POLICIES

Our policies are designed to help ensure a safe, structured and enjoyable environment for all children, families and staff.
Please click below to view each policy.

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At Essex Professional Coaching 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 a Medical Form / Medicine consent form when their child joins the Club, if their child has a medical condition or needs medication.

If a child arrives at our club with a pre-existing injury, parents must pass this information onto our staff through the ‘Attendance Notes’ section of their booking so that our staff are aware prior to their attendance at the club.

We will record any accidents or illnesses, together with any treatment given, on an Incident Report Form, which the parent or carer will be asked to sign when they collect the child.

Essex Professional Coaching 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. For illnesses which have caused vomiting and/or diarrhoea, children must be symptom free for 48 hours before returning to Club.

First aid
The club’s designated first Aider is the settings manager. The designated First Aider has a current first aid certificate and has attended a 12 hour paediatric first aid course. Other members of staff have also received first aid training.

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 if necessary.

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 would also notify senior leadership at the site so that they are aware of the incident.

We will notify HSE under RIDDOR in the case of a death or major injury on the premises (e.g. broken limb, amputation, dislocation, etc – see the HSE website for a full list of reportable injuries).

Our operations manager will follow up directly with parents after each incident when a child could potentially be hospitalised as a duty of care.

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.

In the case of food poisoning, if two or more children looked after at the Club are affected, the Manager will inform Ofsted within 14 days.

The club will also notify Ofsted of any serious accident, illness, injury or death that occurs.

If in any doubt contact local health services for further information.

Ofsted: 0300 123 1231

RIDDOR Incident Contact Unit: 0845 300 99 23
If a child attending an Essex Professional Coaching wraparound club requires 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 such 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 (e.g. 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.

Prescription medication

Essex Professional Coaching staff will only administer medication that has been prescribed by a doctor, dentist, nurse or pharmacist. If a medicine contains aspirin, we can only administer it if it has been prescribed by a doctor. All prescription medication provided must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage.

Non-prescription medication

If a child requires a non-prescription medication to be administered, we will consider this on a case by case basis after careful discussion with the parent or carer. We reserve the right to refuse to administer non prescription medication. Non-prescription medicine does not require a GP prescription before Essex Professional Coaching can administer.

Procedure for administering medication

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

Take steps to check when the last dosage was given

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.

Specialist training

Certain medications require specialist training before use, e.g. 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.

Changes to 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) and the Medication Log must be updated

Long term conditions

If a child suffers from a long-term medical condition then we 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.
Essex Professional Coaching 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.
Any child who is a victim of bullying will be dealt with in a sympathetic manner. If bullying is suspected or reported, the incident will be dealt with immediately by the member of staff informed, and then discussed with the manager. 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 and parents of both parties will be informed.

Essex Professional Coaching 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.

Preventing bullying behaviour
Staff at Essex Professional Coaching 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
Essex Professional Coaching 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 and 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 settings manager.

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.

All incidents of bullying will be reported to the settings manager and will be recorded on an Incident Log.

The settings manager and other relevant staff will review the Club’s procedures in respect of bullying, to ensure that practices are relevant and effective.
Admissions

Essex Professional Coaching is registered with Ofsted. We will provide care for Between 0 – 50 children between the ages of 4 and 12, both before and after school primarily serving the children of the 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:

Siblings of children already attending the club

Those requiring the greatest number of sessions/hours per week

Children that attend the school

Children living in the area attending other schools

Sibling of children who live in the area attending other schools

Registration

When an enquiry regarding places is made, parents or carers will be given all the relevant Club information online, including:

Information regarding availability of places

Details of the Attendance, admissions and Fees policy

Registration information, medical details, parent contract, privacy notice, photo permission

If a place is available and the parent has booked, then the child will be able to attend the Club as soon as the forms are completed through our booking system.

If no places are available, the parent will be informed and the child’s name added to the waiting list. As soon as suitable places become available parents will be informed.

Booking procedure

Parents must complete the necessary details on our online booking system, ie contract, registration, medical, privacy notice, booking and photo permission forms, before their children can attend the club.

Permanent place:

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, one week’s notice in writing is required.

Temporary booking:

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 48 hours notice. If notice is not given, the place will still be charged for.

Fee’s

Fees across our various wraparound settings start from:

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/Universal Credit. We are also registered to accept childcare vouchers and with the Tax-Free Childcare scheme.

Fees are payable monthly in advance

Fees can be paid via electronic transfer, childcare vouchers, direct debit, credit/debit card

There are payment choices for parents to pay either upfront all at once, monthly, or four weekly

Fees are charged for booked sessions whether the child attends or not, however if we’re made aware of absence in line with our policy we willingly issue credit

Payment of fees

Fees are reviewed annually. The Club will consider requests for variation to payment terms on an individual basis. Anyone making these requests should contact our admin team at the earliest opportunity. Any queries regarding fees should be directed to our admin team.

If fees are not paid, the club request payment automatically an additional two times. If the parents or carers are having difficulty making the payment on time we recommend that they get in contact with the admin/finance team and we’ll update their account accordingly.

Where there is no explanation for repeated late payment, our admin team will contact the parents or carers to discuss payment options. Our team may issue a formal warning to the parent or carer informing 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 may have to cancel the child’s place.
Essex Professional Coaching uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the setting across all the schools we work with. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies, and with adults modelling positive behaviour. The club rules are clearly displayed at every session and are discussed regularly. All staff must adhere to this strategy so it is consistently used by all members of the team and so children understand and respect the boundaries, without getting confused about what is expected of them.

Whilst at Essex Professional Coaching we expect children to:

Show good manners towards staff and peers

Comply with the Club rules and follow instructions given

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

Encouraging positive behaviour

At Essex Professional Coaching positive behaviour is encouraged by:

Staff acting as positive role models

Praising appropriate behaviour

Medal rewards

Informing parents about individual achievements

Offering a variety of play opportunities to meet the needs of 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 always be addressed in a calm, firm and positive manner by Essex Professional Coaching staff.

We will undertake a 3-step process for minor disruptions or behaviour issues:

In the first instance, the child will be given a warning to stop the inappropriate behaviour and staff will discuss why the behaviour displayed is deemed inappropriate.

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.

If they persist, the child will be given a timeout from the activity or lesson for a couple of minutes at the side of the room. Staff will give the child an opportunity to explain their behaviour, to help prevent a recurrence.

If timeouts have not worked, then parents will be spoken to at collection to formulate clear strategies for dealing with persistent inappropriate behaviour.

If there is an issue between children within the setting, staff will encourage and facilitate mediation between these children to try to resolve conflicts through discussion and negotiation.

No staff member will ever threaten any punishment that could adversely affect a child’s well-being (e.g. withdrawal of food or drink).

Recording Minor Behavioural Incidents

Team members will record any behavioural incidents that have reached step 3 on the behavioural incident form. These forms will be uploaded onto the shared drive, sent to the DSL and a hard copy will be signed by and given to parents upon collection. If parents do not collect the setting manager will call them the same day as the incident has occured.

Incidents will also be recorded onto a master log by settings managers, recording days incidents occur and a brief description so that any patterns in behaviour can be identified.

If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.

We consider the following to be major disruptions or behaviour issues:

Swearing, Physical Violence, Endangering Self of Others, Discriminatory Behaviour, Bullying, Deliberate Damage or Theft, Dangerous Non-Compliance

We will undertake the following process for managing major disruptions or behaviour issues:

In the event of a major disruption or behavioural issue parents MUST be notified either immediately or at the end of the day depending on the severity of the behaviour

If a member of the team is unsure with how to deal with a major behavioural issue they should contact the appropriate programme management and or safeguarding lead for advice and support

Depending on the severity and repetition of the behaviour the following steps may be undertaken:

Verbal warning & reflection time

Parental communication

Temporary exclusion (only in extreme cases, approved by management and safeguarding lead)

Permanent exclusion (only in extreme cases, approved by management and safeguarding lead)

Recording Major Behavioural Incidents

Team members will record all major behavioural incidents on the behavioural incident form. These forms will be uploaded onto the shared drive, sent to the DSL and a hard copy will be signed by and given to parents upon collection. If parents do not collect the setting manager will call them the same day as the incident has occured.

Incidents will also be recorded onto a master log by settings managers, recording days incidents occur and a brief description so that any patterns in behaviour can be identified.

If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.

If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, the Club may decide to exclude the child in accordance with our Suspensions and Exclusions policy. The reasons and processes involved will be clearly explained to the child.

Physical intervention

Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified, and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible.

If staff are not confident about their ability to contain a situation, they should call the manager or, in extreme cases, the police.

All serious incidents will be recorded on an Incident record and kept in the child’s file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.

Corporal punishment

Corporal punishment or the threat of corporal punishment will never be used at the Club.

We will take all reasonable steps to ensure that no child who attends our Club receives corporal punishment from any person who cares for or is in regular contact with the child, or from any other person on our premises.
At Essex Professional Coaching we aim to work in partnership with parents to deliver a high-quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints policy is displayed on the premises at all times. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.

The settings manager and company operations manager is usually responsible for dealing with complaints. If the complaint is about the manager, the operations manager will investigate the matter. Any complaints received about staff members will be recorded on a Complaints log. Any complaints made will be dealt with in the following manner:

Stage One – Dealt with on site

Complaints about aspects of the club or an individual staff member:

The settings lead will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution

The settings lead is responsible for detailing the complaint on the Complaints log and informing the operations manager or directors that there was an issue

Stage Two – Written complaint to settings lead

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 settings lead

Stage Three – Settings lead investigation

The settings lead will:

Acknowledge receipt of the letter within 7 days

Investigate the matter and notify the complainant of the outcome within 28 days

Inform Essex Professional Coaching directors of the nature of the complaint

Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the setting’s practices or policies because of the complaint

Meet relevant parties to discuss the setting’s response to the complaint, either together or on an individual basis including a company director if deemed necessary

If child protection issues are raised, the settings lead will refer the situation to Essex Professional Coaching’s Child Protection Officer & Directors, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the settings lead will contact the police.

Stage Four - Making a complaint to Ofsted

If the parent or carer is not satisfied with the companies response to their complaint, they can submit a complaint directly to Ofsted in regard to the provision their child has received. Ofsted will consider and investigate all complaints. Ofsted’s address is: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD

Telephone: 0300 123 1231 (general enquiries)

0300 123 4666 (complaints)
At Essex Professional Coaching, we respect the privacy of children attending our setting and the privacy of their parents/carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at Essex Professional Coaching, can do so with confidence that their personal data is being kept secure.

At Essex Professional Coaching, we handle personal data relating to a living individual who can be identified from that information. We also hold Sensitive Personal Data which is any data that can be used in a discriminatory way, for example: religion, ethnicity, medical conditions, behavioural needs, (anything that can be viewed as information that can be used to bully). At Essex Professional Coaching, data is held in electronic format.

Data Protection Law:

The Data Protection Act 1998 and Data Protection Act 2018 and GDPR compliancy describes how organisations such as Essex Professional Coaching must collect, handle and store personal information. This Policy is to comply with both the Law and Good Practice of Essex Professional Coaching and respect individual rights and will include: Staff, Individual Children and Families of Essex Professional Coaching.

These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles. These say that personal data must:

Be processed fairly and lawfully

Be obtained only for specific, lawful purposes

Be adequate, relevant and not excessive

Be accurate and kept up to date

Not be held for any longer than necessary

Processed in accordance with the rights of data subjects

Be protected in appropriate ways

Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection

This Policy applies to information held at/by Essex Professional Coaching at their offices in Mayfly Way, Ardleigh, Colchester and online at individual settings in schools.

This Policy supports and protects Essex Professional Coaching from data security risks, including:

Breaches of Confidentiality: For instance, information being given out inappropriately.

Failing to offer choice: For instance, all individuals should be free to choose how Essex Professional Coaching uses data relating to them

Reputational Damage: For instance, Essex Professional Coaching could suffer if hackers successfully gained access to sensitive data

Breach of Security: For instance, allowing access to data by someone unauthorised

Responsibilities:

Essex Professional Coaching recognise that there may be issues that arise which are sensitive and should not be discussed in an open forum. Management, Staff and volunteers are expected to maintain confidentiality about all issues relating to individuals, families, children and staff contracted by Essex Professional Coaching.

Data Protection forms part of staff’s induction. There will be times when staff will discuss particular issues within a staff meeting or other meetings, but these are not to be discussed outside the meeting/setting. The Management will also discuss matters relating to staff and these discussions will also be kept to the confines of the meeting/setting.

Essex Professional Coaching recognises that personal information is given to us for specific reasons only and we take our duty of care regarding confidentiality very seriously. All records are kept confidential and secure on and off site. Everyone who works for Essex Professional Coaching has a responsibility for ensuring data is collected, stored and handled appropriately. Each staff member that handles personal data must ensure that is handled and processed in line with this Policy, Data Protection Principles and Data Protection Registration Requirements. Data will only be shared with third parties for the safety and well-being of the children in our care. We will only share information about a child/ren 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, it will be accurate and up to date information and we will record this, clearly stating our reasons. Our primary commitment is to the safety and well-being of the children in our care.

Confidentiality:

At Essex Professional Coaching we respect confidentiality in the following ways:

We will only ever share information with a parent/carer about their own child.

Information given by parents/carers to Essex Professional Coaching 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 Essex Professional Coaching, except with the DSL and the relevant staff/volunteers

Staff/volunteers only discuss individual children for purposes of planning and group management.

Staff/ volunteers 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 and fireproof cupboard, on a password protected computer / passcode-locked phone.

Students or DofE students who are on work placements and volunteers are informed of our Data Protection policy and are required to adhere to it

Data Minimisation and Accuracy

Essex Professional Coaching will only collect personal data for specified, explicit and legitimate reasons. We will explain these reasons to the individuals when we first collect their data.

If we want to use personal data for reasons other than those given when we first obtained it, we will inform the individuals concerned before we do so and seek consent where necessary.

Staff must only process personal data where it is necessary in order to do their jobs.

When staff no longer need the personal data they hold, they must ensure it is deleted or anonymised. A systematic destruction of documents is carried out at the end of the academic year.

Right to Erasure:

We will only delete photos/digital images and videos from our website, promotional material and Facebook page if it is reasonable to do so and is not going to involve disproportionate effort. We refuse to destroy any data that we must hold for statutory reasons, such as Health and Safety and Safeguarding data and there might be times when we refuse to comply with a request for erasure for certain reasons. Data that Essex Professional Coaching collects is to protect the interests of parents/carers/children/staff and we ensure we are not using data in ways that are deemed as intrusive or which could cause harm unless we have very good reason.

Subject Access Request:

Parent’s/carers/children/staff have a right to request and see all of their data that Essex Professional Coaching holds about them. We will provide the requested information in easy formats such as PDF/XLS/CSV or as soon as practicable or within 30 days (whichever is the sooner) If our data is found to be incorrect or out of date, we will update it promptly.

Parents/carers can ask us to delete data, but this may mean that we can no longer provide care to the child, as we have a legal obligation to keep certain data. In addition, even after a child has left our care, we have to keep some data for specific periods, so won’t be able to delete all data immediately. Similarly, Staff/ volunteers can ask us to delete their data, but this may mean that we can no longer employ them, as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment, we have to keep some data for specific periods, so won’t be able to delete all data immediately. 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).

Data Auditing and Monitoring

Essex Professional Coaching will undertake regular monitoring of the data we hold, what it is being used for and how long it is stored. Data obtained will be used to inform future policies and procedures, target marketing and to ensure compliance with GDPR guidelines and the Data Protection Act. If any data is no longer needed it will be destroyed as set out below.

Data Storage and destruction:

Essex Professional Coaching data is stored on site securely in a locked fireproof cabinet; staff personnel records are also stored in this way and/or on Essex Professional Coaching Secure Electronic Database. This electronic data is protected from unauthorised access, accidental deletion, and malicious hacking attempts. All servers and computers used by Essex Professional Coaching are protected by a firewall and security/ encryption software.

Once a child/parent/carer/staff/volunteer/visitor has left Essex Professional Coaching, their data will be held for 2 months after the current academic year has ended and a further 2 years thereafter. After which, all data will be destroyed unless the data is regarding Health & Safety and Safeguarding purposes. When Essex Professional Coaching retains data that is relating to Health & Safety /Safeguarding, it will not be shared unless required by Law. Any electronic data will be deleted after the referred to time period and removed from the recycle bin which will also be emptied at this time. Paper data will be shredded using a crosscut shredder within the referred to time period. Any personal and payroll data forms part of HMRC requirements and will be kept for legal reasons.
E-Safety encompasses internet technologies and electronic communications such as mobile phones and wireless technology. It highlights the need to educate children and young people about the benefits and risks of using new technology and provides safeguard and awareness for users to enable them to control their online experiences.

Essex Professional Coaching’s e-safety policy will operate with other policies including those for behaviour, bullying and safeguarding.

Good Habits:

E-safety depends on effective practice at a number of levels;

Responsible ICT use by staff and children

Restrictions placed by effective management of content filtering

Prevention of gaining unauthorised content

Why is internet use important?

The purpose of the internet in Essex Professional Coaching’s setting, is to raise educational standards and a necessary tool for learning. Access to the internet is therefore an entitlement for children who show a responsible and mature approach to its use. Our club has a duty to provide children with quality internet access.

Children will use the internet outside of the club and will need to learn how to evaluate internet information and to take care of their own safety and security.

How can internet use enhance learning?

The club’s internet access will be designed expressly for children’s use and includes filtering appropriate to the age of the children.

Children will be taught what internet use is acceptable and what is not and given clear objectives for internet use

Staff should guide children in online activities that will support learning outcomes planned for the child’s age and maturity

Children will be educated in the effective use of the internet

World Wide Web
If staff or children discover unsuitable sites, time and content must be reported to the manager so action can be taken. Staff will ensure that the use of internet derived materials by children, and staff complies with copyright law.

Email

Children do not have access to e-mail accounts on the club system

Children are advised to immediately tell an adult if they receive offensive email at home or at school

Children are advised not to reveal personal details of themselves or others in email communication or arrange to meet anyone without specific permission.

The forwarding of chain letters is not permitted

Social Networking

The club should block/filter access to social networking sites and newsgroups unless a specific use is approved

Children will be advised never to give out personal details of any kind which may identify them or their location

Children should be advised not to place personal photos on any social networking space

Children should be advised on security and encouraged to set passwords, deny access to unknown individuals. Children should be encouraged to invite known friends only and deny access to others

If staff are contacted by children or parents through the use of social networking sites it should be reported to the manager and logged.

Filtering

The club will work in partnership with the primary school and the local authority to ensure filtering systems are in place.

Managing emerging technologies

Emergency technologies will be examined for educational benefit and risk assessment will be carried out before use in the club is allowed. Mobile phones are not allowed in the club with children. If a child is found with a mobile phone it will be taken from them and placed in a locked cupboard, parents will then be contacted and it will be the parents’ responsibility to collect the phone from the club.

Published content and the school website

The contact details of the website should be the clubs address, email and telephone number. Staff or children’s personal information will not be published. The Manager or nominee will take overall editorial responsibility and ensure that content is accurate and appropriate.

Information system security

Virus protection will be installed and updated regularly

Security strategies will be discussed with the local authority

Protecting personal data

Personal data will be recorded, processed, transferred and made available according to the Data Protection Act 1998.

Assessing Risks

The club will take reasonable precautions to prevent access to inappropriate material. However, due to the international scale and linked internet content, it is not possible to guarantee that unsuitable material will never appear on the club’s computer. The club cannot accept liability for the material accessed or any consequences of internet access. The club should audit ICT use to establish if the e-safety policy is adequate and that the implementation of the e-safety policy is appropriate.

Handling e-safety complaints

Complaints of internet misuse will be dealt with by the settings manager

Complaints of a child protection nature must be dealt with in accordance with the club’s child protection procedures

Children and parents will be informed of the complaints procedure

E-Safety Rules

These e-safety rules help to protect children and the club and describe acceptable and unacceptable computer use. The club owns the computer network and can set rules for its use.

It is a criminal offence to use a computer or network for a purpose not permitted by the club

Irresponsible use may result in the loss of network or internet access

Network access must be made via the users authorised account and password, which must not be given out to any other person

All network and internet use must be appropriate to education

Copyright and intellectual property rights must be respected

Messages shall be written carefully and politely, particularly as email could be forwarded to unintended readers

Anonymous messages and chain letters are not permitted

Users take care not to reveal personal information through email, publishing, blogs or messaging

Use for personal financial gain, gambling, political activity, advertising or illegal purposes is not permitted.
Essex Professional Coaching will make every effort to keep the Club open, but in exceptional circumstances, we may need to close at short notice. This decision will not have been taken lightly and may well have been determined by an external body such as the local authority. Should this situation arise, we will make every effort to minimise the inconvenience, to staff, children and parents, and will aim to re-open as soon as is practicable.

Possible reasons for emergency shutdown of the Club include, but are not limited to:

Serious weather conditions

Heating system failure, burst water pipes, or loss of power supply

Fire or bomb scare/explosion

Death, or serious accident or illness, of a member of staff or child

Assault on a staff member or child

Directive by government agency (e.g. health authority, environment agency, security services, etc)

Should we need to evacuate the premises whilst the Club is in session, we will follow our Emergency Evacuation procedure.

Notifying parents of closure

If the Club is forced to close at short notice the Manager will use the emergency contact details we have on file to notify parents as soon as possible by phone, email, text or social media. To ensure that all parents receive the information, we will post a notice on the main entrance door of the Club premises. In addition, we will notify the feeder schools, and ask that they display a notice informing parents of the closure. If the Club has been forced to close for a specific period of time, we will also inform parents of the planned date for reopening.

Session fees

There will be no refund of fees if the Club closes for a one-off short-term incident e.g. a snow day.

In the event of a prolonged forced closure, we must ensure that the Club remains financially viable. We have fixed costs which continue even when the club is closed. If the closure is forced by an event that is covered by our insurance, we will not charge for sessions when we are closed. Unfortunately, not all events can be insured against, so in situations that are not covered by our insurance we must still charge full fees. Please feel free to contact Essex Professional Coaching if you wish to query this further.
At Essex Professional Coaching, we will ensure that we provide a safe and caring environment, free from discrimination, for everyone in our community including children with additional needs.

The legal framework for this policy is the Equalities Act 2010. The legislation provides protection against discrimination for people who share the following protected characteristics:

Age

Disability

Gender reassignment

Marriage and civil partnership

Pregnancy and maternity

Race

Religion and belief

Sex

Sexual Orientation

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.

Racial harassment

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).

Promoting equal opportunities

The Club’s Equal Opportunities Named Coordinator (ENCO) is Adam Hampson. 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’s Rights

Central to all good inclusive practice are children’s rights. By using the principle that inclusion is a right for all children, Essex Professional Coaching aims to make sure that every child:

has an equal chance to learn and develop.

participates equally in activities.

is given the opportunity to communicate in their preferred way.

has their individual needs known and met.

feels safe and know they belong.

is valued as a unique individual.

feels confident about their identity.

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.

Staff and Employment

We are an equal opportunity employer; posts are advertised and all participants are judged against explicit and fair criteria. All job descriptions include a commitment to equality and diversity as part of their specifications. We will consider positive action when recruiting to posts, to attract people from under-represented groups into our workforce. All new staff will receive an induction which includes reading policies and participating in inhouse training. All staff are expected to abide by the principles of the Equality, Diversity and Inclusion Policy. Should staff encounter discrimination against themselves, the grievance procedure is detailed in the staff handbook.

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.

HEAR. If you hear it, don’t let it pass or walk away. Challenge it. Practitioners must always actively intervene if children, students or staff are laughed at, called names or injured because they are different in some way.

SUPPORT. The victim must be given immediate comfort and the issue addressed with the perpetrator in a sensitive and supportive way immediately after the incident. It must be clearly explained to the perpetrator that what has happened is wrong and hurtful and that it will not be condoned.

RESPOND. Say at once that this behaviour is not allowed in the Nursery.

INFORM. Point out untrue statements and give correct information.

ACTION. Anyone listening or overhearing the incident must be helped to understand that what was said or done was wrong, hurtful and unacceptable (this can be done through group circle time).

A member of the senior team will inform the parent/carer of both the perpetrator and the victim of any discriminatory incident in a non- threatening way as soon after the incident.
Essex Professional Coaching are committed to meeting the requirements of the Statutory Framework for the Early Years Foundation Stage 2017 (EYFS). EYFS applies to all children from birth through to the end of their reception year. More information about EYFS is available from the Department for Education’s website.

There is designated manager at each setting is who is responsible for:

Identifying EYFS children when they join the Club, and informing the other staff

Determining the primary EYFS provider (typically, the school) for each child

Assigning a key person for each EYFS child

Implementing a communication book, so that the parents, Club and the primary EYFS provider can easily exchange information

Agreeing information sharing policies with the primary EYFS provider and gaining parental consent for this where necessary

Liaising with the primary EYFS provider to discuss what support the Club offers to EYFS children

The Club provides a mix of adult-led and child-initiated activities. The Club always follows play principles, allowing children to choose how they occupy their time, and never forces them to participate in a given activity.

We recognise the four overarching principles of EYFS:

A Unique Child: Every child is constantly learning and can be resilient, capable, confident and self assured. We use positive encouragement and praise to motivate the children in our care.

Positive Relationships: Children learn to be strong and independent through positive relationships. We aim to develop caring, respectful, professional relationships with the children and their families.

Enabling Environments: Children learn and develop well in environments in which their experiences respond to their individual needs and where there is a strong partnership between practitioners and parents/carers. We observe children in order to understand their current interests and development before planning appropriate play-based activities for them.

Children develop and learn in different ways and at different rates. The EYFS framework covers the education and care of all children in Early Years provision, including children with special educational needs and disabilities. We tailor the experiences we offer the children in our care according to their individual needs and abilities.
Essex Professional Coaching understands the importance of fire safety. To this end:

Staff are aware of the location of all fire exits, the fire assembly point and where fire safety equipment is stored.

Children are introduced to the fire safety procedures during their settling in period and through regular fire drills at the school

All children are shown the location of fire exits and the fire assembly point.

Fire doors and fire exits are clearly marked, are not obstructed at any time and are easily opened from the inside.

Fire doors are kept closed at all times but never locked.

All fire drills are recorded in the Fire Drill Log.

The Club has notices explaining the fire procedures

Fire prevention

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

Ensuring that power points are not overloaded with adaptors.

Ensuring that the club’s no smoking policy is always observed.

Checking for frayed or trailing wires.

Checking that fuses are replaced safely.

Storing any potentially flammable materials safely.

PLEASE NOTE: ALL EMERGENCY EVACUATION OF THE BUILDING MUST FOLLOW THIS PROCEDURE: (For example - Fire, Gas leak, Bomb alert)

It is imperative that all fire doors are used only in the event of an emergency and are kept closed at all other times.

IF YOU DISCOVER A FIRE: Immediately operate the nearest fire alarm call point.

ON HEARING THE ALARM: All Staff and Helpers – immediately evacuate the building, taking all children in your charge through the nearest exit and check immediate area is free of children.

SETTINGS MANAGER – call the Fire and Rescue Service and carry out sweep of club areas.

STAFF MEMBERS IN HALL OR OTHER LOCATIONS - Pick up registers, visitors book, grab bag immediately and leave the building through the nearest exit.

• Always use the nearest exit and close doors on leaving

•Do not stop to collect personal belongings

•Do no re-enter the building

Assembly Point:

All to assemble on the school field for roll call and report to the person in charge.

•The settings manager will verify that the fire and rescue service has been called. In the event of a missing person, report immediately to the settings manager or person in charge. DO NOT GO BACK INTO THE BUILDING.

•In the event of a missing person thought to be still in the building, the person in charge will aim to locate their whereabouts from outside the building in order to inform the Fire and Rescue service.

In the event of it being impossible to return to the building, the settings manager will contact parents to come and collect the children.

Responsibilities of the Fire Safety Officer

The Club’s Designated Fire Safety Officer is the settings manager. 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 on the register and a copy stored off premises.
Policy statement

This policy applies to any individual preparing food at any Essex Professional Coaching wraparound setting. Essex Professional Coaching will provide and/or serve food for children on the following basis:

Breakfast
Afternoon snack/meal

We maintain the highest possible food hygiene standards regarding the purchase, storage, preparation and serving of food.

Food Safety

It is the responsibility of Essex Professional Coaching to ensure that all food brought on to the premises complies with the Food Safety (1990) Act and that only reputable suppliers are used.

A risk assessment must be completed to minimise any possible risk of food contamination.

In accordance with the Food Safety (Temperature Control) Regulations (1995) Essex Professional Coaching team members will be responsible for ensuring that adequate provision is made for storage of all food at all times.

All food handlers are trained in food hygiene matters as required by the Food Safety (General Food Hygiene) Regulations 1995.

All settings and equipment used for the preparation, serving or storage of food shall be in an appropriate sanitary state.

All food handlers must be medically fit for the purpose of handling food.

When preparing food, staff (kitchen or general) will observe current legislation regarding food hygiene and training by:

Always washing hands with antibacterial soap and hot water before and after handling food and using the toilet

Using clean, disposable cloths

Not being involved in food preparation if they are unwell

Holding a current Food Hygiene certificate

Making sure all fruit and vegetables are washed before being served

Any cuts, spots or sores on the hands and arms must be covered completely with a waterproof dressing

How food is stored

Food is bought on a weekly basis and is stored in lines with the storage labels on the food. Refrigerated food is stored at 8 c or below. Fresh food will be stored in the fridge using the following layout:

Cleaning of Food Storage Areas

Every week the fridge is thoroughly cleaned and all items in the fridge are checked for freshness, and all food past their use by or best before date are correctly disposed of.

Shelves and drawers are removed and cleaned with antibacterial cleaner

The inside walls are cleaned from top to bottom with anti-bacterial cleaner

The seals around the fridge are cleaned to ensure no spillages or stains

Freezers are defrosted (on non-frost-free) and cleaned once a month following the same procedure

Cleaning of food preparation surfaces

Food preparation areas are cleaned before and after use with antibacterial cleaner

There are separate facilities for hand-washing and for washing-up

All surfaces are clean before food preparation takes place

All utensils, crockery etc. are cleaned after use and stored appropriately. Sharp knives must be locked away

Cleaning materials and other dangerous materials are stored out of children's reach

Children do not have unsupervised access to the kitchen

Safe preparation of food

Good Food Practices

Food handlers must ensure that they follow the code of personal hygiene required, e.g. wash hands, aprons worn and hair to be tied back

All children are reminded to wash their hands with anti-bacterial handwash before eating

Spills to be wiped up immediately and food picked up off the floor to avoid any hazards.

Temperatures of fridge / freezer to be checked every day

All food must be kept covered until it is served

Washing up must be carried out immediately after meals

Tables and chairs must be wiped with an anti-bacterial spray before and after use

Sink and draining board and surfaces must be wiped

All dietary requirements of the children will be catered for, i.e. vegetarians, non dairy etc.

Cleaning work surfaces with an anti-bacterial spray after each use instead of soapy water

Aprons to be worn whilst preparing food

Towels to be washed after use

The kitchen door should be kept closed at all times

The kitchen should be maintained by all staff (who hold the Food handlers certificate) using the kitchen
Essex Professional Coaching 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.

Essex Professional Coaching has appropriate insurance cover, including employer’s liability insurance and public liability insurance.

Each member of staff follows Essex Professional Coaching 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 setting

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 operations manager and setting lead hold ultimate responsibility and liability for the safe operation of the setting. The designated health and safety officer is the operations manager.

A copy of the current Health and Safety At work poster is displayed (poster is available here: http://www.hse.gov.uk/pubns/books/lawposter.htm )

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 setting lead

The setting lead 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.

Children are only allowed in the kitchen if properly supervised

A working telephone is always available on the premises

Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.

External pathways are cleared in severe weather.

Environment checks are carried out regularly in accordance with our Risk Assessment policy.

Security

Children are not allowed to leave the Club premises during the session unless prior permission has been given by the parents

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.

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 toys and equipment are disposed of promptly.

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

Staff at our clubs 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.

Lead staff are trained in food hygiene and follow appropriate guidelines.

Waste is disposed of safely and all bins are kept covered.

Staff ensure that children wash their hands before handling food or drink and after using the toilet.

Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids

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

Staffing Levels

Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken.

Related Policies

See also our related policies: Illness and Accidents, Emergency Evacuation, Healthy Eating, Safeguarding, Administering Medication, Risk Assessment, Manual Handling, Fire Safety
At Essex Professional Coaching (EPC), we are committed to providing an inclusive, welcoming and safe environment where every child is valued, respected and supported to access our provision.

We believe every child has the right to participate, belong, develop and enjoy positive experiences regardless of their background, ability, special educational needs, disability, medical needs, family circumstances or vulnerabilities. We recognise that some children may require additional support, reasonable adjustments or specific planning to enable them to access our holiday clubs, wraparound care and wider childcare provision safely and successfully.

We work in partnership with parents/carers, children and relevant professionals to understand individual needs and put appropriate support in place wherever reasonably possible. Admission decisions will always be based on our ability to safely meet a child’s needs, whilst ensuring the wellbeing, safety and positive experience of all children attending.

This policy operates in line with:

Early Years Foundation Stage (EYFS) Statutory Framework

SEND Code of Practice

Equality Act 2010

Working Together to Safeguard Children

EPC Safeguarding & Child Protection Policy

Inclusion Principles

EPC will:

promote equality of opportunity for all children

make reasonable adjustments to remove barriers to participation

create an environment where children feel safe, valued and included

work proactively with families to understand individual needs

support children with SEND, medical needs, emotional wellbeing needs and safeguarding vulnerabilities

ensure staff understand their role in inclusive practice

review support arrangements where needed to ensure provision remains suitable

We recognise inclusion does not mean identical provision for every child, but fair and appropriate support based on individual need.

SEND Leadership

EPC will appoint a designated SEND Lead responsible for overseeing support for children with special educational needs or disabilities.

SEND lead: Kane Hipkin – Operations Manager

The SEND Lead will be responsible for:

supporting admissions decisions involving additional needs

advising site leaders and staff

supporting risk assessments and individual plans

coordinating support strategies

liaising with external professionals where appropriate

promoting inclusive practice across EPC provision

identifying staff development needs relating to SEND

Site leaders are responsible for implementing agreed support arrangements day to day and liaising with parents/carers.

We work in partnership with Entire Club Charity who provide specialist consultancy and training to support inclusive practice and help ensure children’s individual needs are understood and appropriately supported.

Admissions & Suitability Assessment

EPC welcomes children of all backgrounds and abilities.

To help us provide safe and appropriate care, parents/carers must disclose relevant information during registration or booking, including:

SEND diagnoses or additional support needs

medical conditions

allergies

behavioural support needs

communication needs

toileting/intimate care requirements

emotional wellbeing needs

safeguarding vulnerabilities

looked after / previously looked after status

court orders or collection restrictions

Where additional needs are identified, EPC may complete a suitability assessment before confirming attendance.

This may involve:

a parent/carer discussion

review of support needs

staffing assessment

environmental risk review

medical review

individual risk assessment

consultation with relevant professionals where appropriate

EPC will make reasonable adjustments wherever safely possible. In some circumstances, attendance may need to be delayed while suitable arrangements are put in place.

Any decision to defer attendance will be based solely on safety, suitability and operational capacity—not on diagnosis, disability or background

Supporting Children with SEND

EPC is committed to supporting children with SEND through appropriate reasonable adjustments where possible.

Support may include:

visual timetables

transition support

quiet or calm spaces

adapted activities

flexible routines

communication adaptations

sensory considerations

staffing adjustments where feasible

individual support planning

Some children may require an Individual Support Plan or Risk Assessment prior to attendance.

Vulnerable Children

EPC recognises that some children may be particularly vulnerable, including:

looked after children

previously looked after children

children subject to safeguarding plans

children with emotional wellbeing needs

children who have experienced trauma or adverse experiences

children with attachment-related needs

Where relevant, EPC will work with families and appropriate professionals to ensure safe and supportive arrangements are in place.

Medical Needs

Where children have medical conditions, EPC will work with parents/carers to determine safe arrangements.

This may include:

medication forms

written parental consent

healthcare plans

staff briefings

emergency procedures

trained staff arrangements

Where EPC cannot safely meet a child’s medical needs, attendance may be deferred until suitable arrangements are established.

Behaviour, Safety & Risk Management

Where behaviour presents a potential safety concern, EPC will work with parents/carers to understand:

triggers

successful strategies

supervision needs

de-escalation approaches

absconding risks

physical safety risks

Risk assessments may be completed where appropriate. EPC reserves the right to delay attendance where immediate safe support cannot be provided.

Staffing & Training

EPC is committed to ensuring staff are equipped to support inclusive practice.

Training may include:

safeguarding

SEND awareness

autism awareness

ADHD / neurodiversity awareness

positive behaviour support

trauma-informed practice

inclusive activity adaptation

medical needs awareness

communication support strategies

Staff will receive relevant information about children on a need-to-know basis to support safe care.

Confidentiality & Information Sharing

EPC respects the confidentiality of children and families.

Information relating to additional needs, vulnerabilities or safeguarding concerns will:

be stored securely

only be accessed by authorised personnel

be shared only where necessary to support the child’s safety, welfare or care

be managed in line with safeguarding and data protection requirements

Safeguarding concerns will always override confidentiality where required. No information will be released about a child and the parent/legal guardian during enrolment or transition to another receiving program or school without first receiving the written permission of the parent/guardian.

Partnership with Parents & Professionals

EPC believes strong partnership working leads to better outcomes for children.

We will:

communicate openly and sensitively with families

seek relevant information before attendance

review support where needed

work collaboratively with professionals where appropriate

Parents/carers are expected to provide accurate and up-to-date information. Many children with disabilities or other special needs are supported by developmental and educational professionals such as therapists, teachers and others. Essex Professional Coaching welcomes those professionals and works with them to assure the child’s success and determine the best strategies to support the child in the group setting.

Monitoring & Review

This policy will be reviewed annually or sooner where:

legislation changes

Ofsted guidance changes

operational learning identifies improvements

safeguarding updates require amendment
Ensuring the smooth conclusion of your child's session is crucial at EPC. We kindly remind parents/carers of their responsibility to collect their child promptly, with the latest collection time being 6:00 pm at our wraparound provisions.

We appreciate your proactive communication and request that you make alternative arrangements for collection. After the first occasion, please be aware that a late collection charge of £5.00 per child will be applied for each 10 minutes of lateness after 6pm.

If a child is persistently collected later than the agreed time (more than 2 times excluding the one grace occasion) for the 4:30PM or 5:15PM slots an additional charge will be incurred. The charge will be based on the next booking slot rate.

Should a child be persistently collected later than the agreed time (more than 2 times in one-half term), EPC reserves the right to withdraw the child's place from any wraparound provision.
The safety of pupils is paramount and is the highest priority at all times. Every attempt is made to ensure the security of pupils is maintained at all times. Registration is taken periodically throughout sessions as well as head counts.

Entrance and exit procedures have been put in place in order to maximise the safety of all children attending.

If a child cannot be located, the following steps will be taken:

All staff will be informed that the child is missing including the DSL

Staff will conduct a thorough search of the premises and surrounding area

After 10 minutes the police will be informed. The manager will then contact the child’s parents or carers

Staff will continue to search for the child whilst waiting for the police and parents to arrive

We will maintain as normal a routine as possible for the rest of the children at the club being careful not to create an atmosphere to panic

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.
Essex Professional Coaching has 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
If a member of staff needs to make an urgent personal call they can make a personal call from their mobile in the staff kitchen or outside.

Children’s use of mobile phones
Essex Professional Coaching actively discourages children from bringing their phones and other electronic devices into 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.
Essex Professional Coaching 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 Statutory Framework for the Early Years Foundation Stage (2021), 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

when we take the children on an outing or visit.

Not all risk assessments need to be written down. Staff will decide, in consultation with the manager, which risk assessments need to be formally recorded. However risk assessments related to employment and the working environment will be always be recorded in writing so that staff can refer to them.

If changes are required to the Club’s policies or procedures as a result of the risk assessment, the manager will update the relevant documents and inform all staff.

Daily checks

Before the children arrive at the club each day, we will complete a daily environment check form/carry out a visual inspection of the equipment and the whole premises (indoors and out). Environment check forms will be reviewed regularly, to ensure that hazards are removed, and repairs are implemented in a timely manner. 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 (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.

Related policies

See our related policies: Fire Safety and Risk Assessment, Health and Safety, and Manual Handling.
Essex Professional Coaching is committed to building a ‘culture of safety’ in which the children in our care are protected from abuse, harm and radicalisation.

We acknowledge our duty to act appropriately with regards to any allegations towards a member of staff or volunteer, or towards any disclosures or suspicion of abuse and our duty of care to safeguard children as detailed under the Children Acts’ 1989 and 2004 and Working Together to Safeguard Children 2018.

EPC Staff and volunteers will:

Be kept updates with regards to changes in legislation and policies for the protection of children and young people

Undertake relevant and appropriate development and training in relation to safeguarding children

Be fully DBS checked before working with children and young people (Following the Safeguarding Vulnerable Groups Act 2006)

Be aware of their responsibilities and duty of care in safeguarding children and young people and reporting concerns as appropriate

Uphold an appropriate behaviour management strategy and code of conduct for participants, sharing this with them on a regular basis

We will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur and all children will be treated equally and with respect and dignity with the welfare of the individual being of the highest priority.

There is a Designated Safeguarding Lead (DSL) available at all times while our camp’s are in session. The DSL coordinates safeguarding, and child protection issues and liaises with external agencies (e.g. Social Care and Ofsted).

Essex Professional Coaching’s designated DSL’s is Kane Hipkin (Operations Manager). Karl Andrade & Adam Hampson (Both Directors) are the companies deputy safeguarding leads. The DSL’S can be contacted on the following office phone (01206 670237) or mobile contacts below:

Kane – 07523 337893                         Adam – 07976 931040                          Karl – 07870 806968

If none of the Safeguarding Leads are available, advice should be immediately sought from: The First Response Team on 03456 037627.

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

reasons to suspect neglect/abuse outside the setting, e.g. in the child’s home, or that a girl may have been subjected to (or is at risk of) female genital mutilation (FGM), or that the child may have witnessed domestic abuse

inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention, or inappropriate sharing of images

If child 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 we as a provider being informed of the concern is obliged to and the incident will be logged accordingly.

Female genital mutilation (FGM)

FGM is an illegal, extremely harmful practice and a form of child abuse, and is therefore dealt with as part of our existing safeguarding procedures. All of our staff receive training in how to recognise when girls are at risk of FGM, or may have been subjected to it.

If FGM is suspected or disclosed - We will follow the same procedures as set out above for responding to child abuse.

Peer-on-peer abuse

Children are vulnerable to abuse by their peers. Peer-on-peer abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of information technology for bullying and abusive behaviour between young people.

Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse:

Sexual activity (in primary school-aged children) of any kind, including sexting

One of the children is significantly more dominant than the other (e.g. much older)

One of the children is significantly more vulnerable than the other (e.g. 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. The Prevent Duty is part of the UK Counter Terrorism Strategy (CONTEST), based on the Counter Terrorism and Security Act of 2015.There are many reasons why a child might be vulnerable to radicalisation, e.g.:

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 DSL.

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 Essex Professional Coaching DSL immediately, who will decide on the appropriate course of action.

For concerns about child abuse, the DSL will contact Social Care. The DSL 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 DSL will contact the Essex Safeguarding Children board. For more serious concerns the DSL will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the DSL will contact the Police using 999.

Allegations against staff

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

The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it.

The allegation must be reported to the Local Authority Designated Officer (LADO) and to Ofsted. The LADO will advise if other agencies (For example 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.

If appropriate, the Club will make a referral to the Disclosure and Barring Service.

Promoting awareness among staff

Essex Professional Coaching promotes awareness of child abuse and the risk of radicalisation through its staff training. We ensure that:

the designated DSL has relevant experience and receives appropriate training in safeguarding

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 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 staff meetings

all staff receive basic training in the Prevent Duty and FGM

Use of mobile phones and cameras

Photographs will only be taken of children with their parents’ permission. Only the business camera or ipad will be used to take photographs of children, except with the express permission of the setting manager. Neither staff nor children nor visitors may use their mobile phones to take photographs at our setting.

Delivery of safeguarding training for staff

During induction and onboarding all new staff members are given a thorough briefing on our Safeguarding policy, along with details on the support available and process to carry out should a situation arise. All members of the team on setting have completed either a level 2 or level 3 safeguarding qualification, along with FGM and prevent training.

Procedures to check the suitability of new recruits

Essex Professional Coaching uses safe recruitment practices to ensure that all people working with the children in our care are safe and qualified to do so.

We will notify all candidates selected for an interview by email. 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.

When we have selected the successful candidate, we will make him or her an 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 x2 referees for a reference, including asking them if they have any child protection concerns about the candidate.

We will also 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.

Lockdown Procedures

A lockdown procedure may be necessary in response to an internal or external incident which could pose a risk to the safety of children, staff, or visitors. This may include, but is not limited to: an intruder on site, a violent incident nearby, a security threat, or guidance from the emergency services.

Initiating a Lockdown

The decision to initiate a lockdown will be made by the Designated Safeguarding Lead (DSL) or the most senior staff member present at the setting.

Staff will be alerted clearly and calmly using an agreed signal or verbal instruction (e.g. “LOCKDOWN”).

All staff must act immediately and follow the procedures below.

During Lockdown

Staff will:

Ensure all children are moved quickly and calmly into the nearest safe room or area.

Close and, where possible, lock doors and windows, and draw blinds or curtains.

Turn off lights and keep noise to a minimum.

Position children away from doors and windows.

Maintain constant supervision and provide reassurance to children in a calm manner.

Take a register of children present where safe to do so and report any missing children to the DSL immediately.

Not open doors or leave the room until the all-clear has been given by the DSL or emergency services.

Not use mobile phones unless instructed to do so by the DSL or emergency services.

Contacting Emergency Services

The DSL or senior staff member will contact the Police on 999 if there is an immediate threat.

Staff will follow all instructions given by emergency services.

Parents/carers will not be contacted during the lockdown unless advised to do so by the emergency services, in order to avoid misinformation or panic.

Ending the Lockdown

The lockdown will only be lifted when the DSL or emergency services confirm it is safe to do so.

Staff will account for all children and check for any injuries or distress.

Any concerns or incidents will be recorded on an Incident Record Form.

After the Incident

Parents/carers will be informed as soon as it is safe and appropriate.

A review of the incident and the lockdown response will be carried out by the DSL.

Support will be offered to any child or staff member affected by the incident.

Procedures will be reviewed and updated if necessary.

All staff and volunteers are made aware of the lockdown procedures as part of their induction and safeguarding training, and procedures are reviewed regularly to ensure effectiveness.

Contact numbers

Children and families hub (Social care): 0345 603 7627

Social Care out of hours contact: 0845 606 1212 socialcaredirect@essex.gov.uk

LADO (Local Authority Designated Officer): Contact lado@essex.gov.uk or 03330 139 797

Essex Safeguarding Children Board: 0333 013 8936 or escb@essex.gov.uk

Police: 101 (non-emergency) or 999 (emergency)

Anti-terrorist hotline: 0800 789 321

NSPCC: 0808 800 5000

Ofsted: 0300 123 1231
Essex Professional Coaching uses safe recruitment practices to ensure that all people working with the children in our care are safe and qualified to do so. When recruiting paid staff or volunteers we will follow the procedures set out below.

Advertising the vacancy

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

Initial enquiry

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

a job description

an application link

Interview procedure

We will notify all candidates selected for an interview by email. 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. 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.

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 make him or her an 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 x2 referees for a reference, including asking them if they have any child protection concerns about the candidate. We will also 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. We will also 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.

References
Every member of staff will have a reference obtained for them before they are recruited and these references will be saved on the company shared drive.

EPC will not accept open references, references from a family member or rely on applicants to obtain their references.

We will ensure that electronic references originate from a legitimate source, establish the reasons for the applicant leaving their most recent or current post and contact referee’s if the information provided is vague or insufficient. We will also secure a reference from the relevant employer from the last time the applicant worked with children.

When a new member of staff starts work at Essex Professional Coaching 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 with 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.

DBS checks

We will obtain enhanced DBS disclosures for all staff, students and volunteers who will work unsupervised with the children on a regular basis, or who have access to children’s
information. 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.

Disqualification

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.

Immigration status

The management is aware of Asylum and Immigration Act requirements and will check the
ability of all new starters to work in the UK. Candidates are expected to provide documents confirming their status, usually a driving licence, passport, and NI number.
Essex Professional Coaching expects all members of staff to follow our Staff Behaviour Policy, which sets clear guidance on the standards of behaviour required from our staff and volunteers. The guidance aims to encourage staff to meet the highest possible standards of conduct. Club staff are in a position of trust and influence as role models for the children in their care, and as such must demonstrate behaviour that sets a good example to all users of the setting. Club staff also have a responsibility to maintain their reputation and the reputation of Essex Professional Coaching, both during and outside of working hours.

Behaviour

Our staff team are ambassadors for Essex Professional Coaching and we expect them to conduct themselves professionally at all times. Staff should treat anyone attending the Club (children, parents/carers and visitors) courteously and with respect. We expect staff to value all the children as individuals and to comply with the Club’s Equalities policy at all times. Swearing and abusive behaviour are not tolerated from anyone at the Club. If any member of staff exhibits such behaviour, they will be subject to the Club’s disciplinary procedures.

Dress Code

Whilst working at Essex Professional Coaching, staff will need to help to set up and pack away the setting, prepare food, facilitate craft activities and engage in physical activities with the children. The clothing and footwear worn should be chosen accordingly, taking into account comfort, health and safety, and practicality. Revealing or excessively tight clothing is not acceptable. Essex Professional Coaching will provide a budget for individuals to purchase company kit on an annual basis.

Confidentiality and Social Media

Staff must not pass on any information about children attending the Club, or their parents and families, to third parties without their permission. The only exception to this rule is information sharing with specific external agencies if there is a safeguarding issue. (‘Third parties’ includes other parents, friends, other children at the Club, the press, etc.). Posting any material relating to the Club or its users on social media sites (unless expressly permitted by the Manager) is forbidden. Any staff who breach this rule will face disciplinary action. (See our E-Safety and Safeguarding policy for more details)

Use of Mobile Phones and Cameras

Staff personal mobile phones can be kept on them but must only be used during session times in the case of an emergency. 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 a permitted area.

Staff may only use the club camera to take photographs of children at the Club, except with the express permission of the Manager.

Staff must never use their personal mobile phones or cameras to take photographs at the Club during working hours. Doing so will be considered gross misconduct and may result in instant dismissal. (See our Mobile Phone policy and Safeguarding policy for more details.)

Smoking, Alcohol and Drugs

Staff are not permitted to smoke anywhere on the Club premises, including the outside play areas.

Staff are not permitted to bring alcohol or illegal drugs onto the Club premises. If a member of staff arrives at work under the influence of alcohol or drugs they will be asked to leave immediately and disciplinary action will be taken.

If a member of staff is taking prescription drugs which might affect their ability to function effectively, they must inform the Manager immediately. Any prescribed medication needed by a staff member whilst at the Club, must be stored safely in the medical box which will be out of reach and sight of the children attending the Club. (See our Smoking, Alcohol and Drugs policy for more details.)

Gross Misconduct

Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include, but are not restricted to:

Child abuse

Failing to comply with health and safety requirements

Physical violence

Ignoring a direct instruction given by the manager

Persistent bullying, sexual or racial harassment

Being unfit for work through alcohol or illegal drug use

Theft, fraud or falsification of documents

Being disqualified under the terms of the Statutory Framework for the Early Years Foundation Stage (Section 75 of the Childcare Act 2006) or the Children’s Act 1989.

The Manager will investigate the alleged incident thoroughly before any decision to dismiss is made.
Essex Professional Coaching 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 remain being supervised.

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

The child will remain in the care 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 (e.g 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.

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).

Managing persistent lateness

The settings lead will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded to follow their contingency plans if they cannot collect their child as well as get in contact with the settings lead. If a child is persistently collected late then they may lose their place at the club or wraparound setting indefinitely.

Late Fee’s

Essex Professional Coaching has a duty of care to ensure that collection of children takes place at the agreed time and in club hours. Late collection causes additional overheads for the organisation, and potentially unnecessary distress for a child and our team members.

We appreciate that sometimes there may be circumstances beyond parent/carer control affecting the prompt collection of your child. If parents know they are going to be late collecting the child in our care they are asked to call at the earliest opportunity and discuss with the settings lead the arrangements for the collection.

Please note that a late collection fee of £5 per child will be applied for each 10 minutes of lateness after 6pm. Unless agreed otherwise by the settings lead, for example in exceptional circumstances.

If a child is persistently collected later than the agreed time (more than 2 times excluding the one grace occasion) for the 4:30PM or 5:15PM slots an additional charge will be incurred. The charge will be based on the next booking slot rate.

Should a child be persistently collected later than the agreed time (more than 2 times in one-half term), EPC reserves the right to withdraw the child's place from any wraparound provision.

POLICIES

Our policies are designed to help ensure a safe, structured and enjoyable environment for all children, families and staff. Please click below to view each policy.

Our policies are designed to help ensure a safe, structured and enjoyable environment for all children, families and staff.
Please click below to view each policy.