POLICIES & PROCEDURES
Admissions & Fees
Arrivals & Departures
Care Learning & Play
Dealing With Racial Harassment
Documentation & Information
Food & Drink
Health & Safety
Health Illness & Emergency
Infectious & Communicable Diseases
Involving & Consulting Children
Partnership With Parents & Carers
Smoking Alcohol & Drugs
Staff Development & Training
Staff Disciplinary Procedures
Students & Volunteers
Suspensions & Exclusions
Visits & Outings
ADMISSIONS & FEES - top
Our Club is committed to providing a fair and open admission system that offers a competitively priced and good value service. As a provider of registered childcare, we both encourage and actively support eligible parents/carers claiming and taking up the childcare element of the Working Tax Credit.
When a parent/carer contacts the Club enquiring about a place for their child, they will be given all the relevant information they require including details of the Admissions and Fees policy, and informed of whether there is currently a suitable place available for their child.
If a suitable place is available the parent/carer and, where possible, the child will be invited to visit the Club and speak to members of staff. If the parent/carer agrees to abide by all the terms and conditions of admission, including the level of fees and arrangements for payment, they will be asked to complete and sign the Admissions Form (see Appendix Four) to confirm their child’s place.
Parents/carers will also be encouraged to complete and sign the Emergency Medical Treatment Form (see Appendix Two).
Once the admission is secure, the Manager, or a designated member of staff, will contact the parent/carer concerned to arrange a date for the child’s first session at the Club. At this stage, the provisions of the Settling In policy will come into operation.
To ensure that admissions to the Club are offered on a fair and transparent basis, the following procedure will apply to the management of waiting lists:
• If, on making an enquiry about a place for their child, a parent/carer is informed that there is not currently a suitable one available, the Club’s waiting list procedure will be explained and then activated on the parent/carer’s behalf.
• Parents/carers will be encouraged to submit their request for a place for their child to the Club in writing. The details of this request will be placed on the waiting list, in the order that they are submitted.
• The waiting list will be kept and used on a ‘first come first served’ basis. The Club will advise the parent/carer of how long they are likely to have to wait before a suitable place becomes available. This information will only be an estimate and will not constitute a binding guarantee from the Club.
• When a vacancy at the Club becomes available, the Manager will contact the parent/carer whose child is suitable for the place and is highest up on the waiting list.
• If that parent/carer still wishes to take up the place for their child, they will be asked to complete the Admissions Form and follow the remaining steps of the admissions procedure outlined above.
• If the parent/carer concerned no longer wishes to take up a place, the parent/carer of the next suitable child on the list will be contacted.
The Club understands that the cost of registered childcare may seem expensive to a parent/carer. However, providing a high quality, safe and stimulating service for children is not cheap and to ensure the continued high standards and sustainability of the Club, it must ask that parents/carers respect its policy in respect of fees.
• The level of fees will be set by the Registered Person and reviewed annually in the light of the Club’s financial position, its future strategic plans and any other broader economic or social considerations deemed relevant
• Payment of fees should be made weekly or monthly, on an agreed day prior to the start of the week or month in question. Individual payment arrangements will be negotiated between the Manager and parents/carers.
• The Club will be sympathetic to requests for daily payment. Parents/carers wishing to negotiate this or any other alteration to the standard fees policy should arrange a meeting with the Manager at the earliest possible opportunity.
• If the fees are not paid on time, the Club will notify the parent/carer in writing and request payment at the earliest possible opportunity.
• The Manager has the right to issue a formal warning to the parent/carer and inform them that continued late payment will result in their child’s place at the Club being forfeited.
• If fees are paid persistently late or not at all with no explanation, the Club will be forced to terminate that child’s place. Under exceptional circumstances, the Manager may agree to allow the child to continue attending the Club for the remainder of that week.
• Parents/carers are encouraged to speak to a member of staff or the Manager if they have any query about the fees policy, or if, for any reason, they are likely to have difficulty in making a payment on time. Parents/carers are strongly advised to arrange a meeting at the earliest possible opportunity, to avoid jeopardising their child’s place at the Club.
ARRIVALS & DEPARTURES - top
Village End will give a warm and friendly welcome to each child on arrival and ensure that they depart safely at the end of each session.
It is the responsibility of the Manager to ensure that an accurate record is kept of all children in the Club, and that any arrival or departure to and from the premises is recorded in the register. The register will be kept in an accessible location on the premises at all times (for exemptions to this rule, see the Visits and Outings policy). This process will be supplemented by regular head counts during the day.
On arrival, a member of staff will immediately record the child’s attendance in the daily register, including the time of registration.
If the parent/carer wants their child to be given medicine during the day by a member of staff, they must complete and sign the Administering Medication Form (See Appendix Three). Further details of this procedure are contained in the Club’s Health, Illness and Emergency policy.
If the child is to be collected by someone other than the parent/carer, this must be indicated to a member of staff and recorded at the start of the session. The adult nominated to collect a child must be one of those named on the Admissions Form (see Appendix Four). Only adults – aged 16 years and over – and with suitable identification, will be authorised to collect children.
Permission and arrangements for children leaving the Club alone at the end of a session will be a matter for discussion between the Manager and parents/carers, based on an understanding of a child’s age, maturity and previous experience. Written consent for children leaving the Club alone must be submitted to the Club before such arrangements are able to commence.
No child under the age of 8 will be allowed to leave the Club unaccompanied.
No adult other than those named on the Admissions Form will be allowed to leave the Club with a child. In the event that someone else should arrive without prior knowledge, the Club will telephone the parent/carer immediately.
If the parent/carer or alternative nominated adult is going to be late to collect their child, staff must be informed of this on arrival. If the designated adult is late in picking up their child without prior warning, the provisions of the Uncollected Children policy will be activated.
Upon departure, the register will be marked to show that the child has left the premises. The time of departure will also be recorded.
If a child is going to be absent from a session, parents must indicate this to the Club in advance.
If a child is absent without explanation for more than three days concurrently, staff will contact the parents/carers to try to ascertain the reasons behind this.
Regular absences from the Club could be an early sign and/or symptom that a child or family may be encountering some difficulties and might need support from the relevant statutory agencies. The Club and its staff will always try to discover the causes of prolonged and unexplained absences.
Escorting Children between School and the Club
Where children are escorted between school premises and the Club, the following procedures will be carried out:
The Manager will ensure that a thorough risk assessment is carried out and regularly reviewed, according to the provisions of the Risk Assessment policy.
A contact within the school will be identified, with whom the Manager will liaise.
A clear agreement will be reached between the Club and the school about when responsibility for children’s safety is officially transferred.
The Manager will ensure that an identical register of all children who require escorting between locations is kept by both the school and the Club and updated daily.
A regular meeting place for children will be established within both the school and the Club. If the meeting place is complex, children under eight should be escorted directly from and to classrooms and the Club’s premises.
Staff will ensure that children are given instructions on road safety.
If a child is absent from the Club without prior warning, staff will check to see if they attended school that day – they will not simply accept the word of other children. If the whereabouts of the child is not clear, staff will immediately inform the designated contact at the school and the parents/carers.
• All vehicles are suitably insured and all children are secured in an appropriate care seat or booster seat. Staff should check all children are wearing their seatbelts before pulling off and between schools.
Transport on Outings
Where possible, the Club will use a minibus when escorting children longer distances. When escorting children by minibus or other private vehicle, staff will ensure that the following rules are always adhered to:
• In addition to the driver, there will always be at least one adult supervising at all times. This adult will be seated in the back of the vehicle and nearest to the door. All adults, who are involved in the transportation of children will have appropriate and up to date Criminal Records Bureau checks.
• Children should not sit at the front of a minibus.
• The driver will have a valid Section 19 Small Bus Permit, suitable for driving a minibus and escorting children.
BEHAVIOUR MANAGEMENT - top
Our Club recognises the importance of positive and effective behaviour management strategies in promoting children’s welfare, learning and enjoyment.
The aims of our Behaviour Management policy are to help children to
• Develop a sense of caring and respect for one another.
• Build caring and co-operative relationships with other children and adults.
• Develop a range of social skills and help them learn what constitutes acceptable behaviour.
• Develop confidence, self discipline and self esteem in an atmosphere of mutual respect and encouragement.
Behaviour Management Strategies
The Club, the Manager and the staff team will manage behaviour according to clear, consistent and positive strategies. Parents/carers are encouraged to contribute to these strategies, raising any concerns or suggestions.
Behaviour management in the Club will be structured around the following principles:
• Staff and children will work together to establish a clear set of ‘ground rules’ governing all behaviour in the Club. These will be periodically reviewed so that new children have a say in how the rules of the Club operate.
• The Club’s ‘ground rules’ will apply equally to all children and staff.
• Positive behaviour will be reinforced with praise and encouragement.
• Negative behaviour will be challenged in a calm but assertive manner. In the first instance, staff will try to re-direct children’s energies by offering them alternative and positive options. Staff will be open in stating and explaining non-negotiable issues.
• When dealing with negative behaviour, staff will always communicate in a clear, calm and positive manner.
• Staff will make every effort to set a positive example to children by behaving in a friendly and tolerant manner themselves, promoting an atmosphere where children and adults respect and value one another.
• Staff will avoid shouting at work.
• Staff will facilitate regular and open discussions with children about their behaviour. This will help them to understand the negative aspects of their behaviour and enable them to have their say and be helped to think through the causes and effects of their actions.
• Staff will work as a team by discussing incidents and resolving to act collectively and consistently.
• Staff will try to discuss concerns with parents/carers at the earliest possible opportunity in an attempt to help identify the causes of negative behaviour and share strategies for dealing with it.
• Children who experience bullying, racism or other unacceptable behaviour will be given the confidence to speak out
• Staff will encourage and facilitate mediation between children to try to resolve conflicts by discussion and negotiation.
• Activities will be varied, well planned and structured, so that children are not easily bored or distracted.
Dealing with Negative Behaviour
When confronted with negative behaviour, staff will be clear to distinguish between ‘disengaged’, ‘disruptive’ and ‘unacceptable’ behaviour.
‘Disengaged’ behaviour may indicate that a child is bored, unsettled or unhappy. With sensitive interventions, staff will often be able to re-engage a child in purposeful activity.
‘Disruptive’ behaviour describes a child whose behaviour prevents other children from enjoying themselves. Staff will collectively discuss incidents and agree on the best way to deal with them.
‘Unacceptable’ behaviour refers to non-negotiable actions and may include discriminatory remarks, violence, bullying or destruction of equipment. Staff will be clear that consequences will follow from such behaviour, including in the first instance, temporarily removing a child from the activity session.
When an incidence of negative behaviour occurs, staff will listen to the child or children concerned and hear their reasons for their actions. Staff will then explain to the child or children what was negative about their behaviour and that such actions have consequences for both themselves and for other people.
Staff will make every attempt to ensure that children understand what is being said to them. Children will always be given the opportunity to make amends for their behaviour and, unless it is judged inappropriate, be able to rejoin the activity.
In the event that unacceptable behaviour persists, more serious actions may have to be taken, in accordance with the Suspensions and Exclusions policy. At all times, children will have explained to them the potential consequences of their actions.
The Use of Physical Interventions
Staff will use physical interventions only as a last resort and only then if they have reasonable grounds for believing that immediate action is necessary to prevent a child from significantly injuring themselves or others or to prevent serious damage to property.
Before reaching this stage, staff will have used all possible non-physical actions, such as dialogue and diversion, to deal with the behaviour. The child or children concerned will be warned verbally that physical intervention will be used if they do not stop.
A dialogue will be maintained with the child or children at all times, so that the member of staff can explain what they are doing and why they are doing it. Staff will make every effort to avoid the use of physical interventions if they are alone with the child or children.
Only the minimum force necessary to prevent injury or damage should be applied. For example, by diverting a child or children by leading them away by a hand or by an arm around their shoulders.
Staff will use physical intervention as an act of care and control and never punishment. Physical interventions will not be used purely to force a child to do what they have been told and when there is no immediate risk to people or property.
As soon as it is safe, the physical intervention should be gradually relaxed to allow the child or children to regain self-control.
The force of the physical intervention will be always appropriate to the age, size and strength of the child or children involved.
If staff are not confident about their ability to contain a particular situation or type of behaviour, consideration will be given to calling the Manager or, in extreme cases, the police.
Where a member of staff has had to intervene physically to restrain a child, the Manager will be notified and the incident recorded in the Incident Record Book. The incident will be discussed with the parent/carer at the earliest possible opportunity.
If a staff member commits any act of violence or abuse towards a child at the Club, serious disciplinary action will be implemented, according to the provisions of the Staff Disciplinary Procedures Policy.
BULLYING - top
Our Club is committed to providing an environment for children that is safe, welcoming and free from bullying. Bullying of any form is unacceptable in our Club, whether the offender is a child or an adult. The victim is never responsible for being the target of bullying.
Everyone involved in the club, staff, children and parent/carers, will be made aware of the Club’s stance towards bullying. Such behaviour will not be tolerated or excused under any circumstances.
The Club defines bullying as the repeated harassment of others through emotional, physical, verbal or psychological abuse. Examples of such behaviour are as follows:
Emotional: Being deliberately unkind, shunning or excluding another person from a group or tormenting them. For example, forcing another person to be ‘left out’ of a game or activity, passing notes about others or making fun of another person.
Physical: Pushing, scratching, spitting, kicking, hitting, biting, taking or damaging belongings, tripping up, punching or using any other sort of violence against another person.
Verbal: Name-calling, put-downs, ridiculing or using words to attack, threaten or insult. For example, spreading rumours or making fun of another person’s appearance.
Psychological: Behaviour likely to instill a sense of fear or anxiety in another person.
Preventing Bullying Behaviour
The Manager and the staff will make every effort to create a tolerant and caring environment in the Club, where bullying behaviour is not acceptable. Staff will discuss the issues surrounding bullying openly, including why bullying behaviour will not be tolerated and what the consequences of bullying behaviour will be.
Dealing with Bullying Behaviour
Despite all efforts to prevent it, bullying behaviour is likely to occur on occasion and the Club recognises this fact. In the event of such incidents, the following principles will govern the Club’s response:
• All incidents of bullying will be addressed thoroughly and sensitively.
• Children will be encouraged to immediately report any incident of bullying that they witness. They will be reassured that what they say will be taken seriously and handled carefully.
• Staff have a duty to inform the Manager if they witness an incident of bullying involving children or adults at the Club.
• If a child or a member of staff tells someone that they are being bullied, they will be given the time to explain what has happened and reassured that they were right to tell.
• The individual who has been the victim of bullying will be helped and supported by the staff team. They will be kept under close supervision and staff will check on their welfare regularly.
• In most cases, bullying behaviour can be addressed according to the strategies set out in the Behaviour Management policy. The bully will be encouraged to discuss their behaviour and think through the consequences of their actions. Where appropriate, they will be encouraged to talk through the incident with the other person concerned.
• Where bullying behaviour persists, more serious actions may have to be taken, as laid out in the Suspensions and Exclusions policy.
• A member of staff will inform the parents/carers of all the children involved in a bullying incident at the earliest possible opportunity. If appropriate, staff will facilitate a meeting between the relevant parents/carers. At all times, staff will handle such incidents with care and sensitivity.
• All incidents of bullying will be reported to the Manager and will be recorded in the Incident Record Book. In the light of reported incidents, the Manager and other relevant staff will review the Club’s procedures in respect of bullying.
CARE LEARNING & PLAY - top
The programme of activities and the atmosphere of our Club aims to encourage confidence, independence and enjoyment. Our work has, as its core, the aim of enabling children to develop their emotional, social, cognitive, interpersonal and physical skills, and their desire to explore, discover and be creative.
The Club will provide a well-planned and organised play environment that offers children rich and stimulating experiences, alongside opportunities to explore, experiment, plan and make decisions for themselves. The programme of activities will recognise and take into account the differing ages, interests, backgrounds and abilities of the children.
Activities are carefully planned to allow children to build on their natural curiosity, advance their thinking, use their imagination and develop positive social relationships. At all times, the Club will recognise a child’s individuality, effort and achievement.
Wherever appropriate, children will be involved in the process of planning activities so that the programme reflects their opinions, and so that children feel some ownership over their Club. Such processes will be governed by the procedures set out in the Involving and Consulting Children policy.
Staffing arrangements will provide opportunities for:
• reflection on practice.
• recognise that working with children is a complex, challenging and demanding task and that often there are no easy answers.
• that learning is a shared process and that children learn most effectively when, with the support of a knowledgeable and trusted adult, they are actively involved and interested.
Staff will display flexible styles of leadership and respond appropriately to children according to their age, understanding and needs.
Staff will support, recognise and promote achievements by all children.
The Club will provide children with a range of equipment and resources appropriate to their age and interests, according to the provisions of the Equipment policy.
Children will be offered access to outdoor play every day, subject to weather conditions.
No child will ever be left unsupervised during activities at the Club.
The programme of activities will be displayed in a place that is accessible to all children and to their parents/carers, including start and finish times.
The Manager will ensure that time is managed properly, so as to allow for activity sessions to be evaluated.
CHILD PROTECTION - top
Our Club believes that children have the right to be completely secure from both the fear and reality of abuse, and we are committed to protecting all the children in our care from harm.
The Club will appoint a member of staff as the Child Protection Officer. This Officer will have suitable experience, training and expertise, and will be responsible for liaising with social services, the Area Child Protection Committee and Ofsted in any child protection matter.
The Club’s child protection procedures comply with all relevant legislation and other guidance or advice from the Area Child Protection Committees 2 (ACPC).
The Club is committed to reviewing its Child Protection policy and procedures at regular intervals. The policy and its procedures will be shared with parents/carers during their child’s settling in period.
Recognising Child Abuse
Child abuse manifests itself in a variety of different ways, some overt and others much less so. All staff have child protection training and will be vigilant to signs and evidence of physical, sexual and emotional abuse or neglect.
Physical Abuse: This involves hitting, shaking, throwing, burning, suffocating or any other physical harm. Deliberately causing a child’s ill health also constitutes physical abuse.
Sexual Abuse: This involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. The activities may involve physical contact, including penetrative or non-penetrative acts. Showing children pornographic materials, sexual activities, or encouraging children to behave in sexually inappropriate ways also constitutes sexual abuse.
Emotional abuse: Varying degrees of emotional abuse is present in virtually all child protection incidents, but can also constitute abuse in its own right. Emotional abuse involves persistent or severe emotional ill-treatment or torture causing, or likely to cause, severe adverse effects on the emotional stability of a child. Such behaviour may involve conveying to a child that they are worthless, unloved, or inadequate, or making them feel unnecessarily frightened or vulnerable.
ACPC’s bring together representatives of each of the main agencies and professionals responsible for helping to protect children from abuse and neglect in a given area. The ACPC is a multi-agency forum set up to agree how the different services and professional groups should co-operate to safeguard children in that area, and for making sure that arrangements work effectively to bring about good outcomes for children.
Neglect: Neglect is the persistent failure to meet a child’s basic physical, emotional or psychological needs, such as is likely to have a severe impact on their health, development or emotional stability. Neglect may involve failing to provide adequate food, shelter or clothing for a child, or failing to adequately protect them from physical harm or ill health Neglect can also manifest itself in a failure to meet the basic emotional needs of child.
Staff Support and Training
The Club is committed to ensuring that it meets its responsibilities in respect of child protection through the provision of support and training to staff. Therefore, the Club will ensure that:
• All staff, students and volunteers are carefully recruited, have verified references and have full and up to date Criminal Record Bureau checks.
• All staff and volunteers are given a copy of the Child Protection policy during their induction, and have its implications explained to them.
• All staff and volunteers receive regular training and supervision in child protection issues and are provided with any relevant information and guidance.
• All staff are provided with supervision and management support commensurate with their responsibilities in relation to child protection, and their requirement to maintain caring and safe relationships with children.
• All staff are aware of the main indicators of child abuse.
• All staff are aware of their statutory requirements in respect of the disclosure or discovery of child abuse and the procedure for doing so. All students and volunteers are instructed to report the disclosure or discovery of abuse to the Manager.
• The Club will take appropriate action in relation to the findings of any investigation into allegations of abuse, consistent with it’s duties to protect the safety of children and up hold fair processes for staff, students and volunteers.
• Any member of staff, a student or volunteer under investigation for the alleged abuse of a child, will be subject to the provisions of the Staff Disciplinary Policy.
All staff understand the Club’s child protection procedures and have had appropriate training and guidance in the principles of safe caring. To this end:
• Every effort will be made to avoid or minimise time when members of staff, students or volunteers are left alone with a child. If staff are alone with a child, the door of the room should be kept open and another member of staff should be informed.
• If a child makes inappropriate physical contact with a member of staff, students or volunteer, this will be recorded fully in the Incident Record Book.
• Staff will never carry out a personal task for children that they can do for themselves. Where this is essential, staff will help a child whilst being accompanied by a colleague. Unless a child has a particular need, staff should not accompany children into the toilet. Staff are aware that this and other similar activities could be misconstrued.
• Staff will be mindful of how and where they touch children, given their age and emotional understanding. Unnecessary or potentially inappropriate physical contact will be avoided at all times.
• All allegations made by a child against a member of staff will be fully recorded, including any actions taken, in the Incident Record Book. In the event of there being a witness to an incident, they should sign the records to confirm this.
Dealing With Allegations
The Club is committed to ensuring that it meets its responsibilities in respect of child protection by treating any allegation seriously and sensitively. The Club will not carry out any investigation itself into a suspected child abuse incident. On discovering an allegation of abuse, the Child Protection Officer will immediately refer the case to the local statutory child protection agencies.
Further to this, the following principles will govern any suspected or reported case of abuse:
• Where actual or suspected abuse comes to the attention of staff, they will report this to the Manager and the Child Protection Officer at the earliest possible opportunity.
• Staff are encouraged and supported to trust their professional judgment and if they suspect abuse has, or is taking place, to report this.
• Full written records of all reported incidents will be produced and maintained. Information recorded will include full details of the alleged incident; details of all the parties involved; any evidence or explanations offered by interested parties; relevant dates, times and locations and any supporting information or evidence from members of staff. The Club will demonstrate great care in distinguishing between fact and opinion when recording suspected incidents of child abuse.
• The Manager and the Child Protection Officer will be responsible for ensuring that written records are dated, signed and kept confidentially.
• If an allegation of abuse is made against the Manager or the Child Protection Officer, the Registered Person will be informed as soon as possible. They will then assume responsibility for the situation or delegate this role to a senior member of staff.
• Staff will ensure that all concerns and allegations are treated with sensitivity and confidentiality.
• Any children involved in alleged incidents will be comforted and reassured.
In circumstances where a child makes an allegation or a disclosure, the member of staff concerned will:
1 Listen fully to all the child has to say.
2 Make no observable judgment.
3 Ask open questions that encourage the child to speak in their own words.
4 Ensure the child is safe, comfortable and not left alone.
5 Make no promises that cannot be kept; such as promising not to tell anybody what they are being told.
Staff will be made aware of the Department of Health’s booklet ‘What to do if You’re Worried A Child Is Being Abused?’ (2003), and it’s recent guidance on ‘Protecting Children from Harm’.
Referring Allegations to Child Protection Agencies
If the Manager or the Child Protection Officer has reasonable grounds for believing that a child has been – or is in grave danger of being – subject to abuse, the following procedure will be activated:
• Contact will be made, at the earliest possible opportunity, with the local social services department.
• The Manager or the Child Protection Officer will communicate as much information about the allegation and related incidents as is consistent with advice given by social services and the police.
• At all times, the safety, protection and interests of children concerned will take precedence. The Manager and staff will work with and support parents/carers as far as they are legally able.
• The Club will assist the social services and the police, as far as it is able, during any investigation of abuse or neglect. This will include disclosing written and verbal information and evidence.
• OFSTED will be informed of any allegations of abuse against a member of staff, student or volunteer, or any abuse that is alleged to have taken place on the premises or during a visit or outing.
COMPLAINTS PROCEEDURE - top
Our Club is committed to providing a safe, stimulating, consistent and accessible service to children and their parents/carers. We always aim to provide high quality services for everyone, but accept that sometimes things do not always go to plan. In such circumstances, we want to know so that we can put them right and learn from our mistakes.
This policy constitutes the Club’s formal Complaints Procedure. It will be displayed on the premises at all times.
Under normal circumstances, the Manager will be responsible for managing complaints. If a complaint is made against the Manager, the Registered Person will conduct the investigation. All complaints made to staff will be recorded in detail in the Incident Record Book.
If a parent/carer has a complaint about some aspect of the Club’s activity, or about the conduct of an individual member of staff, it will often be possible to resolve the problem by simply speaking to the individual concerned and/or to the Manager. As outlined in the Partnership with Parents/Carers policy, the Club is committed to open and regular dialogue with parents/carers and the Club welcomes all comments on its services, regardless of whether they are positive or negative.
In the first instance, parents/carers are encouraged to speak directly to the relevant member of staff, if deemed appropriate. If not, the Manager should be approached and they will try to resolve the problem. If a satisfactory resolution cannot be found, then Stage Two of the procedure will formally come into operation.
If informal discussions of a complaint or problem have not produced a satisfactory resolution to the situation, parents/carers should put their complaint in detail and in writing to the Manager. Relevant names, dates, evidence and any other important information on the nature of the complaint should be included.
The Club will acknowledge receipt of the complaint as soon as possible – within three working days at least – and fully investigate the matter within 15 working days. If there is any delay, the Club will advise the parent/carers of this and offer an explanation. The Manager will be responsible for sending them a full and formal response to the complaint.
If the Manager has good reason to believe that the situation has child protection implications, they should inform the designated Child Protection Officer and ensure that the local social services department is contacted, according to the procedure set out in the Child Protection policy. If any party involved in the complaint has good reason to believe that a criminal offence has been committed, then they will contact the police.
The formal response to the complaint from the Club will be sent to the parent/carer concerned and copied to all relevant members of staff if appropriate. The response will include recommendations for dealing with the complaint and for any amendments to the Club’s policies or procedures emerging from the investigation.
The Manager will arrange a time to meet the parent/carer concerned and any other relevant individuals, such as members of staff, to discuss the complaint and the Club’s response to it. The Manager will judge if it is best for all parties to meet together or if individual meetings are more appropriate.
If at the conclusion of this process parents/carers remain dissatisfied with the response they have received, the original complaint along with the Club’s response will be passed to the Registered Person who will adjudicate the case.
The Registered Person will communicate a detailed response, including any actions to be taken, to both the Manager and the parents/carers concerned within 15 working days.
Making a Complaint to Ofsted
Any parent/carer can, at any time, submit a complaint to Ofsted about any aspect of registered childcare provision. Ofsted will consider and investigate all complaints received.
DEALING WITH RACIAL HARASSMENT - top
Our Club is committed to promoting tolerance and fairness towards all members of staff, students, volunteers, children and parents/carers. We fully and wholeheartedly adhere to both the spirit and detail of both the Race Relations Act 1976 and the Race Relations (Amendment) Act 2000, which outlaw discrimination against anyone on grounds of race, colour, nationality or ethnicity.
The Club accepts its duty to try to eliminate discrimination and to promote equality of opportunity and good race relations. All staff and children at the Club are entitled to an environment free from harassment and discrimination, as outlined in the Equal Opportunities policy.
Preventing Racial Harassment and Discrimination
Proactive steps can be taken to prevent racial harassment and discrimination, and the Club believes that this is more effective than tackling a situation once it has already occurred. Therefore, alongside the procedures outlined later in this policy to deal with incidents of racial harassment and discrimination, the Club will:
• Ensure that all children are valued, irrespective of their race, colour, nationality or ethnicity.
• Encourage individuals to treat each other with respect, regardless of their race, colour, nationality or ethnicity.
• Acknowledge the existence of racism in society and take steps to promote harmonious race relations in our community.
• Promote good relations between different ethnic groups and cultures within the Club and in the wider community.
• Ensure that different cultural and religious needs are met, understood and communicated to all individuals involved in the Club.
Examples of Racial Harassment and Discrimination
Racial harassment and discrimination can manifest itself in a variety of ways, some overt and others much less so. Some examples of unacceptable behaviour include:
• The use of patronising words or actions towards an individual for racial reasons – including name calling, insults and racial jokes.
• Threats made against a person or group of people because of their race, colour, nationality or ethnicity.
• Racist graffiti or any other written insults or the distribution of racist literature.
• Physical assault or abuse against a person or group of people because of their race, colour, nationality or ethnicity.
All staff and children should be encouraged to take responsibility for promoting racial tolerance and for protecting each other from racial harassment and discrimination by reporting any suspected incident to the Manager or another responsible person.
The Club as an Employer
As an employer, the Club is committed to ensuring that the workforce reflects the multicultural community that it serves. To this end, the Club will:
• Advertise job vacancies in a variety of media sources and outlets and in a variety of places.
• Ensure that the Club’s human resource procedures prohibit racial discrimination and harassment, and investigate any concerns when this is suspected of failing.
• investigate any allegation of racial discrimination or harassment according to the provisions of the Staff Disciplinary Procedures and Behaviour Management policies.
• Collect and monitor information about the ethnic background of the staff team and children.
Addressing Racial Harassment and Discrimination
If a member of staff or a child becomes aware of an incident of racial harassment or discrimination occurring at the Club, they will be encouraged to report the incident to the Manager or other senior member of staff.
Any allegation made against a member of staff or a child will be investigated thoroughly. The individual concerned will be told that such behaviour will not be tolerated at the Club, and that steps will have to be taken to ensure that it does not happen again.
Each incident will be fully investigated and details will be recorded in a separate section of the Incident Record Book.
In the case of children, incidents will be reported to their parent/carer and a course of action agreed upon to resolve the situation, in accordance with the provisions of the Behaviour Management policy. However, if a solution cannot be found, then the Club may have to inform the child – and their parent/carer – that they are no longer able to attend sessions at the Club, in accordance with the Suspensions and Exclusions policy.
In the case of staff, provisions within the Staff Disciplinary Procedures policy will be activated and a record of the incident will be kept and made available to statutory authorities if appropriate.
The Manager is responsible for ensuring that all incidents are handled both professionally and sensitively. All incidents will be kept confidential, with initials being used in the place of names in the Incident Record book. In cases where the Manager is involved in an allegation, the Registered Person will handle the incident, or nominate a senior member of staff in their place.
In all cases, continued racial harassment or discrimination from any individual will result in exclusion from the Club, where all other efforts have failed to provide a satisfactorily resolution.
DOCUMENTATION & INFORMATION - top
The Club recognises the importance of maintaining up to date and accurate records, policies and procedures necessary to operate safely, efficiently and in accordance with the law.
The Club is also aware of its obligations with regard to the storing and sharing of information under the Data Protection Act 1998, and is committed to complying with its regulations and guidance. The Manager and staff are aware of the implications of the Data Protection Act 1998 in so far as it affects their roles and responsibilities within the Club.
The Club is committed to a policy of openness with parents/carers with regard to its policies and procedures and the information that the Club holds on their child. Records and information will be made available to parents/carers on written request unless subject to an exemption. If for any reason a request is going to be refused, then this decision, and an explanation, will be communicated in writing.
Ordinarily, information kept on a child will include:
• Birth name (along with any other name the child is known by).
• Date of birth.
• School attended.
• Ethnic background.
• Languages spoken.
• Home address and telephone number(s).
• Parents or carers name.
• Parents or carers place of work and contact number(s).
• Any other emergency contact names and numbers.
• Family doctor’s name, address and telephone number.
• Health visitor’s name, address and telephone number (if applicable).
• Details of any special health issues (including a special educational needs or physical disability statement).
• Details of any special dietary requirements, allergies and food and drink preferences.
• Record of immunisation.
• Appropriate records of children’s progress and achievements.
• Names of people authorised by parents/carers to collect children, along with recent photographs.
• Any other information relating to the child deemed by staff or parents/carers to be relevant and significant.
Additionally, and in accordance with our policies and procedures, the following records and information will be stored and maintained by the Club:
• An up to date record of all the staff, students and volunteers who work at the Club, including their name; address; telephone number; Criminal Records Bureau check; references; employment details and any other information (such as their Personal Development Plan) accrued during their time spent working at the Club.
• A record of any other individuals who reside at, or regularly visit/spend time at the Club, including their contact details.
• The daily attendance registers, as set out in the Arrivals and Departures policy.
• An up to date waiting list with details of all children waiting for a place at the Club, as set out in the Documentation and Information policy.
• Records of the activities planned and implemented by the Club, including any off-site visits and outings.
• Records of any medication being held by staff on behalf of children, along with the signed Administration of Medication Form, in the Medication Record Book (in accordance with the Health, Illness and Emergency policy).
• Records of signed Emergency Medical Treatment Forms, giving parental authorisation for staff to consent to emergency treatment for children (in accordance with the Health, Illness and Emergency policy).
• An Inventory Record of all equipment owned or used by the Club, including safety checks and repairs carried out, (in accordance with the Equipment policy).
• A fully completed and up to date Accident Record Book and Incident Record Book.
• Additionally, a regularly updated version of the admissions list will be kept off the premises, but close by, in case of an emergency, such as a fire.
Information and records held on children will be kept in a locked file, access to which will be restricted to the Manager and one other designated member of staff.
The Manager has overall responsibility for the maintenance and updating of children’s records and ensuring that they are accurate.
All required records relating to individual children are maintained and retained for one year after children last attended the Club. This rule will be disregarded where regulations and guidance from Ofsted or other statutory agencies overrides it.
Notification of Changes
The Club recognises its responsibilities in keeping children, parents/carers, staff and Ofsted informed of any changes to the running or management of the Club that will directly affect them.
Wherever possible, if changes are to be made affected parties will be given as much warning as possible. In the case of proposed changes that are of considerable scope or importance, the Club will facilitate consultation with the affected groups or individuals.
In the following cases, it is mandatory for the Club to inform Ofsted at the earliest possible opportunity:
• Any change in members of staff and/or people living on the premises.
• Any significant change to the premises.
• Any significant change to the operational plan of the Club.
• Any allegation of abuse by a member of staff or volunteer or any abuse which is alleged to have taken place on the premises.
• Any other significant events.
The Manager, staff, volunteers and any other individual associated with the running or management of the Club will respect confidentiality by:
• Not discussing confidential matters about children with other parents/carers.
• Not discussing confidential matters about parents/carers with children or other parents/carers.
• Not discussing confidential information about other staff members.
• Only passing sensitive information, in written or oral form, to relevant people.
In circumstances where staff have good reason to believe that a child is at risk, or is likely to be at risk, of child abuse or neglect, the Child Protection policy will override confidentiality on a ‘need to know’ basis.
Staff failing to show due regard for confidentiality will be liable to disciplinary action under the provisions of the Staff Disciplinary Procedures policy.
EQUAL OPPORTUNITIES - top
Our Club is committed to taking positive and proactive steps to ensure that we provide a safe and caring environment, free from discrimination, for everyone in our community.
The Club’s equal opportunities procedures aim to help everyone involved in the Club to counteract and eliminate both direct and indirect discrimination in decision making, employment practices and service provision and to ensure that our services strive to achieve equality of opportunity for all.
The Club aims to provide a welcoming and caring environment that promotes and reflects cultural and social diversity and is equally accessible to all. The Club will endeavour to challenge any offensive behaviour, language or attitudes with regards to race, ethnicity, nationality, class, religion, culture, gender, language, sexual orientation and disability.
The Club recognises that achieving the objectives of our equal opportunities policy relies on the active involvement of parents/carers, as set out in the Partnership with Parents/Carers policy. As such, the Club will both welcome and encourage parents and carers to get involved in the running and management of the Club, and to comment on the effectiveness of its policies and procedures.
The Club will facilitate regular opportunities for consultation with parents/carers about the service that the Club provides, as a means of monitoring the effectiveness of the equal opportunities policy.
Equal Opportunities Procedures
To realise the Club’s objective of creating an environment free from discrimination and welcoming to all, the Club will:
• Ensure that its services are open and available to all parents/carers and children in the local community.
• Ensure that issues of race, ethnicity, nationality, class, religion, culture, gender, language, sexual orientation and disability do not inhibit a child from accessing the Club’s services.
• Treat all children and their parents/carers with equal concern and value.
• Have regard for promoting understanding, respect and awareness of diversity and equal opportunities issues in planning and implementing the Club’s programme of activities.
• Help all children to celebrate and express their cultural and religious identity by providing a wide range of appropriate resources and activities.
• Ensure that the Club’s recruitment policies and procedures are open, fair and non-discriminatory.
• Endeavour to recruit a staff team that reflects the make-up of the Club’s local community.
• Ensure that all members of staff are aware of, and understand, the Equal Opportunities policy as it relates to all aspects of its work.
• Encourage and support staff to act as positive role models to children by displaying and promoting tolerant and respectful behaviour, language and attitudes and challenging any discriminatory incident, according to the provisions set out in the Staff Disciplinary Procedures, the Behaviour Management, and Dealing with Racial Harassment policies.
• Treat seriously any member of staff found to be acting, or have been acting, in a discriminatory way, according to the provisions of the Staff Disciplinary Procedures policy.
• Work to fulfil all the legal requirements of the Sex Discrimination Act 1975, the Disability Discrimination Act 1995, the Human Rights Act 1998 and the Race Relations (Amendment) Act 2000.
The Manager will be responsible for ensuring that the Equal Opportunities policy is implemented and that its effectiveness is regularly monitored. They will be responsible for ensuring that:
• Staff receive appropriate training.
• The Equal Opportunities policy is consistent with current legislation and guidance.
• Appropriate action is taken wherever discriminatory behaviour, language or attitudes become apparent.
All the Club’s policies and procedures will be kept under review to ensure they do not operate in a discriminatory manner or in anyway against its commitment to equal opportunities.
EQUIPMENT - top
Our Club is committed to providing children with access to a wide range of equipment that stimulates enjoyment, learning and development, both indoors and outdoors.
All furniture, toys and equipment are kept clean, well maintained and in good repair and in accordance with BS EN safety standards or the Toys (Safety) Regulations (1995) where applicable.
Equipment will be properly maintained and inspected in accordance with the manufacturer’s instructions. All electrical toys and equipment are subject to PAT (Portable Appliance Testing), and that relevant staff are trained on the correct use of computers and other IT equipment.
Levels of staff supervision will be sufficient to ensure that the safety of children is assured, and set according to the type of equipment being used, along with the ages and number of children involved in a given activity.
All equipment and resources will be selected with care, and risk assessments carried out before new toys and equipment are purchased, according to the principles of the Risk Assessment policy.
The Club has equipment and resources suitable for all children currently in attendance, including those with special educational needs, physical disabilities and for those for who English is not their first language.
The Club’s equipment and resources 1 reflects positive images with regard to culture, ethnicity, gender, and disability.
Resources will, whenever possible, show men and women in a variety of roles and jobs, and people with different abilities being both active and creative. Examples of every day life will portray people from a variety of family groupings and cultural backgrounds in a range of non-stereotypical roles.
The Club provides a wide selection of books that are regularly updated, as financial resources allow. The selection will always include reference books, dual language books and a range of age-appropriate formats. Staff are encouraged to select books that reflect a multicultural society, challenge stereotypes, and which meet the educational needs of the children.
Outside a Club’s opening hours, all equipment will be kept in a suitable and secure location; safe from unauthorised access or use. When discovered, defective or broken equipment will be taken out of use and stored in a safe place before being disposed of. Flammable equipment will be stored in a safe location away from sources of heat and/or naked flames.
There will be a named member of staff with responsibility for planning and reviewing the stock of equipment every three months, and annually updating the Club’s Inventory Record. The Inventory Record must include all electrical items, all items valued at £50 or more and any item not otherwise included that is considered to be at high risk of theft. The Inventory Record will be kept on the Club’s records, and be updated whenever a new item is added or when an old item is removed from use.
The Manager, or designated member of staff, will keep a formal record of any item of equipment loaned to a member of staff, a voluntary organisation or a parent/carer to ensure that it is returned on time and in a good state..
Equipment refers to such things as books and toys while Resources could include posters, audio/video equipment, pens and papers.
FIRE SAFETY - top
Our Club understands the importance of vigilance to fire safety hazards. The Club has an up to date fire certificate and notices explaining the fire procedures are positioned next to every fire exit. All staff, students, volunteers and children are aware of the fire safety procedures set out in this policy.
All staff are aware of the location of all fire exits, the fire assembly point and where fire safety equipment is stored. They are all trained in using basic fire-fighting equipment. Particular attention is paid to distinguishing between the various types of fire extinguisher and their methods of operation.
Children will be made aware of the fire safety procedures during their settling in period and on regular occasion from then on. All children will be made aware of the location of fire exits and the fire assembly point.
Fire doors and fire exits are clearly marked, are not obstructed at any times, and are easily opened from the inside.
Fire exits are kept closed at all times but never locked. Fire extinguishers and fire alarm systems are regularly tested in accordance with manufacturer’s guidance.
The Manager will appoint a designated Fire Safety Officer who will be responsible for arranging fire drills and tests. Fire drills will take place periodically and staff will be informed of when these will occur.
Twice a year, the Club will hold a fire drill without prior warning.
All fire drills, fire incidents and equipment checks will be recorded in the Incident Record book.
The Club will take all steps possible to prevent fires occurring. As such, the Manager and the staff team are responsible for:
• Ensuring that power points are not overloaded with adaptors.
• Ensuring that the Club’s No Smoking policy is always observed.
• Checking for frayed or trailing wires.
• Checking that fuses are replaced safely.
• Unplugging all equipment before leaving the premises.
• Storing any potentially flammable materials safely.
The Manager will explain fire safety procedures to new staff, students and volunteers as part of the induction process.
In the event of a fire
A member of staff will raise the alarm immediately and the emergency services will be called at the earliest possible opportunity.
All children will immediately be escorted out of the building and to the assembly point using the nearest marked exit. No attempt will be made to collect personal belongings, or to re-enter the building after evacuation.
The entire premises will be checked by the Fire Safety Officer and the register will be collected, providing that this does not put anyone at risk. On exiting the building, the Fire Safety Officer will close all accessible doors and windows to prevent the spread of fire.
The register will be taken and all children and staff accounted for. If any person is missing from the register, the emergency services will be informed immediately. If for any reason the register is not to hand, the Manager should access the emergency contacts list that is kept off the premises (for further details see the Documentation and Information policy).
If for any reason the designated fire safety officer is absent at the time of an incident, the Manager will assume responsibility or nominate a replacement member of staff.
FOOD & DRINK - top
Our Club is committed to providing healthy, nutritious and tasty food and drinks for children during our sessions. The Manager and staff will make every effort to ensure that food and drink is safely prepared and sensitive to the dietary, religious and cultural requirements of all the children.
When preparing food and drink, staff will be mindful of the provisions of the Hygiene policy so as to ensure that the safety of staff and children is paramount. In addition to these provisions, staff will be careful to ensure both the safety of themselves and children when using sharp or dangerous equipment in food and drink preparation.
The Manager and staff are mindful of their responsibilities and obligations under the Food Safety Act 1990. The Club is registered with the local authority to provide food. All staff who either handle or prepare food have up to date Food Handling Certificates and are fully trained in food storage, preparation, cooking and food safety.
As part of a child’s settling in period, the Club requires that the parents and carers complete the Admissions Form, including information about any special dietary requirements or allergies the child suffers from, along with their food and drink preferences. The Manager and staff will ensure that food and drink offered to children takes account of this information so as to safeguard their health, and meet – as far as possible – their particular preferences.
No child will ever be forced to eat or drink something against their will and the withholding or granting of food and drink will never be used as either a punishment or reward.
The Club recognises the importance of healthy eating and a balanced and nutritious diet. Because of this, the Club will endeavour to make a variety of foods available including; meat, vegetarian and vegan options, plenty of fruit and low fat and low sugary food. Sandwiches can be made with either brown or white bread, depending on a child’s preference.
The Club will not regularly provide sweets for children and will avoid excessive amounts of fatty or sugary foods. The Club will provide a choice of non-sugary drinks and make sure that fresh drinking water is available at all times.
Cultural and Religious Diversity
The Club and its staff are committed to embracing the cultural and religious diversity of the families who use our services. The Manager and staff will work with parents/carers to ensure that any particular dietary requirements are met. The Club is also keen to help introduce children to different religious and cultural festivals and events through different types of food and drink. session.
HEALTH & SAFETY - top
Our Club takes the maintenance of health and safety extremely seriously as a matter of both legal and moral importance. All staff will be familiarised with the provisions contained within this policy as part of their induction and be expected to act in accordance with them at all times.
The Club aims to ensure the health, safety and welfare of all staff, children, visitors and other individuals who may be affected by the Club’s activities and actual existence. The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 and their associated Approved Code of Practice (ACoP) and guidance will be complied with at all times. The Manager and staff will always strive to go beyond the minimum statutory standards to ensure that health and safety remains the first priority.
The steps below will be actioned as a matter of course:
• Create an environment that is safe and without risk to health.
• Prevent accidents and cases of work-related ill health.
• Use, maintain and store equipment safely.
• Ensure that all staff are competent in the work in which they are engaged.
Responsibilities of the Registered Person, the Manager and Staff
The identification, assessment and control of hazards within the Club is vital in reducing accidents and incidents. Both the Manager and one other designated member of staff are responsible for assessing risks to health and safety arising out of the Club’s activities and introducing suitable steps to eliminate or control any such risk identified.
It is vital to ensure that health and safety matters are taken seriously by all members of staff and other persons who are affected by the Club’s activities. Staff who have been found to have blatantly disregarded safety instructions or recognised safe practices will be subject to the procedures laid out in the Staff Disciplinary Procedures policy.
The Registered Person holds ultimate responsibility and liability for ensuring that the Club operates in a safe and hazard free manner. The Registered Person – along with the Manager – is responsible for ensuring that staff both understand and accept their responsibilities in relation to health and safety procedures.
The Registered Person will ensure that adequate arrangements exist for the following:
• Monitoring the effectiveness of the Health and Safety policy and authorising any necessary revisions to its provisions.
• Providing adequate resources, including financial, as is necessary to meet the Club’s health and safety responsibilities.
• Providing adequate health and safety training for all staff.
• Ensuring that all accidents, incidents and dangerous occurrences are adequately reported and recorded (including informing the Health and Safety Executive, and Ofsted, where appropriate).
• Reviewing all reported accidents, incidents and dangerous occurrences, and the Club’s response, to enable corrective measures to be implemented.
• Ensuring that all staff, students, volunteers and any other adult who come into contact with children at the Club have appropriate and up to date Criminal Record Bureau checks.
The Manager is responsible for the day to day implementation, management and monitoring of the Health and Safety policy. The Manager is required to report any matter of concern regarding the Health and Safety policy to the Registered Person.
The Manager will ensure that:
• An additional designated member of staff is made jointly responsible with them for the health and safety and risk assessment provisions at the Club, as set out in this and other policies.
• Regular safety inspections are carried out and the reports accurately logged.
• Any action required as a result of a health and safety inspection is taken as rapidly as possible.
• Information received on health and safety matters is distributed to the Registered Person and all members of staff.
• An investigation is carried out on all reported accidents, incidents and dangerous occurrences.
• Staff are adequately trained to fulfil their role within the Health and Safety policy.
Staff are responsible for ensuring that the provisions of the Health and Safety policy are adhered to at all times. As such, they are required to:
• Have regard for the Health and Safety policy and their responsibilities under it.
• Have regard for any health and safety guidance issued by the Manager or the designated member of staff, and act upon it whenever appropriate.
• Take reasonable care for their own health and safety as well as of other persons who may be affected by their acts or omissions at work.
• Take all reasonable care to see that the equipment and premises that are used by children, and the activities that are carried out at the Club, are safe.
• Report any accidents, incidents or dangerous occurrences that have led to, or may in the future be likely to lead to, injury or damage, and assist in the investigation of any such events.
• Undergo relevant health and safety training when instructed to do so by the Manager.
The Children Act 1989 and the Health and Safety at Work Act 1974, place a number of legal responsibilities on the Club. Therefore, the Club has insurance cover appropriate to its duties under this legislation, including Employer’ Liability Insurance. Responsibility will, in most cases, rest with the Club, but staff will take reasonable care, both for themselves and other people who may be affected by their acts or omissions at work. If the Club is held responsible for any incident that may occur, public liability insurance will cover compensation.
Under provisions contained in the Occupiers Liability Act 1957, the Club has a duty to ensure that both children and any visitors are kept reasonably safe. The parties named in the wording of the premises contract are responsible for this duty.
The Club’s full responsibilities and procedures in respect of Health and Safety, are contained in this policy, alongside the relevant sections of the following policies:
• Physical Environment
• Risk Assessment
• Site Security
• Fire Safety
• Visits and Outings
• Health, Illness and Emergency
• Managing Behaviour
• Child Protection
• Documentation and Information
HEALTH ILLNESS & EMERGENCY - top
Our Club is committed to encouraging and promoting good health and to dealing efficiently and effectively with illnesses and emergencies that may arise while children are in our care.
Under duties set out in the Health and Safety (First Aid) Regulations 1981, the Club recognises its responsibilities in providing adequate and appropriate equipment, facilities and personnel to enable suitable first aid to be given at the Club.
The Club has a designated member of staff responsible for First Aid. This person has an up to date First Aid certificate. They are responsible for maintaining the correct contents of all First Aid boxes and administering basic First Aid when necessary and appropriate.
The Manager and the designated member of staff will ensure that there is a fully trained First Aider available at all times during sessions at the Club. The Manager will be responsible for enabling the members of staff concerned to receive adequate first aid training.
The First Aid box will be regularly checked to ensure its contents are up to date, in good condition and fulfil the criteria set out in the Health and Safety (First Aid) Regulations 1981.
The box should contain:
• A card or leaflet giving general guidance
• Sterile triangular bandages
• Adhesive plasters
• A sterile eye pad with attachment
• Cotton wool
• Crepe bandages
• A sterile gauze
• Micropore tape
• Sterile cornering for serious wounds
• Individually wrapped assorted dressings
• Waterproof disposable gloves
• A disposable bag for soiled material
The location of the First Aid box, and the names of any other qualified first-aiders, will be clearly displayed around the Club’s premises.
A First Aid box will be taken on all off site visits or outings. This is the responsibility of the designated First Aider, or where this is not possible, the Manager.
In the Event of a Major Accident, Incident or Illness
The Club requests that parents/carers complete and sign the Emergency Medical Treatment Form (see Appendix Two), enabling the Manager or any member of staff so empowered, to give permission for emergency medical treatment for their child in the event of a major accident, incident or illness occurring at the club.
In the event of such an event, the following procedures will apply:
• In the first instance, the First Aider will be notified and take responsibility for deciding upon the appropriate action.
• The First Aider will assess the situation and decide whether the child needs to go straight to hospital or whether they can safely wait for their parent/carer to arrive.
• If the child needs to go straight to hospital, an ambulance will be called. The parent/carer will also be contacted. A member of staff will accompany the child to the hospital and will consent to medical treatment being given, so long as the Emergency Medical Treatment Form has been completed and sign.
• If the child does not need to go straight to hospital but their condition means they should go home, the parent/carer will be contacted and asked to collect their child. In the meantime, the child will be made as comfortable as possible and be kept under close supervision (from this point on, the provisions of the Club’s Infectious and Communicable Diseases policy will govern the child’s return to the Club).
• Parents/carers will be made fully aware of the details of any incidents involving their child’s health and safety, and any actions taken by the Club and its staff.
• All such accidents or incidents will be recorded in detail and logged in the Incident Record Book or the Accident Record Book. Parents/carers will be asked to sign in the relevant section of the book to acknowledge the incident or accident and any action taken by the Club and its staff.
• The Manager and other relevant members of staff should consider whether the accident or incident highlights any actual or potential weaknesses in the Club’s policies or procedures, and act accordingly, making suitable adjustments where necessary.
In the Event of a Minor Accident, Incident or Illness
• In the first instance, the designated First Aider will be notified and take responsibility for deciding upon any appropriate action.
• If the child does not need hospital treatment and is judged to be able to safely remain at the Club, the First Aider will remove the child from the activities and, if appropriate, treat the injury/illness themselves.
• If and when the child is feeling sufficiently better, they will be resettled back into the activities, but will be kept under close supervision for the remainder of the session.
• At the end of the session, the First Aider will fully inform the parent/carer of the incident or accident and any treatment given.
• If the injury or illness incurred is such that treatment by the First Aider is deemed inappropriate, but does not warrant hospitalisation, the parent/carer will be contacted immediately and asked to collect their child. Until the parent/carer arrives, the child will be kept under close supervision and as comfortable as possible (from this point on, the provisions of the Club’s Infectious and Communicable Diseases policy will govern the child’s return to the Club).
• All such accidents and incidents will be recorded in detail and logged in the Incident Record Book or the Accident Record Book and parents/carers should sign to acknowledge the incident and any action taken.
• The Manager and any other relevant staff should consider whether the accident or incident highlighted any actual or potential weaknesses in the Club’s policies or procedures, and make suitable adjustments if necessary.
In circumstances where the designated First-Aider is absent, the Manager will assume all responsibilities, or nominate an appropriately trained replacement.
• Wherever possible, children who are prescribed medication should receive their doses at home. If it is necessary for medication to be taken during sessions at the Club, children should be encouraged to take personal responsibility for this, where this is appropriate. Parents/carers and staff should discuss such situations at the earliest possible opportunity and decide together on the best course of action.
• Staff may only administer medication to the child if it is prescribed by a GP, and if the request to do so is from the child’s parent or carer and is given in writing at the start of a session, stating frequency and dosage. Parents/carers can make such a request by completing and signing the Administrating Medication Form (see Appendix Three).
• Staff have the right to decline such a request from a parent/carer if they are in any way uncomfortable with this. The Club is likely to decline a request from parents/carers to administer medication where this involves technical knowledge or training.
The procedure for administering medication at the Club is as follows:
Medication will never be given without the prior written request of the parent/carer and a written and signed instruction from the child’s GP, including frequency, dosage, any potential side effects and any other pertinent information (see Adminstering Medication Form - Appendix Three).
A member of staff will be assigned to administer medication for each individual child concerned. They will also be responsible for ensuring that:
• prior consent is arranged.
• all necessary details are recorded.
• that the medication is properly labeled and safely stored during the session.
• another member of staff acts as a witness to ensure that the correct dosage is given.
• parents/carers sign in the Medication Record Book to acknowledge that the medication has been given.
If for any reason a child refuses to take their medication, staff will not attempt to force them to do so against their wishes. If and when such a situation occurs, the Manager and the child’s parent/carer will be notified, and the incident recorded in the Medication Record Book.
Staff will not administer ‘over the counter’ medication, only that prescribed by the child’s GP.
Where children carry their own medication (asthma pumps or insulin for example), the Club recommends that staff hold onto the medication until it is required. This is to minimise possible loss of medication and to ensure the safety of other children. Inhalers should always be labeled with the child’s name.
If there is any change in the type of medication – whether regarding dosage or other changes to the information given on the Administering Medication Form – a new form must be completed.
Full details of all medication administered at the Club, along with all Administering Medication Forms, will be recorded and stored in the Medication Record Book.
The Manager and staff understand the dangers posed to children and themselves by over exposure to the sun.
In hot weather, parents/carers are encouraged to provide sunscreen for their children. A store of sun protection should also be kept on the premises. Children will also be encouraged to wear a hat when playing outside in the sun.
When deemed necessary, staff may apply sunscreen to children who cannot do so for themselves, where prior permission has be given by the parent/carer on the Admissions Form (see Appendix Four).
In hot weather, staff will encourage children to drink water frequently. Staff should also ensure that shady areas out of the sun are always available to children when playing outside.
Closing the centre in an emergency
In very exceptional circumstances, the Club may need to be closed at very short notice due to an unexpected emergency. Such incidents could include:
• Serious weather conditions (combined with heating system failure).
• Burst water pipes.
• Discovery of dangerous structural damage.
• Fire or bomb scare/explosion.
• Death of a member of staff.
• Serious assault on a staff member by the public.
• Serious accident or illness.
In such circumstances, the Manager and staff will ensure that all steps are taken to keep both the children and themselves safe. All staff and children will assemble at the pre-arranged venue, where a register will be taken.
Steps will then be taken to inform parents/carers and to take the necessary actions in relation to the cause of the closure. All children will be supervised until they are safely collected.
HYGIENE - top
Our Club recognises the importance of maintaining the highest possible standards of hygiene in and around the premises so as to minimise the risks posed to children, staff and other visitors.
The Manager and staff are committed to taking all practicable steps to prevent and control the spread of infectious germs, and to uphold high standards of personal hygiene in order to minimise the risk of catching or spreading infections.
In all circumstances, staff will adhere to the following examples of good personal hygiene:
• Washing hands before and after handling food or drink.
• Washing hands after using the toilet.
• Encouraging children to adopt these same routines.
• Covering cuts and abrasions while at the premises.
• Keeping long hair tied back.
• Taking any other steps that are likely to minimise the spread of infections.
Hygiene in the Club
The Manager and all staff will be vigilant to any potential threats to good hygiene in the Club. To this end, a generally clean and tidy environment will be maintained at all times. More specifically, the Manager will ensure that toilets are cleaned daily and that there is always an adequate supply of soap and hand drying facilities for both staff and children. Staff will also be vigilant to any sharp objects, such as glass, which may be on the premises.
Dealing with Spillages
Spillages of substances likely to result in the spread of infections will be dealt with rapidly and carefully. Blood, vomit, urine and faeces will be cleaned up immediately and disposed of safely and hygienically. Staff will wear disposable plastic gloves and an apron while using bleach or disinfectant solution, and wash themselves thoroughly afterwards. Children will be kept well clear while such substances are being dealt with.
First Aid and Hygiene
Further to the provisions set out in the Health, Illness and Emergency policy, the designated First Aider will be mindful of the need to observe the highest standards of personal hygiene when administering any treatment to children.
As such, they will wash their hands thoroughly both before and after giving first aid, and ensure that any cuts, wounds or skin damage are covered by plasters or disposable gloves.
All areas where food and drink are stored, prepared and eaten are prone to the spread of infections. Therefore, staff must be particularly careful to observe high standards of hygiene in such instances. To this end the following steps will be taken:
• Waste will be disposed of safely and all bins will be kept covered.
• Food storage facilities will be regularly and thoroughly cleaned.
• Kitchen equipment will be thoroughly cleaned after every use.
• Staff and children will wash and dry their hands thoroughly before coming into contact with food.
• If cooking is done as an activity, all surfaces and equipment involved will be thoroughly cleaned before and after the session.
Additionally, staff will be aware of the provisions set out in the Food and Drink policy when handling, preparing, cooking and serving food or drink at the Club.
No animal will be allowed on the premises without the prior knowledge and permission of the Manager. Children are strongly encouraged from bringing pets or other animals to the Club, and parents/carers are asked to help enforce this rule. If for any reason an animal does come onto the premises, the Manager will be immediately informed.
INFECTIOUS & COMMUNICABLE DISEASES - top
Our Club is committed to the health and safety of all children and staff who play, learn and work here. As such, it will sometimes be necessary to require a poorly child to be collected early from a session or be kept at home while they get better. In such cases, the provisions of the Health, Illness and Emergency policy will be implemented.
In accordance with the procedures set out in the Health, Illness and Emergency policy, parents/carers will be notified immediately if their child has become ill and needs to go home. Poorly children will be comforted, kept safe and under close supervision until they are collected.
If a child has had to go home prematurely due to illness, they should remain at home until they are better for at least 24 hours, or according to the times set out in the table below. If a member of staff becomes ill at work, similar restrictions on their return will apply.
If a child or member of staff becomes ill outside Club hours, they should notify the Club as soon as possible. The minimum exclusion periods outlined in the table below will then come into operation.
If any infectious or communicable disease is detected on the Club’s premises, the Club will inform parents/carers personally in writing as soon as possible. The Club is committed to sharing as much information as possible about the source of the disease and the steps being taken to remove it. Ofsted will also be informed of any infectious or communicable diseases discovered on the Club’s premises.
When a case of head lice is discovered at the Club, the situation will be handled carefully and safely. The child concerned will not be isolated from other children, and there is no need for them to be excluded from activities or sessions at the Club.
When the child concerned is collected, their parent/carer will be informed in a sensitive manner.
Other parents/carers will be informed as quickly as possible in writing, including advice and guidance on treating head lice.
Staff should check themselves regularly for lice and treat whenever necessary.
Minimum Exclusion Periods for Illness and Disease
DISEASE PERIOD OF EXCLUSION
- Antibiotics prescribed - First 24 hours
- Chicken Pox - 7 days from when the rash first appeared
- Conjunctivitis - 24 hours or until the eyes have stopped ‘weeping’
- Diarrhea - 24 hours
- Diphtheria - 2-5 days
- Gastroenteritis, food poisoning, Salmonella and Dysentery - 24 hours or until advised by the doctor
- Glandular Fever - Until certified well
- Hand, Foot and Mouth disease. During acute phase and while rash and ulcers are present
- Hepatitis A - 7 days from onset of jaundice & when recovered
- Hepatitis B - Until clinically well
- High temperature - 24 hours
- Impetigo - Until the skin has healed
- Infective hepatitis - 7 days from the onset
- Measles - 7 days from when the rash first appeared
- Meningitis - Until certified well
- Mumps - 7 days minimum or until the swelling has subsided
- Pediculosis (lice) - Until treatment has been given
- Pertussis (Whooping cough) - 21 days from the onset
- Plantar warts - Should be treated and covered
- Poliomyelitis - Until certified well
- Ringworm of scalp - Until cured
- Ringworm of the body - Until treatment has been given
- Rubella (German Measles) - 4 days from onset of rash
- Scabies - Until treatment has been given
- Scarlet fever and streptococcal, infection of the throat - 3 days from the start of the treatment
- Tuberculosis - Until declared free from infection by a doctor
- Typhoid fever - Until declared free from infection by a doctor
- Warts (including Verrucae) - Exclusion not necessary. Sufferer should keep feet covered.
This list is not necessarily exhaustive, and staff are encouraged to contact local health services if they are in any doubt.
INVOLVING & CONSULTING CHILDREN - top
Our Club, and all its members of staff, are committed to the principle of involving and consulting children whenever decisions are made within the Club that affect them.
The Club believes that actively promoting the participation of children in decision-making processes is beneficial to children, staff and the Club as a whole.
The Club’s commitment to involving and consulting children stems from the ‘listening to children’ provisions set out in Articles 12 and 13 of the United Nations Convention on the Rights of the Child. These state that:
• A child’s opinion should be taken into account in anything that affects them.
• Children should have information disseminated in a way that enables them to make choices and decisions.
For children, involvement and consultation helps them to develop new skills such as negotiating, sharing and understanding the perspectives of others. It helps them to understand how decisions are made, and recognises that their opinions are important.
For both staff and the Club, there are multiple benefits of such an approach such as improved behaviour, a relationship with children based on partnership, a more cohesive environment and activities and decisions that children feel a sense of ownership over.
The Manager and staff will work with children to draw up a charter that will set out the expectations and responsibilities of the Club, the staff team and the children in respect of consultation and involvement. Parental involvement in drawing up and implementing the charter will also be encouraged.
All children will be listened to and consulted actively. This will take a number of forms, including:
• Listening to what they say in speech and other forms of communication.
• Observing body language and behaviour.
• Drama and role play.
• Through play and creative expression and the use of visual aids.
• Via regular group based discussions and Q and A sessions.
• Questionnaires and other regular feedback on activities.
• Notice boards that carry important information about activities at the Club.
• Regular children’s meetings, between children and staff, discussing the
Club’s activities and any other relevant topics.
Age, maturity and the type of decision being made will determine the extent and nature of children’s involvement. However, the emphasis should always be strongly in favour of involving children.
Consultation and involvement will be regularly monitored and acted upon so that children are able to see that their input has led to visible outcomes. The Club and its staff will also be clear about what decisions children will be involved in and attempt to offer clear explanations if and when consultation and involvement is deemed inappropriate.
MISSING CHILDREN - top
Our Club has the highest regard for the safety of the children in our care. Staff will always be extremely aware of the potential for children to go missing during sessions.
Even when all precautions are properly observed, emergencies can still arise. Therefore members of staff will undertake periodic head counts, especially at the transition points between sessions (in addition to the registration procedures set out in the Arrival and Departures policy). If for any reason a member of staff cannot account for a child’s whereabouts during a session at the Club, the following procedure will be activated:
• The member of staff in question will inform both the Manager and the rest of the staff team that the child is missing and a thorough search of the entire premises will commence. The staff team will be careful not to create an atmosphere of panic and to ensure that the other children remain safe and adequately supervised.
• The Manager will nominate two members of staff, one male and one female, to search the area surrounding the premises. All staff will be extra vigilant to any potentially suspicious behaviour or persons in and around the Club.
• If after 15 minutes of thorough searching the child is still missing, the Manager will inform the police and then the child’s parent/carer.
• While waiting for the police and the parent/carer to arrive, searches for the child will continue. During this period, other members of staff will maintain as normal a routine as is possible for the rest of the children at the Club.
• The Manager will be responsible for meeting the police and the missing child’s parent/carer. The Manager will co-ordinate any actions instructed by the police, and do all they can to comfort and reassure the parents/carers.
• Once the incident is resolved, the Manager and the staff team will review relevant policies and procedures and implement any necessary changes (paying particular note to the relevant provisions of the Club’s Site Security and Risk Assessment policies).
• All incidents of children going missing from the Club will be recorded in the Incident Record Book, and in cases where either the police or social services have been informed, Ofsted will also be informed, as soon as is practicable.
MISSION STATEMENT - top
This statement outlines the services that children, parents/carers and the community can expect from our Club, and the values that inform our work:
Our Club aims to:
• Provide a happy, safe, warm and stimulating environment for all children to play, learn and develop freely.
• Help children to develop responsibility for themselves and their actions and to become competent, confident, independent and co-operative individuals.
• Encourage children to have a positive attitude and respect for both themselves and other people.
• Promote a positive relationship with parents/carers and work in partnership with them to provide high quality play and care for their children.
• Offer inclusive services that are accessible to all children in the community.
• Undergo regular monitoring and evaluation of our services to ensure that the Club continues to meet the needs of children and parents/carers.
Our Club is committed to meeting the needs of parents and carers by:
• Listening and responding to their views and concerns.
• Keeping them informed of our policies and procedures, including opening times, fees and charges, and programmes of activities.
• Sharing and discussing their child’s achievements, experiences, progress and friendships, along with any difficulties that may arise.
Our Club is committed to providing:
• Care and activities that put the needs and safety children first.
• A programme of activities that is interesting, educational, stimulating and fun.
• Activities that promote each child’s social, physical, moral and intellectual development.
• Access to a variety of facilities and equipment under safe and supervised conditions.
• A staff team that is experienced, well trained and properly supported.
• Services that meet the conditions of the Children’s Act 1989 and all other relevant childcare legislation, wherever they apply.
• An environment where no child is bullied or suffers discrimination in any form.
MOBILE PHONE SAFETY POLICY - top
Mobile phones must be kept switched on during school collection times.
If a child is not at the agreed collection point on time then the manager must be notified immediately on 07778 555042.
If driving, Employees are not expected to answer but should wait until it is safe to take or make a call. Safety of the children must take priority at all times, especially during school transfers.
Personal calls and text messages should not be made during working hours.
If the manager is unavailable then the alternative office number should be called: 07836 540433 (Robert) or 01344 623668
Parents should only be contacted by the manager. Employees are not permitted to exchange personal contact details with parents/carers.
Mobile phones should be left in the designated area during the session.
If Employees need to receive an urgent call, please discuss with the manager. The person calling them can also use the Manager’s number: 07778 555042.
All other calls should be made outside working hours.
Employees are not permitted to bring personal cameras or devices to work or take photos on personal mobile phones or any other devices.
Any photographs/videos must be taken with the company camera (not personal phone) and only with approval from the manager.
Employees must not upload any information, photos or other images of children to websites or social networking sites.
Employees must not enter into any communications with Village End clients via social networking sites i.e Facebook, Twitter etc.
Photos must not be taken without prior consent from the Manager.
Visitors and Parents/Carers are not permitted to take photos of any children in our care, or to upload any information, photos or other images of children to websites or social networking sites.
Employees are not permitted to exchange contact details with parents/carers.
Employees are not permitted to undertake any care outside the setting i.e. babysitting without prior consent from the Manager. Any baby sitting arrangements are between the parent and the babysitter and Village End shall not be held responsible.
PARTNERSHIP WITH PARENTS & CARERS - top
Our Club recognises that parents/carers play the fundamental role in a child’s development and this should be acknowledged as the basis for a partnership between the Club and parents/carers.
The staff team is committed to working in partnership with parent/carers to provide high quality, safe and stimulating care, learning and play opportunities for children. The Club aims to achieve this by:
• Ensuring that parents/carers are made to feel welcome and valued in all dealings with the Club.
• Ensuring that parents’/carers’ concerns are always listened to by the Club whenever they are raised. The Manager will ensure that parents/carers receive a prompt response from the Club.
• Developing a pledge to parents/carers, which outlines what they can expect from the Club. This pledge will be given to every parent/carer when their child starts at the Club. A copy will also be posted up in the Club’s premises.
• Making all information and records held by the Club on a child available to their parents/carers, unless it is subject to investigation by the police or other statutory agencies.
• Ensuring that the Club’s policies and procedures are made available to parents/carers on request.
• Encouraging parents/carers to comment on the Club’s policies and procedures and consulting them on a regular basis about the activities that are planned and provided for their children.
• Ensuring that there are regular opportunities for parents/carers to meet with staff and discuss their child’s progress and any problems that they might be encountering.
• Ensuring that any complaints from parents/carers are dealt with swiftly and effectively in accordance with the provisions of the Complaints Procedure policy.
• Encouraging parents/carers to undertake supportive roles in the Club, such as volunteering or participating in activities, visits or outings.
• Encouraging parents/carers to help in the running of the Club, including becoming involved in its management committee where appropriate.
• Providing parents/carers with formal and, if necessary, confidential means to comment on the work of the Club. This will include an annual satisfaction survey.
• Keeping parents/carers up to date with any changes in the operation of the Club, such as alterations to the opening times or fee levels.
PHYSICAL ENVIRONMENT - top
Our Club is committed to providing children with a stimulating and safe environment. We will do all we can to make our premises welcoming and friendly to children, their parents/carers and any other visitors.
The Club’s premises are safe, secure and adequately spacious for its purpose. The environment and atmosphere of the Club is welcoming to children and offers access to the necessary facilities for a broad and varied programme of activities.
The Club is committed to taking every possible step to ensure that all children have equal access to facilities, activities and play opportunities; including children with special educational needs and/or disabilities (for further details see the Special Needs policy).
The Club’s premises comply with all the requirements of the Disability Discrimination Act 1995 and all other relevant regulations and guidance.
The Manager is responsible for ensuring that the Club’s premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature. Daily risk assessments are carried out, in accordance with the Risk Assessment policy, to ensure that the facilities are maintained in a suitable state of repair and decoration.
During the opening hours, the premises are used by and solely available to the Club, its staff and the children, as far as this is possible.
The Club will do all it can to maintain an open room layout, allowing children to choose from a variety of play opportunities. All children will have adequate space to play and interact freely (a minimum of 2.3 square metres’ space per child).
There is adequate space for storing all the Club’s equipment safely and securely.
Under normal circumstances, staff will ensure that there is one toilet and one wash basin with hot and cold water available for every 10 children, ensuring an adequate balance between male and female facilities.
No child will be left unsupervised in the kitchen area
Members of staff will have access to a telephone on the Club’s premises at all times.
Any outdoor play will take place in safe secure and well-supervised spaces. Before any outdoor activities commence, a thorough safety check and risk assessment will take place.
Outdoor play areas will be well maintained and free from holes, bumps or uneven surface areas. Ponds, drains, pools or any unnatural water will be made safe or inaccessible to children.
Any outside water features will be kept safe, and inaccessible to unsupervised children. If children are involved in water sports, staff will ensure that a qualified lifeguard supervises them.
In the event of snow or ice on external walkways, staff will ensure that this is regularly cleared and kept safe.
Staff will make sure there is a regular supply of water available to children at all times, especially in hot conditions. In such circumstances, staff will also ensure that children are adequately protected from the sun, according to the provisions set out in the Health, Illness and Emergency policy.
RISK ASSESSEMENT - top
We understand the importance of ensuring that systems are in place for checking that our Club is a safe and secure place for children, staff and other visitors. Our risk assessment procedures are part of a continuous process to prevent any dangerous incident taking place. They are the responsibility of all staff as part of their daily duties.
In accordance with our duties under the Management of Health and Safety at Work Regulations 1999, the Club is required to undertake regular risk assessments and take any necessary action arising from these according to provisions set out in the Health and Safety policy and elsewhere.
The Manager is responsible for making sure that risk assessments are completed, logged and effectively monitored. Reviews are conducted when there is any change to equipment or resources, any change to the Club’s premises, or when particular needs of a child or other visitor necessitates this.
The Manager is further responsible for conducting any necessary reviews or making changes to the Club’s policies or procedures in the light of any potential risks that they or other members of staff discover.
A visual inspection of both the equipment and the entire premises – both indoor and outdoor – will be carried out daily. This will, ordinarily, be carried out by a designated member of staff on arrival at the Club and will be completed before any children arrive.
During the session, staff will be vigilant and continuously aware of any potential risks to health and safety arising from:
• The Club’s environment, both indoors and outdoors
• All surfaces, both indoors and outdoors
• All equipment used by children or staff
On discovering a hazard, staff will take all steps necessary to making themselves and any other people potentially affected safe. They will then notify the Manager and ensure that a record is made in the Incident Record Book.
The Manager is then responsible for ensuring that any necessary action is taken.
Recording Accidents, Incidents and Dangerous Occurrences
All accidents, incidents and dangerous occurrences will be recorded in either the Incident Record Book or the Accident Record Book on the same day as the event took place.
Records must contain:
• The time, date and nature of the incident, accident or dangerous occurrence.
• Details of the people involved.
• The type, nature and location of any injury sustained.
• The action taken and by whom.
• The signature of the member of staff who dealt with the event, any witnesses and, if deemed necessary, a countersignature by the parents/carers of the child or children involved.
Staff should inform the parents/carers of the child or children concerned at the end of the session in which the incident, accident or dangerous occurrence took place. Where this is not possible, the information will be passed on at the earliest possible opportunity.
SETTLING IN - top
All children are unique and the amount of time that a child takes to settle into our Club can vary enormously. Therefore, children will be given time to settle in at their own pace, so as to make them feel welcome, safe and confident in a new environment.
The Club strongly encourages parents/carers to visit the premises with their children during the week before they are due to start. During this week, the Club requires that the parents/carers concerned both complete and return the Admission Form (See Appendix Four).
Children new to the Club will be greeted in a warm and friendly manner. They will be introduced to all members of staff and told about any other regular visitors to the Club.
Depending on the age and maturity of the child, the parent/carer will stay with the child while the rules and routines are being explained. The parent/carer will have the option of being part of the induction process if they so wish.
Children will be informed about the Clubs’ routines and the programme of activities. They will be shown around the Club, told where they can and cannot go, and have both registration and signing out procedures made clear.
Ground rules will be explained to the child and they will be encouraged to ask questions and raise any concerns. The child will be told about the fire evacuation procedure and the locations of all fire exits, according to the provisions of the Fire Safety policy.
Parents/carers are offered the opportunity to stay with their child for a period of time during their first week.
On their first day, children will be introduced to the other children at the Club. The child will be allocated a ‘buddy’ who, under the supervision of a member of staff, will show them around the Club and introduce them to the other children. The child will then be encouraged to get to know the other children and settle into the group.
All staff will supervise children new to the Club to ensure that they are happy in their new surroundings. The appropriate level of such supervision will be judged according to the child’s age, maturity and previous experiences.
Staff will ask on a regular basis how a child is feeling, what activities they enjoy and if they are unhappy about anything. At the end of the first, second and third weeks, the Manager will find time to talk to the child about how they are settling in.
If it seems that a child is taking a long time to settle in, this will be discussed with their parents/carers at the earliest opportunity. Likewise, if a parent/carer feels that there is a problem during the settling in period, they should raise this with a member of staff.
Staff will always be available to discuss any concerns or other issues with parents/carers regarding their child and their attendance at the Club. If parents/carers wish to meet with the Manager, they should make an appointment to come in for a chat.
SITE SECURITY - top
Our Club is committed to providing care and learning for children in a safe and secure environment. All staff have an individual and collective responsibility to ensure that they have continuous regard for the safety and security of all children at the Club.
Parents/carers are encouraged to talk to their children about the importance of remaining safe and not leaving the Club’s premises during the session. These messages will be reinforced by both the Club and its staff. Safety and security procedures will be regularly reviewed by the Manager in consultation with staff and parents/carers.
Staff and any other authorised persons who are regular visitors to the Club will be issued with either an identity badge or clearly identifiable clothing, which they are expected to wear them at all times while on the Club’s premises.
Children will not be left unsupervised at any time during activity sessions. In the event of staff shortages, available space will be restricted to ensure that children are adequately supervised, in accordance with the staff ratio provisions set out in the Staffing policy.
The Manager will allocate responsibility to individual members of staff for observing and supervising the main entrance and exit points at the beginning and end of the session.
The Club has a Visitors Book which is kept close to the main entrance in which visitors must sign on arrival, alongside giving the following information:
• Their name.
• The date and time of their arrival.
• The reason for their visit.
• Their expected departure time.
Visitors to the Club will not be left unsupervised with children at any time.
Staff have a duty to approach any visitor on the premises who has not signed in. They must introduce themselves and establish immediately who the visitor is and the reason for them being on the Club’s premises. If the visitor has no suitable reason to be on the Club’s premises, then they will be asked to leave immediately and escorted from the premises. If the visitor repeatedly refuses to leave, the police will be telephoned immediately.
A record will be made of any such incidents in the Incident Record Book, and the Manager will be immediately notified.
SMOKING ALCOHOL & DRUGS - top
Our Club strongly prohibits the use or possession of cigarettes, alcohol and illegal drugs on our premises at anytime. If staff, students, volunteers or children are found to have broken the rules in respect of this policy, it will be treated as a very serious disciplinary matter.
All staff will be made aware of the provisions of this policy during their induction, including the importance of them setting a positive example to children. All children will be made aware of the rules during their settling in period. Any contravention of the provisions of this policy will be dealt with under the Club’s Staff Disciplinary Procedures and Behaviour Management policies.
Staff, students, volunteers or children who arrive at the Club clearly under the influence of illegal drugs, will be asked to leave immediately and disciplinary procedures implemented.
If a child is found in possession of illegal drugs on the premises, their parent/carer will be informed at the end of the session. If staff are found in possession of illegal drugs, serious disciplinary action will follow.
In cases where staff are taking prescribed drugs that may affect their ability to function effectively at work, the Manager must be informed as early as possible.
If a member of staff has good reason to suspect that a parent/carer is under the influence of illegal drugs when they drop off or collect their child, they have a duty to inform both the Manager and the designated Child Protection Officer, according to the provisions of the Child Protection policy.
In such circumstances, the Manager and the Child Protection Officer will then be responsible for deciding upon the appropriate course of action, ensuring that the safety and protection of the child remains paramount at all times.
Staff will make all possible efforts to ensure that children are not allowed to travel in a vehicle driven by someone who is clearly under the influence of illegal drugs.
Where an illegal act is suspected to have taken place, the police will be called.
Staff, students, volunteers or children who arrive at the Club clearly under the influence of alcohol, will be asked to leave immediately and disciplinary procedures will follow.
If a child is found in possession of alcohol on the premises, their parent/carer will be informed at the end of the session. Staff are strongly advised not to bring alcohol onto the Club’s premises.
If a member of staff has good reason to suspect that a parent/carer is under the influence of alcohol when they drop off or collect their child, to the extent that the safety of the child is threatened, they have a duty to inform both the Manager and the designated Child Protection Officer, according to the provisions of the Child Protection policy.
The Manager and the Child Protection Officer will then be responsible for deciding upon the appropriate course of action, ensuring that the safety and protection of the child remains paramount at all times.
Staff will make all possible efforts to ensure that children are not allowed to travel in a vehicle driven by someone who is clearly over the legal alcohol limit.
Where an illegal act is suspected to have taken place, the police will be called.
Smoking is not permitted anywhere on the premises. This rule applies equally to staff, students, volunteers, children, parents/carers or any other visitors.
If a child is found in possession of cigarettes on the premises, they will be confiscated and their parent/carer informed at the end of the session.
SPECIAL NEEDS - top
Our Club is aware that some children have special educational needs and/or physical disabilities, that require particular support and assistance. We are committed to taking appropriate action to make sure that all children are able to access our services, made to feel welcome, and that our activities promote their welfare and development.
The Club is committed to the integration of all children in its care. The Club also believes that children with special educational needs and/or physical disabilities have a right to play, learn and be able to develop to their full potential alongside other children. Whenever possible, children with special educational needs and/or physical disabilities will have access to the same facilities, activities and play opportunities as their peers. Everybody stands to gain if all children are allowed to share the same opportunities and are helped to overcome any disadvantages that they may face.
The policies, procedures and practices of the Club in relation to children with special educational needs and/or physical disabilities are consistent with current legislation and guidance. These include the Special Educational Needs and Disability Act 2001 and the Disability Discrimination Act 1995.
The Club believes that by identifying individual needs and taking proactive steps alongside parents/carers and other statutory professionals or agencies, all children should be able to play a full, active and equal part in the Club’s activities.
Special Educational Needs and Disability Co-ordinator
The Manager will appoint a member of staff as the Special Educational Needs and Disability Co-ordinator to manage provision for children with special educational needs and/or physical disabilities. This individual will be fully trained and experienced in the care and assessment of such children.
All members of staff will be expected to assist the Special Educational Needs and Physical Disability Co-ordinator in caring for children with special educational needs and/or physical disabilities. The Co-ordinator’s responsibilities will include:
• Working alongside the Manager to ensure that all staff are aware of all legislation, regulations and other guidance on working with children with special educational needs and/or physical disabilities.
• Working with the Manager to ensure that all staff who work with children with special educational needs and/or physical disabilities and have appropriate skills and training.
• Co-ordinating regular monitoring and reviews of children’s progress; involving parents/carers, other members of staff, relevant representatives from statutory agencies and, if appropriate, the child themselves. Alongside the Manager, they will also be responsible for ensuring that any actions following such reviews are followed through.
• Assessing each child’s specific needs and adapting the Club’s facilities, procedures, practices and activities as appropriate.
• Ensuring that systems are in place to adequately plan, implement, monitor, review and evaluate the Special Needs policy.
• Ensuring that children with special educational needs and/or physical disability are fully considered when activities are being planned and prepared.
• Liaising with parents/carers about the needs of their children and the plans and actions of the Club, as well as being the point of contact for parents/carers.
• Liaising with other agencies and seeking advice, support and training for themselves and other staff as is necessary.
• Supporting other members of staff to become more skilled and experienced in the care of children with special educational needs and/or physical disabilities.
• Ensuring that all children are treated with equal concern and respect and are encouraged to take part in all activities.
• Ensuring that accurate observations and assessments of children’s progress are regularly made and properly recorded.nd drink. session.
STAFF DEVELOPMENT & TRAINING - top
Staff are our Club’s most valuable resource, as it is only through their commitment and effort that good quality provision can be both established and maintained. We are therefore committed to providing good training and development opportunities for staff so that they are able to perform their roles both efficiently and effectively.
The Club recognises that regular training and monitoring of professional development is important for all staff. Staff development and training is vital because it allows staff to keep up to date with current thinking and practice about both play and child development issues. Additionally, well-trained and motivated staff, a club is better able to meet the diverse and complex needs of children within its local community.
The Club is committed to providing for staff:
• A full induction process.
• A regular system of appraisals.
• An up to date record of staff qualifications and training.
This will help to ensure that staff development needs are being met and that staff training and qualifications are meeting the requirements of the club and the National Standards.
New members of staff will be issued with a job description and a copy of the Club’s policies and procedures. Staff will also undergo an induction process during the first month of their employment and be assigned a mentor to help them settle in.
As part of the induction, the mentor will discuss and talk through everyday practices of the Club. These will include:
• Showing new staff around the premises, pointing out all fire exits, toilets and areas such as the staff room, kitchen and Club office.
• Explaining staff shifts, breaks and all aspects of the day-to-day management and running of the Club.
• Introducing the new member of staff to their colleagues, children and parents/carers where appropriate.
• Pointing out the practical implications of the Club’s policies and practices, including how they relate to the Club’s obligations under the National Standards.
Staff Appraisal and supervision
The main objective of the Club’s appraisal and supervision system is to review employees’ performance and potential, and to identify suitable and appropriate training and development needs.
Appraisals will take the form of annual meetings between staff and the Manager. They will be used to identify current knowledge, skills, areas for future development and potential training needs.
Supervisions will take the form of regular monthly discussions between staff and the Manager, and will be an opportunity for reflecting on recent professional progress, as well as the targets set, and issues raised, during appraisals.
The appraisal and supervision process will be used to build up a Personal Development Plan (see below) for each member of staff.
There will be fortnightly staff meetings for problem solving, information sharing and acknowledging work issues. These are also opportunities for staff to reflect on their work performance and review any difficulties they may be facing. Staff meetings will be a forum for setting objectives for the Club.
Personal Development Planning
Personal Development Planning is a continuous process to ensure that staff needs are both identified and acted upon as they arise. It is the joint responsibility of both the member of staff and the Manager to ensure that the plan is kept up to date and that all decisions are followed through.
The Manager will keep a copy of this plan, but each staff member is also encouraged to keep a copy of their own Personal Development Plan, listing any training undertaken and additional skills gained since starting work at the club.
The Club will do all it can to support staff who are working towards improving their qualifications and training experience. All staff are encouraged to take up training opportunities to expand their professional development and ensure an up to date knowledge of childcare issues.
It is the responsibility of the Manager to identify and promote suitable training courses for staff and strongly encourage them to take advantage of these. Support will be given to help staff overcome any barriers to accessing such training.
Staff will be expected to attend training courses and update skills as and when requested by their Manager. Staff will not suffer financially for any training that they are required to undertake.
Specific training courses in Food Hygiene, Equal Opportunities, Child Protection, Special Educational Needs, Data Protection and Health and Safety are obligatory and staff members must always attend such courses when requested. It is the Manager’s responsibility to ensure that staff are kept up-to-date with recent legislation and are suitably enrolled on any courses that are necessary to fulfil the Club’s legal responsibilities.
STAFF DISCIPLINARY PROCEEDURES - top
Our Club will maintain a well motivated, highly skilled and professional staff team. However, occasionally action will need to be taken to encourage improvement in individual behaviour and performance.
The Club will provide a fair and consistent method of dealing with disciplinary incidents. Our aim is always to support and encourage staff, while promoting good employment relations.
If a member of staff is subject to disciplinary action, fair and consistent procedures will be employed:
• The incident will be fully investigated and the facts established.
• Investigations will be non-discriminatory and apply equally to all staff irrespective of sex, marital status, sexual preference, race or disability.
• At every stage, the member of staff concerned will be advised of the nature of the complaint and given an explanation for any penalty imposed.
• Staff will be given the opportunity to state their case, and be accompanied by a friend, colleague or Trade Union representative of their choice, during any part of the disciplinary process.
• Staff will not be dismissed for a first breach of discipline except in the case of gross misconduct (see below).
• Staff have a right to appeal against any disciplinary action taken against them.
Investigations will be conducted by either the Manager or the Registered Person.
The Staff Disciplinary Procedure operates as follows:
Before taking formal disciplinary action, the Manager will make every effort to resolve the matter by informal discussions with parties concerned. Only where this fails to bring about satisfactory improvement or outcomes will disciplinary procedures be formally implemented.
Formal Verbal Warning
Once a formal warning has been given by the Manager, the member of staff in question will be notified of this and given an explanation for the warning. They will further be informed of their right of appeal. A brief note of the warning will be kept on the Club’s records. This will be disregarded after six months, subject to satisfactory conduct and/or performance.
If, following a formal verbal warning, there is insufficient improvement in standards, or if a further incident occurs, a written warning will be issued. This will state the reason for the warning and that, if there is no satisfactory resolution after a further month, a final written warning will be given. A copy of this first written warning will be kept in the Club’s records, but will be disregarded after 12 months, subject to satisfactory conduct and/or performance.
Final Written Warning
If the member of staff’s conduct or performance remains consistently unsatisfactory, or if the misconduct is sufficiently serious, a final written warning will be given making it clear that any further breach of the standards, or other serious misconduct, may result in the employee’s dismissal. A copy of the warning will be kept in the Club’s records, but will be disregarded after 24 months, subject to satisfactory conduct and/or performance. The warning will state clearly that dismissal will result from a failure to comply.
In certain exceptional circumstances, a member of staff may receive a Final Written Warning that will remain on the Club’s records indefinitely. This course of action will follow when a member of staff has only avoided dismissal due to extenuating or mitigating circumstances.
If, after investigation, it is deemed that a member of staff has committed an act of the following nature, dismissal will be the normal outcome:
• Child abuse (for further details refer to the Child Protection policy).
• Serious infringement of health and safety rules (for further details refer to the Health and Safety policy).
• Assaulting another person
• Persistent bullying, sexual or racial harassment.
• Being unfit for work through alcohol or illegal drug use.
• Gross negligence that either causes or might cause injury, loss or damage to persons or property.
• Theft, fraud or deliberate falsification of the Club’s documents.
• Deliberate damage to Club property.
• Being an unfit person under the terms of the Care Standards Act 2000 or the Children’s Act 1989.
While the alleged incident of gross misconduct is being investigated, the individual concerned is likely to be suspended, during which time normal pay levels will prevail. Such suspension is not to be regarded as a form of disciplinary action and will be for as short a period as possible. Any decision to dismiss will be taken only after a full investigation.
If the staff member has been found to have committed an act of gross misconduct, they will be dismissed without notice.
Allegations against Staff
All staff are advised to minimise time spent alone with children and be aware of the potential risks in doing so (for further details refer to the Child Protection policy).
If an allegation of abuse has been made against a member of staff, the Manager will follow the procedures of the Child Protection policy
If an allegation of abuse is made against the Manager, then another designated member of staff will report the matter directly to the Registered Person, local Social Services department and Ofsted.
Staff wishing to appeal against a disciplinary decision, must do so in writing and within 15 working days of the decision being communicated. Appeals will be dealt with as quickly as possible and within at least a further 15 days. If possible, the Registered Person, or a senior member of staff who was not involved in the original disciplinary action will hear the appeal and impartially adjudicate the case.
At all stages of the procedure, the right to appeal will be confirmed as part of the warning, suspension or dismissal letter.
STAFFING - top
Our Club is committed to placing the best interests of children’s welfare, care and development at the centre of all staffing matters.
The Manager will arrange regular staff meetings where all staff are able to discuss and contribute in a positive manner. The Manager should encourage staff to contribute to the development and quality of the programme of activities provided.
Members of staff are expected to conduct themselves at all time in a professional, courteous, helpful, warm and consistent manner.
Members of staff are expected to display both knowledge and understanding of multi-cultural issues and a commitment to treating all children as individuals and with equal concern and respect.
Members of staff will have regard for maintaining appropriate dress and personal appearance for working with children and with awareness of health and safety issues.
Personal mobiles must be switched off and not used during working hours. If staff do need to receive an emergency call, the person calling them should use the main Club number.
The Manager will ensure that space is made during the working day for staff to take regular breaks, ensuring that no member of staff exceeds the legal limit of six hours consecutive work without a break.
Terms and Conditions
The Club is committed to promoting family friendly employment practices to help staff balance work and family commitments. The Club will make every effort to be flexible with staff and to promote harmonious working relations, through trade unions and other organisations.
The Club will work with staff and their representatives to ensure that all employment legislation and regulations – including Statutory Maternity Pay, Statutory Paternity Pay, Parental Leave, Statutory Sick Pay and Working Time Regulations – are abided by.
In return, the Club expects honesty, loyalty and diligence from its staff.
The written detail of employment contracts, including rates and levels of pay and other terms and conditions, are the responsibility of the Registered Person.
Qualifications, Experience and Safety Checks
The Manager and all staff (including students and volunteers) will be suitably qualified, have relevant experience and have undergone full Criminal Records Bureau checks.
The Club will not employ staff or volunteers that have been convicted of an offence or have been the subject of an order that disqualifies them from registration under regulations made under schedule 9A of the Children’s Act 1989. Criminal record checks will be updated every three years.
No person who has not received full Criminal Records Bureau checks, but who is on the premises (such as a member of staff awaiting registration clearance) will be left alone with a child.
The Manager will have at least an NVQ Level Three qualification appropriate to the post, along with at least two years’ experience of working in a day care setting.
Standards of Behaviour
Under no circumstances should any arguments or disagreements between members of staff occur in the presence of children or parents/carers.
No smoking, alcohol or drug use is allowed on the Club’s premises.
No bullying, swearing, harassment or victimisation will be tolerated on the Club’s premises.
No communicating with children attending Village End by text, telephone, email or social network sites, such as Facebook, Windows Messenger or My Space, even after employment has ceased.
Offensive behaviour such as sexist or racist language or harassment will not be tolerated.
All staff are expected to treat everyone respectfully at all times and inappropriate behaviour may lead to disciplinary action.
Staff to Children Ratios
The Club is conscious of the importance of maintaining adequate staff to child ratios, ensuring that children are cared for safely and given adequate attention and support. In all cases the minimum staffing ratio for children aged 3-7 will be 1:8. For children aged over eight, the Club will make every effort to maintain a ratio of staff to children of at least 1:10.
The Manager will ensure that there are always at least three members of staff on duty at the premises at any given time.
The Manager will further ensure that suitable and sufficient contingency plans are in place to cover emergencies, unexpected staff absences, staff breaks, holidays and sickness.
Staff have a right to privacy, as do children and their parents/carers. Personal details should not be discussed except in exceptional circumstances.
Staff will not talk about individual incidents or the behaviour of children in front of parents/carers and other children.
Under no circumstances should staff provide any information about children to any branch of the media. All media enquires should be passed in the first instance to the Manager.
(Further details of the Club’s confidentiality procedures are set out in the Documentation and Information policy).
Staff should negotiate statutory annual leave with the Manager, in all cases giving as much notice as possible.
If staff are unable to attend work due to illness or other medical condition, they must contact the Manager prior to the start of the working day.
Staff should indicate why they are unable to attend work and when they expect to return.
On returning to work, staff should complete a self-certification form for any sickness absence.
For absences of longer than seven days, a doctor’s certificate must be submitted.
The Manager will keep records of all sick-leave, other absences and lateness.
STUDENTS & VOLUNTEERS - top
We believe that a placement for a student or volunteer at our Club is a valuable opportunity to build experience while learning about working within a childcare setting. Equally, we appreciate the positive contribution that such committed and enthusiastic people can bring to our Club.
However, at all times the needs of the children are paramount and therefore a Club needs to restrict the number of students and volunteers admitted at any particular time, in order to minimise disruption to the Club’s core activities.
The Manager is responsible for ensuring that all students and volunteers working at the Club are suitable and that they will not detrimentally affect the service provided for children and their parents/carers. The Manager has overall responsibility for supervising and supporting students and volunteers while they are at the Club.
All students and volunteers must be 16 years old or over, submit two character referees, and have up to date Criminal Records Bureau checks before they begin their placement at the Club.
The Manager will enter into a formal written agreement with students and volunteers at the start of the placement agreeing hours of work, dress code and expected behaviour within the Club. This agreement will also detail what the student or volunteer can expect from the Club. Students and volunteers must read, understand and sign the conditions of work before accepting or making a commitment to voluntary work.
Students will be encouraged to discuss their individual learning needs with the Manager when they start at the Club, and at regular intervals during their placement.
Students required to conduct child studies beyond the Club’s normal activities (ie: conducting a survey or a group based activity) as part of their course will need to obtain appropriate written consent from the parents/carers of the children concerned.
The Manager will ensure that students and volunteers undertake the full induction process given to permanent staff, as set out in the Club’s ‘Staffing’ policy.
New students and volunteers will be allocated a member of staff who will have day to day responsibility for them and their needs while at the Club.
Students and volunteers will be expected to adopt a professional manner at all times, and work within the Club’s existing policies and procedures.
While on the placement, students and volunteers will be both allowed – and expected – to participate in all aspects of work at the Club, unless otherwise instructed by the Manager. Students and volunteers will attend staff meetings and be encouraged to contribute ideas and share opinions.
Regular supervision and appraisal sessions with the Manager and the designated member of staff will be established as a means of monitoring progress.
Students and volunteers on placement should not be included in the staff to children ratio.
SUSPENSIONS & EXCLUSIONS - top
Our Club is committed to dealing with negative behaviour in a non-confrontational and constructive manner. Wherever possible, disruptive or challenging behaviour will be tackled collectively between staff and children in the Club. Such procedures are outlined in the Behaviour Management policy.
However, there are occasions when such strategies alone will not alter or prevent negative behaviour. In such cases, further action will be necessary, including reviewing a child’s place at the Club, on either a temporary or permanent basis.
Persistent unacceptable behaviour from a child will result in them receiving a formal warning from staff about their actions. Staff will explain to the child why their behaviour is unacceptable and the consequences of any further such incidents. Children will be encouraged to discuss their behaviour, to explain their actions, and helped to develop strategies to avoiding repeat incidents.
Details of all warnings, suspensions and exclusions will be recorded and kept on the Club’s records. Each warning should be discussed with the child concerned and their parent/carer. All staff will be made aware of any warnings given to a child. As a last resort, the Club has the right to temporarily suspend or permanently exclude a child in the event of persistent and irresolvable unacceptable behaviour.
Only in the event of an extremely serious or dangerous incident will a child be suspended from the Club with immediate effect. In such circumstances, the child’s parent/carer will be contacted immediately and asked to collect their child, even if the child normally signs themselves out. Children will not be allowed to leave the premises until a parent/carer arrives to collect them.
After an immediate suspension has taken place, the Manager will arrange a meeting with the child concerned and their parents/carers to discuss the incident and decide if it will be possible for them to return to the Club.
Suspensions and exclusions should be seen as consistent, fair and proportionate to the behaviour concerned. In setting such a sanction, consideration should be given to the child’s age and maturity. Any other relevant information about the child and their situation should also be considered.
Children will only be suspended or excluded as a last resort, when there is no alternative action that could be taken, or when it is felt that other children and/or staff are potentially at risk. Wherever possible, the Club will give parents/carers time to make alternative arrangements for childcare during a period of suspension.
Staff should always keep parents/carers informed about behaviour management issues relating to their child and attempt to work with them to tackle the causes of disruptive or unacceptable behaviour.
No member of staff may impose a suspension from the Club without prior discussion with the Manager. Staff will consult the Manager as early as possible if they believe that a child’s behaviour is in danger of warranting suspension or exclusion.
When a suspension is over and before a child is allowed to return to the Club, there will be a discussion between staff, the child and their parent/carer, setting out the conditions of their return.
UNCOLLECTED CHILDREN - top
Our Club has the highest regard for the safety of the children in our care – from the moment they arrive to the moment that they leave.
At the end of every session, the Club will ensure that all children are collected by a parent, carer or designated adult, in accordance with the Arrivals and Departures policy. If for some reason a child is not collected at the end of a session, the following procedures will be activated.
• If a parent, carer or designated adult is more than 15 minutes late in collecting their child, the Manager will be informed.
• The Manager will call the parent, carer or designated adult, and use any other emergency contact details available in order to try to ascertain the cause for the delay, and how long it is likely to last. Messages will always be left on any answer phone requesting a prompt reply.
• While waiting to be collected, the child will be supervised by at least two members of staff who will offer them as much support and reassurance as is necessary.
• If, after repeated attempts, no contact is made with the parent, carer or designated adult, and a further period of 30 minutes has elapsed, the Manager will call the local social services department for advice.
• In the event of the social services being called and responsibility for the child being passed to a child protection agency, the Manager will attempt to leave a further telephone message with the parent/carer or designated adults’ answer phone. Furthermore, a note will be left on the door of the Club’s premises informing the parent, carer or designated adult of what has happened. The note will reassure them of their child’s safety and instruct them to contact the local social services department.
• Under no circumstances will a child be taken to the home of a member of staff, or away from the Club’s premises unless absolutely necessary, in the course of waiting for them to be collected at the end of a session.
• The child will remain in the care of the Club until they are collected by the parent, carer or designated adult, or alternatively placed in the care of social services.
• Incidents of late collection will be recorded by the Manager and discussed with parents/carers at the earliest opportunity. Parents and carers will be informed that persistent late collection may result in the imposition of a fine or the loss of their child’s place at the Club.
VISITS & OUTINGS - top
Our Club believes that visits and outings play an important and enriching role in the programme of activities that we provide for children. However, during such events, the safety of children remains paramount.
Prior to a visit or outing, if logistically possible, a member of staff will carry out an exploratory visit of the proposed destination so as to pre-empt any potential difficulties.
The Manager will ensure that a thorough risk assessment has been carried out prior to the proposed visit of an outing, according to the provisions set out in the Risk Assessment policy. This should include consideration of the journey and any transportation involved. If a prior visit is not possible, the Manager will write to the venue requesting all relevant information and a risk assessment statement where available.
The Club will make every effort to involve children in the planning of a visit or outing. Staff will explain to children the aims and objectives of the event, along with what is expected of them in terms of their behaviour and contribution.
Children will be talked through any potential safety hazards and told to remain with staff at all times. Staff will explain to children what to do in an emergency, including designating a suitable meeting point.
No less than two weeks before a proposed visit or outing, the Club will send a letter and the Visits and Outings Form (see Appendix One) to parents/carers giving them detailed information about the proposed event. This will include a full programme of activities, any costs involved, an outline of any journey involved and the mode of transport being used as well as approximate arrival and departure times.
Parental consent is needed for all off-site visits and outings. The Manager will take a photocopy of the signed Visits and Outings Forms on the trip while the original will be stored in the Club’s records.
Parents/carers have the absolute right to withhold consent for a proposed visit or outing. No child who does not have a signed consent form will be allowed to participate.
During visits and outings
On visits or outings, the staff to child ratio will be 1:8, unless all children are over 10 in which case it can be 1:10; subject to the nature of the activity and the risk assessment.
• Children will remain under close supervision at all times.
• The Manager will ensure that a full First Aid kit is on hand, in compliance with the relevant provisions of the Health, Illness and Emergency policy.
• Two designated members of staff will keep mobile phones with them at all times and their numbers will be circulated to all parents/carers in advance of the visits and outings. These numbers will also be left at the Club in case of an emergency.
• A register will be taken at the beginning, middle and end of the visit or outing. Additionally, regular head counts will be taken by staff.
• A list of all members of staff and children participating in the visit or outing, along with relevant mobile phone numbers, will be left with the member of staff left on duty at the Club’s premises (if staff numbers allow for such a provision).