LBA Policies and Procedures

Little Big Adventure Coventry Ltd

ROBUST CLEANING AND INFECTION CONTROL POLICY

Effective from: September 2026 Review date: September 2028

1. Purpose

LBA Nursery is committed to maintaining the highest standards of cleanliness and hygiene to protect the health and wellbeing of all children, staff, and visitors. This policy sets out our approach to cleaning, infection control, and illness prevention in line with the EYFS Statutory Framework, Public Health England guidance, and Health and Safety legislation.

2. Responsibilities

The nursery owner and manager are responsible for ensuring this policy is implemented and reviewed. All staff are responsible for following the procedures set out below as part of their daily practice. New staff receive infection control training as part of their induction.

3. Handwashing

Handwashing is the single most effective way to prevent the spread of infection. The following handwashing protocols apply at all times:

All children and staff wash hands on arrival, before and after meals, after toileting or nappy changing, after outdoor play, after contact with animals, and after handling waste or bodily fluids.

Staff wash hands before and after administering medication, first aid, or intimate care.

Soap and warm running water must be used. Hand sanitiser may be used in addition but does not replace handwashing.

Staff model and support correct handwashing technique with children as part of daily routine.

4. Daily Cleaning Standards

4.1 General environment

The nursery is cleaned daily to a high standard. The following are cleaned and disinfected every day:

All surfaces that children and adults touch regularly — tables, chairs, door handles, light switches, handrails, taps, and window ledges

Bathroom and toilet facilities — including sinks, toilet seats, toilet flush handles, and changing areas

Kitchen surfaces, equipment, and food preparation areas

Sleep mats, cots, and bedding (each child has their own, laundered regularly)

Outdoor play equipment and garden furniture

4.2 Toys and equipment

Toys and play equipment are cleaned regularly and any time they become soiled:

Hard toys are wiped with appropriate disinfectant spray and left to air dry.

Soft toys are machine washed at a minimum of 60°C regularly, or more frequently if soiled.

Sand and water trays are changed and cleaned regularly.

Any damaged equipment that cannot be properly cleaned is removed from use immediately.

4.3 Cleaning products

All cleaning products used at LBA are appropriate for use in settings with young children. Products are stored securely and out of reach of children at all times. Staff are trained in the safe and correct use of all cleaning products.

5. Personal Protective Equipment (PPE)

Disposable aprons and gloves are available throughout the nursery and must be worn when:

Changing nappies or assisting with toileting

Cleaning up bodily fluid spillages (vomit, blood, urine, faeces)

Administering first aid involving bodily fluids

Preparing or handling food (food-grade gloves)

PPE is single-use and disposed of immediately after use. Hands are washed after removing PPE.

6. Bodily Fluid Spillages

All spillages of blood, vomit, urine, or faeces are treated as a potential infection risk and cleaned immediately using the following procedure:

Put on disposable apron and gloves before approaching the spillage.

Remove any solid matter using disposable paper towels and place in a tied plastic bag.

Clean the area with an appropriate disinfectant solution or disposable wipes, working from the outside of the spillage inward.

Dispose of all materials in a sealed bag in the appropriate waste bin.

Remove PPE and wash hands thoroughly.

Clean and disinfect any equipment or surfaces that may have been contaminated.

Staff with any open wounds or skin lesions must cover them with a waterproof dressing before working with children or handling food.

7. Illness and Exclusion

7.1 When children must not attend

Children must not attend LBA Nursery if they are suffering from a contagious illness. The following minimum exclusion periods apply:

Sickness and/or diarrhoea: 48 hours from the last episode

Chicken pox: Until all spots have crusted over (usually 5 days from onset of rash)

Impetigo: Until lesions are crusted and healed, or 48 hours after starting antibiotic treatment

Conjunctivitis: Until discharge has stopped or 24 hours after starting treatment

Hand, foot and mouth disease: Until all blisters have dried

High temperature: Until the child has been fever-free for 24 hours without medication

Antibiotics: 48 hours after starting a course before returning

Following anaesthesia or medical procedure: 48 hours before returning

LBA follows current UK Health Security Agency (UKHSA) guidance on exclusion periods. If in doubt, parents should contact the nursery before bringing their child in.

7.2 If a child becomes unwell at nursery

If a child becomes unwell during the nursery day:

The child will be made comfortable and supervised by a member of staff away from the main group where appropriate.

Parents will be contacted and asked to collect their child as soon as possible.

In the event of a medical emergency, staff will administer first aid and call emergency services. Parents will be contacted immediately.

A child will not be sent home in the care of anyone not on the authorised collection list.

7.3 Notifiable illness and outbreaks

LBA will notify Ofsted, Public Health England (via UKHSA), and Coventry City Council as required in the event of a notifiable illness or suspected outbreak affecting children or staff at the nursery. Parents will be informed promptly and advised on any action required.

8. Nappy Changing and Intimate Care

All nappy changes and intimate care procedures are carried out in the designated changing area. The changing mat is cleaned and disinfected after every use. Disposable paper roll is used on the changing mat and replaced after each child. All waste is disposed of in a sealed nappy sack in the designated nappy waste bin. Staff wash hands before and after every nappy change.

9. Food Hygiene

LBA follows Food Standards Agency guidance on food safety. All staff involved in food preparation hold a Food Hygiene Certificate. Food is stored, prepared, and served at correct temperatures. Surfaces, utensils, and equipment used for food preparation are cleaned before and after use. Children with known allergies or dietary requirements are catered for separately, with allergen information recorded and accessible to all staff.

10. Visitors to the Setting

All visitors to LBA Nursery are asked to follow the nursery’s hygiene standards, including handwashing on arrival. Any visitor who appears to be unwell may be asked to reschedule their visit. Parent tours and meetings may be rescheduled if an infectious illness is circulating within the nursery.

11. Staff Illness

Staff who are unwell with a contagious illness must not attend work and must follow the same exclusion guidance that applies to children. Staff are encouraged to inform the manager as early as possible so that appropriate cover arrangements can be made. Any staff member with a skin condition, open wound, or gastrointestinal illness must inform the manager before handling food or providing intimate care.

12. Policy Review

This policy is reviewed annually and updated in line with current UKHSA guidance, EYFS requirements, and any changes to best practice. The most recent version is always available on the LBA website and in the nursery office.

Safeguarding children is our top priority and everyone’s business. That is why our culture is a safeguarding culture where children can grow happily, be treated with respect and be safe from any abuse in whatever form and our staff promote. At LBA, we will always work with children, parents, external agencies, and the community to ensure children’s welfare and safety and give them the very best start in life. In our setting, we strive to protect children from maltreatment, abuse, preventing harm to children’s health or development and the risk of radicalisation. We promote acceptance and tolerance of other beliefs and cultures to encourage children to develop a positive self-image and develop a sense of independence and autonomy in a way appropriate to their age and stage of development.

Our prime responsibility is the welfare and well-being of all children in our care. As such, we believe we have a duty to the children, parents, and staff to act quickly and responsibly in any instance that may come to our attention. All staff will work as part of a multi-agency team where needed in the child’s best interests.

Our Safeguarding Policy, in line with the Local Children Safeguarding Board, outlines our duties to ensure staff are trained right from induction to understand the child protection and safeguarding policy and procedures, are alert to identify possible signs of abuse (including the symptoms known as softer signs of abuse), understand what is meant by child protection and are aware of the different ways in which children can be harmed, including by other children through bullying or discriminatory behaviour.

To this extend, we will:

• Ensure staff understand how to recognise early indicators of potential radicalisation and terrorism threats and act on them appropriately in line with national and local procedures
• Follow safer recruitment procedure and check staff suitability prior to their work with children
• Ensure that all staff feel confident and supported to work in the best interest of the child, share information and seek the help that the child may need
• Make any child protection referrals in a timely way, sharing relevant information as necessary in line with procedures set out by the Coventry Local Safeguarding Children Board
• Make any referrals relating to extremism to the police (or the Government helpline) in a timely way, sharing relevant information as appropriate
• Ensure that information is shared only with those people who need to know to protect the child and act in their best interest
  Ensure that children are never placed at risk while in charge of nursery staff
• Identify changes in staff behaviour and act on these as per the Staff Behaviour Policy
• Take any appropriate action relating to allegations of serious harm or abuse against any person working with children or living or working on the nursery premises

Full Policy can be found in the parents’ pack and available at parents’ breakfast bad and the office.

 Little Big Adventure Coventry Ltd

Special Educational Needs and
Disabilities (SEND) Policy

Supporting every child to thrive

Little Big Adventure Coventry Ltd is committed to providing an inclusive, supportive environment where every child — including those with special educational needs and disabilities (SEND) — can learn, grow, and reach their full potential.

Our Approach

This policy has regard to the SEND Code of Practice 2015 (updated April 2020), which remains the current statutory framework, and the Early Years Foundation Stage (EYFS) statutory framework. We use a graduated approach — Assess, Plan, Do, Review — to identify and support children’s needs as early as possible.

SENCO

Our designated Special Educational Needs Co-ordinator (SENCO) is Miss Ani. The SENCO is responsible for overseeing the identification and support of children with SEND, liaising with parents and external agencies, and ensuring staff are appropriately trained.

Identification and Assessment

All children’s development is regularly observed and assessed. If a concern is identified:

We will discuss our observations with parents at the earliest opportunity

We will gather information from parents about the child’s needs and home environment

We will make referrals to relevant professionals (e.g. speech and language therapist, portage worker) with parental consent

We will complete an Individual Support Plan (IEP) or equivalent where appropriate

Provision and Support

Support may include:

Additional adult support during sessions

Adapted resources, activities, and the physical environment

Individualised targets and strategies

Working closely with external agencies and professionals

Applying for SEND inclusion funding through Coventry City Council where eligible

Partnership with Parents

We believe parents are essential partners in supporting their child’s development. We will always seek parental consent before making referrals and will keep families fully informed and involved at every stage.

Confidentiality

All information relating to a child’s SEND is treated with the utmost sensitivity and shared only with those who need to know in order to support the child effectively.

Transitions

We work closely with receiving schools and other settings to ensure smooth transitions for children with SEND. We share relevant information (with parental consent) to ensure continuity of support.

Contact

If you have any concerns about your child’s development or would like to discuss SEND provision, please speak to your child’s key person or contact our SENCO: enquiries@lbacoventry.co.uk

⚠ Policy update note: The government is currently consulting on a revised SEND Code of Practice (expected 2026/27), including new requirements for staff training and layered support. This policy will be updated accordingly when the revised Code comes into force.

Little Big Adventure Coventry Ltd

ADMISSIONS POLICY

Effective from: June 2026 Review date: September 2027

Wakefield Crossing, Yarmouth Green, Coventry CV4 8BN

1. Purpose and Scope

This policy sets out how Little Big Adventure Coventry Ltd (LBA Nursery) manages the admission of children to the nursery. It applies to all prospective and current families and covers applications for privately paid places, government-funded places, and mixed arrangements.

LBA Nursery is committed to a fair, transparent and inclusive admissions process. Places are offered in accordance with this policy, our Terms and Conditions, and our Equal Opportunities Policy.

2. About LBA Nursery

LBA offers both government-funded and privately paid childcare. The nursery stretches funded hours across 51 weeks to provide maximum flexibility for working families.

3. Eligibility

LBA welcomes applications for children aged 9 months to 5 years. Children of all backgrounds, abilities, and needs are welcome, subject to our capacity to meet individual care requirements safely.

LBA is an inclusive setting. Applications from children with Special Educational Needs and Disabilities (SEND) are considered on the same basis as all other applications. Where a child requires specialist support, LBA will discuss what reasonable adjustments can be made prior to confirming a place. See Section 10 for further detail.

4. How to Apply

4.1 Enquiry and nursery visit

Prospective parents are encouraged to contact LBA Nursery to arrange a show-round before applying. This gives families the opportunity to see the setting, meet the team, and ask questions. Show-rounds can be booked by:

Email: anna@lbacoventry.co.uk

Website: lbacoventry.co.uk

4.2 Application form

To apply for a place, parents must complete LBA’s Registration Form in full. The form must be accompanied by the required documents listed in Section 5. A place cannot be guaranteed or held until the registration form, all required documents, and the registration fee have been received.

LBA will acknowledge receipt of the application and confirm in writing whether a place has been offered. Written confirmation constitutes the formal offer of a place.

4.3 Minimum booking requirement

A minimum of two sessions per week must be booked. LBA is unable to accept applications for fewer than two sessions per week. Applications for funded-only places (with no private sessions) are subject to availability — please confirm with the nursery manager before applying.

4.4 Cancellation of extra sessions

Where additional sessions are booked outside of the regular contracted pattern, 48 hours written notice is required to cancel. Cancellations received with less than 48 hours notice will be charged in full. Written notice must be sent to anna@lbacoventry.co.uk or via the nursery manager in writing.

4.5 Start date

Parents should indicate their preferred start date on the registration form. The estimated start date may be changed once with at least one calendar month’s prior written notice. Where further changes are made, one month’s fees may be charged to hold the place.

5. Required Documents

The following documents must be provided before or on the child’s start date:

Child’s birth certificate (copy)

Immunisation record (Red Book or NHS app screenshot)

Emergency contact details (minimum two contacts with phone numbers)

Authorised collection list (names and relationship of all adults permitted to collect)

Any court orders, consent orders or custodial arrangements affecting the child

Medical information including allergies, intolerances, diagnosed conditions, and any medication requirements

Government funding code (if applicable — TYF code for 2-year funding; 30-hour code for extended entitlement)

Completed Parent Funding Agreement (if accessing funded hours)

Failure to provide required documents may result in the start date being deferred or the place being withdrawn.

6. Registration Fee

A non-refundable registration fee of £70 is required to secure a place. This fee covers the administration of the application, regardless of the number of children registered at that time.

Funded Hours Deposit

All parents accessing government-funded hours are required to pay a funded hours deposit before their child commences funded sessions. Details will be confirmed at the time of sign-up.

The deposit is fully refunded at the end of the placement where the terms of the funding agreement have been met in full and the required two calendar months written notice of termination has been given. The deposit will be retained where proper notice has not been given or the funding terms have been materially breached.

7. Waiting List and Priority Criteria

7.1 When places are available

Places are offered on a first-come, first-served basis when availability exists, subject to the minimum booking requirement and the nursery’s ability to meet the child’s individual needs.

7.1 When places are available

Places are offered on a first-come, first-served basis when availability exists, subject to the minimum booking requirement and the nursery’s ability to meet the child’s individual needs.

7.2 Waiting list

When no places are available, applicants may be added to the waiting list. Position on the waiting list is based on the date of application. LBA will contact families on the waiting list as places become available.

7.3 Allocations — first come, first served

LBA allocates places on a first-come, first-served basis according to the date of application. All children are treated equally regardless of background, ability, or need.

The only exception is looked-after children (LAC) and children subject to a child protection plan, who will be given priority consideration in line with Ofsted expectations for early years providers. All other applicants are considered equally by date of application.

8. Settling In (Gradual Admission)

LBA operates a gradual admission process to support children in transitioning to nursery life. All new children are offered three settling-in sessions before their official start date. These sessions are:

Tailored to the individual needs of the child and family

Conducted in the child’s key room with their assigned key person

Free of charge

Where possible, settling-in sessions are spread across two weeks. Parents and carers are welcome to accompany their child during settling-in sessions.

Happiness Guarantee: If a parent gives written notice to terminate the contract within the first four weeks of their child’s start date, the four-week notice period will be waived. The registration fee rand the funding deposit remain non-refundable.

9. Government Funded Places

LBA offers government Early Education Funding (EEF) for eligible children:

15-hour Universal Entitlement — all eligible 3 and 4-year-olds, and eligible 2-year-olds

30-hour Extended Entitlement — eligible 3 and 4-year-olds whose parents meet HMRC working criteria

Funded places are subject to the following conditions:

The Parent Funding Agreement must be fully completed before funded hours commence. Funding cannot be claimed without a completed agreement.

Parents accessing 30-hour funding must provide a valid eligibility code and re-confirm every three months via HMRC. A lapsed code reverts to privately paid hours.

Parents accessing 2-year funding must provide their TYF code before the funded place can begin.

Funded hours are delivered on a 51-week stretched basis. The weekly average is approximately 11.2 hours (15-hour) or 22.4 hours (30-hour).

The EYPP section of the Parent Funding Agreement must be completed. Incomplete EYPP sections result in lost funding that cannot be recovered retrospectively.

Full details of how funded hours are calculated and delivered are set out in the LBA Funding Guide (Part A of the combined Funding Guide and Terms and Conditions document).

10. SEND and Inclusive Admissions

LBA Nursery is committed to inclusive admissions. Applications from children with SEND are welcomed and considered on the same basis as all other applications.

Where a child has additional needs, LBA will:

Arrange a pre-admission meeting with parents and/or other professionals to discuss the child’s needs

Consider what reasonable adjustments can be made to accommodate the child

Involve the nursery’s SENCO in the admissions process where relevant

Liaise with Coventry City Council’s SEND support team where specialist input is needed

A place will only be declined on SEND grounds where LBA is genuinely unable to provide the required level of care safely, even with reasonable adjustments. This decision will always be made in writing with a clear explanation.

11. Conditions for Refusal or Withdrawal of a Place

LBA reserves the right to refuse an application or withdraw a confirmed place in the following circumstances:

Unpaid fees: Where an existing fee balance is outstanding. If payment is not received within five working days of written notification, the place may be withdrawn and offered to the next family on the waiting list.

Unable to meet care needs: Where LBA is genuinely unable to provide the specialist or specific care required by the child, and reasonable adjustments cannot accommodate the need.

Behaviour: Where the behaviour of a parent, carer, or authorised collector is detrimental or potentially detrimental to the health, safety, or wellbeing of children or staff.

Breach of policies: Where a parent is in serious or repeated breach of LBA’s policies, including the Health and Safety Policy or the Nut-Free Setting Policy.

Unexplained absence: Where a child has been absent for three or more consecutive weeks without explanation or communication from the parent.

Provision of false information: Where an application contains materially false or misleading information.

Where a place is refused or withdrawn, LBA will communicate this decision in writing, with reasons, as soon as reasonably practicable. Where the withdrawal constitutes termination of contract, the Terms and Conditions (Clause 4.3) will apply.

12. Equal Opportunities

LBA Nursery operates a non-discriminatory admissions process. We do not discriminate on the grounds of age (within the eligible range), sex, race, religion or belief, disability, pregnancy or maternity, marriage or civil partnership, gender reassignment, or sexual orientation.

All children are entitled to the same quality of care and education regardless of background. Where English is not the family’s first language, LBA will make reasonable efforts to communicate clearly and, where possible, provide translated information.

13. Complaints

If a family believes their application has been handled unfairly or in breach of this policy, they may raise a formal complaint in accordance with LBA’s Complaints Procedure, available on request. Formal complaints should be submitted in writing to anna@lbacoventry.co.uk.

14. Policy Review

This policy is reviewed annually by the nursery owner or more frequently if required by changes in legislation, Ofsted guidance, or Coventry City Council requirements. The current version is always available on the LBA website and in the nursery office.

Little Big Adventure Coventry Ltd

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Little Big Adventure Coventry Ltd

Illness and Infection Control Procedure

Keeping our nursery community safe and healthy

The health and wellbeing of every child and member of staff is a priority at Little Big Adventure Coventry Ltd. This procedure sets out how we prevent and manage illness and infection within the nursery.

Preventing the Spread of Illness

We promote good hygiene practices throughout the day, including:

Regular and thorough handwashing — on arrival, before meals, after toileting, and after outdoor play

Age-appropriate teaching of good hygiene habits

Regular cleaning and disinfecting of surfaces, toys, and equipment

Correct disposal of soiled items and waste

Adequate ventilation in all rooms

When Your Child is Unwell

We ask that you do not bring your child to nursery if they are unwell. Please notify us by 10am on any day your child will be absent.

Children must be kept away from the nursery for the following minimum exclusion periods:

These periods are in line with UK Health Security Agency (UKHSA) guidance.

If Your Child Becomes Unwell at Nursery

If a child becomes unwell during the session:

The child will be made comfortable and supervised in a calm, quiet area

Parents will be contacted immediately and asked to collect their child

First aid will be administered if appropriate

We will call 999 if we believe a child requires emergency medical attention

Infectious Disease Outbreaks

In the event of a significant outbreak, we will notify Ofsted and seek guidance from the UK Health Security Agency (UKHSA). We will commnicate with all families promptly.

Notifying Us of Absence

Please contact us as early as possible on the first day of absence: enquiries@lbacoventry.co.uk

Last reviewed: June 2027 | Next review: June 2027 | Little Big Adventure Coventry Ltd | enquiries@lbacoventry.co.uk

Little Big Adventure Coventry Ltd

Medication Policy

Keeping children safe when medication is needed

Little Big Adventure Coventry Ltd follows strict procedures to ensure that medication is administered safely, appropriately, and only with full written parental consent.

Prescription Medication

We will administer prescribed medication provided that:

Written consent has been obtained using our Medication Administration Form

The medication is in its original packaging with the original pharmacy label

The label shows the child’s name, dosage, and prescribing instructions

The medication is in date

We will not administer the first dose of any new medication. Please ensure your child has received at least one dose at home before bringing the medication to nursery.

Non-Prescription Medication

We will only administer non-prescription medication (e.g. Calpol) in exceptional circumstances and with:

Written parental consent specifying the medication, dose, and reason

Confirmation that the child has received the medication before at home without adverse reaction

Clear instructions from the parent on when to administer

Long-Term Medical Conditions

Where a child has a long-term medical condition requiring regular medication (e.g. asthma, epilepsy, severe allergy), we will:

Develop an Individual Health Care Plan in partnership with parents and, where appropriate, healthcare professionals

Ensure all relevant staff are trained in the specific care required

Review the plan at least annually or when the child’s needs change

Store medication safely in accordance with manufacturer guidance

Epi-Pen / Emergency Medication

Children with prescribed emergency medication (e.g. adrenaline auto-injectors) must have two in-date devices at the nursery at all times. Staff responsible for the child will be trained in their use.

Record Keeping

Every administration of medication is recorded in our Medication Administration Record, which includes the date, time, dose, and name of the staff member who administered it. Parents are asked to sign to confirm at the end of each day.

Storage

All medication is stored safely and securely, out of reach of children. Medication requiring refrigeration is stored in a dedicated section of the fridge. Medication is returned to parents when no longer needed.

Refusal

We reserve the right to refuse to administer medication if we are not satisfied that it is safe to do so. We will contact parents immediately in this situation.

Contact

To discuss your child’s medical needs, please speak to the Nursery Manager or contact us at enquiries@lbacoventry.co.uk

Last reviewed: June 2026 | Next review: June 2027 | Little Big Adventure Coventry Ltd | enquiries@lbacoventry.co.uk

Little Big Adventure Coventry Ltd

Allergy and Dietary Requirements Policy

A nut-free setting — keeping every child safe

Little Big Adventure Coventry Ltd is a NUT-FREE setting. We take food allergies and dietary requirements extremely seriously and have robust systems in place to keep every child safe.

Nut-Free Environment

We operate a strict nut-free policy. This means:

No nuts or nut-containing products are permitted on the premises — including in packed lunches, snacks, or food brought in for celebrations

All food provided by the nursery is nut-free

All staff are trained to recognise the signs of allergic reaction

We ask all parents and visitors to check food labels before bringing anything into the nursery

Allergy Information at Registration

At registration, parents are asked to declare all known allergies and dietary requirements. This information is:

Recorded on the child’s registration form and individual care plan

Shared with all staff who work with the child

Displayed in the kitchen and food preparation areas

Reviewed at least annually and whenever a change occurs

The 14 Major Allergens

We are aware of and accommodate allergies to the 14 major allergens required to be declared under UK food law:

Cereals containing gluten (wheat, rye, barley, oats)

Crustaceans

Eggs

Fish

Peanuts

Soybeans

Milk

Nuts (tree nuts)

Celery

Mustard

Sesame seeds

Sulphur dioxide / sulphites

Lupin

Molluscs

Food Provided by the Nursery

We provide meals and snacks at an additional charge. All meals are nutritionally balanced and prepared in our kitchen. Where a child has a dietary requirement or allergy, we will provide a suitable alternative and clearly label it.

Packed Lunches

If your child brings a packed lunch, please ensure it:

Contains NO nuts or nut-based products

Is clearly labelled with your child’s name

Is stored in a cool bag or lunch box (we do not have facilities to heat food)

Is consistent with any dietary restrictions declared on the registration form

Emergency Procedures

If a child has a severe allergy with risk of anaphylaxis:

An Individual Health Care Plan is completed with the parent

Two in-date adrenaline auto-injectors are kept on the premises at all times

All staff are trained to recognise and respond to anaphylaxis

999 will be called immediately in the event of a suspected anaphylactic reaction

Contact

Please inform us of any new allergy diagnosis as soon as possible: enquiries@lbacoventry.co.uk

Last reviewed: June 2026 | Next review: June 2027 | Little Big Adventure Coventry Ltd | enquiries@lbacoventry.co.uk

Little Big Adventure Coventry Ltd

Safer Recruitment Policy and Procedure

Protecting children through robust recruitment practice

Little Big Adventure Coventry Ltd is committed to safeguarding and promoting the welfare of children. We ensure that all individuals employed by or volunteering with the nursery are suitable to work with children through a rigorous safer recruitment process.

Our Commitment

We follow statutory guidance including Keeping Children Safe in Education (KCSIE), the EYFS statutory framework, and Ofsted requirements. All recruitment decisions are made in the best interests of the children in our care.

Safer Recruitment Principles

All appointments — paid or voluntary — are subject to:

A fully completed, signed application form (CVs alone are not accepted)

An enhanced Disclosure and Barring Service (DBS) check with Children’s Barred List check

Verification of identity, address, and right to work in the UK

Verification of all qualifications claimed

A minimum of two satisfactory professional references — at least one from the most recent employer

Checks against the Children’s Barred List before the individual begins work unsupervised

A structured interview with at least two interviewers, including safeguarding-related questions

A probationary period with supervision and review

DBS Checks

All staff and regular volunteers working with children must hold an enhanced DBS certificate with Children’s Barred List check. We subscribe to the DBS Update Service where possible to ensure certificates remain current. No individual will be left unsupervised with children until their DBS check is complete.

Disqualification

We follow statutory disqualification requirements under the Childcare Act 2006. Any member of staff who becomes disqualified must notify the manager immediately. We will take appropriate action in accordance with legal obligations.

Induction and Probation

All new staff complete a structured induction covering:

Safeguarding and child protection

Health and safety

EYFS requirements

Nursery policies and procedures

First aid (where required by role)

A probationary period of three months applies to all new appointments. Performance is formally reviewed at the end of this period.

Ongoing Vetting

We review the suitability of all staff on an ongoing basis. Any concerns regarding a staff member’s suitability to work with children are addressed immediately in line with our safeguarding policy.

Record Keeping

We maintain a Single Central Record (SCR) of all recruitment and vetting checks. This is available for inspection by Ofsted and other authorised bodies.

Contact

Enquiries about our recruitment process: enquiries@lbacoventry.co.uk

Last reviewed: June 2025 | Next review: June 2027 | Little Big Adventure Coventry Ltd | enquiries@lbacoventry.co.uk

LITTLE BIG ADVENTURE COVENTRY NURSERY

Little Big Adventure Coventry Ltd

Wakefield Crossing, Yarmouth Green, Coventry CV4 8BN

enquiries@lbacoventry.co.uk/anna@lbacoventry.co.uk

TERMS AND CONDITIONS — CHILDCARE SERVICES

Effective: September 2026

The following terms and conditions (and documents referred to herein) constitute your entire contract with Little Big Adventure Coventry Limited (“LBA”, “Us” or “We”), company number 13190195, registered office at Wakefield Crossing, Yarmouth Green, Coventry CV4 8BN, for childcare services (the “Services”). By enrolling your child at LBA you agree to be bound by these terms. These terms supersede all previous versions. No verbal agreement, app notification, or informal arrangement constitutes a variation of this contract. All amendments must be in writing and countersigned by the nursery owner.

1. Care Requirements

1.1 You will provide Us with a copy of your child’s birth certificate before their start date.

1.2 You will ensure all information on the registration form is correct and up to date. You must immediately inform Us in writing of any change, including:

any special educational needs and/or disability (SEND);

medical needs (including allergies, intolerances, medical conditions, and any requirement for medication to be administered). Your child’s attendance whilst on medication is at our sole discretion;

any court or consent order or custodial agreement relating to your child’s care arrangements; and

contact details for you and any person(s) authorised to collect your child. We reserve the right not to release your child to any person we are not satisfied is authorised.

1.3 Your child may not attend LBA if suffering from a contagious illness (including sickness, diarrhoea, or chicken pox) and may not return until symptom-free for 48 hours or cleared by a doctor.

1.4 We may administer first aid, certain non-prescribed medications (e.g. to reduce temperature or respond to allergic reaction), or apply sun cream/nappy cream as We deem appropriate. You must notify Us in writing if you do not consent; however this may result in your child not being permitted to attend.

1.5 We have a legal obligation to report to relevant authorities any instances where We consider a child may have been neglected or abused. We may do so without your consent and without informing you.

1.6 LBA is a nut-free setting. You must not send food, drink or food packaging onto LBA premises. Do not apply creams or oils containing nut derivatives (e.g. arachis) to your child. Non-compliance may result in immediate suspension of your child’s place.

1.7 Smart devices with camera or recording functionality are not permitted on LBA premises. Parents and authorised collectors must not use such devices while on LBA premises. Where a child is found to be wearing a smartwatch or any wearable device capable of audio recording or listening to staff conversations, LBA reserves the right to require the device to be removed immediately. Where this is not possible or the issue recurs, LBA reserves the right to terminate that child’s place with four weeks’ written notice, in order to protect the privacy and confidentiality of staff and all children on the premises.

1.8 The registration fee is non-refundable once the 14-day cancellation period has passed. It will not be credited against any future childcare fees.

1.9 Funding Deposit

Where your child accesses government-funded hours, a funding deposit of £10.00 per month will be collected alongside your regular fees until a maximum of £100.00 has been reached. This deposit is held by LBA as security against any funding clawback required by Coventry City Council (for example where funded hours are overclaimed due to changes in attendance or eligibility that were not reported in time or not adhering to the termination notice as stated in T&C).

The deposit is not a fee and does not reduce your monthly childcare charges. It will be held for the duration of your child’s funded place and returned to you in full, without interest, within 30 days of your child leaving LBA, provided no outstanding balance or clawback liability remains at that point.

1.7a A registration fee of £70.00 is due upon acceptance of a confirmed place at LBA. This fee covers the administrative cost of registration and secures your child’s place. Payment must be made before your child’s start date.

1.7a Registration Fee

2. Fees and Payment

2.1 Fee Structure

Fees are set out in the current LBA Fee Card, which forms part of this contract:

Fees are reviewed annually. We will provide at least four weeks’ written notice of any revision. If you do not accept the revised fee, you may end this contract under Clause 4.2. Registration fees are non-refundable. Discounts are wholly discretionary and do not vary this contract.

2.2 Payment Terms

Fees are payable monthly in advance, on or before the 1st of each month, by direct debit, standing order, bank transfer, or Tax-Free Childcare. Fees are payable in full on all dates including public holidays, bank holidays, INSET days, and the five designated nursery closure days per year (notified in advance). We do not accept cash for ongoing fee payments.

Your monthly fee is a fixed recurring amount based on your agreed session pattern. The same figure is due each month. Payment is due by the 1st of the month regardless of whether you have received an invoice. Invoices are issued for your reference only and do not constitute a condition of payment. Non-receipt of an invoice does not extend or waive the payment due date.

The first invoice must be paid in full before your child’s first day of placement.

IMPORTANT: All payment arrangements, discounts, payment plans, and third-party payment schemes must be agreed in writing with the nursery owner only. No verbal agreement, staff assurance, or app communication constitutes a valid payment arrangement. The owner’s written confirmation is required.

2.3 Late Payment and Debt Recovery

If fees are not received by the 1st of the month, the following will apply:

A £50.00 late payment administration fee is applied immediately.

Daily interest at 2% above the Bank of England base rate accrues on the outstanding balance from the due date.

A further £50.00 charge is applied for every subsequent 30-day period the balance remains unpaid.

Unpaid fees may be referred to an external debt collection agency. An additional 15% collection surcharge will be applied to the total outstanding balance upon referral.

We reserve the right to suspend your child’s privately paid sessions until all outstanding balances are cleared. See Clause 2.7 regarding Government Funded hours, which cannot be withheld for private debt.

If you anticipate a payment difficulty you must contact the nursery owner in writing immediately. Alternative arrangements may be considered at our sole discretion only.

Suspension or termination for non-payment applies to privately paid hours only.

2.4 Payment Plans

A payment plan may be offered, at the nursery owner’s sole discretion, to families in arrears. Any plan must be: agreed in writing and signed by the nursery owner; subject to a fixed repayment schedule; and reviewed regularly. Non-compliance with any agreed plan will result in its immediate cancellation. A payment plan does not waive any fees owed or vary this contract. Verbal agreements are not binding on LBA.

2.5 Third-Party Payment Arrangements

Any arrangement under which a third party pays all or part of your fees (including student finance, employer schemes, or family contributions) must be agreed in writing with the nursery owner before commencement. LBA accepts no responsibility for delays, shortfalls, or disputes arising from third-party arrangements. You remain personally liable for all fees in full regardless of any third-party arrangement.

2.6 Minimum Booking and Session Changes

A minimum of two sessions per week per child must be booked. To decrease sessions, you must give at least one calendar month’s written notice. You cannot reduce below the minimum booking. One session change per term is permitted, provided it does not affect funded hours claimed. Changes affecting funded hours take effect from the following term.

2.7 Late Collection

You must notify Us immediately if you cannot collect your child on time. Repeated late collection will be charged at £25.00 per occurrence, invoiced monthly in arrears. If no authorised person can be reached, We reserve the right to contact appropriate government bodies.

2.8 Closures and Refunds

No refund or session swap is given for: child absence (illness or holiday); public/bank holiday closures; designated nursery closure days; or INSET days. If LBA closes due to circumstances outside our control, We have no obligation to provide alternative services. If such closure exceeds three consecutive working days, We may credit you for days beyond three.

3. Government Early Education Funding (EEF)

3.1 Entitlement Schemes

LBA participates in both Government EEF schemes for eligible children:

Universal Early Education Entitlement — 15 hours per week for eligible 3 and 4-year-olds, and eligible 2-year-olds.

Extended Early Education Entitlement — 30 hours per week for eligible 3 and 4-year-olds whose parents meet the working criteria.

LBA delivers funded hours on a 51-week stretched basis, as permitted under the Coventry City Council Provider Agreement.

FUNDED HOURS ARE FREE: Government-funded hours are delivered at no charge. LBA will never charge parents for funded hours. Funded hours will always appear on invoices as 0.00. LBA will never represent funded hours as having a cash value.

3.2 Optional Charges on Top of Funded Hours

Government funding does not cover the following, which are optional and charged separately:

Meals: £1.00 per funded hour your child attends. Parents who do not wish to pay for nursery meals may provide a packed lunch in accordance with the LBA Packed Lunch Policy.

Privately paid hours beyond your funded entitlement: charged at £8.50 per hour.

All enrichment activities (Zumbini, Spanish, Football, Cooking) are included at no cost for every child.

3.3 30-Hour Code Requirements

If your child accesses the 30-hour entitlement you must: provide a valid code before the funded place commences; re-confirm eligibility every three months via HMRC Childcare Service; and notify LBA immediately if the code lapses or eligibility changes. If a code lapses, the additional 15 hours revert to privately paid hours at £8.50/hr until a valid code is confirmed.

3.4 Headcount Accuracy

Your child must be in genuine attendance before the termly headcount date for funded hours to be claimed. Any change to your child’s attendance pattern must be reported to LBA in writing immediately. Please note that where a child leaves or reduces hours after the termly headcount date, funded hours for that term have already been confirmed and cannot be adjusted or transferred.

Failure to sign the Parent Funding Agreement before the funded place commences may result in LBA being unable to claim funding on your child’s behalf, in which case the hours will be charged at the standard private rate of £8.50 per hour until the Agreement is signed.

(f) You understand that any fraudulent claim for funded hours — whether knowingly or through failure to update information — may result in LBA being required to repay funds to Coventry City Council, and that LBA reserves the right to recover any such sum from you.

(e) You will notify LBA in writing of any change to your child’s attendance pattern that may affect the funded hours claimed;

(d) You will re-confirm your 30-hour eligibility every three months via the HMRC Childcare Service, and will notify LBA immediately if your eligibility changes or your code lapses;

(c) You have read and understood LBA’s stretched funding arrangement (51 weeks per year) and agree to this method of delivery;

(b) The information provided on your funding application and registration form is accurate and complete;

(a) Your child is not accessing the same funded hours at any other childcare setting simultaneously;

By signing the Parent Funding Agreement, you confirm that:

Prior to your child accessing any government-funded hours, you are required to sign LBA’s Parent Funding Agreement. This forms part of your contract with LBA and sets out your obligations as the parent of a funded child.

3.5 Parent Funding Agreement

4. Ending this Contract

4.1 You have the right to cancel this contract without liability within 14 days of Us confirming your child’s place. Notice must be given in writing within this period. After 14 days, the registration fee is non-refundable and the notice terms below apply.

4.2 You may end this contract by written notice as follows:

At least one full calendar month’s written notice — where your child does not receive Government Funded hours.

At least two full calendar months’ written notice — where your child receives Government Funded hours. Failure to give two months’ notice will result in your deposit being non-refundable and your continued liability for fees through the full notice period.

Written notice must be sent to anna@lbacoventry.co.uk. Verbal notice is not accepted.

4.3 We may end this contract at any time by giving you at least four weeks’ written notice. We may suspend Services, or terminate immediately, in any of the following circumstances:

You have failed to pay any fees by the due date and have not remedied this within five working days of written notification from Us;

You have breached any obligation under this contract and have not remedied that breach within a reasonable period, or the breach cannot be remedied;

You, any household member, or any authorised collector behaves unacceptably towards LBA staff, other families, or children (in Our sole discretion);

Your child’s behaviour endangers the safety or wellbeing of other children or staff; or

Unexplained absence of three consecutive weeks or more.

4.4 Where We suspend Services under Clause 4.3, the suspension continues while We attempt to resolve the identified issue. If suspension exceeds one month, either party may terminate immediately by written notice. If your child is suspended part-way through a month, We will credit prepaid fees for remaining days on a pro-rata basis, which may be offset against sums you owe.

4.5 We are required to notify Coventry City Council of any termination or suspension affecting a funded child’s place, particularly in relation to termly headcount periods.

Suspension for non-payment applies to privately paid hours only. See Clauses 2.3 and 3.1.

5. Limitation of Liability

5.1 LBA will not be liable for loss, injury, or damage arising from circumstances outside our reasonable control, including pandemic or infectious disease; extreme weather; fire; flood; acts of terrorism; acts of God; civil unrest; power failure; or industrial action.

5.2 LBA accepts no liability for loss or damage to personal property (including car seats, prams, toys, clothing, or electronic devices) left on nursery premises. All personal property is at the owner’s risk.

5.3 LBA accepts no liability for economic loss, loss of earnings, or consequential loss suffered by the parent in connection with LBA services or any nursery closure.

5.4 LBA accepts responsibility for a child from the moment they are signed in to the moment they are signed out to an authorised adult. LBA accepts no responsibility for a child who remains in a parent’s care on nursery premises.

5.5 Nothing in this contract excludes LBA’s liability where exclusion is prohibited by law, including death or personal injury caused by our negligence.

6. Employment of Staff

6.1 If, during or within six months after the end of this contract, you directly or indirectly employ or engage any LBA colleague who had contact with your child in the preceding six months, you shall pay LBA 20% of that colleague’s gross annual salary at the time of leaving our employment, representing reasonable recruitment costs.

6.2 LBA does not offer babysitting services. Private babysitting arrangements with LBA staff are made entirely at your own risk. LBA accepts no liability for such arrangements.

7. General

7.1 These terms and conditions are governed by English law. Both parties submit to the exclusive jurisdiction of the courts of England and Wales.

7.2 LBA may change these terms without notice where required by legislation. For all other changes, four weeks’ written notice will be given. Continued use of our services after the notice period constitutes acceptance of the updated terms.

7.3 If any provision of these terms is found unenforceable by a court, that provision shall be severed and the remainder of the contract continues in full force.

7.4 No failure or delay by LBA in exercising any right constitutes a waiver. No waiver is effective unless made in writing by the nursery owner.

7.5 These terms and conditions, together with the current Fee Card, Parent Funding Agreement, and LBA Registration Form, constitute the entire agreement between you and LBA. No representation or statement by any LBA staff member (verbal or written) shall amend this contract unless confirmed in writing by the nursery owner.

8. Data Protection

LBA processes personal data, including special category data, relating to staff, parents, and children. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Data is not retained longer than necessary. Full details of our data processing, retention periods, and your rights are set out in our Privacy Policy, available on request.

Subject Access Requests must be submitted in writing to anna@lbacoventry.co.uk. We will respond within the statutory one-month period required by UK GDPR.

Little Big Adventure Coventry Ltd (LBA)
“Dream more, learn more, care more and Be more”