- Extended Hours, begin from 8:15 – 5:45, please drop children off no earlier than 8.15 and collect no later than 5.45 – an extra charge of £7.50 for every 15 minutes late will be applied, if children are left with us for long periods before/after the scheduled times. Same times apply for the 1 day booking and 3 day booking.
- Mornings only, arrival from 8:15, collection is at 12:30, from the sports hall.
- Standard week is from 10:00 – 16:00, please arrive between 9:30-10:00, collection is at 16:00 promptly.
In addition to following common core skills, our staff also receives comprehensive training that includes:
- Supervision of children
- Child protection
- First aid
- Fire procedures
- Equipment safety
This is all covered in our risk document, which each member of staff is taken through in detail during the induction.
- Attend an interview
- Provide professional and personal references
- Be registered/cleared carrying out an ENHANCED DISCLOSURE
- Hold the necessary qualifications for the sport or activity they are instructing
- Have completed all training required for their positions
No person applying for the position available will be treated less favourably than any other person on the grounds of their race, colour, religion, language, culture, gender, appearance, disability, marital status, class, personality or lifestyle.
Cheltenham Activity Camps staff are given guidance over our security procedures during their staff training.
There will be access to drinking water throughout the day and we will be able to refill drinking bottles.
If a serious accident takes place during the programme you will be contacted as soon as possible. In this instance our staff will have had guidance over the RIDDOR regulations (reporting of accidents legislation), which they may be reportable under.
We will carry out a fire drill on the first morning of every week-long programme in line with existing procedures.
This drill will be logged by the Site Manager and kept on record.
Staff are provided with training in their responsibilities in respect of fire safety at the venue.
If weather is too cold, hot or wet, children will take part in indoor activities.
We advise you to send children to our programmes with plenty of sunscreen. Please apply suncream to your child before the arrive at camp. Members of staff cannot administer this and we cannot provide sun screen but our staff will encourage children to put this on at regular intervals throughout the day. If your child is unable to put on his/her own sunscreen please use a brand that provides all-day protection. If a child does not have appropriate protection then he or she will need to remain indoors and this will affect their enjoyment.
In the instance where a child does not have suitable protection or clothing, where possible and appropriate the Activity Camp Manager or Assistant Manger will call the parent in advance of anticipated adverse or unusual weather, i.e. Hot, to obtain guidance or approval of sun screen/block.
We will provide drinking water for children throughout the day but it is important that you provide enough for your child.
We will maintain the cleanliness of facilities and equipment, and give our staff guidance on maintaining a healthy environment and good hygiene practice.
A member of staff in any bullying incident will complete a behaviour report. It is worth bearing in mind that the bully may have problems of their own which are resulting in this behaviour and need to be dealt with sensitively and fairly. There may be reasons for their bullying but there are no excuses for such behaviour. If we are convinced that bullying has taken place then we will decide what action is appropriate. If the bullying is of a serious nature we will inform the relevant parent/carer. In serious cases we may need to consider the removal of the bully from the programme.
Challenging/Inappropriate behaviour procedure:
- Initially the Group Leader will try to deal with the situation by warnings, exclusion from activities, welcoming the child back in under conditions.
- If unsuccessful: Site Manager will try to deal with the situation, removing the child/children from the group having a witness present.
- If unsuccessful: Parent/Carer will be involved. In some cases the parent/carer will be asked to collect the child/children during session time. We will endeavour to involve a parent/carer at the end of the day whenever possible.
- Suspending a child will only be considered after consultation with the Cheltenham Activity Camp Manager, or Assistant Manager in their absence. And in accordance with the Activity Camp policy, on behaviour.
- A member of staff in a behaviour report will record any poor behaviour.
- Reports will be shared with parent/carers when necessary.
- Bullying is not tolerated on any site. If a child feels that they are being bullied then they are encouraged to report this to their Group Leader.
- Group Leaders will pass this information on to the Site Manager immediately who should then discuss the matter with the child and with their Leader.
- A member of staff in any bullying incident will complete a behaviour report.
- Staff will always talk to the victim and find out who the bullies are then speak with each separately – not together at first. Often these situations are clouded with misunderstanding and lies.
- If we are convinced that bullying has taken place then we will decide what action is appropriate.
- If the bullying is of a reasonably serious nature we will inform the relevant parent/carer. In serious cases we will consider the removal of the bully from the site.
- All staff should be kept up to date with these incidents in daily briefings.
We welcome suggestions on improvements and regularly ask for feedback from parent/carers in order that their needs can be met. Any concerns will be dealt with promptly and it is our aim that all parent/carers feel comfortable to voice their opinions, safe in the knowledge that they will be listened to and responded to, with a satisfactory conclusion for all involved.
We are required by Ofsted to keep a summary of complaints that reach stage 2 and beyond and should be made available to parents as well as Ofsted. The Site Manager follows the complaints policy using a complaint summary log.
Making a Complaint
Stage 1 – at this stage the parent and member of staff should be able to talk through complaints and deal with them to a satisfactory resolution.
Stage 2 – occurs if stage 1 either reoccurs or fails to meet a satisfactory outcome. At this stage the parents put their concerns in writing to the Site Manager and stored confidentially. The Site Manager must meet with the parents once the matter has been investigated in order to discuss the outcome.
Stage 3 – if the parent is still unhappy he/she may request a meeting with both the Site Manager and the group leader. The parent will be informed that he/she may bring a friend with them for support. Minutes of the meeting must be taken accurately including the decisions that have been jointly made. All parties must sign to say that they agree with the document, and they will receive a copy of it too. At this point the signing should signify a conclusion to the matter, and the points must be logged in the logs.
Stage 4 – If stage 3 is not completed through lack of agreement an external mediator is invited in to help settle the complaint. This is someone who is deemed acceptable to all parties and can listen. The mediator role is to offer suggestions, but must be noted that they have no legal power to make decisions. The mediator keeps records of conversations and meetings (and his/her advice) and can hold separate meetings with both parties if deemed a more acceptable form of resolution.
Stage 5 – occurs when the mediator calls a meeting for all parties and the advice is delivered in order to make a decision, which is acceptable to all parties. A record is kept of the meeting and everyone is asked to sign the record and then receives a copy of it. If signed, this indicates that the matter is resolved.
We also have procedures if a child is lost on site so please contact us should you require a copy of this policy.
- A broken or suspicion of broken bone
- If the child is unable to participate due to serious illness
- If a child is seriously unhappy about being on the programme
- Bang to head that may result in concussion
- Any situation resulting in a hospital visit (we will endeavour to contact parent/carers before any hospital visit.
Other situations may be:
- Serious behaviour problem
- Seriously upset for whatever reason after a period of settling attempts
- A child needs a change of clothing
- A child has no lunch for whatever reason.
If a child is sick whilst at the programme the child’s parent/carer will be contacted to collect the child immediately. We require the parent/carer to inform the setting of the child’s illness as soon as possible. If necessary we will contact a designated person from the child’s record sheet to collect the child. There will be a poster displayed on site regarding these matters.
The Site Manager will document the administering of medication, as well as the dropping off and collection of the medication itself.
If your child carries an epi-pen for the treatment of Anaphylaxis then you must inform us prior to your child commencing at the point of booking and we must obtain written permission from you allowing us to administer treatment in an emergency. Only those staff who have been trained may administer the injection, you will asked to sign a form, giving consent to those trained to administer treatment.
Make sure that it is in a box which is clearly labelled with the child’s name. Ideally a hard case is used and the child will keep it with them at all times depending on age. You as a parent will be contacted in an emergency.
Cheltenham Activity Camps, stipulate the requirement for 2 Epi pens, 1 with the child at all times and 1 in the secure staff area.
If a child suffers from anaphylaxis (primarily nut allergy) we must be informed of this on the child’s application form. In this case we will ask for written consent from the parent/carer allowing us to administer emergency treatment if needed. It is essential that either the parent/carer or someone with the correct medical background give adequate training in how to administer the injection.
Disclosure of information is not permissible without the consent of the individual or their parent/carer.
- We have access to an area SENCO provided by our local County Council who provides a supportive and informative role on request.
- We monitor and review our practice and provision regularly and self-assess our working practices to ensure continuity and high standards for all.
Each member of staff will keep records of any issues concerning children with SEN and/or disabilities and will ensure that their progress is being monitored, evaluated and assessed on a regular basis. The Site Manager will be responsible for checking progress and holding meetings with the staff and parent/carers as necessary. The Site Manager will also be responsible for feeding back to the SENCO, any concerns or additional support that is needed to support the needs of the child.
We achieve this by:
- Removing barriers to learning so that every child has an equal access to the full range of coaching and care aspects.
- Employing staff who receive training and support to ensure their delivery is reflective of current government legislation with regards to Equal Opportunities.
- Employees being positive role models who treat all within the setting with respect, without exception.
- Adhering to the Government legislation of ‘Every Child Matters’ (2003)
Risk assessments are created for each activity we operate with site specific risk assessments completed for each site. A site specific induction for all staff takes place prior to each programme with a site safely walk through for children on the first day of programme.
Its aims and objectives are:
- To nominate a Safeguarding Officer for the site who has received the appropriate training and has up-to-date knowledge – in most cases this will be the Site Manager.
- To train and educate staff in safeguarding matters (new starters are not allowed to care for children unsupervised without this training).
- All staff to have a DBS.
- To provide staff with suitable information that will enhance their knowledge of how to identify abuse operating a general policy of ‘Recognise, respond and refer’.
- To raise the awareness of all staff and identify responsibility in reporting possible cases of abuse.
- Ensure effective communication between staff with regard to information sharing.
- To ensure a cohesive and consistent procedure for those who encounter an issue of Safeguarding.
- To ensure that staff have access to the LSCB (Local Safeguarding Children Board) guidelines.
- To notify Ofsted (if registered) of any incidents or accident that may affect the safeguarding of all children. Staff will also notify the Local Authority Designate Officer (LADO) for support and advice.
- The Safeguarding Officer will have knowledge and training about information sharing and working in partnership with parents.
- Observations of the child – changes in behaviour/mood/demeanour or physical signs that are a cause for concern.
- A child confiding in an adult something which is a cause for concern.
- Another parent reporting concerns they may have.
- Another agency contacting the setting, such as housing, to discuss the child.
- The date and time
- The place where the alleged abuse happened
- Names of all present
- The name of the complainant and, where different, the name of the child who has allegedly been abused
- The nature of the alleged abuse
- A description of any injuries observed
- A drawing of the body indicating where the area of concern is
- The account which has been given of the allegation
The Site Manager will inform the parent/carer that a referral is taking place unless this would put the child at more risk.
- Any suspicion, allegation or incident of abuse must be reported to the designated people and the Site Manager within 2 hours.
- The Designated Safeguard Lead will decide whether to report the matter to the GSCB.
- The Designated Safeguard Lead will telephone and report the matter to the GSCB after consulting with the School Office and referring to the Cheltenham College Child Protection & Safeguarding Policy. A written record of the date and time of the report shall be made and the report must include the name and position of the person to whom the matter is reported. The telephone report will be confirmed in writing to the Social Services Department within 24 hours and one kept on file.
- The Designated Safeguard Lead will discuss with GSCB what action will be taken to involve the Police and to inform the parents of the child and a record of that conversation should be made.
- In serious cases, if the Designated Child Protection Officer cannot be contacted within 2 hours of the initial concern arising, the person making the report must report the matter to GSCB themselves and notify the Site Manager as soon as possible about the action taken.
It is the responsibility of any person who hears/witnesses or has concerns about a child to respond appropriately. The safeguarding of the child is paramount and a staff member may be held culpable if they fail to act after being privy to information that later leads to further abuse, critical injuries or death. The duty of the member of staff is to act, after which time the professional bodies can further investigate the allegation.
Allegations against a Member of Staff
Any suspicion, allegation or actual abuse of a child by a member of staff must be reported to the Site Manager as soon as possible (unless the allegation relates to that person, in which case the Domestic Bursar must be contacted). If within 2 hours of the initial concern arising it has not been possible to contact the Manager in question, the matter must be reported to the Head teacher of Cheltenham College.
On being notified of any such matter the Site Manager (or Domestic Bursar as above) shall:
- Notify the Head teacher of Cheltenham College
- Take such steps, as he/she considers necessary to ensure the safety of the child in question and any other child who might be at risk.
- Report the matter to the local Social Services Department in accordance with the procedure set out above.
- Ensure that a report of the matter as set out above is completed by the person who reported the original concern.