At Arty Em's we encourage all of the teaching staff from Holy Rosary RC Primary School to visit breakfast and after school club and interact with the children and staff who attend. This enables children to get to know the different teachers within their school, which in turn will lead to positive transition throughout their time with the school environment.
Admissions and Fees Policy
Arty Em's Breakfast and After School Club is registered with Ofsted; our registration number is EY538050.
We provide care for children between the ages of 3 and 11, primarily serving the children of Holy Rosary RC Primary School.
Places are offered on a first-come first-served basis. When all places have been filled a waiting list will be established, with the following order of priority:
1. Siblings of children already attending the club
2. Those requiring the greatest number of sessions/hours per week
3. Children of Holy Rosary RC Primary School
When an enquiry regarding places is made, parents or carers will be given all the relevant Club information, including:
Information regarding availability of places
Details of the Admissions and Fees policy
Registration form, medical form, parent contract, booking form, photo permission form
Behaviour Management policy
If a place is available, the parents and child will be invited to visit the club for an induction. The child will be able to attend the Club as soon as the completed forms are received.
If no places are available the parent will be inform and the child’s name added to the waiting list. As soon as suitable places become available parents will be informed.
Parents must complete the necessary paperwork, ie contract, registration, medical, child record form and photo permission forms, before their children can attend the club.
Once booked, if a child does not attend for any reason, you will still be charged for this place. If you wish to cancel the place altogether, 30 term time days written notice is required.
We will accept temporary or occasional bookings as long as there are places available. If a temporary place has been booked and is no longer required, the club must be given 24 hours notice. If notice is not given, the place will still be charged for.
Fees are charged at:
£4.50 per hour for breakfast club
£4.00 per hour for after school club (with a contract)
£5.00 per hour for after school club (flexible booking)
The Club recognises that childcare can be costly, so we encourage eligible parents or carers to claim the childcare element of the Working Tax Credit. We also accept childcare vouchers once registered with the childcare provider.
* Fees are payable Monthly in advance Fees can be paid by electronic transfer
* There is a charge of £5.00 per 15 mins for late collection, which will be added to the next invoice
* Additional days (one off or permanent) can be booked where space is available
* No place will be given without payment
* Fees are charged for booked sessions whether the child attends or not
- We do not offer a discount for siblings
Payment of fees
Fees are reviewed annually by the registered person. The Club will consider requests for variation to payment terms on an individual basis. Anyone making these requests should contact the manager at the earliest opportunity. Any queries regarding fees should be directed to the manager Emily Barratt-Meldrum.
If fees are not paid, the Club will write to the parent or carer, requesting payment. If the parents or carers are having difficulty making the payment on time we recommend that they arrange a meeting with the proprietor as soon as possible.
Where there is no explanation for repeated late payment, the proprietor will contact the parents or carers to discuss payment options. The proprietor may issue a formal warning or additional late payment fees to the parent or carer and inform them that continued late payment will result in their child’s place at the Club being withdrawn.
If the fees remain unpaid after all the above options have been explored, the Club will have to cancel the child’s place.
Accident and illness
The safety of your child is paramount and every measure will be taken to ensure they are protected from hurting themselves. However, accidents do happen and the following information details how the incident will be dealt with:
Your child will be comforted and reassured.
The extent of your child's injuries will be ascertained and if necessary medical assistance will be called for.
Necessary first aid procedures will be carried out on your child.
I will contact you to inform you of the accident and if necessary ask you to collect your child from the setting or to meet me at the hospital.
All other children within the care of Arty Em's who were not involved in the accident / incident will be kept safe at all times by our trained Staff.
After every accident, however minor I will:
Complete a report, this will include full details of the accident / incident. You will be given accident / incident details when you collect your child.
If the incident requires any medical treatment I am required to:
Inform Ofsted (under Standard 14.3 Children Act regulation, Inform Ofsted about any significant events)
Inform my Insurance Company.
Contact the Morton Michel / local authority for additional advice/support.
Contact the local Social Care and RIDDOR if required
It is important that you keep me informed regarding your child's condition following an accident and if you have sought additional medical advice or care.
Anti Bullying Policy
Arty Em's will provide 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 the Club’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 supervisor. A clear 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.
Arty Em's 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 Arty Em's will foster an anti-bullying culture in the following ways:
Encouraging caring and nurturing behaviour
Discussing friendships and encouraging paired, 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
Arty Em's acknowledges that despite all efforts to prevent it, bullying behaviour is likely to occur on occasion. Should such incidents occur, the Club 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 the club, 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 bullying behaviour persists, 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 the Club’s procedures in respect of bullying, to ensure that practices are relevant and effective.
Arty Em's Breakfast and After School Club uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the Club. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies.
During Breakfast club we encourage the children to sit down, we also encourage them to help themselves to the wide selection of healthy breakfast available, offering support when needed or required. Following breakfast the children have a wide range of activities they can use ranging from card games to colouring however we also support the children with homework or reading during this session. We appreciate that this is the start of their day and it should be relatively calm however we realise that this is also a time for them to interact with their friends and peers so the atmosphere may be jovial during this session.
During after school club we ensure the children are ready for a healthy snack by asking them in turn to wash their hands and to sit down at a desk within the classroom or if the weather is nice enough we may take snack outside, however we do still encourage the children not to run around whilst eating. At Arty Em's we have a wide and varied range of activities available for the children to enjoy, we don't not have structured play since we feel that they have had enough structure during the day so this is time to unwind and have fun with their friends and peers. We will however offer help and support to children who have any homework or reading to complete and we often find KS2 children wanting to support children within KS1 with their reading too, which is lovely to see.
The Club’s designated member of staff responsible for behaviour management is Emily Barratt-Meldrum.
Whilst at Arty Em's we expect children to:
Use socially acceptable behaviour
Comply with the Club rules, which are in line with the rules in place at the school
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 the Club
Encouraging positive behaviour
At Arty Em's positive behaviour is encouraged by:
Staff acting as positive role models
Praising appropriate behaviour
Informing parents about individual achievements
Offering a variety of play opportunities to meet the needs of the children attending the Club
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 the Club 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).
Arty Em's commitment to teach children British values
We are committed to providing the highest quality care and learning for all children. We recognise the requirement from the Department for Education (inspected by Ofsted) to ensure children are protected from radicalisation by those wishing to unduly, or illegally, influence them. We are committed to teaching the children in our care about British values which are embedded in everything we do. Ofsted guidance states that the requirement to teach children British values aims to “promote tolerance of and respect for people of all faiths (or those of no faith), cultures and lifestyles; and support and help, through their words, actions and influence within the school and more widely in the community, to prepare children and young people positively for life in modern Britain.” The government defines British values in the Prevent Strategy as:
• The rule of law
• Individual liberty and personal responsibility
• Mutual respect
• Tolerance of those of different cultures, faiths and beliefs
To ensure I comply with these government requirements I have reflected on my teaching and curriculum and considered how we promote British Values in our provision –
• Children are treated with respect and dignity;
• Their views are requested and always considered;
• They are given choices about where they want to go and what they are doing;
• When we buy new resources or make changes to the provision children are consulted;
• Believe in free speech for all;
• When a child says ‘no’ we stop and think more carefully about what we are asking them to do.
The rule of law –
• Children are taught about right and wrong and contribute to our behaviour goals;
• Reminders about appropriate behaviour are displayed in the playrooms;
• Children are encouraged to reflect on their behaviour during group activities using props and books appropriate for their ages and stages of learning;
Individual liberty and personal responsibility –
• Children understand the need for rules to keep them safe;
• They support the younger children;
• They recognise the need to respect resources and equipment;
• Children’s successes are in their Learning Journey files which are regularly shared with parents;
• Children are given shared responsibility for ensuring the provision is safe for everyone;
• Independence is promoted from the earliest age.
Mutual respect –
• We use role play and group sessions to teach children how to show empathy for and understanding of others;
• Personal, social and emotional development is embedded in our day-to- day curriculum;
• Children learn how they can share and take turns with others in respectful ways;
• Adults and older children are positive role models;
• Positive images and stories of disability promote equality of opportunity for all;
• Children are always spoken to respectfully;
• Close working partnerships with parents and other settings children attend help us to raise outcomes for all children;
Arty Em’s has installed a Ring Doorball system which is also a CCTV surveillance system. This policy details the purpose, use and management of the CCTV system at the Arty Em’s and details the procedures to be followed in order to ensure that Arty Em’s complies with relevant legislation and the current Information Commissioner’s Office Code of Practice.
Arty Em’s will have due regard to the Data Protection Act 1998, the General Data Protection Regulation (GDPR) and any subsequent data protection legislation, and to the Freedom of Information Act 2000, the Protection of Freedoms Act 2012 and the Human Rights Act 1998. Although not a relevant authority, Arty Em’s will also have due regard to the Surveillance Camera Code of Practice, issued under the Protection of Freedoms Act 2012 and in particular the 12 guiding principles contained therein.
This policy is based upon guidance issued by the Information Commissioner’s Office.
he CCTV system is owned by Arty Em’s, and managed by the Manager Emily Barratt-Meldrum. Under the Data Protection Act 1998 Arty Em’s is the ‘data controller’ for the images produced by the CCTV system. Arty Em’s is registered with the Information Commissioner’s Office and the registration number is ZA090721. The CCTV system operates to meet the requirements of the Data Protection Act and the Information Commissioner’s Guidance.
Emily Barratt-Meldrum is responsible for the overall management and operation of the CCTV system, including activities relating to installations, recording, reviewing, monitoring and ensuring compliance with this policy.
The CCTV system operates with the main reception area at Holy Rosary School.
Signs are placed by the Ring Doorbell system to inform staff, students, visitors and members of the public that CCTV is in operation.
Emily Barratt-Meldrum is responsible for ensuring that adequate signage is erected in compliance with the ICO CCTV Code of Practice.
The Ring Doorbell is sited to ensure that they cover the main reception area so that we can monitor who has arrived to deliver/collect their child.
The Ring Doorbell captures motion within the Reception area as well as recording who has rang the doorbell. The Ring Doorbell enables Arty Em’s staff member to communicate with students/parents/staff when the doorbell has been pressed.
The principal purposes of Arty Em’s Ring Doorbell and CCTV system are as follows:
- to protect and maintain the safety and wellbeing of the children within our care. It ensures that we can verify the identity of everyone who has come to collect a child before they enter the school premises.
- to ensure the safety of staff, students and visitors;
- to assist with the tracking and monitoring of arrival and departure times of all pupils who attend Arty Em’s and their staff.
Arty Em’s seeks to operate its Ring Doorbell and CCTV system in a manner that is consistent with respect for the individual’s privacy.
Images are recorded and sent to a Ring Doorbell app which is monitored by Emily Barratt-Meldrum. Additional staff may be authorised by Emily Barratt-Meldrum to monitor and manage the arrival of parents/pupils/staffs in the absence of the Manager, this is on a view only basis.
From 25 May 2018, Arty Em’s Data protection principles contained within Article 5 of the GDPR which provide that personal data shall be:
a) processed lawfully, fairly and in a transparent manner;
b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d) accurate and, where necessary, kept up to date;
e) kept in a form which permits identification of the data subjects for no longer than is necessary for the purposes for which the personal data are processed and it is processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Requests by individual data subjects for images relating to themselves “Subject Access Request” should be submitted in writing to Arty Em’s Manager Emily Barratt-Meldrum together with proof of your identification.
In order to locate the images on Arty Em’s system, sufficient detail must be provided by the data subject in order to allow the relevant images to be located and the data subject to be identified.
Where Arty Em’s is unable to comply with a Subject Access Request without disclosing the personal data of another individual who is identified or identifiable from that information, it is not obliged to comply with the request unless satisfied that the individual has provided their express consent to the disclosure, or if it is reasonable, having regard to the circumstances, to comply without the consent of the individual.
A request for images made by a third party should be made in writing to Emily Barratt-Meldrum.
In limited circumstances it may be appropriate to disclose images to a third party, such as when a disclosure is required by law, in relation to the prevention or detection of crime or in other circumstances where an exemption applies under relevant legislation.
Such disclosures will be made at the discretion of the Manager, with reference to relevant legislation and where necessary.
All staff involved in the operation of Arty Em’s Ring Doorbell and CCTV System and App will be made aware of this policy and will only be authorised to use the System in a way that is consistent with the purposes and procedures contained therein.
At Arty Em's Breakfast and After School Club we respect the privacy of the children attending the Club and the privacy of their parents or carers. Our aim is to ensure that all those using and working at Arty Em's Breakfast and After School Club 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 the Club, 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 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.
GDPR - Formally Data Protection
We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.
At Arty Em's Breakfast and After School Club 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 will be displayed on the premises at all times. Records of all complaints will be retained for a period of at least three years. A summary of complaints is available for parents on request.
The manager will generally be responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:
Complaints about aspects of Club activity:
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.
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 the Club’s practices or policies as a result of the complaint.
Meet relevant parties to discuss the Club’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 the Club’s Child Protection Officer, who will then contact Social Care 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 Arty Em's Breakfast and After School Club 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)
At Arty Em's Breakfast and Out of School Club 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 the Club’s objective of creating an environment free from discrimination and welcoming to all, the Club 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 the Club’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.
The Club will not tolerate any form of racial harassment. The Club will challenge racist and discriminatory remarks, attitudes and behaviour from the children at the Club, from staff and from any other adults on Club premises (eg parents/carers collecting children).
Equal Opportunities Named Coordinator
The Club’s Equal Opportunities Named Coordinator (ENCO) is Emily Barratt-Meldrum. 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 the Club, 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.
Special Educational Needs Coordinator
Arty Em’s does not have a qualified Special Educational Needs Coordinator (SENCO) however if a child has any additional needs Emily Barratt-Meldrum will liaise closely with Holy Rosary’s SENCO to ensure the necessary considerations are applied. The SENCO will:
Manage the provision for children with special educational needs or physical disabilities.
Be fully trained and experienced in the care and assessment of such children.
All members of staff will assist the SENCO in caring for children with additional needs or physical disabilities.
As Parents you are the central adults in your child's life and the ones making decisions on their behalf. I will endeavour to work closely with you in order to carry out your wishes for your child wherever I can. It is, therefore, important that we have an excellent communication system.
I appreciate that as a working Parent you will be in a rush to go to work in the mornings and in the evenings you may well be tired and need to go as quickly as possible, therefore it is essential if you need to tell me something important that we find a communication method which is suited to your needs. I am happy and able to communicate verbally face to face or via the telephone, I am also happy to communicate via text messages and emails, so if you have a preference please inform me or a member of staff.
I would also appreciate it if you could inform me if there are any changes to contact numbers for yourselves, including work and mobile numbers and those of your emergency contacts.
If I have any concerns about your child's behaviour, development, eating etc I will share them with you and if necessary work with you to seek support from external agencies.
As a Breakfast and After School club we are not required to track your child's learning and development, we will however (with your permission) share photographs taken of your child to enhance and support their development with their teacher directly.
Please let me know as soon as possible if your child has been ill within 24 hours before they are due to attend Arty Em's. When children are ill they can be cared for best at home with their family, rather than here where other children may be noisy. Children who are unwell with an infectious disease should not attend while they pose a risk of infection to others. If your child has an infectious diseases please contact Emily to discuss the exclusion period, ultimately the decision whether or not to accept a sick child is that of The Club manager, Emily Barratt-Meldrum. The general guidelines on infectious illnesses is that the child should not return until 48 hours following the last and final episode of illness, however these can vary therefore please contact The Club manager to discuss.
If your child becomes ill whilst they are within the care of Arty Em's we will contact you, and according to the severity of the illness, I may ask you to collect your child in order to prevent other children or myself and staff becoming infected.
Should your child not be able to attend Arty Em's due to illness, or if I have requested for them to be collected because of an illness the full contracted fee or additional hours (if extended hours have been previously agreed for the date of absence either verbally or in written format - text, email or note in daily dairy) will still apply in order to cover the cost of a booked space within our setting.
First Aid Policy
At Arty Em's we are very fortunate to employ members of Staff from Holy Rosary School, this in turn ensures that all of our staff members are First Aid Trained with two members of staff having full Paediatric First Aid Training. This ensures that at all our sessions each member of staff has the relevant training to maintain and protect your child's health and wellbeing. All First Aid Training is refreshed every three years.
A fully stocked First Aid Kit is kept with the staff wherever they are situated within the school premises.
Fire Safety and Risk Assessment
Arty Em's Breakfast and Out of School Club understands the importance of vigilance to fire safety hazards. 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 will be introduced to the fire safety procedures during their settling in period and through regular fire drills.
Fire drills will be conducted at least once a month or whenever new staff or children join the club.
All children will be made aware of the location of fire exits and the fire assembly point.
Fire doors and fire exits are clearly marked, are not obstructed at any 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 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
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..
I understand that during major incidents / emergencies the mobile phone networks are often not available and even landlines can be cancelled to free up communication systems for the emergency services. I will, however, attempt to contact you on a regular basis and ask that you try to do the same.
I will keep up to date on the situation using any media source available to me, radio, Twitter, television, Internet etc. I will endeavour to protect your child from information or images that may alarm or distress them.
If you are caught up in an incident / emergency I will continue to look after your child until you are able to return or a person nominated is able to collect them.
Responsibilities of the Fire Safety Officer
The Club’s Designated Fire Safety Officer is Emily Barratt-Meldrum. 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
Arty Em's Breakfast and Out of School Club 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.
The Club has appropriate insurance cover, including employer’s liability insurance and public liability insurance.
Each member of staff follows the Club’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 the Club
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 the Club. The registered person will ensure that:
The Club’s designated health and safety officer is Emily Barratt-Meldrum
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 the Club’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
The Club’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 the Club during opening hours
All the Club’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 CoSSH 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 the Club 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 the Club must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children. If a visitor has no reason to be on the Club’s premises we will escort them from the premises. If the visitor refuses to leave, we will call the police. In such an event an Incident Record will be completed and the manager will be immediately notified.
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 Arty Em's Breakfast and Out of School Club 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
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.
Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present as dictated by Ofsted and my insurance policy with Morton Michel, along with the risks associated with the activities being undertaken.
General Data Protection Regulation (GDPR) formally Data Protection Policy
The General Data Protection Regulation (GDPR) is a new law that replaces the Data Protection Act (DPA) 1998. It comes into effect on 25 May 2018.
At Arty Em’s we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at Arty Em’s can do so with confidence that their personal data is being kept secure.
Our lead person for data protection is Emily Barratt-Meldrum. The lead person ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.
Within the Club we respect confidentiality in the following ways:
- We will only ever share information with a parent about their own child.
- Information given by parents to Club staff about their child 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 the Club, except with the designated Child Protection Officer and the manager.
- 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.
- Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
- All personal data is stored securely in a lockable file / on a password protected computer / passcode-locked phone.
- Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.
The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.
Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely or returned to parents.
Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. We retain the information after a member of staff has left our employment for the recommended period of time, then it is deleted or destroyed as necessary.
Sharing information with third parties
We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). 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.
Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR.
Subject access requests
- Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
- Staff and volunteers can ask to see any information that we keep about them.
- We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
- If our information is found to be incorrect or out of date, we will update it promptly.
- If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).
We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.
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 the Club by:
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 the Club 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 Arty Em’s Breakfast and After School Club 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 the Club 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 the Club 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.
The Club will also have to close if advised to do so by the local authority in the interest of safeguarding the children in our care.
In the event of closure, the manager will notify parents or carers as soon as possible. The manager will also inform the local childcare information service as well as other relevant parties, eg feeder schools, other users of shared premises, etc. The manager will also notify Ofsted of the closure.
In preparation for dealing with a pandemic disease, the Club 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 also ensure that we have adequate measures in place to help support staff or children who are dealing with bereavement.
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 CRB checked at the time of joining our team, so that they are legally able to work with children should the situation arise.
The Club 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.
Ofsted: 0300 123 1231
Intimate Care Policy
Arty Em’s is committed to ensuring that all staff responsible for the intimate care of children will undertake their duties in a professional manner at all times.
Our approach to best practice
The management of all children with intimate care needs will be carefully planned. The child who requires intimate care is treated with respect at all times; the child's welfare and dignity is of paramount importance.
Staff who provide intimate care are trained to do so (including Child Protection and Health and Safety training in lifting and moving) and are fully aware of best practice. Apparatus will be provided to assist with children who need special arrangements following assessment from physiotherapist/ occupational therapist as required.
Staff will be supported to adapt their practice in relation to the needs of individual children taking into account developmental changes such as the onset of puberty and menstruation.
The child will be supported to achieve the highest level of autonomy that is possible given their age and abilities. Staff will encourage each child to do as much for him/herself as he/she can. This may mean, for example, giving the child responsibility for washing themselves. Individual intimate care plans will be drawn up for particular children as appropriate to suit the circumstances of the child.
Each child's right to privacy will be respected. Careful consideration will be given to each child's situation to determine how many carers might need to be present when a child is taking care of their intimate needs. One child will be catered for by one adult unless there is a sound reason for having more adults present.
Wherever possible the same child will not be cared for by the same adult on a regular basis; ideally there will be a rota of carers known to the child who will take turns in providing care. This will ensure, as far as possible, that over-familiar relationships are discouraged from developing, whilst at the same time guarding against the care being carried out by a succession of completely different carers.
Wherever possible staff should only care intimately for an individual of the same sex. However, in certain circumstances this principle may need to be waived where failure to provide appropriate care would result in negligence.
Intimate care arrangements will be discussed with parents/carers on a regular basis and recorded on the child's care plan. The needs and wishes of children and parents
Illness and Accidents
Arty Em's Breakfast and Out of School Club 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.
Arty Em's Breakfast and Out of School Club 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. Ultimately the decision to accept your child back to the Club will be that of the manger, Emily Barratt-Meldrum.
The Club’s designated First Aiders are Emily Barratt-Meldrum/Thomas Miller/Kathryn Dukes. The designated First Aiders have a current first aid certificate and have attended a 12 hour paediatric first aid course. To ensure that there is a qualified first aider present at every session of the Club, we all receive first aid training.
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.
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.
Health Protection Unit: 0845 504 8668 (Opt 1)
Ofsted: 0300 123 1231
RIDDOR Incident Contact Unit: 0845 300 99 23
Involving Parents and Carers Policy
At Arty Em’s Breakfast and After School Club we recognise the importance of working in partnership with parents and carers to ensure that every child is happy, healthy and safe whilst in our care.
We therefore aim to keep parents and carers fully informed of policies, events and activities at the Club, by sharing information with them, answering questions and addressing any concerns, and by encouraging them to participate in the life of the Club.
We do our best to keep parents informed about the Club by:
Inviting parents to visit the Club before their children start.
Giving all parents a copy of our Club Handbook which outlines how the club operates and includes contact details. We also give parents a copy of our Behaviour Management policy and, for EYFS children, information about the role of their child’s key person.
Notifying the parents of their child’s key person when they start at the Club.
Making all of our policies available at the Club for parents to consult whenever they like. Using a communication book to share information between the parents, school and the Club (for EYFS children or when a specific need is identified).
We actively welcome parents and invite their input into the Club in the following ways:
We collect information from parents which will help their child to settle at the club (via the Registration and Medical forms and, for EYFS children, the learning journey book. We involve parents in settling their children in at the Club (in accordance with our Child Induction policy).
We consult fully with parents to establish the care requirements for children with additional needs.
We greet all parents when they arrive to collect their children, and exchange any relevant information (eg any accidents, participation in today’s activities, etc).
We can be contacted at all times, even out of Club hours, via telephone and email (see our Club Handbook for contact information).
We conduct satisfaction survey’s of parents and children at the Club to gain regular feedback.
We always seek and obtain parental permission for outings, photographs, applying sun cream, etc.
We can arrange for parental discussions with staff outside of Club hours if necessary.
We respect parents’ input and opinions by responding promptly and appropriately to any complaints, in line with our Complaints policy.
Manual Handling Policy
Manual handling is one of the major causes of absence through injury in the workplace. At Arty Em’s Breakfast and After School Club 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, Arty Em’s Breakfast and After School Club 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 individual undertaking the task
The working environment.
The main manual handling hazard at Arty Em’s is likely to be the setting-up and clearing-away of equipment. This is unavoidable, but staff should carry out the operation with reference to the guidance given in the manual handling training that we provide. It may be necessary to seek the assistance of an additional member of staff in order to minimise the risk of injury, for example when carrying tables and other heavy or bulky items.
It is the responsibility of all staff at Arty Em’s 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).
Whenever possible, avoid manual handling situations.
If avoidance is not possible, make a proper assessment of the hazard and risks. Reduce the risk of injury by defining and implementing a safe system of work. Review your systems regularly, to monitor the overall effectiveness of the policy
If a child attending Arty Em's Out of School Club requires prescription medication of any kind, their parent or carer must complete a Permission to administer medicine form in advance. Staff at the Club will not administer any medication without prior written consent.
Ideally children should take their medication before arriving at the Club. 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), the Club staff will offer to keep the medication safe until it is required. Inhalers must be labelled with the child’s name.
Arty Em's Out of School Club 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 the Club 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 the Club 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 the Club has a clear statement of the child's medical requirements.
Missing Child Procedure
At Arty Em’s Breakfast and After School Club 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 (eg walking from the school to the Club).
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 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 the Club. 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.
Social Care: 08001313126
Ofsted: 0300 123 1231
Mobile Phone Policy
Arty Em’s Breakfast and After School Club 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 the club’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 cupboard, staff room, kitchen, during working hours.
If a member of staff needs to make an urgent personal call they can use the club phone or make a personal call from their mobile in the cupboard.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 Manager or Deputy.
Under no circumstances may staff use their personal mobile phones to take photographs at the club 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 the club.
The club does not accept any responsibility for loss or damage to mobile phones brought to the club by the children.
Children must not use their mobile phone to take photographs of any kind whilst at the club. If they want a photograph of a particular activity they can ask a member of staff to take one using the club camera.
Visitors’ use of mobile phones
Parents and all other visitors must not use their mobile phone – or any other device - to take photographs within the club. This includes taking photographs of their own children. If they want to have a photograph of their child involved in an activity or at play, parents can ask a member of staff to take one using the club camera.
See also: Safeguarding Children policy.
Safeguarding (Child Protection) Policy
Arty Em's staff are committed to building a ‘culture of safety’ in which the children in our care are protected from abuse, harm and radicalisation.
The Club will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur. The Club’s child protection procedures comply with all relevant legislation and with guidance issued by the Local Safeguarding Children Board (LSCB).
There will be a Child Protection Officer (CPO) available at all times while the Club is in session. The CPO coordinates child protection issues and liaises with external agencies (eg Social Care, the LSCB, LADO and Ofsted).
The Club’s designated CPO is Emily Barratt-Meldrum (owner) Who trained as Lead practitioner in safeguarding and refreshes every two years.The Deputy / on-call CPO is Thomas Miller (Deputy)
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 the Club is obliged to and the incident will be logged accordingly.
Children are vulnerable to abuse by their peers. Peer-on-peer abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of information technology for bullying and abusive behaviour between young people.
Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse:
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. Under the counter terrorism and security Act 2015. 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 the Club’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) 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 initial enquiries are only to ascertain specific information, such as any history of any allegations being made by this individual / family previously, and any history of any allegations being made against the individual being accused in the past, whether the allegation is ‘possible’ (meaning were the people involved actually where they were alleged to have been at the time of the alleged incident, at the alleged time) .
An allegation will be made if the staff member:
- behaved in a way that has harmed a child, or may have harmed a child;
- possibly committed a criminal offence against or related to a child; or
- behaved towards a child or children in a way that indicates he or she would pose a risk of harm to children.
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 the Club 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.
Ofsted will be informed in the event of an allegation as soon as is practicably possible but not exceeding 14 days after the allegation is made.
Any allegations made in the setting will be shared with the designated leads within one working day of them being reported.
If appropriate, the Club or the Local Authority or the LADO will make a referral to the Disclosure and Barring Service ( if the person has been dismissed, or would have been had they not resigned, as it is believed or substantiated, that they have or may harm a child.
Promoting awareness among staff
The Club promotes awareness of child abuse and the risk of radicalisation through its staff training. The Club 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 two 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 brown cupboard, with the other files
the Club’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 the club camera will be used to take photographs of children at the Club, except with the express permission of the manager. Neither staff nor children may use their mobile phones or other devises to take photographs at the Club. We have a full and inclusive policy on the use of mobile phones, cameras and other digital imaging on file in club.
Social Care (First Response): 08001313126
Social Care out of hours contact: 03456042886 or tel:07815 492613
LSCB (Local Safeguarding Children Board): 01785 20277151
Local Authority Prevent Co-ordinator: 01785 232054
Police: 101 (non-emergency) or 999 (emergency)
Anti-terrorist hotline: 0800 789 321
NSPCC: 0808 800 500
Ofsted: 0300 123 1231
Safe Internet Use
Arty Em's Breakfast and Out of School Club recognises that the Internet is a useful resource for both staff and children, for purposes of research, homework and entertainment.
Children will only be allowed to access the Internet at the Club if their parent or carer has given written permission.
A copy of the SMART guidelines will printed out and kept next to the computer. The guidelines will be 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.
If a child encounters something inappropriate on the Internet 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.
We have put in place the following safeguards:
A risk assessment has been undertaken.
The computer is located so that the screen can easily be seen from the rest of the room.
Staff will supervise the use of the Internet.
The computer has an up to date virus checker and firewall installed.
Google SafeSearch Filtering is turned on; children are encouraged to use a child-safe search tool.
The computer’s browser history is regularly checked to monitor which sites are being accessed and all staff and children are informed of this fact.
Safe Recruitment Policy
Arty Em’s Breakfast and After School Club 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.
Upon enquiring about a vacancy, we will send potential candidates:
a job description
a person specification
an application form
a copy of the Club’s Safeguarding Children policy.
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
- 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.
We will notify all candidates selected for interview by letter. All candidates will be asked to bring to the following items to the interview:
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 and full sight of a satisfactory enhanced DBS certificate
- 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 Arty Em’s Breakfast and After School Club 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.
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, 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.
The Club 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. If a member of staff becomes disqualified we will terminate their employment.
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.
Staff Disciplinary Procedure
Arty Em’s Breakfast and After School Club 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.
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.
Stage 1: Formal verbal warning
The manager will give the member of staff a formal verbal warning which must include:
the reason for the warning
that this is the first stage of the disciplinary procedure an explanation of their right to appeal.
A note of the warning will be kept on the staff member’s personnel file, but it will be disregarded after six months if their performance or conduct is satisfactory.
Stage 2: First written warning
If the offence is a serious one, or if there is no improvement, the manager will give the member of staff a written warning which must:
give details of the complaint
warn that a final written warning will follow if there is no improvement in their conduct or behaviour, or if there is a further breach of Club rules
explain their right to appeal.
A copy of the written warning will be kept on their personnel file but will be disregarded after 12 months if their performance or conduct is satisfactory.
Stage 3: Final written warning
If there is still no improvement in the staff member’s performance, the manager will give them a final written warning which:
gives details of the complaint
warns that dismissal will result if there is no satisfactory improvement explains their right to appeal.
A copy of the final written warning will be kept on file, but will be disregarded after 24 months if the performance or conduct of the member of staff remains satisfactory.
Stage 4: Dismissal
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 manager will give the member of staff written reasons for the dismissal, the date on which their employment ends and information about their right to appeal.
Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include:
Failing to comply with health and safety requirements
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 an unfit person 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.
A member of staff wishing to appeal against a disciplinary decision must do so in writing 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. If possible, the registered person, or a member of the management committee or a senior member of staff [delete as appropriate to your setting] who was not involved in the original disciplinary action, will hear the appeal and make an impartial and final decision.
Suspensions and Exclusions Policy
Arty Em’s Breakfast and After School Club 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 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.
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 Proprietor against the exclusion within 14 days of receiving written notification of the exclusion.
Risk Assessment Policy
Arty Em’s Breakfast and After School Club uses its risk assessment systems to ensure that the Club is a safe and secure place for children and staff. All staff are expected to undertake risk assessments as part of their routine tasks.
In line with current health and safety legislation and the EYFS Safeguarding and Welfare Requirements 2012, the Club 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 the Club’s premises
when the particular needs of a child necessitates this.
Note that 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.
If changes are required to the Club’s policies or procedures as a result of the risk assessment, the manager will ensure that the relevant documents are updated and that all staff are informed.
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. The Club will monitor Incident and Accident Records to see whether any pattern to the occurrences can be identified.
See our related policies: Fire Safety and Risk Assessment, Health and Safety, and Manual Handling.
Uncollected Child Policy
Arty Em’s Breakfast and After School Club 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 the Club 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 the Club 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 the Club 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 the Club’s staff, on the Club’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 the Club’s premises, a note will be left on the door of the Club 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 the Club.
Useful contacts First Response team:
Arty Em’s Breakfast and After School Club is committed to the highest standards of openness, probity and accountability. If a member of staff discovers evidence of malpractice or wrongdoing within the Club 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 the Club, 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.
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 the Club’s manager. If, due to the nature of the problem. 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 the club)
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 the Club’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 should 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 the Club 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.
LADO (Local Authority Designated Officer):
First Point team: 01454 866000
LSCB (Local Safeguarding Children Board):
First Point team: 01454 866000
Ofsted: 0300 123 1231
PCAW (Public Concern at Work): 020 7404 6609