils. All of our visits for this age group are
local – most last only half a day. We do not take Prep class children on overnight or foreign visits.
Our Visits
Supervision
Generous staffing levels, close supervision and proper protective clothing are essential for even the
shortest of excursions. For all sessions within the enclosed school grounds, the children are supervised
by their Teacher and a Teaching Assistant.
Staff Ratios and Responsibility
We operate a staffing ratio of 1:10 for all off-site visits involving children in our Prep classes. There is
always at least one Teacher, one of whom will have been designated in charge of the visit. The Teacher
is a qualified paediatric first aider.
We may invite parents to volunteer to help with off-site visits. Volunteers are never allowed to
supervise children alone and are thoroughly briefed about their roles beforehand. CRB checks will be
carried out on any parents who volunteer to help the school on a regular basis (once a week or more).
The Reception Years (Prep Classes)
All our Prep class children are 4 years old when they join us at the start of the Michaelmas term in
September each year. They are ready to experience excursions off-site and for a wider range of new
experiences. During the year, depending on which school site they are based, they enjoy variety visits to
local destinations including local church, fire station, a museum, a local pizza restaurant (to make
pizzas), and a city farm.
Our children are taken on regular walks in the school grounds and on the local common and by the end
of their Prep year, they are confidently conducting work on the topic of mini-beasts and carrying out
leaf and bark rubbings. Their climbing and balancing skills will have improved, together with their
understanding of the cycle of nature, such as the first signs of spring.
Keeping you informed
The school’s term date booklet lists the visits that are due to take place over the coming term. Further
information will be sent home via the weekly newsletter about every visit and whether it involves an
extension to the normal length of the school day.
All Prep class visits, apart from the Lower School Carol Service, return your child to the school at their
conclusion. You may take your child home from the Church at the end of the Carol Service.

Educational Visits (continued) – Page 2
Consent
We require your written consent before we may take your child off-site. A consent form for short
outings will be sent to you when your child starts at the school. For day trips, we will send you a
consent form specifically for that outing along with details of the procedures for that day.
Safety: Advance Planning
Risk Assessments
Safety is our top priority. Even the shortest of visits needs to be thoroughly planned, and requires its
own risk assessment, which must be reviewed thoroughly before a repeat visit is made. Our policy,
conducting ‘Risk Assessments for Early Years Outings’, is available to view in our school reception or
may be sent to parents on request.
Head Counts
The Teacher in charge conducts, or arranges for another Teacher or Teaching Assistant to conduct a
head count of the children (recording the fact that we have done so):
1 Before leaving school
2 (If applicable) On sitting down in the coach
3 On arrival at the destination
4 On leaving the destination
5 On arrival back at the school
Where we walk, the children walk in pairs, with one adult at the front, one at the back and depending
on the size of the party, others adults will be distributed in between. Children are reminded about basic
road safety and of the expected standards of behaviour. When we travel by coach, a member of staff
will check that all the pupils are sitting properly and wearing their seat belts.
Missing Child Policy
Our procedures are structured to ensure that this does not happen; but in the event that a child is
missing – either from school, or on a visit, we follow the procedures set out in our ‘Missing Child’
policy, a copy of which is available in the school reception or may be sent to parents on request.
First Aid Kit etc
The Teacher in Charge takes a first aid kit, list of emergency contact numbers and a mobile phone with
him/her on every outing. We carry bottled water on all of our longer visits.
Delay
The Teacher in Charge will ring the school if there is any delay, for example, because of heavy traffic.
The School Office will phone and/or send a text message to the parents to warn them of a delay.
Role of the Teacher in Charge of the visit
Every visit, however local, or short, must be planned in advance by the member of staff who is in charge
of it. She/he will already have had previous experience of accompanying Prep class visits. The Teacher
in Charge either holds a valid paediatric First Aid Certificate, or ensures that another member of staff
accompanying the visit holds one.
Role of the Education Visits Co-ordinator (EVC)
At Broomwood Hall, the EVC is the Head of the relevant Lower School and is responsible for approving
all requests for visits. She checks that the paperwork is correct, gives guidance on carrying out risk
assessments, budgeting for visits and on permission slips, and keeps a “library” of reports on previous
visits.

Educational Visits (continued) – Page 3
Personal Liability and Insurance
The DfE Guidance “The Health and Safety of Pupils on Educational Visits: A Good Practice Guide,”
(www.teachernet.gov.uk) is required reading for all Teachers in Charge of a Prep Class visit as part of
their training in the responsibilities of the role. It explains that their responsibility is to “act as any
reasonable parent would do in the same circumstances.” Staff who take part in visits and activities
outside school may feel concerned about the possibility of being held personally liable if an accident
should occur. However, they can be assured that Broomwood Hall School, as their employer, will
always stand behind them in the unlikely event of an accident occurring, provided they have exercised
reasonable care and followed the school’s guidelines.
Broomwood Hall has £5 million of Employers’ Liability Insurance and £20 million of public liability
insurance.
Transport
Use of Private Cars
We aim not to transport Prep class children in private cars belonging to staff. However, the school
insurance policy does cover us for this activity should it be deemed necessary to do so.
School Minibuses
No one is allowed to drive the school minibus unless their driving licence permits them to do so. For any
minibus journey that involves Prep class children, there will always be a second member of staff present
in the vehicle.
Use of hired transport
The school has a long-standing relationship with Wandsworth Community Transport and Redwing
Coaches. It is a condition of booking that the Driver’s name and the number of his/her mobile phone is
provided to the school when the hire arrangements are confirmed. We only book vehicles with frontfacing
seats that are fitted with seat belts.
Preparatory Arrangements
Prep class visits are planned at least a term in advance, when dates need to be agreed with the EVC
(Head). Parents will be told about the visits planned for the ensuing year at the annual curriculum
meeting at the beginning of the Michaelmas (autumn) term. At that stage, it will probably not be
necessary to finalise the dates of all of the short, local visits planned for the Hilary (spring) and Trinity
(summer) terms; but a general indication will be given. All planned visits will be listed in the term date
booklet which is given to the parents at the start of each term.
During the Visit
Primary responsibility for the safe conduct of the visit rests with Teacher in Charge. He or she has sole
responsibility for amending the itinerary or canceling the visit in the event of unforeseen delay or sudden
deterioration in weather conditions. She or he may delegate part or all of the responsibility for the
following to one or more of the accompanying staff:
1 Carrying out (and recording) head counts of the children on leaving school, on getting on and
off each form of transport, entering or leaving a theatre, museum, centre, etc
2 Checking that all pupils wear their seat belts
3 Enforcing expected standards of behaviour
4 Keeping account of all expenditure
5 Recording any accidents or near misses in the trip evaluation report.

Educational Visits (continued) – Page 4
Illnesses or minor accidents
If a child has a minor accident or becomes ill, the Teacher in Charge, or another member of staff will
phone his or her parent’s emergency contact number at once and arrange for him/her to be collected. If
contact cannot be made, the Teacher in Charge, or another member of staff, will take the child to the
local hospital or, if the illness is more minor, back to the school. A member of staff will remain with the
child at the hospital or school until a parent or carer arrives.
Emergency Procedures
In the event of a serious accident resulting in the death or injury of one or more of the pupils and staff,
the Teacher in Charge’s first priority will be to summon the emergency services, and to arrange for
medical attention for the injured. One of the accompanying members of staff will be detailed to
accompany the injured pupil(s) to hospital and remain with the child(ren) until their parents arrive. The
Teacher in Charge will ensure that the rest of the group are safe and looked after. He/She will then
inform the Head (EVC) of what has happened, giving as full, calm and factual account as the
circumstances permit.
The Teacher in Charge, or depending on the seriousness of the incident, the Head, will arrange for the
parents of the uninjured children to be contacted and asked to collect their children from either the
venue or the school. Depending on the nature of the incident, we may decide to implement the school’s
own model communications plan for informing both the families of the injured, and the families of those
who are unhurt as swiftly as possible. In an era of instant communications, it may not be possible for us
to be the first to break the news but we recognise that we have an important duty to speak personally to
the parents of any pupil who has suffered some injury or mishap. We will use mass communication
methods (SMS, email, messages on our website) for communicating with those whose children are not
affected.
Where possible, communication with the media should be left to the Head or Principal of Broomwood
Hall. The Teacher in Charge should refer the media to the Head or Principal’s office. If comment is
unavoidable, it should be factual, calm and no attempt made to cover gaps in knowledge.
A full record will be kept of the incident, the injuries and of the actions taken. The Finance Bursar will
notify the insurers as quickly as possible.
After the Trip
Trip Report
Following the trip, the Teacher in Charge will provide the EVC (Head) with a written trip evaluation
report on the visit including observations and lessons learned. The report should also detail any accidents
and near misses and any lost or damaged property.
Expenditure
The Teacher in charge is responsible for producing a schedule of all expenditure on the trip.
Report for Directors
The Head of the Lower School’s termly report to the Directors always contains a synopsis of all the
school trips and visits that have taken place since the last meeting.
Next annual policy review date: November 2012

SAMPLE WORDING FOR CONSENT LETTER
Educational Visits (continued) – Page 5
PREP CLASS [X] TRIP TO [LOCATION NAME] ON [DATE]
Prep Class [x] will be visiting [location name and address] on [date] to introduce/continue with the topic
of [topic name] this term.
Please could you ensure your child wears full winter/summer uniform (including hats for the girls) and
provide a NUT free disposable packed lunch with two drinks in a named plastic bag.
The coaches will be leaving at [time] and returning to school by [time].
Please would you complete and return the tear-off consent form below to confirm that your child may
go on the trip. If you are interested on being a helper on the day, please indicate this on the same form.
Please be aware that names may have to be pulled out of a hat to choose the helpers, if we are oversubscribed.
Those of you who will be helping will have a note put in your child’s prep diary.
This consent form must to be returned to the class teacher or school office by [date].
Thank you
Teachers’ names
PREP TRIP TO [LOCATION NAME] ON [DATE]
I would like my child to go on the above trip.
Name of child: ………………………………………………………….
Class: ………………
Signature of parent/guardian: ……………………………………………. Date: ………………..
I would be willing to help out with the class trip.
Name: ……………………………………………………………………………………………
Please return this form to the class teacher or School Office by [date]

Educational Visits (continued) – Page 6
SAMPLE TRIP EVALUATION FORM
This form is to be completed after an excursion, attached to the Risk Assessment and sent to the Head
within five working days of the excursion
Excursion Information:
Venue: ……………………………………………………
Date: ……………………………………………………..
Year Group ………………………
Michaelmas/ Hilary/ Trinity 20……
Names of teaching staff: …………………………………………………………………………..
Names of teaching assistants: ………………………………………………………………………
Names of Parent Helpers: …………………………………………………………………………
No. of adults ………….. Number of children …………..
Adult/child ratio 1: ………………
Please provide any information that may be of benefit to the organisers of the next trip:
Organisation of
children:
Transport:
Venue:
Workshops:
Lunch/cloakroom
facilities
Communication:
Incidents:
Parent Helpers:
Other:
Signed: ………………………………………... (Teacher in charge)
Date: …………………….
Heads Comments:
Signed: ……………………………………………………………
Date: …………………….

EARLY YEARS FOUNDATION STAGE
EDUCATIONAL VISITS - RISK ASSESSMENTS
Introduction
Broomwood Hall is legally required to have risk assessments in place that cover a great many of their
activities, including the many educational visits and trips made by all of their pupils. However, the
Government places additional requirements on schools that cater for the youngest age group, which at
Broomwood Hall is the Prep Classes. This policy is a companion document to our policy “EYFS -
Educational Visits”
What is a risk assessment?
Anyone involved in the planning of a school trip must be 100% sure they have done all they can to create
a safe environment for the pupils. A risk assessment is a tool for conducting a formal examination of the
harm or hazard to people (or an organisation) that could result from a particular activity or situation.
• A hazard is something with the potential to cause harm
• A risk is an evaluation of the probability (or likelihood) of the hazard occurring
• A risk assessment is the resulting assessment of the severity of the outcome (e.g. loss of life,
destruction of property)
• Risk control measures are the measures and procedures that are put in place in order to
minimise the consequences of unfettered risk (e.g. staff training, clear work procedures,
preliminary visits and insurance).
The starting point
The starting point for conducting a risk assessment on an outing is to:
• Identify all of the potential hazards, such as a child getting lost, or run over, a traffic accident, a
child falling over, sun burn, getting cold or wet on an outing.
• Consider who might be affected by the hazards? The children, staff, volunteers, school
property, school reputation. Children with any special needs need to be considered separately.
• Identify which safety measures will reduce the potential impact of the hazard? Examples
include: using a higher staff ratio on all outings than are used inside the school, ensuring that one
member of the party is qualified in Paediatric First Aid, frequent head counts, a clear missing
child policy that is known to all, taking a first aid kit and water, asking parents to send
appropriate protective clothing to mitigate impact of weather, sound preparation in advance,
including briefing all of the adults (staff and volunteers) on their respective roles. Emergency
procedures should be rehearsed in advance with the accompanying staff.
A sample of our internal risk assessment for EYFS outings is attached to this policy. Our own risk
assessment analysis is often supplemented by a risk assessment from the venue itself which is specifically
tailored to the needs of visiting school parties and supplied to us by the management of that organisation.

Educational Visits: Risk Assessments (continued) – Page 2
Role of the Education Visits Co-ordinator (EVC)
The role of the Education Visits Coordinator (EVC) in training and supporting staff who are involved in
taking and leading visits of Prep class children is explained in our companion model policy: “EYFS -
Educational Visits”. All new staff have a session on planning school visits as part of their induction
training.
Every risk assessment is checked and approved by the EVC as part of the process of approving each
outing.
Role of the Teacher in Charge
Again, the role of the Teacher in Charge, and the training given to those who take on that important role
is explained in our companion model policy: “EYFS - Educational Visits”. All Teachers in Charge are
given assistance and training with conducting risk assessments, with emergency procedures, as part of
their training for the role. They understand the importance of setting clear procedures for everyone in
the group – staff, volunteers and children.
Library of Risk Assessments
The EVC maintains a “library” of risk assessments which may be drawn on by anyone planning an outing.
Next annual policy review date: November 2012

Educational Visits: Risk Assessments (continued) – Page 3
SAMPLE RISK ASSESSMENT FOR EYFS OUTINGS
Outing:
Date:
Group Leader:
Areas to consider What I have in place already What I need to put in place
How are we going to get there? If by coach, is it
one of our regular suppliers and do we have the
driver’s name and mobile number?
How many children/staff will there be
(adult/child ratio)
Will we need specific clothing/protection: sun
hats/sun cream/waterproofs/coats?
Is one of the QTS teachers on the trip a
qualified paediatric first-aider?
Have I been to this venue before? Do I know
the layout, where the entry/exit points are,
what is in the immediate vicinity?
What facilities does it have that will be required
on the day?
Will the children require refreshments during
the outing?
How will we keep the children occupied and
interested?
How will we check that all children are present
from start to finish?
Have we taught the children about stranger
danger and what to do if they get lost?
If a child has a minor accident, will be we able
to treat it? Do we have a list of medical
allergies/conditions plus supplies.
Have all adults been briefed on the children,
venue, the day’s plan and timetable.
Do all adults know what to do in an
emergency?
How can staff contact the school head & parents
in an emergency?
Does the Head have our planned timetable and
contact numbers?
Other

EARLY YEARS FOUNDATION STAGE
MISSING CHILD POLICY &
PROCEDURES WHEN A CHILD IS NOT
COLLECTED ON TIME
Introduction
The welfare of all of our children at Broomwood Hall school is our paramount responsibility. Every
adult who works at the school has been trained to appreciate that he or she has a key responsibility for
helping to keep all of the children safe at all times. Our staffing ratios are generous and are deliberately
designed to ensure that every child is supervised the whole time that he or she is in our care.
Our companion document, “Information for Parents of Early Years Children” describes:
1. The arrangements for handing over children to the care of their parents at the end of the day
2. The qualifications of our staff and the arrangements for supervising the children whilst they are in
school
3. The arrangements for registering the children in both morning and afternoon
4. The physical security measures which prevent unsupervised access to or exit from the building
5. The supervision of the playground and the physical barriers that separate it from the rest of the
school
The enhanced supervisory arrangements for outings involving our youngest children are set out in a
detailed policy document: “Educational Visits for EYFS Children.” Both documents are available to view
in reception and may be sent to parents on request. We review these policies at least once a year in
order to satisfy ourselves that they are robust and effective. All new staff receive a thorough induction
into the importance of effective supervision of very young children.
If a child goes missing from school
Procedures to be followed by staff
Our procedures are designed to ensure that a missing child is found and returned to effective supervision
as soon as possible. If a child was found to be missing, we would carry out the following actions:
1. Take a register in order to ensure that all the other children were present
2. Inform the Head of the Lower School
3. Ask all of the adults and children calmly if they can tell us when they last remember seeing the child
4. Occupy all of the other children in their classroom(s) by reading to them
5. At the same time, arrange for one or more adults to search everywhere within the school, both
inside and out, carefully checking all spaces, cupboards, washrooms where a small child might hide
6. Check the doors and gates for signs of entry/exit
If the child is still missing, the following steps would be taken:
7. Inform the school’s Child Protection Officer.
8. The Head of the Lower School would ring the child’s parents and explain what has happened, and
what steps have been set in motion. Ask them to come to the school at once
9. The Head of the Lower School/Child Protection Officer would notify the Police
10. The Head of the Lower School would arrange for staff to search the rest of the school premises and
grounds

Missing child policy & procedures when a child is not collected on time (continued) – Page 2
11. If the child’s home is within walking distance, a member of staff would be sent out on foot to
attempt to catch up with him/her
12. The Head of the Lower School/Child Protection Officer would inform the Local Children
Safeguarding Board
13. The school would cooperate fully with any Police investigation and any safeguarding investigation by
Social Care
14. Inform the Principal
15. The appropriate regulatory bodies would be informed
16. The Insurers would be informed
17. If the child is injured an appropriate report would be made to the HSE.
A full record of all activities taken up to the stage at which the child was found would be made for the
incident report. If appropriate, procedures would be adjusted.
If a child goes missing on an outing
Procedures to be followed by staff
1. An immediate head count would be carried out in order to ensure that all the other children were
present
2. An adult would search the immediate vicinity
3. The remaining children would be taken back to school when deemed appropriate to do so.
4. Inform the Head of the Lower School/Child Protection Officer by mobile phone
5. Ask the Head of the Lower School to ring the child’s parents and explain what has happened, and
what steps have been set in motion. Ask them to come to the venue/the school at once
6. Contact the Venue Manager and arrange a search
7. Contact the Police
8. The Child Protection Officer would inform the Local Children Safeguarding Board
9. The school would cooperate fully with any Police investigation and any safeguarding investigation by
Social Care
10. Inform the Principal
11. The appropriate regulatory bodies would be informed
12. The Insurers would be informed
13. If the child is injured an appropriate report would be made to the HSE
A full record of all activities taken up to the stage at which the child was found would be made for the
incident report. If appropriate, procedures would be adjusted.
When a ‘missing’ child is found
Actions to be followed by staff
1. Talk to, take care of and, if necessary, comfort the child
2. Speak to the other children to ensure they understand why they should not leave the
premises/separate from a group on an outing
3. The Head of the Lower School will speak to the parents to discuss events and give an account of the
incident
4. The Principal will promise a full investigation (if appropriate involving Social Services/ Local
Children Safeguarding Board)
5. Media queries should be referred to the Head
6. The investigation should involve all concerned providing written statements

Missing child policy & procedures when a child is not collected on time (continued) – Page 3
The report should cover: time, place, numbers of staff and children, when the child was last seen, what
appeared to have happened, the purpose of the outing, the length of time that the child was missing and
how s/he appeared to have gone missing, lessons for the future.
When a child is not collected on time
Procedures to be followed by staff
If a child is not collected within five to ten minutes of the agreed collection time, we will call the contact
numbers for the parent or carers. If there is no answer, the School Secretary or Form Teacher will call
the emergency contact’s number for the child.
During this time, the child will be safely looked after on the school premises.
If there is no response from the parents or the emergency contact’s numbers by the time the school
premises are closing, the Head of the Lower School will contact the Duty Social Worker (Wandsworth)
on 020-8871 8647/8 or the Referral and Assessment team (Lambeth) 020-7926 5555. Social Care will
make emergency arrangements for the child, will arrange for a visit to be made to the child’s house and
will check with the Police. We will make a full written report of the incident.
We undertake to look after the child safely throughout the time that he or she remains
under our care.
Next annual policy review date: November 2012

EARLY YEARS FOUNDATION STAGE
SUN PROTECTION POLICY
Background
Very young children have sensitive skin that can be easily damaged by the sun’s dangerous UV rays.
Children in our care may also spend a lot of their time outdoors during the summer months. At this
young age they are unable to take responsibility for their own sun protection. So we have a responsibility
to ensure that children are protected from the harmful effects of the sun.
We want the children to enjoy the sun safely outdoors and adopt healthy sun behaviours that hopefully
will continue throughout their childhood.
Sun Protection Policy
In order to achieve this we have developed our own Sun Protection policy which has been developed
with reference to guidelines provided by Public Health organisations.
We will educate our children about how to protect themselves in the sun by:
• Holding a SunSmart assembly at the start of the summer term.
• Engaging children in SunSmart activities to re-enforce the sun protection messages.
• Adding a SunSmart song to those we normally sing around this time of year.
In addition to ensuring there are shaded areas in all our gardens, we will make sure we can help protect
the children by:
• Reminding parents about the need for sun protection at the start of the Trinity (summer) term
• Ensure all staff are aware of sun protection requirements at the start of the summer term.
• Actively encouraging all children to wear a hat when playing outside during summer weather
(Sun hats are part of the school uniform and are provided by the school uniform shop). All staff
aim to set a good example by wearing hats and appropriate clothing when outside.
• The school provides factor 15+ sunscreen for children to use when playing outside. Parents of
children with sensitive skin are asked to provide their own labelled sunscreen in their backpacks.
Next annual policy review date: November 2012