Kids Club Policies
Kids Club Privacy Notice
At Kids Club we respect the privacy of the children attending the Club and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our lawful basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you. Our legal condition for processing any health-related information that you provide about your child is so that we can provide appropriate care for that child.
Any information that you provide is kept secure. Data that is no longer required* is erased after your child has ceased attending our Club.
We will use the contact details you give us to contact you via phone, email, social media, so that we can send you information about your child, our Club and other relevant news, and so that we can communicate with you regarding payment of our fees.
We will only share personal information about you or your child with another organisation if we:
have a safeguarding concern about your child
are required to by government bodies or law enforcement agencies
engage a supplier (Class 4 Kids) to process data on our behalf (eg to take online bookings, or to
issue invoices)have obtained your prior permission.
You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that: we will not be able to continue to care for your child if we do not have sufficient information about them. Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.
If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).
Please sign and date below to confirm that you have read this Privacy Notice.
Signed: ___________________________________________________ Date: _____________
Name: ____________________________________________________
* We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.
* Parents will be asked to sign this form
Kids Club Admissions and Fees Policy
We provide care for children between the ages of 8 and 11 (Year 4 to 6).
Places are offered on a first-come first-served basis. When all places have been filled, a waiting list will be established, with the following order of priority:
1. Siblings of children already attending the club
2. Those requiring the greatest number of sessions/hours per week
Registration
When an enquiry regarding places is made, parents or carers will be given all the relevant Club information, including:
Information regarding availability of places
Details of the Admissions and Fees policy
Registration form, medical form, parent contract, booking form, privacy notice, photo permission form
Behaviour Management policy
Complaints policy
Club Handbook
If a place is available, the parents and child will be invited to visit the club for an induction. The child will be able to attend the Club as soon as the completed forms are received.
If no places are available the parent will be 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 paperwork, 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.
Cancellation policy: If you wish to cancel the place altogether, a full half term’s notice (6 weeks notice) in writing is required, unless there is a waiting list and the space can be filled immediately.
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 structure
Fees are charged at £28 per session (as of January 2022).
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.
Fees are payable monthly in advance (with fees for the term split over 3 months) - Fees will be taken via electronic transfer, direct debit subscription or childcare vouchers.
There is a charge of £5 for late collection per 15 minutes, which will be added to the next invoice
The club charges a one off registration/membership fee of £30 per child - Fees are charged for booked sessions whether the child attends or not - We offer a 10% discount for siblings
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 the manager at the earliest opportunity. Any queries regarding fees should be directed to the manager.
If fees are not paid, the Club will write to the parent or carer, requesting payment. If the parents or carers are having difficulty making the payment on time we recommend that they arrange a meeting with the manager as soon as possible. Where there is no explanation for repeated late payment, the manager will contact the parents or carers to discuss payment options. The manager 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.
This policy was adopted by Kids Club Date: May 2021
Kids Club Behaviour Management Policy
Kids Club uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the Club. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies. The Club rules are clearly displayed at every session, and are discussed regularly.
Expectations
Whilst at Kids Club we expect children to:
Use socially acceptable behaviour
Comply with the Club rules, which are compiled by the children attending the club - Respect one another, accepting differences of race, gender, ability, age and religion - Develop their independence by maintaining self-discipline
Choose to participate in a variety of activities
Ask for help if needed
Enjoy their time at the Club.
Encouraging positive behaviour
At Kids Club positive behaviour is encouraged by:
Staff acting as positive role models
Praising appropriate behaviour
Informing parents about individual achievements
Offering a variety of play opportunities to meet the needs of children attending the Club.
It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that their behaviour is not acceptable. Staff at the Club will try to determine the cause or triggers of the inappropriate behaviour to prevent the situation from recurring.
Dealing with inappropriate behaviour
Challenging behaviour will be addressed in a calm, firm and positive manner.
In the first instance, the child will be temporarily removed from the activity.
Staff will discuss why the behaviour displayed is deemed inappropriate.
Staff will give the child an opportunity to explain their behaviour, to help prevent a recurrence.
Staff will encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation.
If the inappropriate behaviour appears to be as a result of boredom, staff will consult with the child to find activities that more fully engage them.
Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour.
We will not threaten any punishment that could adversely affect a child’s well-being (eg withdrawal of food or drink).
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.
This policy was adopted by: Kids Club Date: May 2021
Kids Club Anti-Bullying Policy
Kids Club provides a supportive, caring and safe environment in which all children are free from the fear of being bullied. Bullying of any form is not tolerated in our club, whether carried out by a child or an adult.
Staff, children and parents or carers will be made aware of the Club’s position on bullying. Bullying behaviour is unacceptable in any form.
Any child who is a victim of bullying will be dealt with in a sympathetic manner. If bullying is suspected or reported, the incident will be dealt with immediately by the member of staff informed, and then discussed with the manager. An account of the incident will be recorded in an Incident log. All staff will be informed so that close monitoring of the victim and bully can begin. Parents of both parties will be informed.
Kids Club defines bullying as the repeated harassment of others through emotional, physical, psychological or verbal abuse.
Physical: Pushing, scratching, spitting, kicking, hitting, biting, taking or damaging belongings, tripping up, punching or using any sort of violence against another person.
Psychological: Behaviour likely to create a sense of fear or anxiety in another person.
Emotional: Being deliberately unkind, shunning or excluding another person from a group or tormenting them. For example, making another person feel ‘left out’ of a game or activity, passing notes about others or making fun of another person.
Verbal: Name-calling, put-downs, ridiculing or using words to attack, threaten or insult. For example, spreading rumours or making fun of another person’s appearance.
Racial harassment can take any of the forms of bullying listed above but is motivated by the victim’s colour, race, nationality, or ethnic or national origins. Incidents of racial harassment will be recorded as such on the Incident log. (See our Equalities Policy for more information on how we deal with and challenge discriminatory behaviour.)
Preventing bullying behaviour
Staff at Kids Club will foster an anti-bullying culture in the following ways:
Encouraging caring and nurturing behaviour
Discussing friendships and encouraging group and team play
Encouraging children to report bullying without fear
Discussing the issues surrounding bullying with the children, including why bullying behaviour will not be tolerated
Exploring the consequences of bullying behaviour with the children.
Responding to bullying behaviour
Kids Club acknowledges that despite all efforts to prevent it, bullying behaviour is likely to occur on occasion. Should such incidents occur, the Club will follow the procedure outlined below:
We will address all incidents of bullying thoroughly and sensitively.
Victims of bullying will be offered the immediate opportunity to discuss the matter with a member of staff who will reassure the child and offer support.
They will be reassured that what they say will be taken seriously and handled sympathetically. - Staff will support the individual who has been bullied, keeping them under close supervision, and checking their welfare regularly.
If another child witnesses bullying and reports this, staff will reassure them that they have done the right thing. Staff will then investigate the matter.
If a member of staff witnesses an act of bullying, involving children or adults at the club, they will inform the supervisor.
Children who have bullied will be helped by discussing what has happened, establishing why the child became involved. Staff will help the child to understand why this form of behaviour is unacceptable and will encourage him/her to change their behaviour
If the bullying persists, the parents will be informed and a we will work with them to try to resolve the issues.
If this fails to stop the bullying, more serious actions may have to be taken, as laid out in the Suspensions and Exclusions policy.
All incidents of bullying will be reported to the manager and will be recorded on an Incident Log. The manager and other relevant staff will review the Club’s procedures in respect of bullying, to ensure that practices are relevant and effective.
This policy was adopted by: Kids Club Date: May 2021
Kids Club Complaints Policy
At Kids Club we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints policy is displayed on the premises at all times. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.
The manager is usually responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:
Stage one
Complaints about aspects of Club activity:
The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.
Complaints about an individual staff member:
If appropriate the parent will be encouraged to discuss the matter with staff concerned.
If the parent feels that this is not appropriate, the matter will be discussed with the
manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.
Stage two
If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will:
Acknowledge receipt of the letter within 7 days.
Investigate the matter and notify the complainant of the outcome within 28 days.
Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the Club’s practices or policies as a result of the complaint.
Meet relevant parties to discuss the Club’s response to the complaint, either together or on
an individual basis.If child protection issues are raised, the manager will refer the situation to the Club’s Child Protection Officer, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the manager will contact the police.
This policy was adopted by: Kids Club Date: May 2021
Kids Club Mission Statement
Kids Club aims to provide high quality childcare within a warm and welcoming environment. The individuality of each child in our care will be respected and nurtured.
Aims and objectives - Kids Club aims to:
Ensure each child feels happy, safe and secure, allowing them to learn and develop freely in a play centred environment
Encourage children to take responsibility for themselves and their actions
Encourage children to develop positive attitudes and respect for themselves and others, in an environment free from bullying and discrimination
Provide a range of resources and equipment which can be used under safe and supervised conditions
Offer a programme of sports activities which promotes their physical, intellectual, emotional and social development, enabling them to become confident, independent and co-operative individuals
Work in partnership with parents to provide high quality play and care
Review and evaluate our services to ensure that we continue to meet the needs of children in our care and those of their parents or carers
Keep parents and carers informed about changes in the administration of the Club and to listen and respond to their views and concerns
Communicate effectively with parents and carers, and to discuss experiences, progress and any difficulties that may arise
Employ experienced, well trained staff and offer them appropriate support
Comply with the Children’s Act 1989, the Childcare Act 2006, and all other relevant legislation.
This policy was adopted by: Kids Club (part of The Rugby Universe) Date: May 2021
