Internal procedures for members of staff 

If a child is sick:

Ensure the child receives appropriate care while minimising the risk of spreading illness.

1. Isolate the child in a quiet area and ensure supervision, comfort and water if appropriate.
2. Assess the situation, take temperature and note symptoms. Determine if the child needs immediate medical attention.
3. Never give any form of medication, unless previous instructions and medication have been received from a parent as well as a signed discharge form for a very specific case (allergy, epilepsy) etc.
4. Contact parent or guardian, inform them of the child’s condition and request pick up.
5. If a parent or guardian cannot be reached on the number provided on the enrollment form, call emergency services if needed. (112)
6. Ensure a staff member remains with the child until help arrives.
7. Record the incident and actions taken and advise parents about returning protocols (fever-free for 24 hours).

In case of an accident:

Provide immediate care to the child while ensuring the safety for all.

1. Ensure immediate safety, stop all activities and prevent further harm.
2. Remove other children from the scene, if necessary.
3. Administer First Aid using supplies from the designated kit.
4. If the injury is severe, call emergency services. (112)
5. Contact the parent or guardian and inform them about the incident and any medical care provided.
6. Document the incident and actions taken.
7. Check up on the child’s recovery and update safety protocols if needed.

If a child goes missing:

Ensure the swift and safe recovery of the child while keeping others safe.

1. Alert all staff members and assign someone to take charge of the search.
2. Maintain calm and avoid alarming the other children.
3. Conduct a systematic search of the premises. Monitor all entry and exit points.
4. If the child is not found within 10-15 minutes, contact local authorities and parents.
5. Document the incident, review and update safety protocols to prevent future occurrences.

In case of fire:

Ensure the safety of all children, staff and visitors by following evacuation protocols quickly and efficiently.

1. Raise alarm, notify all staff the evacuation procedures are starting.
2. Take attendance and ensure all children and staff are accounted for.
3. Guide children calmly and quickly to the assembly point using the pre-determined evacuation routes. These are visible on the walls of the facilities and each member of staff has previously been informed and received a copy.
4. Once outside and at a safe location, take attendance once again and inform emergency services immediately if someone is missing.
5. Call emergency services, provide details and building location.
6. Prevent re-entry until it has been deemed safe by the fire department.
7. Inform parents and guardians of the situation and reassure them of their child’s safety.
8. Document the incident and actions taken. Review and improve safety protocols if necessary.

In case of problem/complaint:

Handle complaints professionally and resolve issues promptly

1. Listen and acknowledge, allow the parent, child or staff member to express their concerns fully.
2. Ask for the complaint in writing to be addressed by email to: info@culturekids.be
3. Gather all relevant information and speak with parties involved to better understand the context.
4. Address the issue promptly, proposing a solution where possible and remaining calm, professional and empathetic.
5. Communicate the resolution in writing and document their response.
6. If the issue cannot be resolved internally, escalate it to a third-party mediator.
7. Analyze the root cause to prevent recurrence and update policies or staff training if needed.

All staff are informed and apply these procedures to ensure the best care and safety of children under our supervision.