Famly Compliance Checks Process

At Wise Owls, it is both a regulatory requirement and a company standard to maintain thorough and accurate records of each child’s individual needs and experiences throughout their day in the nursery. These records ensure high-quality care, safeguard children’s wellbeing, support communication with families, and demonstrate compliance with statutory EYFS requirements. All required entries must be completed through the Famly system. 

Each key worker is responsible for ensuring the following records are fully completed, accurate, and published daily for every key child: 

Child Attendance  

• Sign each child in and out every day at the exact time of arrival and departure. 

• Record any child absences, including full details outlining the nature of the absence. 

Child Sleep records  

• Record the exact time the child goes to sleep and wakes. 

• Log all scheduled sleep checks in line with the Safer Sleep Policy. 

Meal records 

• Record all meals, including:  

• what the child ate 

• how much was eaten 

• Time of meal given 

Nappy changes 

• Log each nappy change using the correct categories: 

• Dry 

• Wet 

• BM (bowel movement) 

• Wet & BM 

• Add any relevant notes (e.g. cream applied). 

• Follow nappy change process 

Medication, accidents and incidents 

• Publish all medication records, ensuring full compliance with the Medication Process below. 

• Publish all accident records following the Accident Procedure below. 

• Publish any incident records as required. 

Medication process 

• The Nursery must not administer any medication unless prior written consent is given by the parent via Famly.   

• Only a paediatric first aider will administer the medication and ensure there is a witness present.  

• The person administering the medication will check all details on the medication form ensuring the medication is in date and the correct dosage is administered.   

• Management must check the child’s record and approve the administration of medication.  

There are two types of medication forms on Famly; (1) Scheduled Medication and (2) Unscheduled Medication:  

Scheduled Medication  

• Scheduled medication is medication that has been prescribed for a child and must be given at scheduled times, for example, this may include antibiotics, eye drops or any other medication that has a scheduled start / end date for its administration.   

• A new ‘scheduled’ medication form must be completed and acknowledged for this type of medication and medication MUST NOT be administered without parent acknowledgment.  

• This form should be completed by the key worker and the parent together.   

• The scheduled medication form must be acknowledged by the parent and Management.  

• Once the scheduled medication has been administered, this must be approved by the Management and should be acknowledged by the parent via the digital app in a timely manner 

Unscheduled Medication  

• Unscheduled medication is medication that may be administered from time to time as required, such as Calpol, an Epi-pen or an asthma inhaler.   

• Every child should have an ‘unscheduled medication form’ on their profile for ‘Calpol’ when they start nursery.  Key workers should add this form with the parent during the first Settling in Session and explain why this is necessary.  

• Once an unscheduled medication form has been acknowledged by a parent, a qualified paediatric first aider can administer this ‘unscheduled’ medication without needing to create a new medication form.  

• Key workers must inform Management of the need for Calpol and then should contact the parent before the medication is administered, if this is Calpol, you must notify them of the reason why the child needs the medication, i.e. High temperature.   

• Management must approve the administration of unscheduled medication.  

• Communication amongst the team is vital to ensure medication forms are checked, acknowledgement checked and that the dosage, box, batch number and times are all checked.   

Acknowledging a medication form  

Staff will be able to check if parents have acknowledged medication forms via the child’s record or via the Safeguarding area on Famly.  

When to complete a medication form  

• The Keyworker and Parent are required complete the medication form together on Famly when the child is dropped off.   Parents are unable to edit the details of a medication form via the Famly app, so it is important that this is completed together.   

• Management and the parent must then acknowledge that all of the details are correct before the medication can be administered.   

How to record when medication is administered  

• Records of any medication administered will be kept and stored confidentially on the child’s record on the digital app.  

• The person administering the medication will ensure the medication form is updated on the digital app once the medication has been given i.e. Time given, dosage, witness  

Emergency medication  

• Each child who requires medication has a medical care plan which the key worker is responsible for.   

• A child’s emergency medication must be available at all times and stored in a red medical drawstring bag which the Keyworker is responsible for keeping on them at all times so the medication is always available.  

• If a staff member goes out of the room or for a break the medication must be passed to another paediatric first aider.    

• Epi-Pens and Inhalers are stored appropriately and kept out of reach of all children.   

• All staff must be informed of where emergency medication is stored.  

 

Create a new medication form  

Go to the child’s profile  

1. Go to ‘Safeguarding’  
2. Go to Medication  
3. Go to ‘Add Medication’  
4. Below is the form to complete   
5. Under the Other Notes section, record the batch number   

Accident procedure 

1. All accidents must be dealt with by a Paediatric first aider.  
2. The paediatric first aider who dealt with the accident should complete all of the details in the form on the child’s profile on Famly and include any witnesses, along with completing the body map section.  
3. This must then be reported to Management on duty, they will review and publish the report to parents.   
4. Parents receive the notification in the app along with an email, they are required to acknowledge the accident in a timely manner and will be reminded by the system daily until this has been acknowledged. Keyworkers to prompt parents to sign the accident report and to monitor this has been completed.  
5. Site Managers must inform the Operations Director of any Serious accidents within 24 hours, and the escalation process map will be followed.  The Operations Director needs to be informed at the earliest opportunity with full details of the accident report shared. The Operations Director will inform Ofsted within a 14-day period therefore details should be notified in a timely manner.  
6. Accident reports will be audited by Managers and the Operations Director monthly to review our practices and to see if there is a recurring accident and any concerns. 

Serious accidents  

The following accidents are serious accidents (plus any other accidents the manager on duty deems necessary): 

• anything that requires resuscitation 

• admittance to hospital for more than 24 hours 

• a broken bone or fracture 

• dislocation of any major joint, such as the shoulder, knee, hip or elbow 

• any loss of consciousness 

• severe breathing difficulties, including asphyxia 

• anything leading to hypothermia or heat-induced illness 

 

Please refer to ‘What to do if there is a major accident procedure’ 

 

Choking 

When a child experiences a choking incident that requires intervention, we will: 

• Record details of where and how the child choked on Famly 

• Make parents aware of the incident via phone and via an incident form on Famly 

 

Head Injuries  

If the accident is a head injury the parent must be called to notify them. Details of the accident and calling the parent must be logged on the accident form in Famly within the section ‘How and when were parents notified’, this needs to document the time you spoke with the parent and which parent ie. Spoke to mum on the phone at 10.27am. 

The head injury must be checked regularly with the ‘Head Injury Log Form’. Once the head injury log form is completed this must be uploaded to the accident report.  

Head Injury advice sheet from the NHS is available for parents to see within the documents section, within the accident form signpost them to this document.  

Bites 

If a child has been bitten by another child, please log this as an accident and also an incident. Please inform the parent via phone that their child has been bitten. Follow the biting policy with managing biting within the setting.  

 

Learning and Development compliance 

• Record observations, updates, and parent communication in line with the Parent Communication Framework and EYFS framework 

• Complete and publish the statutory Progress Check at Age 2 for each child in the required timeframe. 

 

Keyworker end of day expectations:  

 

Before leaving each day, key workers must check: 

• all required records are completed 

• no gaps or missing information are present 

• entries provide a full and accurate account of the child’s day 

• Effectively handover to a colleague 

 

Staff 

• Each staff member signs themselves in via the QR code upon arrival at work 

• Each staff member who leaves the building on their lunch must sign out on Famly and then sign back in once back from lunch 

• Each staff member signs themselves out via the QR code when leaving their shift 

• Management of the Nursery ensure accurate records with logging staff absences, annual leave and ensure the rota is accurate and published weekly.  

• Line Managers will ensure their team have signed in and out each day 

Line Manager responsibilities: 

• monitor record keeping across their team  

• identify any gaps or missed entries 

• address issues promptly with the relevant staff member 

Setting Managers responsibilities: 

• Conduct monthly spot checks for each room 

• Ensure consistency and completeness of all records 

• Monitor patterns of accidents and risk assess spaces following review 

• Address any gaps and escalate to HR if there is evidence of ongoing failure to maintain adequate record keeping 

• Document your compliance checks 

Head Office responsibilities: 

• Conduct quarterly spot checks across each setting 

• Review record‑keeping compliance for all key workers 

• Address any concerns and escalate to the Setting Manager / Operations Director where evidence shows persistent failure to record daily accounts appropriately 

• Document  

This record-keeping expectation must be followed alongside the following Wise Owls documents: 

• Safer Sleep Policy

• Nappy Change Process

• Parent Communication Framework

• Key Worker Job Description

• What to do if there is a major accident procedure

 

Policy Confirmation