An environment for children to develop and enjoy a huge variety of games, sports, arts & crafts

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  • Packed Lunch and snacks
  • Water and Water Bottle
  • Swimming costume/trunks, towel, Goggles & Mask optional

  • 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.

Cheltenham Activity Camps are on the Ofsted Voluntary Register. Part of our staff training is in the ‘common core skills’, identified by Ofsted. The common core skills can be found at www.ofsted.gov.uk.
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.

All staff must:

  • 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 are comprehensively insured by ‘Travellers’ Insurance. A copy of our certificate is held in the sports centre office
Your employer may offer you tax-free childcare vouchers to help pay for your childcare needs. We accept any type of voucher and we will process them in the usual way. If you require any information about this service please do not hesitate to contact us.
For legal reasons we can only accept children on site who are in compulsory full time education. This does not include nursery, kindergarten or pre‐prep school children. Cheltenham Activity Camps accept children from the age of 4.5 years, as this complies with the voluntary Ofsted registration. Children 4 years 5 months to 5 years old are able to come on our Mornings Only package to ensure that they don’t miss out of the fun. We know how tired they can get and there is adequate rest and breaks to make sure they don’t burn out too soon. This age range are looked after with a staff to child ratio of 1.8.
Cheltenham Activity Camps operates a reference number security system. When registering your child on day one of the programme you will be issued with a unique code reference. You need to quote this number when collecting your child each day. If someone else is collecting your child other than yourself you must pass this code onto them and inform our office or the Site Manager on site. No children will be released without this reference number.
Cheltenham Activity Camps staff are given guidance over our security procedures during their staff training.
At the end of the week lost property will be displayed at the parent/carer pick up point. We cannot guarantee the return of all lost property and we do send this on to charity shops 2 weeks after the camps have finished.
We do not provide packed lunches for children. You must send children with a packed lunch but please note that there is not access to refrigeration facilities, though all lunches will be stored in a cool dry place. We advise that you use an insulated container with a frozen pack placed on top of the food or avoid high-risk foods such as meats, meat products, dairy products, rice and pulses.
There will be access to drinking water throughout the day and we will be able to refill drinking bottles.
Any incidents, e.g. administering first aid, that need to be documented shall be by the Site Manager and parents will be made aware of the incident that occurred to their child. It is essential that parents sign all incident report forms so that they are immediately and fully aware of anything that may have occurred to their child that day. Our accident emergency plan is provided at the Sports Centre
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.
Fire safety procedures are written and include guidance for staff on the safe evacuation of the buildings being used at the venue. This is linked directly to the venue’s existing procedures. Our fire emergency action plans is provided at the Sports Centre.

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.

Cheltenham Activity Camps are committed to maintaining high standards of health and hygiene throughout its programmes.
We will maintain the cleanliness of facilities and equipment, and give our staff guidance on maintaining a healthy environment and good hygiene practice.
Bullying is not tolerated on any programme. 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. 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.

Our staff are trained to treat all children fairly and recognise that each is an individual. We aim to provide a challenging, fun learning experience for each child. Our staff continuously encourages positive and good behaviour from every child at a programme through recognising and rewarding such behaviour.
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 Policy:

  • 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 strive to deliver a high quality standard to all, in which parents and children are handled with respect and courtesy at all times and feel valued and listened to.

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.
Methods
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.

At least two adults will remain with the child until collected. We will not allow the child to return home alone or with an unauthorised adult unless we have your permission. If after two hours no one arrives to collect the child and we have been unable to contact anyone by telephone, we will call the local social services department who will make arrangements for a social worker to collect the child.

We also have procedures if a child is lost on site so please contact us should you require a copy of this policy.

Parents will be contacted in the event of serious injuries such as:

  • 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.

Parent/Carers must telephone us as soon as their child is diagnosed with an infectious illness. The child needs to be away from the site after the commencement of the illness, for a period defined by our Infection control policy which will be explained when you contact us.

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.

We will only administer prescribed medication to a child, e.g. inhaler or antibiotics. To do this we will need written and verbal consent from the parent, signing a medication form at the start of a programme can do this.

The Site Manager will document the administering of medication, as well as the dropping off and collection of the medication itself.
Epi-Pens
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.

We will obtain written permission from every parent/carer regarding emergency medical treatment. Parent/carers will be informed immediately.

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.

There is no obligation to disclose information about an individual regarding HIV to our members.
Disclosure of information is not permissible without the consent of the individual or their parent/carer.
Cheltenham Activity Camps is a fully inclusive organisation, which supports all children to achieve their maximum potential. We welcome children of all ability, from the most able to those with very special needs. We want all children to discover and improve the talents they possess and we hope to be a partner in developing a child’s confidence and self‐esteem.

  • 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 aim to provide a setting that is free from discrimination, either direct or indirect, by educating our children to celebrate different cultures, religions and races throughout the world. Our children are looked after and educated in a setting which is non-gender stereotypical and promotes positive role models globally in many facets of life, such as religion, politics and sport. Our policy and procedures adhere to the Race Relations Act 1976 in that we will not discriminate on grounds of sex, race, colour, religion, nationality, ethnic or national origins.
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)

Cheltenham Activity Camps take the safety and security of every employee and participant on each of our programmes extremely seriously.

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.

Cheltenham Activity Camps acknowledges the importance of protecting children from abuse. All complaints, allegations or suspicions are taken very seriously. We will not promise confidentiality as the matter may develop in a way that this cannot be honoured, however, we have strict guidelines on sharing information which we adhere to.
The policy ensures that all staff are clear about the actions necessary with regard to a safeguarding issue.
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.

The Site Manager will review the details of any incidents to ensure that procedures have been followed carefully and that appropriate actions and information sharing have occurred. The policy will be reviewed annually by the Operations Manager.
Staff may be aware of safeguarding issues through:

  • 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.

A full record should be made within 2 hours of the nature of the allegation and any other relevant information using the Incident Report Form and any additional sheets required recording:

  • 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.

A checklist of how to respond:

  • 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.