Recording, storing, reporting and sharing information in early years settings
R/506/9357
Qualification: TQUK Level 3 Diploma for the Children's Workforce
(Early Years Educator) (RQF)
Unit Title:Recording, storing, reporting and sharing information in
early years settings
RULES AND REGULATIONS
Plagiarism is presenting somebody else’s work as your own. It
includes: copying information directly from the Web or books
without referencing the material; submitting joint coursework as an
individual effort; copying another student’s coursework; stealing
coursework from another student and submitting it as your own
work. Suspected plagiarism will be investigated and if found to
have occurred will be dealt with according to the procedures set
down by National Academy.
Students are advised to review the module content before
attempting to address any of the tasks
ASSIGNMENT REGULATIONS
1. Learners are required to submit their work using the National
Academy Assessment cover sheet.
2. You are required to submit your assignment by the date shown
in your VLE Calendar
3. If you have any special requirements these must be
communicated to your tutor prior to the commencement of the
assignment
Assessment task: Recording, storing, reporting and sharing
information in early year’s settings
Task 1 (assessment criteria 1.1, 1.2, 1.3 and 1.4)
Understand the policies and procedures for recording, storing,
reporting and sharing information in an early years setting: -
Identify legislation relating to the recording, storage, reporting and sharing of information
One of the main responsibilities of early childhood professionals is to ensure that information collected and
, used about children and families is treated appropriately and in accordance with relevant legislation. This
includes recording, storing, reporting and sharing information in a way that protects confidentiality,
respects privacy and builds trust.
Some of the key pieces of legislation relating to data management in the early years include:
- The Data Protection Act 2018, which regulates the processing of personal data and defines the rights of
individuals to access, correct and delete their data.
- The General Data Protection Regulation (GDPR), which is a European Union law that applies to all
organizations that process the personal data of individuals in the EU, regardless of where the organization
is located. The GDPR strengthens the data protection principles and rights of individuals and imposes
stricter obligations on controllers and processors.
- The Children Act 1989 and 2004, which provide a legal framework to protect and promote the welfare of
children and require local authorities and other agencies to work together and share information to protect
children from harm.
- The Early Years Foundation Stage (EYFS) statutory framework 2017, which sets standards for the
learning, development and care of children from birth to the age of five. The EYFS requires early childhood
providers to keep records of children's progress and development, as well as information about their
identity, health, special educational needs and disabilities (SAADA), safeguarding and wellbeing.
The early childhood practitioner should understand the principles and procedures for recording, recording,
reporting and sharing information and their roles and responsibilities in relation to these processes. They
should also be aware of the principles of good data management practices, such as:
- Before collecting or sharing personal information about children, consent must be obtained from parents
or guardians, unless there is a legal basis or security measures that override this requirement.
- Keep accounting records accurate, up-to-date, relevant and secure and securely delete them when they are
no longer needed.
- Report all personal data breaches or incidents to appropriate authorities and individuals as soon as
possible.
- Share information only when necessary and with appropriate security measures such as encryption,
anonymization or pseudonymization.
- We respect the right of individuals to access, correct or delete their personal data, or to object to or restrict
their processing.
Explain organizational policies and procedures for the recording, storing, reporting and
sharing of information in own setting
Organizational policies and procedures for recording, storing, reporting and sharing data are paramount to
ensuring compliance with data protection laws, security standards and best practices.
The following explain how these policies and procedures are implemented in our settings.
- We collect and store the personal information of children, families and staff securely and confidentially
using paper and electronic systems that are secured and encrypted.
- Before collecting, storing or sharing data, we obtain explicit consent from data, unless the need for
consent is a legal obligation or security measure.
- We only collect, store and share information that is relevant, accurate and necessary to provide quality
care and education, to comply with legal requirements and contractual obligations.
- We keep data only as long as necessary, following retention periods in accordance with our privacy policy
and relevant legislation. Using destruction or deletion methods, we delete data securely when it is no longer
needed.
- We report all data protection breaches or dangerous situations to the relevant authorities and data as soon
as possible, following our data protection policy and incident management procedures.
- We will only share information with other agencies or professionals if it is in the best interest of the child
or required by law in accordance with our information exchange policy and safeguarding procedures. We
ensure that data is shared securely with appropriate safeguards.
Describe own role and responsibilities in relation to the recording, storing, reporting and
sharing of information
As an educator and field practitioner, it is my responsibility to record, keep, report, and communicate
information in line with my practice's policies and procedures as well as applicable regulations.
Documenting facts and observations about the children and families I deal with, such as their development,
R/506/9357
Qualification: TQUK Level 3 Diploma for the Children's Workforce
(Early Years Educator) (RQF)
Unit Title:Recording, storing, reporting and sharing information in
early years settings
RULES AND REGULATIONS
Plagiarism is presenting somebody else’s work as your own. It
includes: copying information directly from the Web or books
without referencing the material; submitting joint coursework as an
individual effort; copying another student’s coursework; stealing
coursework from another student and submitting it as your own
work. Suspected plagiarism will be investigated and if found to
have occurred will be dealt with according to the procedures set
down by National Academy.
Students are advised to review the module content before
attempting to address any of the tasks
ASSIGNMENT REGULATIONS
1. Learners are required to submit their work using the National
Academy Assessment cover sheet.
2. You are required to submit your assignment by the date shown
in your VLE Calendar
3. If you have any special requirements these must be
communicated to your tutor prior to the commencement of the
assignment
Assessment task: Recording, storing, reporting and sharing
information in early year’s settings
Task 1 (assessment criteria 1.1, 1.2, 1.3 and 1.4)
Understand the policies and procedures for recording, storing,
reporting and sharing information in an early years setting: -
Identify legislation relating to the recording, storage, reporting and sharing of information
One of the main responsibilities of early childhood professionals is to ensure that information collected and
, used about children and families is treated appropriately and in accordance with relevant legislation. This
includes recording, storing, reporting and sharing information in a way that protects confidentiality,
respects privacy and builds trust.
Some of the key pieces of legislation relating to data management in the early years include:
- The Data Protection Act 2018, which regulates the processing of personal data and defines the rights of
individuals to access, correct and delete their data.
- The General Data Protection Regulation (GDPR), which is a European Union law that applies to all
organizations that process the personal data of individuals in the EU, regardless of where the organization
is located. The GDPR strengthens the data protection principles and rights of individuals and imposes
stricter obligations on controllers and processors.
- The Children Act 1989 and 2004, which provide a legal framework to protect and promote the welfare of
children and require local authorities and other agencies to work together and share information to protect
children from harm.
- The Early Years Foundation Stage (EYFS) statutory framework 2017, which sets standards for the
learning, development and care of children from birth to the age of five. The EYFS requires early childhood
providers to keep records of children's progress and development, as well as information about their
identity, health, special educational needs and disabilities (SAADA), safeguarding and wellbeing.
The early childhood practitioner should understand the principles and procedures for recording, recording,
reporting and sharing information and their roles and responsibilities in relation to these processes. They
should also be aware of the principles of good data management practices, such as:
- Before collecting or sharing personal information about children, consent must be obtained from parents
or guardians, unless there is a legal basis or security measures that override this requirement.
- Keep accounting records accurate, up-to-date, relevant and secure and securely delete them when they are
no longer needed.
- Report all personal data breaches or incidents to appropriate authorities and individuals as soon as
possible.
- Share information only when necessary and with appropriate security measures such as encryption,
anonymization or pseudonymization.
- We respect the right of individuals to access, correct or delete their personal data, or to object to or restrict
their processing.
Explain organizational policies and procedures for the recording, storing, reporting and
sharing of information in own setting
Organizational policies and procedures for recording, storing, reporting and sharing data are paramount to
ensuring compliance with data protection laws, security standards and best practices.
The following explain how these policies and procedures are implemented in our settings.
- We collect and store the personal information of children, families and staff securely and confidentially
using paper and electronic systems that are secured and encrypted.
- Before collecting, storing or sharing data, we obtain explicit consent from data, unless the need for
consent is a legal obligation or security measure.
- We only collect, store and share information that is relevant, accurate and necessary to provide quality
care and education, to comply with legal requirements and contractual obligations.
- We keep data only as long as necessary, following retention periods in accordance with our privacy policy
and relevant legislation. Using destruction or deletion methods, we delete data securely when it is no longer
needed.
- We report all data protection breaches or dangerous situations to the relevant authorities and data as soon
as possible, following our data protection policy and incident management procedures.
- We will only share information with other agencies or professionals if it is in the best interest of the child
or required by law in accordance with our information exchange policy and safeguarding procedures. We
ensure that data is shared securely with appropriate safeguards.
Describe own role and responsibilities in relation to the recording, storing, reporting and
sharing of information
As an educator and field practitioner, it is my responsibility to record, keep, report, and communicate
information in line with my practice's policies and procedures as well as applicable regulations.
Documenting facts and observations about the children and families I deal with, such as their development,
