Information from A to Z

Here you can find out about how we run things at Round and Round the Gardens. We need your help to keep this organisation running as smoothly as possible!  We have provided a cross-section of some of our policies and procedures.  For more information you are welcome to see our Policy file in the reception area.


We aim to provide an environment in which there is acceptable behaviour and, most importantly, where children learn to respect themselves, other people and their environment.




  • We have a named person who is responsible for Behaviour Management; this is Suzanne Dawe.  As such, this person will keep herself up-to-date with legislation and thinking on handling children's behaviour.  This information will be discussed with staff and parents, opinions gathered and behaviour management adjusted and made more appropriate or better where and when required.  Staff will have in-house training where new information will be disseminated as well as drawing on the expertise from others.
  • All children are individuals and should be respected as such, whilst given equal opportunities.
  • Everyone, which includes; staff, students and parent helpers should provide a positive model of behaviour by treating children and each other with friendliness, care and courtesy, exhibiting good behaviour and examples of how we would wish for children to behave i.e. by not sitting on tables, by sitting and eating with the children etc.
  • Anyone who is new to Round and Round the Gardens will be familisarised with this policy
  • This policy will be enforced consistently.
  • When children behave in unacceptable ways, we help them to see what was wrong; allow them time for discussion and reflection and how they can cope more appropriately.
  • We NEVER send children out of the room by themselves
  • All children should be invited/encouraged to participate in all activities, ensuring that no stereotyping or gender placement occurs. (A child's right not to participate should be respected)
  • Children's personal and social development is to be encouraged to develop i.e. 'please', 'thank you', thinking of others, being kind and caring, able to have time to express themselves and talk freely, sharing and turn taking, not misusing equipment, to bring their interests to the group etc.
  • Children should be approached by all staff members in a professional, kind and caring manner.
  • Staff speaking to children should do so in a calm, appropriate manner; bending to their level and speaking slowly and clearly, repeating instructions as required.
  • Staff should be helpful to the children at all times, although allowing them independence to learn for themselves, to build strategies for accomplishing tasks and to grow in self esteem and confidence.
  • Staff should not, unless preventing that child, another child or another member of staff from accident or injury, remove any child from his/her environment in a forceful manner.
  • Round and Round the Gardens does not use smacking, a 'naughty-chair', shaking or any other physical or emotional 'punishment' to discipline children.  The use of the word 'naughty' should not be used in any circumstance.  Children will not be threatened with any of these either.
  • Staff should respect the children's privacy where appropriate e.g. when toileting.
  • Staff should be responsibile for providing a caring, safe environment in which children learn and develop, taking into consideration multiculturalism, religious or other beliefs and special need requirements.
  • Staff will work in conjunction with parents, making every effort to listen to their concerns and questions
  • Staff should recognise that partnership with parents is vital if children are going to flourish
  • We do not use technigues intended to single out and/or humiliate any child.
  • In cases of misbehaviour, such as racial or other abuse, we make clear immediately the unacceptability of the behaviour and attitudes, by mean of explanation rather than personal blame.
  • We do not shout or raise our voices in a threatening way to respond to children's behaviour, nor do we use threatening, overpowering and intimidating body language.
  • We handle children's unacceptable behaviour in ways which are appropriate to their ages and stages of development - for example distraction or by withdrawing a child from a situation where necessary.
  • We work with parents to address recurring, unacceptable behaviour; making mutually convenient times for confidential meetings, offering childcare so that meetings can take place before, during or after sessions so that jointly we can work through a helpful and acceptable programme together.


We have an extensive car park - accessed by a private shared driveway.  While everything is done to maintain this area; it is prone to pot holes caused by extreme weather conditions.


We ask that you please park your car considerately for all users and drive at no more than 5 miles per hour.


NB: parents, carers and visitors park at their own risk.  R&RG Childcare cannot be held responsibile for any damage caused.


We comply with the Health Protection Agency (HPA) standards.


If your child has any infectious illness, for example Chicken Pox, Impetigo or Head Lice, please inform a member of staff, as it is our policy to inform parents of such an outbreak.


If your child has had sickness and/or diarrhoea, we operate a 48hr exclusion policy; that is your child should not return to the provision until 48 hours after the last bout of illness.


Antibiotics:  Children who are prescribed antibiotics for acute infections and require regular doses then parents will be instructed to attend nursery to administer.  However, if a child attends nursery for more than 6 hours per day then one dose of antibiotic can be administered by staff. Antibiotics are only ever administered after a child has already been receiving the medicine for 24 hours.  A completed medical permission form will be required from a parent.


Medications:  Children who have a long-term condition will be required to complete a medication permission form and staff will administer according to parents' instructions.


If you are in doubt about your child attending the provision due to illness, please do not hesitate to contact us.




This is the HPA publication 'Guidance on Infection Control in school & childcare settings'.  This governs our child illness policies.

HPA Guidance on Infection Control in sch[...]
Adobe Acrobat document [163.5 KB]


We will ONLY release children from our care to parents/guardians/carers or any other authorised person.  If your child is to be collected by someone different, please ensure that the appropriate member of staff is informed prior to someone different collecting your child/ren.


Late Collection - We are required by Ofsted to have a late collection policy.  This means that we have a procedure to follow in the event of any child being collected late.  Late collection is charged at £1 for each minute late.




Round and Round the Gardens aims to provide the highest quality education and care for all our children.  We aim to warmly welcome children and families and provide a nurturing, caring and fun environment within which all children can learn and develop as they play.


We believe children and parents are entitled to expect courtesy and prompt, careful attention to their needs and wishes.  Our intention is to work hard to build partnerships with parents and work with the community generally.  We always welcome comments and suggestions as to how we can improve our nursery, however small.


Many concerns can be resolved quickly by an informal approach to the appropriate member of staff.  If this does not achieve the desired result, the following procedures should be used;


  • A parent who is uneasy about any aspect of the nursery's provision should first of all talk over any worries and anxieties with the teacher and/or Manager.
  • If this does not have a satisfactory outcome within a few days, or if the problem reoccurs, the parent should put the concerns or complaint in writing to the nursery's Principal.
  • The next stage is to request a meeting with the nursery's owner or representative (Business Manager).  Both owner and parents should have a friend or partner present if required and an agreed written record of the discussion should be made.

Most complaints or concerns should be resolved informally or at this initial stage.


If, however the matter is still not sorted out to the parent's satisfaction, the parent should again contact the owner.  At this point if the owner and parent are unable to reach an agreement then it might be helpful to invite an external mediator, one who is acceptable to both parties.  A mediator has no legal powers, but can help to define the problem, review the action so far, and suggest further ways in which to resolve.


All discussions will be confidential.  The mediator will meet with the group if requested and will keep an agreed written record or any hearings or meetings including advice given.




In some circumstances it will be necessary to bring in the registering body, which has a duty to ensure laid down requirements are adhered to e.g. if a child appeared to be at risk or where there seemed to be a possible breach of registration requirements.




To meet the needs of all the children in our care it is important to share information with parents and with one another in order to support the child’s development and meet his/her needs.  It may also be necessary in some circumstances for the nursery to seek the help and advice from outside professionals.  If this action is taken, the parents’ permission will first be sought.


Any information and/or knowledge that Round and Round the Gardens learns about children or families (or staff, visiting professionals etc) i.e through discussion or correspondence, for example, will be on a need to know basis.  This information will be dealt with sensitively, without prejudice and will be kept totally confidential.


Parents/carers will always be offered the opportunity of discussing any matter in a confidential environment, away from other parents or staff should they wish to.


All members of staff will agree to respect the nursery’s confidentiality policy and will sign a copy of this document to indicate their agreement.




Dated: March 2015




As a nursery school,  we would like parents to know that we do cuddle the children.  Due to the very fact that children at Round and Round the Gardens are very young, we feel that should they come to us needing a cuddle e.g. if they are upset due to 'leaving' mummy or daddy, if they hurt themselves or if they feel sad or unwell; we will cuddle them.  We also feel that as caring, professional people, we can offer a cuddle to a child who we feel may need it, by way of reassurance or as a sign of affection.


This does not mean children have to accept cuddles, nor does it mean we impose cuddles on children.  We strongly uphold and respect the wishes of all children and their parents.  Therefore, if you should have any concerns about this policy, or if you would like to discuss the matter further; please do not hesitate to speak to the owner/Manager or any member of staff.







The Information Commissioner’s Office is the UK’s independent public body set up to promote access to official information and to protect personal information.


They regulate and enforce the Data Protection Act, the Freedom of Information Act, the Privacy and Electronic Communications Regulations and the Environmental Information Regulations.


The ICO provides guidance to businesses (such as R&RG Childcare) as well as individuals.


As R&RG Childcare Limited hold information on children, families, students and staff, we are obliged to register with Data Protection.


List of records kept (but not exhaustive):-

Registration Forms

Learning Journeys

Accident Forms

Personnel Files

DBS details/date/id

Payroll Files

Family Individual Accounts Files

Email addresses

SEN files

Safeguarding files

Children’s photographs


Paper and electronic formats used for storage.


Security:- Paperwork kept in a locked office and/or in locked filing cabinets and NEVER removed from the nursery setting.





Round and Round the Gardens cannot be held responsible for failure to provide childcare due to situations beyond its control.


Round and Round the Gardens will close if there is a risk to health and safety of staff and/or children in our care.


All management decisions are final.


Full fees will still be applicable, no refunds will be provided.





Round and Round the Gardens recognises and respects that all children, parents or carers, visitors and employees are equal, and welcomes and includes all at Round and Round the Gardens regardless of race, nationality, disability, gender reassignment, pregnant or married, civil partnership, religion, belief, ethnic or national origin, sex (gender), sexual orientation or age.


As a nursery and staff team, we will always do all that we can to ensure equality is maintained at all times:


  • We will aim to raise confidence in all children and adults regardless of their specific learning issues or disability.
  • Each child or adult, regardless of, race, nationality, disability, gender reassignment, pregnant or married, civil partnership, religion, belief, ethnic or national origin, sex (gender), sexual orientation or age will have access to every aspect of the day and environment, with support if needed.
  • We will ensure that all employees have an awareness of equality prohibiting discrimination, victimisation and harassment.
  • We will ensure that no one is discriminated against in all areas of our nursery life.
  • We value diversity and respect the importance of celebrating festivals from varied faiths and beliefs.
  • We are aware of the importance of global citizenship.
  • We will, under  the Equality Act 2010, actively uphold equality for all protected characteristics
  • We understand the importance of positive non-stereotypical roles, images and opportunities.


If you are unhappy with the approach of the company, staff, visitors or parents/carers at any time regarding equality, please follow our formal complaints procedure.


Fees are due on the first day of each month in advance.


Late fees incur a 10% surcharge


All fees are charged should children be absent due to holiday or sickness; through parental choice or part-attending a session.  If your child is eligible for Early Years Free Entitlement (EYFE), and you are away for more than a 3 week period, we are required by law to inform Surrey County Council.  This may affect your funding claim.


Parents are required to give 2 full calendar months written notice at Round and Round the Gardens should they wish to remove their child from the provision.  Request to change sessions should be made in writing.  If your child is eligible for 'free' hours and have signed a declaration form for a term's claim, then you are unable to leave the setting and claim elsewhere. Therefore, it is advisable to ensure you time your notice period to finish at the end of a term i.e. end of March, end of July and end of December.


We accept payment by online banking credit transfer which is preferred.  Cheques and cash are acceptable, however there is a £5 surcharge for these methods.





We are happy to accept childcare vouchers.  We are currently registered for: Allsave,  Busy Bees, Childcare-plus, Childcare Vouchers solutions, Computershare, Care4, Early Years, Edenred, Employers for Childcare, Sodexo (Saypass), Faircare, Fideliti, Kiddi Vouchers, Kids Unlimited, MMRG, Parabis, PES, RG Childcare, Selective,  TEDS,  You at Work (although we will consider registering for others).  We must stress that we are UNABLE TO REFUND against voucher payments as they represent a tax break to you the "employee"/Parent.  Therefore, vouchers of BACS payments need to reflect your invoice total (or less than your invoice total with the difference made up by cheque/cash).


Tax Free Childcare


We are registered to accept Tax Free Childcare payments.  Please provide your unique reference so that payments can be allocated.


10% discount is applicable for siblings, NHS and Army employees.




Your child is entitled to funding the term after they turn three.  This means that the provision is entitled to claim for up to 11 hours per week for a maximum of 51 weeks per year (we stretch the funding)


The entitlement is only accessible during the hours of


9am to 12pm




1pm to 4pm


up to a maximum total of 11 hours per week, and set as follows:- 3 hours in the first session, 3 hours in the second session, 2.5 hours in the third session and 2.5 hours in the fourth session.


Parents are entitled to 51 weeks per year.  We do not offer term time only places.


'30' hours


We offer an additional 11 hours of funding to eligible working parents.  We approach this in the same way that we approach the universal 11 hours e.g. 3 hours in the fifth session, 3 hours in the sixth session, 2.5 hours in the seventh session and 2.5 hours in the eighth session.


Frequently Asked Questions:


When will I receive the funding?


You will not receive funding - but the eligible hours will be applied each month.


How many funded hours will I get?


You will receive 11 hours per week, for a maximum of 51 weeks per year.  All nurseries/preschools/daycare are unable to charge any fee for these hours.


When is my child entitled to funding?


The term after your child turns three years old:


my child turns three before 31st December - eligible from January.

my child turns three before 31st March - eligible from April.

my child turns three before 31st August - eligible from September.


Why do I have to provide my child's birth certificate or passport?


This is to confirm your child's date of birth and full legal name.


Why do I have to sign a declaration form every term?


This is to ensure that the correct number of hours per week is being legally claimed.


What if I do not return my Funding forms?


We will be unable to claim for funding for your funded hours and therefore all hours will be chargeable.


Who can I contact if I have a query regarding how the funding works?


Andi Hart, Business Manager - 01932 355322 /



Can I leave the setting mid-term and claim elsewhere?


No.   Once you have signed a declaration form at the beginning of the term the setting will be paid for the entire term.



Can I obtain information directly from Surrey?


This is a parent leaflet with all the information required.


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Your two year old child may be eligible for funding?  The term after your child turns 2 years old.


Surrey County Council have set criteria of eligibility as follows:


Automatically funded groups

Looked after children

Child with a Child Protection Plan

Child with a parent or carer who is a member of the armed forces

Child with a disability

Child with an identified special educational need (involvement with three or more agencies - see application form)

Child who has left care but is not able to return home (through adoption orders, residence orders, or special guardianship)



Financial Criteria

Income support

Income-based Jobseeker's allowance

Income-related Employment and Support Allowance

Support under Part VI of Immigration and Asylum Act 1999

The Guarantee element of State Pension Credit

Child Tax Credit, provided the family is not entitled to Working Tax Credit and have annual income (as assessed by HM Revenue & Customs) that does not exceed £16,190

Working Tax Credit 'run-on' - the payment someone may receive for a further four weeks after they stop qualifying for Working Tax Credit.


If we are able to offer sessions at this nursery, and you feel you meet the criteria above, please contact Surrey Early Years FEET team for help.


FEET hours are allocated within our afternoon (1pm to 5pm) sessions ONLY.  

Maximum 8 hours per week for 51 weeks per year.


All sessions and weeks that are outside this entitlement will be charged at full rate.  Please see the fee page for details.


If you have received notification from Surrey and they have confirmed your FEET sessions, please make contact to see if we have the session availability.

This is a parent leaflet for further information:-

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Monday Tuesday Wednesday Thursday Friday


sweet & sour

with noodles and Spring Rolls




Selection of Sorbets

Pea & Leek

macaroni cheese


garlic bread



Mini Chocolate Brownies and ice cream

Chilli Bean

Carni with

rice and nachos with sour cream dip





Strawberries & Cream

Fish Cakes, Mashed Potato and Baked Beans







Mini Knickerbocker Glory

Sweet Potato and Red Pepper soup

with cheesy










We will provide breakfast during our morning sessions between 8am and 8.30am, this will include cereals (multigrain) and milk, and toast with different spreads e.g. jam, honey, marmite.  However, toast may be substituted for bagels, muffins, crumpets in order that the children are able to try a variety of different breakfast options.  We will endeavour to ensure that breakfast is healthy and nutritious; while limiting their sugar and salt intake.  Please note cereals such as Cocoa Pops, Frosties etc will not be included in this selection.

Snacks are provided during mid morning  and mid afternoon - served with either milk or water.  The children are encouraged to help themselves from a snack bar at a time that is convenient for them.  The snack bar remains open for a period of approximately one hour for the children to access.  Water is available for children at all times.


If your child stays for lunch, then they will be required to bring a long a tupparware style lunch box with a healthy lunch provided from home.  This will be refridgerated until they eat at midday.  Unfortunately we are unable to refridgerate canvas style or themed lunch boxes due to space available.


We are a NO NUTS nursery, due to children's allergies.


Between 4.30pm and 6pm we serve a freshly cooked on site, vegetarian meal - menu example above.


At Round and Round the Gardens we cook all teas on the premises daily from ‘scratch’ using fresh produce and wholesome ingredients.  Wherever possible we endeavour to use brown breads and whole grains. We do not add salt or sugar to the children’s food.  Desserts will be a selection of fruit pies with custard, ice-cream, stewed seasonal fruit, fresh fruit, yoghurts, fruit jellies or home baked goodies.


As a provision, it is our aim to encourage and combine healthy and nutritious eating, together with traditional childhood favourites.....and so far so good.  Naturally we welcome your suggestions and comments.



Round and Round the Gardens follow the legal requirement for adult to child ratios in an early years setting;


Children aged under two


  • there must be at least one member of staff for every three children


Children aged two


  • there must be at least one member of staff for every four children


Children aged three and over


  • there must be at least one member of staff for every eight children



If you would like a place for your child at our nursery or would like to arrange a visit, please call 01932 355322. Alternatively, you can complete the appropriate class registration form and terms and conditions here and send it to us with the relevant fee. We look forward to hearing from you!




Our provision is registered with Ofsted.  One of the requirements of our registration is the safe guarding of children.  We have therefore been advised by Ofsted and Social Services that we include this statement as part of our policies and procedures.


In line with the Government's drive to safeguard children with regard to Every Child Matters and the Assessment Framework, we believe that it is vitally important to 'look out' for all the children in our care.


Staff Suitability Checks


We use the Disclosure Barring Service (DBS) to assess our staff's suitability for positions of trust.  Round and Round the Gardens complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly.  Round and Round the Gardens will also check the List 99 to ensure that they are not barred from working with the vulnerable.  Prior to employment all potential candidates are requested to supply references and these are followed up to ensure that we employ the most suitable and appropriate staff.


All staff DBSs are renewed every three years as per our legal requirement.


Staff understand that they take responsibility to inform us of any changes to their DBS during the 3 years; if we are not informed this will be taken seriously and may result in the staff member's summary dismissal.




Once a registration form has been completed and returned to us, we will then place your child on our waiting list for the appropriate month.


Our current enrolled children take priority, followed by current children siblings and then full day requests.  All other registrations for sessions will be on a  'first come first served basis'.


As a day care provision we enrol children into sessions each month.  We do not follow school entry criteria.


We carry out the enrolment process 8 weeks in advance and offer out available sessions accordingly.  We are an extremely busy nursery which is why it is always beneficial to join a waiting list as early as possible.


If you are unsuccesful in securing sessions you will be asked if you wish to stay on the waiting list for the following month.  If you opt to remove your child from the list your registration form will be returned to you.






Following the adminstering of a vaccination / immunisation, your child is required to remain at home for a period of 24 hours.  



There are many more policies and procedures available to view in the file, located in the reception area.  All parents are more than welcome to view at anytime.  These include:


  • Empowering Children
  • Operational Planning
  • Information Update Record
  • Observation
  • Outdoor Learning
  • Sleep Chart
  • Self Esteem
  • Late Collection of Children
  • Missing or Lost Child
  • Child Protection
  • Going for a walk....
  • Statement on Discipline
  • Fees Policy
  • Good Behaviour Guide
  • Stakeholder Behaviour
  • Inclusion Statement and Children with Special Needs
  • SEN Procedure and Protocol
  • Data Protection
  • Handling Children
  • Session Changes/Requests
  • School Water
  • First Aid Box
  • Nappy Changing
  • Supporting Potty Training
  • Religious Festivals
  • Laundry
  • Food Policy and Food Premises Inspection Report
  • Meals and Snacks
  • Breakfast Policy
  • Food Hygiene
  • In the Event of a Serious Injury
  • Head Injury Form
  • Emergency Adrenaline Form
  • Guidance on Infection Control in School and Other CHildcare Settings (HPA - Health Protection Agency)
  • Notes on Illness
  • Illness and Medication
  • Temperature Chart Information
  • Team Action Plan to minimise Fire Risks
  • Fire Notice
  • Fire Evacuation
  • Fire Buddy System
  • Fire Extinguisher Record
  • Pet Policy
  • Saving Energy
  • Opening & Closing Procedure
  • Health & Safety Statement
  • Health & Safety Policy
  • No Smoking Policy
  • Visual Images
  • Contingency Arrangements
  • The Provision's Committment to Staff
  • Staff Conduct
  • Staff Dress Code
  • Staff Retention Statement
  • Staff Sickness/Absence Management
  • Stakeholder Pension
  • Staff Recruitment
  • Staff Training & Development
  • The Whistleblowing Code
  • Statement of Employment Contract
  • Criminal Conviction Declaration
  • New Staff Details
  • Staff Declarations
  • Disciplinary & Grievance
  • IT/ICT
  • Maternity
  • Parental Leave
  • Staff Induction Programme
  • Procedure for Leaving staff
  • Exit Questionnaire
  • Organisation Chart
  • Job Descriptions