Updated to include NEW Individual Support and Behaviours forms! – Gather further details regarding additional support needs, developmental delays, sensitivities or concerns

Collect essential information from children and families and request all of the necessary permissions using these professional care plans and consent forms.

Gather vital details at the beginning of new childcare arrangements or refresh existing paperwork to ensure you have obtained and shared essential information with parents.

CHILDMINDER, NURSERY & CARE CLUB versions of this pack are available!

All of the items in this pack have been designed to assist with General Data Protection Regulation (GDPR) compliance. For further assistance with GDPR, please refer to our FREE Guide for Childminders and Childcare Providers and our GDPR ToolKit! 

This pack contains ALL of the following:

• Personal Care Plans (0 to 3 years & 3 years plus versions)
• Parental Responsibility Form
• Individual Support and Behaviours Form and Observation Record *NEW
• Support Services Form
• Confirmation of Information & Preferences Form
• NON-Prescribed Medication Consent Form
• PRESCRIBED Medication Consent Form
• Photographs Permissions Form
• Special Outing / Trip Permission Form
• Dental Hygiene Support & Toothbrush Log
• Independent Travel Consent Form *Childminder & Club versions only
• Settling In Sessions Consent Form
• Occasional Care / Single Session Consent Form
• Overnight Care Consent Form 
• Multiple Contact Information Sharing Form
• Data Sharing Agreement & Examples
• Withdrawal of Consent Form

plus Information & User Guide

Personal Care Plans

Before commencing any childcare arrangement, it is vital that you obtain essential information such as emergency contact details, dietary information, medical requirements or additional support needs. Requesting further details such as abilities, routines and favourite activities can also help you to meet individual needs and care requirements.

These professional Care Plans will allow you to collect all of the information that you need. 

Two versions of Care Plan are provided – 0 to 3 years & 3 years plus. Includes ALL of the following:

• Front Covers – boy and girl version (Add a photograph plus your business details to the cover if you wish.)

• Parental Responsibility (& Legal Contact) Form – ensure you establish who has parental responsibility and legal contact for each child in your care – A legal requirement for childcare providers.  

• Registration Information – details agreed attendance times, emergency contacts, doctor’s information, allergies, special needs, etc.

• Child Information / All About Me – collect information regarding each child’s likes, dislikes, favourite foods, routines, self care skills, etc.

• Individual Support and Behaviours Form and Observation Record *NEW 

Gather further details regarding additional support needs, developmental delays, sensitivities or concerns. 

Add this OPTIONAL section which focuses on the broad areas of need including Language, Communication and Interaction, Social Skills and Relationships, Flexibility of thought and behaviour and Sensory and Coordination Needs so as you have a clearer understanding of children’s typical behaviours and can implement the support required. Request parents complete as part of their childs care plan… 

…OR complete an Individual Support and Behaviours Observation Record at any time to add to a child’s care plan as a record of any individual support needs observations. Completed observation records may be used as evidence for additional support needs / SEND applications.

• Support Services – Where involvement from additional support services is already in place, use the Support Services form to collect the relevant contact details and information, for example specialists for speech and language, additional support for learning, health, medical, or behavioural issues.

NOTE: If you provide care for a child with specific health care requirements, for example allergies, asthma, experience seizures, require a special diet or have a medical condition – You may also be interested in our Health Care Plans. 

Also includes Care Plan Review Record – Keep track of each time a care plan is reviewed or updated with new information.

Confirmation of Information & Preferences Form

It is important that parents and carers are aware of the procedures you follow in certain circumstances and that you are also clear on their wishes. This Confirmation of Information & Preferences Form goes over important information that parents will need to be aware of and requests that they tick to confirm that they understand certain policies and procedures. The form also summarises your data protection and handling procedures and allows parents to clearly indicate their preferred methods for sharing information about their child.

Keep alongside each child’s care plan as evidence that you have gone over important policies and procedures with parents and requested their information sharing preferences.

Consent & Permission Forms

There are certain activities where you must request written consent. In line with the General Data Protection Regulation, consent must be clear and specific. These professional forms allow you to explain in detail the individual circumstances for wish you are requesting consent and allow parents to clearly indicate their choices. The following consent forms are included:

PLUS…

Settling In Sessions Consent Form

Before formal childcare arrangements begin, you may like to offer settling in sessions. Settling in sessions provide the opportunity to get to know children and families and gather lots of information about likes, dislikes, routines, favourite activities, etc. before contracted hours commence.

Whilst these sessions may be short, it is essential that parents provide you with important information about their child, for example; allergies, special dietary requirements, medical conditions or additional support needs and emergency contact details.

This Settling In Sessions Consent form will allow you to gather all of the information you require plus detail the agreed dates and times of settling in sessions and any relevant charges.

Occasional Care / Single Session Consent Form

There may be situations where you are asked to provide care on an ad-hoc or irregular basis or when only a single session of care is required, for example to provide alternative care for a fellow childcare provider.

Like with any childcare arrangement, it is essential that parents provide you with important information about their child, for example; allergies, special dietary requirements, medical conditions or additional support needs and emergency contact details.

This Occasional Care / Single Session Consent Form will allow you to gather all of the information you require plus detail the agreed dates and times of sessions, charges and payment information.

Overnight Care Consent Form

Use this form when care is to be provided overnight. Ensure you have essential details to hand and obtain useful information regarding bed time activities and sleep habits so that you can support existing routines and ensure the comfort of the child.

Use alongside our Overnight Care Policy template from the Policies & Procedures Pack and our Overnight Care Risk Assessment from the Risk Assessments Pack for a comprehensive Overnight Care package!

Multiple Contact Information Sharing Form

Use this form when children are to be regularly dropped off at or collected from the setting by other responsible adults, e.g. grandparents, aunties, uncles, friends, etc. Confirm what information parents are happy for you to discuss with other people who collect their child and establish an effective system for passing on important messages. – See also Multiple Contact Policy in the Policies & Procedures Pack.

Withdrawal of Consent Form

Under the new General Data Protection Regulation (GDPR) parents may choose to withdraw consent at any time. Use this form to keep a record of the parent’s request, detailing the activity for which consent is being withdrawn and any specific details or information. Provide parents with a copy and ensure you keep one for your own records.

Data Sharing Agreement

You may come across some situations where it may be beneficial to share or discuss information about a child with other relevant professionals, e.g. health visitor, nursery / school teachers, speech therapist, social care professionals, health service workers, special needs coordinators, etc. In some circumstances, sharing information with others may also be necessary, for example applying for funding from the local authority.

With the exception of legal requirements or safeguarding concerns, you have an obligation to inform parents about any information sharing arrangements with other professionals and organisations and request their consent.

This Data Sharing Agreement form will ensure that parents understand fully what information is being shared, with whom and for what purpose.

Examples provided for: Local Authority Funding Application, Health Visitor – 2 Year Progress Check, Shared Care Arrangement, Speech Therapist and SEN Co-ordinator.

Please see the Further Details tab above for file format and supply information.

CHILDMINDER, NURSERY & CARE CLUB versions of this pack are available!

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