Policies and Procedures
Below are some of our most viewed Policies and Procedures. Please contact Energy Kidz Head Office via [email protected] to request a full set of policies and procedures. These are also available at the clubs. All policies are reviewed annually. The policies below were reviewed by Tina Frenett; Head of Energy Kidz.
The Energy Kidz clubs will be open to children aged from 4 to 11 years old, providing the children are self-sufficient as we have no nappy changing facilities. Children will be welcomed from all social, cultural and religious backgrounds. Admission of children with additional needs will need to be assessed on an individual basis after consultation with the parents and staff to ensure that all needs can be met within staff ratios. Children will be admitted providing the Manager and the Energy Kidz office staff are confident that the Club can meet their needs without jeopardizing the service in accordance with the Disability Discrimination Act. A child requiring further support may be admitted if a parent/carer can provide a Key Worker to work with the team and provide appropriate care whilst the child attends the After School/holiday Club. Every effort will be made to accommodate children with additional needs.
Bookings into any of the clubs can be done in several ways
- On-line at energy-kidz.co.uk and then by following the appropriate links on the website
Energy Kidz endeavour to respond to all requests within 1 working day, however, please be patient with us in busy periods. Admission to an Energy Kidz Club will typically be on first-come -first-served basis.
Payments and Cancellations
For details on how to pay, please visit our payment page at: https://www.energy-kidz.co.uk/payment-options/.
For details on our cancellation policy, please see our terms and conditions at: https://www.energy-kidz.co.uk/tcs/.
Energy Kidz staff are required to make observations of children as part of their training for their childcare qualifications. This includes writing about what they see within the club and what they see the children doing. This is recorded anonymously such as “Child A said this and Child B did this”.
Aims and Objectives
Energy Kidz pride ourselves on providing quality, fun, active and affordable childcare during the times parents need it most; before school, after school and during the school holidays.
We believe that children need time to formulate their own ideas and build relationships with others in their own ways. To this end we follow the Playwork Principles as the ethos for our care settings.
These Principles establish the professional and ethical framework for playwork and as such must be regarded as a whole. They describe what is unique about play and playwork, and provide the playwork perspective for working with children and young people. They are based on the recognition that children and young people’s capacity for positive development will be enhanced if given access to the broadest range of environments and play opportunities.
- All children and young people need to play. The impulse to play is innate. Play is a biological, psychological and social necessity, and is fundamental to the healthy development and well-being of individuals and communities.
- Play is a process that is freely chosen, personally directed and intrinsically motivated. That is, children and young people determine and control the content and intent of their play, by following their own instincts, ideas and interests, in their own way for their own reasons.
- The prime focus and essence of playwork is to support and facilitate the play process and this should inform the development of play policy, strategy, training and education.
- For playworkers, the play process takes precedence and playworkers act as advocates for play when engaging with adult led agendas.
- The role of the playworker is to support all children and young people in the creation of a space in which they can play.
- The playworker’s response to children and young people playing is based on a sound up to date knowledge of the play process, and reflective practice.
- Playworkers recognise their own impact on the play space and also the impact of children and young people’s play on the playworker.
- Playworkers choose an intervention style that enables children and young people to extend their play. All playworker intervention must balance risk with the developmental benefit and well-being of children
(Playwork Principles Scrutiny Group, Cardiff 2005)
We aim to keep parents informed by:
- Inviting parents to visit the Club before their children start. This is an open offer to parents.
- Giving all parents a copy of our Parents Guide which outlines how the club operates and includes contact details.
- Notifying the parents of their child’s key person when they start at the Club.
- Making all of our policies available at the Club for parents to consult whenever they like.
- Producing a termly newsletter as well as other regular updates to keep parents up to date with news, events, new staff, and changes to fees, etc.
- Providing translations of our key policies and documents for parents who are non-English speakers, where possible.
- Communicating with parents daily about their child’s time at the club and any development updates or if specific needs are identified.
We actively welcome parents and invite their input into the Club in the following ways:
- We collect information from parents which will help their child to settle at the club (via the Registration and Medical forms).
- We involve parents in settling their children in at the Club, if required.
- We consult fully with parents to establish the care requirements for children with additional needs.
- We greet all parents when they arrive to collect their children, and exchange any relevant information (e.g. any accidents, participation in today’s activities, etc.).
- We conduct satisfaction surveys with parents and children at the Club to gain regular feedback.
- All of our staff wear uniform so that children and parents can easily identify them.
- We always seek and obtain parental permission for, photographs, applying sun cream, etc.
- We can arrange for parental discussions with staff outside of Club hours if necessary.
- We respect parents’ input and opinions by responding promptly and appropriately to any complaints, in line with our Complaints policy.
Statement of Intent
We are committed to providing a caring, friendly and safe environment for all the children in our care so that they can play and learn in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at our setting. If bullying does occur, all children should be able to and know that any incident will be dealt with promptly and effectively. We are a TELLING club. This means that anyone who knows that bullying is happening is expected to tell the staff.
WHAT IS BULLYING?
Bullying is the use of aggression with the intention of hurting another person.
Bullying results in pain and distress to the victim.
Bullying can be:
- Emotional – being unfriendly, excluding, tormenting (e.g. hiding possessions or threatening gestures)
- Physical – pushing, kicking, hitting, punching or any use of violence, racial taunts, graffiti or Racist – racial taunts or gestures.
- Sexual – unwanted physical contact or sexually abusive comments.
- Homophobic – because of, or focusing on the issue of sexuality.
- Verbal – name-calling, sarcasm, spreading rumours, teasing.
- Cyber – all areas of internet, such as emails & internet chat rooms misuse. Mobile phone text messaging & calls. Misuse of camera phones & video facilities.
WHY IS IT IMPORTANT TO RESPOND TO BULLYING?
Bullying HURTS. No one deserves to be a victim of bullying. Everybody has the right to be treated with respect. Children who are bullying need to learn different ways of behaving. The Club has a responsibility to respond promptly and effectively to issues of bullying.
- All Playworkers, children and parents should have an understanding of what bullying is.
- All Playworkers involved in the care of children should know what the club policy is on bullying, and follow it when bullying is reported.
- All children and parents should know what the policy is on bullying and what they should do if bullying arises.
- Energy Kidz takes bullying seriously. Children and parents should be assured that they will be supported when bullying is reported.
- Bullying will not be tolerated.
Signs and Symptoms
A child may indicate by signs or behaviour that he or she is being bullied. Adults should be aware of these possible signs and that they should investigate if a child:
- is frightened of walking to or from the Club
- changes their usual routine
- does not want to come to the Club
- attendance becomes erratic
- becomes withdrawn, anxious or lacking in confidence
- starts stammering
- attempts or threatens to self-harm or run away
- cries themselves to sleep at night or has nightmares
- feels ill in the morning
- begins to do poorly in school work or in the Club
- comes to the club with torn clothes or damaged books or possessions
- has possessions which are damaged or go ‘missing’
- has dinner or other monies continually ‘lost’
- has unexplained cuts or bruises
- comes to the club starving (money or lunch been stolen)
- is bullying other children or siblings
- stops eating
- is frightened to say what is wrong
- gives improbable excuses for any of the above
These signs and behaviours could indicate other problems, but bullying should be considered a possibility and should be investigated.
- Report bullying incidents to staff who should record in an incident log.
- In cases of serious bullying, the incidents will be recorded by staff and discussed with the Energy Kidz Director
- In serious cases parents should be informed and will be asked to come in to a meeting to discuss the problem.
- If necessary and appropriate, police will be consulted.
- The bullying behaviour or bullying threats must be investigated and be stopped quickly.
- An attempt will be made to help the bully (bullies) change their behaviour.
- The bully or bullies may be asked to genuinely apologise. Other consequences may take place.
- In serious cases, suspension or even exclusion will be considered.
- If possible the children will be reconciled.
- After the incident / incidents have been investigated and dealt with, each case will be monitored to ensure repeated bullying does not take place.
We will use KIDSCAPE methods for helping children to prevent bullying. As and when appropriate, these may include;
- Writing a set of club rules
- Writing stories, poems or drawing pictures about bullying
- Reading stories about bullying or having them read to children individually and in groups
- Making up role play
- Having discussions about bullying and why it matters
- Encouraging values such as respect
- Model fair and respectful behaviour and leadership.
- Challenge all forms of prejudice and promote equality.
- Discourage children and young people from colluding with bullying.
- Help children and young people to develop positive relationships and choose not to bully or discriminate.
Arrivals and Departures
Energy Kidz recognises that the safe arrival and departure of the children in our care is paramount.
The Manager will ensure that an accurate record is kept of all children in the Club, and that any arrivals or departures are recorded in the register. The register will be kept in an accessible location on the premises at all times. This process will be supplemented by regular head counts throughout the session/day.
Our staff will greet each child warmly on their arrival at the Club and will record the child’s attendance in the daily register straightaway, including the time of arrival. Parents must complete an online registration form prior to their child starting which also confirms the parent is happy to follow our medical processes in case of an emergency.
Parents must update any changes to contact information, medical information or other details by updating their child’s information on their account.
If a child arrives at the Club and is not on the register, staff must check with the school and the parent before turning the child away. If there is any doubt, ring Customer Care for assistance.
After School Clubs
The After School club Staff will ensure the safe collection of the younger aged children which include, Reception, year 1 and year 2 classes. Whilst the older children will find their own way, if a child does not arrive it is the playworker’s responsibility to investigate the whereabouts of that child (Please see the No Show Policy and Term Conditions relating to charges).
After School Clubs and Holiday Clubs
- Staff will ensure that parents or carers check children out before they leave, including the time of collection.
- Children arriving at the club who are not on the register must be added as a late booking by club staff.
- Children can only be collected by an adult over the age of 16 who has been authorised to collect them on booking system.
- If parents are in dispute, we cannot bar a parent who has parental responsibility from removing their child, unless we have seen and have a copy of a court order stating this.
- Parents or carers must amend their child’s details on the booking system in advance if someone who is not usually listed is to collect their child. Playworkers will contact the main parent or carer for confirmation if there are any concerns regarding departures. The child will be checked out to the parent and an incident form raised for signing on the parent’s next visit.
- If any person collecting a child is not known to staff they will be asked to provide photo identification. If this is not available then staff will ask 2 questions relating to the child taken from the registration form.
- The parent or carer must notify the club if they will be late collecting their child. If Energy Kidz is not informed, the Uncollected Children policy will be followed.
- In all cases a late fee will be charged at £8 per 15 minutes or part thereof after the stated end of the session.
- No child will be allowed to leave the Club unaccompanied unless they are over the age of eight and the parent has consented on the booking system.
- If a parent or carer is perceived to be under the influence of alcohol or drugs, staff will do their utmost to prevent the child from leaving with them especially if they are travelling in a vehicle driven by them. Staff must report this to the designated safeguarding lead for the company- Tina Frenett. If necessary the police will be called.
When it is time to leave the breakfast club and go into school typically the KS2 children will gather their belongings and make their own way to their classroom. KS1 children will be taken to their classroom by a member of the Energy Kidz staff and handed over to their class teacher. If the club is based off the school site, the children will be walked to the school via a walking bus.
At Energy Kidz We Look After Each Other
Energy Kidz uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the Club. Working in partnership with parents and other agencies, we aim to encourage socially acceptable behaviour using clear, consistent and positive strategies. The club rules are compiled with the children and are discussed regularly.
Whilst at an Energy Kidz Club we expect both children and adults to:
- Use socially acceptable behaviour
- Comply with the Energy Kidz policies and procedures
- Respect one another, accepting differences of race, gender, ability, age and religion
- Ask for assistance if needed
The club will promote and actively encourage good behaviour by leading by example and by staff respecting each other and the children. It is believed that by adopting a culture of sharing and caring, engaging rules of action and consequence and by the adults leading by example, any incidents of bullying, name calling, or aggression will be minimised. By establishing clear boundaries according to the child’s level of understanding, children become aware of routines and settings and know what is expected of them. One child’s behaviour must not be allowed to endanger the other children in the group by absorbing or distracting the supervising staff. Parents are expected to provide suitable detail in terms of behavioural traits of their children when registering their child or when there is a significant change.
Children will be made aware of the effects of their behaviour on others and methods of discussion and distraction shall be used when confronting behaviour issues. No undue stress shall be placed on the child in terms of humiliation, segregation or any form of physical punishment. Incident sheets will be used to record any incident where handling or physical intervention is needed. Sheets will be kept on file and copies and made available to parents.
If a child’s behaviour is concerning Energy Kidz staff, the Manager the following steps will be taken:
- The child will be given a verbal warning and explanation about why their behaviour is unacceptable
- If this does not resolve the matter then the parent will be informed
- If the unacceptable behaviour continues the staff will monitor and record the incidents and keep the parents informed
- If there is no improvement then a meeting will be called between the parents, manager and Local Area Manager.
- At the meeting a strategy will be agreed with SMART objectives and review dates set
- In the unlikely event that the behaviour does not improve Energy Kidz reserve the right to exclude the child from the club on a temporary or permanent basis.
- Abuse, both verbal and/or physical, against a member of staff or another child will not be tolerated and may lead to immediate exclusion.
If at any time a child’s behaviour is extremely anti-social then temporary or permanent exclusion may be implemented immediately.
If a child’s behaviour consistently affects the good feeling within a club, Energy Kidz may exclude this child.
Energy Kidz will make sure that staff will receive training, if required, in respect of basic behavioural management and how to control situations to ensure the safety of the children.
Child No Show
Booked sessions are to be paid for in advance. Parents must inform Energy Kidz if a child is not attending for any reason, this must be done using the online booking form. Fees will not be refunded for non-attendance.
After School Club
In the event of a child being listed on the register but not arriving and the club have not been informed the manager of the club will need to:
- Visually check whether the child is attending another activity club before arriving in ASC.
- If Club staff are informed of the child’s non-attendance by Energy Kidz Head Office, The host school or by the child’s parents/guardians the child can be marked as not attending.
- Check the child’s classroom and school reception and any other relevant areas.
- Call Customer Care to inform them that the child has not arrived at the club and the club has not been informed.
- Customer Care will check to see if they have had any information from the parents.
- If not the club should make contact with parents using existing contact information.
If the parents know where the child is they will be informed about the policy of non-refundable charges the club will mark the child absent if applicable.
- If the parents, or any other contacts on the registration form, are not contactable or if the child should be at the club, then club staff need to speak to the school and organise a co-ordinated search in line with the Lost Child Procedure.
In any instance where a child does not attend the session and staff cannot account for the child’s whereabouts Energy Kidz Customer Care must be informed so appropriate action can be taken.
Energy Kidz staff work in partnership with parents and schools to meet the needs of the children, both individually and as a group. Information is shared with those on a need to know basis, but always where possible with parents. The aim of this document is to clarify the preferred procedure that any complainant should take to have their concern dealt with promptly and appropriately.
Any complaint regarding any aspect of the Club’s service should be made in writing to the Head Office within 14 days of the incident/attending date of the child. The details of the concern, incident or allegation should be as full as possible to allow a comprehensive investigation to be carried out.
Depending on the severity of a complaint, this may be dealt with directly by Energy Kidz Head Office or The Club Manager. If the complaint is about the manager or head office staff, this will be dealt with by the Head of Energy Kidz or another senior team member. All complaints will be acknowledged within 24 working hours even if it is just to inform the complainant that we are investigating the matter and will get back to them as soon as is practicable. Any complaints received by staff members will be recorded on an Incident Log and reported to the Local Area Manager. and logged on our Complaints system. All complaints will be dealt with in the following manner:
Complaints about aspects of club activity:
- The Club Manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.
Complaints about an individual staff member:
- If appropriate, we will encourage the parent to discuss the matter with staff concerned.
- If the parent feels that this is not appropriate, the matter will be discussed with the Manager or head office if it’s about the manger. We will then discuss the complaint with the individual concerned and try to reach a satisfactory resolution.
If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to Energy Kidz Head Office to via [email protected]. Head office will then:
- Acknowledge receipt of the letter within 7 days and investigate the matter within 28 days
- Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the club’s practices or policies as a result of the complaint. A Complaint Form will be completed to include details of action taken, timeline of events and for the parent to express how well the complaint was dealt with.
- Meet relevant parties to discuss the Club’s response to the complaint, either together or on an individual basis.
If child protection issues are raised, the Manager will refer the situation to the company’s safeguarding lead, who will follow the procedures of the Safeguarding Policy. If a criminal act may have been committed, the Police will be contacted.
Making a complaint to Ofsted
Any parent or carer can submit a complaint to Ofsted about an Energy Kidz Club at any time. Ofsted will consider and investigate all complaints.
Ofsted’s address is: Ofsted, Piccadilly Gate, Store Street, Manchester, M1 2WD
Telephone: 0300 123 1231 (general enquiries) 0300 123 4666 (complaints)
Early Years Foundation Stage
Energy Kidz is committed to meeting the statutory Framework for the Early Years Foundation Stage (EYFS). EYFS applies to all children from birth through to the end of their reception year. More information about EYFS is available from the Department for Education’s website.
The designated EYFS coordinator at the Club 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
- Ensuring that staff receive relevant EYFS training
- Implementing a system, so that the parents, Club and the primary EYFS provider can easily exchange information. This is typically by conversations and meetings.
- Agreeing information sharing policies with the primary EYFS provider and gaining parental consent for this where necessary
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.
Examples of ways in which we support the Areas of learning are as follows:
Communication and Language
- Conversations between children and adults
- Non-verbal communication i.e. facial expressions, hand gestures, eye contact
- Children and adults listen to each other and share information
- Adults clarify and ask appropriate questions encouraging children to develop their own ideas
- Outdoor games and climbing equipment
- Crafts, construction equipment
- Providing healthy food and water and helping children understand the importance of being healthy
Personal, social and Emotional Development
- Encouraging children to build positive relationships and have respect for their peers and adults
- Supporting children to recognise and manage their own feelings and those of others
- Consulting with children so they develop a sense of belonging
- Having clear boundaries to encourage appropriate behaviour
- Build resilience by giving children opportunities to persevere
- Singing songs and rhymes
- Providing books, magazines, word puzzles reflecting a wide range of interests
- Providing mark making materials, paper, pens, paint, messy play
- Using mathematical language when appropriate
- Giving opportunities for counting, sorting, shape recognition
- Providing maths puzzles, dot to dots, colour by number
Understanding the World
- Working with the local community
- Using technology
- Encouraging parents and families to share their cultural traditions
- Discussing relevant events i.e. the weather, sports occasions, celebrations
Expressive Arts and Design
- Giving children access to a wide range of arts and crafts media
- Music and dance
- Role play
Nutrition is a significant factor in the growth, development and overall functioning of a child. Good nutrition provides the energy and nutrients essential to sustain life and promotes physical, emotional and cognitive development. The development of healthy eating practices and physical activity can prevent disease and support a lifetime of good health. Good nutrition is critical to optimizing each child’s potential for success. Meeting nutritional requirements throughout childhood is essential to full intellectual development. Research documents tell us that under nutrition impacts on children’s behaviour, performance and overall quality of development. Children require sufficient energy and essential nutrients each day to concentrate on accomplished learning tasks. Even mild and under nutrition and short term hunger are barriers to learning. Meals and snacks served should meet children’s nutrition needs, provide models of healthy eating patterns, and help children establish good eating patterns at an early age.
Energy Kidz aim to encourage and develop healthy eating practices which will become embedded for life.
- To encourage children with positive healthy eating experiences in order to promote their well being.
- To respect the different dietary, cultural, religious and health needs of all children.
- To encourage children to develop positive attitudes towards food through all the learning opportunities that are provided in the club.
- To promote an understanding of a balanced diet in which some foods play a greater role than others.
- To develop children’s understanding of the importance of the social context in which eating takes place.
- To raise awareness with children, parents and carers in developing a positive approach to food, nutrition and oral education.
- To encourage responsibility and accountability of all parents and carers in offering healthy choices to children.
The Importance of Nutrition for Children A nutritionally balanced diet is important in childhood to ensure optimum development at a time of rapid growth. A balanced diet in childhood is not only important for growth but for learning and promoting positive habits towards healthy eating. An inadequate or unbalanced nutritional intake may not only affect growth and development in childhood but may also impact on health problems, such as heart disease and obesity in later in life. It is the types and varieties of food eaten at this time that ensure nutrient requirements are met and that the diet is nutritionally balanced. Children’s diet must include an appropriate intake of foods from the four main food groups:
- Bread, other cereals and potatoes
- Fruit and vegetables
- Milk and dairy foods
- Meat, fish and alternatives
- Eat breakfast every day
- Eat fruit and vegetables daily
- Choose snacks that will provide nutrients to compliment meals
- Avoid snacks and drinks with a high sugar content between meals
- Drink plenty of fluids to avoid becoming dehydrated
- Be physically active every day
- Brush teeth twice a day and visit your dentist regularly
Encourage snacks and lunches to be nutritious, avoiding large quantities of sugar, salt, saturated fats, additives, preservatives and colourings.
We have fresh drinking water and suitable cups readily available for children and staff
We support the children in recognising that they need to drink water when they are thirsty, hot, tired, or feeling unwell.
Breakfast and After School Clubs
At the Energy Kidz breakfast and after school clubs we aim to provide food that is as healthy and as varied as possible. Breakfasts will consist of a choice of non-sugary cereals, toast and a choice of spreads, which may include jam and marmite. At after school club, the children have access to a rolling stack. Children attending other after school activities will have a snack kept for when they arrive. Children will be expected to sit at a table and behave in a suitable manner.
Infection Incubation Periods
Energy Kidz recognise it is our responsibility to ensure the Health and Safety for our children, staff and parents through identifying and discussing health issues in an open and positive way allowing us to achieve and maintain our high standards. The health and wellbeing of all the children, staff and parents who attend energy Kidz is of paramount importance to us. In order to maintain a clean and healthy environment we ask that you refrain from bringing your child to a club if they are sick and/or displaying signs of illness.
We aim to:
- Ensure sick children are identified.
- Ensure sick children are cared for appropriately.
- Protect children and adults from preventable infection.
- Enable our staff and parents to be clear about the requirements and procedures when a child is unwell.
- If any child is thought to be unwell we will assess the condition of the child, this will be done in a kind and caring manner. The child may become distressed so it is important to be calm and reassuring. The manager must be informed of any sick children.
- We understand the needs of working parents and will not exclude children from the setting unnecessarily. It is however at the discretion of the manager when requesting the exclusion of a child for illness or infection and that decision is final. Decisions will be made and take into account the needs of the child and those within the group.
- Any child with an infectious or contagious disease will be excluded for a certain period of time. If staff suspects that a child has an infectious or contagious disease they will advise that parents to consult a doctor before returning to the setting.
- Should a child become ill whilst at the club, the manager or will contact the parent or emergency contact, we ask for the child to be collected within one hour if possible. The child will be comforted whilst awaiting the arrival or the parent/carer.
- Our staff will report any worries about a child’s health or well-being to the parent/carer immediately. Parents/carers are responsible for keeping the setting informed about their child’s health.
- We will follow the guidance from the Health Protection Agency regarding exclusion periods. A full up to date list is available at
- Coughs and colds do not necessarily require the child to be excluded from the setting, but this will depend on the severity and how the child is able to cope. A child who is or appears unwell may be refused admission this will be at the discretion of the manager.
- A child who has sickness or diarrhoea whilst at the setting is to be collected immediately and kept away for 48hours from the last time episode.
- If a child or adult is diagnosed suffering from a notifiable disease under the public health (infectious diseases) regulations 1988, the GP will report this to the Health Protection agency.
- When the setting becomes aware, or is informed of the notifiable disease, the Manager will inform OFSTED and acts on advice given by the Health Protection Agency.
|To be reviewed: Annually||Signed:|
Major Incident Procedure
In the event of an emergency our primary concern will be to ensure that both children and staff are kept safe. If you are involved or caught up in an incident please follow the below procedure.
An incident within proximity to your club location
- All children and staff to assemble within the club’s main area. Those outside must move quickly to the inside, Staff to ensure walkie talkie system is in place.
- Head count and register of all children and staff to be carried out.
- All doors must be closed and lie low, encourage the children to lay under the tables, away from windows.
- A member of staff must call the police 999 immediately for further advice, which should be followed (explain you are calling from a club within your school location and tell them how many children and staff are present)
- If caretakers or school staff are on site work together to lock down the site, your priority is the children in your care.
- In case of any doubt, there should be no movement and wait for the police to arrive to contain and manage the situation.
- If phone networks are available try to contact Head Office and parents to reassure them, parents are not advised to come to the setting, unless asked to by staff after being given the go ahead by emergency services.
- Keep parents updated when possible.
- Children should be protected from information or images that may alarm or distress them. Ensure children are constantly reassured.
An incident within your club’s region
- Ensure children are registered and safe within the club indoor facilities.
- Staff to call parents/carers to reassure and advise collection of their children.
- Staff to keep in mind parents/carers may work in the affected area and may not be able to get to the club to pick up on time. In this case please call Head Office for further advise. Two staff must stay with the children.
- When possible keep in touch with parents with updates.
In the event of an intruder on site
- Staff member to call the Police 999 immediately (explain you are calling from a club within your school location and tell them how many children and staff are present).
- Lockdown the club and assemble children and staff together in a safe area and lock/barricade the doors if possible.
- Register and headcount the children and staff.
- Encourage the children to lay under tables and keep low, away from windows.
- Comfort and reassure the children.
- In case of doubt, there should be no movement and wait for the police to arrive to contain and manage the situation.
Procedure for parents
The care of your child is paramount, if we are caught up or involved in an incident, the club will comply fully with the instructions from the emergency services and constantly reassure the children in our care. Please do not attempt to come to the setting, unless asked to collect your child, as this may put you or your child at greater risk. Energy Kidz will keep you informed of actions taken when safe to do so.
If you are caught up or involved in an incident, we will continue to care for your child until you are able to return or a person from the pickup list can collect them. We will try our best to keep in contact via landline, mobile or e-mail.
All children are entitled to play; it is intrinsic to their quality of life and an important part of how they learn and enjoy themselves. According to the Statutory Framework for the Early Years Foundation Stage (2014), “Play is essential for children’s development building their confidence as they learn to explore to think about problems and relate to others. Children learn by leading their own play and by taking part in play that is guided by adults.” At our clubs we recognise the importance of play to a child’s development and follow the Play work Principles. As play workers we support and facilitate play, and do not seek to control or direct it. We will never force children to participate in play, but allow children to initiate and direct the experience for themselves.
We support and facilitate play by:
- Providing an environment which is secure and suitable for playing in.
- Setting up the Club so that activities are ready before the children arrive.
- Providing a range of equipment, resources and activities on a daily basis.
- Consult with children to request additional or alternative equipment as they choose, and if a request has to be refused, explaining why.
- Not expecting children to be occupied at all times.
- Making outdoor play available every day, unless the weather is extreme.
- Involving children in planning activities, to reflect their own interests and ideas planning activities that enable children to develop their natural curiosity and imagination.
- Allowing children freedom of creative expression.
- Intervening in play only when necessary: to reduce risks of accident or injury, or to encourage appropriate social skills.
- Warning children in advance when an activity or game is due to end.
Play areas and equipment
- All indoor and outdoor play areas are checked and risk assessed daily before the children arrive in accordance with our Risk Assessment
- The Club keeps an inventory of resources and equipment, which is updated regularly and reviewed to identify where any additional resources are required.
- Children are involved in selecting additional equipment and resources for use at the Club.
- The resources used at the Club promote positive images of different ethnic backgrounds, religions, and abilities, in line with our Inclusion and Equality
- The Club has a selection of fiction and non-fiction books, suitable for all age ranges.
- We will provide a space for children to do homework if they choose but do not make children do homework if they prefer to play.
Safeguarding and Promotion of Children's Welfare
Energy Kidz is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.
Energy Kidz have a legal duty to recognise and respond appropriately to:
- Significant changes in the children’s behaviour
- Deterioration in their general well-being
- Unexplained bruising, marks or signs of possible abuse
- Signs of neglect
- Comments children make which give cause for concern
If you recognise one of the above for a child, the severity and circumstance will dictate your actions. The important thing for you is to do something and not ignore it. We will create an environment to make the children be and feel safe. Any suspicions or allegations of abuse will be taken very seriously, and they will be acted on quickly and correctly by following the procedure set by the relevant Safeguarding Children Partnership.
Four Categories of Abuse – This list is not exhaustive
All Types of abuse can occur in all types of homes, across all social and income groups.
Longstanding and/or severe neglect
Effect on the Childs development
Non-organic failure to thrive
Constant Hunger, Tiredness, stealing or scrounging
Poor personal hygiene, or inappropriate clothing for weather or activities
Untreated medical problems
Low self-esteem, poor social relations
Deliberate injury to the child – allowing injury.
Beyond ‘reasonable’ chastisement
Poisoning, inc. alcohol
Withholding drugs or apparatus
Both the use of an implement e.g. a belt or a physical strike that leave a mark are illegal
Unexplained or untreated injured, especially if repetitive
Refusal to discuss injuries, and untreated injuries
Shrinking from physical contact
Fear of returning home, undressing, or medical help
Aggression or bullying
Unexplained pattern of absences which may server to hide bruises or other physical injuries
Sexual exploitation of any kind including watching others and viewing pornographic material
Sexual awareness inappropriate to the child’s age, through drawings, games, vocabulary etc
Frequent public masturbation
Attempts to teach other children about sexual activity
Aggressiveness, anger, anxiety, fearfulness
This is a short summary, there are other signs, individual to certain children
Must be persistent
Must undermine the child’s sense of self worth
Might reflect poor parenting skills
Includes witnessing domestic violent of primary carer
Continual self-depreciation, self-harm or mutilation
Inappropriate response to painful situations
Air of detachment, social isolation or desperate attention seeking behaviour, depression or withdrawal. Eating problems, either overeating or a lack of appetite
Child Sexual Exploitation CSE
Involves exploitative situations where a child, male or female, receives something from an adult as a result of engaging in sexual activity. This can be seemingly ‘consensual’ relationships to serious organised crime gangs. There will be an imbalance of power where the perpetrator holds power over the victim. Technology is often used. This is a serious crime.
Female Genital Mutilation FGM
This is illegal and a form of child abuse. It involves a procedure to remove all or some of the female genitalia or any other injury to these organs. It is a legal duty to report known cases to the police.
Is illegal and a form of child abuse. A marriage entered without the full and free consent of one or both parties, where violence, treats or coercion is used.
Peer on Peer Abuse
Children can be vulnerable to abuse by their peers. Such abuse should be taken as seriously as abuse by adults and should be subject to the same child protection procedures.
Dealing with a Disclosure
- Listen and stay calm. Do not condemn the abuser, do not judge, do not make promises you can’t keep
- Reassure them. Tell them that you believe them. Tell them that it happens to others and that they are brave to tell you.
- Stay with them. If you can ‘ground’ them (“grounding” means to draw the child back to a more comfortable state of mind through things like normal conversation e.g. what activities have you done today, what’s your favourite TV program)
- Accurately record the child words. Make it clear whether it is a fact, opinion or hearsay.
- Report it to your relevant manger or head office as soon as possible; they will know the right procedure to follow. In some cases, they will speak to the parents first or report to the local safe guarding children’s board.
- If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly. If they will not do so, we will explain that the Club is obliged to, and the incident will be logged accordingly.
If you have any concerns about a child’s welfare at your club, do not keep it to yourself. Write it down and take advice. Only speak with your relevant manger or directly to the qualified designated persons for child protection at head office.
If you are not satisfied with an outcome or anything related to how Energy Kidz have conducted themselves, you will find the Local Authority contact details on the club noticeboard and can report directly to them.
Part of safeguarding is also to protect yourself from allegations and to ensure your actions are not misinterpreted by anyone. Do this by observing the following:
- Avoid being alone with a child
- Take a register of which children are with you for each session, noting the time of the session.
- If you take a child somewhere e.g. an empty room, do not enter with them, wait outside. If you have to enter the room, it’s vital you keep all doors open.
- Do not play-fight
- Children should not be encouraged to sit on your lap
- Challenge any child using ‘bad’ language
- Never let children touch themselves or others inappropriately in any form
- Never let a child’s allegation go unchallenged, unrecorded or not acted on
- Never do personal things for children that they are capable of doing themselves. Encourage children to help each other.
- Do not build ‘special’ relationships with individual children
- You must not, before, during or after your employment make or accept any contact with a child or a friend of a child you know through your work with Energy Kidz or through social networking websites.
- Any images of children taken on site must only be of those children whose parents allow photos to be taken. Staff should not take any photos off site.
- Any images taken must be appropriate.
- It is each individual staff’s personal responsibility to delete any images from cameras, phones and recording devices.
- Images must not be published elsewhere without the authorisation of a company director.
Energy Kidz will not accept or condone any behaviour by Staff or other adults associated with the Club that is contrary to our Aims and Objectives, Policies and Procedures. We will actively encourage and fully support the reporting of such behaviour. We will do this by:
- Promoting an environment of mutual respect, trust and open communication.
- Promoting an environment that is free from bullying, harassment and discrimination.
- Treating everyone equally and fairly, with dignity and respect and by valuing individual differences.
- Ensuring that the quality of the work of each staff member/volunteer is effectively monitored as well as the work of the club as a whole.
- Ensure that procedures are in place for reporting unacceptable behaviours/practices.
- Provide staff with a number of ways to report including a confidential form on our website.
- Actively supporting staff/volunteers that ‘blow the whistle’ both during the investigation and after, and in line with the relevant legislation.
Allegation against a person within Energy Kidz
If there is a serious allegation of abuse made against you, Energy Kidz will have to suspend you whilst the investigation is carried out. This is to protect all parties, including you. You should:
- Stay calm
- Follow the manager’s instructions
- Co-operate with questions and enquires
- Seek advice – head office or citizens advice bureau.
- Not confront the accuser
- Not speak with your ‘victim’
- Be supported through the process by a designated person at head office and/or your manager.
We provide a form on our website for concerned parties to report any worries directly to the Safeguarding Lead. We take all allegations seriously and will seek advice from the LADO.
Energy Kidz has a legal duty to inform the Disclosure and Barring Service of any suspicions of any allegations even if staff leave before an investigation is started or completed.
Allegation against an Adult Outside of Energy Kidz
If you have any concerns about an adult’s behaviour, even if they do not work for Energy Kidz, for example a parent, other provider on a school site, a member of school staff, etc. you have a duty to report your concerns using our normal procedure of escalating to your manager or the company safeguarding lead.
Promoting awareness among staff
The Club promotes awareness of child abuse issues through its staff training. The Club ensures that:
- Its designated CPO has relevant experience and receives appropriate training
- Safe recruitment practices are followed for all new staff
- All staff have a copy of this Child Protection Policy, understand its contents and are vigilant to signs of abuse or neglect
- All staff are aware of the ‘Safeguarding Children Procedure for staff’ poster displayed on the site information board
- All staff are aware of their statutory requirements with regards to the disclosure of information or discovery of child abuse
- Staff are familiar with ‘Site specific’ Safeguarding information (Local Authority) which can be found within the club’s own SharePoint folder
- Its procedures are in line with the guidance in ‘Working Together to Safeguard Children (2018)’ and that staff are familiar with the ‘What To Do If You’re Worried A Child Is Being Abused’ flowchart
Good practice guidelines
All personnel should be encouraged to demonstrate exemplary behaviour in order to promote children’s welfare and reduce the likelihood of allegations being made. The following are common sense examples of how to create a positive culture and climate.
Good practice means:
- Always working in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets).
- Treating all young people/disabled adults equally, and with respect and dignity.
- Always putting the welfare of each young person first, before winning or achieving goals.
- Building balanced relationships based on mutual trust which empowers children to share in the decision-making process.
- Making activities fun, enjoyable and promoting fair play.
- Being an excellent role model – this includes not smoking or drinking alcohol in the company of young people.
- Giving enthusiastic and constructive feedback rather than negative criticism.
- Recognising the developmental needs and capacity of young people and disabled adults – avoiding excessive training or competition and not pushing them against their will.
- Keeping a written record of any injury that occurs, along with the details of any treatment given.
Practices never to be sanctioned
The following should never be sanctioned. You should never:
- Engage in rough, physical or sexually provocative games, including horseplay
- Allow or engage in any form of inappropriate touching
- Allow children to use inappropriate language unchallenged
- Make sexually suggestive comments to a child, even in fun
- Reduce a child to tears as a form of control
- Fail to act upon and record any allegations made by a child
- Do things of a personal nature for children or disabled adults, that they can do for themselves
Incidents that must be reported/recorded
If any of the following occur, you should report this immediately to the appropriate officer and record the incident. You should also ensure the parents of the child are informed:
- If you accidentally hurt a player
- If he/she seems distressed in any manner
- If a player appears to be sexually aroused by your actions
- If a player misunderstands or misinterprets something you have done.
Use of mobile phones and cameras
Photographs will only be taken of children with their parents’ permission. Only the club camera will be used to take photographs of children at the Club, except with the express permission of the manager. Please see our mobile and camera policy for full information.
Parents and visitors must not use their mobile phones or any camera devices whilst at the club. This includes making or receiving calls.
Under 8’s – Ensure there is always 2 members of staff in the changing area and that you can see each other at all times. Staff should not dress or dry children but support them in doing so themselves. Wait until all children are ready.
Over 8’s – Staff should wait outside of the changing rooms. If there is a disturbance that warrants entry, avoid entering alone and never enter alone if there are less than 3 children left.
Under 8’s – Children will be escorted to the toilets and staff will remain outside the door to assist if help is requested.
Over 8’s – All children will ask to use the toilet facilities. Staff will monitor numbers and ensure children return to their play in the appropriate location
See Toileting and Personal Care Policy.
Energy Kidz recognises their duty to prevent children and families being drawn into terrorist or extremist behaviour and employ the following methods:
- Follows the guidance in the government document ‘Prevent duty guidance for England and Wales 2015’
- Staff have access to Prevent training
- We value all children and their families equally
- We promote the development of positive attitudes and behaviours to all people, whether they are different from or similar to themselves
- We have a commitment to challenging prejudice
- Report any concerns about children, staff or families to the relevant authorities
If you are worried about sharing concerns about abuse with a senior colleague, you can contact your local Social care Team (contact information is on display in all our clubs) or the police direct, or the NSPCC Helpline on 0808 800 5000, or Child line on 0800 1111.
Related Policies and Information
Mobile Phone Policy
Social networking Policy
Toileting and Personal Care
Local Authority’s Guidance and Contact Numbers
The Energy Kidz Safeguarding Lead is Tina Frenett.
Energy Kidz is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
Adults looking after children must have appropriate qualifications, training, skills and knowledge. Staffing arrangements must be organised to ensure safety and to meet the needs of the children.
Recruitment and training of staff and volunteers
Energy Kidz recognises that anyone may have the potential to abuse children in some way and that all reasonable steps are taken to ensure unsuitable people are prevented from working with children. Pre-selection checks must include the following:
- All volunteers/staff must complete an application form. The application form will elicit information about an applicant’s past and a self-disclosure about any criminal record.
- All volunteers/staff must complete a DBS. Once in progress they can start work under full supervision of a cleared member of staff.
- An explanation of any gaps in employment
- Consent should be obtained from an applicant to seek information from the DBS.
- Proof of essential qualifications
- Two confidential references, ideally including one regarding previous work with children. These references should be taken up and confirmed through telephone contact or in writing.
- Evidence of identity (passport or driving licence with photo).
- Proof of the right to work in the UK (via the production of documents on an approved list)
Interview and induction
All employees (and volunteers) must undergo an interview carried out to acceptable protocol and recommendations. All employees and volunteers should receive an induction, during which:
- A check should be made that the application form has been completed in full (including sections on criminal records and self-disclosures).
- Their qualifications should be substantiated.
- The job requirements and responsibilities should be clarified.
- Child protection procedures are explained and training needs are identified.
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 206. Note that a member of staff can become disqualified if they live in the same household as another disqualified person, or if a disqualified person is employed in that household. If a member of staff becomes disqualified we will terminate their employment and notify Ofsted.
In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff and volunteers to:
- Analyse their own practice against established good practice, and to ensure their practice is not likely to result in allegations being made.
- Recognise their responsibilities and report any concerns about suspected poor practice or possible abuse.
- Respond to concerns expressed by a child or young person.
- Work safely effectively with children.
Ready to work
- When staff have completed their initial training, DBS application and Staff Suitability form they are able to work under supervision, as agreed with Ofsted. Once we receive a satisfactory DBS they will be provided with a photographic name badge with details of their DBS number on it. This must be worn at all times.
- If a DBS contains information each case will be risk assessed on an individual basis and advice sort if necessary.
Energy Kidz may require:
- Staff to attend a recognised Safeguarding and child protection awareness training workshop, to ensure their practice is exemplary and to facilitate the development of a positive culture towards good practice and child protection.
- Relevant personnel to receive advisory information outlining good practice and informing them about what to do if they have concerns about the behaviour of an adult towards a young person.
- Relevant personnel to have gained national first aid training (where necessary).
- Attend update training when necessary and any team meetings.
Use of Technology By Children
Energy Kidz recognises that technology is an integral part of some children’s lives and they use mobile phones, tablets and other devices as part of their play.
It is our intention to provide an environment in which children can safely use these devices but at the same time other children, parents and staff are safe from unwanted images being shown or recorded and inappropriately used.
Our aim is to:
Have a clear policy on the acceptable use of technology by children that is understood and adhered to by all parties concerned without exception.
Energy Kidz allows children to bring technology into the setting. With this privilege comes the responsibility that the children will act in an appropriate manner and in accordance with the following guidelines:
- Users bringing personal devices into the club must ensure there are no inappropriate or illegal content on the device.
- Children must ask a member of staff before using any devices.
- Use of devices will only be acceptable during free play sessions.
- Children must not take photos or images of others.
- Staff will discuss with the child what the expected behaviour is whilst using the device.
This will include but is not limited to:
- Not playing offensive music
- Not showing offensive images
- Not accessing terrorist or extremist material
- Only watching age appropriate clips
- Only playing age appropriate games
Failure to follow these guidelines will result in permission to use the device being withdrawn.
Energy Kidz reserves the right to check the image contents of any device should there be any cause for concern over the appropriate use of it.
Should inappropriate material be found then we will follow our safeguarding procedures.
Concerns will be taken seriously, logged and investigated appropriately.
All devices are brought into the club at the owner’s risk. Energy Kidz Ltd takes no responsibility for lost/stolen or damaged equipment.
It is the parents’ responsibility to inform Energy Kidz if they will be late collecting their children. If a child is not collected at the end of a session, and the parent or carer has not notified us that they will be delayed, we will implement the following procedures:
- After the advertised finish time of the club, the club manager will contact the parents.
- The parent or carer will be informed that penalty fees will have to be charged.
- If there is no response from the parent or carer, messages will be left requesting that they contact the Club immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.
- While waiting to be collected, the child will be supervised by at least two members of staff.
- When the parent or carer arrives they will be reminded that they must call Customer Care to notify us if they are delayed, and that penalty fees will have to be charged.
Over 30 minutes late
- If Staff have been unable to contact the child’s parents or carers after 30 minutes, the manager will contact the local Social Care team for advice.
- The child will remain in the care of two of the Club’s members of 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.
A charge of £8 per 15 minutes will be levied for all late collections. Managers must inform their Local area manager and Customer Care of the exact time the child was signed out.
Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the Club.