ACTIVITY SCHEME POLICIES
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Fire Safety Policy & Procedure
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Fire Safety Policy
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There are clearly defined procedures for emergency evacuation of the building known to all those working at the scheme.
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A fire risk assessment has been undertaken
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Fire drills are carried out weekly.
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Fire doors are not obstructed and fire exits are clearly identifiable and easily opened from the inside
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Adequate fire detection and control equipment are readily available.
Evacuation Procedure
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On discovery of a fire or hearing the alarm inform activity scheme leader immediately and the deputy leader will phone the emergency services.
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Children must stop what they are doing and the play leader will ensure all children are evacuated and taken to the nearest assembly point, which is situated in the area behind the swings.
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Once the children are assembled the play leader will take a register of the children. At no time must any person re-enter the building until informed by emergency services.
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At the beginning of each day the children will be informed of what to do in the event of a fire.
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Responsibility for the procedure
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The Play Leader is responsible on a day-to-day basis
The Committee is responsible for ensuring that the premises are properly equipped and maintained each season
Equality, Diversity & Inclusion Policy
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Plumpton Activity Scheme aims to provide an environment free from prejudice and without discrimination. We adopt a zero-tolerance approach to discrimination on any of the protected grounds in the Equality Act 2010.
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We are committed to providing equal opportunities to all regardless of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.
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We aspire to be diverse and inclusive and we place inclusion at the heart of all we do.
We will take positive steps to ensure that children, visitors and those working at the activity scheme have an experience that is fair, equitable and free from discrimination.
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To help us achieve our goal of a diverse and inclusive setting, we have implemented the following initiatives:
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Working closely with the local primary school to ensure the scheme is accessible to all children
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Working with parents to ensure individual children’s needs are met
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Helping and supporting children to understand each is an individual and open discussion may help to assist in understanding diversity and create an atmosphere of mutual respect
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Activities are open to all children and any appropriate help and support will be given where needed. No child will be excluded as a result of any protected characteristic.
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We value all contributions from adults and children and attempt to challenge any assumptions based on prejudice and stereotype.
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Anyone working at the scheme is encouraged to talk and listen to the children, praise efforts, encourage questions, and promote a feeling of security in their sense of identity.
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Any instances of discrimination, bullying or harassment on grounds of any protected characteristic will be dealt with promptly and may result in exclusion from the scheme.
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Responsibility for the procedure
The Play Leader is responsible on a day-to-day basis.
The committee are responsible for ensuring fair access and recruitment processes, that the scheme is accessible to all children, and managing any complaints of discrimination which should be reported to the Chair of the Committee.
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Behaviour Management Policy
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Kind and supportive relationships are essential for good behaviour management. Building good relationships is therefore our priority.
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The aims of the policy are to ensure:
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The safety and well-being of everyone.
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That all children have the best possible opportunity to experience new things and have fun.
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Equal opportunity and positive self-esteem.
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That no form of bullying is tolerated.
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Code of conduct
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Be kind and helpful
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Be polite
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Be honest
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Respect others
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Take care of your surroundings
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Responding to inappropriate behaviour
Handling of children’s behaviour aims to be consistent and developmentally appropriate, respecting the individual child’s level of understanding and maturity. This might include ‘time out’ and being asked to reflect on a certain behaviour. It might also include being asked to apologise.
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On no occasion will physical restraint or corporal punishment be used against a child.
Incidents will be recorded in the incident book and the parent informed of the incident on the day.
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Instances of bullying are taken very seriously and may result in exclusion. (Please see Anti Bullying policy)
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Responsibility for the procedure
The Play Leader is responsible on a day-to-day basis. The committee are responsible for ensuring that the incident book is present and reviewed.
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Anti-Bullying Policy
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We believe that challenging bullying behaviour will effectively improve safety and happiness of the children attending the activity scheme. It shows that bullying is unacceptable and will not be tolerated.
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Bullying can be physical or mental. Examples of bullying behaviour include (but are not limited to):
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Persistent name calling
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Leaving people out
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Persistently belittling someone
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Threatening behaviour
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Taking money or possessions
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Hitting
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Kicking
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Guidelines to follow if bullying is reported:
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Make sure that whoever (whether adult or child) has reported a bullying incident is reassured they have done the right thing in telling an adult and support them with their fears of reprisal.
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Make sure that we listen to both sides and other witnesses where appropriate.
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Discuss the incident with the alleged bully and ensure they understand their behaviour is not appropriate and will not be tolerated
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Ensure that the incident is recorded.
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Ensure that parents/carers are informed.
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Ensure that we follow the practice/sanctions detailed in the behaviour policy.
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Consequences
If a child’s behaviour is extremely disruptive or is such that the physical or emotional safety of other children is at risk, then it is within the power of the play leader to request that the child be removed from the scheme. Subsequent re-admission will be at the discretion of the play leader. This will be recorded in the incident book.
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Every child and adult at the activity scheme should be treated with respect.
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Nobody should be bullied.
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Bullying makes other people unhappy.
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Responsibility for the procedure
The Play Leader is responsible on a day-to-day basis.
The committee are responsible for ensuring bullying incidents are dealt with appropriately.
Collection of Children Policy
The setting has a duty under the Children’s Act 1989 and the Human Rights Act to protect children and act in their best interests. The Safe Collection Procedure must be followed at all times. (See Safe Collection Procedure).
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Action to be taken by Activity Scheme Leader In Emergency Circumstances
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If a parent/carer is unavoidably delayed due to an emergency situation they must contact the activity scheme to say that they will be late collecting their child and to make appropriate arrangements. Where an adult who is not known to the activity scheme is to collect the child, the security password system must be utilised.
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Persistent Lateness
Persistent lateness in collecting a child from the activity scheme amounts to abandonment and could be reported to the local safeguarding partnership. An adult could also be reported if they are in an unfit state to be in charge of the child that they are collecting.
Persistent lateness will result in the following steps being taken:
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A verbal warning will be given. If late collection persists;
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A written warning will be given. If the situation still persists;
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A report will be made to the local safeguarding partnership.
Cash Penalty for late collection
Except for in a one-off emergency situation, when a child is collected more than fifteen minutes late, on more than one occasion a cash penalty of £25.00 per hour will be payable. This will be paid directly to the activity scheme leader who will reimburse the person on duty who has taken responsibility for the welfare of the child until the time of collection.
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If a child is not collected from the activity scheme
If a child is not collected and it appears the parent/carer has made no alternative arrangements for the collection of a child, acting in accordance with the guidance issued by the local safeguarding partnership, all reasonable steps to contact the parents or carer will be made.
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In the event that contact cannot be made within a reasonable period of time (not exceeding one hour) the Play leader should telephone the local safeguarding partnership who will arrange an appropriate placement for the child. The local safeguarding partnership will need to know the child’s name, address and date of birth and emergency numbers held. The Play Leader will also provide a brief resume of action already taken.
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The Play Leader should record the name of the social worker to whom details were given and the date and time of the call.
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Responsibility for this Policy
The Play Leader takes day to day responsibility for this Policy, with committee support in the collection of fines and reporting to the local safeguarding partnership.
Safe Collection Procedure
Booking information (collected before the scheme starts)
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When each child is registered to attend the setting, parents/carers are asked to provide contact numbers, where they can be reached during sessions.
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Parents/carers are also asked to provide written details of all adults they authorise to collect their child from the setting.
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On admission, parents/carers are also asked to provide a security password for use in emergency situations. This enables the activity scheme to verify the right of adults unknown to them to collect a child from the activity scheme.
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All contact information is updated in writing by parents/carers prior to admission and thereafter as required. Parents/carers are regularly reminded of these procedures and of the need to inform the activity scheme of any changes of details.
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Day to Day Procedure
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Under 8’s must be collected by an adult.
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Permission for children aged 8 and over must be given by the parent/carer for them to walk home alone.
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Parents/carers inform the setting when a child is to be collected by another adult who is known to the activity scheme and an entry is made in the setting register.
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The activity scheme play leader maintains a secure record of all nominated passwords.
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Where there is any doubt about a person’s right to collect a child from a session the child will not be released until the parent has been contacted and confirmation received.
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Information regarding this policy is included in the Activity Scheme information, which is made available to parents/carers before admission on the website.
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Responsibility for this Procedure
The Play Leader is responsible for escalating late incidents as per the Collection Policy and intervening when non-authorised adults attempt to collect a child/children. All working on behalf of the scheme are responsible for responsible for the day-to-day execution of this procedure. The Committee are responsible for ensuring the booking information is recorded accurately.
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Data Protection Policy
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We recognise that it is important to protect and hold personal data securely and in accordance with General Data Protection Regulation (GDPR).
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We will only collect personal data that is necessary for an individual’s participation in, or engagement with Plumpton Activity Scheme and will only use and process the data for that purpose.
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Data will only be retained for as long as it is required for that purpose and will be destroyed/deleted when the need for it ceases.
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A nominated officer of Activity Scheme will oversee data protection within our setting.
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All personal data held by Activity Scheme in paper format will be kept physically secure and stored in a locked box, which is kept either a) with the committee during term time or b) in the care of the Play Leader during the scheme. No-one other than committee members and those working at the scheme will have access to the contents.
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Electronic files containing personal data are password protected and held in a shared folder which is only accessible by committee members. Access to the shared folder will be regularly reviewed and access withdrawn immediately from anyone who ceases to be a committee member.
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In accordance with the GDPR we will respond to subject access requests or requests to correct or delete any data that we hold within one month. Any such requests should be sent to the Chair of Activity Scheme.
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Responsibility for this Policy
The Committee are responsible for carrying out periodic audits of the personal data that is held and ensuring that it is disposed of confidentially when the need to hold the data ceases. It is also responsible for ensuring that data handling policies and procedures are kept up to date and that everyone is made aware of them.
The Play Leader takes responsibility for the locked box file during the scheme.
Health/ Medicines Policy General
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Parents/carers must complete a registration form for each child attending Activity Scheme and provide full details of any allergies or medical conditions. They should also give consent to emergency medical treatment if necessary.
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Children who have been ill with sickness or diarrhoea must not attend the scheme for 48 hours following the last episode of sickness or diarrhoea. This is to prevent spreading infection.
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Children with any illness that is contagious must not attend the scheme
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A trained First Aider will be on duty at every session of Activity Scheme.
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Administering Medicine
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Wherever possible, children who are prescribed medication should receive their doses at home.
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Medication will only be given with the prior written consent of the parent/carer, which should state frequency, dosage, any potential side effects and any other pertinent information. These consent forms, known as Medication Administration forms, will be kept in a folder with the daily register and incident/accident forms.
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Medication must be in its original container with the pharmaceutical label that includes the child's name, the date, the type of medicine and the dosage.
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The Playleader, Deputy Playleader and designated First Aider are all designated to administer medication or to be a witness to self-administration of medicines. They will be responsible for ensuring that prior written consent is received, and the Medication Administration form is completed; the medication is properly labelled and stored safely and in line with the medicine’s storage instructions; another adult who is working acts as a witness to ensure that the correct dosage is given; parents/carers sign the Medical Administration form at the end of the session to acknowledge that the medication has been given.
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If it is necessary for medication to be administered at Plumpton Activity Scheme it will be stored in a secure cupboard or, where necessary, refrigerated in the kitchen where children do not have access. The medication will be stored in a named plastic box.
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All medication must be taken home at the end of each session.
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If for any reason a child refuses to take their medication, we will not attempt to force them to do so against their wishes. If such a situation occurs, the Play Leader will notify the child's parent/carer, and the incident will be recorded on the Medication Administration form.
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Plumpton Activity Scheme will not administer medication requiring specialist knowledge or training.
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Self-Administered Medication
Parents/carers may give written consent for their children to manage their own medication and take it with only supervision from the Play Leader or First Aider to ensure the correct dosage and to complete the Medical Administration form. The medication should be handed to the Play Leader to be stored safely until it is required. This is to minimise possible loss of medication and to ensure the safety of other children. Inhalers should always be labelled with the child's name.
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Parents may attend the scheme during the day to administer medication to their child if they wish.
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Responsibility for this Policy
The Play Leader is responsible for ensuring this policy is followed on a day-to-day basis.
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Complaints Policy
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We aim to provide the highest level of care for children attending Plumpton Activity Scheme. We endeavour to make each individual child feel welcome and to provide a warm and caring environment within which all children can develop as they play.
We believe that most complaints can be solved at an early stage and it is in the best interests of the play scheme parents/carers and children that complaints are dealt with promptly and fairly.
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A parent who is uneasy about any aspect of the play scheme provision should first of all discuss any worries or anxieties with the Play Leader.
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If a satisfactory outcome is not reached promptly, or if the problem reoccurs the parent/carer should speak to a Committee member who will investigate the anxieties or complaint. A meeting with parents/carers can be arranged where either or both parties feel that this would be useful. An agreed written record of the meeting will be made.
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If the parent/carer still feels that the matter is not sorted out to their satisfaction, they should write to the Chair of the Activity Scheme, who can hold a further review and advise the parent/carer of the outcome.
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If the complaint has child protection implications the procedures set out in our Child Protection and Safeguarding Policy will be followed.
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Responsibility for this Policy
The Play Leader is responsible for escalating any unresolved issues or complaints to the committee.
The committee are responsible for ensuring all complaints are recorded and handled appropriately.