Staff Deployment Policy

At Whytebeams members of staff are deployed to meet the care and learning needs of children and to ensure their safety and well-being at all times. We follow a number of procedures to ensure this.

Deploying Staff

To ensure that there is safe and adequate staffing at the setting, the following procedures are followed:

At least two members of staff are always on the premises before children are admitted to nursery in the morning and while there are still children on site at the end of the day; one of which should be the manager or deputy.
Only those staff aged 17 or over are included in ratios. Staff working as apprentices or on long term placements and volunteer (aged 16 or over) may be included in the ratios if the setting manager is satisfied that they are competent and responsible. Staff under 17 should be supervised at all times.
At least one Paediatric First Aider must be on site at all times when children are present and must accompany children on outings at all times.
All newly qualified entrants to the early years workforce who have completed a level 2 and/or level 3 qualification on or after 20 June 2016, must also have either a full PFA or an emergency PFA certificate within 3 months of starting work in order to be included in the required staff:child ratios at Level 2 and Level 3 in the early years setting.
The setting manager and/or deputy deploys staff to give adequate supervision of indoor and outdoor areas, ensuring that children are usually within sight and hearing of staff, and always within sight or hearing of staff.
All staff are deployed according to the needs of the setting and the children attending.
The manager must hold an approved Level 3 qualification or above and at least half of all other staff must hold at least an approved Level 2 qualification. Our manager holds NVQ level 3 and both deputies NNEB.
The manager should have at least two years experience of working in an early years setting or two years suitable experience. Our manager has 17 years experience in the early years sector.
Settings must have a named deputy who in their judgement is capable and qualified to take charge in the managers absence. We have 2 deputy managers.
In open plan provision, staff are positioned in areas of the room and outdoors to supervise children and to support their learning.
Staff are responsible for ensuring that equipment in their area is safe to use, is used appropriately and that the area is tidy at the end of the session.
Staff will engage/interact and play with the children, supporting and encouraging the child’s next steps.
Adults will carefully plan activities/play experiences to support their learning and development.
Staff inform colleagues if they have to leave the room for any reason.
Outdoor areas will be supervised at the correct ratio. There are generally two members of staff outside in the garden when it is being used, one of whom supervises any climbing equipment that has been put out.
The setting manager, deputy or other staff may direct other members of staff to join those outside, if the numbers of children warrant additional staff.
Staff focus their attention on the children at all times whilst having a wider awareness of what is happening around them.
Staff allow time for colleagues to engage in ‘sustained shared interaction’ with children and should not interrupt activities led by colleagues.
Sufficient staff are available at story times to engage children.
Key persons spend time with key groups daily; these times are not for focussed activities but for promoting shared times and friendship.

Staff working with their own children/close relation

Whytebeams are committed to providing a flexible work environment for its staff and will work with staff returning to work after having a baby to create a positive experience for them, their child, and the team.

We believe our staff should remain neutral and treat all children with the same regard. It is generally not appropriate for staff to care for their own children or those of a close relative whilst working in the nursery. However, we recognise that this may not always be possible in our free flow environment and that this requites careful consideration and management.

We understand the potential stress of staff returning to work after having a baby or working in the same environment as their child or a close relation. We wish to support all employees in this position and the member of staff and nursery manager should discuss the needs and challenges of all parties before commencement. Once an agreement has been reached this will be subject to regular reviews between the staff member and nursery manager to ensure
the practice is effective for all parties. Changes may be made or suggested at or after a review.

Where it agreed that members of staff can have their own child attend the setting this is subject to the following:

The age of the child must fall within the stipulated ages of the setting’s Ofsted registration.
The child is treated by the parent and all staff as any other child would be and should receive the same nursery experience as any of the other children attending the setting. There should be no special treatment of the child.
During their time at nursery the child is in the care of the nursery and it is the nursery that retains responsibility for the child and their care.
The child will not be in the parent’s key group of children.
The key person and parent will work towards helping the child to make a comfortable separation from the parent to allow the parent to fully undertake their role as a staff member of the setting.
The key person and other staff will take responsibility for the child’s needs throughout the day, unless the child is sick or severely distressed.
Staff should give feedback to their child’s key worker where needed at the beginning or end of the day as they would with any other parent. No further discussion should take place until the staff member has finished work or is on a break (unless in the case of an emergency).
The child’s key worker will complete observations, Next Steps, EYFS tracking, reports and memos.
The staff member should attend regular parent meetings to discuss their child’s development.
If a staff member’s child becomes unwell at nursery, the staff member must be conscious of the staffing ratios and seek permission to leave. They may need to wait until appropriate cover can be found alternatively the child’s second emergency contact should be contacted to collect the child.
The nursery ‘sick child policy’ should be adhered to and decisions will be made by the nursery manager or deputy on duty.
If the child needs medication while their parent is on duty, such as Calpol, this will be administered by a first aider as in our policy, where the parent/staff member has given permission. The parent/staff member will be informed and asked to sign the medication form at the end of the day.
If the child needs first aid this will be given by PFA trained staff.
Staff must still be flexible with their working shift as long as appropriate notice is given.
At all times, staff must fulfil the needs of their own key group children and adhere to their job role and duties.
Staff must not make comments about the quality of care their child is receiving in the room, if they have any concerns they should speak with the manager or deputy on duty in confidence or follow the appropriate policy.
Staff who are friends with parents in the nursery should not pass on information about their child or other staff member’s children to other parents whom they are friends with.
Where a staff member’s baby requires breastfeeding, this will be accommodated to suit both the baby’s and mother’s needs. Cover will be provided during this time.

Where this agreement is not working, or is impacting on the care of the child or other children in the room, the Nursery Manager will reassess the situation and consult with the member of staff to resolve the situation.

Reviews

The situation will be reviewed as required, to ensure that the needs of the child are being met, and that the parent is able to fulfil their role as a member of staff. If it is the setting manager’s child, then their line manager ensures the criteria above is met.

The review will consist of:

How current arrangements are working for all parties
How the child is coping, their feelings and needs
How the parent/staff member is coping
How individual staff members work with their children
If all policies are being adhered to
If the staff member is fully able to fulfil their role and carry out their duties
The feelings of other staff members and parents
Discuss and agree any changes that may be needed

Policy date 30/7/26

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Staff Deployment Policy

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