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Parent
Welcome Pack
All you need to know about being a part of
Abbeydale Playgroup!
Our Committee
Fundraising
Tapestry
Facebook Page
Leaving Playgroup
Parental Permissions
Registration Form
Parent Contract
My Profile
Daily Requirements
My Key Person
The activities provided within the Playgroup follow the Early Years Foundation Stage (EYFS).
They will encourage your child to learn through play and enhance their skills in many ways.
Each session is planned by staff to promote the development of skills in such areas as personal,
social and emotional development, language and literacy, problem solving, reasoning and
numeracy, knowledge and understanding of the world, physical and creative development. The
focus is always the children and their needs, interests and abilities. Staff members plan, assess
and observe every session and through this they keep a Learning Journey for each child; these
are available for the parents to share anytime - please ask your child’s Key Person.
We are a community playgroup, run by an elected committee, who employ the Play Leader and
other staff members. We are a member of the Gloucestershire Playgroup & Toddler Association
(PATA) and are a registered charity. The Playgroup is regulated by OFSTED and works within their
published standards of good practice.
Please note carefully that in accepting your child’s place at Abbeydale Playgroup, you are choosing
parent volunteer-run childcare, not a private nursery. The Playgroup is run by a committee made
up of parents (you!) who have overall responsibility for the Playgroup, and without them the Playgroup
cannot exist. The committee employ the staff members, organise fundraising, approve policies,
oversee budgets and finances, and make all other decisions about the running of the Playgroup.
Meetings are held monthly and can be arranged at times to suit the majority of members. More
information will be provided at your Information Evening and you will have the opportunity to speak to
current committee members.
If you would be interested in joining our friendly committee, please do not hesitate to approach
one of the existing committee members or any member of staff, who will be happy to share their
experiences with you. Please remember that without the parent volunteers on the committee
the Playgroup cannot open.
Abbeydale Playgroup has comprehensive Policies and Procedures which are available to read at
any time on our website or by request at Playgroup, along with details about how Playgroup is run.
Abbeydale Playgroup's preferred method of communication is via email but we will communicate
with you via text, our website and our closed Facebook page. You will receive communications
from our Playleader, Business & Finance Administrator and our Chair Person - in order to make
sure you receive these, please add the following email addresses to your email account's 'safe' list:
playleader@abbeydaleplaygroup.co.uk
abbeydale@eygloucestershire.co.uk
chair@abbeydaleplaygroup.co.uk
Session Routines
AM Routine 9am until 12 noon
9.00 am Toilet time
9.15 am Registration and show & tell
9.40 am Free flow play – in/outside
10.20 am Tidy up time and encourage the children to help
10.30 am Snack time & milk
11.00 am Free flow play
11.15 am Toilet run and hand washing (where hygiene is discussed)
11.40 am Tidy up time
11.50 am Get ready for home time
For each of the above sessions the adult led / group activities can vary each week to including using
Learning Journeys, Science, Maths, Writing or Cooking
Staffing and Qualifications
Play Leader Leah Powell NVQ Level 3 Health & Safety Officer
in Childcare Safeguarding Officer
Risk Assessment Officer
Deputy Play Jodie Smart NVQ Level 3 First Aid Officer
Leader in Childcare Communication & Language Officer
Key Person Claire Drew NVQ Level 3 in Special Educational Needs and
Childcare Disabilities Co-ordinator
All staff also hold an up to date First Aid and Child Protection Certificate
Each group is 'buddied' up with another - this allows 2 Key People to get to know your child so if
their prime Key Person is off for any reason, their 'Buddy' Key Person will be there for them.
Your child’s Key Person will settle him/her into the Playgroup and will be responsible for meeting
his/her direct and indirect needs. The Key Person will communicate regularly with you regarding
what your child has been doing while at Playgroup and will also discuss his/her progress with
you and complete their Learning Journeys. If you have any worries or concerns about your child,
please discuss these with your Key Person – they are your special person too!
All staff and committee members have enhanced DBS checks. Volunteers and rota parents are
never left unsupervised.
Each session is run with at least one Play Leader and the correct ratio of staff to children. There
is also always at least one first aider on site at any time.
Our Committee
New parents are warmly welcomed onto our friendly committee, which is made up of parents and
carers of children who attend Playgroup. Please note that many of the members listed below
are pre-school parents and will u s u a l l y move on with their children when they start school
so, if you would like to have a role that is currently filled, please let us know as new members will
be elected at the Annual General Meeting (AGM) in July.
Matters dealt with by the committee are: fundraising, staffing, finance, policies and many other
decisions affecting the running of Playgroup. It is key to maintaining a successful Playgroup and
without them it could not exist. We would kindly ask that you consider getting involved in some
way or another.
There is always something that needs a volunteer, so if you have a spare moment, please
contact any member of staff or the committee and we will always find you a job or two. As well as
the more involved committee roles, there are many smaller jobs which need doing regularly or as
one-offs, for example: counting penny pot money, counting vouchers (like Morrisons vouchers)
making cakes, writing the newsletter and making posters. A full list will be provided at the Open
Evening in June so you can decide how you would like to get involved.
We also operate a self-registration system, where we encourage the child to place their own
name cards on the colour group boards, inside the hall. We do this to help encourage the children
with letter recognition.
We have notice boards on the corridor walls, where lots of relevant information will be displayed.
One will have ALL new notices, so please pay attention to these boards, as the information is
important and will change on a weekly basis.
If your child is upset, we DO NOT allow your child to cry any longer than we would our own child.
If your child is continually upset we WILL ring you.
Security
Please sign your child in and out when you arrive and leave each session, using the time you actually
arrived on the premises, not the start/end time of the session. This is important as we use this
register for emergency procedures.
Emergency evacuation procedures are in place and are practised regularly. In the event of an
emergency, where the Playgroup has to leave the building and is unable to return because it is not
safe to do so, the Playgroup has arranged to seek warmth and refreshment from Heron School,
Abbeydale. During an emergency we shall make every effort to contact parents/carers for
immediate collection of their child. If we are unable to contact a parent/carer a member of staff from
the Playgroup shall stay at Heron School until a parent/carer arrives.
If it is likely that other adults (other than the named parents/carers) will be picking your child up from
Playgroup, please list them in the forms below and let them know the correct procedures. Let your
Child’s Key Person know who will be picking up your child before the start of the session. We ask
you to choose a pick up password for Playgroup to keep on record.
Suitable Clothing
Safety is considered most important so we ask that long dresses, hooded tops, heeleys,
crocs, flip-flops, attached dummies or jewellery MUST NOT be worn to Playgroup,
as these items present a safety risk during play and on the climbing equipment.
We positively encourage the children to wear the uniform (the coloured Playgroup polo shirt or
a t-shirt of the same colour) because it helps create identity and a sense of belonging to a group.
It also aids the transition between Playgroup and school. We provide aprons for messy play but
would advise that children don’t wear their best clothes to Playgroup as accidents can happen.
Toilet Training
Please toilet/nappy change your child before the session. As all children are individuals, they
will all develop at different rates. Bearing this in mind we work closely with you and your child to
work towards good toilet training. We ask that you provide spare clothes in a named bag and
nappies and wipes if appropriate. We will communicate with you during this process.
All children are taken to the toilet by an approved adult whenever needed and at set regular
intervals (e.g. before snack times). Your child’s Key Person will inform you of your child’s
progress at the end of the session, if requested.
Nappies will be changed as needed in the changing rooms by a DBS checked and trained member
of staff. Parents MUST inform the Playgroup in writing, if you wish us to encourage toilet training
whilst your child is in the care of Abbeydale Playgroup.
Sickness
If your child is ill and can’t come to Playgroup, please telephone the Playgroup mobile (07775
890544) to inform us on the first day of your child’s absence, before the session begins.
If your child falls ill during a Playgroup session, the child will be comforted and you will be contacted
to collect the child from the session.
There are some illnesses that need to be controlled to stop the spread of infection. If your child
has any of the following, we ask that you c o n t a c t t h e P l a y g r o u p , t h e n follow our
exclusion time and keep your child out of Playgroup for the times advised.
Wow Vouchers
If your child has done something fab at home you can let us know on a voucher and we will share
with the group and include them include them in your child’s Learning Journey. We also use
‘feelings vouchers’ in case you want to let us know that your child is not feeling him/herself and
‘parents voice’ forms if you have anything else you want to tell us. You will find blank forms by the
register for you to use.
Birthdays
Birthdays are celebrated for each child by giving a birthday card, and the staff, along with all the
children, make the birthday child feel special by singing “Happy Birthday” and recognising their
special day throughout the session. If you do not wish your child’s birthday to be celebrated please
see a member of staff.
Penny Pots
Each child will be given a small pot with their name on it. We would be grateful if your child could
bring it to Playgroup with them regularly, filled (or partially filled) with any loose change you may
have. Once enough pennies have been saved, the Playgroup children decide what new toys or
equipment to buy. This is just one of the ways that we raise funds to buy new equipment.
Stay and Play
Your role is important. Playgroup is run by staff, parents and carers for the children. This is
your Playgroup and your help is vital to the continuation of the Playgroup’s success.
Unless you are more than 6 months pregnant or have a baby younger than 3 months old, you are
invited to take turns with other parents/carers in helping out at Playgroup sessions,
approximately twice per half term. If you wish to do more than this, please feel free to volunteer,
by signing up on the rota sheet next to the register.
Stay and Play involves staying for the whole session - please feel free to bring lunch or a snack.
We have some designated jobs to help the session run smoothly and to assist the staff and
children; you will be given instructions for these on arrival at your session by the Play Leader. This
is also an opportunity to view your child’s Learning Journey and of course meet other
parents/carers and have fun!
Please note that whilst at stay and play you will be required for safeguarding purposes to store
your mobile phone in playgroups designated place. You are also required under data
protection/safeguarding rules to not discuss outside of playgroup anything you may hear or see
regarding other children or staff.
Fundraising
The Playgroup cannot run without fundraising. The money we receive from session fees and
government Early Education Funding pays for our basic running costs (staffing and the cost of
hiring the hall), but fundraising enables us to purchase additional toys and equipment and fund
activities we would otherwise not be able to afford. It is essential to the Playgroup and means
that Playgroup can continue to run in the future.
The committee and staff organise many fundraising events throughout the year. All parents/carers
are asked to help to support these events, by volunteering time (at least once per academic year),
providing donations and attending events if possible.
Recent fundraising events have included; nearly new sales, summer fayres, race nights, fashion
shows, pamper evenings, cake sales and a sponsored obstacle course. If you feel you could help
out with any of our fundraising events or have any new ideas, please contact the Play Leader or
our fundraising co-ordinator: fundraising@abbeydaleplaygroup.co.uk
Session Fees
Our Session Fee is £10.50 per session. You will receive an invoice at the beginning of each half
term and this should be paid within 10 working days, until your child is eligible for Early Education
Funding. Missed sessions cannot be refunded. Full terms and conditions regarding fee payment
can be found in our Fees Policy which is held within playgroup.
Various Payment Plans are available to pay the fees. Please speak to our Business/Financial
Administrator, Karen Hendry on 07512 861101 or abbeydale@eygloucestershire.co.uk.
Funding and Government Schemes
3 Year Old Early Education Funding
All children will receive a funded place from the full term after their 3rd birthday, at which time each
child is entitled to a maximum of 15 funded hours per week (Abbeydale Playgroup currently offers
7.5 hours for Playgroup children and 14 hours for Pre-school children).
You do not need to apply for the Early Education Funding for 3 year olds – it is done by
Playgroup, you will just be asked to complete and sign the forms accordingly.
Once it has been verified that you are eligible, please show your FIS eligibility letter to Playgroup
as soon as possible who will retain a copy.
It is your responsibility to apply for this extra funding and to reapply every three months if you are
eligible to ensure you do not get invoiced for your child’s fees.
Tax-Free Childcare
Abbeydale Playgroup accepts payment by Tax-Free Childcare, for eligibility criteria and to apply
please go to www.childcarechoices.gov.uk. Please notify Playgroup if you intend to pay for your
child’s fees through this scheme.
Childcare Vouchers
Abbeydale Playgroup accept payment of fees through the childcare voucher schemes.
For further information on funding and fee payment schemes offered by the government
please go to www.childcarechoices.gov.uk
In order for a Tapestry account to be setup for your child please complete the consent form included
within this welcome pack.
Facebook Page
Abbeydale Playgroup have a closed Facebook page. Members have to request to join and an
administrator will only authorise those requests that are from either a child’s parent or guardian.
Parents are welcome to post messages but these will be approved by the administrator at their
earliest convenience. To abide by data protection regulations please note that we do not allow
messages containing personal information to be posted on our closed Facebook page, this
type of message will not be authorised, this page is solely for general information sharing only.
Should you have to refer to a child please only use initials. Please contact playgroup direct by
phone/text (07775 890544) to inform of child absences/missing items etc...
Date of Birth……………………………………………………………………………………………...................
1. Emergency Plan
In the event of an emergency, where the Playgroup has to leave the building and is unable to return because it is not safe
to do so the Playgroup has arranged to seek warmth and refreshment from Heron School, Abbeydale. During an
emergency we shall make every effort to contact parents/carers for immediate collection of their child. If we are unable to
contact a parent/carer a member of staff from the Playgroup shall stay at Heron School until a parent/carer arrives.
I/we understand the emergency procedures above and agree for this plan to be used in the event of an emergency.
Signed…………………………………………………………………………………………………………………
Signed…………………………………………………………………………………………………………………
I/we agree for the Playgroup’s qualified First Aider with the current certification to administer First Aid to my/our child. I/we
give permission for the First Aider to seek emergency medical assistance/treatment if required.
Signed…………………………………………………………………………………………………………………
Signed…………………………………………………………………………………………………………………
3. Observations
I/we understand that ongoing observations will be undertaken on my/our child, for the following reasons:
I/we understand that these will be in the form of written statements and shall be shared with me/us to read and sign.
Signed…………………………………………………………………………………………………………………
Signed………………………………………………………………………………………………………………
4. Photographs
I am/we are the parent/legal guardian of the above named child and I/we give permission for my/our child to be
photographed by the Playgroup to record the child’s daily routine or development, and for the following reasons (please
tick all that apply):
I/we understand that there will be no payment for my/our child’s participation.
Please be aware that as a parent or legal guardian should you attend a playgroup event you are obliged under
safeguarding rules to only display photos of your child on social media, you are signing in agreement to this.
Signed…………………………………………………………………………………………………………………
Signed…………………………………………………………………………………………………………………
I/we understand that during free play and for the purposes of fun and new learning experiences the Playgroup may wish
to play in the grounds of the community centre or walk to local amenities ie. Play parks, post box or local shops. I/we
give permission for my/our child to go out with appropriate staff/child ratios, during these sessions and agree to allow
my/our child to use outdoor play equipment in gardens, parks or playgrounds whilst in the care of the Playgroup.
Signed…………………………………………………………………………………………………………………
Signed…………………………………………………………………………………………………………………
I/we agree for staff with a current Criminal Records Bureau check to change my/our child’s nappy/pull up and apply
barrier cream supplied by me/us if applicable. I/we agree for staff with a current Criminal Records Bureau form to
encourage Toilet Training, along with my/our child’s peers.
Signed…………………………………………………………………………………………………………………
Signed…………………………………………………………………………………………………………………
If you do not agree with any if the above statements, regarding Nappy Changing/Barrier Cream Application/Toilet
Training, you MUST inform the Playgroup Leader or Administration Manager in writing before your child starts in the
Playgroup setting. Once your child is free of nappies, please let your Key Worker know.
CONFIDENTIAL REGISTRATION FORM
………………………………………………………………………..
………………………………………………………………………..
Address: ………………………………...……………………………………..
………………………………... ……………………………….........
……………………………....... ……………………………………..
Home Language:………………………………………………………………………...
(It would be helpful to know what languages are spoken at home to prevent any communication difficulties)
Family religion:………………………………………………………………………..
…………………………………………………………………………………………………………………
Name and addresses of up to 4 people to contact in case of emergency (if parents cannot
be contacted):
Contact 1
Name ______________________________________________________________
Contact 2
Name ______________________________________________________________
Contact 3
Name ______________________________________________________________
Contact 4
Name ______________________________________________________________
Name: ………………………………………………………………………...
Address: ………………………………………………………………………...
………………………………………………………………………...
Name: …………………………………………………………………………
Child’s Dentist:
Name: ………………………………………………………………………...
Address: ………………………………………………………………………...
………………………………………………………………………...
Telephone No.:………………………………………………………………………………..
Tetanus ……………..
Diptheria ……………..
Polio …………….
PCV ……………..
Hib/Meningitis C …………….
Rotavirus …………….
Meningitis B ……………..
Measles/Mumps/Rubella ……………..
Please specify:………………………………………………………………………...
Yes…………. No………..
(If yes, please specify and speak to a member of staff)
Any other information you feel we should know about your child?
(Our Playgroup offers a wide range of activities: painting, water play, sand, clay, playdough, sticking, dressing-up etc. If
you foresee any problems with your child participating in the above activities, please state which and why. Eg. Allergy,
Religion or Cultural reasons)
……………………………………………………………………….................
………………………………………………………………………..................
Names of any people you have authorised to collect your child (other than parents)
Person 1
Name _____________________________________________________________
Person 2
Name _____________________________________________________________
Person 3
Name _____________________________________________________________
These people will be asked for a password, please make sure they know what it is!
Password ______________________________________________________________
(Please remember it is important to advise the Playgroup staff if any other person is to pick
up your child from Playgroup.)
…………………………………………………………………………………………………………………..
Does your child attend another childcare setting (e.g. nursery, playgroup or childminder)?
Yes / No
Address: _______________________________________________________________________
Please supply your email address as this is Abbeydale Playgroup’s preferred method of
communication. In accordance with the Data Protection Act GDPR 2018 please also give consent
if you are willing for this email and other contact details to be held on the home computer of Chair
and the Business/Financial Administrator to be used for Playgroup business only.
Email ______________________________________________________________
I/We consent to this email and other contact details to be held on the home computer of the Chair/
Business/Financial Administrator to be used for playgroup business only. (Please Tick) [ ]
Please inform Playgroup of any changes to the information given on this form as soon as
possible.
Signed:………………………………………….……
Date:……………...................................................
Signed:……………………………………………….
Date:………………………………………………….
1. Fees:
I will pay the session fees within 10 days of invoice date. (Fees are non-refundable.)
I have read and agree to the terms of Abbeydale Playgroup’s Parent Contract.
CHILD’S NAME:…………………………………………………………………………………………….....
SIGNED:…………………………………………………DATED:……………………………………………
The General Data Protection Regulation (GDPR) replaced the current Data Protection Act 1998
with effect from 25th May 2018.
Abbeydale Playgroup will only use your and your child’s personal information to enable us
to provide an early years education service to you.
We will also use this information to keep in contact with you either by email, post or by
Facebook.
We will keep the information secure and will only share it as necessary and appropriate for
funding purposes (e.g. to access 15 or 30 hours funding from Gloucester County Council)
or if required by law (e.g. for safeguarding purposes).
You have the right to ask us to view any information held and we will comply in accordance
with the regulations.
You can ask us to delete any data held at any time and we will comply in accordance with
our statutory obligations.
By ticking this box you are consenting to us to hold and process your data and send you
information
______________________________________________________________________________
1. Fees:
I will pay the session fees within 10 days of invoice date. (Fees are non-refundable)
I have read and agree to the terms of Abbeydale Playgroup’s Parent Contract.
CHILD’S NAME:…………………………………………………………………………………………….....
SIGNED:…………………………………………DATED:………………………………………..
The General Data Protection Regulation (GDPR) replaced the current Data Protection Act 1998
with effect from 25th May 2018.
Abbeydale Playgroup will only use your and your child’s personal information to enable us
to provide an early years education service to you.
We will also use this information to keep in contact with you either by email, post or by
Facebook.
We will keep the information secure and will only share it as necessary and appropriate for
funding purposes (e.g. to access 15 or 30 hours funding from Gloucester County Council)
or if required by law (e.g. for safeguarding purposes).
You have the right to ask us to view any information held and we will comply in accordance
with the regulations.
You can ask us to delete any data held at any time and we will comply in accordance with
our statutory obligations.
By ticking this box you are consenting to us to hold and process your data and send you
information
______________________________________________________________________________
Your copy
Please complete and return (if appropriate)
Abbeydale Playgroup
Gift Aid Declaration Form
Over the year you kindly donate funds to the Playgroup through various means ie. Penny pots, sponsorships,
cake sales and donations. These donations can be beneficial to playgroup through the gift aid scheme.
To qualify for Gift Aid you must be paying tax and what you pay in income tax or capital gains tax must at least
equal the amount we will claim in the tax year.
Using Gift Aid means that for every pound you have given the Playgroup we can receive an extra 25 pence
from the Inland Revenue, helping your donation go further. This means that £10 can be turned into £12.50 just
so long as donations are made through Gift Aid. Imagine what a difference that could make, and it doesn’t cost
you a thing.
Below is a Gift Aid declaration form, which we would appreciate you completing and returning to the Playgroup.
My details are:
Surname:
First name:
Address:
Postcode:
I would like to Gift Aid all donations I make to Abbeydale Playgroup from when my child begins playgroup and
all donations in the future until I notify you otherwise.
Dated:
Signed:
(Don’t Forget - To qualify for Gift Aid, what you pay in income tax or capital gains tax must at least
equal the amount the charity will claim in the tax year.)
Please complete and return
My Profile
We have attached a photo of me so you know what I look like when I start.
Now I’m old enough to come to Playgroup this is what my family would like to tell
you about me:
My name is ________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
Special Toy or blanket (please leave this in your child’s bag letting your Key Person
know it is there)
________________________________________
________________________________________