Swansacre Policies

Swansacre Playgroup is governed by The Care Inspectorate and operates according to the necessary Policies and Procedures by legal requirement.  Copies of these documents are available to read in Swansacre Playgroup.  Please ask staff or a committee member if you would like to view these.

Parent Duty

Swansacre operates a parent duty rota as detailed in our Parent-Carer Duty Policy.  As we cannot afford to cover our adult to children ratios with paid and disclosed staff for all sessions, we expect parents/carers to help staff as per our rota system.  This allows staff to spend their time with the children rather than tidying/cleaning, etc and means that they are free to assist children with toileting and hand washing in the knowledge that the remaining children are supervised.  There are several relief playleaders available to cover your duty if you are unable to arrange a swap with another parent/carer.  You are responsible for paying the relief cover directly at the beginning of the shift they are covering on your behalf.  Parent/Carer Duty is required for all sessions, including Lunch Club.

Suitable Clothes

Our Outdoor Policy states that children will be encouraged to spend time playing outside at each session, depending on the weather.  Children will be taken outside in wet, cold and snowy weather as well as in hot weather unless it is extreme or poses a danger to the health and wellbeing of the children.  Please send your children appropriately dressed with suitable headgear and footwear.  At Swansacre Playgroup, we do not provide or apply sunscreen.  Please apply to your child before leaving them at playgroup and provide a sunhat and long-sleeved top in their bag.

Food Policy – Snacks & Lunch Club

Swansacre offers a healthy snack each day and displays a weekly menu prominently in Swansacre.  If your child has any food allergies or intolerances please advise staff immediately and see the section below on Medication.  Please read our Healthy Eating Policy for more details regarding our snacks.

At Lunch Club, we promote healthy eating, so we ask that you do not send fizzy drinks or excessive amounts of sweets. We encourage children to attempt to eat all of their packed lunch contents, so please think of how much your child is likely to eat!. We also ask that you do not include any nuts (or items containing nuts) within the lunch boxes.

Settling In

Swansacre Playgroup operates a key worker scheme whereby each child is allocated to one member of staff, their key worker.  As far as is possible your child will start playgroup on a session when his/her key worker is present.  The key worker will help with settling in and provide consistency of care to your child during the settling in period.  Please read our Settling In Policy for more details.  We are very flexible in our approach to settling in, as each child is individual and settles at his/her own pace.  However, we do advise from the very beginning that the parent/carer leave for at least part of the first session, as otherwise the child can get a false impression and think that the parent/carer will always be staying.  Please speak to a member of staff if you have any queries or issues regarding settling in!

Illness & Absence

It is our policy not to accept any child who has been vomiting or had diarrhoea until at least 48 hours has elapsed after the illness.  If you are concerned about the health of your child, please discuss your concerns with a playleader prior to leaving your child at Swansacre.  There is a Communicable Diseases fact sheet displayed at Swansacre for your information.  Please read our Children Taken Ill At Swansacre Policy and Procedure.  If your child is ill and will not be attending a session or you are going to be on holiday, please advise staff either beforehand or on the morning of that session.  Otherwise, staff must phone to find out the reason for the absence in line with our Child Protection Policy.


Staff at Swansacre would prefer parents and carers to discourage children from bringing their own toys into our premises.  The exception to this is any item, blanket, or toy that is a comforter for your child.  Please speak to your key worker to advise how the comforter is used by your child.

Toileting and Nappy Changing

In line with our Child Protection Policy, all toileting, nappy changing and handwashing at the sinks beside the toilets will be dealt with by ONLY our staff having been satisfactorily disclosure checked as per the Disclosure Scotland Act.  Please read our Toileting and Nappy Changing Policy for details.  When your child is toilet training, please advise your key worker to allow them to work with you and support your child in whatever way you feel appropriate in order to make the transition from nappies to pants as stress free as possible for your child.  Also, in case of accident, please supply spare clothes in a bag with your child’s name on.  Please complete a Toileting Information Form for playgroup children.

Medication Policy

As per our Medication Policy, please advise a playleader before you leave your child at Swansacre for the first time if your child has any health issues which may require the playleader to administer medication either regularly or as a one off.  The Playleader/Lead Practitioner will contact the SPPA Centre before agreeing to administer any medication apart from Calpol or antibiotics, whether this be routine or emergency.  This procedure is for insurance purposes.  The SPPA will advise of the outcome in writing. A child may not be left without parent until this is agreed.  This will be the same should a child develop a condition after starting playgroup.  Please ensure that the correct written information/forms have been submitted to playgroup prior to leaving your child when they need to be given medication by a playleader.

Special Needs Statement

Children with special needs will not be excluded from Swansacre Playgroup.  Please contact staff if you require any further information regarding a child with special needs.

Challenging Behaviour Policy

Challenging behaviour is taken very seriously at Swansacre and every effort is made to work with parents in dealing with this.  Our staff will inform you of any issues they feel need addressing and will work with you as detailed in our Behaviour Management Policy which is displayed on our policy noticeboard.  Our staff will physically remove any child that is causing a danger to themselves or others.

Child Protection

Swansacre Playgroup is inspected by The Care Inspectorate who ensures that we operate in line with our Child Protection Policy.  We also operate within the Perth and Kinross Child Protection guidelines.  Our named child protection worker is our Lead Practitioner, who will be informed if there is a suspicion of child neglect, etc.  The Lead Practitioner has the right to inform the area child protection team in any event concerning a child attending Swansacre Playgroup without consulting the parent/carer.

Collection of Children

Please inform staff when you drop your child off at playgroup if someone else is going to collect them.  You will need to give details of the nominated person and sign our Alternative Collection book, as will the nominated person on their arrival.  If you do not inform staff your child may not be released to the nominated person.


In the event of a fire at Swansacre all children will be taken to Kinross Day Care Centre, High Street Kinross and all parents/carers will be contacted and asked to collect their child from this location as soon as possible.  Please review our Emergency Evacuation Policy and Procedure.

Working in Partnership with Parents

Swansacre Playgroup is run by a committee of parents and carers who are responsible for the success of the group.  Please speak to a member of staff if you feel you would be able to help the committee in any way or if you would like to take on a specific role within the committee.  We are always looking for our parents to help with day to day running of the group and with fundraising events.  Please remember, Swansacre Playgroup is your playgroup.

Photographs and the Internet

Parents are asked to give permission for photographs to be taken of their child and also for these to be displayed in Swansacre and on our website.  Permission is also required for the use and distribution (to other parents) of photographs where your child is in the background. This information should be given at first registration and at the beginning of each school year thereafter.


Swansacre shares an access point with neighbours and rely on our members being considerate when dropping off and collecting children.  Please respect our neighbours – please do not park across their garage; please leave buggies and bikes against the wall of Swansacre, not our neighbours’ wall; please do not smoke or drop cigarette ends or litter in the vicinity of Swansacre.  Please do not leave bikes and buggies outside when on duty.  Bring buggies inside and speak to a playleader about bikes.  Thank you.

Complaints Policy

Complaints can be made to a member of staff, committee, or our Lead Practitioner in the first instance.  Every complaint will be taken seriously and dealt with in the strictest of confidence.  However, as detailed in our Complaints Policy displayed on our Policy Noticeboard, parents and carers can contact The Care Inspectorate directly at the following address to report any complaints without first informing Swansacre Playgroup:

Compass House

11 Riverside Drive




01382 207100

Complaints 0845 6030890



Please read the Complaints Procedure displayed on our noticeboard for further information