It is the primary objective of Club Excel to create a healthy, happy environment in which children can come together to share a unique experience. Through our Course Programmes, children are given the opportunity to expand their skills in the fields of organized sports and arts, whilst enjoying personal attention in a relaxed atmosphere.
Our goal here at Club Excel is to inspire children and staff to work together towards a mutual sense of progress, achievement but above all enjoyment in all pursuits undertaken.
If a child attending Club Excel requires prescription medication of any kind, their parent or carer must complete a Permission to administer medicine form in advance. Staff at Club Excel will not administer any medication without such prior written consent.
Ideally children should take their medication before arriving at Club Excel. If this is not possible, children will be encouraged to take personal responsibility for their medication, if appropriate. If children carry their own medication (eg asthma inhalers), Club Excel staff will offer to keep the medication safe until it is required. Inhalers must be labelled with the child's name.
Club Excel can only administer medication that has been prescribed by a doctor, dentist, nurse or pharmacist. However, if a medicine contains aspirin we can only administer it if it has been prescribed by a doctor. All medication provided must have the prescription sticker attached which includes the child's name, the date, the type of medicine and the dosage.
A designated staff member will be responsible for administering medication or for witnessing self-administration by the child. The designated person will record receipt of the medication on a Medication Log, will check that the medication is properly labelled, and will ensure that it is stored securely during the session. Before any medication is given, the designated person will:
When the medication has been administered, the designated person must:
When the medication is returned to the child's parent or carer, the designated person will record this on the Medication Log. If a child refuses to take their medication, staff will not force them to do so. The manager and the child's parent or carer will be notified, and the incident recorded on the Record of Medication Given.
Certain medications require specialist training before use, eg Epi Pens. If a child requires such medication the manager will arrange appropriate training as soon as possible. It may be necessary to absent the child until such training has been undertaken. Where specialist training is required, only appropriately trained staff may administer the medication.
A child's parent or carer must complete a new Permission to Administer Medication form if there are any changes to a child's medication (including change of dosage or frequency). If a child suffers from a long term medical condition Club Excel will ask the child's parents to provide a medical care plan from their doctor, to clarify exactly what the symptoms and treatment are so that Club Excel has a clear statement of the child's medical requirements.
Club Excel does not tolerate from any person, whether a parent, carer or visitor: bullying; aggressive, confrontational or threatening behaviour; or behaviour intended to result in conflict. Our Club is a place of safety and security for the children who attend and for the staff who work here.
Unacceptable behaviour includes, but is not limited to, the following:
At Club Excel we do not tolerate such behaviour whether it is directed at the staff or at any of the children in our care.
If a parent, carer or member of the public behaves in an unacceptable way towards a member of staff or a child attending the Club, we will take the following steps:
When the immediate incident has been resolved, the manager and staff will reflect on the incident, and decide whether it is appropriate to ban the individual from the premises for a period of time. The decision will take into account both the seriousness of the incident and whether the individual has behaved aggressively before.
If we decide that a ban is appropriate, we will write to the individual concerned to inform them of the reasons for the ban and its duration.
See also: Equalities policy, Complaints policy, Safeguarding policy.
Club Excel recognises the importance of having robust systems in place to ensure the safe arrival and departure of the children in our care.
The Camp director will ensure that an accurate record is kept of all children in the camp, and that any arrivals or departures are recorded in the group registers. The registers are kept in an accessible location on the premises at all times. In addition we conduct regular headcounts during the day as well as a register at the start of every session.
Our staff will greet each child warmly on their arrival at the camp and will record the child's attendance in the daily register straightaway, including the time of arrival.
Club Excel uses effective behaviour management strategies to promote the welfare and enjoyment of children attending Club Excel. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies. Club Excel rules are clearly displayed at every session, and are discussed regularly.
Whilst at Club Excel we expect children to:
At Club Excel positive behaviour is encouraged by:
It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that their behaviour is not acceptable. Staff at Club Excel will try to determine the cause or triggers of the inappropriate behaviour to prevent the situation from recurring.
If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, Club Excel may decide to exclude the child in accordance with our Suspensions and Exclusions Policy. The reasons and processes involved will be clearly explained to the child.
Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible.
If staff are not confident about their ability to contain a situation, they should call the manager or, in extreme cases, the police.
All serious incidents will be recorded on an Incident record and kept in the child's file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.
Corporal punishment or the threat of corporal punishment will never be used at Club Excel.
We will take all reasonable steps to ensure that no child who attends our Club receives corporal punishment from any person who cares for or is in regular contact with the child, or from any other person on our premises.
Club Excel provides a supportive, caring and safe environment in which all children are free from the fear of being bullied. Bullying of any form is not tolerated in our club, whether carried out by a child or an adult.
Staff, children and parents or carers will be made aware of Club Excel's position on bullying. Bullying behaviour is unacceptable in any form.
Any child who is a victim of bullying will be dealt with in a sympathetic manner. If bullying is suspected or reported, the incident will be dealt with immediately by the member of staff informed, and then discussed with the manager. An account of the incident will be recorded in an Incident log. All staff will be informed so that close monitoring of the victim and bully can begin. Parents of both parties will be informed.
Club Excel defines bullying as the repeated harassment of others through emotional, physical, psychological or verbal abuse.
Racial harassment can take any of the forms of bullying listed above but is motivated by the victim's colour, race, nationality, or ethnic or national origins. Incidents of racial harassment will be recorded as such on the Incident log. (See our Equalities Policy for more information on how we deal with and challenge discriminatory behaviour.)
Staff at Club Excel will foster an anti-bullying culture in the following ways:
Club Excel acknowledges that despite all efforts to prevent it, bullying behaviour is likely to occur on occasion. Should such incidents occur, Club Excel will follow the procedure outlined below:
At Club Excel we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints policy is displayed on the premises at all times. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.
The manager is usually responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:
Complaints about aspects of Club activity:
If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will:
If child protection issues are raised, the manager will refer the situation to Club Excel's Designated Safeguarding Lead, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the manager will contact the police.
Any parent or carer can submit a complaint to Ofsted about Club Excel at any time. Ofsted will consider and investigate all complaints. Ofsted's address is: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD
Telephone: 0300 123 1231 (general enquiries)
0300 123 4666 (complaints)
At Club Excel we respect the privacy of the children attending Club Excel and the privacy of their parents or carers. Our aim is to ensure that all those using and working at Club Excel can do so with confidence.
We will respect confidentiality in the following ways:
We will only share information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children or criminal activity. If we decide to share information without parental consent, we will record this in the child's file, clearly stating our reasons.
We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.
We comply with the requirements of the Data Protection Act 1998, regarding obtaining, storing and using personal data.
Cancellations by Club Excel due to COVID-19
If we are unable to operate camp due to COVID-19 all bookings are protected by our 'COVID-19 RISK-FREE' guarantee which means you will receive a full refund or credit depending on your preference. The management team will be in contact via e-mail to all customers with bookings as soon as possible to confirm any cancellations of camps and will confirm when refunds will be processed. All credits have no expiration date and can be used towards any future bookings with Club Excel.
Cancellations or booking changes by parents due to COVID-19
Prior to camp, if you have a booking with us but need to cancel due to testing positive for COVID-19, having been in contact with someone who has tested positive for COVID-19 or if you no longer wish to attend camp due to uncertainties of COVID-19 we require all cancellations in writing to info@clubexcel.co.uk. 24 hours before the start date of your booking and you will receive a full credit. Please note that where 24 hours notice of cancellations due to COVID-19 is not possible we will take this into consideration.
Alternatively, and only if possible to do so, you can also choose to change the dates of your booking to a later date following the government guidance (link below) of 10 days in isolation, show no further signs or symptoms of COVID-19 and receive a negative test.
Testing positive for COVID-19 during camp
If your child begins to show signs and symptoms of COVID-19 during camp a member of the management team will contact, you immediately to come and collect your child and request that you follow the government guidance (link below). You will not be able to return to camp until a negative test is proven via e-mail to info@clubexcel.co.uk..
If your child tests positive for COVID-19 we request that you follow the government guidance (link below) and inform us immediately so we can inform the NHS test and trace and take the advised next steps following their guidance and report the case to OFSTED.
If your child comes into contact with someone within their bubble on camp who has tested positive for COVID-19
Following the current government guidance your child will be within a bubble of 15 children, apart from Mini Camp, plus members of staff in accordance with child: staff ratios. If a member of your childs bubble tests positive for COVID-19 we will inform you immediately and request that you follow government guidance (link below) and self-isolate for 10 days. We will also contact the NHS test and trace as well as OFSTED.
If you had bookings over the dates you will now be self-isolating you will receive a full credit. Alternatively, and only if possible to do so you can also choose to change the dates of your booking to a later date following the government guidance of 10 days in isolation, show no further signs or symptoms of COVID-19 and receive a negative test.
All camps will operate in accordance with the most up to date Coronavirus (COVID-19) Government Guidance.
Current COVID-19 Government Guidance
NHS Testing and Tracing Guidance
Key Covid-19 Safety Measures
Club Excel will make every effort to keep Club Excel open, but in exceptional circumstances, we may need to close at short notice.
Possible reasons for emergency closure include:
In the event of an emergency, our primary concern will be to ensure that both children and staff are kept safe. If it is necessary to evacuate Club Excel, the following steps will be taken:
If Club Excel has to close, even temporarily, or operate from alternative premises, as a result of the emergency, we will notify Ofsted.
Ofsted's address is: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD
Telephone: 0300 123 1231
At Club Excel we will ensure that we provide a safe and caring environment, free from discrimination, for everyone in our community including children with additional needs.
To achieve Club Excel's objective of creating an environment free from discrimination and welcoming to all, Club Excel will:
We will challenge inappropriate attitudes and practices by engaging children and adults in discussion, by displaying positive images of race and disability, and through our staff modelling anti-discriminatory behaviour at all times.
Club Excel will not tolerate any form of racial harassment. Club Excel will challenge racist and discriminatory remarks, attitudes and behaviour from the children at Club Excel, from staff and from any other adults on Club premises (eg parents/carers collecting children).
Club Excel's Equal Opportunities Named Coordinator (ENCO) is Rebecca Stobbs. The ENCO is responsible for ensuring that:
Our Club recognises that some children have additional needs or physical disabilities that require particular support and assistance. We will assess the individual needs of each child in consultation with their parents prior to their attending Club Excel, and will make reasonable adjustments to ensure that children can access our services and are made to feel welcome.
Where one-to-one support is required we will assist parents in accessing the funding required to provide the additional care.
Club Excel is committed meeting the requirements of the Statutory Framework for the Early Years Foundation Stage 2014 (EYFS). EYFS applies to all children from birth through to the end of their reception year. More information about EYFS is available from the Department for Education's website.
The Club provides a mix of adult-led and child-initiated activities. The Club always follows play principles, allowing children to choose how they occupy their time, and never forces them to participate in a given activity.
We recognise the four overarching principles of EYFS:
Club Excel understands the importance of fire safety. To this end:
The Club will take all steps possible to prevent fires occurring by:
The Club's Designated Fire Safety Officer is [insert name here]. The Fire Safety Officer is responsible for carrying out the fire safety risk assessment and for ensuring that all staff are made aware of fire safety procedures during their Induction period.
The Regulatory Reform (Fire Safety) Order 2005 requires that a fire safety risk assessment is undertaken for the workplace based on The Department of Communities and Local Government's 5 step guide: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/14899/fsra-5-step-checklist.pdf. The risk assessment should cover:
The Fire Safety Officer should liaise with the local Fire and Rescue Service for further advice and should ensure that Emergency Contact details are recorded at the front of the register and a copy stored off premises.
Club Excel considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.
Club Excel has appropriate insurance cover, including employer's liability insurance and public liability insurance.
Each member of staff follows Club Excel's Health and Safety policy and is responsible for:
Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures.
The registered person for the setting holds ultimate responsibility and liability for the safe operation of Club Excel. The registered person will ensure that:
Club Excel's manager is responsible for ensuring that at each session:
Children are not allowed to leave Club Excel premises during the session unless prior permission has been given by the parents (for example, to attend other extra-curricular activities).
During Club sessions all external doors are kept locked, with the exception of fire doors which are alarmed. Staff monitor the entrances and exits to the premises throughout the session.
All visitors to Club Excel must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children.
Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.
All furniture, toys and equipment are kept clean, well maintained and in good repair. We select toys, equipment and resources with care, and we carry out risk assessments before the children are allowed to use them. Broken toys and equipment are disposed of promptly.
We ensure that any flammable equipment is stored safely.
Staff at Club Excel maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.
Spillages of blood, vomit, urine and faeces will be cleaned up immediately in accordance with our Intimate Care policy.
Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken. A minimum of two members of staff are on duty at any time.
See also our related policies: Illness and Accidents, Emergency Evacuation, Healthy Eating, Safeguarding, Administering Medication, Risk Assessment, Manual Handling, Fire Safety, and Intimate Care, Visitor.
At Club Excel we will deal promptly and effectively with any illnesses or injuries that occur while children are in our care. We take all practical steps to keep staff and children safe from communicable diseases.
All parents or carers must complete the Medical Form when their child joins the Club, requesting permission for emergency medical treatment for their child in the event of a serious accident or illness.
We will record any accidents or illnesses, together with any treatment given, on an Incident Record or Accident Record sheet as appropriate, which the parent or carer will be asked to sign when they collect the child.
Club Excel cannot accept children who are ill. If any children are ill when they first arrive at the Club we will immediately notify their parents or carers to come and collect them. Any children who have been ill should not return to the Club until they have fully recovered, or until after the minimum exclusion period has expired (see table at the end of this policy).
Each venue will have a designated first aider. The designated First Aider has a current first aid certificate and has attended a 12 hour paediatric first aid course. To ensure that there is a qualified first aider present and available at all times when the Club is running, other members of staff will also receive first aid training. We will take into account the number of children and layout of the premises to ensure that first aiders are able to respond quickly to any incident.
The location of the first aid box and a list of qualified first aiders are clearly displayed at the Club. The designated First Aider regularly checks the contents of the first aid box to ensure that they are up to date, appropriate for children and comply with the Health and Safety (First Aid) Regulations 1981.
The manager will ensure that a first aid kit is taken on all outings and that at least one member of staff on the outing holds a current paediatric first aid certificate.
The first aider at the session will decide upon the appropriate action to take if a child becomes ill or suffers a minor injury.
If a case of head lice is found at the Club, the child's parents or carers will be discreetly informed when they collect the child. Other parents will be warned to check their own children for head lice, but care will be taken not to identify the child affected.
If an infectious or communicable disease is detected on the Club's premises, we will inform parents and carers as soon as possible.
If there is an incident of food poisoning affecting two or more children looked after at the Club the Manager will inform Ofsted as soon as possible and within 14 days at the latest.
If there is an outbreak of a notifiable disease at the Club, we will inform the local health protection unit, HSE under RIDDOR (if appropriate), and Ofsted.
Health Protection Unit: [insert number of your local HPU]
Ofsted: 0300 123 1231
RIDDOR Incident Contact Unit: 0845 300 99 23
| Disease/Condition | Exclusion period |
| Chicken Pox | 5 days from first appearance of rash |
| Cold Sores | None. Avoid contact with sores |
| Conjunctivitis | 24 hours or until the discharge from eyes has stopped |
| Diphtheria* | Until certified well by doctor |
| Diarrhoea and Vomiting | 48 hours after symptoms cleared |
| Glandular Fever | Until fully recovered |
| Gastro-enteritis, E. Coli, Food Poisoning, Salmonella and Dysentery | Until certified well by doctor |
| Hand, Foot and Mouth disease | While rash and ulcers are present |
| Hepatitis A* | Until certified well |
| Hepatitis B* and C* | None |
| High temperature | 24 hours |
| HIV/AIDS | None |
| Impetigo | Until the skin has healed |
| Influenza | Until recovered |
| Measles* | 5 days from onset of rash |
| Meningitis* | Until recovered |
| Molluscum Contagiosum | None |
| Mumps* | 5 days from onset of swollen glands |
| Pediculosis (lice) | Until treatment has been given |
| Pertussis* (Whooping cough) | 21 days from the onset or 5 days from commencing antibiotic treatment |
| Poliomyelitis | Until certified well by doctor |
| Ringworm of scalp | Until cured |
| Ringworm of the body | Until treatment has been given |
| Rubella* (German Measles) | 5 days from onset of rash |
| Scabies | Until treatment has been given |
| Scarlet fever* | 5 days from start of the treatment |
| Slapped Check, Fifth Disease | None |
| Streptococcal infection of the throat | 3 days from the start of the treatment |
| Threadworms | None |
| Tonsillitis | None |
| Tuberculosis* | Until certified well by doctor |
| Typhoid*, Paratyphoid* | Until certified well by doctor |
| Warts (including Verruca) | None. Verruca sufferers should keep feet covered |
* Denotes a notifiable disease.
If in any doubt contact local health services for further information.
Club Excel recognises that the internet is a useful resource for both staff and children, for purposes of research, homework and entertainment. However it must be used with care to ensure that children are kept safe from exposure to harmful material, in accordance with the EYFS safeguarding and welfare requirements and the Prevent Duty.
Children will only be allowed to access the internet at Club Excel if their parent or carer has given written permission.
A printed copy of the SMART guidelines are kept next to the computer. The guidelines are explained to any children wishing to access the internet:
We have put in place the following safeguards to keep children safe whilst accessing the internet on Club Excel's computers:
If, despite the safeguards Club Excel has put in place, a child encounters harmful material on the internet, or receives inappropriate messages, or experiences online bullying, whilst using Club Excel's computers, the manager will be informed and the incident will be noted on an Incident Record in the child's file. The child's parent will be asked to sign the Incident Record. The manager will investigate how to prevent a reoccurrence of the incident.
If staff at Club Excel become aware that a child is deliberately attempting to access sites containing sexual, extremist or otherwise inappropriate material, or has been shown such material by a third party, they will complete a Logging a concern form and refer the matter to Club Excel's designated Designated Safeguarding Lead in accordance with our Safeguarding Children Policy.
Related policies
See also: Safeguarding Children Policy, Social Media Policy.
When providing intimate care we will ensure that the child's safety, dignity and privacy are maintained at all times.
'Intimate care' covers any task that involves the washing, touching or carrying out a procedure to intimate personal areas and is associated with bodily functions and personal
hygiene, including, toileting, washing, dressing, and menstrual care.
Staff at Club Excel who provide intimate care will do so in a professional manner. Staff are aware of safeguarding issues and will have relevant training (eg: health and safety, child protection, manual handling) before providing intimate care. No child should suffer distress or pain as a result of receiving intimate care.
When intimate care is given, the member of staff will explain to the child each task that is carried out, and the reasons for it. Staff will encourage children to do as much for themselves as they can.
If a child requires intimate care on a regular basis, it is good practice for two members of staff to share the care between them. In this way the child is less likely to become overly dependent on a single member of staff, and to become distressed if their usual carer is occasionally unavailable. However, parents' views on the number of staff providing personal care to their child must also be taken into consideration - some children may simply be unable to cope with more than one carer.
We have policies in place that promote safe recruitment, as well as having sound staff supervision, safeguarding and intimate care procedures; together these ensure that, should a child need consistent care from one member of staff, the child's safety and well-being will not be compromised.
Staff are familiar with guidance from the Local Safeguarding Children Board. Club Excel's procedures reflect the guidance in Working Together to Safeguard Children (2013) and staff are familiar with the What To Do If You're Worried A Child Is Being Abused flowchart from this document.
If a member of staff is concerned about any physical changes to a child, such as marks, bruises, soreness etc, they will inform the manager or Club Excel's Designated Safeguarding Lead immediately. The procedures set out in the Safeguarding Children policy will be implemented.
Should a child become unhappy about being cared for by a particular member of staff, the manager will investigate and record any findings. These will be discussed with the child's parents or carers in order to resolve the issue. If necessary, the manager will seek advice from outside agencies.
If a child makes an allegation against a member of staff, the procedure set out in the Safeguarding Children policy will be followed.
Blood, vomit, urine and faeces will be cleaned up immediately and disposed of safely by double bagging the waste and removing it from the premises. When they are dealing with body fluids, staff will wear personal protective clothing (disposable plastic gloves and aprons) and will wash themselves thoroughly afterwards. Soiled children's clothing will be bagged to go home - staff will not rinse it. Children will be kept away from the affected area until the incident has been dealt with fully.
Staff at Club Excel will maintain high standards of personal hygiene, and will take all practicable steps to prevent and control the spread of infection.
Under the EYFS (The Early Years Framework) it is a requirement for all settings to implement a key person system. (DfES Early Years Foundation Stage Effective Practice: Key Person page 7.)
The role of the key person is to help and support each individual child to settle in at the Club as quickly and as comfortably as possible, support children’ development needs and to ensure that the care provided meet’s the individual needs of each child as well as build relationships with parents.
Club Excel want each and every child to feel safe, comfortable and support their development at all times. The key worker system allows Club Excel to provide this care within the Mini Camp for every young child aged 3 – 4 years.
Each key person will be an experienced member of staff working within the Club Excel Mini Camp and will be appointed a small group of children with the main aim to support each individual child’s needs throughout their time at the club and to settle them into the new environment.
The appointed key worker will build relationships with the parents and carers as well as the children. This will allow parents and carers a key contact for any feedback, questions and concerns they may have in relation to their child whilst at camp.
The key person for each parent and carer’s child will be introduced and informed of to all parents and carers on the day at drop off during sign in and will also be clearly stated on a sign outside of the minicamp room so parent’s and carers are also aware upon pick up.
Upon collection the key worker will be able to feedback to the key child’s parent and carer on each key child’s day.
The child’s key person will discuss with each parent and carer the support that your child may require to help them develop their skills to learn effectively.
If parents and carers have any problems, concerns or achievements that they would specifically like to discuss with Club Excel, they can directly speak with their key person in the first instance as they will be the parents and carers main point of contact. The parent and carer can also arrange a one on one meeting to discuss the key child’s needs if required during camp.
If parents and carers ever need to access specialist support, advice or would like to express any concerns the key person will help point them in the right direction.
The key person will also be responsible for observational records for each of their key children.
Club Excel can also advise that it can help children to settle in at the club more quickly if they are able to meet their key person and visit the setting before starting. We do have staff attending on different days throughout the holiday however if your child’s key worker is in on any certain dates, we can advise to make a visit before the start date.
If you would like to discuss this with the team please do so by calling 01923 469475 or e-mail info@clubexcel.co.uk to make arrangements.
At Out of School Club, the safety and welfare of our staff and the children in our care is paramount. It is best practice for at least two members of staff to be on duty at any one time, but situations may arise where this is not possible. When it is necessary for only one member of staff to be on duty, we will follow the procedures set out in this policy.
The Manager must approve all instances of lone working in advance and such instances will be recorded on the staff rota.
Parents will be notified if only one member of staff will be on duty for a session or part of a session.
A full risk assessment for lone working must be carried out before lone working is approved.
There will always be another person on site who can be summoned in case of emergencies namely the Camp Assistant.
Staff members who are suitable for lone working will be approved in advance. Staff members approved for lone working must have all the relevant qualifications, training and skills. For example:
When a member of staff is working alone, they must still keep all children "within sight or hearing at all times" as required by EYFS 2014. Therefore all essential resources must be readily to hand and not kept in a separate part of the building. For example:
If intimate care is given, a record will be made using an Incident log and parents will be asked to sign this on collection of their child.
Related policies See also: Safeguarding policy, Emergency evacuation policy, Intimate care policy, Illness and accidents policy, Risk assessment policy.
Manual handling is one of the major causes of absence through injury in the workplace. At Club Excel we work with our staff, provide training, and undertake risk assessments in order to eliminate hazardous manual handling activities as far as possible.
This policy is written with reference to the Health and Safety at Work Act 1974, which places a duty on employers "to ensure so far as is reasonably practicable, the health, safety and welfare of its employees", and to the Manual Handling Operations Regulations 1992 (as amended).
In order to limit the risk of injury from manual handling operations, Club Excel will:
The purpose of the risk assessment is to reduce the risk of injury to the lowest possible levels, and should consider:
The main manual handling hazard at Club Excel is likely to be the setting-up and clearing-away of equipment. This is unavoidable, but staff should carry out the operation with reference to the guidance given in the manual handling training that we provide. It may be necessary to seek the assistance of an additional member of staff in order to minimise the risk of injury, for example when carrying tables and other heavy or bulky items.
It is the responsibility of all staff at Club Excel to:
Avoid Whenever possible, avoid manual handling situations.
Assess If avoidance is not possible, make a proper assessment of the hazard and risks.
Reduce Reduce the risk of injury by defining and implementing a safe system of work.
Review Review your systems regularly, to monitor the overall effectiveness of the policy
At Club Excel we are always alert to the possibility that children can go missing during sessions. To minimise the risk of this happening staff will carry out periodic head counts, particularly when transporting children between locations for sessions on each of our sites.
If a child cannot be located, the following steps will be taken:
The incident will be recorded in the Incident Log. A review will be conducted regarding this and any other related incidents along with relevant policies and procedures. We will identify and implement any changes as necessary.
If the police or Social Care were involved in the incident, we will also inform Ofsted.
Club Excel fosters a 'culture of safety' in which the children and staff are protected from abuse, harm, and distress. We therefore have a clear policy on the acceptable use of mobile phones that is understood and adhered to by everyone: staff, children and parents. Abiding by the terms of Club Excel's mobile phone policy ensures that we all:
Personal mobile phones belonging to members of staff are kept in staff bags or the office during working hours.
If a member of staff needs to make an urgent personal call they can use Club Excel phone or make a personal call from their mobile in the office
If a member of staff has a family emergency or similar and needs to keep their mobile phone to hand, prior permission must be sought from the Camp Director or Assistant.
Under no circumstances may staff use their personal mobile phones to take photographs at Club Excel during working hours.
Whilst we understand that some children have mobile phones, we actively discourage them from using their phones within Club Excel.
Club Excel does not accept any responsibility for loss or damage to mobile phones brought to Club Excel by the children.
Children must not use their mobile phone to take photographs of any kind whilst at Club Excel.
In the interest of safeguarding we ask all parents and visitors not to use their phones or other mobile devices on club premises. Taking of photographs by parents or visitors is strictly prohibited.
See also: Safeguarding Children policy.
Club Excel is committed to providing a safe and caring environment, where children are free from discrimination and protected from abuse, harm and radicalisation. As part of this commitment we aim to ensure that neither our sessions nor our premises are used to promote extremist beliefs or discriminatory views.
Club Excel will not allow camp sessions nor its premises to be used:
Premises: The room, space or building used by Club Excel while camp is running, namely Aldenham School and Edge Grove School.
Extremist views: Extremism is defined in the government's Prevent Strategy as "vocal or active opposition to fundamental British values including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. We also include in our definition of extremism, calls for the death of members of the armed forces, whether in this country or overseas."
Protected characteristics: The characteristics protected under The Equality Act 2010 are:
Proscribed organisations: A list of proscribed organisations can be downloaded here: https://www.gov.uk/government/publications/proscribed-terror-groups-or-organisations--2
Related policies See also: Equalities policy, Safeguarding policy
Club Excel recognises the importance of advanced planning in order to maintain services and limit the spread of pandemic flu within our setting.
Flu is a viral infection, spread from person to person by close contact. Symptoms may include:
| Sudden fever | Limb and joint pain |
| Sudden cough | Diarrhoea or stomach upset |
| Headache | Sore throat |
| Tiredness | Runny nose |
| Chills | Sneezing |
| Aching muscles | Loss of appetite |
Any child who becomes ill with symptoms which could be pandemic flu while at Club Excel will be isolated from the other children until the child can be collected by his or her parents. Club Excel will remain open but parents and staff will be informed, especially those in high-risk groups.
Any children or staff who are experiencing symptoms of pandemic flu should stay away from Club Excel until all symptoms have passed and they feel well.
The flu virus is spread by:
We will limit the risk of catching or spreading the flu virus at Club Excel by:
At Club Excel we will promote infection control through the methods above, and in addition we will:
The latest scientific advice is that closing individual settings is of limited benefit in stopping the spread of the disease. However, there may be some occasions when we will have to consider temporarily closing Club Excel because we have too few unaffected staff to run sessions safely. If this occurs the manager will contact [local Early Years or Childcare Service] for further support and guidance.
Club Excel will also have to close if advised to do so by the local authority in the interest of safeguarding the children in our care.
In the event of closure, the manager will notify parents or carers as soon as possible. The manager will also inform the local childcare information service as well as other relevant parties, eg feeder schools, other users of shared premises, etc. The manager will also notify Ofsted of the closure.
In preparation for dealing with a pandemic disease, Club Excel will ensure that all contact details for staff, children and parents are up to date.
We will prepare letters of notification for parents and staff, so that they can be distributed as soon as an outbreak occurs.
We will endeavour to build a bank of relief or supply staff who are able to provide cover should staffing levels fall below the required legal minimums. Any relief staff will be DBS checked at the time of joining our team, so that they are legally able to work with children should the situation arise.
Club Excel will regularly update its information regarding pandemic diseases, by checking the latest guidance from DfE and the local authority, and will inform parents and staff of any changes to our emergency plans.
All children are entitled to play; it is intrinsic to their quality of life and an important part of how they learn and enjoy themselves.
According to the Statutory Framework for the Early Years Foundation Stage (2014), "Play is essential for children's development building their confidence as they learn to explore to think about problems and relate to others. Children learn by leading their own play and by taking part in play which is guided by adults."
At Club Excel we recognise the importance of play to a child's development and follow the Playwork Principles. As play workers we support and facilitate play, and do not seek to control or direct it. We will never force children to participate in play, but allow children to initiate and direct the experience for themselves.
We support and facilitate play by:
Club Excel uses its risk assessment systems to ensure that it is a safe and secure place for children and staff.
In line with current health and safety legislation and the EYFS Safeguarding and Welfare Requirements 2014, Club Excel will carry out regular risk assessments and take appropriate action to deal with any hazards or risks identified. It is the responsibility of the manager to ensure that risk assessments are conducted, monitored and acted upon.
Risk assessments will be carried out:
Not all risk assessments need to be written down. Staff will decide, in consultation with the manager, which risk assessments need to be formally recorded. However risk assessments related to employment and the working environment will be always be recorded in writing so that staff can refer to them.
If changes are required to Club Excel's policies or procedures as a result of the risk assessment, the manager will update the relevant documents and inform all staff.
We will carry out a visual inspection of the equipment and the whole premises (indoors and out) daily, before any children arrive. During the course of the session, staff will remain alert to any potential risks to health and safety.
If a member of staff discovers a hazard during the course of a session, they will make the area safe (eg by cordoning it off) and then notify the manager. The manager will ensure that any actions needed to mitigate the immediate hazard have been taken and will implement measures to prevent the incident from recurring.
The manager will record all accidents and dangerous events on the Incident or Accident Record sheets as soon as possible after the incident. If the incident affected a child the record will be kept on the child's file. Club Excel will monitor Incident and Accident Records to see whether any pattern to the occurrences can be identified.
See our related policies: Fire Safety and Risk Assessment, Health and Safety, and Manual Handling.
Club Excel uses safe recruitment practices to ensure that all people working with the children in our care are safe and qualified to do so. When recruiting paid staff or volunteers we will follow the procedures set out below.
We will advertise all vacancies, and any job advertisements will include a statement about our commitment to safeguarding children.
Upon enquiring about a vacancy, we will send potential candidates:
The application form includes:
All applicants must submit a hand-written application form by the closing date. We will only accept CVs if they are accompanied by our standard application form completed as required.
We will notify all candidates selected for interview by letter. All candidates will be asked to bring to the following items to the inteview:
The interview will be conducted by at least two interviewers. All candidates will be asked the same set of questions. We will then ask additional questions about any other issues that arise from their application form. For example, the interviewers will follow up on any gaps in the candidate's employment history rigorously and ensure that they are satisfied with the explanation given, undertaking additional checks if necessary.
All candidates will also be asked to participate in a session with the children for an hour so that they can be observed interacting with the staff and children. When we have interviewed and observed all candidates, we will make our final selection.
When we have selected the successful candidate, we will
We will also take photocopies of the new member of staff's qualification certificates and proof of identity and keep these on file.
When a new member of staff starts work at Club Excel we will give him or her:
We will conduct a full induction and orientation programme with all new members of staff as set out in our Staff Induction policy.
We will obtain enhanced DBS disclosures for all staff, students and volunteers who will work unsupervised with the children on a regular basis, or who have access to children's information, including members of the management committee [delete if not applicable]. If candidates have subscribed to the DBS Update Service we will carefully review their current DBS certificate and then check their status online. If there has been a change in their status since their last DBS certificate was issued we will obtain a new DBS disclosure for them.
New staff will only be allowed to work unsupervised with children when we have had full sight of a satisfactory DBS certificate for them.
If we decide to allow a new member of staff to begin work pending the completion of their DBS check, we will complete a written risk assessment first and they will not be allowed unsupervised access to the children until we have seen and reviewed their DBS certificate.
When we appoint a member of staff we will keep a record of the date and number of their DBS disclosure on our Central DBS Record. We will update the DBS checks for all staff every 3 years.
Club Excel will not employ staff or volunteers who have been convicted of an offence or have been subject to an order that disqualifies them from registration under regulations made under section 75 of the Childcare Act 2006. Note that a member of staff can become disqualified if they live in the same household as another disqualified person, or if a disqualified person is employed in that household. All new staff must sign a declaration that they are not disqualified when they commence employment and all existing staff must sign the declaration annually to confirm that their status has not changed. If a member of staff becomes disqualified we will terminate their employment and notify Ofsted.
The management is aware of Asylum and Immigration Act requirements and will check the ability of all new starters to work in the UK. Candidates are expected to provide documents confirming their status, usually a driving licence, passport, and NI number.
Club Excel is committed to building a 'culture of safety' in which the children in our care are protected from abuse, harm and radicalisation.
Club Excel will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur. Club Excel's child protection procedures comply with all relevant legislation and with guidance issued by the Local Safeguarding Children Board (LSCB).
There will be a Designated Safeguarding Lead (DSL) available at all times while Club Excel is in session. The CPO coordinates child protection issues and liaises with external agencies (eg Social Care, the LSCB and Ofsted).
Club Excel's designated CPO is Guy Mitchell.
Deputy CPO Rebecca Stobbs
Deputy CPO Jack Brown
Child abuse is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. An individual may abuse or neglect a child directly, or by failing to protect them from harm. Some forms of child abuse and neglect are listed below.
Signs of possible abuse and neglect may include:
When a child makes a disclosure to a member of staff, that member of staff will:
If a member of staff witnesses or suspects abuse, they will record the matter straightaway using the Logging a concern form. If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly. If they will not do so, we will explain that Club Excel is obliged to and the incident will be logged accordingly.
Children are vulnerable to abuse by their peers. Peer-on-peer abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of information technology for bullying and abusive behaviour between young people.
Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse:
We will follow the same procedures as set out above for responding to child abuse.
All childcare settings have a legal duty to protect children from the risk of radicalisation and being drawn into extremism. There are many reasons why a child might be vulnerable to radicalisation, eg:
Signs that a child might be at risk of radicalisation include:
If a member of staff suspects that a child is at risk of becoming radicalised, they will record any relevant information or observations on a Logging a concern form, and refer the matter to the CPO.
All information about the suspected abuse or disclosure, or concern about radicalisation, will be recorded on the Logging a concern form as soon as possible after the event. The record should include:
The record will be given to Club Excel's CPO who will decide on the appropriate course of action.
For concerns about child abuse, the CPO will contact Social Care. The CPO will follow up all referrals to Social Care in writing within 48 hours. If a member of staff thinks that the incident has not been dealt with properly, they may contact Social Care directly.
For minor concerns regarding radicalisation, the CPO will contact the Local Safeguarding Children Board (LSCB) or LADO Local Authority Designated Officer. For more serious concerns the CPO will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the CPO will contact the Police using 999.
If anyone makes an allegation of child abuse against a member of staff:
Photographs will only be taken of children with their parents' permission. Only Club Excel camera will be used to take photographs of children at Club Excel, except with the express permission of the manager. Neither staff nor children nor visitors may use their mobile phones to take photographs at Club Excel. For more details see our Mobile Phone Policy.
Female Genital Mutilation is a form of child abuse and as such is dealt with under the Club Excel safeguarding policy. Club Excel uses the World Health Organisation definition as written below.
"Female Genital Mutilation (FGM) comprises of all procedures involving partial or total removal of the external female genitalia or other injury to the female genital organs whether for cultural or nontherapeutic reasons."
The UK Government has written advice and guidance on FGM that states: "FGM is considered child abuse in the UK and a grave violation of the human rights of girls and women. In all circumstances where FGM is practised on a child it is a violation of the childs right to life, their right to their bodily integrity, as well as their right to health. The UK Government has signed a number of international human rights laws against FGM, including the Convention on the Rights of the Child." "Girls are at particular risk of FGM during school summer holidays. This is the time when families may take their children abroad for the procedure. Many girls may not be aware that they may be at risk of undergoing FGM.
UK communities that are most at risk of FGM include Kenyans, Somalis, Sudanese, Sierra Leoneans, Egyptians, Nigerians and Eritreans. However, women from non-African communities that are at risk of FGM include Yemeni, Kurdish, Indonesian and Pakistani women."
Club Excel take proactive action to protect and prevent girls being forced to undertake FGM BY:
If a member of staff suspect that a child is a victim of FGM it is their responsibility to raise the concern with the CLUB EXCEL Designated Safeguarding Team who will provide advice.
All interventions should be accurately recorded using the incident and accident policy as well as the Club Excel INTERNAL DATA System.
The Designated Safeguarding Lead needs to seek advice about making referrals to Social Care and follow the Local Authority Safeguarding Boards Procedural Guidelines on FGM and Child Protection referrals.
Smoking is not permitted anywhere on the premises of Club Excel, including outside play areas. This rule applies to everyone including staff, people collecting children or any other visitors.
Anyone who arrives at Club Excel clearly under the influence of alcohol will be asked to leave immediately. If they are a member of staff, disciplinary procedures will follow.
Staff must not bring alcohol onto Club Excel's premises.
Anyone who arrives at Club Excel clearly under the influence of illegal drugs will be asked to leave immediately. If they are a member of staff, serious disciplinary procedures will follow.
If a member of staff is taking prescription drugs that may affect their ability to function effectively, they must inform the manager as soon as possible and seek medical advice. The manager will then complete a risk assessment. Staff medication on the premises will be stored securely and out of reach of children at all times.
All members of staff have a duty to inform Club Excel manager and the designated Designated Safeguarding Lead (DSL) if they believe that a parent or carer is a threat to the safety of a child due their being under the influence of alcohol or illegal drugs when they drop off or collect their child. The manager and CPO will decide upon the appropriate course of action. If a parent or carer is clearly over the alcohol limit, or under the influence of illegal drugs, staff will do their utmost to prevent the child from travelling in a vehicle driven by them. If necessary the police will be called.
Staff Disciplinary policy, Safeguarding policy.
Club Excel recognises that many staff enjoy networking with friends and family via social media. However we have to balance this against our duty to maintain the confidentiality of children and parents attending our Club, as well as ensuring that our good reputation is upheld. Staff must remember that they are ambassadors for our Club both within and outside of working hours and are expected to conduct themselves accordingly when using social media sites. Where the application or social media forum permits, we ask that our staff choose to remain 'private' in order to further secure confidentiality.
This policy covers (but is not limited to) social media platforms such as:
When using social media sites, staff must not:
Any member of staff who posts content or comments that breach confidentiality or which could harm the reputation of our Club or other staff members, or who publishes photographs of the setting or children, will face disciplinary action in line with our Staff Disciplinary policy.
When using social media in any context it is wise to bear in mind the following points:
See also: Mobile Phone policy, Confidentiality policy, Staff Disciplinary policy, Safeguarding policy.
Club Excel expects all members of staff to follow our Staff Behaviour Policy, which sets clear guidance on the standards of behaviour required from our staff and volunteers. The guidance aims to encourage staff to meet the highest possible standards of conduct. Club staff are in a position of trust and influence as role models for the children in their care, and as such must demonstrate behaviour that sets a good example to all users of the setting.
Club staff also have a responsibility to maintain their reputation and the reputation of Club Excel, both during and outside of working hours.
Our staff team are ambassadors for Club Excel and we expect them to conduct themselves professionally at all times. Staff should treat anyone attending Club Excel (children, parents/carers and visitors) courteously and with respect.
We expect staff to value all the children as individuals and to comply with Club Excel's Equalities policy at all times.
Swearing and abusive behaviour are not tolerated from anyone at Club Excel. If any member of staff exhibits such behaviour they will be subject to Club Excel's disciplinary procedures.
For more details see our Aggressive Behaviour policy and Staff Disciplinary policy.
Whilst working at Club Excel staff will need to help to set up and pack away the setting, prepare food, facilitate craft activities and engage in physical activities with the children. The clothing and footwear worn should be chosen accordingly, taking into account comfort, health and safety, and practicality. Revealing or excessively tight clothing is not acceptable.
Whilst on duty all staff should wear their red Club Excel T-shirt together with a name badge at all times. Staff are also asked to look smart but sporty at all times. This should include black sportswear bottoms and clean trainers.
Staff must not pass on any information about children attending Club Excel, or their parents and families, to third parties without their permission. The only exception to this rule is information sharing with specific external agencies if there is a safeguarding issue. ('Third parties' includes other parents, friends, other children at Club Excel, the press, etc.)
Posting any material relating to Club Excel or its users on social media sites (unless expressly permitted by the Manager) is forbidden. Any staff who breach this rule will face disciplinary action.
See our Confidentiality policy, Social Media policy, Safeguarding policy and Staff Disciplinary policy for more details.
Staff personal mobile phones must keep it inside bags or in the during working hours.
If a member of staff needs to make an urgent personal call they can use Club Excel phone or make a personal call from their mobile in the office.
If a member of staff has a family emergency or similar and needs to keep their mobile phone to hand, they must obtain prior permission from the Camp Director.
Staff must never use their personal mobile phones or cameras to take photographs at Club Excel during working hours. Doing so will be considered gross misconduct and may result in instant dismissal.
See our Mobile Phone policy, Safeguarding policy and Staff Disciplinary policy for more details.
Staff are not permitted to smoke anywhere on Club Excel premises, including the outside play areas.
Staff are not permitted to bring alcohol or illegal drugs onto Club Excel premises. If a member of staff arrives at work under the influence of alcohol or drugs they will be asked to leave immediately and disciplinary action will be taken.
If a member of staff is taking prescription drugs which might affect their ability to function effectively, they must inform the Manager immediately.
Any prescribed medication needed by a staff member whilst at Club Excel, must be stored safely in the office out of reach and sight of the children attending Club Excel.
See our Smoking, Alcohol and Drugs policy for more details.
Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include, but are not restricted to:
The Manager will investigate the alleged incident thoroughly before any decision to dismiss is made. For full details see our Staff Disciplinary policy.
Club Excel aims to have a team of well-motivated, highly skilled and professional staff. However, should the behaviour or performance of a member of staff fall below the high standards that we expect we will follow the procedure set out below.
Staff will not be dismissed for a first breach of discipline except in the case of gross misconduct.
Staff have the right to appeal at all stages of the procedure and this will be confirmed within the warning or dismissal letter. The member of staff will have the opportunity to ask questions and answer allegations, and has the right to be accompanied by a colleague or union representative to disciplinary meetings.
The manager will try to resolve the matter by informal discussions with the member of staff. If this does not resolve the problem, the formal disciplinary procedure will be followed. Formal disciplinary procedure
The stages of the formal disciplinary procedure are:
For each stage of the procedure the manager will hold a disciplinary meeting with the member of staff to explore the misconduct or performance issue, and, if still applicable following the discussion at the meeting, will then issue the appropriate type of warning (or dismissal notice).
Before each disciplinary meeting the manager will write to inform the member of staff of the date and purpose of the meeting, of the specific disciplinary issue to be discussed, and of their right to be accompanied by a colleague or union representative.
Following each disciplinary meeting the manager will write to the member of staff to confirm:
Notes of warnings will be kept in the staff member's personnel file as follows:
If, during the period of the final written warning, there is a further breach of Club rules, or if the member of staff's performance has still not improved, dismissal will normally result. The organisation of the final disciplinary meeting at which this decision is made is the same as described above for the earlier disciplinary meetings.
Immediately after the final disciplinary meeting the manager will write to the member of staff to confirm:
If the decision was taken not to dismiss the member of staff, this must also be confirmed in writing.
Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include:
The manager will investigate the alleged incident thoroughly before any decision to dismiss is made.
If a member of staff is dismissed (or would have been dismissed if they had not left the setting first) because they have harmed a child or put a child at risk of harm, we will make a referral to the Disclosure and Barring Service.
Club Excel will notify Ofsted if a member of staff becomes disqualified, or if any significant event occurs which is likely to affect their suitability. Note that a member of staff could become disqualified through the actions of a partner or housemate.
A member of staff wishing to appeal against a disciplinary decision must do so in writing, stating the grounds for the appeal, and within five working days of being informed of the decision. A meeting to hear the appeal will be set up no more than ten working days later. The member of staff has the right to be accompanied to the appeal hearing.
At Club Excel we aim to have a team of well-motivated, highly skilled and professional staff. However, there may be times when a member of staff has issues or concerns about their working conditions or other aspects of their employment at Club Excel. When such issues arise we encourage staff to discuss them with the manager as soon as possible so that they can be quickly resolved. Grievances left unaired lead to unmotivated staff and a poor working environment.
All members of staff have the right to raise a grievance about issues that arise from their work within Club Excel and affect them as an individual, and should follow the procedures set out in this policy.
If the concerns relate to safeguarding issues, the staff member should follow the procedure set out in our Safeguarding policy. If the concerns relate to malpractice or wrongdoing with regards to the running of Club Excel, the staff member should follow the procedure set out in our Whistleblowing policy.
In the first instance the member of staff should raise the issue with the manager. If the grievance is a relatively minor one, the manager will try to resolve the matter through informal discussions.
If the informal discussion does not resolve the grievance to the satisfaction of the member of staff, the next step is to write advising the manager that they intend to invoke the formal grievance procedure. The written notification should include the following details:
The member of staff can have a representative submit the grievance on their behalf if they wish.
Within five working days of receiving the grievance, the manager will reply in writing, acknowledging receipt and inviting the staff member to attend a formal grievance meeting. The meeting will normally take place within ten working days of receipt of the written grievance.
The member of staff has the right to be accompanied at the meeting by a work colleague or a union representative. Club Excel will be represented by the Camp Directors.
The purpose of the meeting is to hear the full facts of the situation, and to attempt to resolve the grievance in a mutually acceptable manner. If necessary, a second meeting may need to be arranged in order to gather more evidence.
The Camp Directors will determine the outcome of the grievance. They may reject the grievance, or may uphold the complaint and identify what steps will be taken to resolve it. Within ten working days of the grievance meeting, the Camp Directors will inform the member of staff in writing of the outcome of the grievance, including the reasons for the decision and, where appropriate, details of any steps taken or further actions required to address their concerns, as well as their right to appeal.
If the member of staff feels that their grievance has not been satisfactorily resolved they may appeal in writing within five working days, stating their grounds for appeal. The appeal will normally take place within ten working days of receiving the written request for an appeal. Where possible, the Camp Director who was not involved in the original disciplinary action, will hear the appeal and make an impartial and final decision.
The member of staff has the right to be accompanied to the appeal hearing by a colleague or a union representative.
Within ten working days of the appeal hearing, the Camp Directors will inform the member of staff in writing of the outcome of the appeal hearing.
The member of staff will also be advised of their right to seek advice from ACAS, other professionals and their trade union if they are not satisfied with the outcome of the grievance meeting or the appeal hearing.
If a member of staff raises a grievance during a disciplinary process, the disciplinary process may be temporarily suspended in order to deal with the grievance. However if the grievance and disciplinary cases are related the Camp Directors choose to deal with both issues in parallel.
If a member of staff raises a grievance that, through investigation, proves to be malicious they may find themselves subject to disciplinary action.
A member of staff cannot raise the same grievance within 12 months of the resolution, outcome or withdrawal of the original grievance.
See also our Safeguarding Policy, Whistleblowing Policy, Staff Disciplinary Policy.
Each new member of staff at Club Excel receives a copy of all of Club Excel's policies and procedures. Within the first month of their employment, the manager will discuss the practical implications of Club Excel's policies and procedures with them. The new staff member will sign the Policy Confirmation Slip to confirm that they have read and understood Club Excel's policies.
All new staff will receive induction training which will include:
To ensure that staff development needs are being met, and that staff training and qualifications are meeting the requirements of Club Excel and the Statutory Framework for the Early Years Foundation Stage, we provide all our staff with:
We also keep an up to date record of staff qualifications and maintain a training development plan.
The manager will hold an annual appraisal meeting with individual staff. The appraisal will reflect on progress and challenges over the previous year and identify current knowledge and skills, areas for future development and potential training needs.
The manager will hold quarterly reviews with staff to monitor their professional development and their progress with regards to the targets set, and issues raised, during their annual appraisals.
Staff meetings provide a forum in which staff can share information, solve problems and raise work issues. Staff meetings are held at the end of every day.
Club Excel will deal with negative and inappropriate behaviour by using constructive behaviour management techniques. We will involve staff, parents and children to tackle disruptive and challenging behaviour collectively.
We acknowledge that some children will require additional support in order to achieve acceptable levels of behaviour. Where we identify a child with these needs, we will work closely with the parents or carers to deal with the inappropriate behaviour in accordance with our Behaviour Management policy.
Where a child persistently behaves inappropriately, we will implement the following procedure:
Staff will inform the manager if a child's behaviour warrants suspension or exclusion.
We will only suspend or exclude a child from the Club as a last resort, when all other behaviour management strategies have failed or if we feel that children or staff are at risk.
Suspensions and exclusions will be fair, consistent and appropriate to the behaviour concerned, and will take account of the child's age and maturity as well as any other factors relevant to the child's situation. If appropriate, we will seek advice from other agencies; this may include accessing funding for additional support.
Temporary suspensions will be applied in the following situations:
The Club may temporarily suspend the child for a period of up to 15 consecutive days. If the Club takes this step, we will discuss our concerns with the parents/carers in order to work together to promote a more desirable pattern of behaviour.
At the end of the suspension period the manager will meet with the parents/carers and the child, in order to agree any conditions relating to the child's return to the Club.
In exceptional circumstances, and only when all other attempts at behaviour management have failed, it may be necessary to permanently exclude a child from the setting.
If a child is excluded from the Club, the parents/carers will be given a verbal and written explanation of the issues and subsequent actions. The parent/carer has the right to appeal to the Camp Director against the exclusion within 14 days of receiving written notification of the exclusion.
Club Excel endeavours to ensure that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below:
The manager will record incidents of late collection and will discuss them with the child's parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at Club Excel.
Club Excel is committed to providing a safe and secure environment for the children in our care. When we have visitors to our club we need to ensure that this will not have a detrimental effect on the children and that the person in question has a valid reason for visiting Club Excel. Accordingly, when a visitor arrives at Club Excel we will follow the procedure set out below
Club Excel is committed to the highest standards of openness, probity and accountability. If a member of staff discovers evidence of malpractice or wrongdoing within Club Excel they can disclose this information internally without fear of reprisal. Our Whistleblowing policy is intended to cover concerns such as:
This policy should not be used to question business decisions made by Club Excel, or to raise any matters that are covered under other policies (eg discrimination or racial harassment). Any allegations relating to child protection will follow the procedures set out in the Safeguarding Children policy. Any concerns relating to the employment conditions of an individual member of staff should be raised according to the procedures set out in the Staff Grievance policy.
Ideally the staff member should put his or her allegations in writing, setting out the background to the situation, giving names, dates and places where possible, and the reason why they are concerned about the situation.
In the first instance concerns should be taken to Club Excel's Camp Director. If, due to the nature of the problem, this is not possible, concerns should be raised with Club Excel's other Camp Director or with Julie Mitchel. If needed, consult your local authority play work advisor for further advice.
If this person or body is unwilling or unable to act on the concern, the staff member should then raise it with:
If the member of staff is still uncertain about how to proceed with the concern, he or she can contact the whistle-blowing charity PCAW (Public Concern at Work) for advice.
Initial enquiries will usually involve a meeting with the individual raising the concern, and will decide whether an investigation is appropriate and, if so, what form it should take. If a concern relates to issues which fall within the scope of other policies, it will be addressed under those policies.
If the initial meeting does not resolve the concern, further investigation is required. The appropriate person will investigate the concerns thoroughly, ensuring that a written response can be provided within ten working days where feasible, or if this is not possible, giving a date by which the final response can be expected. The response should include details of how the matter was investigated, conclusions drawn from the investigation, and who to contact if the member of staff is unhappy with the response and wishes to take the matter further.
All concerns will be treated in confidence and Club Excel will make every effort not to reveal the identity of anyone raising a concern in good faith. At the appropriate time, however, the member of staff may need to come forward as a witness.
If a member of staff raises a concern in good faith which is then not confirmed by the investigation, no action will be taken against that person.
If the investigation concludes that the member of staff maliciously fabricated the allegations, disciplinary action may be taken against that person.
