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Policies & Procedures
Policies & Procedures
In detail Policies and Procedures (updated December 2011)
Activities
A daily programme of activities is planned in consultation with staff and children attending the Holiday Activity Scheme. The activities on offer reflect the qualifications and experience of Activity Staff working on the day together with existing weather conditions. Before each session a range of activities from the list below are offered. Children have the opportunity to choose which activity they would like to do each session. Children are also able to contribute their own ideas for the activity programme.
Qualified coaches provide instruction for specialised activities as required. Age and ability will be considered in determining the suitability of particular activities for each individual child e.g. canoeing, archery and trampolining. A swimming test, supervised by a qualified lifesaver, is run at the start of each swimming session in order to assess a child’s ability to swim. Buoyancy aids are available for weak or non-swimmers, and a member of staff is always present near the shallow end of the pool to supervise beginners. There are a wide range of activities available in the art room, including clay modelling, glass painting, jewellery making, painting, drawing, badge making, junk modelling, marbling and tie-dying. Children wishing to participate in the video games room and film club activities are restricted to one visit a day. This does not apply to the Early Bird Club session (7:30am – 8:30am).
Qualifications, Experience and Safety checks
All staff will have their backgrounds checked and cleared by an Enhanced Disclosure form from the Criminal Records Bureau (CRB). 
Leighton Park Holiday Activity Scheme do not employ staff that have been convicted of an offence or have been the subject of an order that disqualifies them from registration under regulations made under schedule 9A of the Children’s Act 1989. The Team Leaders will have, or be working towards, a NVQ level three qualification appropriate to the post, along with at least two years’ experience of working in a day care setting.
Staffing
Each day Team Leaders will brief and de-brief staff so that they are able to discuss and contribute in a positive manner and are informed of any up-dates or information needed including specific information on children’s medical conditions, special needs and behavioural issues.
Confidentiality
Staff have a right to privacy, as do the children and their parents/carers. Personal details will not be discussed except in exceptional circumstances. Staff will not talk about individual incidents or the behaviour of children in front of parents/carers and other children. Staff will not provide information about children to any branch of the media without signed parental permission.
Staff Ratios
The ratio of staff to children we work by is 1 to 8. At all times there will be two members of staff on each activity. During swimming sessions, there will be one lifeguard for every 20 people (including staff that go into the water) in the pool. The lifeguard(s) will count in the 1 to 5 staff to children ratio.
Health and Safety
Leighton Park aims to protect the health, safety and welfare of the children attending the Scheme alongside Activity Staff and other persons who may be visiting the Holiday Activity Scheme. All accidents, incidents and dangerous occurrences are recorded. If a child is involved their parents/carers are informed. This is done by either contacting the parent/carer immediately or at the end of the day when they pick up their child depending on the severity of the incident. All staff are informed of what to do in the event of a fire and the procedures to contact the emergency services. Each activity has a register taken at the beginning and at regular intervals.
Bullying
Everyone involved in Leighton Park Holiday Activity Scheme, staff children and parents/carers will be made aware of Leighton Park Enterprises stance towards bullying. Such behaviour will not be tolerated or excused under any circumstances.
Uncollected Children
Leighton Park will ensure that all children are collected by a parent, carer or designated adult. In accordance with the departures policy. If for some reason a child is not collected at the stated time, the following procedures will be activated:
If a parent, carer or designated adult is more than 15 minutes late in collecting their child, the Activity Manager will be informed.
The Team Leader will call the parent, carer or designated adult, and use any other emergency contact details available in order to try to ascertain the cause for the delay, and how long it is likely to last. Messages are left on any answer phone requesting a prompt reply.
While waiting to be collected, the child is supervised by at least two members of staff who will offer them as much support and reassurance as is necessary.
If, after repeated attempts, no contact is made with the parent, carer or designated adult, and a further period of 30 minutes has elapsed, the Activity Manager will call the local Social Services Department for advice.
In the event of the Social Services being called and responsibility for the child being passed to a child protection agency, the Activity Manager will attempt to leave a further telephone message with the parent/carer or designated adults’ answer phone. Furthermore, a note will be left on the door of the normal pick up point informing the parent, carer of designated adult of what has happened. The note will re-assure them of their child’s safety and instruct them to contact the local Social Services Department.
Under no circumstances will a child be taken to the home of a member of staff, or away from Leighton Park’s premises unless absolutely necessary, in the course of waiting for them to be collected at the end of a session.
The child will remain in the care of Leighton Park until they are collected by the parent, carer or designated adult, or alternatively placed in the care of Social Services.
Incidents of late collection will be recorded by the Activity Manager and discussed with parents/carers at the earliest opportunity. Parents and carers will be informed that persistent late collection may result in the loss of their child’s place at Leighton Park.
Complaints Procedure
This policy constitutes Leighton Park’s formal Complaints Procedure. It is displayed on the premises at all times. under normal circumstances, the Team Leader will be responsible for managing complaints. If a complaint is made against the Team Leader, The Bursar at Leighton Park will conduct the investigation. All complaints made to staff are recorded in detail on an incident form.
Stage One
If a parent/carer has a complaint about some aspect of Leighton Park’s activity, or about the conduct of an individual member of staff, it will often be possible to resolve the problem by simply speaking to the individual concerned and /or the Team Leaders.
In the first instance, parents/carers are encouraged to speak directly to the relevant member of staff, if deemed appropriate. If not, the Team Leader should be approached and they will try to resolve the problem. If a satisfactory resolution cannot be found, then stage 2 of the procedure will formally come into operation.
Stage Two
If informal discussions of a complaint or problem have not produced a satisfactory resolution to the situation, parents/carers should put their complaint in detail and in writing to the Team Leader. Relevant names, dates, evidence and any other important information on the nature of the complaint should be included.
Leighton Park will acknowledge receipt of the complaint as soon as possible – within three working days at least – and fully investigate the matter within 15 working days. If there is any delay, Leighton Park will advise the parent/carer of this and offer an explanation. The Team Leader will be responsible for sending them a full and formal response to the complaint.
If the Team Leader has good reason to believe that the situation has child protection implications, they should inform the designated child protection officer and ensure that the local Social Services Department is contacted. If any party involved in the complaint has good reason to believe that a criminal offence has been committed, then they will contact Police.
The formal response to the complaint from Leighton Park will be sent to the parent/carer concerned and copied to all relevant members of staff if appropriate. The response will include recommendations for dealing with the complaint and for any amendments to Leighton Park’s policies and procedures emerging from the investigation.
The Team Leaders will arrange a time to meet the parent/carer concerned and any other relevant individuals, such as members of staff, to discuss the complaint and Leighton Park’s response to it. The Team Leader will judge if it is best for all parties to meet together or if individual meetings are more appropriate.
If at the conclusion of this process parents/carers remain dissatisfied with the response they have received, the original complaint along with Leighton Park’s response will be passed to The School Bursar who will adjudicate the case. The School Bursar will communicate a detailed response, including any actions to be taken, to both the Team Leaders and the parents/carers concerned within 15 days.
Making a complaint to Ofsted
Any parent/carer can, at any time, submit a complaint to Ofsted about any aspect of registered childcare provision. Ofsted will consider and investigate all complaints received. Parents/carers are entitled to know the number of complaints Ofsted receive relating to the operation of Leighton Park Holiday Activity Scheme.