Childminder Documentation
Guidance Notes
General guidance
Always complete records in black ink and
write clearly.
Read your public liability insurance
carefully and adhere to any requirements
as necessary.
Please note when the wording in this
guidance refers to the parent it is with
reference to everyone who has parental
responsibility for the child.
The Contract
The contract will enable you to formalise
arrangements in a professional way with
the parent. The contract is a process
of negotiation, it is a formal written
agreement between you and the parent
only:
The contract provides a guide for
discussion and will help to clarify what is
to be paid for and when.
Make sure all sections of the form are
completed to ensure there are no
gaps in the contract. If the answer to a
question is not applicable, then record
N/A as necessary.
Both you and all those with parental
responsibility should sign the contract.
If the family circumstances mean there
are two parents who have access to
the child it is advisable for both of them
to sign and date the contract.
Each child should have their own
separate contract, this includes siblings.
It is advisable to review the contract on
a six monthly basis.
You should remind parents that fees are
still payable during the notice period
even if the child does not attend.
Child Details Form
Parents should complete a child record
form in full, for each child.
The completed form will provide you
with some of the essential information
needed to care for the child and meet
their individual needs.
The child details form should be
signed and dated by the parent when
completed and returned to you.
It is advisable to speak to parents on
a regular basis to ensure that all their
childs details are up to date and ask
parents to inform you of any further
changes as soon as possible.
Record of Childrens Attendance
This record, when completed will help
you to demonstrate that you are working
within the legal ratios:
The attendance sheet should be
completed daily, recording each child
that attends.
Always record the actual times of arrival
and departure for each child daily.
The time recorded on the attendance
sheet may be different from the agreed
contracted hours if a parent arrives
late/early for collection.
The parent should sign the record at the
end of each week to verify the hours
recorded.
Record the non attending hours and
the reason whilst they are still in your
care e.g. attending pre-school.
If you employ an assistant or another
registered childminder then you should
record the actual hours they have
worked, on this document. If you are
co-minding with another childminder
then you will both need to complete a
separate attendance record indicating
your own key childrens attendance.
Childminder Documentation - Guidance Notes 2
Contacts
The contact list should be kept at the
front of your childminder portfolio or within
easy access, in case of an emergency.
The contacts record gives quick and easy
access to essential numbers.
Record each childs emergency contact
details.
You will also need to remember to
update the contacts when a new child
starts.
Accident/Incident Record
This record form should be used to record
any accidents or incidents that occur
involving an injury to a child in your care.
Details should be recorded as soon as
possible after the accident/incident even
if the injury is a minor one.
It is important to complete all the relevant
information on the form:
Date and exact time the accident/
incident occurred.
Include a description of what
happened and who was involved.
Details of any injury sustained it is
advisable to mark any injury on the
body diagram
Record what treatment was given and
by whom
You should ask parents to sign to say
they have read the record.
The parents should be provided with a
copy for their own records if requested.
If the accident is of a serious nature
Ofsted and RIDDOR (Health and Safety
Executive) should also be informed.
Administration of Medication (Short term and
Long term)
Before any medication is administered,
written permission should be obtained
from the childs parent.
The parent should complete the details
of the medication to be administered
on the form. You should check the
information is correct by cross referencing
with the labelling on the container.
Include the medication/product
information with details of how any
treatment should be administered.
Record the date and time of when the
last dose of medication/treatment was
given prior to the child coming into your
care.
Forms should be completed and signed
before any medication or treatment
begins.
Each child should have their own
medication form.
The parent should record:
the childs name and date of birth.
the name of the medication or
treatment to be given.
the dosage and any restrictions e.g. do
not repeat within four hours.
the date and times it is to be
administered.
start date and finish date If the
medication/treatment is continuing,
record ongoing in the finish date on
the Medication form (Long term).
record if a dosage has been given to
the child before.
the childminder should check the
information has been accurately
recorded by the parent.
You should:
Record every time medication or
treatment is given. Sign and date the
record each time until the course is
completed; and demonstrate it has
been administered according to the
parents instructions.
Childminder Documentation - Guidance Notes 3
Ensure the parent reviews and signs
the record at the end of each
day to confirm the medication/
treatment has been carried out as
per their instructions. This will inform
them of when the last dosage was
administered.
Remind parents to tell you when
medication or treatment is no longer
required.
Training may be required where the
administration of medicine requires
medical or technical knowledge.
Always check your public liability
insurance and adhere to any
requirements as instructed.
Existing Injuries
You should use this form to record any
injury, however minor, that has been
sustained whilst the child was not in your
care.
Explain that this information will be
recorded and identified on the body
diagram as a safeguard for you as well as
the parent and their child.
Use a separate sheet for each child.
A copy of the completed form should be
signed by both you and parent. Provide a
copy of the form at the parents request.
Record of Concerns
This document is for you to record any
concerns you may have regarding the
safety and welfare of a child in your care.
For example, these concerns could be
physical signs, bruising, marks; a change
in behaviour or use of inappropriate
language.
A copy of your concerns may need to be
given to Childrens Social Care Services
if the incident becomes a possible child
protection concern in the future. The
safety of the child should be your first
concern.
Each entry should be dated and always
retain the original.

You should always maintain confidentiality and comply with any data protection
requirements
Please note below, should you choose to use the documents provided;
The childminding contract and associated forms and documents have been provided as
blank templates by Lancashire County Council to facilitate parents/carers/guardians and
childminders. These documents are intended as an aide only. The County Council is not
in any way connected with the childminder the childminder is an independent / self-
employed person and has no affiliation with the County Council. The contract is a written
legal agreement between the parent/carer/guardian and childminder only. The County
Council shall not in any way be liable to any parent/carer/guardian or the childminder
in connection with the childminding contract and/or use of the contract/templates. Use
of the contract/templates is at the parent/carer/guardian and childminders risk the
County Council recommends each of you seek your own independent legal advice if
you are unsure about anything.

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