01923 469475

Policies & Procedures


The Camp and its Staff

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.

Administering Medication Policy

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:

  • Check that Club Excel has received written consent
  • Ask another member of staff to witness that the correct dosage is given.

When the medication has been administered, the designated person must:

  • Record all relevant details on the Record of Medication Given form
  • Ask the child's parent or carer to sign the form to acknowledge that the medication has been given.

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.

Aggressive Behaviour Policy

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

Unacceptable behaviour includes, but is not limited to, the following:

  • Shouting at members of staff, whether in person or over the telephone
  • Physically intimidating a member of staff, eg standing too close or blocking their exit
  • Using aggressive or abusive hand gestures, eg shaking a fist towards another person
  • Any other threatening behaviour, both physical and verbal
  • Swearing
  • Physical violence: pushing, hitting, slapping, punching or kicking
  • Spitting
  • Racist or sexist or otherwise abusive comments.

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:

  • In order to ensure the safety of the children and to limit possible distress, we will remove them from the vicinity of the incident.
  • The manager or senior member of staff will seek to resolve the situation through calm discussion.
  • If the individual wishes to make a complaint we will encourage them to follow the Club's Complaints procedure, or to complain directly to Ofsted if they so choose.
  • If the individual continues to behave in an aggressive and intimidating manner, we will insist that they calm down or leave the premises immediately.
  • If the individual refuses to calm down or leave the premises, the manager will contact the police without delay.

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.

Related policies

See also: Equalities policy, Complaints policy, Safeguarding policy.

Arrivals and Departures

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.

  • Staff will ensure that parents or carers sign children out before they leave, including the time of collection.
  • Children are collected by an adult who has been authorised to do so on their registration form.
  • In exceptional circumstances, if the parent requires another person who is not listed on the registration form to collect their child, the child's parents or carers must inform the camp in advance and provide a description of the person and a password that they will use. If the manager has any concerns regarding the person collecting he/she will contact the main parent or carer for confirmation.
  • The parent or carer must notify the camp if they will be late collecting their child. If Club Excel is not informed, the Uncollected Children policy will be followed.
  • Children will not be allowed to leave the Club unaccompanied.
  • If a child is going to be absent from a session, parents must notify Club Excel in advance.
  • If a child is absent without explanation, staff will contact the parents or carers and the school to check where the child should be.

Behaviour Management Policy

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:

  • Use socially acceptable behaviour
  • Comply with Club Excel rules, which are compiled by the children attending Club Excel
  • Respect one another, accepting differences of race, gender, ability, age and religion
  • Develop their independence by maintaining self-discipline
  • Choose and participate in a variety of activities
  • Ask for help if needed
  • Enjoy their time at Club Excel.
Encouraging positive behaviour

At Club Excel positive behaviour is encouraged by:

  • Staff acting as positive role models
  • Praising appropriate behaviour
  • Sticker rewards
  • Informing parents about individual achievements
  • Offering a variety of play opportunities to meet the needs of children attending Club Excel.

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.

Dealing with inappropriate behaviour
  • Challenging behaviour will be addressed in a calm, firm and positive manner.
  • In the first instance, the child will be temporarily removed from the activity.
  • Staff will discuss why the behaviour displayed is deemed inappropriate.
  • Staff will give the child an opportunity to explain their behaviour, to help prevent a recurrence.
  • Staff will encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation.
  • If the inappropriate behaviour appears to be as a result of boredom, staff will consult with the child to find activities that more fully engage them.
  • Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour.
  • We will not threaten any punishment that could adversely affect a child's well-being (eg withdrawal of food or drink).

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

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

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.

Anti-Bullying Policy

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.

  • Physical: Pushing, scratching, spitting, kicking, hitting, biting, taking or damaging belongings, tripping up, punching or using any sort of violence against another person.
  • Psychological: Behaviour likely to create a sense of fear or anxiety in another person.
  • Emotional: Being deliberately unkind, shunning or excluding another person from a group or tormenting them. For example, making another person feel 'left out' of a game or activity, passing notes about others or making fun of 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.

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.)

Preventing bullying behaviour

Staff at Club Excel will foster an anti-bullying culture in the following ways:

  • Encouraging caring and nurturing behaviour
  • Discussing friendships and encouraging group and team play
  • Encouraging children to report bullying without fear
  • Discussing the issues surrounding bullying with the children, including why bullying behaviour will not be tolerated
  • Exploring the consequences of bullying behaviour with the children.
Responding to bullying behaviour

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:

  • We will address all incidents of bullying thoroughly and sensitively.
  • Victims of bullying will be offered the immediate opportunity to discuss the matter with a member of staff who will reassure the child and offer support.
  • They will be reassured that what they say will be taken seriously and handled sympathetically.
  • Staff will support the individual who has been bullied, keeping them under close supervision, and checking their welfare regularly.
  • If another child witnesses bullying and reports this, staff will reassure them that they have done the right thing. Staff will then investigate the matter.
  • If a member of staff witnesses an act of bullying, involving children or adults at Club Excel, they will inform the supervisor.
  • Children who have bullied will be helped by discussing what has happened, establishing why the child became involved. Staff will help the child to understand why this form of behaviour is unacceptable and will encourage him/her to change their behaviour
  • If the bullying persists, the parents will be informed and we will work with them to try to resolve the issues.
  • If this fails to stop the bullying, more serious actions may have to be taken, as laid out in the Suspensions and Exclusions Policy.
  • All incidents of bullying will be reported to the manager and will be recorded on an Incident Log. The manager and other relevant staff will review Club Excel's procedures in respect of bullying, to ensure that practices are relevant and effective.

Complaints Policy

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:

Stage one

Complaints about aspects of Club activity:

  • The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.
  • Complaints about an individual staff member:
  • If appropriate the parent will be encouraged to discuss the matter with staff concerned.
  • If the parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.
Stage two

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:

  • Acknowledge receipt of the letter within 7 days.
  • Investigate the matter and notify the complainant of the outcome within 28 days.
  • Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to Club Excel's practices or policies as a result of the complaint.
  • Meet relevant parties to discuss Club Excel's response to the complaint, either together or on an individual basis.

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.

Making a complaint to Ofsted

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)

Confidentiality Policy

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:

  • Parents can ask to see the records relating to their child, but will not have access to information about any other children.
  • Staff only discuss individual children for purposes of planning and group management.
  • Staff are made aware of the importance of confidentiality during their induction process.
  • Information given by parents to Club staff will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
  • Concerns or evidence relating to a child's safety, will be kept in a confidential file and will not be shared within Club Excel, except with the designated Child Protection
Officer and the manager.
  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
  • Confidential records are stored securely in a lockable file.
  • Students on work placements and volunteers are informed of our confidentiality policy and are required to respect it.
Sharing information with outside agencies

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.

Data Protection Act

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

Stay at Home Guidance

NHS Testing and Tracing Guidance

Key Covid-19 Safety Measures

  1. REDUCED CAPACITIES - Group sizes will be kept to a maximum of 15 children, other than Mini Camp, and will, where possible, not intersect with other groups during the day.
  2. MULTIPLE ACTIVITY RESTRICTIONS - We will be asking parents too, where possible, only book 1 activity throughout camp. If this is not possible due to availability, each child will be limited to a maximum of 2 different activities throughout camp.
  3. ENHANCED CLEANING - Each camp will have a cleaner to ensure that areas remain sanitised throughout the day.
  4. SEPARATE BREAK & LUNCH AREAS - Groups will have lunches and breaks in separate areas. If it is not possible to use different areas then break/lunch times will be staggered and cleaned in between group.
  5. TEMPERATURE CHECKS - Infrared thermometers will be available at every site and any child or staff member with a temperature exceeding 37.8 degrees will be sent home. Childrens temperature checks may also be taken on arrival.
  6. HAND CLEANING - Hand washing will take place before and after each activity. Hand washing will be supervised by staff to ensure children are being thorough. Antibacterial hand gel will also be available within each group throughout the day. It will be used before and after any equipment is touched.
  7. CONTACT FREE DROP OFF & COLLECTION - Drop off and collection of children will involve utilising more areas of the school to ensure children/parents are spread out. Where possible this will be outside and will be contact-free. Please ensure medical forms are filled out online in advance of drop off and only one parent drops off.
  8. INCREASED OUTDOOR ACTIVITIES - We are extremely privileged to have superb outdoor spaces at all our venues and more activities than usual will take place out in the fresh air, weather permitting. This is safer and allows us to spread out each group in a larger space although we will also have use of many indoor areas where we can adapt activities should the weather be inclement.
  9. ALTERED ACTIVITY PLANS - Current risk assessments for each activity will be updated to factor in coronavirus. Certain activities will be dropped from this years camp programme and other activities will be adapted. We are still confident that we can provide a fun-packed day for every child.
  10. MORNING SAFETY TALK - At the start of each day, group leaders will talk through the catch it, bin it and kill it message and advise children of the rules that they will need to abide by regarding handwashing and social distancing. Children will be told that their group leader will always carry tissues and antibacterial hand gel if required.
  11. CONTACT WITH LOCAL TEST CENTERS - We will be in touch with local testing centres to ensure that our staff and children can receive tests if they are showing symptoms.

Emergency Evacuation/Closure Procedure

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:

  • Serious weather conditions
  • Heating system failure
  • Burst water pipes
  • Fire or bomb scare/explosion
  • Death of a member of staff or child
  • Assault on a staff member or child
  • Serious accident or illness

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 appropriate the manager or session supervisor will contact the emergency services.
  • All children will be escorted from the building to the assembly point using the nearest safe exit.
  • No attempt will be made to collect personal belongings, or to re-enter the building after evacuation.
  • A nominated member of staff will check the premises and will collect the register (including emergency contact details) providing that this does not put anyone at risk.
  • Before leaving the building the nominated person will close all accessible doors and windows, if it is safe to do so.
  • 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.
  • The manager will contact parents to collect their children. If the register is not available, the manager will use the emergency contacts list (which is kept off site).
  • All children will be supervised until they are safely collected.
  • If after every attempt, a child's parent or carers cannot be contacted, Club Excel will follow its Uncollected Child procedure.

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

Equalities Policy

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:

  • Respect the different racial origins, religions, cultures and languages in a multi-ethnic society so that each child is valued as an individual without racial or gender stereotyping.
  • Not discriminate against children on the grounds of disability, sexual orientation, class, family status or HIV/Aids status.
  • Help all children to celebrate and express their cultural and religious identity by providing a wide range of appropriate resources and activities.
  • Strive to ensure that children feel good about themselves and others, by celebrating the differences which make us all unique individuals.
  • Ensure that its services are available to all parents/carers and children in the local community.
  • Ensure that Club Excel's recruitment policies and procedures are open, fair and non-discriminatory.
  • Work to fulfil all the legal requirements of the Equality Act 2010.
  • We will monitor and review the effectiveness of our inclusive practice by conducting an Inclusion Audit on an annual basis.
Challenging inappropriate attitudes and practices

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.

Racial harassment

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).

Promoting equal opportunities

Club Excel's Equal Opportunities Named Coordinator (ENCO) is Rebecca Stobbs. The ENCO is responsible for ensuring that:

  • Staff receive relevant and appropriate training
  • The Equalities policy is consistent with current legislation and guidance
  • Appropriate action is taken wherever discriminatory behaviour, language or attitudes occur.
Children with additional needs

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.

Early Years Foundation Stage Policy

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:

  • A Unique Child: Every child is constantly learning and can be resilient, capable, confident and self assured. We use positive encouragement and praise to motivate the children in our care.
  • Positive Relationships: Children learn to be strong and independent through positive relationships. We aim to develop caring, respectful, professional relationships with the children and their families.
  • Enabling Environments: Children learn and develop well in environments in which their experiences respond to their individual needs and where there is a strong partnership between practitioners and parents/carers. We observe children in order to understand their current interests and development before planning appropriate play-based activities for them.
  • Children develop and learn in different ways and at different rates. The EYFS framework covers the education and care of all children in Early Years provision, including children with special educational needs and disabilities. We tailor the experiences we offer the children in our care according to their individual needs and abilities.

Fire Safety and Risk Assessment

Club Excel understands the importance of fire safety. To this end:

  • Staff are aware of the location of all fire exits, the fire assembly point and where fire safety equipment is stored.
  • Children are introduced to the fire safety procedures during their settling in period and through regular fire drills.
  • Fire drills are conducted at least once a month or whenever new staff or children join the club.
  • All children are shown the location of fire exits and the fire assembly point.
  • Fire doors and fire exits are clearly marked, are not obstructed at any time and are easily opened from the inside.
  • Fire doors are kept closed at all times but never locked.
  • Fire extinguishers, fire alarms and smoke alarms [delete as applicable] are regularly tested in accordance with manufacturer's guidance.
  • All fire drills are recorded in the Fire Drill Log.
  • The Club has notices explaining the fire procedures which are positioned next to every fire exit.
Fire prevention

The Club will take all steps possible to prevent fires occurring by:

  • 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.
In the event of a fire
  • A member of staff will raise the alarm and call the emergency services.
  • The children will immediately be escorted out of the building 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 premises will be checked by the Fire Safety Officer and the register will be collected, providing that it is safe to do so.
  • The Fire Safety Officer will close all doors and windows to prevent the spread of fire when they leave the building if it is safe to do so.
  • The register will be taken and all children and staff accounted for.
  • If anyone is missing from the register, the emergency services will be informed.
  • If the register is not available the manager will use the emergency contacts list (which is kept off the premises) to contact parents or carers.
  • If the Fire Safety Officer is not present at the time of the incident, the manager will assume responsibility or nominate a replacement member of staff.
Responsibilities of the Fire Safety Officer

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:

  • Identifying potential fire risks
  • Identifying people at risk
  • Evaluating the risks arising from the hazards identified and the means of minimising those risks
  • Recording the hazards, preparing a fire prevention plan and sharing these with other members of staff
  • Reviewing the fire safety risk assessment on a regular basis.

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.

Health and Safety Policy

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:

  • Maintaining a safe environment
  • Taking reasonable care for the health and safety of themselves and others attending Club Excel
  • Reporting all accidents and incidents which have caused injury or damage or may do so in the future
  • Undertaking relevant health and safety training when required to do so by the manager.

Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures.

Responsibilities of the registered person

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 designated health and safety officer is Guy Mitchell. All staff receive information on health and safety matters, and receive training where necessary
  • The Health and Safety policy and procedures are reviewed regularly
  • Staff understand and follow health and safety procedures
  • Resources are provided to meet Club Excel's health and safety responsibilities
  • All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
  • All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.
Responsibilities of the manager

Club Excel's manager is responsible for ensuring that at each session:

  • Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
  • The premises are used by and solely available to Club Excel during opening hours
  • All Club Excel's equipment is safely and securely stored
  • A working telephone is available on the premises at all times
  • Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.
  • External pathways are cleared in severe weather
  • Daily environment checks are carried out in accordance with our Risk Assessment policy.

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.

Toys and equipment

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.

Food and personal hygiene

Staff at Club Excel maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.

  • A generally clean environment is maintained at all times.
  • Toilets are cleaned daily and soap and hand drying facilities are always available.
  • Staff are trained in food hygiene and follow appropriate guidelines.
  • Waste is disposed of safely and all bins are kept covered.
  • Staff ensure that children wash their hands before handling food or drink and after using the toilet.
  • Cuts and abrasions (whether on children or staff) are kept covered.
Dealing with body fluids

Spillages of blood, vomit, urine and faeces will be cleaned up immediately in accordance with our Intimate Care policy.

Staffing levels

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.

Related policies

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.

Illness and Accidents

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).

First aid

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.

Procedure for a minor injury or illness

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 child becomes ill during a session, the parent or carer will be asked to collect the child as soon as possible. The child will be kept comfortable and will be closely supervised while awaiting collection.
  • If a child complains of illness which does not impair their overall wellbeing, the child will be monitored for the rest of the session and the parent or carer will be notified when the child is collected.
  • If a child suffers a minor injury, first aid will be administered and the child will be monitored for the remainder of the session. If necessary, the child's parent will be asked to collect the child as soon as possible.
  • Procedure for a major injury or serious illness
  • In the event of a child becoming seriously ill or suffering a major injury, the first aider at the session will decide whether the child needs to go straight to hospital or whether it is safe to wait for their parent or carer to arrive.
  • If the child needs to go straight to hospital, we will call an ambulance and a member of staff will go to the hospital with the child. The staff member will take the child's Medical Form with them and will consent to any necessary treatment (as approved by the parents on the Medical Form).
  • We will contact the child's parents or carers with all urgency, and if they are unavailable we will call the other emergency contacts that we have on file for the child.
  • After a major incident the manager and staff will review the events and consider whether any changes need to be made to the Club's policies or procedures.
  • We will notify Ofsted and child protection agencies in the event of any serious accident or injury to a child in our care as soon as reasonably possible and within 14 days at the latest.
  • We will notify HSE under RIDDOR in the case of a death or major injury on the premises (eg broken limb, amputation, dislocation, etc - see the HSE website for a full list of reportable injuries).
Communicable diseases and conditions

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.

Useful contacts

Health Protection Unit: [insert number of your local HPU]

Ofsted: 0300 123 1231

RIDDOR Incident Contact Unit: 0845 300 99 23

Disease/ConditionExclusion period
Chicken Pox5 days from first appearance of rash
Cold SoresNone. Avoid contact with sores
Conjunctivitis24 hours or until the discharge from eyes has stopped
Diphtheria*Until certified well by doctor
Diarrhoea and Vomiting48 hours after symptoms cleared
Glandular FeverUntil fully recovered
Gastro-enteritis, E. Coli, Food Poisoning, Salmonella and DysenteryUntil certified well by doctor
Hand, Foot and Mouth diseaseWhile rash and ulcers are present
Hepatitis A*Until certified well
Hepatitis B* and C*None
High temperature24 hours
ImpetigoUntil the skin has healed
InfluenzaUntil recovered
Measles*5 days from onset of rash
Meningitis*Until recovered
Molluscum ContagiosumNone
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
PoliomyelitisUntil certified well by doctor
Ringworm of scalpUntil cured
Ringworm of the bodyUntil treatment has been given
Rubella* (German Measles)5 days from onset of rash
ScabiesUntil treatment has been given
Scarlet fever*5 days from start of the treatment
Slapped Check, Fifth DiseaseNone
Streptococcal infection of the throat3 days from the start of the treatment
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.

Safe Internet Use

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.

Parental permission

Children will only be allowed to access the internet at Club Excel if their parent or carer has given written permission.

Guidelines for children

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:

  • Safe: Keep safe by not giving out personal information - such as name, email, phone number, address, or school name - to people who you don't trust online.
  • Meeting: Never agree to meet anyone you have only met online unless your parent or carer is with you.
  • Accepting: Do not accept emails or instant messages, or open files, images or texts from people you don't know. They can contain viruses or nasty messages.
  • Reliable: Not all the information found on the Internet is reliable and people you meet online won't always be telling the truth.
  • Tell: Tell a member of staff or your parents if someone or something you encounter online makes you feel uncomfortable.
Protecting children

We have put in place the following safeguards to keep children safe whilst accessing the internet on Club Excel's computers:

  • A risk assessment has been undertaken.
  • Parental controls have been activated on all computers accessible to children:
    • Google SafeSearch Filtering is turned on
    • YouTube Restricted Mode is set to on
  • The computers are located so that the screens can easily be seen from the rest of the room.
  • Staff keep a close eye on children and the sites that they are accessing when they use the internet.
  • The computers have an up to date virus checker and firewall installed.
  • The computers' browser histories are regularly checked to monitor which sites are being accessed. All staff and children are informed of this fact.

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.

Intimate Care

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.

Best practice

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.

Protecting children

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.

Dealing with blood and body fluids

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.

Key Worker Policy and Procedure


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.

Lone Working Policy

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.

Preparation and planning

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.

Suitable staff

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:

  • current 12 hour paediatric first aid certificate
  • child protection training
  • competent use of English
  • the necessary skills and experience to supervise the children alone [eg holds a relevant childcare or playwork qualification]
  • does not have any medical condition that might affect their suitability to work alone.
  • is familiar with the emergency evacuation procedure - and how this can be adapted to lone working situations.
Working practices

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:

  • child records
  • emergency contact details
  • first aid kit
  • mobile phone
  • any forms that may be required during a session, eg accident and incident logs, logging a concern form, collection by unknown person, visitor log, etc
  • spills box / cleaning products / sick bowl

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 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:

  • Eliminate hazardous manual handling activities, as far as is reasonably practicable
  • Assess the risks associated with any manual handling activities that cannot be avoided.

The purpose of the risk assessment is to reduce the risk of injury to the lowest possible levels, and should consider:

  • The task
  • The load
  • The individual undertaking the task
  • The working environment.

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.

Employee's duties

It is the responsibility of all staff at Club Excel to:

  • Comply with any instructions and training provided in safe manual handling techniques
  • Not put their own health and safety or that of others at risk by carrying out unsafe manual handling activities
  • Report to the Manager any problems which may affect their ability to undertake manual handling activities, including physical and medical conditions (eg pregnancy, back problems).
In summary

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

Missing Child Procedure

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:

  • All staff will be informed that the child is missing.
  • Staff will conduct a thorough search of the premises and surrounding area.
  • After 10 minutes the police will be informed. The manager will then contact the child's parents or carers.
  • Staff will continue to search for the child whilst waiting for the police and parents to arrive.
  • We will maintain as normal a routine as possible for the rest of the children at Club Excel.
  • The manager will liaise with the police and the child's parent or carer.

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.

Mobile Phone Policy

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:

  • Protect children from harm and abuse
  • Prevent staff from being subject to false allegations
  • Help staff remain focused on the care of children
  • Work in an open and transparent environment.
Staff use of mobile phones

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.

Children's use of mobile phones

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.

Visitors' use of mobile phones

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.

No Platform 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.

Key principles

Club Excel will not allow camp sessions nor its premises to be used:

  • To promote or express extremist ideological, religious or political views
  • To promote or express discriminatory views in relation to the protected characteristics cited in the Equality Act 2010
  • For any reason by an organisation that is proscribed by the Home Secretary under The Terrorism Act 2000.
Definition of terms

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:

  • Age
  • Disability
  • Gender reassignment
  • Marriage and civil partnership
  • Pregnancy and maternity
  • Race
  • Religion and belief
  • Sex
  • Sexual orientation

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

Pandemic Flu 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 feverLimb and joint pain
Sudden coughDiarrhoea or stomach upset
HeadacheSore throat
TirednessRunny nose
Aching musclesLoss 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.

Infection control

The flu virus is spread by:

  • Infected people passing the virus to others through large droplets when coughing, sneezing, or even talking within a close distance (one metre or less).
  • Direct contact with an infected person: for example, if you shake or hold their hand, and then touch your own mouth, eyes or nose without first washing your hands.
  • Touching objects (eg door handles, light switches) that have previously been touched by an infected person, then touching your own mouth, eyes or nose without first washing your hands. The virus can survive longer on hard surfaces than on soft or absorbent surfaces.

We will limit the risk of catching or spreading the flu virus at Club Excel by:

  • Regular hand-washing
  • Minimising contact between our hands and mouth/nose
  • Covering nose and mouth when coughing or sneezing; using a tissue when possible, and disposing of the tissue promptly and carefully (bag it and bin it)
  • Encouraging the children at Club Excel to follow the guidance above
  • Instructing staff to remain at home if they display any relevant symptoms, or sending them home if they first display symptoms while at work.

At Club Excel we will promote infection control through the methods above, and in addition we will:

  • Display posters and information to promote infection control
  • Ensure that adequate supplies of cleaning materials are available within Club Excel
  • Dispose of waste promptly and hygienically
  • Clean hard surfaces (eg door handles) with sanitizer regularly
  • Provide tissues and suitable facilities for their disposal.

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.

Advance planning

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.

Play Policy

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.

Facilitating play

We support and facilitate play by:

  • Providing an environment which is safe and suitable for playing in.
  • Setting up Club Excel so that activities are ready before the children arrive.
  • Providing a range of equipment, resources and activities on a daily basis, and keeping a record of these to ensure that varied play opportunities are offered
  • Encouraging children to request additional or alternative equipment as they choose, and if a request has to be refused, explaining why.
  • Not expecting children to be occupied at all times.
  • Making outdoor play available every day, unless the weather is particularly bad.
  • Involving children in planning activities, to reflect their own interests and ideas.
  • Planning activities that enable children to develop their natural curiosity and imagination.
  • Allowing children freedom of creative expression, particularly in artistic or creative play.
  • Intervening in play only when necessary: to reduce risks of accident or injury, or to encourage appropriate social skills.
  • Warning children in advance when an activity or game is due to end.
Play areas and equipment
  • All indoor and outdoor play areas are checked and risk assessed daily before the children arrive in accordance with our Risk Assessment policy.
  • Club Excel keeps an inventory of resources and equipment, which is updated regularly and reviewed to identify where any additional resources are required.
  • Children are involved in selecting additional equipment and resources for use at Club Excel.
  • The resources used at Club Excel promote positive images of different ethnic backgrounds, religions, and abilities, in line with our Equal Opportunities policy.
  • Club Excel has a selection of fiction and non-fiction books, suitable for all age ranges.

Risk Assessment Policy

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:

  • whenever there is any change to equipment or resources
  • when there is any change to Club Excel's premises
  • when the particular needs of a child necessitates this

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.

Daily checks

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.

Recording dangerous events

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.

Related policies

See our related policies: Fire Safety and Risk Assessment, Health and Safety, and Manual Handling.

Safe Recruitment Policy

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.

Advertising the vacancy

We will advertise all vacancies, and any job advertisements will include a statement about our commitment to safeguarding children.

Initial enquiry

Upon enquiring about a vacancy, we will send potential candidates:

The application form includes:

  • instructions that the application form must be completed by hand
  • a declaration that all information is correct
  • a section under the Rehabilitation of Offenders Act that asks if the applicant has been awaiting a verdict, convicted, or cautioned or received a court order or warning for any offence that may affect their suitability for working with children
  • a request for the contact details of two referees one of which should be the last employer; (if this is the candidate's first job, their course tutor is a suitable alternative)

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.

Interview procedure

We will notify all candidates selected for interview by letter. All candidates will be asked to bring to the following items to the inteview:

  • proof of identity, eg passport, driving licence or birth certificate
  • proof of address, eg recent utility bill (not mobile phone) or bank statement
  • proof of qualifications, ie the relevant certificates
  • for non-British nationals, proof of the right to work in the UK (as required by the Asylum and Immigration Act)

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.

Appointing a new member of staff

When we have selected the successful candidate, we will

  • send him or her a written offer, which will clearly state that it is subject to the receipt of suitable references, full sight of a satisfactory enhanced DBS certificate and their written confirmation that they are not disqualified from working with children.
  • contact both referees for a reference, including asking them if they have any child protection concerns about the candidate.
  • initiate an enhanced DBS check for the candidate, or if the candidate is subscribed to the DBS Update Service, review their current DBS certificate and check their status online
  • ask the candidate to complete a health questionnaire
  • notify any unsuccessful interviewees.

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:

  • our terms and conditions, and get them to sign their contract; a copy of their contract will be kept on file
  • all our Club policies, and ensure that they sign a policy confirmation form to confirm that they have read and understood them; the signed form will be kept on file.

We will conduct a full induction and orientation programme with all new members of staff as set out in our Staff Induction policy.

DBS checks

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.

Immigration status

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.

Safeguarding (Child Protection) Policy

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 and neglect

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.

  • Emotional abuse is the persistent emotional maltreatment of a child so as to cause severe and persistent adverse effects on the child's emotional development. It may involve making the child feel that they are worthless, unloved, or inadequate. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.
  • Physical abuse can involve hitting, shaking, throwing, poisoning, burning, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may be also caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a child.
  • Sexual abuse involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. This can involve physical contact, or non-contact activities such as showing children sexual activities or encouraging them to behave in sexually inappropriate ways.
  • Neglect is the persistent failure to meet a child's basic physical and emotional needs. It can involve a failure to provide adequate food, clothing and shelter, to protect a child from physical and emotional harm, to ensure adequate supervision or to allow access to medical treatment.
Signs of child abuse and neglect

Signs of possible abuse and neglect may include:

  • significant changes in a child's behaviour
  • deterioration in a child's general well-being
  • unexplained bruising or marks
  • comments made by a child which give cause for concern
  • inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention beyond the requirements of their role, or inappropriate sharing of images.
If abuse is suspected or disclosed

When a child makes a disclosure to a member of staff, that member of staff will:

  • reassure the child that they were not to blame and were right to speak out
  • listen to the child but not question them
  • give reassurance that the staff member will take action
  • record the incident as soon as possible (see Logging an incident below).

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.

Peer-on-peer abuse

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:

  • Sexual activity (in primary school-aged children) of any kind, including sexting
  • One of the children is significantly more dominant than the other (eg much older)
  • One of the children is significantly more vulnerable than the other (eg in terms of disability, confidence, physical strength)
  • There has been some use of threats, bribes or coercion to ensure compliance or secrecy.
If peer-on-peer abuse is suspected or disclosed

We will follow the same procedures as set out above for responding to child abuse.

Extremism and radicalisation

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:

  • feeling alienated or alone
  • seeking a sense of identity or individuality
  • suffering from mental health issues such as depression
  • desire for adventure or wanting to be part of a larger cause
  • associating with others who hold extremist beliefs
Signs of radicalisation

Signs that a child might be at risk of radicalisation include:

  • changes in behaviour, for example becoming withdrawn or aggressive
  • claiming that terrorist attacks and violence are justified
  • viewing violent extremist material online
  • possessing or sharing violent extremist material

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.

Logging a concern

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:

  • date of the disclosure, or the incident, or the observation causing concern
  • date and time at which the record was made
  • name and date of birth of the child involved
  • a factual report of what happened. If recording a disclosure, you must use the child's own words
  • name, signature and job title of the person making the record.

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.

Allegations against staff

If anyone makes an allegation of child abuse against a member of staff:

  • The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it.
  • The allegation must be reported to the Local Authority Designated Officer (LADO) and to Ofsted. The LADO will advise if other agencies (eg police) should be informed, and Club Excel will act upon their advice. Any telephone reports to the LADO will be followed up in writing within 48 hours.
  • Following advice from the LADO, it may be necessary to suspend the member of staff pending full investigation of the allegation.
  • If appropriate Club Excel will make a referral to the Disclosure and Barring Service.
  • Promoting awareness among staff
  • Club Excel promotes awareness of child abuse and the risk of radicalisation through its staff training. Club Excel ensures that:
  • the designated CPO has relevant experience and receives appropriate training in safeguarding and the Prevent Duty, and is aware of the Channel Programme and how to access it
  • designated person training is refreshed every three years
  • safe recruitment practices are followed for all new staff
  • all staff have a copy of this Safeguarding (Child Protection) policy, understand its contents and are vigilant to signs of abuse, neglect or radicalisation
  • all staff are aware of their statutory duties with regard to the disclosure or discovery of child abuse, and concerns about radicalisation
  • all staff receive basic safeguarding training, and safeguarding is a permanent agenda item at all staff meetings
  • all staff receive basic training in the Prevent Duty
  • staff are familiar with the Safeguarding File which is kept in the office.
  • Club Excel's procedures are in line with the guidance in 'Working Together to Safeguard Children (2015)' and staff are familiar with the guidance in 'What To Do If You're Worried A Child Is Being Abused (2015)'.
Use of mobile phones and cameras

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

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:

  • Having a robust attendance policy that identifies any unexplained absences, where possible.
  • Giving FGM training for the Designated Safeguarding Lead and team with disseminated training for all staff on camp.
Indications that FGM has taken place
  • Prolonged absence from camp with noticeable behaviour change  especially after a return from holiday.
  • Spend long periods of time away from the sessions during the day. e.g. extended toilet breaks.
  • A child who has undergone FGM should be seen as a child protection issue and dealt with accordingly.
Indications that a child is at risk of FGM
  • The family comes from a community that is known to practice FGM - especially if there are elderly women present.
  • In conversation a child may talk about FGM.
  • A child may express anxiety about a special ceremony.
  • The child may talk or have anxieties about forthcoming holidays to their country of origin.
  • Parent(s)/Carer(s) may comment on overseas travel.
  • If a woman has already undergone FGM  and it comes to the attention of any professional, consideration needs to be given to any Child Protection implications e.g. for younger siblings, extended family members and a referral made to the Designated Safeguarding Lead (section 1.2) who will decide on the most appropriate course of action.

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, Alcohol and Drugs


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.

Safeguarding children

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.

Related policies

Staff Disciplinary policy, Safeguarding policy.

Social Media 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:

  • Twitter
  • Facebook
  • Instagram
  • Snapchat
  • YouTube
  • Tumblr
  • Personal blogs and websites
  • Comments posted on third party blogs or websites
  • Online forums
Social media rules

When using social media sites, staff must not:

  • Post anything that could damage our Club's reputation.
  • Post anything that could offend other members of staff, parents or children using our Club.
  • Publish any photographs or materials that could identify the children or our Club.
  • Accept invitations from parents to connect via social media (eg friend requests on Facebook) unless they already know the parent in a private capacity.
  • Discuss with parents any issues relating to their child or our Club. Instead invite the parent to raise the issue when they are next at Club Excel, or to contact the Manager if the matter is more urgent.

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.

General cautions for using social media

When using social media in any context it is wise to bear in mind the following points:

  • No information published via the internet is ever totally secure; if you don't want information to become public, do not post it online.
  • Once an image or information is in the public domain, it is potentially there forever - Google never forgets!
Related policies

See also: Mobile Phone policy, Confidentiality policy, Staff Disciplinary policy, Safeguarding policy.

Staff Behaviour 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.

Dress code

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.

Confidentiality and social media

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.

Use of mobile phones and cameras

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.

Smoking, alcohol and drugs

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.

Gross misconduct

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:

  • Child abuse
  • Failing to comply with health and safety requirements
  • Physical violence
  • Ignoring a direct instruction given by the manager
  • Persistent bullying, sexual or racial harassment
  • Being unfit for work through alcohol or illegal drug use
  • Theft, fraud or falsification of documents
  • Being disqualified under the terms of the Statutory Framework for the Early Years Foundation Stage (Section 75 of the Childcare Act 2006) or the Children's Act 1989.

The Manager will investigate the alleged incident thoroughly before any decision to dismiss is made. For full details see our Staff Disciplinary policy.

Staff Disciplinary Procedure

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.

Minor offences

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:

  1. Formal verbal warning
  2. Written warning
  3. Dismissal
Disciplinary meetings

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 the meeting

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.

After the meeting

Following each disciplinary meeting the manager will write to the member of staff to confirm:

  • that a verbal, or written warning has been issued (depending on the stage of the disciplinary process)
  • what the warning was for
  • what improvement in conduct or performance is expected and within what timescale
  • the consequences of further misconduct or lack of performance
  • how long the warning will be kept on file
  • how they can appeal against the decision.
Keeping notes of warnings

Notes of warnings will be kept in the staff member's personnel file as follows:

  • Formal verbal warning: A note of the warning will be kept on file, but will be disregarded after six months if their performance or conduct is satisfactory.
  • First written warning: A copy of the warning will be kept on file, but will be disregarded after 12 months if their performance or conduct is satisfactory.

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:

  • that at the disciplinary meeting it was decided that their conduct/performance was still unsatisfactory and that they will be dismissed
  • why they are being dismissed
  • when their last day of service will be
  • how they can appeal against the decision.

If the decision was taken not to dismiss the member of staff, this must also be confirmed in writing.

Gross misconduct

Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include:

  • Child abuse
  • Failing to comply with health and safety requirements
  • Physical violence
  • Ignoring a direct instruction given by the manager
  • Persistent bullying, sexual or racial harassment
  • Being unfit for work through alcohol or illegal drug use
  • Theft, fraud or falsification of documents
  • Being disqualified under the terms of the Statutory Framework for the Early Years Foundation Stage (Section 75 of the Childcare Act 2006) or the Children's Act 1989.

The manager will investigate the alleged incident thoroughly before any decision to dismiss is made.

Referral to Disclosure and Barring Service

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.

Notification to Ofsted

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.

Staff Grievance Policy

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.

Stage 1: Informal grievance procedure

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.

Stage 2: Formal grievance procedure
Grievance statement

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:

  • A statement that the staff member is invoking the formal grievance procedure
  • The nature of the grievance, giving the background to the issue, any relevant facts (including dates) and the names of any other parties involved
  • Any steps that have been taken on an informal basis to address the concerns
  • The staff member's opinion on what their desired outcome would be.

The member of staff can have a representative submit the grievance on their behalf if they wish.

Grievance meeting

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.

Overlapping grievance and disciplinary cases

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.

False or repeated grievances

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.

Related policies

See also our Safeguarding Policy, Whistleblowing Policy, Staff Disciplinary Policy.

Staff Induction and Development

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:

  • Introduction to their colleagues, children and parents or carers
  • Tour of the premises including: identification of all fire exits, location of first aid kit and fire safety equipment, and information about the emergency evacuation procedures; outside play areas, fire assembly points, collection points at the school, route from the school to Club Excel etc, and identification of any known hazards
  • Thorough briefing about Club Excel's safeguarding and child protection policy and procedures and about our Equal Opportunities policy and ethos.
  • Location of Club records and documentation, storage, toilets etc
  • Overview of all aspects of the day-to-day management and running of Club Excel
  • Explanation of Club Excel's obligation to comply with the Early Years Foundation Stage (EYFS)
  • Explanation of the processes for appraisals, training and development, booking holidays, sickness absence, staffing rota, etc.
Development and training

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:

  • a thorough induction process
  • a system of regular appraisals and reviews
  • opportunities for training and professional development.

We also keep an up to date record of staff qualifications and maintain a training development plan.

Appraisals and reviews

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

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.

Suspensions and Exclusions Policy

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:

  1. Give the child a formal warning; staff will explain why the behaviour is unacceptable along with the consequences of further incidents.
  2. Staff will encourage the child to discuss their behaviour, to explain their actions and to identify strategies for avoiding such incidents in the future.
  3. Details of formal warnings, suspensions and exclusions will be recorded on an Incident record and kept in the child's records.
  4. The formal warning will be discussed with the child's parents, and all staff will be notified.

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

Temporary suspensions will be applied in the following situations:

  • Where formal warnings have failed to improve a child's persistent, challenging and unacceptable behaviour.
  • In the event of an extremely serious or dangerous incident we will suspend a child with immediate effect. We will contact the parents and ask that the child be collected immediately. Immediate suspensions require the manager's agreement.

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.

Permanent Exclusion

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.

Uncollected Children Policy

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:

Up to 15 minutes late
  • When the parent or carer arrives they will be reminded that they must call Club Excel to notify us if they are delayed.
  • The parent or carer will be informed that penalty fees will have to be charged (unless the delay was genuinely unavoidable).
Over 15 minutes late
  • If a parent or carer is more than 15 minutes late in collecting their child, the manager will try to contact them using the contact details on file.
  • If there is no response from the parent or carer, messages will be left requesting that they contact Club Excel immediately. The manager will then try to contact the emergency contacts listed on the child's registration form.
  • While waiting to be collected, the child will be supervised by at least two members of staff.
  • When the parent or carer arrives they will be reminded that they must call Club Excel to notify us if they are delayed, and that penalty fees will have to be charged (except in exceptional circumstances).
Over 30 minutes late
  • If the manager has been unable to contact the child's parents or carers after 30 minutes, the manager will contact the local Social Care team for advice.
  • The child will remain in the care of two of Club Excel's staff, on Club Excel's premises if possible, until collected by the parent or carer, or until placed in the care of the Social Care team.
  • If it is not possible for the child to remain at Club Excel's premises, a note will be left on the door of Club Excel informing the child's parent or carer where the child has been taken (eg to the home of a staff member or into the care of a safeguarding agency) and leaving a contact number. A further message will be left on the parent or carer's telephone explaining events.
Managing persistent lateness

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.

Visitors Policy

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

  • All visitors to Club Excel must sign the Visitor Log.
  • The identity of the visitor will be checked and this will be recorded on the Visitor Log.
  • If staff require further reassurance of the identity of the visitor, they will phone the employing organisation of the visitor, eg Ofsted, Local Authority, Environmental Health Department, etc, for further confirmation. If this is not possible, staff will seek the advice of Club Excel Manager.
  • The reason for visit will be recorded.
  • Visitors will never be left alone or unsupervised with the children.
  • If a visitor has no reason to be on Club Excel's premises staff will escort them from the premises.
  • If the visitor refuses to leave, staff will call the police. In such an event an Incident Record will be completed and the manager will be immediately notified.
  • When a visitor leaves the premises, we will record the time of departure on the Visitor Log.

Whistleblowing Policy

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:

  • Financial malpractice or fraud
  • Failure to comply with a legal obligation
  • Dangers to health and safety or the environment
  • Criminal activity
  • Improper conduct or unethical behaviour

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.

Raising a concern

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:

  • Ofsted (if it concerns the safe and effective running of Club Excel)
  • The Local Authority Designated Officer or the Local Safeguarding Children Board (if it concerns a child protection issue and is not already covered by the procedure set out in Club Excel's Safeguarding Children policy)
  • Ultimately, with the police (if a crime is thought to have been committed).

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.

Responding to a concern

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.

Rights and responsibilities of the whistle-blower

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.

Related policies

Staff Grievance policy, Safeguarding Children policy.