Suitable People Policy - Barford Playgroup and Humpty ... People Policy... · Suitable People Policy For Barford Playgroup & Humpty Dumpty ... After each interview, the panel will

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Suitable People Policy

For Barford Playgroup & Humpty Dumpty’s

Easton Pre-School

Registered Charity No: 1056309

Barford Playgroup, Barford & Wramplingham Village Hall, Chapel Street, Barford,

Norwich, Norfolk, NR9 4AB

Ofsted Registration No: 253951

Humpty Dumpty’s Easton Pre-School, St Peters CE Primary Academy, Marlingford

Road, Easton, Norwich, Norfolk, NR9 5AD

Ofsted Registration No: EY427363

SUITABLE PEOPLE POLICY 20170302

Section No. Policy

1.0 Recruitment

1.1 Employment of persons with criminal convictions

2.0 Staffing and Employment

2.1 Employee rights

2.2. Maternity

2.3 Flexible working

2.4 Compassionate leave

2.5 Retirement

2.6 Employee Disciplinary and Grievance Procedures

3.0 Induction of staff and volunteers

4.0 Student Placements


1.0 Recruitment

We advertise all vacancies, and welcome applications from all sections of the community.

We provide applicants with detailed job descriptions and personal requirements for the post advertised where appropriate.

We work towards offering equality of opportunity by using non-discriminatory procedures for staff recruitment and selection as included in our “Equal Opportunities policy.”(See also Safeguarding Children policy section 2.1.)

Applicants will be given clear, concise and accurate information about

posts so they can assess their own suitability.

Applicants will be considered on the basis of their suitability for the post, regardless of marital status, age, gender, culture, religious belief, ethnic origin or sexual orientation.

Applicants will not be placed at a disadvantage by our imposing conditions or requirements that are not justifiable.

We are committed to safer recruiting and appointing.

We have adapted our procedures to follow the advice laid out in the “Safer Recruitment Toolkit section of the Safeguarding in Early Years and Childcare guidance file provided by Norfolk County Council.

This file is held in the cupboard at Barford Playgroup and the office at Easton.

We employ and retain staff in accordance with all relevant legislation and best practice.

This requires all applicants to

complete an application form, (The application form will contain a statement concerning “Disqualification by Associated” to be signed by all applicants.)

attend a session in one of our settings to meet our manager and the other members of the team and children.

to be interviewed by no fewer than two members of the management committee,

provide references and complete a satisfactory enhanced DBS check.

After the closing date applications for permanent posts are shortlisted by a recruitment panel which will normally consist of 3 people, the Chair, the Manager and one Committee member.

The panel are responsible for conducting the process in a professional, impartial and confidential manner.


We will use the recruitment and selection process to deter and reject unsuitable candidates.

Short listed candidates will receive a written invitation to interview. They will be invited into the setting prior to interview, at a mutually convenient time to be arranged by one of our managers.

The remaining applicants will be advised in writing that they have been unsuccessful.

The panel will present a number of questions. These will cover

general information about the candidate’s background and skills and specific skills and experience they have relevant to the role.

Every candidate will be asked the same questions which will include Warner style questions.

We require evidence of any qualifications candidates or volunteers hold and two forms of identification at the time of interview.

We do not accept testimonials and insist on taking and following up two references.

We will question the contents of application forms if we are unclear

about them,

We will undertake enhanced Disclosure & Barring Service (DBS) checks and use any other means of ensuring we are recruiting and selecting the most suitable people to work with the children in our setting.

After each interview, the panel will score the candidate’s response to each question as follows:

5 Exceeds Requirements

4 Meets Requirements

3 Minor Shortfall against required standard

2 Major Shortfall against required standard

1 No evidence of any relevant skills or knowledge


The position will be offered to the candidate who scores the highest mark, provided they reach the minimum standard required for the role.

The successful candidate will normally be contacted in the first instance by e-mail .

Initially the offer will be subject to satisfactory references.

A covering letter plus a “Request for Reference” form and stamp addressed envelope will be sent to the named referees.

Once satisfactory references are received a formal letter will be sent to the successful candidate offering them the position.

The successful candidate will be asked to confirm in writing their acceptance.

If he/she does not accept, the next suitable person will be offered the position.

If no candidate meets the standard required the recruitment process may need to be repeated.

Unsuccessful candidates will be advised in writing.

The offer to the successful applicant will include these details:

The starting date and rate of pay

The offer being subject to a trial period of one term during which full contractual terms and conditions apply.

The candidate will be asked to sign and return one copy of the offer letter to confirm they accept the offer on the terms and conditions which have been outlined.

This ‘Recruitment’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.

Meeting held on: 2 March 2017 Date to be reviewed: November 2017 Signed on behalf of management committee: Name of signatory: Linda Ford Role of signatory (e.g. chair/policy owner): Chair


1.1 Employment of persons with criminal convictions

As an equal opportunities employer, Barford Playgroup and Humpty Dumpty’s Easton Pre-school undertakes to treat all applicants for positions fairly and equally.

The importance of equality of opportunity for all is recognised, as are the benefits of having diversity of talent, skills and potential. As such we welcome applications from as wide a range of applicants as possible, including those with criminal records.

Disclosure of a criminal record, or other information, will not necessarily exclude you from consideration for appointment.

Any such information will be considered in relation to the tasks and responsibilities required of the post holder and the circumstances and environment in which the job would require you to work.

Applicants are reminded that if they have information to declare they must state this in the appropriate section on the application form and attach a sealed envelope containing details of any convictions.

Barford Playgroup and Humpty Dumpty’s Easton Pre-school is committed to the fair treatment of its staff, potential staff and users of its services, regardless of race, gender, disability, religion, sexual orientation, responsibilities for dependants, age or offending background.

We use the services of the Disclosure Barring Service (DBS) to assist in assessment of applicants’ suitability for positions of trust.

In so doing we undertake not to discriminate, without justification, against

any applicant who is the subject of a Disclosure on the basis of a

conviction or other information revealed through the Disclosure process.

Commitment

All candidates will be selected for interview on the basis of their

skills, qualifications and experience in relation to the requirements of the job. See section 1 “Recruitment.”

For certain posts, where it is considered relevant, a Disclosure from the DBS of the presence of a criminal record will be required. If this is the case it will be made clear in the recruitment literature. It follows that offers of employment to such positions will be conditional upon further assessment of the relevance of any conviction/s to the job in question before being confirmed.


All applicants are encouraged to provide details of a criminal record at an early stage in the application process. It is requested that this be sent under separate cover to the manager or chairperson who will use this information only for assessment of suitability for the position being applied for.

Applicants are asked to declare all ‘unspent’ convictions unless the nature of the position being applied for is exempt as defined in the Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 2001 and it is a requirement that an entire criminal record (including spent convictions) is declared. This will be made clear in the recruitment literature.

Where applicable, applicants will be given the opportunity at interview to discuss the subject of any declared offences or other matter and their relativity to the position being sought.

The successful candidate will be required to sign a disqualification declaration form to ensure they meet the Ofsted requirements and are not exempt from working in childcare. A childcare worker may also be disqualified because they live in the same household as another person who is disqualified, or because they live in the same household where a disqualified person is employed.

Failure to reveal information that is relevant to the position sought will lead to the immediate withdrawal of any offer of employment.

Employment of persons with criminal records

Anyone who applies for a post with us can be assured that the presence of a criminal record will not necessarily exclude them from joining our team. Any criminal background will be assessed by reference to the circumstances and nature of offences and how these relate to the nature of the position after discussion with the manager and the chairperson of the committee.


This ‘Employment of persons with criminal convictions’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.



2.0 Staffing and employment

We provide staff ratios in line with the Department for Education Statutory framework for the early years foundation stage (2014) to ensure children have sufficient individual attention and to guarantee care and education of a high quality.

All our permanent staff are appropriately childcare qualified and hold paediatric first aid;

All staff have child protection training.

All staff are police checked through the Disclosure and Barring Service in accordance with statutory requirements (We aim to update these every three years).

Staff are required to sign a disqualification declaration document (see appendix 1) on commencement of employment and annually thereafter. We support the work of our staff by holding regular supervision meetings. Barford Playgroup and Humpty Dumpty`s Easton Preschool value its staff and our volunteers, recognising that they are one of the most valuable assets of our team and as such we aim to provide an environment that promotes their health, wellbeing and safety at all times.

Ratios - We use the following ratios of adult to child:

Children aged two years of age: 1 adult : 4 children

Children aged three- five years of age: 1 adult : 8 children

We aim to have a minimum of 3 staff per session where appropriate.

Keyperson - We use a key person system (see Organisation Policy 2.1), known as ‘special teachers’ (as decided by the children and parents), to ensure that each child has a named member of staff with whom they and their parents can form a close relationship.

The special teacher ensures observations are made and records of the child’s progress are collected and placed in the child’s individual, Online Learning journal. The Learning Journal is shared with the child’s parents via an active link (see Safeguarding Children Policy 1.3 Confidentiality).


These records are given to the parents when the child leaves, in the form of a disc.

Our Staff are always available at the beginning and end of each session for parent queries.

Children’s progress - Staff regularly liaise to discuss the children’s progress, their achievements and any difficulties that may arise, in order to ensure the children are developing at expected rates.

The welfare and development of each child is discussed with each child’s key person at manager and individual staff supervision meetings.

Roles and qualifications - All staff have job descriptions which set out their staff roles and responsibilities. These are found in the individual staff files.

Our Barford setting manager holds a BA in Early Years Degree and over half of our permanent staff members hold at least recognised level 3 childcare qualification. In addition we have a bank of staff to cover absences.

Training and supervision- We provide the opportunity for staff to attend regular training via internal and external agencies. Training requirements are reviewed during supervision & development meetings.

We provide staff induction training on the first day of employment (see Suitable People policy section 3 for more details).

We support the work of our staff by holding regular supervision meetings. These include discussions on:

Key child development and welfare

Training needs

Representative roles

Welfare and work load

Safeguarding


Staff taking medication / other substances - Practitioners must not be under the influence of alcohol or any other substance which may affect their ability to care for children. If practitioners are taking medication which may affect their ability to care for children, those practitioners must seek medical advice. Staff must complete a health declaration form before commencing employment.

We ensure that those practitioners only work directly with children if medical advice confirms that the medication is unlikely to impair the staff members’ ability to look after the children properly.

Staff medication on the premises is stored in the office (Easton)/ kitchen (Barford) out of reach of the children, at all times.

Staff Safety - (See also Suitable Premises, Environment & Equipment Policy – 1.0 Health & Safety) Information on safe lifting and use of ladders is provided during the induction process.

Clear signs are displayed for all emergency exits and during induction, exits will be shown to staff.

All staff attend a paediatric first aid course.

Staff do not remain in the building on their own.

Any accidents or incidents involving staff should be recorded in the

accident or incident book. Any accident requiring treatment by a

hospital or general practitioner or any dangerous occurrences must

be reported to the relevant authorities (RIDDOR).

Staff should always wear the setting uniform – t-shirts and sweatshirts are provided. Sensible shoes must be worn – trainers are recommended.


Jewellery must be kept to a minimum:

Stud earrings to be worn

No necklaces or bracelets

No large stoned, sharp rings

Any bodily piercings must be covered

Protection of staff - We expect all children and parents involved in our setting to respect the rights of our staff not to suffer abuse, either verbal or physical.

All members of staff are entitled to respect from fellow colleagues and adults working or volunteering in the setting.

Anyone who does not respect these rights may be subject to exclusion from the building, the setting, or in extreme cases, to prosecution.

This ‘Staffing and employment’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.



2.1 Employees’ Rights

Our Preschool believes that all staff regardless of the length of service, volunteers and student placement workers are entitled to expect to be treated equally, and respectfully with any matter raised. We aim to work in line with the Equality Act 2010.

Method

None of our employees will be discriminated on the grounds of age,

gender, sexuality, class, means, family status, disability, colour, ethnic origin, culture, religion or beliefs.

No employee will be discriminated on the grounds of sex or marital status.

We will provide statutory sick pay as laid down in the employee’s contract.

We will ensure a safe working environment in line with the requirements of the Safety at Work Act (1974), plus all subsequent regulations.

We will allow a reasonable amount of time off for public duties.

We ensure:

Time off for antenatal care.

Maternity leave in the case of female employees.

Paternity leave in the case of male employees.

Adoption leave

Dependants leave

Parental leave

Shared parental leave

(Refer to Maternity Policy 2.2 for further information on the above)

Flexible working (see 2.3)

Retirement (see 2.4)

Compassionate leave (see 2.5)


Our Employees have the right to:

A minimum of 4 weeks’ notice after completion of probationary period.

To a written statement of terms and conditions of employment, which should include information about the job title and description, pay, hours of work, notice. It should also tell the employee of any disciplinary rules which apply to him/her, indicate the person to contact if he/she has any grievance concerning work.

Be part of the discussion and agree to any changes to the terms and conditions of their employment.

A fair effective and consistent method of dealing with disciplinary matters. See disciplinary procedures.

Redundancy Pay as per statutory regulations.

Our Employee’s Responsibilities:

We believe our employees have a responsibility to work safely and efficiently; following the guidelines laid down in the Playgroup and Pre-school policies and procedures.

They should report incidents that could lead to injury or damage and ensure that accidents are recorded in the Accident Book and brought to the attention of the relevant person in charge.

There are extensive Playgroup and Pre-school procedures in place and all our employees need to have a clear knowledge of these and apply where appropriate.


Employers Rights and Responsibilities

As Employers we have the right to expect:

Staff to carry out their duties and responsibilities as set out in

their job description, staff handbook and code of conduct.

All staff to be aware of Health and Safety regulations; Safeguarding Children regulations; including Confidentiality and positive behaviour procedures. (refer to Safeguarding & Promoting Children’s Welfare Policy 1.3, 2.3).

Staff to be aware of who the designated member of staff is for a particular role e.g. Safeguarding, Special Educational Needs Co-ordinator (SENCO), Behaviour management and Equality Named Co-ordinator (ENCO) Refer to notice boards in setting and individual policies.

General good housekeeping and food hygiene practices to be carried out at all times by all our staff.

Be familiar with daily risk assessments and checklists.

To have read the Playgroup and Pre-school Policies and so be aware of and adhere to their content.

As Employers we are obliged to:

Ensure a safe place of work for all our employees and volunteers at all times.

To hold confidential staff files on each of our employees securely and in compliance with the regulations of the Data Protection Act 1998. These should include: a copy of the terms and conditions of employment, employee disciplinary procedures and emergency contact telephone numbers and addresses.


Retain a record of DBS check numbers.

Make clear and available the Disciplinary and Grievance procedure for all our employees

This ‘Employee’s Rights’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.

Meeting held on: 2 March 2017

Date to be reviewed: November 2017 Signed on behalf of management committee: Name of signatory: Linda Ford Role of signatory (e.g. chair/policy owner): Chair


2.2 Maternity policy

Our policy is to provide maternity and other relating benefits, which comply with the statutory rights and the necessary safe guards for all pregnant women entering our settings. This document is applicable to all staff and any pregnant parents/carers or visitors who visit or take part in our sessions. Notification Employees must advise the chair of committee or manager as soon as possible after confirmation that she is pregnant so that arrangements can be made to ensure her work would have no adverse effect on either her or her unborn baby. At least 15 weeks before Expected Week of Confinement (EWC) the employee must tell the manager the date the baby is due and the date they want to start their maternity leave – the employee can change this date with 28 days’ notice. Following notification, the treasurer of committee will confirm full maternity entitlements including paid and unpaid leave, and time off for antenatal care.

Health and Safety

A risk assessment will be carried out to check for any hazards, within the environment, which could be a threat to the health and safety of any pregnant employee or visitor, employees/visitors who have recently given birth and those that are breast-feeding.

Should the environment or duties pose a threat to the health and safety of the employee then her duties will be modified or alternative work of a more suitable nature may be found.

Whilst taking part in the session, care should be taken to ensure expectant mums do not take part in any physical exercise or heavy work that could affect their health or their safety.

Notification of any infectious diseases will be displayed immediately and clearly at the entrance to the settings especially highlighted for the attention of expectant mums. To ensure her safety if the pregnant employee decides to work past her 6th week before the EWC, we will ask her to obtain a medical certificate from her GP.


Antenatal Appointments

All pregnant employees regardless of length of service are entitled to reasonable time off to keep appointments for antenatal care made on the advice of a registered medical practitioner or health visitor. Such appointments can include not just medical examinations but also, for example relaxation, parent craft classes. Except in the case of the first visit, employees must be prepared to show on request appointment cards to confirm dates.

Maternity leave

All pregnant employees are entitled to up to one year’s maternity leave (26 weeks ordinary leave) and up to a further 26 weeks additional maternity leave if they have worked 26 weeks continuously by the 15th week before their EWC. It is for the employee to decide how much leave to take and she has the right to return to work at any time before the end of her maternity leave but must give the committee 8 weeks’ notice before her return date. The employee must take at least 2 weeks maternity leave following the birth of the child. Maternity benefits In order to claim the right to any level of maternity leave and/or pay, you are required to:

advise the early years setting of the fact that you are pregnant;

provide a medical certificate from a registered medical practitioner or midwife stating the EWC, such as your MATB1 (this will be required for the purpose of claiming Statutory Maternity Pay) ; and

provide written notice by at least the 15th week before the EWC of when you intend to start taking maternity leave and/or pay.

Maternity Allowance will be covered in the employee’s contract. Women who do not qualify for Statutory Maternity Pay may be entitled to Maternity Allowance, paid by the Benefits Agency, for up to 39 weeks.


Pay during Statutory Maternity Leave

All employees who qualify for Statutory Maternity Pay will be entitled to:-

90% of their earnings before tax for the first 6 weeks of Maternity leave

£139.58 or 90% of their earnings before tax whichever is lower for the following 33 weeks.

Tax and National Insurance will be deducted from these payments. If the baby is born early Maternity leave begins the day after the baby is born if they are born prior to maternity leave starting. Stillbirths and if the baby dies Employees are entitled to maternity leave and pay if the baby is stillborn after the start of the 24th week of pregnancy or dies after being born Keeping in touch days An employee may carry out up to 10 days' work for the early years setting during her statutory maternity leave period without bringing her maternity leave to an end. The purpose of this provision is to allow an employee to ‘keep in touch’ with the workplace. Work includes any work done under the contract of employment and may include training or any activity aimed at keeping in touch. Any work carried out on a day constitutes one day's work. 2.2.1 Paternity leave Fathers employed by the early years setting are entitled to paternity leave. You will need to satisfy the following conditions in order to qualify for paternity leave. You must:

have or expect to have responsibility for the child’s upbringing;

be the biological father of the child or the mother’s husband or partner (including same sex relationships) or be the adopter’s spouse or partner;

have worked continuously for the early years setting for 26 weeks by the end of the 15th week before the expected week of childbirth leading into the 15th week before the baby is due;


give the correct notice.

We may ask you to sign a self-certificate form to confirm that you intend to take paternity leave to care for the child in question. If you falsely claim and receive statutory paternity pay during your absence, you will be liable to prosecution by the HM Revenue & Customs. 2.2.2 Adoption leave Employees are entitled to adoption leave. You will need to satisfy the following conditions in order to qualify for adoption leave. You must:

have been continuously employed for 26 weeks or more by the end of the week in which you are formally notified of having been newly matched with a child for adoption;

have been continuously employed for 26 weeks or more ending with the week the official notification was received or commencing with the week employment began, in the case of a child adopted from overseas.

2.2.3 Shared Parental Leave Where a baby is born on or after 5 April 2015, or for children who are placed for adoption on or after that date, mother’s, father’s, partners and adopters are able to choose how to share time off work after their child is born or placed. This could mean that the mother or adopter shares some of the leave with her partner, perhaps returning to work for part of the time and then resuming leave at a later date. 2.2.4 Dependants leave (emergency leave) Employees have the right to take a reasonable period of time off – normally a day or two to deal with an emergency involving a dependant, and not to be dismissed or victimised for doing so. Circumstances where you can take time off include:

when the dependant is unexpectedly ill (including mental illness), gives birth or is injured or assaulted;

to make care arrangements for a dependant who is ill or injured;

when a dependant dies;

when the school or nursery the dependant attends is unexpectedly closed; and

when care arrangements are unexpectedly withdrawn. A dependant is a person (adult or child), who regularly and continuously relies on the employee to provide the sole or principal care required.


Dependency leave cannot be granted where it would be reasonable to expect the employee/carer to have made appropriate arrangements to cover the situation that has arisen. It must be sufficiently serious to require care as an essential necessity, not as a preference. The decision for dependency leave will rest with the management committee. Whilst this is treated as unpaid leave the committee does have the authority to grant pay in exceptional circumstances. 2.2.5 Parental leave You are entitled to take up to 18 weeks unpaid parental leave for each child and adopted child during the first 18 years (up to their !8th birthday) of the child’s life. To qualify for parental leave, you must have:

completed 52 weeks continuous service with the early years setting;

request leave giving at least 21 days notice, in writing, before the intended start date

Leave can be taken straight after the birth or adoption or following a period of maternity leave. Parental leave should be taken in blocks of a week or multiples of a week, and should not be taken as ‘odd’ days off, unless the management committee agrees otherwise or the child is disabled. Employees cannot take off more than 4 weeks during a year. A week is based on an employees work pattern. If you have taken part of your parental leave with a previous employer then you may only take the balance of the parental leave due. In this case, the early years setting may request evidence of the amount of parental leave already taken with one or more previous employers. The right to a period of unpaid parental leave is available in respect of each child.

This ‘Maternity’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.



2.3 Flexible working policy All employees have the statutory right to make one request to work flexibly, after 26 weeks employment service, in any 12 month period. The request must be made in writing and must include the following information:

The date of your application, the change to working conditions you are seeking and when you would like the change to come into effect

The effect(s) that you think the change(s) will have on the early years setting; and how you think that any such effect(s) might be dealt with.

A statement that this is a statutory request and if and when you have made a previous application for flexible working.

Once a written request has been received a representative of the management committee will consider it. If the request is not approved statutory procedure will be followed which involves the following steps:

The early years setting will hold a meeting with you no more than 3 months of the request being submitted. You will be granted the right to be accompanied at the meeting by a work colleague.

Within 14 days of the meeting, the early years setting will write to you, either agreeing to the request or specifying the contract variation and when it is to take effect, or explaining why the request has been rejected. If your request is refused, the reply will state the specific business grounds for the refusal and why these are relevant in your particular case.

The early years setting will grant you the right of appeal against any refusal of a flexible working request.

If the employee fails to attend the initial meeting to discuss the application, or an appeal meeting, the consideration for the request will be considered withdrawn. You will be informed of this in writing.


This ‘Flexible working’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.

Meeting held on: 2 March 2017 Date to be reviewed: November 17 217 Signed on behalf of management committee: Name of signatory: Linda Ford Role of signatory (e.g. chair/policy owner): Chair

2.4 Compassionate leave

Compassionate leave will be granted in the event of critical illness or bereavement of an immediate family member. This will be paid for up to two weeks at the discretion of the committee.

This ‘Compassionate leave’ policy was created and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.



2.5 Retirement

Our early years settings allows, wherever possible, for employees to continue working for as long as they wish and are able to do so. This is in line with the process in place to manage such situations.

This ‘Retirement’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.

Meeting held on: 2 March 2017 Date to be reviewed: November 2017 Signed on behalf of management committee: Name of signatory: Linda Ford Role of signatory (e.g. chair/policy owner): Chairperson


2.6 Employee Disciplinary and Grievance Procedures.

This procedure applies to all employees at Barford Playgroup and Humpty Dumpty`s Easton Pre-school and is designed to help and encourage employees to achieve and maintain high standards of conduct, attendance and job performance. The aim is to ensure consistent and fair treatment for all.

Every effort will be made to deal with matters as quickly as possible.

Principles

No disciplinary action will be taken against an employee until the

case has been fully investigated.

At every stage in the procedure the employee will be advised of the nature of the complaint against him or her.

The employee will be given reasonable notice (5 days) that a disciplinary hearing is due to take place to enable the employee to prepare his/her case.

The employee will be given the opportunity to state his/her case before any decision is made.

At all stages the employee will have the right to be accompanied by a fellow worker or a trade union official during the disciplinary interview.

The disciplinary panel shall consist of the Pre School Chair and two Committee colleagues, nominated by the committee, the Manager or Senior Childcare Practitioner. The Chair will ensure that confidentiality is maintained within the panel.

No employee will be dismissed for a first breach of discipline, except in the case of gross misconduct, when the penalty will be instant dismissal. A referral will be made to the Disclosure and Barring Service (DBS) where a member of staff is dismissed (or would have been had the person not left the setting first) because they have harmed a child or put a child at risk of harm. In this instance Ofsted will be informed and LADO will be contacted for further advice.

The employee will be given an explanation for any penalty imposed.

The employee will have the right to appeal against any disciplinary penalty imposed.

The procedure may be implemented at any stage if the employee’s alleged misconduct warrants such action

All action relating to the proceedings will be kept confidential.


Disciplinary Hearing

Before any disciplinary action is taken a hearing will be held with the employee where they will be given the opportunity to comment on the complaints made against him/her. Written notice of the date, time and place of the hearing will be sent out in advance. This notice will also include details of the alleged conduct.

The employee will also be notified that:

a) the hearing is formal in nature

b) the possible sanctions

c) the right to call witnesses

d) the right to produce documents/statements.

If documentation / statements are to be provided then they should be produced at least three days in advance of the hearing to allow further investigation to take place if there are any discrepancies in the evidence.

The employee shall make all reasonable efforts to attend the hearing. If the employee does not attend without good reason then the hearing will be held and action taken in their absence.

An employee may be accompanied by a chosen companion; the Chair will be accompanied by another member of the Committee and the Secretary to take notes of the hearing.

Minor Disagreements

Minor disagreements amongst pre-school staff, or between staff and committee, can usually be resolved at the regular staff management meeting or informally by discussion.

Types of Disciplinary Action

If the case is unfounded then all parties will be informed in writing which will be delivered either by hand or by first class post.

If the case is substantiated then one of the following sanctions should be imposed:

1. Formal Verbal Warning

2. Written Warning

3. Final Warning or

4. Dismissal.


Before choosing the most appropriate sanction consideration will be given to:

1. seriousness of the misconduct

2. previous disciplinary record (excluding “spent” warnings)

Where dismissal is possible the employee must be informed in writing as soon as possible.

Oral Warning

The employee should be interviewed by the disciplinary panel, who will explain the complaint.

The employee will be given full opportunity to state his/her case.

After careful consideration by the management committee and if an oral warning is considered appropriate , the employee needs to be told:

a) What action they should take to correct the conduct.

b) That he/she will be given reasonable time to rectify matters.

c) What training is suggested to give help and support, with a timescale for implementation.

d) What mitigating circumstances have been taken into account in reaching the decision.

e) That if no improvement is made then further action will be taken.

f) That a record of the warning will be kept.

g) That he/she may appeal against the decision within a limited time period (5 working days)


Formal Written Warning

If the employee fails to change their behaviour, even with the measures put into place to support them after the oral warning or if the original offence is considered too serious to warrant an initial oral warning, further action will be necessary:

The employee will be interviewed and given the opportunity to

state his/her case. (Reasonable time must be allowed for the employee to prepare his/her case).

If a further formal warning is considered to be appropriate, this will be explained to the employee and a letter confirming this decision will be sent to the employee.

The letter will:

a) Contain a clear reprimand and the reasons for it

b) Explain what corrective action is required and what reasonable time is given for improvement.

c) State what training needs have been identified, with timescales for implementation.

d) Make clear what mitigating circumstances have been taken into account in reaching the decision.

e) Warn that failure to improve will result in further disciplinary action which could result in a final warning and, if unheeded, ultimately to dismissal with appropriate notice.

f) Explain that he/she has the right to appeal against the decision.

Final Written Warning

If the employee fails to correct his/her conduct and further action is necessary, or if the original offence is considered too serious to warrant any initial warnings:

The employee will be interviewed and given the opportunity to state his/her case.

If a final warning is considered to be appropriate, this will be

explained to the employee and a letter confirming this decision will be sent to the employee.

The letter will:

a) Contain all the elements a) to d) in the section above under the heading “Formal Written Warning”.

b) Warn that failure to improve will result in further disciplinary action, which could result in dismissal.


c) Explain what he/she has a right to appeal against the decision.

Dismissal

If the employee still fails to correct his/her conduct then:

The employee will be interviewed as before.

Where dismissal is considered appropriate then the employee must be notified within 3 days of the hearing. The notice will include:

a) Reasons for the decision

b) That dismissal will take effect at the end of any notice

period (see employees contract, conditions of employment) unless dismissal is for gross misconduct, negligence or incompetence in which case the Chair may dismiss without notice

c) The time scale for an appeal

If progress is satisfactory within the time given to rectify matters, the record of warnings in the individual file will be destroyed.

Suspension

If the circumstances appear to warrant instant dismissal, an employee may be suspended with pay while investigations into the allegations are being made. These should consist of obtaining written statements from all witnesses to the disciplinary incident, and from the employee who is being disciplined. Obviously these investigations should be carried out within as short a time as possible.

Appeals

At each stage of the disciplinary procedure the employee must be told he/she has the right to appeal against any disciplinary action, and that the appeal must be made in writing to the chair within 5 days of receiving

the decision a disciplinary interview /hearing. It should include:

a) Whether the appeal is against the findings of the hearing that the allegations was sustained or against the sanction imposed or both.

b) The grounds of the appeal.

c) The names of any witnesses and copies of any documentation to be called or relied upon.


The panel will consist of one or two committee members, and the Chair, the Manager or Senior Childcare Practitioner. If any members of the appeal group were part of the original panel they must make every effort to hear the appeal as impartially as possible.

An appeal should be heard within 14 days of the receipt of the notice of appeal from the employee.

The employee will be notified of the date, time and location of the appeal hearing and should make all attempts to attend. A companion may accompany them to the hearing.

The employee will explain why he/she is dissatisfied and may be asked questions.

The Chair/Manager/Senior Child Care Practitioner may be asked to put their point of view and may be asked questions.

Witnesses may be heard and may be questioned by the appeals Committee and by the employee and the Chair, Manager or Senior Child Care Practitioner.

The Committee will consider the matter and make known its decision.

The decision of the Committee on hearing the appeal is final.

A written report record of the meeting will be kept.

Examples of Gross misconduct.

The following list provides examples of offences, which are normally regarded as gross misconduct:

a) Theft, fraud, deliberate falsification of records.

b) Physical violence.

c) Abusive conduct.

d) Serious bullying or harassment of other employees or children.

e) Deliberate damage to property.

f) Serious act of insubordination.

g) Misuse of the organisation’s property or name.

h) Bringing the employer into serious disrepute.

i) Being incapable of work through the use of drugs or alcohol.

j) Gross negligence, which causes unacceptable loss, damage or injury.

k) Serious infringement of health and safety rules.


l) Ill treatment of children.

m) Serious breach of confidence.

n) Falsification of any application form or CV.

o) Deliberate falsification of accounts, expenses or time sheets.

This list is not exhaustive and offences of a similar nature will be dealt with under this procedure as appropriate.

Child Abuse Allegations against a Member of Staff or Volunteer

(See also Safeguarding Children Policy, Section 1)

We will take all possible steps to safeguard our children and to ensure that the adults in our organisation are safe to work with our children. We will always ensure that the Norfolk Safeguarding Children’s Board protocol ‘Allegations Against Staff, Carers and Volunteers‘is adhered to.

All adults who come into contact with children will be made aware of the steps that will be taken if an allegation is made. We will seek appropriate advice from the Local Authority Designated Officer (LADO). The LADO can be contacted on 01603 223473.

Staff will not investigate these matters. We will seek and work with the advice that is provided. Should an allegation be made against the Designated Child Protection Officer or Deputy, this will be reported by the staff member or volunteer raising the concern who will liaise with the LADO.

This ‘Employee Disciplinary and Grievance Procedures’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.



3.0 Induction of staff and volunteers

All new members of staff and volunteers will receive induction training from the Manager or a Leading Childcare Practitioner on the first day of their employment. The purpose of the induction is to help staff to understand their roles and responsibilities. The induction will include:

Information about our Policies – An overview of our policies will be provided along with a full copy of our policy document to read. The candidate will be asked to read this in detail and then to sign to confirm that they understand our policies and are willing to abide by them. Particular attention will be drawn to our Health and Safety, Fire and Safeguarding policies.

Presentation of staff handbook and code of conduct

Introductions to other staff and volunteers

A tour of the setting (noting all fire exits)

Explanation and signing of a ‘Health & Safety / Induction checklist’ (see Appendix 2)

A review of the job description

Demonstration of relevant equipment

An opportunity to observe work practice

Details of probation process

This ‘Induction of new staff and volunteers’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.



4.0 Student Placement

Our playgroup and pre-school recognise that qualifications and training make an important contribution to the quality of the care and education we provide in our settings. As part of our commitment to quality, we are happy to offer placements to students undertaking early year’s qualifications and training. In addition we offer placements for school students on work experience.

Our aim is to give students placed with us experiences that help them successfully complete their studies. As a result of working in our settings they will see first-hand examples of good practice in early years care and education as well as experiencing at first hand an

enriching, exciting and caring environment which encourages all our children to be confident, independent learners. To safeguard everyone concerned all students and young persons spending time with us:

Must have written confirmation from their course provider that they are a student and need a placement.

Must attend an induction session which covers all our

policies, procedures and other appropriate in-house training.

Must adhere to our policies and procedures including safeguarding, health and safety and confidentiality.

Will not be allowed unsupervised access to any children

unless they have had the appropriate DBS check and only then if deemed by the Manager/Leading childcare practitioner to be competent to do so. Only students aged 17 or over may be included in staff ratios.

Will not make the number of adults present too great for the

safety and benefit of children’s learning. We limit student placements to no more than two per session.

On a short-term basis are not counted in our staff ratios. Students placed for longer periods e.g. one year may be counted in our staffing ratios provided the manager and leading childcare practitioner consider them to be competent.

We co-operate with students tutors in order to help students

to fulfil the requirements of their course of study. ..


We have a Young Persons’ Risk Assessment (YPRA) in place which is reviewed annually.

This ‘Student Placement’ policy was reviewed and signed off at a meeting of Barford Playgroup and Humpty Dumpty’s pre-school committee and staff.


Documents

Suitable People Policy - Barford Playgroup and Humpty ... People Policy... · Suitable People Policy For Barford Playgroup & Humpty Dumpty ... After each interview, the panel will