First Aid and Medication

At least one member of staff with current first aid training is on the premises or on an outing at any one time. The first aid qualification includes first aid training for infants and young children.

Our first aid kit:

  • complies with the Health and Safety (First Aid) Regulations 1981;
  • is easily accessible to adults; and
  • is kept out of the reach of children.

At the time of admission to the setting, parents’ written permission for emergency medical advice or treatment is sought. Parents sign and date their written approval.

  • Our designated person is (a member of staff) who co-ordinates Health & Safety issues is Karen Pearce & Debbie Wilkinson

Our accident book:

  • is kept safely and accessibly;
  • all staff and volunteers know where it is kept and how to complete it; and
  • is reviewed at least half termly to identify any potential or actual hazards.

Ofsted is notified of any injury requiring treatment by a general practitioner or hospital doctor, or the death of a child or adult.

When there is any injury requiring general practitioner or hospital treatment to a child, parent, volunteer or visitor or where there is a death of a child or adult on the premises, we make a report to the Health and Safety Executive using the format for the Reporting of Injuries, Diseases and Dangerous Occurrences.

Dealing with Incidents

We meet our legal requirements for the safety of our employees by complying with RIDDOR (the Reporting of Injury, Disease and Dangerous Occurrences Regulations). We report to the Health and Safety Executive:

  • any accident to a member of staff requiring treatment by a general practitioner or hospital; and
  • any dangerous occurrences. This may be an event that causes injury or fatalities or an event that does not cause an accident but could have done, such as a gas leak.
  • Any dangerous occurrence is recorded in our Incident Book. See below.

 Our Incident Book

  •  We keep an incident book for recording incidents including those that that are reportable to the Health and Safety Executive as above.
  • These incidents would include:
    • break in, burglary, theft of personal or the setting’s property;
    • fire, flood, gas leak or electrical failure;
    • attack on member of staff or parent on the premises or near by;
    • any racist incident involving a staff or family on the centre’s premises;
    • death of a child, and
    • a terrorist attack, or threat of one.
  • In the incident book we record the date and time of the incident, nature of the event, who was affected, what was done about it – or if it was reported to the police, and if so a crime number. Any follow up, or insurance claim made, should also be recorded.
  • In the unlikely even of a terrorist attack we follow the advice of the emergency services with regard to evacuation, medical aid and contacting children’s families. Our standard Fire Safety Policy will be followed and staff will take charge of their key children. The incident is recorded when the threat is averted.
  • In the unlikely even of a child dying on the premises, for example, through cot death in the case of a baby, or any other means involving an older child, the emergency services are called, and the advice of these services are followed.
  • The incident book is not for recording issues of concern involving a child. This is recorded in the child’s own file.

 Administration of Medication

  •  Only prescribed medication may be administered. It must be in-date and prescribed for the current condition.
  • Children taking prescribed medication must be well enough to attend the setting.
  • Children’s prescribed drugs are stored in their original containers, are clearly labelled and are inaccessible to the children.
  • Parents give prior written permission for the administration of medication. This states the name of the child, name/s of parent(s), date the medication starts, the name of the medication and prescribing doctor, the dose and times, or how and when the medication is to be administered.
  • The administration is recorded accurately each time it is given and is signed by staff.
  • If the administration of prescribed medication requires medical knowledge, individual training is provided for the relevant member of staff by a health professional.

Missing Child

If a child goes missing from the setting


  • The person in charge will carry out a thorough search of the building and garden.
  • The register is checked to make sure no other child has also gone astray.
  • Doors and gates are checked to see if there has been a breach of security whereby a child could wander out.
  • Person in charge talks to staff to establish what happened
  • If the child is not found the parent is contacted and the missing child is reported to the police.


If a child goes missing from an outing where parents are not attending and responsible for their own child, the setting ensures that there is a procedure that is followed.

  • As soon as it is noticed that a child is missing, staff on the outing ask children to stand with their designated person and carry out a headcount to ensure that no other child has gone astray. One staff searches the immediate vicinity but does not search beyond that.
  • The person in charge is informed, if she is not on the outing and makes her way to the venue to aid the search and be the point of contact for the police as well as support staff.
  • Staff take the remaining children back to the setting.


The person in charge of the setting contacts the child’s parent who makes their way to the setting or outing venue as agreed with the person in charge.

  • The staff contact the police using the mobile phone and report the child as missing.
  • In an indoor venue, the staff contact the venue’s security who will handle the search and contact the police if the child is not found.
  • The person in charge contacts the chairperson of the management committee who comes down to the setting as soon as possible.

The investigation

  • The management committee chairperson carries out a full investigation taking written statements from all the staff present at the time, or who were on the outing.
  • The key person/ staff writes an incident report detailing:
    • the date and time of the report;
    • what staff/ children were in the group/outing;
    • when the child was last seen in the group/outing;
    • what has taken place in the group/outing since then; and
    • the time it is estimated that the child went missing.
  • A conclusion is drawn as to how the breach of security happened.
  • If the incident warrants a police investigation all staff co-operate fully. In this case, the police will handle all aspects of the investigation, including interviewing staff. Social Services may be involved if it seems likely that there is a child protection issue to address.
  • The incident is reported under RIDDOR arrangements and is recorded in the incident book; the local authority health and safety officer may want to investigate and will decide if there is a case for prosecution.
  • OFSTED is informed.
  • The Insurance Department at the Pre-School Learning Alliance is informed.

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