Photographs will only be taken of children with their parents’ permission. Only the club camera will be used to take photographs of children at the Club, except with the express permission of the manager. Neither staff nor children nor visitors may use their mobile phones to take photographs at the Club. For more details see our Mobile Phone Policy.
Uncollected Child Policy
Vzards endeavours to ensure that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below:
Up to 15 minutes late
When the parent or carer arrives they will be reminded that they must call the club to notify us if they are delayed.
The parent or carer will be informed that penalty fees will have to be charged (unless the delay was genuinely unavoidable).
Over 15 minutes late
If a parent or carer is more than 15 minutes late in collecting their child, the Club Leader will try to contact them using the contact details on file.
If there is no response from the parent or carer, messages will be left requesting that they contact the Club immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.
While waiting to be collected, the child will be supervised by a member of staff.
When the parent or carer arrives they will be reminded that they must call the Club to notify us if they are delayed, and that penalty fees will have to be charged (except in exceptional circumstances).
Over 30 minutes late
If the manager has been unable to contact the child’s parents or carers after 30 minutes, the manager will contact the local Social Care team for advice.
The child will remain in the care of the Club’s staff, on the Club’s premises if possible, until collected by the parent or carer, or until placed in the care of the Social Care team.
If it is not possible for the child to remain at the Club’s premises, a note will be left on the door of the Club informing the child’s parent or carer where the child has been taken (eg to the home of a staff member or into the care of a safeguarding agency) and leaving a contact number. A further message will be left on the parent or carer’s telephone explaining events.
Managing persistent lateness
The Club leader will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the Club.
Missing Child Policy
At Vzards, we are always alert to the possibility that children can go missing during sessions. To minimise the risk of this happening staff will carry out periodic head counts, particularly when transporting children between locations (eg walking from the school to the Club) and during holiday camps (when children are with us for a longer duration).
If a child cannot be located, the following steps will be taken:
All staff will be informed that the child is missing.
Staff will conduct a thorough search of the premises and surrounding area.
After 10 minutes the police will be informed. The manager will then contact the child’s parents or carers.
Staff will continue to search for the child whilst waiting for the police and parents to arrive.
We will maintain as normal a routine as possible for the rest of the children at the Club.
The Club Leader will liaise with the police and the child’s parent or carer.
The incident will be recorded in the Incident Log. A review will be conducted regarding this and any other related incidents along with relevant policies and procedures. We will identify and implement any changes as necessary.
If the police or Social Care were involved in the incident, we will also inform Ofsted.
At Vzards, we aim to work in partnership with parents to deliver a high quality computer education 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. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.
The Club Leader is usually responsible for dealing with complaints. If the complaint is about the Club Leader, the registered person (Manager) 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:
Complaints about aspects of Club activity:
The Club Leader 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.
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.
Behaviour Management Policy
Vzards 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.
Whilst at Vzards 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 and participate in a variety of activities
Ask for help if needed
Enjoy their time at the Club.
Encouraging positive behaviour
At Vzards 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 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 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.
At Vzards, we respect the privacy of the children attending the Club / Camp and the privacy of their parents or carers. Our aim is to ensure that all those using and working at Vzards can do so with confidence.
We will respect confidentiality in the following ways:
Parents can ask to see the records relating to their child, but will not have access to information about any other children.
Staff only discuss individual children for purposes of planning and group management.
Staff are made aware of the importance of confidentiality during their induction process.
Information given by parents to Club staff will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the designated Child Protection Officer and the manager.
Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
Confidential records are stored securely in a password protected file.
Students on work placements and volunteers are informed of our confidentiality policy and are required to respect it.
Sharing information with outside agencies -
We will only share information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children or criminal activity. If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.
We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.
Data Protection Act
We comply with the requirements of the Data Protection Act 1998, regarding obtaining, storing and using personal data.