Policies and Procedures

The Ark Centre – Safeguarding and Welfare Policy
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063

Designated Safeguarding Leads (DSLs):  Jessica Cornell, Claire Bridges & Jodi Messenger
Last Reviewed: May 2026 | Next Review: May 2028 (or as required)

1. Policy Statement
At The Ark Centre, we are committed to safeguarding and promoting the welfare of all children.  We believe every child has the right to grow up in a safe, secure, and nurturing environment that encourages their development and wellbeing. Our safeguarding policy ensures that children are protected from harm, abuse, neglect, and exploitation, both within our setting and in the wider community.

2. Aims
This policy aims to:
– Ensure children are safe, valued, and listened to.
– Provide clear procedures for identifying, reporting, and managing safeguarding concerns.
– Support staff, children, and families to work together to safeguard children’s welfare.
– Comply with all relevant statutory guidance including the EYFS (2024), Keeping Children Safe in Education (2025),
  and Working Together to Safeguard Children (2023).

3. Roles and Responsibilities
All staff, volunteers, and committee members share a collective responsibility to safeguard children. They must remain alert to signs of abuse and act immediately on any concerns.

• The Designated Safeguarding Leads (DSLs) – Claire Bridges and Jessica Cornell – oversee all safeguarding matters, maintain secure records, liaise with statutory agencies, and ensure that all staff receive regular safeguarding training.

• The Committee is responsible for ensuring effective policies and procedures are in place, that safe recruitment practices are followed, and that staff understand their safeguarding duties.

• All Staff and Volunteers must follow this policy, complete regular training, and report any concerns immediately to a DSL or directly to Essex County Council’s Children & Families Hub.

4. Recognizing, Recording and Reporting Concerns
All concerns, suspicions, or disclosures of abuse must be taken seriously and acted upon immediately.

Types of abuse include physical, emotional, sexual abuse, neglect, and child exploitation. Staff are also alert to other safeguarding issues including domestic abuse, radicalization, online abuse, fabricated illness, honor-based violence, female genital mutilation (FGM), and modern slavery.

If a child discloses abuse:
– Stay calm and listen carefully.
– Reassure the child they did the right thing by telling you.
– Do not promise to keep it secret or ask leading questions.
– Report the concern to a DSL immediately.
– Record details accurately using the setting’s safeguarding log.

DSLs will follow Essex Safeguarding Children Partnership (ESCP) procedures and, where necessary, make a referral to the Children and Families Hub (C&FH) on 0345 603 7627. Out of hours: 0345 606 1212.

5. Allegations, Whistleblowing and Conduct
Any allegation that a staff member, volunteer, or visitor may have harmed a child must be reported immediately to a DSL and referred to the Local Authority Designated Officer (LADO) via Essex County Council (0345 606 1212).

If the allegation concerns a DSL, report directly to the Committee Chair. Ofsted must be notified within 14 days of any significant safeguarding incident.

Staff are protected under the Whistleblowing Policy and can report concerns confidentially about unsafe practice or misconduct directly to the Manager, Committee Chair, or Ofsted (0300 123 1231).

6. Safer Recruitment and Training
The Ark Centre follows Safer Recruitment guidance to ensure only suitable individuals work with children. All staff and volunteers are subject to enhanced DBS checks, identity verification, and references before appointment. Staff are required to disclose any change in circumstances affecting their suitability to work with children.

All staff complete safeguarding induction training on appointment and refresher training at least every two years. DSLs complete multi-agency training every three years and attend local safeguarding briefings and updates.

7. The Prevent Duty and Promoting British Values
We actively promote fundamental British values of democracy, rule of law, individual liberty, mutual respect, and tolerance of different faiths and beliefs.

Through the Prevent Duty, we recognize our responsibility to identify and respond to signs of radicalization. Staff are trained to notice changes in behavior or attitude and to refer any concerns to a DSL. We work with parents and the Local Authority where support or intervention is needed.

8. Online Safety, Mobile Phones and Images
We are committed to creating a safe digital environment for children and staff.

• Personal mobile phones must be stored securely and not used in rooms where children are present.
• Photographs are only taken on setting-owned devices and used for educational purposes with parental consent.
• Children are supervised when using technology or accessing the internet.

9. Missing or Uncollected Children
If a child is not collected, staff will attempt to contact parents and authorized adults using all known numbers. If the child remains uncollected after one hour, Children’s Social Care (0345 603 7627) will be contacted.

In the unlikely event a child goes missing, the police and parents will be contacted immediately, and a full search and investigation will be carried out. All incidents are recorded and reported to Ofsted.

10. Confidentiality and Record Keeping
All information relating to children and families is kept confidential in line with the Data Protection Act 2018 and UK GDPR. Records of safeguarding concerns are stored securely and shared only with those who need to know to protect a child. Parents have the right to access their child’s records on request, in line with our procedures.

11. Supporting Families and Looked-After Children
We work closely with families to build trust and provide support where needed. Children who are looked after, or have additional vulnerabilities, are given targeted support to promote their wellbeing, attachment, and learning.

We co-operate with social workers, health professionals, and the local authority to ensure continuity of care and positive outcomes for every child.

12. Legal Framework and Guidance
This policy is based on the following legislation and statutory guidance:
– Statutory Framework for the Early Years Foundation Stage (EYFS) 2024
– Working Together to Safeguard Children (HMG, 2023)
– Keeping Children Safe in Education (DfE, 2025)
– The Prevent Duty (Home Office, 2024)
– Children Acts 1989 & 2004
– Safeguarding Vulnerable Groups Act 2006
– Data Protection Act 2018 & UK GDPR
– Equality Act 2010

13. Key Safeguarding Contacts
Essex County Council Children & Families Hub: 0345 603 7627
Out of Hours (Emergency Duty): 0345 606 1212
Local Authority Designated Officer (LADO): 0345 606 1212
Ofsted: 0300 123 1231
NSPCC Helpline: 0808 800 5000

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

The Ark Centre – Equality, Inclusion and Diversity Policy
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026 |
Next Review: May 2028 (or as required)

1. Our Values and Commitment
At The Ark Centre, we believe every child, family and staff member has the right to feel valued, respected and included. We celebrate diversity and actively promote equality of opportunity for all, regardless of background, culture, ability, faith, gender identity, sexual orientation, or family structure.

We are proud to be an inclusive early year setting where differences are recognized, accepted and celebrated. We are committed to creating an environment where everyone – including LGBTQ+ families, disabled individuals, and those from all ethnic, cultural and faith backgrounds – feels safe, supported and able to thrive.

2. Policy Aims
This policy aims to ensure that The Ark Centre:
– Promotes equality, respect, and inclusion in all areas of practice.
– Prevents and challenges discrimination, harassment and victimization.
– Values diversity in children, families, and staff.
– Meets our legal obligations under the Equality Act 2010, the EYFS 2024,
  and the SEND Code of Practice (2015).
– Provides a safe, welcoming environment for all, including those who identify as LGBTQ+.

3. Valuing Diversity and Promoting Equality
We recognize that children and families come from a wide range of backgrounds and experiences. We value this diversity and are committed to ensuring that everyone has equal access to opportunities, resources and support.

We actively promote positive, non-stereotypical representations of gender, culture, disability and family life. Our curriculum and environment reflect a wide range of people, identities and experiences.

All staff are responsible for ensuring equality and inclusion in their daily practice. This includes:
– Using inclusive language and materials that reflect diverse identities.
– Ensuring that same-sex parents, trans and non-binary caregivers and LGBTQ+ families
  are represented in displays, books, and learning opportunities.
– Respecting each individual’s chosen name and pronouns.
– Addressing and challenging discriminatory language, assumptions or behavior immediately.

4. Admissions and Access
The Ark Centre welcomes all children and families from the community. We do not discriminate based on any protected characteristic under the Equality Act 2010. This includes disability, race, religion or belief, sex, gender reassignment, sexual orientation, age, pregnancy and maternity, or marriage and civil partnership.

Our admissions process is open, fair, and transparent. We ensure information is accessible
to all, including translation and alternative formats when required.

5. Supporting Children with Special Educational Needs and Disabilities (SEND)
We are committed to supporting every child to reach their full potential. Our Special Educational Needs Co-Ordinator (SENCO) is Jodi Messenger, and our Deputy SENCO is Jessica Cornell.

We follow the SEND Code of Practice (2015) and use a graduated approach to identify, plan,
and review support for children with additional needs. We work closely with families and
external agencies to provide tailored support and ensure smooth transitions between settings.

We promote inclusion by:
– Providing accessible environments and differentiated learning opportunities.
– Ensuring staff receive training in inclusive practice and reasonable adjustments.
– Valuing and celebrating the abilities and strengths of every child.

6. Promoting Positive Behavior and Relationships
We believe children learn best in an atmosphere of mutual respect and kindness.
We encourage empathy, understanding and self-regulation through consistent and positive
role modelling.

We do not use punitive measures. Instead, we guide children to recognize their emotions,
make good choices, and repair relationships when needed.

We actively teach respect for others, regardless of difference – including differences in race,
culture, gender, family structure, faith, disability or sexual orientation.

7. Whistleblowing and Challenging Discrimination
All staff, volunteers, and parents have a duty to challenge discriminatory practice and report
concerns about inequality, harassment, or unfair treatment.

Concerns can be reported confidentially to the Centre Manager, Business manager, Nursery Manager or the Committee Chair.
The Ark Centre is committed to protecting individuals from victimization when raising
legitimate concerns.

Discriminatory behavior or language, whether towards staff, children, or families, will not
be tolerated. Serious incidents will be recorded, investigated, and may result in exclusion
from the setting or disciplinary action.

8. Employment, Training and Development
We are an equal opportunities employer. Recruitment, selection, and promotion are based on skills, qualifications, and commitment to our ethos. We welcome applications from individuals of all backgrounds, including those from LGBTQ+ and minority ethnic communities.

All staff receive induction and ongoing training in equality, inclusion, anti-discriminatory
practice, and unconscious bias. We also provide opportunities for professional development
on supporting LGBTQ+ children and families, SEND inclusion, and culturally responsive teaching.

9. Inclusive Curriculum and Practice
Our curriculum reflects the diverse society we live in. It celebrates all cultures, identities and family structures, and encourages children to explore and respect differences.

We:
– Represent diverse families in stories, displays and discussions.
– Celebrate a wide range of festivals and cultural events.
– Provide resources free from bias or stereotypes.
– Teach children about kindness, fairness, and respect for others.

10. Monitoring and Review
We review our policies and practices bi-annually to ensure they remain inclusive and effective.
Feedback from staff, parents and children helps us identify areas for improvement.
We record incidents of discriminatory behavior and review them to inform future practice.

11. Legal Framework
This policy is based on and complies with the following:
– Equality Act 2010
– Children Acts 1989 & 2004
– Early Years Foundation Stage (EYFS) 2024
– Special Educational Needs and Disability Code of Practice (2015)
– Keeping Children Safe in Education (2025)
– Public Sector Equality Duty

J.Cornell

Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Promoting Health and Hygiene
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1.1 Animals at The Ark Centre

Children learn about the natural world and living creatures as part of the Early Years Foundation Stage (EYFS) Learning and Development requirements. Interaction with animals supports their understanding of care, empathy, and responsibility. We ensure this is conducted safely, following hygiene and welfare best practice.

Procedures

• We consult parents and children before introducing any animals as pets at the setting.

• A full risk assessment is completed with input from a knowledgeable professional.

• Animals are housed appropriately, kept clean, and receive suitable food and care.

• All vaccinations and veterinary checks are up to date and recorded.

• Children are taught appropriate handling and supervised at all times.

• Handwashing is required after contact with animals.

• Staff wear gloves when cleaning animal housing or handling soiled bedding.

• Animals brought by visitors remain the responsibility of their owners, who must complete a risk assessment.

• For farm or animal visits, a full risk assessment is carried out and hygiene procedures (handwashing, cleaning footwear) are followed.

Legal Framework

• The Management of Health and Safety at Work Regulations 1999

1.2 Administering Medicines

We aim to promote the health and well-being of all children by ensuring medicines are administered safely and only when necessary. We follow the EYFS 2024 statutory requirements and NHS guidance on the administration of medication in early years settings.

Procedures

• Only prescribed medicines, in-date and labelled for the child, will be administered.

• Parents must complete a written consent form detailing dosage, timing, storage, and side effects.

• Medication is stored securely, either in a locked cupboard or refrigerator as appropriate.

• A medication record is maintained and signed by staff and parents after each administration.

• Medicines are returned to parents daily.

• Children requiring long-term medication will have an individual health care plan agreed with parents and health professionals.

• Staff receive any necessary training before administering specialist medication (e.g. EpiPens, inhalers).

• Risk assessments are completed for children with long-term conditions, and reviewed regularly.

Legal Framework

• The Human Medicines Regulations 2012
• EYFS Statutory Framework (2024) – Section 3: Safeguarding and Welfare Requirements

1.3 Managing Children Who Are Sick, Infectious or with Allergies

We promote the good health of all children by preventing the spread of infection and managing allergies or medical conditions appropriately.

Procedures

• Children who appear unwell or have symptoms such as fever, vomiting, or diarrhea must be collected and kept at home for at least 48 hours after the last episode.
•Children who have been given paracetamol or ibuprofen must be kept home for 48 hours from last dose, to avoid the masking of illness.
•Children under the age of 2, who require pain relief for teething will be allowed into the nursery, we will work with parents on individual cases.
•Children requiring pain relief for long term health concerns will have this included on their health care plans.

• Parents are advised to seek medical advice before the child returns.

• If a notifiable disease is suspected or confirmed, we notify Ofsted and act on advice from the UK Health Security Agency (UKHSA).

• All staff follow strict hygiene procedures for handling bodily fluids and cleaning contaminated areas.

• Children with allergies have a documented care plan, signed by parents and staff, including triggers, symptoms, and treatment (e.g. EpiPen use).

• No nuts or nut products are permitted on the premises.

• Staff receive training to respond to allergic reactions or medical emergencies.

Legal Framework

• Health Protection (Notification) Regulations 2010
• EYFS Statutory Framework (2024)

1.4 Nappy Changing

We provide a safe, hygienic, and respectful environment for nappy changing. We work in partnership with parents to support each child’s development towards independent toileting.

Procedures

• Changing areas are warm, private, and equipped with appropriate safety and hygiene materials.

• Staff wear gloves and aprons as needed and clean the area between each change.

• Soiled nappies are disposed of hygienically in designated bins.

• Children are encouraged to wash their hands and develop independence.

• Staff maintain a respectful approach and never make negative comments about a child’s toileting.

• Persistent neglect in nappy changing may be treated as a safeguarding concern.

1.5 No Smoking, Drugs and Alcohol Policy

The Ark Centre is a smoke-free, drug-free, and alcohol-free environment to safeguard children’s health and wellbeing.

Procedures

• Smoking, including e-cigarettes and vapes, is prohibited on the premises.

• Staff may only smoke or vape during designated breaks and off-site.

• The use or possession of alcohol or illegal substances is strictly forbidden.

• Visitors under the influence of alcohol or drugs will be asked to leave.

• Staff found to be under the influence during working hours will face disciplinary action.

Legal Framework

• The Smoke-free (Premises and Enforcement) Regulations 2006
• The Smoke-free (Signs) Regulations 2012
• EYFS Statutory Framework (2024)

1.6 Healthy Eating Policy

We promote healthy eating and good nutrition as an essential part of children’s growth and development. Meals and snacks provided at The Ark Centre meet current nutritional guidance for early years settings.

Procedures

• Snacks and meals are balanced, low in salt, sugar, and saturated fats.

• Fresh fruit and vegetables are offered daily.

• Drinking water, sugar free squash and milk are available at all times.

• Dietary requirements, allergies, and cultural preferences are respected.

• Food preparation areas and equipment meet hygiene standards.

• Children are encouraged to help prepare and serve food to develop independence and social skills.

• Mealtimes are relaxed and enjoyable learning opportunities.

• Cooking and tasting activities are used to promote understanding of healthy eating within the EYFS curriculum.

1.7 Sun Protection Policy

We promote children’s safety in the sun by ensuring appropriate clothing, shade, and sunscreen use during outdoor play.

Procedures

• Parents are asked to provide a named sun hat and suitable footwear.

• Sunscreen of at least SPF 30 is applied before the start of the day and re-applied as needed.

• Parents must sign a consent form for staff to apply sunscreen.

• Parents may provide their preferred sunscreen, clearly labelled with the child’s name.

• Outdoor play is limited in very hot weather, and shaded areas are prioritized.

• Staff model sun safety practices.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Health and Safety Policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1.1 Health & Safety General Standards

We prioritize the health and safety of children, staff, volunteers and visitors at The Ark Centre. All members are made aware of risks; hazards are minimized to allow children to thrive in a safe environment.

• Staff responsible for health & safety are competent, trained and kept up to date.
• We display required health & safety information in the office.
• We hold Public Liability and Employers’ Liability insurance (certificate displayed).
• Induction for staff/volunteers covers health & safety (including lifting, storage of substances), and records are kept.
• New parents are informed of health & safety practices; staff training is reviewed annually; regular staff meetings discuss H&S.
• No-smoking policy applies.
• Children are taught about health & safety through routines and discussions.

Safety of Adults

• Guidance is given to staff for safe movement, storage and use of equipment; safe equipment is provided (e.g., when reaching up).
• Warning signs are clear and multilingual where necessary.
• Staff do not stay alone in the building or leave after dark.
• Records of staff sickness and accidents are kept and reviewed termly.
• We record all hazardous substances (cleaning/gardening chemicals): what risks they pose, what to do in contact/ingestion, and where they’re stored.
• All cleaning chemicals remain in original containers.

Premises & Equipment

• Windows: low-level windows are either made from safe material or protected; higher windows secured to prevent children climbing through.
• Doors: finger-trap prevention measures.
• Floors: checked daily to ensure cleanliness, no uneven/wet/damaged surfaces.
• Electrical/Gas Equipment: conforms to safety standards; boiler/switch-gear area inaccessible to children; fires/heaters/sockets/leads are guarded; storage heaters checked daily; sufficient sockets to avoid overload; hot-water temperature controlled; lighting/ventilation adequate.
• Storage: Children’s resources/materials stored safely; equipment stacked/stacked safely to prevent collapse.
• Outdoor Area: securely fenced; checked for safety and cleared of rubbish before use; poisonous plants/herbicides/pesticides flagged; pooled water emptied; sand pits covered when not in use and cleaned; all outdoor play supervised.
• Hygiene: daily cleaning routine for all areas (play rooms, kitchen, toilets, changing). Schedule for cleaning resources, dressing-up clothes, furnishings. Separate hand-wash and nappy disposal facilities. Hygiene practices include: table cleaning between activities; regular toilet cleaning; protective clothing (aprons/gloves) as needed; provision of clean clothes, tissues/wipes; individual towels.
• Activities & Resources: All equipment/resources are age-appropriate, checked for cleanliness/safety; layout allows safe movement; non-toxic materials only; sand is clean; physical play supervised; children taught tool/ equipment safety; sleeping children checked regularly; faulty equipment removed/repaired/discarded as needed; large equipment removed only with manager consent.

Legal Framework

• Health and Safety at Work etc. Act 1974 remains the primary legislation. HSE+2Legislation.gov.uk+2
• Management of Health and Safety at Work Regulations 1999 (and others such as Manual Handling, Display Screen Equipment, COSHH) are still referenced in current guidance. Work safe UK+1

Note: The legislative list should be reviewed periodically to ensure inclusion of the latest amendments and related regulations.

1.2 Fire Safety & Emergency Evacuation

Policy Statement

We aim to minimize fire risk in our premises and ensure staff know their legal responsibilities. If needed, we seek competent advice (e.g., from a Fire Safety Consultant).

Procedures

• Fire safety is based on a risk assessment carried out by a competent person; manager(s) trained accordingly.
• If premises are rented, we obtain a copy of the building’s risk assessment and contribute to reviews.
• Fire doors are clearly marked and free from obstruction; they open easily inside.
• Smoke detectors, alarms, firefighting equipment meet relevant standards and are checked regularly.
• Evacuation procedures are displayed, explained to staff, volunteers and parents; and practiced at least every six weeks. Records are kept of drills and of servicing.

Emergency Evacuation Procedure

• Fire drills explained to children, with whistle alarm termly; drills timed and recorded, any delay/problems logged.
• Assembly point: front of the Masonic Hall (or alternate ‘Park Pavilion’ if further away required).
• Staff lead children out, collect registers, count children once safe; in real fire the manager or supervisor contacts emergency services and parents.

Record-keeping

Fire drill records include: date/time; duration; problems; actions taken to improve.

Legal Framework

• Regulatory Reform (Fire Safety) Order 2005 is the main law for fire safety in non-domestic premises in England and Wales. UK+1
• Note: The Fire Safety Order has been amended by the Fire Safety (England) Regulations 2022 and the Fire Safety Act 2021, so the policy should reflect these updates. UK+1

1.3 Food Hygiene

Policy Statement

We serve snacks and cold lunches, and maintain high food hygiene standards. We are registered with the local authority’s Environmental Health.

Procedures

• Food prep staff understand HACCP principles (as set out in the Safer Food, Better Business guide).
• All food‐handling staff have Level 2 Food Hygiene qualification.
• Daily opening/closing checks of kitchen; reliable food suppliers used; food stored at correct temperatures, checked for dates and contamination; packed lunches stored cool, un‐refrigerated food served within 4 hours of home preparation.
• Food prep areas cleaned before & after; separate hand-wash and wash-up facilities; surfaces non-porous; utensils/crockery clean and stored appropriately; food waste disposed daily; dangerous substances stored out of children’s reach; children don’t access kitchen; in cooking activities children supervised, away from hot surfaces and unsupervised electrical equipment.

Food Poisoning Reporting

• If children/adults diagnosed with food poisoning and source may be within the setting, Manager contacts Environmental Health and cooperates with investigation.
• Confirmed cases affecting two or more looked-after children must be notified to Ofsted within 14 days.

Legal Framework

• Regulation (EC) No 852/2004 on the hygiene of foodstuffs is referenced.
  Note: As the UK has left the EU, this regulation has been retained in UK law (as retained EU law) but it’s wise to check for any UK-specific amendment

1.4 Risk Assessment

Policy Statement

We commit to identifying hazards and controlling risks so that children and adults are safe and able to thrive.

Procedures

We follow a five-step risk assessment process:

• Identify the risk (what & where)
• Identify who may be harmed
• Assess the level (high/medium/low) considering likelihood & impact
• Decide on control measures
• Monitor and review to ensure measures work or are updated

Our process applies to children, staff, volunteers. We maintain written risk assessments where appropriate (especially if more than five staff) and review regularly. We keep daily, weekly and termly check-lists of hazards/controls.

Legal Framework

Management of Health and Safety at Work Regulations 1999 require risk assessments by employers. Work safe UK

1.5 Emergency Closure

Policy Statement

We prioritize the welfare of children when considering emergency closure (e.g., fire damage, flood, snow/ice, heatwave, staff illness, lack of heating/water, bereavement, or contractual change).

Procedures

• Manager contacts Chair-person, Ofsted, Deputy Manager, office administrator; then staff; then parents.
• Notify via Facebook and website if applicable.
• An emergency bag (parent contacts, first aid kit, water) is kept in the office and maintained by Manager/Supervisor.
• If outbreak of sickness or notifiable disease: Manager contacts public-health authority.
• Parent contact list is also kept off-site should necessary.
• Staff evacuate through nearest exit; assembly point specified.

Reopening

• Similar notification process: Chairperson/Ofsted/Deputy/administrator → staff → parents → Facebook/website.

Snow/Ice Days

• If weather affects staffing, children may be admitted on first‐come/first‐served; some children may need to be sent home; no refunds for missed sessions unless management decides.
• If setting is closed due to emergency (power failure, heavy snow) then no charge; if open but parent chooses not to bring child, normal fee applies.

1.6 Absentee Policy

• Parents must call the office before 9:30 am on the first day of absence, stating child’s name, reason, and parent’s name/contact number.
• If no notification, supervisor/administrator will call parent after registration; a record placed on child’s file.
• If no reply, further attempts made to other contacts; message left asking for call back.
• If absence gives concern for child welfare, safeguarding procedures followed.
• Parents should notify of planned holidays at least two weeks ahead.
• If absent without reasonable notice (less than two weeks) the daily fee applies.
• If absent for more than two consecutive weeks and claiming EYFE (Early Years Free Entitlement), Essex Early Years and Childcare service will be notified.
• If child registered for certain days but regularly absent, we may be asked to demonstrate why EYFE claimed; we will show what steps taken to inform parents of attendance requirements.
• If absence >2 weeks and parent has informed when child returns, we may claim EYFE only if return date provided.
• If the Centre is closed due to unforeseen circumstances (power failure, heavy snow), parents won’t be charged. If open but parent cannot bring child, fee applies.

1.7 Physical Handling Policy

Policy Statement & Aim

Staff help children take responsibility for their behavior; they model appropriate behavior and provide a safe, positive environment.

Methods

• Positive handling (guidance, emotional support, physical care e.g., toileting/first aid).
• Physical intervention (use of highchairs, stair-gates, locked entrances) to maintain safety.
• Restrictive physical intervention (intentional use of physical force to restrict movement against will) only when a child is putting themselves/others in danger, damaging property, or attempting to leave the premises. It is used within behavior-management approaches, with minimum reasonable force.

If a child has behavior likely to require restrictive intervention:

• Assign appropriate trained staff; review and plan with parents, other professionals; include written plan.
• Review plans every 4-6 months or sooner if major changes.

Recording & Reporting

• Any use of restrictive intervention is recorded on internal form within 24 hours; parents notified by phone or letter; they sign record.
• After intervention, review risk assessment, adapt environment/strategies.

Responsive Strategies

• Use humor, distraction, relocation, offering choices instead of force wherever possible.
• Risk assessments consider child behavior, targets, preventive/responsive strategies.

Supporting & Reviewing

• Staff will support children and record their feelings about the situation.
• Complaints about physical intervention go through the Complaints Procedure.

1.8 Bruising in Children Who Are Not Independently Mobile

Introduction & Definition

• Bruising may signal physical abuse; especially in children who are not independently mobile (under crawling/pulling to stand/cruising/walking) or immobile due to disability.
• Any mark that might be a bruise in such children should lead to immediate referral to children’s services.

Immediate Response

• Seriously ill/injured children should be referred to hospital first, then to children’s services.
• Other cases: staff must refer to social care, ideally after discussion with senior colleague.
• Only a medical practitioner should examine the child.

Medical Examination

• Must be done by pediatrician: full body exam, clotting screen, etc.
• Under-2 years with unexplained bruising: full skeletal survey and retinal exam.
• Records must be signed, timed, dated, accurate.

Useful Contacts

Essex CYPS, Children & Families Hub, Police, Hospital details listed.

1.9 First Aid

Policy Statement

At the Ark Centre, at least one staff member with a current first-aid certificate (including infants/young children) is always present on premises or outings. Training is local authority approved and relevant to young children.

Procedures

• First aid kit meets the requirements of the Health and Safety (First Aid) Regulations 1981. Equipment list provided (bandages, dressings, plasters, eye pads, safety pins, guidance card, gloves, apron, children’s thermometer).
• Box is accessible to adults, out of children’s reach.
• No un-prescribed medication is administered to children, parents or staff.
• On admission, parents give written permission for emergency medical treatment; parents sign consent for staff to take the child to Accident & Emergency if required.

Legal Framework

Health and Safety (First Aid) Regulations 1981.

1.10 Admissions Policy

Statement of Intent
We aim to make the Ark Centre accessible to all children/families in our community.

Aim & Methods

• Widely advertise the Centre in accessible places.
• Information available in spoken/written form, multi-language or alternative formats if needed (Braille, signing/interpreter).
• Waiting list based on application date; siblings attending may be prioritized; emergency admissions may be considered.
• We welcome fathers, mothers, other carers; treat all children/families equally regardless of gender, SEN/disability, social background, religion, ethnicity or English as additional language.
• We support children/parents with disabilities to participate fully.
• Monitor gender & ethnic background of children to ensure representative intake; equal opportunities policy widely known.
• Flexible attendance patterns to accommodate individual needs.

1.11 Key Person & Settling In

Policy Statement
Children settle best when they have a key person who knows them and their family. This approach is based on the Early Years Foundation Stage (EYFS) “key person” requirement.

Procedures

• A key person is assigned before the child starts (based on pre-visits/settling sessions).
• In some cases, a home visit may be offered (by nursery supervisor & key worker) at parent’s request.
• The key person handles induction of the family, welcomes child & parent at first session, plans child’s care/learning with parent, links with other carers (child-minder), shares developmental information.
• A back-up key person is provided.
• Settling-in: Parents receive information (prospectus/policies), key person allocates sessions, “all about me” form completed. Younger children, or children returning after absence, may need longer to settle. We believe leaving a child to cry won’t help—they learn best when secure and comfortable.
• Within 2-4 weeks children’s records of achievement begin in partnership with parents.
• Progress check at age two: Key person completes review of child’s development (areas of strength, areas needing support, actions/activities planned in Centre and home) and reviews with parents.

Review & Legal Note

• This policy was adopted 23/01/2025 and is due for review 23/01/2027.
• Ensure all legal references are up to date—especially: the Fire Safety Order (2005) has been amended and is supported by newer regulations (Fire Safety (England) Regulations 2022, Fire Safety Act 2021) in England. UK+2GOV.UK+2
• Some EU-derived regulations (e.g., EC 852/2004) have been retained in UK law but should be checked for UK-specific amendments post-Brexit.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

SEND Local offer
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Introduction

At The Ark Centre, we are committed to providing an inclusive environment where all children—regardless of need, background, or ability—are valued, supported, and able to thrive.

Our SEND Local Offer explains how we identify, support, and work in partnership with families of children with Special Educational Needs and Disabilities (SEND). It outlines what parents can expect from us and how we ensure that every child receives personalized, high-quality care and education.

2. Identifying Additional Needs

How we know if a child needs extra help

Our experienced staff observe, assess, and plan for each child’s development on an ongoing basis. Key indicators may include delays in speech, language, communication, behavior, emotional regulation, physical development, or social interaction.

If a child is identified as potentially needing additional support:

• We record observations and share them with parents.
• The child’s Key Person and SENCo work together to plan next steps.
• Additional monitoring, assessments, or targeted strategies may be introduced.

What to do if you have concerns

Parents can speak to their child’s Key Person at any time. You may also contact our SENCo, Jodi Messenger, who will provide guidance, reassurance, and support.

3. How Staff Will Support Your Child

Each child is assigned a Key Person who builds a relationship with them and helps plan their learning. For children with SEND, we offer:

• Personalized planning based on your child’s interests and developmental needs.
• Specialist strategies put in place by our SENCo.
• Support from external professionals where required, including:
  • Health Visitors
  • Pediatricians
  • Speech & Language Therapists
  • Physiotherapists & Occupational Therapists
  • Specialist Teachers
• Access to advice from the Area SENCo where necessary.

All plans and strategies are shared with and agreed by parents.

4. Matching the Curriculum to Your Child’s Needs

Each child is viewed as unique. We adapt the Early Years curriculum by:

• Observing your child’s play and learning.
• Using evidence from their Learning Journal to plan next steps.
• Providing resources, visual supports, routines, and interactions that meet their needs.
• Working through the Essex One Planning approach, with the child at the centre.

5. Working Together: How We Share Information

We believe strongly in partnership with parents. You will receive:

• Regular updates from your child’s Key Person.
• Access to our developmental tracker (reviewed every 8–12 weeks).
• Termly or half-termly review meetings (every 6–12 weeks) with the SENCo.
• Opportunities to discuss next steps, referrals, or support needs at any time.

6. Supporting Your Child’s Wellbeing

We aim to ensure that all children feel safe, secure, and supported. We provide:

1. Pediatric First Aid-trained staff.
2. Training in epilepsy, asthma, EpiPen use, and other medical needs.
3. Medication procedures including individual care plans and secure recording systems.
4. Positive Behavior Support, including consistent behavior planning led by the SENCo.
5. Access to the Area SENCo and specialist nurses if required.

Children with social, emotional, or behavioral needs receive personalized support plans developed with you at the centre of the process.

7. Staff Training and Experience

Our team is trained in all aspects of child development, including SEND.
Our SENCo has:

1. Over 20 years of experience
2. Training in the SEND Code of Practice
3. ELDP and Elklan qualifications
4. Wellkomm

We use Makaton and visual supports daily to aid communication, such as:

• First/Then boards
• Visual choice boards
• Visual timetables
• Accessing Specialist Services

We work closely with a wide range of professionals, including:

• Area SENCo
• Speech & Language Therapists
• Health Visitors
• Children’s Centers
• Specialist Teachers
• Family Solutions

Additional support available within The Ark Centre includes:

• Qualified counsellors
• Outreach workers offering home-based support
• A weekly SEND Drop-In run by our SENCo every Tuesday 10am–11.30am
• A respite group for children with SEND

Parents can access support such as help completing DLA forms or discussing concerns.

9. Inclusion in Outings and Activities

No child is excluded from any activity because of their needs.
We ensure:

• Individual risk assessments for your child.
• 1:1 staff where needed.
• Parent involvement and opportunities to accompany their child.
• First Aid kits, emergency contact numbers, and mobile phones taken on all outings.

10. Accessibility of the Setting

The Ark Centre is a fully accessible single-level building with:

• Wide doorways
• Wheelchair-friendly access
• A disabled toilet

We work with parents and professionals to source specialist equipment where needed.
We also provide:

• Visual timetables
• Dual-language books
• Support for children with English as an additional language

11. Supporting Transitions

Joining the Nursery

• Children attend a first visit with parents.
• A second, longer visit allows children to explore independently and parents to complete paperwork.
• Additional visits can be arranged based on need.

Moving to another nursery

• We liaise with the new setting.
• Learning Journals are prepared and passed to you.

Transition to school

• We meet with the school SENCo and class teacher.
• Joint meetings with parents are arranged.
• Extra school visits are planned, supported by a 1:1 worker if applicable.
• School staff are invited to visit your child at The Ark Centre.

12. Working in Partnership with Parents

Parents are welcome to arrange visits, speak with the SENCo, or discuss any concerns with senior staff. Information, policies, and support are always accessible.

13. Contact Details

For further information, please contact:

• Claire Bridges – Family Centre Manager
• Jessica Cornell – Nursery Manager
• Christie Smith – Business Manager
• Jodi Messenger – SENCo

Policies are available from the office or at:
www.thearkcentre.wordpress.com
To register your child, please call 01255 502063.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

GDPR
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Policy Statement

The Ark Centre is committed to protecting the privacy and confidentiality of all personal information belonging to children, parents, carers, staff, volunteers, and visitors. We recognize that personal data must be collected, stored, and used responsibly, lawfully, and securely in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and the Human Rights Act.

We aim to ensure that:

• Individuals understand how their data is used.
• Information is handled securely.
• Personal data is only collected for legitimate purposes.
• Everyone accessing information understands their responsibilities.

All personal information shared with The Ark Centre is treated with the highest level of respect and used only to support children’s welfare, learning, safety, and development.

2. GDPR Principles

We fully comply with the eight GDPR principles, ensuring that personal data is:

• Processed fairly and lawfully.
• Collected for specific, explicit, and legitimate purposes.
• Relevant, adequate, and limited to what is necessary.
• Accurate and kept up to date.
• Stored for no longer than necessary.
• Processed in accordance with individuals’ rights.
• Protected against loss, damage, or unauthorized access.
• Not transferred outside the EEA without adequate protection.

These principles guide all aspects of our data handling and record management across the organization.

3. Respecting Privacy and Confidentiality

We respect the privacy of children, families, and staff at all times. Information is only shared when necessary to support a child’s welfare or when required by law. All parents and carers can be confident that:

• Information is stored securely.
• Only authorized individuals can access personal data.
• Data is used to enhance children’s learning, safety, and wellbeing.
• Their rights are fully protected under GDPR.

4. Types of Personal Data We Hold

We may collect the following types of personal information:

For Children

• Personal identifiers (name, date of birth, address, contact details)
• Characteristics (ethnicity, language)
• Safeguarding information (court orders, involvement with professionals)
• Special Educational Needs information
• Medical details (allergies, health plans, medications)
• Attendance data
• Learning and development records
• Behavior and additional support notes

For Parents/Carers

• Contact details
• Parental responsibility information
• Legal documents relating to custody or court orders
• Funding or voucher scheme details

For Staff

• Personal contact details
• DBS status and identification records
• Training, qualifications, and employment information

This list is not exhaustive. Full categories of data can be found on our website.

5. How We Collect Personal Information

We collect information:

• Directly from parents/carers during registration or updates
• Through ongoing communication regarding children’s needs
• From external agencies such as the Local Authority, health professionals, or safeguarding teams
• When parents notify us of changes (e.g., new contact details, change of name)

Some data is mandatory (e.g., contact details, medical information), while some is optional (e.g., email addresses for newsletters). Parents will always be informed whether information is required or optional.

6. How We Use Personal Information

We use personal data for the following purposes:

• Administration: managing admissions, attendance, emergency contact information, and childcare arrangements.
• Provision of Education: assessing, planning, and supporting each child’s learning and development.
• Safeguarding: ensuring children’s safety, responding to concerns, and sharing information with relevant agencies when needed.
• Health and Welfare: managing medical needs, allergies, medication, and care plans.
• Funding: processing Nursery Education Funding and other entitlements.
• Communication: providing updates, notices, event information, and operational updates (optional email communication).

All processing is lawful, transparent, and based on one or more GDPR legal bases, including:

• Consent
• Contractual necessity
• Legal obligation
• Vital interests (e.g., in an emergency)
• Public task
• Legitimate interests

Special category data (e.g., medical or SEN information) is processed only with explicit consent or when necessary for health/safety or statutory requirements.

7. What The Ark centre Must Do

To comply with GDPR, The Ark Centre must:

• Notify the Information Commissioner’s Office (ICO) that we process personal data.
• Appoint a Data Protection Controller.
• Maintain clear policies and procedures for all staff.
• Provide privacy notices to parents, carers, and staff.
• Ensure secure storage and handling of all information.
• Report data breaches as required by law.

We also maintain:

• A Staff Code of Conduct
• A Record Management Policy
• Secure storage of digital and paper records

8. Data Breaches

A data breach may include loss, disclosure, alteration, or unauthorized access to personal data.

If a breach occurs:

• Staff must report it immediately to the Data Protection Controller.
• An internal investigation is carried out.
• Significant breaches will be reported to the ICO within 72 hours.

9. Storing Personal Data

We store personal data securely in line with our Data Retention Schedule.
This includes:

• Registers, medical records, and accident reports kept for a minimum of 3 years after the child leaves (in line with EYFS requirements and statutory legislation).
• Electronic data protected by passwords, encryption, and restricted access.
• Paper files stored in locked cabinets or secure areas within the setting.

All data is stored and processed within the United Kingdom.

10. Sharing Personal Data

We only share information when necessary and lawful, including:

• With schools when a child transfer
• With Essex County Council for funding or statutory purposes
• With the Department for Education via statutory data collections
• With external professionals involved in a child’s care
• With emergency services when required
• With voucher scheme providers (minimum information only)

We never sell or share personal information for marketing or commercial purposes.

11. Government and Local Authority Data Use

We share information with the Department for Education under statutory requirements, such as:

• School Census
• Early Years Census

Data may be used to:

• Allocate funding
• Monitor educational outcomes
• Support long-term research

The Department may share anonymized or secure-level data with approved organizations for research or safeguarding purposes.

12. Subject Access Requests (SARs)

Parents, carers, staff, and (where appropriate) pupils have the right to request access to personal data we hold. Requests must:

• Be made in writing
• Be responded to within one month
• Include proof of identity

We may refuse or charge for requests that are excessive, repeated, or unfounded.

Other rights include:

• Rectification
• Erasure (where lawful)
• Restricting processing
• Objection
• Data portability (where applicable)

Concerns can be raised directly with us or with the ICO at www.ico.org.uk.

13. Staff Responsibilities

All staff are trained and responsible for:

1. Following GDPR procedures
2. Keeping information secure
3. Understanding when and how data can be shared
4. Ensuring safe use of email, photography, mobile devices, and IT systems
5. Disposing of data securely

Staff must never share login details, leave documents unsecured, or access information they are not authorized to view.

14. Use of IT and Equipment

We enforce secure practices including:

1. Unique user IDs and passwords
2. No sharing of login credentials
3. No unauthorized software
4. Virus protection on all devices
5. Encrypted mobile storage
6. Offsite working procedures
7. Clear desk and clear screen policy

Internet and email use must be professional and safe at all times.

15. Use of Cookies

Our website uses Google Analytics cookies to:

1. Understand visitor behavior
2. Improve website functionality

Cookies do not identify individuals and can be blocked by users.

16. Legal Framework

This policy is based on:

• GDPR 2018
• Data Protection Act 2018
• Computer Misuse Act 1990
• Freedom of Information Act 2000
• Human Rights Act 1998
• Children Acts 2004 & 2006
• EYFS Statutory Framework (Section 3: Safeguarding & Welfare Requirements)
• Contact Information

For questions, concerns, or access requests, please contact:

Business Manager
The Ark Centre
Harwich, Essex, CO12 3LU
Tel: 01255 502063
Email: [email protected]

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Data Protection Policy
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063

Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. What information we collect

We collect information about children, their parents/carers (you) and staff so we can provide the best care and meet legal requirements. This includes:

• Personal identifiers and contact details: names, addresses, phone numbers, email addresses.
• Characteristics of your child: e.g., date of birth, language, ethnicity where relevant.
• Safeguarding information: e.g., court orders, professional involvement, risk assessments.
• Special educational needs (SEN) information.
• Medical and health data: allergies, dietary needs, medication, dentist/GP details.
• Attendance records: sessions attended or missed and reasons.
• Assessment and development information in line with the Early Years Foundation Stage (EYFS).
• Behavioral information (if relevant).

This list isn’t exhaustive – we will always let you know when we collect something new.

2. How we collect information

We get information in different ways:

• From you directly: when you apply for a place, fill in forms, let us know of changes (e.g., move house, change contact details).
• From other organizations: e.g., local authority, social services or health professionals when required.
• From our records and observations of your child’s attendance and progress.

When we ask for information, we will tell you whether you must provide it (because of legal or contractual need) or whether it is optional.

3. How we use your information

We use the information in several ways, always to support your child and our nursery operations:

Administration

• Keeping records of children and families in our care.
• Managing fees and payments.
• Contacting you in case of emergency.
• Recording medical/health needs so we can provide appropriate care.

Provision of Education and Care

• Planning and delivering early years education.
• Monitoring your child’s development and helping you support it.

Keeping you informed

• Sending updates about nursery events, schedules and other information.
• Publishing notices – you’ll always see them in our entrance or conservatory area.
• If you prefer not to receive email updates, you can opt-out at any time.

4. Why we collect and use the data

We collect and use data because:

• It helps us support your child’s learning and development.
• We have to meet legal obligations (for example under the EYFS and funding rules).
• It helps us keep children safe (medical, dietary, emergency contacts).
• It allows us to monitor and improve the quality of our service.
• It enables us to contact you about nursery activities and schedules.

Legally, we process personal data because of our contract with you (when your child attends our setting), and in some cases with your explicit consent. We also process sensitive categories of data (for example health) under specific rules, always carefully and only when needed.

5. How we store and protect your data

• We keep data securely for as long as needed, following our data-retention schedule.
• Certain records (accidents, medication logs, registers) will be kept for at least 3 years after your child leaves (as required by EYFS welfare regulations).
• We store and process your data in the UK.
• We take appropriate technical and organizational steps (such as secure storage, access controls) to protect your data from loss, unauthorized access or damage.

6. Our commitment to you

We promise that we will:

• Only collect and hold information we genuinely need.
• Keep your information up to date — please tell us if anything changes.
• Handle your personal data transparently and securely.
• Destroy information securely once it’s no longer needed.7. Who we share information with

We may share information with:

• Schools or other settings your child attends after leaving us.
• Our local authority.
• The Department for Education (DfE) when required.
• Other organizations where there is a legal basis (e.g., funding, safeguarding).
• Voucher scheme operators (if you pay using childcare vouchers) – only the minimum information needed.

We do not share your information for marketing purposes without your explicit consent. We will only share when our policies and the law allow it, or when there is a legal or safeguarding obligation.

8. Legislation we follow

We comply with the following key legislation and regulations:

• The UK version of the UK General Data Protection Regulation (UK GDPR). ICO+2GOV.UK+2
• The Data Protection Act 2018 (DPA 2018). ICO+1
• The Data (Use and Access) Act 2025 (DUAA) — which introduces updates and reforms to data protection law in stages. UK+2GOV.UK+2
• Other relevant laws and regulations (for example regarding children’s online safety and IT usage).
  
  9. Staff responsibilities and IT usage

To maintain our high standards of data protection, our staff follow strict rules around information and technology:

Computer/IT access

• Each staff member has a unique login and password. They must not share it or leave a logged-in computer unattended.
• They must not use someone else’s credentials or allow unauthorized access.
• They must not connect unauthorized devices to our network or store nursery data on non-secure equipment.

Internet and email usage

• Our internet and email services are primarily for nursery business. Limited personal use may be allowed as long as it does not interfere with duties or break any rules.
• Staff must not send or receive offensive, abusive or illegal content.
• Staff must not use our email or internet to carry out personal business, gambling, or to distribute spam or chain letters.
• Staff must not place information about the nursery online or make commitments on behalf of the nursery unless authorized.

Clear desk / clear screen policy

• Confidential or sensitive information must not be left on desks or screen when unattended.
• Computers must be locked or logged off when staff leave them.
• Printed documents must be securely stored or shredded when no longer needed.

Working off-site

• When staff take devices off-site (laptop, tablet, etc.), they must follow our remote-working policy: keep devices safe, encrypted where required, and never leave them unattended in public or a car.
• Mobile storage below (USB, DVD, memory stick) may only be used when there is no other secure transfer method, and only authorized encrypted devices may be used.
• Only authorized software may be installed on nursery equipment; personal files (music, video, games) are not permitted on nursery devices.

Virus protection

• We have centralized anti-virus protection on all nursery computers. Staff must not disable anti-virus software or attempt unauthorized removal of viruses — any infection must be handled via approved procedures.
• Your rights (and what you can do)

You have a number of rights regarding the personal information we hold about you and your child. These include:

• The right to be informed about how we use your data.
• The right to access personal data we hold about you or your child.
• The right to ask us to correct or update data that is inaccurate.
• The right to ask us to erase or restrict processing (in certain circumstances).
• The right to object to how your data is processed in certain cases.
• The right to data portability (in some cases) — to obtain and re-use your data for another service.
• The right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we are not handling your data properly.

If you’d like to make a request (for example a Subject Access Request), please contact the Nursery Administrator (in writing) by post, by phone on 01255 502063 or by email to [email protected]. We respond to requests within one month unless complexity requires an extension (see DUAA changes). GOV.UK+2GOV.UK+2

11. Cookies & our website

When you visit our website (www.thearkcentre.wordpress.com), we collect standard website usage data (for example number of visitors, pages viewed) in an anonymous, non-identifying way. We use a cookie from Google Analytics for this. We do not share this information with third parties. You may delete or block these cookies if you choose.

12. The Government’s use of data & data sharing

The DfE collects data about children and settings like ours. This is used for funding, monitoring education, research and policy-making. Some of our data is transferred securely when required. GOV.UK+1

13. Changes and reviews

We keep this policy under review. The current version was adopted on 23 January 2025 and will be reviewed on 23 January 2027 (unless changes in law or practice require an earlier update).
If we make significant changes, we will inform you directly (for example via email or in our entrance area).

14. Contact us

If you have any questions about this policy or about how your data is used, please contact:

01255 502063

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Environmental policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063

Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Policy Statement

The Ark Centre recognizes its responsibility to minimize negative environmental impact and promote sustainability for the benefit of current and future generations. We are committed to operating in an environmentally responsible manner and to embedding sustainable practices throughout our provision.

All staff, volunteers, and management share responsibility for protecting the environment and must follow the procedures set out in this policy.

2. Our Environmental Aims

We aim to:

• Reduce waste and consumption of natural resources
• Promote reuse and recycling wherever possible
• Use products that are environmentally friendly and ethically sourced
• Educate children about caring for the environment
• Review and improve our environmental impact on an ongoing basis

3. Sustainable Use of Resources

Where possible and practical, The Ark Centre is committed to:

3.1 Reducing Resource Use

• Minimizing paper consumption
• Using electricity and water efficiently
• Turning off lights, appliances, and equipment when not in use3.2 Using Recycled and Low-Impact Products

• Using recycled paper and materials
• Choosing environmentally friendly cleaning products and lightbulbs
• Sourcing items from sustainable or local suppliers3.3 Supporting Environmental Education

• Encouraging children to participate in recycling
• Discussing environmental issues as part of our curriculum
• Promoting an understanding of caring for the planet

4. Recycling and Waste Management

We work actively to reduce waste by:

• Recycling paper, cardboard, plastic, tins, aluminum, and glass
• Composting or appropriately disposing of food waste
• Recycling ink cartridges and electrical items
• Encouraging staff and children to reuse materials (e.g., junk modelling)
• Choosing eco-friendly products where possible

Recycling facilities are used throughout the setting, and staff are expected to follow our waste management guidelines.

5. Transport and Travel

To reduce environmental impact associated with travel, The Ark Centre encourages:

• Walking or cycling to the setting
• Car sharing between staff where appropriate
• Use of public transport

We also promote to families the benefits of sustainable travel.

6. Energy and Utilities

We actively minimize energy use by ensuring that:

• Heating is reduced or switched off when the setting is closed
• Low-energy lighting is used throughout
• Lights are turned off when rooms are not in use
• Equipment, appliances, and computers are switched off at the end of each day
• Recycled or repurposed equipment is used when practical

7. Environmental Considerations in Decision-Making

The Ark Centre considers environmental impact when:

• Planning new operational activities
• Purchasing new equipment
• Making changes to buildings or grounds
• Reviewing suppliers or resources

Environmental issues are included as a standing agenda item for staff meetings, ensuring continuous review.

8. Monitoring and Review

The management team is responsible for:

• Monitoring how effectively this policy is being implemented
• Identifying areas for improvement
• Keeping up to date with environmental initiatives and new technologies
• Reviewing the policy regularly to strengthen future practice

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Reserves Policy

The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Purpose of the Policy

The purpose of this policy is to ensure that The Ark Family Resource Centre maintains appropriate financial reserves to support the continued delivery of our charitable activities, protect against financial uncertainty, and ensure the organization’s long-term sustainability.

2. Definition of Reserves

Reserves are that part of the charity’s unrestricted funds which are freely available for use by the organization. They do not include:

• Restricted funds that must be used for specific projects or purposes;
• Funds that have been designated for a particular purpose by the Trustees;
• Fixed assets or other non-liquid funds that cannot readily be used for day-to-day expenditure.

3. Policy Statement

The Ark Family Resource Centre aims to maintain reserves equivalent to between three (3) and six (6) months of normal operating expenditure.
This level is considered sufficient to:

• Provide financial stability and ensure continuity of services in the event of unforeseen financial challenges;
• Allow time to adapt and respond to changes in income or funding arrangements;
• Support planned strategic development or restructuring if required.

4. Calculation of Target Reserves

The target level of reserves will be calculated annually, based on the average monthly unrestricted operating expenditure of the previous financial year, excluding non-cash items such as depreciation.

For example:
If annual unrestricted operating costs are £240,000, three to six months of expenditure would represent reserves target of £60,000 – £120,000.

5. Use of Reserves

Reserves may be used with the approval of the Board of Trustees in circumstances such as:

• Temporary shortfalls in income or delays in funding receipts;
• Unforeseen emergency expenditure essential to maintain operations;
• Strategic investment in organizational development or service improvement.

When reserves are used, a plan should be developed to restore them to the target level within a reasonable period.

6. Monitoring and Reporting

• The level of reserves will be monitored quarterly by the Treasurer and reported to the Board of Trustees.
• The adequacy of reserves will be reviewed annually during the budget-setting process and in preparation of the charity’s annual report and accounts.
• Where reserves fall outside the agreed range, the Board will determine and record the actions necessary to bring them back within the target range.7. Roles and Responsibilities
• The Board of Trustees holds overall responsibility for maintaining an appropriate reserves policy and ensuring compliance.
• The Treasurer and Charity Manager are responsible for implementing this policy and providing regular financial updates to the Board.8. Review

This policy will be reviewed every two years, or sooner if there are significant changes in the charity’s financial position, funding environment, or strategic direction.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Sleep and Rest Policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063

Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Policy Statement

At The Ark Centre, we recognize the importance of sleep and rest in supporting children’s health, wellbeing, growth, and development. We are committed to ensuring that all children have access to safe, comfortable, and appropriate sleep arrangements while in our care.

We follow guidance from The Lullaby Trust to minimize the risk of sudden infant death syndrome (SIDS) and promote safer sleeping practices. The safety and wellbeing of children during sleep and rest periods is paramount, and we work closely with parents and carers to ensure children’s individual needs and routines are met.

2. Aims

• Ensure all children are provided with safe and appropriate sleep and rest arrangements.
  • Promote safer sleep guidance in line with current best practice.
  • Support children’s individual sleep routines and emotional wellbeing.
  • Work in partnership with parents and carers regarding children’s sleep needs.
  • Ensure staff understand their responsibilities for monitoring sleeping children safely.

3. Safer Sleep Guidance for Babies

In line with safer sleep recommendations, babies sleeping in cots will:

• Be placed on their backs to sleep.
• Be positioned at the bottom of the cot.
• Sleep in a well-ventilated room.
• Sleep without duvets or cot bumpers.
• Use securely fitted sheets or blankets that cannot become tangled.
• Sleep without large soft toys that may present a suffocation risk.
• Have access to a comforter if they normally use one.
• Sleep without hanging mobiles or similar items above the cot.

When children start at the nursery, parents and key workers will discuss the child’s individual sleep routine to ensure continuity of care and to share safer sleep guidance.

If a child has a sleeping routine or preferred position that does not align with safer sleep guidance, staff will explain the nursery policy and place babies on their backs to sleep whilst in our care. If parents request an alternative sleeping position for medical reasons, written confirmation from a medical professional will be required.

4. Sleep Arrangements for Older Children

Older children sleeping on sleep mats or mattresses will:

• Be positioned top-to-tail where appropriate to minimize the spread of infection.
• Rest in a well-ventilated room.
• Use sheets or blankets that cannot become tangled.
• Sleep without large soft toys that may pose a suffocation risk.
• Have access to a comforter if they normally use one.

Children are supported according to their age, stage of development, and individual needs. We recognize that sleep requirements vary, and children may need opportunities to rest throughout the day.

5. Supporting Children to Sleep

Sleep routines are an important and sensitive part of a child’s care. Staff will ensure children are settled calmly and comfortably and will never leave children to cry themselves to sleep or unattended for extended periods.

Before sleep, staff will ensure children:

• Have a clean nappy where required.
• Have outer clothing, bibs, and shoes removed.
• Have been fed or offered a drink.
• Have access to their comforter if needed.
• Are not too warm.

If a baby falls asleep unexpectedly in a staff member’s arms, they will be transferred safely into a cot to continue sleeping. If it has not been possible to change the child’s nappy or remove outer clothing beforehand, staff will ensure clothing is loosened and the child’s needs attended to upon waking.

Clean sheets are used in all cots and bedding is washed at least daily.

6. Daytime Rest Procedures

Where possible, children will follow their established sleep routines within a calm and comfortable environment away from noise and drafts.

Staff will:

• Follow the child’s individual sleep routine and preferences.
• Support children sensitively to settle to sleep.
• Reassess if a child has not settled within approximately 20 minutes and consider trying again later.
• Discuss sleep patterns and routines regularly with parents and carers.

Some parents may request that their child sleeps in a pushchair or bouncer. Staff will explain the nursery’s safer sleep procedures and discuss any concerns or difficulties with parents. Where a child falls asleep in a bouncer, they will be moved to a flat sleeping surface or cot as soon as possible.

7. Sleep Monitoring

Sleeping children are checked at least every 10 minutes by staff members working within the room.

Checks include:

• Monitoring breathing by placing a hand on the child’s chest or checking for breath.
• Ensuring the child appears well.
• Checking that the child is not too hot or too cold.
• Ensuring bedding remains safe and is not wrapped around the child.

All checks are recorded on the nursery sleep monitoring chart and signed by the staff member completing the check. Senior staff, including the Manager or Deputy Manager, monitor records regularly to ensure procedures are followed correctly.

8. Partnership with Parents and Carers

We work closely with parents and carers to ensure children’s sleep routines and individual needs are consistently supported between home and nursery.

Parental wishes will always be considered; however:

• Staff will never force a child to sleep.
• Staff will not wake or keep a child awake against their needs unnecessarily.
• The nursery reserves the right to use professional judgement and act in the best interests of the child, taking into account their wellbeing and the time of day.

9. Hygiene and Safety

To maintain high standards of hygiene and safety:

• Sleep areas are cleaned regularly.
• Bedding is laundered frequently.
• Sleep equipment is checked routinely for safety and suitability.
• Rooms used for sleep are maintained at a comfortable temperature and ventilated appropriately.

10. Legal Framework and Guidance

• Statutory Framework for the Early Years Foundation Stage (EYFS) 2024
  • Safer Sleep Guidance – The Lullaby Trust
  • Health and Safety at Work Act 1974
  • Children Act 1989 & 2004
  • Data Protection Act 2018 & UK GDPR

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026

Weaning Policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063

Last Reviewed: May 2026
Next Review: May 2028 (or as required)

At The Ark Family Resource Centre Nursery, we recognize the importance of providing babies with a healthy and positive start to weaning and feeding. We support parents’ individual choices regarding breast milk, formula feeding, and the introduction of solid foods, whilst following current NHS and Department of Health guidance.

We aim to work in partnership with parents and carers to ensure all children’s dietary needs, routines, and preferences are met safely and appropriately.

1. Breast milk

We understand that continuing to feed your baby breast milk has many health benefits for both mother and baby. At The Ark Nursery, we support parents who wish to continue providing breast milk whilst their child attends the setting.

Staff will handle and store breast milk safely, following universal hygiene precautions and Breastfeeding Network guidelines.

Parents must:
• Inform staff if breast milk is being brought into the nursery.
• Clearly label all breast milk containers with the child’s name and date.
• Place breast milk in the designated storage area.

Breast milk will be stored separately and appropriately within the nursery refrigerator.

2. Formula Milk

The Ark Nursery follows Department of Health and Food Standards Agency guidance for the safe preparation of formula milk.

Parents are asked to provide:
• Sterilised empty bottles.
• Pre-measured formula powder in separate containers.

Parents must not bring formula milk already mixed in bottles.

Nursery staff will prepare bottles using freshly boiled water as and when required.

Any unused or leftover milk will be discarded one hour after preparation.

It is the responsibility of parents and carers to clearly label all bottles to prevent them from being mixed up.

3. Transition to cow’s milk

As babies begin to eat more solid foods, the amount of milk they require will naturally reduce.

In line with NHS guidance, we encourage children to transition from bottles to beakers by the age of one year.

Cow’s milk may be introduced from 12 months of age and can be offered during snack times in a lidded beaker.

4. Weaning

At The Ark Nursery, we follow NHS guidance when supporting babies through the weaning process.

Children will be encouraged to use a free-flow beaker during snack and mealtimes to help develop drinking skills and support healthy dental development.

During the early stages of weaning, babies may be offered:
• Puréed foods.
• Mashed fruit and vegetables.
• Soft foods appropriate to their stage of development.

As children progress, healthy finger foods will also be introduced.

The NHS recommends introducing finger foods from around six months of age. Parents are encouraged to include suitable finger foods within their child’s packed lunch where appropriate.

5. Meals and Food prep

Staff will heat babies’ lunches while they are in the 0–1-year-old room.

As children prepare to transition into the 1–2-year-old room, staff will discuss with parents the introduction of a packed finger-food lunch box where appropriate.

No new foods will be introduced to children during their time at nursery unless they have already been tried safely at home.

A food information list will be completed for each child upon joining the setting and reviewed regularly with the child’s key worker.

6. Partnership with parents

We believe that effective communication between nursery staff and parents is essential to support each child’s feeding and weaning journey.

Parents should inform staff of:
• Any allergies or intolerances.
• Foods already introduced at home.
• Cultural or dietary preferences.
• Changes to feeding routines.

Staff will work closely with families to ensure children’s individual needs are supported at all times.

7. Review

This policy will be reviewed regularly to ensure it remains in line with current legislation, NHS guidance, and best practice.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026

Disclosure and Barring Service (DBS) Policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063

Last Reviewed: May 2026
Next Review: May 2028 (or as required)

The Ark Centre is committed to safeguarding and promoting the welfare of all children in our care. We recognize our responsibility to ensure that all staff, volunteers, students, committee members, contractors, and any other adults working within the setting are suitable to work with children.

As part of our safer recruitment procedures, The Ark Centre follows the guidance set out by the Disclosure and Barring Service (DBS), the Early Years Foundation Stage (EYFS) statutory framework, and current safeguarding legislation.

All adults working within The Ark Centre who are eligible for a DBS check must hold an appropriate enhanced DBS certificate for the child workforce before undertaking unsupervised work with children.

Purpose

• Ensure all staff and volunteers are appropriately vetted.
  • Maintain the safety and welfare of children attending The Ark Centre.
  • Explain how DBS checks and the DBS Update Service are managed.
  • Ensure ongoing suitability checks are carried out in line with safeguarding requirements.
  • Provide clear information for staff, parents, carers, and visitors.

Legislative and Guidance Framework

• Safeguarding Vulnerable Groups Act 2006
  • Rehabilitation of Offenders Act 1974
  • Police Act 1997
  • Childcare Act 2006
  • Working Together to Safeguard Children
  • Statutory Framework for the Early Years Foundation Stage (EYFS)
  • Disclosure and Barring Service (DBS) guidance
  • Keeping Children Safe in Education (where applicable)

Recruitment and DBS Requirements

All new employees entering the childcare workforce are required to complete an enhanced DBS check for the child workforce, provide satisfactory references, complete identity verification checks, and register with the DBS Update Service.

The Ark Centre will cover the cost of the initial enhanced DBS check for contracted positions. Bank positions may incur this cost themselves.

Employees are responsible for maintaining their own DBS Update Service subscription.

Employees Joining from Another Childcare Setting

The Ark Centre may accept an existing enhanced DBS certificate where:
• The DBS check is for the child workforce.
• The level of check is appropriate for the role.
• The individual is registered with the DBS Update Service.
• A satisfactory online status check can be completed.
• Suitable references are obtained.
• There has been no change to the individual’s criminal record status.

The Ark Centre reserves the right to request a new DBS check where appropriate.

DBS Update Service

The DBS Update Service allows employers to carry out online status checks to confirm whether an existing DBS certificate remains current.

The Ark Centre will request permission from employees before carrying out status checks and complete a minimum of one annual status check for all eligible staff.

If an employee allows their DBS Update Service subscription to lapse, they may be required to obtain and pay for a new enhanced DBS check and may be subject to temporary restrictions or supervised duties until satisfactory clearance is received.

Ongoing Suitability

All staff are required to declare any changes that may affect their suitability to work with children immediately.

This includes arrests, cautions, convictions, barred list inclusion, child protection investigations, or changes to personal circumstances that may affect suitability.

Staff members must report concerns regarding suitability to Christie Smith or Claire Bridges before commencing work.

Failure to disclose relevant information may result in disciplinary action.

Volunteers, Students, and Agency Staff

Volunteers, students, contractors, and agency staff who may have contact with children will also be subject to appropriate safeguarding checks in line with their role and level of supervision.

Confidentiality and Data Protection

All DBS information will be handled confidentially and stored securely in line with UK GDPR, the Data Protection Act 2018, and the DBS Code of Practice.

Information for Parents and Carers

Parents and carers can be reassured that all staff working unsupervised with children hold appropriate safeguarding clearances and that safer recruitment procedures and ongoing suitability checks are followed at all times.

Policy Review

This policy will be reviewed every two years or sooner if legislation or guidance changes.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026 

Code of conduct policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

Introduction

This Code of Conduct applies to all employees, volunteers, students, agency staff, committee members and contractors working at The Ark Centre. All adults working within The Ark Centre are expected to maintain the highest standards of professional conduct, safeguarding practice, integrity and behavior.

Purpose

• Safeguard children and promote their welfare.
  • Establish clear professional expectations.
  • Protect staff from allegations or misunderstandings.
  • Promote respectful and safe behavior.
  • Maintain public confidence in The Ark Centre.

Relevant Legislation and Guidance

• Children Act 1989 and 2004
  • Childcare Act 2006
  • Working Together to Safeguard Children
  • EYFS 2024
  • Keeping Children Safe in Education 2025
  • Equality Act 2010
  • Online Safety Act 2023
  • Data Protection Act 2018
  • UK GDPR

Professional Behavior and Standards

Staff must act professionally, respectfully and maintain appropriate boundaries at all times. Discriminatory, abusive or intimidating behavior will not be tolerated.

Attendance and Timekeeping

Employees are expected to attend work punctually, follow absence reporting procedures and accurately complete signing in and out procedures.

Safeguarding Responsibilities

All staff must follow safeguarding procedures, report concerns immediately and complete mandatory safeguarding training.

Disclosure and Barring Service (DBS)

All staff working with children must hold an appropriate enhanced DBS check for the child workforce. Staff must disclose any changes that may affect their suitability to work with children.

Social Media and Online Safety

Staff must maintain professional boundaries online and must not share confidential information, photographs of children or comments that could damage the reputation of the nursery.

Personal devices must not be used to photograph children. Staff must not contact children or parents through personal social media accounts.

Any online conduct that breaches safeguarding expectations or damages the reputation of the nursery may be treated as gross misconduct.

Mobile Phones, Cameras and Smart Devices

Personal mobile phones must be securely stored and not used in childcare areas. Smart watches with recording or camera functions must not be used in rooms accessed by children.

ICT and Acceptable Use

Staff must use ICT systems responsibly and in accordance with safeguarding, GDPR and online safety legislation.

Confidentiality and Data Protection

All information relating to children, families and staff is confidential and must be handled securely and lawfully.

Dress Code and Appearance

Staff must present themselves professionally in clothing that is safe, practical and suitable for working with children.

Alcohol, Drugs, Smoking and Vaping

Staff must not attend work under the influence of alcohol or drugs. Smoking and vaping are prohibited on nursery premises.

Health, Safety and Hygiene

Employees must follow health and safety procedures, maintain hygiene standards and report hazards or accidents promptly.

Relationships with Parents and Families

Staff must maintain professional relationships with parents and carers and avoid conflicts of interest or favoritism.

Parent and Carer Code of Conduct

The Ark Centre values positive relationships with parents and carers and expects all visitors to behave respectfully.

The following behavior will not be tolerated:
• Verbal abuse, intimidation or threatening behavior.
• Physical aggression or violence.
• Discriminatory, offensive or abusive language.
• Harassment towards staff, children or families.
• Aggressive behavior online, by telephone or email.
• Malicious or defamatory comments on social media.
• Recording staff or children without permission.

The Ark Centre reserves the right to refuse entry to the premises, involve external agencies where necessary, and terminate a child’s nursery placement at the discretion of management where behaviour breaches this code of conduct or places others at risk.

Whistleblowing

Staff have a duty to report concerns regarding unsafe practice, safeguarding concerns, discrimination or illegal activity.

Equality, Diversity and Inclusion

The Ark Centre is committed to equality, inclusion and respect for all individuals.

Outside Employment and Conduct Outside Work

Outside activities must not conflict with the nursery’s interests or affect an employee’s suitability to work with children.

Vulnerable Situations and Professional Boundaries

Staff should avoid situations where they may be vulnerable to allegations and must maintain professional boundaries at all times.

Menopause Support

The Ark Centre is committed to supporting employees experiencing menopause symptoms and will consider reasonable workplace adjustments.

Breaches of the Code of Conduct

Failure to comply with this policy may result in disciplinary action, suspension or dismissal. Serious breaches may constitute gross misconduct.

Monitoring and Review

This policy will be reviewed every two years or sooner if legislation changes.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026

Complaints and compliments
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Policy Statement

The Ark Centre is committed to providing high-quality care, education and safeguarding for all children and families attending the setting.

2. Purpose

• Provide a clear complaints procedure.
  • Ensure concerns are managed fairly.
  • Support partnership working.
  • Ensure compliance with safeguarding and EYFS requirements.

3. Relevant Legislation and Guidance

• Childcare Act 2006
  • Children Act 1989 and 2004
  • EYFS 2024
  • Working Together to Safeguard Children
  • Keeping Children Safe in Education 2025
  • Equality Act 2010
  • Data Protection Act 2018
  • UK GDPR
  • Online Safety Act 2023

4. Compliments and Feedback

The Ark Centre values positive feedback and encourages parents and carers to share compliments and suggestions.

5. Raising Concerns

Concerns should initially be discussed with the child’s key person, room leader or management team so that matters can be resolved promptly.

6. Formal Complaints Procedure

Stage 1 – Informal discussion.
Stage 2 – Written complaint to management.
Stage 3 – Formal review meeting.
Stage 4 – Referral to Ofsted where appropriate.

7. Safeguarding Complaints

Any complaints involving safeguarding concerns or allegations against staff will be managed in line with the Safeguarding and Child Protection Policy.

8. Confidentiality and Data Protection

All complaints will be managed confidentially and in accordance with UK GDPR and Data Protection legislation.

9. Social media and Online Conduct

Abusive, threatening or defamatory comments online will not be tolerated. Complaints should be raised directly with management rather than on social media.

10. Parent and Visitor Conduct

The Ark Centre expects respectful behavior from all parents and visitors.

The following will not be tolerated:
• Verbal abuse
• Aggressive or threatening behavior
• Harassment or intimidation
• Recording staff or children without consent

The nursery reserves the right to refuse entry, involve external agencies, and terminate nursery placements at management discretion where behavior places others at risk.

11. Record Keeping

The nursery will securely maintain records of complaints, investigations, actions and outcomes.

12. Accessibility and Inclusion

The Ark Centre aims to ensure this policy is accessible to all families and will provide support where possible.

13. Monitoring and Review

This policy will be reviewed every two years or sooner if legislation changes.

Ofsted Contact Details

Telephone: 0300 123 1231
Website: https://www.gov.uk/government/organisations/ofsted

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026

Fees, Payments, Non-Payments and Termination of nursery places policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Policy Statement

The Ark Centre aims to provide high-quality childcare and early education in a fair, transparent and sustainable manner.

This policy outlines nursery fees, payment procedures, notice periods and the termination process for nursery places.

2. Relevant Legislation and Guidance

• Childcare Act 2006
  • EYFS 2024
  • Consumer Rights Act 2015
  • Equality Act 2010
  • Data Protection Act 2018
  • UK GDPR
  • Local Authority Funding Agreements

3. Fees and Invoicing

Invoices are issued monthly in advance and detail sessions booked, funding applied and balances due.

Parents and carers are responsible for ensuring invoices are received and reviewed.

4. Payment Terms

All nursery fees must be paid in full by the due date stated on the invoice.

Payment must be received by 12pm on the final Monday of the invoicing month unless otherwise agreed in writing.

5. Late Payments and Non-Payment Procedure

Stage 1 – Reminder issued and £10 late payment fee may apply.

Stage 2 – Formal overdue account notice issued and additional sessions may be suspended.

Stage 3 – Final demand issued with final payment deadline.

Stage 4 – Nursery place may be terminated and debt recovery procedures commenced.

6. Charges

• Late payment administration fee: £10
  • Invoice reissue fee: £5

7. Funded Childcare Places

Funded childcare places are offered in accordance with Local Authority and government funding guidance.

Following the funding headcount submission, funded hours cannot usually be transferred to another provider during that funding period.

8. Absence, Illness and Holidays

Fees remain payable for all booked sessions including absences due to illness, holidays or other non-attendance.

No refunds or credits will normally be provided.

9. Nursery Closures

Fees will not be charged where the nursery is closed due to bank holidays, planned closures or staff training days.

10. Notice Periods

Paid sessions require a minimum of four weeks written notice.

Funded places require one full half-term written notice.

All notice must be submitted in writing via email.

11. Termination of Nursery Places

The Ark Centre reserves the right to terminate nursery places where:
• Fees remain unpaid.
• Parents breach nursery policies.
• Behavior places children, staff or families at risk.
• Aggressive, abusive or threatening behavior occurs.
• Safeguarding procedures are breached.

Termination may be immediate in serious cases.

12. Parent Responsibilities

Parents and carers are responsible for paying fees on time, maintaining accurate contact details, reading nursery policies and communicating respectfully with staff.

13. Confidentiality and Data Protection

All financial information and records will be handled confidentially and securely in accordance with UK GDPR and the Data Protection Act 2018.

14. Equality and Inclusion

The Ark Centre is committed to treating all families fairly and without discrimination and may discuss payment arrangements in cases of genuine financial hardship.

15. Monitoring and Review

This policy will be reviewed every two years or sooner if legislation or nursery procedures change.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026

Sun safety policy
The Ark Centre
36 Main Road, Harwich, Essex, CO12 3LU
Tel: 01255 502063
Last Reviewed: May 2026
Next Review: May 2028 (or as required)

1. Policy Statement

The Ark Centre is committed to safeguarding and promoting the health, wellbeing and safety of all children in our care.

We recognize that while sunlight has health benefits, overexposure to ultraviolet radiation (UVR) can cause serious skin damage and increase the risk of skin cancer later in life.

2. Relevant Legislation and Guidance

• EYFS 2024
  • Health and Safety at Work Act 1974
  • Children Act 1989 and 2004
  • Working Together to Safeguard Children
  • NHS Sun Safety Guidance
  • UK Health Security Agency guidance

3. Our Commitment to Sun Safety

The Ark Centre is committed to protecting children and staff from harmful UV exposure, promoting safe outdoor play and encouraging good sun safety habits.

4. Monitoring UV Levels

The nursery will monitor UV levels and weather conditions during warmer months and implement sun safety measures whenever UV levels reach 3 or above.

5. Clothing and Sun Hats

Parents and carers are asked to provide lightweight clothing and suitable sun hats.

Suitable hats include:
• Broad-brimmed hats
• Legionnaire hats
• Bucket hats

Baseball caps are not recommended as they do not provide adequate protection.

6. Sunscreen Procedures

Parents and carers are responsible for applying sunscreen before nursery.

Sunscreen should:
• Be SPF 30 or above
• Provide UVA and UVB protection
• Be clearly labelled with the child’s name

The nursery will reapply sunscreen where parental permission has been given.

7. Shade and Outdoor Play

The Ark Centre will provide shaded outdoor areas where possible and encourage children to play in the shade during hot weather and peak UV periods.

8. Hydration

Children will have regular access to drinking water throughout the day and staff will encourage hydration during warm weather.

9. Staff Responsibilities and Role Modelling

Staff are expected to model good sun safety behavior, monitor children for signs of overheating and support children in following sun safety routines.

10. Sun Safety Education

Children will be encouraged to learn simple sun safety messages through stories, discussions and activities.

11. Partnership with Parents and Carers

The Ark Centre will work in partnership with parents and carers to support children’s health and wellbeing during warmer weather.

12. Illness and Heat-Related Concerns

Staff will monitor children for signs of dehydration, heat exhaustion or overheating and respond appropriately where concerns arise.

13. Equality and Inclusion

The Ark Centre recognizes that some children may have additional medical or sensory needs relating to sun exposure or sunscreen use and reasonable adjustments will be considered where needed.

14. Monitoring and Review

This policy will be reviewed annually or sooner if legislation or guidance changes.

J.Cornell
Signed on behalf of The Ark Family Resource Centre- 07/05/2026