Policies & Procedures

We have a number of policies and procedures. These can be taken a subsection at a time. Please take your time and go through them thoroughly thank you.



All children attending day-care must have up to date immunisations. To this end we expect parents to provide us with records of these immunisations, this will be verified by us before the child is granted access into day-care. These immunisations must be kept up to date and are subject to verification at the beginning of term in September and on return from the Easter break.



We have a very firm “sick child policy”. If your child is not feeling well, please keep your child home until the condition has improved. Do not bring your child to school if your child has a fever over 98.6° F (37° C), a contagious rash, bad cough, any discharge of discoloured or profuse mucus from the nose or eye, diarrhoea, sore throat, or if your child is vomiting.   If you bring in a sick child to school we will ask that you take your child back with you.

In the event that a child has fallen sick whilst under our care, we will:

  1. Determine the illness does not qualify as a medical emergency (that the child is conscious, not bleeding continuously and no broken bones)
  2. Comfort and reassure the child
  3. Call the child’s parent/carer to pick up the child from the setting.
  4. Give the other children something to keep them busy whilst taking the child to a quieter area and waiting for the parent.
  5. The child must be symptom free for 48 hours of any contagious illnesses before coming back to the setting to avoid spreading the virus to others.
  6. A written record will be kept of all illnesses at the setting and the parent/carer of the child will be asked to sign the record as proof of notification. The records are kept in the child’s file.



In the event that medicines will need to be administered to the child:

  1. Written consent must be received before any child is given any medication.
  2. The written consent must contain within it the name of the medicine, the doses and the frequency it is to be administered.
  3. We cannot administer any medication that has not been specifically prescribed for the child. Proof of the prescription must be attached with the recommended doses as stated by the child’s doctor.
  4. Once written consent has been given we shall administer the doses as stated.
  5. There will be a written record of the times and doses and the name of the medicine administered. This will be given to the parent to sign at the end of each day. This record will be kept in the child’s file.
  6. For children with severe allergies or asthma, parents must leave a ventilator and/or Epi-pen at school.
  7. All medicines will be kept out of reach of children at all times.



In the event that a child has hurt or injured themselves we will:

  1. Ascertain whether the injury is a medical emergency, if it is we will carry out the procedures as in a medical emergency outlined above.
  2. Once deemed to be a non-medical emergency, we will comfort and reassure the child.
  3. Clean the wound with water and leave the wound to air dry.
  4. At the time of collection of the child, the parent will be informed of the accident and given full written account for their signature. Once signed the original will be kept in the child’s file and a copy given to the parent.
  5. A detailed account of all accidents will be recorded and parents/carers will be asked to sign the record as proof of notification. Please note that a record of any accidents that happen outside of our supervision will also have to be recorded and signed for.



In the event of a medical emergency we will:

  1. Check the child for signs that the child is conscious, check for signs of continuous bleeding and broken bones.
  2. Inform medical services of the situation and our location.
  3. Comfort and reassure the child but keeping the child as still as possible.
  4. Call the parents/primary carers and inform them of the situation.
  5. Keep the other children occupied with activities whilst waiting for emergency services to arrive.
  6. In the event that the parent of the child is not available to accompany the child to the hospital, a member of staff of Rainbow Manor will go with the child. Please note that if a child trainer is unable to go with the child, the child will have to go to the hospital with a non-teaching staff member of Rainbow Manor to ensure the safety of the other children under our supervision.

Please note that all children will have to fill in a form which will be taken as consent for our affiliate hospitals, Pediatric Partners and Q-Life; so that in the case of a medical emergency they can be admitted into the hospital, these incurred costs will need to be covered by the parent at that time. Please note that due to our relationship with the hospital all bills must be paid in full before further care is given to the child. For your convenience the bill can be forwarded to us and you can pay for it at day-care.


We can provide meals for your child at an extra cost should you wish it. If your child is with us the whole day then they will be eating 4 times in the day. Breakfast, snack time, lunch time and tea time. We ask that each meal go in a separate container clearly labelled with the meal and the child’s name should you wish to do this yourself. Should you wish to, as parent/caregiver you are welcome to join us at our lunch time; we can provide your lunch also if we are given notice at drop off of your child, however you are still very welcome to join us with your own lunch. We do ask that you refrain from packing sweet snacks and “junk food” for you or your child as this may make meal times difficult for the other children as we try as much as possible to provide healthy meal plans.


To safeguard the children in our care we will:

  1. Undertake regular risk assessments and implement the results to ensure the safety of the space being used and the activities undertaken for each individual child.
  2. Observe each child periodically to ensure that all their needs are being met and that they are safe from abuse.
  3. Discuss additional support needs with parents if some needs have been identified.
  4. Report allegations of abuse in line with our safeguarding policy to our psychologists for further referral if abuse is suspected.(Please see our Safeguarding policy for further details)
  5. Teach each child health and safety tips so that they can keep themselves healthy and safe whether in the setting or out of it.
  6. Ensure that we follow procedures in the event of a fire or security incident.
  7. Keep up to date with all safeguarding training and documentation, including renewing pediatric first aid training when due.


For the safety of your child and all other children at Rainbow Manor you can only pick up a child if:

  1. You are on record for being able to pick up that child. To this end we have a biometric scan system that allows up to three people on record per child.
  2. In the event that there is an emergency and none of the three people can pick up the child we also have a card that can be given out to a fourth person.
  3. You will need to inform us via telephone of the identity of this person and leave us a contact number for that person. In addition once the person arrives with the card and a government issued form of identification, we will call the parent/carer(s) on record to cross check the identity of this person. Please note it is of the utmost importance that you are able to pick up your phones as we will be unable to release the child if we cannot fulfil all our security checks. Please make every effort to ensure we know who may and who may not pick up your child from school.
  4. If we are unable to reach a parent/carer and late fees apply due to inability to reach the parent these will have to be paid.
  5. People who are not on the system and are not the confirmed emergency pick up will not be allowed to pick up the child. In the event that an unauthorised person is insisting on a pick up the police will have to be involved.


To ensure Equal Opportunities we will:

  1. Adapt activities and/or workspace to ensure all children can join in.
  2. Provide resources and opportunities to inform the children about various cultures, ethnicities and religions.
  3. Teach and encourage children under our care to value each other and respect diversity.
  4. Celebrate all achievements regardless of who accomplished them and to what degree.

For further details please see our Equality and Inclusion policy

To promote positive behaviour we will:

  1. Explain house rules to parents and children in an age and stage appropriate manner.
  2. Praise children for good behaviour and reward them appropriately.
  3. Be positive role models by obeying the rules ourselves and being consistent in applying them as well as being consistent in response to the rules being obeyed or broken.
  4. Investigate unwanted behaviour and create solutions for them. However if there is deliberate flouting of the rules, there will be age and stage appropriate consequences.
  5. Parents will be informed in writing, via text or a verbal conversation in person or on the phone of any severe incidents.

For further details please see our Ground Rules Policy


Parents or any member of their family are not permitted to post pictures of Rainbow Manor children, other than their own, on any social media or other websites without the express written permission of Rainbow Manor. This will include pictures of the children taken at our facility or at any other on-site or off-site activities of the Manor.  If parents or any member of their family are in breach of this policy, Rainbow Manor reserves the right to take legal action.


While most children are well suited to this method of learning, no centre is right for every child and/or family.  If we believe we are unable to meet the needs of the child, or the parent’s expectations, we will refer the family to an alternate program. As children are admitted on various time schedules please note that refunds will only be possible to those who are paying on a termly (3 months) or yearly basis and only under the following conditions:

  1. We have been given written notice 30 days before the termly withdrawal and 90 days before the yearly withdrawal.
  2. The amount to be refunded must exceed one month in the case of a termly withdrawal and three months in the case of a yearly withdrawal.

We require:

  1. Verbal notice by the Thursday of that week should you wish to withdraw your weekly enrolled child.
  2. A minimum of fourteen days written notice should you wish to withdraw for your monthly-enrolled child,
  3. A minimum of thirty days written notice should you wish to withdraw your termly-enrolled child.
  4. A minimum of ninety days written notice should you wish to withdraw your yearly-enrolled child

Please note that without the notice we cannot instruct our banks to stop any direct debit payments and thus neither can we arrange refunds and you may be charged even if your child is no longer with us.

We reserve the right to refuse day care to a child if payments fail. All overdue/failed payments incur a surcharge of N1,000 a day with the child being refused admittance after a week (five working days) of all payments being unpaid.




We reserve the right to terminate our contract with a parent/carer for the following reasons:

  1. Non-payment or late payments of tuition and/or fees.
  2. Non-compliance with any/all of our policies
  3. Disruptive and on-going behavioural problems that interfere with the learning process of his/her peers.
  4. Excessive absences
  5. The school is unable to meet the special needs of the child.

In the event there is a concern regarding the child’s continued participation in the classroom, Rainbow Manor will immediately contact the parents for a conference. It is left to the discretion of the Program Director whether to continue the enrollment of a child under challenging circumstances.


Starting out at the Manor         

We accept half or full day enrollments. Please note that half day enrollments are limited.


  • Registration is on a first come, first served basis.
  • All fees are payable at registration and then by direct debit after the first payment (
  • We reserve the right to limit or deny enrollment for the benefit of our class as a whole.
  • Siblings of children currently enrolled in our programs are given priority on the waiting list.

Opening hours:

  • Rainbow Manor is open from 7:00am to 06:00 pm, Monday to Friday.You will not be granted access to the premises before then.
  • We are closed on all public holidays.

Drop Off/Pick Up:

  • Children are to be picked up from 06:00pm to 7:00pm
  • For drop offs a child trainer/ assistant child trainer will meet the child and parent to take the child to the indoor play area.
  • A child is only allowed to be picked up after the designated adult has completed the biometric scan and passed. In such an event the child will be brought down to the adult. This is to avoid other children getting upset at the lack of their parent/carer.

Late Pickups:

  • Late pick-ups will have to pay a fine of N5,000 for every ten minutes your child is late after six thirty pm. Fees are in ten minute increments and not per minute, based on the day-care clock.
  • This fee is payable at pick up of the child or at drop off the following morning. Failure to do so will result in refusal of care for your child.


  • At Rainbow Manor we ask that parents provide us with all that your child will need while at the Manor. Thus, we ask that your children come with a needs bag that contains:
    • several changes of clothing,
    • diapers
    • any ointments or creams that need to be applied when changing occurs
    • wipes
    • indoor shoes/slippers

You will be notified when supplies are running out.

  • Please note that if we have to provide any of these for your child more than twice a month, you will be billed for a brand new pack of whatever was needed.
  • We ask that only things pertaining to their needs be brought in and all personal toys, electronic devices and costume jewelry be left at home.

Holidays and Absences:

  • Please keep us informed if your child will be away from day-care either for personal reasons, illness, or a holiday either via email (info@rainbow manor.com) or telephone (01-2702586).
  • We are open all year round with the exception of public holidays. However we do have a more relaxed service for a month at Christmas , a month at Easter and two weeks towards the end of the Summer.

Information dissemination:

  • All information regarding Rainbow Manor inclusive of events shall be on our website and/or Instagram and Facebook pages.
  • A daily sheet of how your child fared during the day will also be provided.
  • Every Easter and Xmas a report entailing your child’s development will be prepared. One report will be more detailed than the other depending on when your child started their daycare journey with us.
  • Both reports will be delivered electronically to the email address held on record for the primary parent/caregiver.
  • Telephone calls and appointments are encouraged for the discussion of the child’s welfare or progress.

Birthdays and other festivities:

  • We acknowledge each child’s birthday at Rainbow Manor, to that end should you wish to you may provide a cake/cupcakes and/or party bags, and these will be distributed for the children to take home at the end of the day.
  • We encourage all parents to fill the bags with fun and safe As these will be checked and all harmful/potentially harmful items removed.
  • As part of the day’s festivities we invite the parents of the child/ children of the setting to join us at lunch time when we sing happy birthday and “cut the cake”.
  • We celebrate as many diverse festivals as possible as a way of informing your children of the world they live in, these include but are not limited to Valentine’s Day, Salah, Diwali, Easter, Cinco De Mayo and Independence Day. These are purely celebratory, fun, cultural and informative and not performed with any religious context.
  • As we want our parents/carers to feel as included as the children in our festivities we might ask them to donate their time and skills either in or out of the Manor in preparation for some of our themed festivities.

Confidentiality and Data Protection                      

Whilst your child is with us at the setting we will need to hold data concerning your child and you, details such as full names, date of birth, contact details as well as medical and dietary information. This all means that we have a lot of information that others who have known you longer may not have access to.

For that reason all information held with us is subject to confidentiality. We will not hand over any information that has been supplied to us or that we discovered through our observations about you or your children.  To that end we ask all our child trainers and staff to sign a non-disclosure agreement and ask the parents to sign the same this is to protect both parties as parents may be in possession of information about our child trainers and staff that they may not want shared with anyone without their permission. This is also to grow trust and a positive relationship between the parents/carers and our staff. If there is trust and a positive relationship then both parties feel free to disclose all and any useful information to the other. This only benefits the child as it means the level of care the child gets will be of a superior nature. Having signed the agreement our staff are then free to talk to each other about the children under their care and only as it regards the supervision and welfare of the child being discussed.

All information that is kept with us is totally factual, no opinions will be recorded and all found  within the child’s file and only those who need full access to those details will be able to get to them otherwise details will be given by those with full access to those on a need to know basis.  Each child with us will have their own file and as a parent/carer it is your right to have access to the details of the file for your child.

There is one exception to our confidentiality rule and that is if we believe the child under our care will suffer as a result of keeping the confidentiality agreement. In most cases we will disclose information even then, with parental permission. However, there may be exceptional cases where parental permission is not sought.

Ground Rules                  

Ground rules are developed to keep all the children safe. These rules are created based on safety, how to treat others (manners and being polite), daily routines and what is acceptable in our day-care. For children younger than three they are helped to follow the rules of behaviour with the help of the other children and the child minder. Children older than three are made to feel like they are rule creators through discussion as to what they think the rules ought to be.

We prefer creating rules that tell a child how to behave such as we will chew with our mouths closed as opposed do don’t run. We believe creating rules that show a child how to behave creates boundaries and helps them act as they ought. These are rules that are always in effect whether indoors or outdoors and then there are situation rules. These are a few rules based on particular situations such as when going to the supermarket. All our rules have consequences that will be implemented when the children do not adhere to them, before these consequences are implemented it is our policy to figure out the root cause of the adverse behaviour as there may be an underlying cause that needs to be dealt with. We do not practice smacking or corporal punishment and we do not threaten to do either, neither do we exclude children from participation in activities, humiliate them, or refuse them food as a consequence of breaking the rules.

Children are not to scratch, kick, bite, hit or harm another child or staff member.  Any incident is taken seriously, behaviour is recorded, parents are informed and a meeting is scheduled.

If after the meeting the child continues to hit or hurt another student, or a member of staff, we will contact the parent or guardian and ask that they immediately pick up their child. Together, family and school will work to resolve this problem. However, if a child continues to put the other children or staff at risk, the child will be withdrawn from our program.


It is thought that play is what children do when they are not being told what to do by adults. Thus the greatest point of discovery for children is when they are following what they want to do and how they want to do it. They tend to develop more fully across all 5 developmental areas. It is necessary for play and all learning to be inclusive, that is to say that children of varying needs, cultures or religions ought to be able to join in all activities. Whilst children learn in more ways than during play; play enables adults (parents/carers and child-trainers) to engage with the child and provide the right kind of activities and support for each child.

Whilst there are many examples of how play stimulates development it is easiest to see using language development. Children learn to communicate how they want to be treated and how they don’t want to be treated when they are playing (emotional development), they learn to use polite words such as sorry, please or thank you (social). They can express if they have understood the rules of the game being played (cognitive).  They want to talk about winning a race (emotional, communication and physical). Thus play is key to development. Children learn without even realising it because they are having fun.

Whilst children are playing the supervising adult (child-trainer) is best able to determine, through observation, if the needs of each child are being met. These needs may be disability, culture or religion oriented, may be geared towards discovering if a child is meeting their developmental milestones, or used solely to determine if the children are enjoying themselves. It is during observation that a concern can be identified and a child could be supported if there is a need or simply to better create activities that the children under supervision will enjoy more.

It is important to allow children develop as they choose to and not put limitations on what each can or cannot accomplish; placing gender restrictions, cultural restrictions or restrictions on ability limits their development. Children then lose the ability to think creatively and imaginatively because they have been told there are certain heights they are not able to reach. They are then not able to gain the appropriate level of self-esteem, self-respect or respect for others because they have grown up with the view that people have roles that they must live within. When they encounter those that live outside those roles (themselves included) they treat them as though they do not deserve to be respected or held in high regard. It is therefore best to give them a broad view of the world, showing them a world in which people of all cultures and regardless of gender or disability are accomplishing great things.

In order to encourage and promote a fun and challenging environment for learning we use a range of tools from books the children can read to role playing, outdoor time and every day domestic routines.




Child trainers and staff have a duty to make sure that all children are free from abuse. This means that we are under obligation to report any concerns we might have. In most cases where we suspect abuse we will discuss our concerns with the parents/carers. Only in extreme circumstances where we believe to do so will put the child at further risk will we report directly without a discussion with the parents/carers.

There are four major types of abuse they are physical, sexual, emotional and neglect.  Behaviour that may cause concern is varied. If we feel that a child is displaying any of these behaviours we will ask to see a parent or primary carer to discuss them (for a list of these behaviours please get in contact with the daycare). The idea is to help parents/carers that may be struggling with care and not to immediately assume abuse as some of these behaviours are also symptomatic of other problems. If you as a parent/carer are facing difficulties please ask for an appointment to discuss these as we would be able to support you appropriately following a discussion. We will either offer support ourselves or by giving the details of professionals equipped to offer the right kind of support. Please note however that if following a discussion these behaviours do not begin to reduce or alleviate we will be obligated to report our observations in line with the law.


When an allegation is made against a member of our staff, that member will cease to work with us pending the outcome of the investigation. It is for the protection of all children and staff that we ask for accurate record taking. In instances like this these records can then be submitted in defense after copies which will be kept by the child-trainer have been made.

If an allegation is proved false, the child-trainer reserves the right to get in contact with the police to take action against the accuser.


Working in Partnership       

The person with the most knowledge and the most important person in a child’s life is the parent/carer. It is important then that we are acting as the parent/carer would wish. This requires constant communication but due to schedules this requires some juggling. We would like each parent/carer to set aside time each month. This is done via a telephone call in the evenings (after seven pm) and no longer than five to ten minutes. Should we feel that a longer session is needed to discuss any concerns at any point, or if the parent/career would wish one, then an appointment can be set up at a mutually convenient time.

Before your child starts at the setting we would like to have a discussion about what kind of schedule you would like us to adopt for your child.

  • Their sleeping habits (whether you want them to have naps during the day)
  • Their eating habits (do they have any allergies or foods they cannot eat for religious reasons or specific times when they must eat)
  • Clothing (Do you have clothing preferences, are there any material allergies)
  • Skin and hair care routines ( is there a special one that you would like us to adopt)
  • Any cultural or religious festivals, traditions or beliefs that we need to incorporate into their routine (for example no eating meat on Ash Wednesday)
  • Do they need any additional care (such as help with a disability)
  • Who will be collecting and/or dropping of the child at the setting

This will ensure consistency between the care they receive at home and the care they receive here at the setting. Consistency and stability are paramount for the health and development of the child.

It is our belief that children thrive where they feel welcome. To ensure this, we encourage parents to bring their children in to the setting at an agreed time, close to their official start date, to join in some of the activities whilst the parent is present. This provides the child with some foreknowledge of the setting for when they officially start at the setting. They will be provided with their own crockery and cutlery and a hook with their picture to hang their bags. They will also be provided with their own bedding.

Children grow and develop at different speeds however there are developmental milestones that one can expect. It is our obligation to make sure they are developing according to these milestones. To that end we use routines to check that they are meeting them.

Please let us know if there are any changes to contact details, numbers, addresses or a change in the person who shall be picking up and dropping the child. If there is a change in the latter we require that in writing and for both the regular person and the new person to come to pick up or drop off at least once before the new person is given sole responsibility. This is to ensure that the person is really known to the parent/carer and for us to be able to identify the person also.

It is our hope that both you and your child will be very happy with us. We hope to work fully with you as a single unit with the one goal of caring for your child allowing them to grow to their maximum potential.


Thank you for choosing our service and we look forward to working with you and your child.