Westward School

Organisation Policy


At Westward we are committed to organising the staff, resources and environment to ensure that we provide high quality care that meets the needs of the children.

Our main concern is for the safety and security of the children. We therefore ensure that there are always sufficient staff to maintain the minimum adult:child ratio.

All policies and procedures are updated on a regular basis, yearly or as and when needed.



The Proprietor, Headteacher and Senior management team must ensure that:

  • the required adult:child ratios are met.
  • the health, safety and security requirements relating to this policy are met.
  • all new members of staff, including students and volunteers, receive a copy of the Policy for Organisation, and that this is discussed with them at induction.
  • this policy is made available to all parents and carers.
  • all staff, volunteers and students are involved in the implementation of the policy. (See Students on work experience policy and Students policy.)
  • staff are given opportunities to receive regular training, so that they can develop their organisational skills in providing care that meets the needs of the children. (See Staff Development and Performance Management Policy.)
  • the procedures for children’s arrival and collection will ensure their safety. (See Arrival and Dismissal policies.)
  • a procedure is established that should be followed if a child goes missing or is not collected. (See procedure when a child is not collected.)
  • an efficient and effective registration system is set up for children, staff and visitors. (See Staff handbook.)
  • all records are kept securely and items of confidentiality are respected.
  • there is a system to timetable the hours and responsibilities of staff.
  • the resources and space are used effectively to meet the needs of children.



Attached to this policy are documents which detail:

  • session times
  • room organisation and the layout of the Early Years at Westward. (See maps of Inside and Outside areas.)
  • the daily routine of our setting
  • the staffing structure. (See staff tree)

Adult:child ratios and the use of staff

  • We meet the requirements for adult:child ratios as outlined in the Statutory Framework for the Early Years Foundation Stage (March 2014) for our Nursery and Reception classes.

'For children aged three and over in independent schools, where a person with Qualified Teacher Status, Early Years Professional Status or another full and relevant level 6 qualification, an instructor, or suitably qualified overseas trained teacher, is working directly with the children:

* for classes where the majority of the children will reach the age of 5 or older within the school year, there must be at least one member of staff for every 30 children.

* for all other classes there must be at least one member of staff for every 13 children;and

* at least one other member of staff must hold a full and relevant level 3 qualification.'

Nursery is led by Mrs Lawrence who holds a (Level 6) Early Years Degree and is supported by Miss Mateo (Level 5)and Mrs Sloggett.

The Reception class is taught by Mrs Callaby who holds a (Level 6) Family and Childhood Studies degree with the support of a full-time qualified Early Years Practitioner Mrs Hannon NVQ (Level 3) Early Years and Childhood Education, (Level 5) Playworker.


Mrs Callaby is Head of the Lower School which includes the Early Years, Year 1 and Year 2.


Mrs Lawrence is the named Deputy for the Early Years in Mrs Callaby's absence.


'For children aged three and over in independent schools, where there is no person with Qualified Teacher Status, Early Years Professional Status or another suitable level 6 qualifications, no instructor, and no suitably qualified overseas trained teacher, working directly with the children:

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

* at least one member of staff must hold a full and relevant level 3 qualification;and

* at least half of all other staff must hold a full and relevant level 2 qualification.'


Where Nursery and Reception children attend the after-school facility a ratio of 1:8 is adhered to, led by Miss Gagliano (Level 4 qualification) and supported by Miss Chance.

Children are supervised at all times: There will always be a minimum of 1 qualified adult in each room and any outside area where there are children. No child will be allowed in a room or an outside area without supervision; children are supervised at snack/mealtimes; When staff need to help a child to go to the toilet, the other children are not left unsupervised.


Please see the separate Health and Safety policy

  • Only those aged 17 or over may be included in ratios (and staff under 17 are supervised at all times). Students who are on long-term, regular placement and volunteers (aged 17 or over) may be included in the adult:child ratio for the sessions which they attend, as long as they are considered to be suitably competent and experienced.
  • Students and volunteers who attend on a short-term or unplanned basis are not included in the adult:child ratio.
  • The Head of Early Years organises a staff rota to cover the hours that the Early Years is open.
  • In order to maintain the minimum ratio, and to ensure that there is always an adequate number of staff working with the children, general routine cleaning and maintenance tasks are carried out when the children are not on the premises.
  • When staff are absent the adult:child ratio is maintained.
  • Staff must phone into the office as soon as they know in the morning that they are too unwell to attend work so a suitable replacement can be found.
  • When staff take breaks the ratios are maintained according to an agreed rota.


  • If children are taken off the premises for an outing or walk in the locality, there will be at least 4 suitable staff, and a maximum ratio of 3 children to each adult.
  • A risk assessment will be carried out, in line with the Health and Safety Policy, before any outing. A suitably-qualified member of staff will take charge of the outing.
  • The person in charge of the outing will carry a mobile phone for use in an emergency.
  • Details of the journey and visit, and a list of all children and adults leaving the premises, will be left with the School Manager who remains at school.

Organisation of space and resources

  • The Head of Early Years, in collaboration with the staff, is responsible for organising the resources and available space.
  • The environment is kept clean and safe, and resources are checked regularly for wear, tear and safety.
  • The toilet facilities are kept clean and hygienic, and regular checks are made before, after and through any session. (See toilet tick lists)
  • During the course of the day children move around the different areas. We make every effort to keep the flow of children safe and supervised, without restricting access to the different areas.
  • The daily routine of the Early Years is organised in a way that provides security, consistency and continuity for the children.


The School Manager is responsible for keeping the following records up to date:

  • records on individual children’s details and specific needs.
  • emergency contact names and telephone numbers for each child.
  • names, addresses, telephone numbers and emergency contact numbers for all employees, students and voluntary helpers who are working on the premises. These details are confidential and will be kept in a lockable filing cabinet.
  • details of the person who collects each child, and an additional contact name and address for emergency purposes (if a child is not collected). (See information in the back of home message book.)
  • a register of children’s attendance. Registers will be held in each classroom. A register is taken at the beginning of the morning and afternoon session.
  • a record of all visitors. Visitors will be required to sign in and out/will be given a visitor’s badge.
  • a separate register which records any staff and children off-site on outings. (In the event of an emergency, the registers will be used to account for all children, staff and visitors on the premises.)

Staff training

  • Job descriptions set out the roles and responsibilities of staff. (See copy of job descriptions.)
  • Staff, students and volunteers are informed about the organisational routines and systems at Westward as part of the induction process.
  • Training meets the national standards of skills and qualifications, is identified through staff appraisal, and is included in the action plan for training. This will be reviewed on an annual basis. (See Staff Development Policy and Performance Management Policy.)


Last Reviewed: September 2017