Woodlands After School Club

Quackers After School Club

Terms of Booking and

Policies and Procedures

Effective Date: 24th January 2013

Address: Little Kingshill Combined School

Windsor Lane
Little Kingshill
Great Missenden
Buckinghamshire
HP16 0DZ

Phone: 07747 600009

Email:

Manager: TBC

Supervisor: TBC

Version: 1.1 NOR

Contents

INTRODUCTION 3

1. ADMISSIONS POLICY 4

2. BOOKING PROCEDURE 4

3. DAYS OF SERVICE 5

4. SESSION LENGTHS, COSTS AND LATE COLLECTION FEES 5

5. CANCELLATION & NON ATTENDANCE POLICY 6

6. PAYMENT 7

7. CLUB REGISTER POLICY 7

8. COLLECTION OF CHILDREN POLICY 7

9. ANTI-BULLYING POLICY 8

10. BEHAVIOUR POLICY 10

11. CHILDREN’S RECORD POLICY 11

12. EQUAL OPPORTUNITY POLICY 12

13. SPECIAL NEEDS STATEMENT 12

14. HEALTH AND SAFETY POLICY 13

15. MISSING / LOST CHILD POLICY 17

16. SAFEGUARDING POLICY 17

17. PHOTOGRAPHY AND MOBILE PHONES 19

18. COMPLAINTS PROCEDURE 20

19. GRIEVANCE POLICY 21

20. WHISTLE BLOWING 21

Safeguarding Children – Record of Concern Form 22

Complaints Record Form 24

Behaviour Record Form 26

Medication Policy Form 27

INTRODUCTION

This document contains the current policies and procedures adopted by Quackers After School Club at Little Kingshill Combined School and form our Terms and Conditions of Booking.

You will be provided with a copy of this document on requesting a registration form and copies are also kept at the After School Club at all times.

The policies are open to inspection by staff, parents and carers at any time.

All staff members, parents or carers need to be aware of its contents and must agree to abide by them.

It is deemed that the contents of this document are accepted in full by parents and carers when making a booking.

This document will be reviewed annually or sooner if need be and any changes will be communicated to staff, parents and carers at the time of change.

If there are any queries about these policies they should be brought to the attention of the Supervisor or Manager who will be happy to assist you.

About Quackers After School Clubs

Quackers After School Clubs are part of Quackers Day Nursery. Established in 1994 the nursery was acquired in March 2012 by AFP Childcare Limited due to the retirement of the previous owner.

As well as providing nursery care, we run Breakfast and After School Clubs at the nursery and also onsite at 3 local schools.

In our last Ofsted Inspection in August 2012 we received a rating of “ Good” with 3 elements of outstanding, being, working with parents, working in partnerships and ensuring children adopt a healthy lifestyle .

AFP Childcare Limited is owned by Anthony and Victoria Pickford, parents themselves to a 4 year old daughter.

1.  ADMISSIONS POLICY

The After School Club is open to all children aged 4 to 11 years attending Little Kingshill Combined School (and neighbouring schools with approval by the Management).

Applicants will be considered by the Supervisor according to the number of places available. Where the applications for admission exceed the number of places available, the following criteria will be applied in the order set out below:

A.  Staff member’s child/ren.

B.  Current regular booked attendees.

C.  Siblings of those already attending the Club.

D.  Length of time on waiting list.

E.  Adhoc bookings depending on available places.

F.  Children from other neighboring schools.

2.  BOOKING PROCEDURE

·  A fully completed registration form is required for each child PRIOR TO attending. This form contains information concerning your child such as allergies and is confidential. Contact details must be provided by parents/carers, and must be kept up-to-date. Please notify the Manager in writing of any change of details. Please note we will not collect children who have not registered with us for various legal reasons.

·  Once registered a Booking form will be sent to parents / carers via email for the first month.

·  Around the 18th of each month a booking form will be sent home with children who regularly attend to book for the following month.

·  To be deemed as pre-booked the form must be returned no later than the 25th of the current month. You should follow the instructions on the booking for details of how to return the form to us.

·  Booking forms can also be collected from the After School Club Manager at any time.

·  All sessions requested are subject to availability as we must ensure we have sufficient staff on site.

·  Once we have your booking form returned we will confirm availability via email.

·  All bookings must be confirmed by either the manager or supervisor. Children who turn up at the club without booking confirmation will be asked to be collected and you will incur a fine of £20.

·  For adhoc bookings (those not booked in advance via a booking form), these can be requested either by calling 07747 600009, by emailing or by discussing with the After School Club Supervisor in person. For adhoc bookings we will either send you a confirmation email or agree over the phone/in person.

·  All Adhoc bookings will incur a £1 surcharge per day per child.

3.  DAYS OF SERVICE

The After School Club is available Monday to Friday during term time, on condition that the school is also open as normal.

4.  SESSION LENGTHS, COSTS AND LATE COLLECTION FEES

4.1 The session lengths have been designed to help meet the needs of parent. We therefore offer the following;

4.2 If you collect your child early you will still be billed for the session you have booked.

4.4  Children must be picked up by the session end time. Late collection fees applies as follows;

·  Those finishing at 4.30 pm who are not picked up by 4.35 pm will be charged for a 3.15- 5.15 pm session

·  Any child not picked up by 5.15 pm will be charged an additional £10 until 5.30 and then £15 for each 15 minutes or part of past 5.30 pm.

Please also see section 7 regarding our procedures for children not collected after 6pm.

5.  CANCELLATION & NON ATTENDANCE POLICY

5.1 Cancellations by Us

We reserve the right to cancel our service in the following circumstances:

·  The School closes early due to unforeseen circumstances, such as poor weather conditions. In cases where the school contacts parents direct or notice is published on the schools or counties websites informing of closure, we will deem this as notice that the after school club will not be open.

·  Staff shortages. In the very rare case that a safe level of supervision cannot be provided we will notify you at the earliest opportunity.

·  Should the After School Service be terminated by either the school or ourselves, we will endeavor to give 1 months notice to parents of service termination.

·  Nonpayment of invoice past the 10th of the month due.

In all cases mentioned above, our liability to parents / carers will be limited to a refund/non billing of those sessions not provided.

Quackers After Schools Club reserves the right to exclude children who are unable to adhere to the rules and expectations laid out in the Behaviour Policy. The Manager will consider appeals.

5.2 Cancellations by Parents/carers

·  Parents or carers are allowed to cancel free of charge 2 booked session per month as long as at least 48 HOURS prior notice is given.

·  Any cancellations made with less than 48 hours notice or for more than 2 cancelled sessions per month (with the exception of those defined in 5.2.1), full payment will still be required for the sessions being cancelled.

5.2.1 Parents will NOT be billed for Cancellation with less than 48 hours notice in the following special circumstances;

·  Absence due to sickness. This will only apply if the child is absent from school due to illness and parents /carers notify the club at the earliest opportunity by calling 07747 600009. Please do not assume that the school has informed the Club of any absences. If we are not contacted prior to the beginning of the planned session this will be counted as non attendance.

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·  School closure due to either weather conditions or other unforeseen circumstance stopping the school from opening

·  Family bereavement.

In special circumstances, the Management may consider alternative cancellation terms.

5.3 non-attendance

If a child is booked into a session and does not attend, the Supervisor will check with the class teacher or office to see if the child attended school that day. Unless the child is absent and the condition meets the criteria in 5.21, full payment will be required for the missed session.

6.  PAYMENT

·  You will be invoiced at the end of the month for the month attended.

·  All fees must be paid in full by the 10th of the following month.

·  You may forfeit your place by not paying on time. Fees are payable by BACS or cheque to AFP Childcare Ltd. Details of where to send payment will be on your invoice.

7.  CLUB REGISTER POLICY

·  Quackers After School Club Supervisor and Play Assistants will be present at the Club at the start of each session, referring to the register to ensure that Parents have booked their children in beforehand.

·  The supervisor will use the register to check that all children are present.

·  On occasion of an absent child a member of staff will check with the school secretary or parent to see whether the child has been absent from school on this day.

·  The register is kept in the same room as the Supervisor so that it is readily available in the event of an emergency.

·  The register also contains details of any visitor to the Club.

8.  COLLECTION OF CHILDREN POLICY

Normal pick-up Procedure

·  Children can be collected at any time between the start of each session and before the Club closes at 5.15 pm by parents/carers.

·  Children will only be allowed to leave with the parent/carer or with an individual who the Club has been notified will be collecting the child/ren by the parent/s. This notification must be made by the parent/s either in person or by phoning the Club prior to collection. That person must know the ‘password’ stated on the child’s Registration Form.

·  A signature will be required when children are collected and the time of collection specified. This is a mandatory requirement.

Late pick-up Procedure

In the event of a child not being collected by 5.20 pm the following steps will occur:

A.  The Club will contact the parent/carer. If there is no reply, the Club will call the emergency contact numbers provided on the registration form.

B.  The Club will not allow the child to leave with anyone else unless the parent or carer requests it (i.e. over the phone or if they have already agreed it).

Late pick-up Procedure - Social Services

C.  If the child is not collected by 6.00 pm and there has been no communication between Quackers After School Club and parents/carers and emergency contacts despite the staff calling all the numbers provided, the following procedure will be followed:

D.  The Managing Director, if available, will be informed on 07747 600009 and if no solution is available Social services will be contacted and they will decide on further action to be taken. Buckingham County Council Social Services Tel: 0845 4600 001 or in an Emergency 01494 675802.

E.  A notice will be clearly displayed on the main entrance to the school building and the school office indicating what action has been taken.

9.  ANTI-BULLYING POLICY

Quackers After School Club takes bullying issues seriously. This policy aims to cover bullying behaviour by children directed towards other children and bullying behaviour by parents/carers directed towards Staff. The principal aim is to foster an atmosphere where bullying is discouraged and is seen to be inappropriate and wrong. We aim to prevent bullying, to deal with bullying if it occurs, and to build on the Behaviour Policy of the setting.

Bullying is identified in three different forms:

Key Signs of Bullying

Children can often hide the effects of bullying from adults for fear of not being taken seriously or because of threats from the bully. Our staff members are trained to be aware of the key signs to identify bullying early enough to be able to help a child.

Things to look for

These are only initial signs and are not conclusive evidence of bullying:

·  Injury to child (e.g. cuts and bruises)

·  Damage to child’s property (e.g. torn clothing, ripped work)

·  Abnormal behaviour

·  Children that are unusually shy or quiet

·  ‘Clingy’ behaviour towards adults

·  Moody/bad tempered

·  Loss of money/property

Staff members are not to accept play-fighting or name-calling as ‘a bit of fun’ or ‘part of growing up’ and it should be watched carefully.

Prevention

All children are involved in verbal discussions regarding behaviour. The staff members within the setting should be alert to the key signs of bullying. As most bullying occurs at playtime or during ‘free time’, members of staff will make themselves available and act as a visible deterrent to a bully.

All adults employed by the Club, and parents using the Club, must behave as examples to all, by being good role models.

Procedure

Every allegation by a child is taken seriously. If a child has chosen to confide in a member of staff, they have taken a courageous step and placed trust with them. The following procedure should be followed;

·  If staff members witness an incident of bullying then the child should be disciplined using the sanctions in our Behaviour Policy.