Childcare Office

Documentation and Information policy

The Cambridge Universities' Holiday Playscheme (CUHP) recognises the importance of maintaining up to date and accurate records, policies and procedures necessary to operate safely, efficiently and in accordance with the law. CUHP is also aware of its obligations with regard to the storing and sharing of information under the Data Protection Act 1998, and is committed to complying with its regulations and guidance. The Playscheme Co-ordinator and Playworkers are aware of the implications of the Data Protection Act 1998 in so far as it affects their roles and responsibilities within CUHP.

CUHP is committed to a policy of openness with parents with regard to its policies and procedures and the information that CUHP holds on their child. Records and information will be made available to parents on written request unless subject to an exemption. If for any reason a request is going to be refused, then this decision, and an explanation, will be communicated in writing.

Information and records held on children will be kept secure, access to which will be restricted to the Playscheme Co-ordinator and Playworkers where necessary. Systems are in place to safeguard confidential information kept on computer.

Playscheme will maintain and update children's records from the information provided by users. Registration forms are updated annually and users are responsible for communicating changes of information during this time. Medical forms are renewed every Playscheme or when information changes.

The Cambridge Universities' Holiday Playscheme will keep records about the children. These include:

  • Medical forms.
  • Accident and Incident log.
  • Medicine forms.
  • Registration forms (conferring consent for children to fully participate in CUHP).
  • Allergy Management plan.
  • Care Plans.
  • Any other information relating to the child deemed to be relevant and significant.
  • Permission to go home alone where appropriate according to arrivals and departure policy.
  • Log of concern, where appropriate.

Additionally, and in accordance with our policies and procedures, the following records and information will be stored and maintained by the Cambridge Universities' Holiday Playscheme:


An up-to-date record of all the Playworkers and volunteers who work at the CUHP, including:

  • Application forms and references.
  • Evidence of Criminal Records Bureau checks disclosure number/date.
  • Copies of certificates of relevant training and qualifications.
  • Emergency contact numbers.
  • Up-to-date name, address, telephone number.
  • Employment details.
  • Any other information (such as Personal Development Plans) during their time spent working at CUHP.

Documents and Records

  • A comprehensive set of policies and procedures as required by the Statutory Framework for the Early Years Foundation Stage and/or Childcare Register (Compulsory or Voluntary) that are reviewed when appropriate.
  • A Self Evaluation Form completed and contributed to by all Playworkers.
  • Sign-in Sheets.
  • The daily attendance registers.
  • Records of the play activities implemented by CUHP including off-site visits and outings.
  • Records of any medication being held by Playworkers on behalf of children, along with the signed Medication Form.
  • Records of signed Emergency Medical Treatment Forms, giving parental authorisation for Playworkers to consent to emergency treatment for children (in accordance with the Administering Medication policy).
  • Provider Complaints Log completed by the Playscheme Co-ordinator and details of any complaints.
  • An Inventory Record of equipment owned or used by CUHP.
  • Ofsted Registration Certificate.
  • Any Insurance certificates and information.
  • Accident and Incident Record Sheets.
  • Fire Drill Log.
  • Risk assessments and daily Health and Safety checks.

Notification of Changes to Ofsted

CUHP recognises its responsibilities in keeping children, parents, Playworkers and Ofsted informed of any changes to the running or management of CUHP that will directly affect them.

Wherever possible, if changes are to be made, affected parties will be given as much warning as possible. In the case of proposed changes that are of considerable scope or importance CUHP will facilitate consultation with the affected groups or individuals.

In the following cases, it is mandatory for CUHP to inform Ofsted at the earliest possible opportunity:

  • Any change in Management or appointed person and people living on the premises.
  • Any significant change to the premises.
  • Any allegation of abuse by a Playworker or volunteer, or any abuse which is alleged to have taken place on the premises.
  • Change of name or address.
  • Any other significant events.

Policy reviewed 6 December 2011.