Child Wellbeing & Duty of Care Policy

Effective Date: 17 June 2026

Applicable to: All students (ages 3-8), parents/guardians, staff, and visitors of Ultra

1. Purpose

This Policy describes how Ultra (“the School”) actively looks after the everyday physical, emotional, and developmental wellbeing of every child aged 3–8 years, beyond abuse-prevention safeguards already covered in the Child Safety & Safeguarding Policy. It defines staff responsibility for day-to-day duty of care.

2. Supervision Ratios & Staffing

• Each class/group maintains an age-appropriate staff-to-child ratio sufficient for close supervision during lessons, play, meals, transitions, and rest time.
• At least one trained staff member is present and actively supervising children at all times, including during transitions between activities and washroom visits.

3. Emotional Wellbeing

• Staff greet each child warmly at drop-off and check in on their mood throughout the day, recognizing that young children may express distress through behavior rather than words.
• Staff use calm, reassuring language during separation anxiety, conflicts, or upsets, and give a child space to self-regulate with support rather than punishment.
• The School provides a quiet/calm corner or equivalent space where a child can settle if overwhelmed.
• Staff are alert to signs of distress, withdrawal, or changes in behavior that may indicate issues at home or with peers, and discuss concerns sensitively with Parents.

4. Physical Wellbeing

• Daily routines include adequate rest/nap time (for younger groups), regular toilet breaks, hydration, and a balanced snack/meal schedule.
• Outdoor and gross-motor play is scheduled daily, weather permitting, alongside quieter indoor activities.
• Classrooms and play areas are kept clean, childproofed, and checked regularly for hazards.

5. Inclusion & Individual Needs

• Each child's individual pace, temperament, and needs (including any diagnosed developmental, sensory, or learning need) are respected and accommodated as far as reasonably possible, in consultation with Parents and, where relevant, external specialists.
• No child is excluded from an activity, celebration, or peer group based on ability, background, or family circumstance.
• Staff adapt instructions, seating, or activity pacing for children who need additional support, in partnership with Parents.

6. Nutrition & Mealtime Care

• Staff supervise mealtimes/snack times, are aware of each child's allergies (per the Health, Safety & Medical Emergency Policy), and encourage but do not force children to eat.
• Birthday/festival treats follow School guidelines on healthy options and allergy safety.

7. Transitions & Settling-In

New admissions and children moving between classes/age groups are supported through a settling-in period with extra reassurance, a gradual routine where feasible, and close communication with Parents during the first few weeks.

8. Staff Responsibility

1. Know each child in your care as an individual — their likes, fears, comfort items, and family context — not just as a name on a register.
2. Build a warm, trusting relationship with every child while maintaining the professional boundaries set out in the Staff Code of Conduct.
3. Communicate openly and promptly with Parents about a child's wellbeing, whether a small daily observation or a bigger concern.
4. Take ownership: if you notice something is not right for a child, follow up rather than assuming someone else will.

9. Working with Parents

Parents are encouraged to share anything affecting their child's wellbeing (a new sibling, a house move, sleep changes, a recent illness) so staff can respond with appropriate sensitivity and support.

10. Review

This Policy is reviewed annually alongside the Child Safety & Safeguarding Policy and updated based on staff observations, parent feedback, and best practice in early-childhood and primary care.