This page outlines the guidelines and standards that the company follows in various areas such as privacy, security, sustainability, refund, and returns policies, among others. It serves as a reference point for customers or clients to understand the expectations from the business and can be used as a tool to build trust and credibility.

At S4A we will deal promptly and effectively with any illnesses or injuries that occur while children are in our care. We take all practical steps to keep staff and children safe from communicable diseases.

All parents or carers must complete a Medical Form / Medicine consent form when their child joins the Club, if their child has a medical condition or needs medication. 

If a child arrives with a pre-existing injury, parents must fill in an Existing Injury Form.  

We will record any accidents or illnesses, together with any treatment given, on an Incident Report Form, which the parent or carer will be asked to sign when they collect the child.

S4A cannot accept children who are ill. If any children are ill when they first arrive at the Club we will immediately notify their parents or carers to come and collect them. Any children who have been ill should not return to the Club until they have fully recovered.

First aid
The club’s designated first Aider is Matthew Ogle. The designated First Aider has a current first aid certificate and has attended a 12 hour paediatric first aid course. Other members of staff have also received first aid training.

Procedure for a minor injury or illness

  • The first aider at the session will decide upon the appropriate action to take if a child
    becomes ill or suffers a minor injury.
  • If a child becomes ill during a session, the parent or carer will be asked to collect the
    child as soon as possible.
  • The child will be kept comfortable and will be closely
    supervised while awaiting collection.
  • If a child complains of illness which does not impair their overall wellbeing, the child
    will be monitored for the rest of the session and the parent or carer will be notified
    when the child is collected.
  • If a child suffers a minor injury, first aid will be administered and the child will be
    monitored for the remainder of the session.
  • If necessary, the child’s parent will be
    asked to collect the child as soon as possible.

Procedure for a major injury or serious illness
In the event of a child becoming seriously ill or suffering a major injury, the first aider at the session will decide whether the child needs to go straight to hospital or whether it is safe to wait for their parent or carer to arrive.

If the child needs to go straight to hospital, we will call an ambulance and a member of
staff will go to the hospital with the child. The staff member will take the child’s
Medical Form with them if necessary.  We will contact the child’s parents or carers with all urgency, and if they are unavailable we will call the other emergency contacts that we have on file for the child.

After a major incident the manager and staff will review the events and consider
whether any changes need to be made to the Club’s policies or procedures.

Communicable diseases and conditions

  • If a case of head lice is found at the Club, the child’s parents or carers will be discreetly informed when they collect the child. Other parents will be warned to check their own children for head lice, but care will be taken not to identify the child affected.
  • If an infectious or communicable disease is detected on the Club’s premises, we will inform parents and carers as soon as possible. 
  • In the case of food poisoning, if two or more children looked after at the Club are affected, the Manager will inform Ofsted within 14 days.
  • The club will also notify Ofsted of any serious accident, illness, injury or death that occurs. 


This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

If a child attending S4A requires prescription medication of any kind, their parent or carer must complete a consent to administer medication form in advance. Staff at the Club will not administer any medication without such prior written consent.

Ideally children should take their medication before arriving at the Club. If this is not possible, children will be encouraged to take personal responsibility for their medication, if appropriate. 

If children carry their own medication (eg asthma inhalers), the Club staff will offer to keep the medication safe until it is required. Inhalers must be labelled with the child’s name. Parents must also complete a consent to administer medication.

S4A can only administer medication that has been prescribed by a doctor, dentist, nurse or pharmacist. All medication provided must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage.

A designated staff member will be responsible for administering medication or for witnessing self-administration by the child. The designated person will record receipt of the medication on the consent to administer medication form, will check that the medication is properly labelled, and will ensure that it is stored securely during the session.

Before any medication is given, the designated person will:

  • Check that the Club has received written consent
  • Ask another member of staff to witness that the correct dosage is given.
  • When the medication has been administered, the designated person must:
    Record all relevant details on the Medicine Record Form.
    Ask the child’s parent or carer to sign the form to acknowledge that the medication has been given.

If a child refuses to take their medication, staff will not force them to do so. The manager and the child’s parent or carer will be notified, and the incident recorded on the Medicine Record Form. 

Certain medications require specialist training before use, e.g. Epi Pens. If a child requires such medication the manager will arrange appropriate training as soon as possible. It may be necessary to absent the child until such training has been undertaken. Where specialist training is required, only appropriately trained staff may administer the medication.
A child’s parent or carer must complete a new Consent to Administer Medication form if there are any changes to a child’s medication (including change of dosage or frequency).

If a child suffers from a long term medical condition the Club will ask the child’s parents to provide a medical care plan from their doctor, to clarify exactly what the symptoms and treatments are so that the Club has a clear statement of the child’s medical requirements.

 This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A 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.

The Club’s designated members of staff responsible for behaviour management are Matthew Ogle and Adam Bone

Whilst at S4A 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 S4A positive behaviour is encouraged by:

  • Staff acting as positive role models
  • Praising appropriate behaviour
  • Sticker rewards
  • Informing parents about individual achievements
  • Certificates for exceptional accomplishments
  • Offering a variety of play opportunities to meet the needs of the 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

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
  • 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
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
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 people on our premises.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23


At S4A, we do not issue cash refunds for cancellations. However, we offer the flexibility to transfer cancelled sessions to another day or receive a credit note, which remains valid for six months from the date of issue.


To qualify for a credit note, kindly notify us before the session begins. Unfortunately, if the cancellation occurs after the session has started, no credit will be issued.


This applies to all sessions by S4A Group Ltd.

S4A acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice.

The policy recognises that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socioeconomic background, all children have a positive and enjoyable experience of sport at S4A in a safe and child centred environment and are protected from abuse whilst participating in any of our clubs or sessions or whilst outside of the activity.

S4A acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.

As part of our safeguarding policy S4A will promote and prioritise the safety and well-being of children and young people. Our aim is:

  • To ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people.
  • To ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern.
  • To ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored.
  • To prevent the employment/deployment of unsuitable individuals.
  • To ensure robust safeguarding arrangements and procedures are in operation.
  • The policy and procedures will be widely promoted and are mandatory for everyone involved in S4A
  • Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation. 


The policy will be reviewed a year after development and then every three years, or in the following circumstances:

  • Changes in legislation and/or government guidance
  • As required by the Local Safeguarding Children Board, UK Sport and/or Home Country Sports Councils and as a result of any other significant change or event.

Although we take the utmost care, S4A cannot be held responsible for any injury during our clubs.

We cannot be held responsible for any loss or damage to personal belongings. An appropriate adult must register and sign-out each child.

Safeguarding Children Policy

  • All S4A staff are trained to be alerted to the basic signs of abuse, physical, emotional, sexual and neglect. Staff will know who they should refer their concerns to and will be aware of the procedures to follow if a child discloses information.
  • All S4A staff will be made aware of the procedures regarding confidentiality, regarding information shared or received with dates, times and details if required.
  • The S4A head coach will oversee the safeguarding procedure and will liaise with social services or any other relevant agencies.
  • All S4A staff should show best practice when in the workplace and will not display any inappropriate behaviour. All staff will be aware of any inappropriate behaviour from fellow staff and should report behaviour if required.
  • Safeguarding concerns will be reported to the S4A director. The director will follow through with an investigation. If necessary, the case will go to the local safeguarding board. 

 This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A coaches and volunteers involved in sport for children and young people have a great opportunity to be a positive role model and help build an individual’s confidence.

Staff and volunteers are expected to:

  • Ensure the safety of all children by providing effective supervision, proper pre-planning of coaching sessions, using safe methods at all times.
  • Consider the wellbeing and safety of participants before the development of performance.
  • Encourage and guide participants to accept responsibility for their own performance and behaviour.
  • Treat all young people fairly and ensure they feel valued.
  • Encourage all children not to discriminate on the grounds of religious beliefs, race, gender, social classes or lack of ability.
  • Not allow any rough or dangerous play, bullying, or the use of bad language or inappropriate behaviour.
  • Appreciate the efforts of all young people and not over-train the young people. Never exert undue influence over performers to obtain personal benefit or reward.
  • Be positive, approachable and offer praise to promote the objectives of the club at all times.
  • Not let any allegations of abuse of any kind or poor practice go unchallenged or unrecorded. Incidents and accidents to be recorded in the line with the club’s procedures.
  • Never use sanctions that humiliate or harm young people.
  • Report accidents or incidents of alleged abuse or poor practice to the designated person.
  • Administer minor first aid in the presence of others and where required call 999 for emergencies.
  • Have access to telephone for immediate contact to emergency services if required.
  • Ensure the rights and responsibilities of youth members are enforced.
  • Establish and address the additional needs of disabled participants or other vulnerable groups.
  • Not abuse members physically, emotionally or sexually.
  • Maintain confidentiality about sensitive information.
  • Respect and listen to the opinions of young people.
  • Take time to explain coaching techniques to ensure they are clearly understood.
  • Develop an appropriate working relationship with participants, based on mutual trust and respect.
  • Be a role model, displaying consistently high standards of behaviour and appearance (disciplined/committed/time keeping), remembering children learn by example.
  • Refrain from smoking and consumption of alcohol during club activities or coaching sessions.
  • Never condone rule violations, rough play or the use of prohibited substances.
  • Not spending excessive amounts of time alone with children unless there are exceptional circumstances
  • Not administering First Aid involving the removing of children’s clothing unless in the CPSU Template presence of others.
  • Hold appropriate valid qualifications and insurance cover.
  • Make the sport/activity fun.

Staff and volunteers have the right to:

  • Access on-going training and information on all aspects of leading/managing activities for youths, particularly on Safeguarding.
  • Support in the reporting suspected abuse or poor practice.
  • Access to professional support services.
  • Fair and equitable treatment by the governing body
  • Be protected from abuse by children/youths, other adult members and parents.
  • Not to be left vulnerable when working with children.

Any minor misdemeanours and general misbehaviour will be dealt with immediately and reported verbally to the designated person.

Serious or persistent breach of the code will result in disciplinary action and could lead to dismissal from S4A.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

How to complete the complaints record

You are not required to use this complaints record but whatever format is used must include all of the information held in this record. Ofsted will check your complaints record during inspection.

When completing the record you should bear in mind that it must be shared with any parent who asks to see it as well as with Ofsted. It is important to maintain appropriate confidentiality when filling in the record. This means that you should not name the person making the complaint or any persons (adults and children) that the complaint relates to.

Source of complaint

You need to record here who made the complaint. Where people complain to Ofsted, they will normally be referred back to the Early Years provider. Where Ofsted carries out an investigation into your continued suitability to provide childcare following a complaint, they will tell you of the outcome of their investigation. Where they do this, you should enter Ofsted as the source and the Ofsted complaint number, if known.

Nature of complaint

The record is intended only for complaints relating to the requirements of the Early Years Foundation Stage or Childcare Register. You must record one or more requirements to which the complaint refers. If you are unsure you should refer to the EYFS or the Requirements of the Childcare Register. You must include all details associated with the complaint, taking care not to name individuals.

How it was dealt with

You must provide information on how you investigated the complaint. You will need to record:

  • The process that you took to ensure that the complaint was fully investigated, such as interviews, reviews of records, who was involved in the investigation without identifying any individuals named in the complaint including staff or any child / children
  • any referrals made to an external agency e.g. Environmental Health or Social Care.

Actions and outcomes

You must provide details about the outcome of your investigation. You will need to record:

  • any action(s) identified by you
  • any actions set or taken by Ofsted
  • any action taken by another external agency, where you have their permission to do so
  • the outcome of your investigation, identifying any areas where you feel you could make improvements to your provision
  • if you dismissed any members of staff following the investigation and if so, under what circumstances. If you have dismissed a member of staff for misconduct, because they placed a child at risk of significant harm, you will need to refer the individual for inclusion onto the barred list with the Disclosure and Barring Service (DBS). You can find out how to do this by ringing the DBS and also remember to contact Ofsted on 0300 123 1231 and the Local Area Designated Officer (LADO), 01296 382070 (who should already be aware of the complaint but must be advised within 24 hours of any allegation)

You must share an account of the findings of your investigation and the action, if any, that you took or you intend to take as a result of your investigations with parents at the setting. You must do this within 28 days from the date the complaint was made.  You can do this by sharing this record. If they ask you to do so, or if you think it is appropriate, you should send a separate letter to the parent who made the complaint giving more details.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

At S4A, we respect the privacy of children attending our setting and the privacy of their parents/carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at S4A, can do so with confidence that their personal data is being kept secure. 

At S4A we handle personal data relating to a living individual who can be identified from that information, ie Name and DOB. We also hold Sensitive Personal Data which is any data that can be used in a discriminatory way, ie: religion, ethnicity, medical conditions, behavioural needs, (anything that can be viewed as information that can be used to bully). At S4A, data is held in electronic format.

Data Protection Law:

The Data Protection Act 1998 and Data Protection Act 2018 and GDPR compliancy describes how organisations such as S4A must collect, handle and store personal information. This Policy is to comply with both the Law and Good Practice of S4A and respect individual rights and will include: Staff, Individual Children and Families of S4A. 

These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. 

The Data Protection Act is underpinned by eight important principles. These say that personal data must: 

  1. Be processed fairly and lawfully 
  2. Be obtained only for specific, lawful purposes 
  3. Be adequate, relevant and not excessive 
  4. Be accurate and kept up to date 
  5. Not be held for any longer than necessary 
  6. Processed in accordance with the rights of data subjects 
  7. Be protected in appropriate ways 
  8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection 

This Policy applies to information held at/by S4A at their offices in Maids Moreton House, Maids Moreton and online at individual settings in schools.

This Policy supports and protects S4A from data security risks, including: 

  • Breaches of Confidentiality: For instance, information being given out inappropriately. 
  • Failing to offer choice: For instance, all individuals should be free to choose how Fusion uses data relating to them 
  • Reputational Damage: For instance, S4A could suffer if hackers successfully gained access to sensitive data 
  • Breach of Security: For instance, allowing access to data by someone unauthorised 

Responsibilities: S4A recognise that there may be issues that arise which are sensitive and should not be discussed in an open forum. Management, Staff and volunteers are expected to maintain confidentiality about all issues relating to individuals, families, children and staff contracted by S4A. 

Data Protection forms part of staff’s induction. There will be times when staff will discuss particular issues within a staff meeting or other meetings, but these are not to be discussed outside the meeting/setting. The Management will also discuss matters relating to staff and these discussions will also be kept to the confines of the meeting/setting. 

S4A recognises that personal information is given to us for specific reasons only and we take our duty of care regarding confidentiality very seriously. All records are kept confidential and secure on and off site. Everyone who works for S4A has a responsibility for ensuring data is collected, stored and handled appropriately. Each staff member that handles personal data must ensure that is handled and processed in line with this Policy, Data Protection Principles and Data Protection Registration Requirements. Data will only be shared with third parties for the safety and well-being of the children in our care. We will only share information about a child/ren with outside agencies on a need-to know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, it will be accurate and up to date information and we will record this, clearly stating our reasons. Our primary commitment is to the safety and well-being of the children in our care. 

Confidentiality: At S4A we respect confidentiality in the following ways: 

  • We will only ever share information with a parent/carer about their own child. 
  • Information given by parents/carers to S4A about their child 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 S4A, except with the DSL and the relevant staff/volunteers 
  • Staff/volunteers only discuss individual children for purposes of planning and group management. 
  • Staff/ volunteers are made aware of the importance of confidentiality during their induction process. 
  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions. 
  • All personal data is stored securely in a lockable and fireproof cupboard, on a password protected computer / passcode-locked phone. 
  • Students or DofE students who are on work placements and volunteers are informed of our Data Protection policy and are required to adhere to it 

Right to Erasure: We will only delete photos/digital images and videos from our website, promotional material and Facebook page if it is reasonable to do so and is not going to involve disproportionate effort. We refuse to destroy any data that we must hold for statutory reasons, such as Health and Safety and Safeguarding data and there might be times when we refuse to comply with a request for erasure for certain reasons. Data that S4A collects is to protect the interests of parents/carers/children/staff and we ensure we are not using data in ways that are deemed as intrusive or which could cause harm unless we have very good reason. 

Subject Access Request: Parent’s/carers/children/staff have a right to request and see all of their data that S4A holds about them. We will provide the requested information in easy formats such as PDF/XLS/CSV or as soon as practicable or within 30 days (whichever is the sooner) If our data is found to be incorrect or out of date, we will update it promptly.

Parents/carers can ask us to delete data, but this may mean that we can no longer provide care to the child, as we have a legal obligation to keep certain data. In addition, even after a child has left our care, we have to keep some data for specific periods, so won’t be able to delete all data immediately. Similarly, Staff/ volunteers can ask us to delete their data, but this may mean that we can no longer employ them, as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment, we have to keep some data for specific periods, so won’t be able to delete all data immediately. . If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO). 

Data Storage and destruction: S4A’s data is stored on site securely in a locked fireproof cabinet; staff personnel records are also stored in this way and/or on S4A’s Secure Electronic Database. This electronic data is protected from unauthorised access, accidental deletion, and malicious hacking attempts. All servers and computers used by S4A are protected by a firewall and security/ encryption software. 

Once a child/parent/carer/staff/volunteer/visitor has left S4A, their data will be held for 2 months after the current academic year has ended and a further 2 years thereafter. After which, all data will be destroyed unless the data is regarding Health & Safety and Safeguarding purposes. When S4A retains data that is relating to Health & Safety /Safeguarding, it will not be shared unless required by Law. Any electronic data will be deleted after the referred to time period and removed from the recycle bin which will also be emptied at this time. Paper data will be shredded using a crosscut shredder within the referred to time period. Any personal and payroll data forms part of HMRC requirements and will be kept for legal reasons. 

E-Safety encompasses internet technologies and electronic communications such as mobile phones and wireless technology. It highlights the need to educate children and young people about the benefits and risks of using new technology and provides safeguard and awareness for users to enable them to control their online experiences.

S4A’s e-safety policy will operate with other policies including those for behaviour, bullying and safeguarding. 

Good Habits:

E-safety depends on effective practice at a number of levels;

  1. Responsible ICT use by staff and children
  2. Restrictions placed by effective management of content filtering
  3. Prevention of gaining unauthorised content

Why is internet use important?

The purpose of the internet in S4A is to raise educational standards and a necessary tool for learning. Access to the internet is therefore an entitlement for children who show a responsible and mature approach to its use. Our club has a duty to provide children with quality internet access.

 Children will use the internet outside of the club and will need to learn how to evaluate internet information and to take care of their own safety and security.

 How can internet use enhance learning?

  1. The clubs internet access will be designed expressly for children’s use and includes filtering appropriate to the age of the children.
  2. Children will be taught what internet use is acceptable and what is not and given clear objectives for internet use
  3. Staff should guide children in online activities that will support learning outcomes planned for the child’s age and maturity
  4. Children will be educated in the effective use of the internet

World Wide Web

If staff or children discover unsuitable sites, time and content must be reported to the manager so action can be taken. Staff will ensure that the use of internet derived materials by children, and staff complies with copyright law.


  • Children do not have access to e-mail accounts on the club system
  • Children are advised to immediately tell an adult if they receive offensive email at home or at school
  • Children are advised not to reveal personal details of themselves or others in email communication, or arrange to meet anyone without specific permission.
  • The forwarding of chain letters is not permitted

Social Networking

  • The club should block/filter access to social networking sites and newsgroups unless a specific use is approved
  • Children will be advised never to give out personal details of any kind which may identify them or their location
  • Children should be advised not to place personal photos on any social networking space
  • Children should be advised on security and encouraged to set passwords, deny access to unknown individuals. Children should be encouraged to invite known friends only and deny access to others
  • If staff are contacted by children or parents through the use of social networking sites it should be reported to the manager and logged.


The club will work in partnership with the primary school and the local authority to ensure filtering systems are in place.

 Managing emerging technologies

Emergency technologies will be examined for educational benefit and risk assessment will be carried out before use in the club is allowed. Mobile phones are not allowed in the club with children. If a child is found with a mobile phone it will be taken from them and placed in a locked cupboard, parents will then be contacted and it will be the parents’ responsibility to collect the phone from the club.

 Published content and the school website

The contact details of the website should be the clubs address, email and telephone number. Staff or children’s personal information will not be published. The Manager or nominee will take overall editorial responsibility and ensure that content is accurate and appropriate.

 Information system security

  • Virus protection will be installed and updated regularly
  • Security strategies will be discussed with the local authority

 Protecting personal data

Personal data will be recorded, processed, transferred and made available according to the Data Protection Act 1998.

 Assessing Risks

The club will take reasonable precautions to prevent access to inappropriate material. However, due to the international scale and linked internet content, it is not possible to guarantee that unsuitable material will never appear on the clubs computer. The club cannot accept liability for the material accessed or any consequences of internet access. The club should audit ICT use to establish if the e-safety policy is adequate and that the implementation of the e-safety policy is appropriate.

 Handling e-safety complaints

  • Complaints of internet misuse will be dealt with by the manager.
  • Complaints of a child protection nature must be dealt with in accordance with the club’s child protection procedures
  • Children and parents will be informed of the complaints procedure

E-Safety Rules

These e-safety rules help to protect children and the club and describing acceptable and unacceptable computer use.

 The club owns the computer network and can set rules for its use.

  • It is a criminal offence to use a computer or network for a purpose not permitted by the club
  • Irresponsible use may result in the loss of network or internet access
  • Network access must be made via the users authorised account and password, which must not be given out to any other person
  • All network and internet use must be appropriate to education
  • Copyright and intellectual property rights must be respected
  • Messages shall be written carefully and politely, particularly as email could be forwarded to unintended readers
  • Anonymous messages and chain letters are not permitted
  • Users take care not to reveal personal information through email, publishing, blogs or messaging
  • Use for personal financial gain, gambling, political activity, advertising or illegal purposes is not permitted.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A will make every effort to keep the Club open, but in exceptional circumstances, we may need to close at short notice. This decision will not have been taken lightly and may well have been determined by an external body such as the local authority. Should this situation arise, we will make every effort to minimise the inconvenience, to staff, children and parents, and will aim to re-open as soon as is practicable.

Possible reasons for emergency shutdown of the Club include, but are not limited to:

  • Serious weather conditions
  • Heating system failure, burst water pipes, or loss of power supply
  • Fire or bomb scare/explosion
  • Death, or serious accident or illness, of a member of staff or child
  • Assault on a staff member or child 
  • Directive by government agency (eg health authority, environment agency, security services, etc)
  •  Should we need to evacuate the premises whilst the Club is in session, we will follow our Emergency Evacuation procedure.

Notifying parents of closure

If the Club is forced to close at short notice the Manager will use the emergency contact details we have on file to notify parents as soon as possible by phone, email, text or social media. To ensure that all parents receive the information, we will post a notice on the main entrance door of the Club premises. In addition, we will notify the feeder schools, and ask that they display a notice informing parents of the closure.

 If the Club has been forced to close for a specific period of time, we will also inform parents of the planned date for reopening.

Session fees

There will be no refund of fees if the Club closes for a one-off short-term incident eg a snow day. 

In the event of a prolonged forced closure, we must ensure that the Club remains financially viable. We have fixed costs which continue even when the club is closed. If the closure is forced by an event that is covered by our insurance, we will not charge for sessions when we are closed. Unfortunately, not all events can be insured against, so in situations that are not covered by our insurance we must still charge full fees.  Please feel free to contact info@s4aclub.co.uk if you wish to query this further.   

 Related documents

Emergency Evacuation procedure, Admissions and Fees policy

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

At S4A we will ensure that we provide a safe and caring environment, free from discrimination, for everyone in our community including children with additional needs.

To achieve the Club’s objective of creating an environment free from discrimination and
welcoming to all, the Club will:

  • Respect the different racial origins, religions, cultures and languages in a multi-ethnic society so that each child is valued as an individual without racial or gender stereotyping.
  • Not discriminate against children on the grounds of disability, sexual orientation, class,family status or HIV/Aids status.
  • Help all children to celebrate and express their cultural and religious identity by providing a wide range of appropriate resources and activities.
  • Strive to ensure that children feel good about themselves and others, by celebrating the differences which make us all unique individuals.
  • Ensure that its services are available to all parents/carers and children in the local
  • Ensure that the Club’s recruitment policies and procedures are open, fair and nondiscriminatory.
  • Work to fulfil all the legal requirements of the Equality Act 2010.
  • We will monitor and review the effectiveness of our inclusive practice by conducting an Inclusion Audit on an annual basis.

Challenging inappropriate attitudes and practices
We will challenge inappropriate attitudes and practices by engaging children and adults in
discussion, by displaying positive images of race and disability, and through our staff
modelling anti-discriminatory behaviour at all times.

Racial harassment
The Club will not tolerate any form of racial harassment. The Club will challenge racist and discriminatory remarks, attitudes and behaviour from the children at the Club, from staff and from any other adults on Club premises (eg parents/carers collecting children).

Equal Opportunities Named Coordinator
The Club’s Equal Opportunities Named Coordinator (ENCO) is Matthew Ogle. The ENCO is
responsible for ensuring that:
Staff receive relevant and appropriate training

Equalities policy is consistent with current legislation and guidance
Appropriate action is taken wherever discriminatory behaviour, language or attitudes

Children with additional needs
Our Club recognises that some children have additional needs or physical disabilities that
require particular support and assistance. We will assess the individual needs of each child in consultation with their parents prior to their attending the Club, and will make reasonable adjustments to ensure that children can access our services and are made to feel welcome.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23 

Out of School Club is committed to meeting the requirements of the Statutory Framework for the Early Years Foundation Stage 2017 (EYFS). EYFS applies to all children from birth through to the end of their reception year. More information about EYFS is available from the Department for Education’s website.

There is designated EYFS coordinator at each setting is who is responsible for:

  • Identifying EYFS children when they join the Club, and informing the other staff
  • Determining the primary EYFS provider (typically, the school) for each child
  • Assigning a key person for each EYFS child
  • Implementing a communication book, so that the parents, Club and the primary EYFS provider can easily exchange information
  • Agreeing information sharing policies with the primary EYFS provider and gaining parental consent for this where necessary
  • Liaising with the primary EYFS provider to discuss what support the Club offers to EYFS children

The Club provides a mix of adult-led and child-initiated activities. The Club always follows play principles, allowing children to choose how they occupy their time, and never forces them to participate in a given activity.

We recognise the four overarching principles of EYFS:

  • A Unique Child: Every child is constantly learning and can be resilient, capable, confident and self assured. We use positive encouragement and praise to motivate the children in our care.
  • Positive Relationships: Children learn to be strong and independent through positive relationships. We aim to develop caring, respectful, professional relationships with the children and their families. 
  • Enabling Environments: Children learn and develop well in environments in which their experiences respond to their individual needs and where there is a strong partnership between practitioners and parents/carers. We observe children in order to understand their current interests and development before planning appropriate play-based activities for them.
  • Children develop and learn in different ways and at different rates. The EYFS framework covers the education and care of all children in Early Years provision, including children with special educational needs and disabilities. We tailor the experiences we offer the children in our care according to their individual needs and abilities.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Before/after school care and holiday provision [3.40] and Safeguarding and Welfare Requirements: Information for parents and carers [3.73] and The Learning and development requirements, Footnote 5, p7


It is imperative that all fire doors are used only in the event of an emergency and are kept closed at all other times 

IF YOU DISCOVER A FIRE- Immediately operate the nearest fire alarm call point. 



  • All Staff and Helpers – immediately evacuate the building, taking all children in your charge through the nearest exit, i.e. the cloakrooms – check immediate area is free of children.
  • Manager – call the Fire and Rescue Service and carry out sweep of club areas.
  • Staff member in hall – Pick up registers, visitors book, grab bag immediately and leave the building through the nearest exit.• 
  • Always use the nearest exit and close doors on leaving
  • On no account evacuate into the courtyard 
  • Do not stop to collect personal belongings
  • Do no re-enter the building


Assembly Point:

All to assemble on the school field for roll call and report to the person in charge.

  • The Manager will verify that the Fire and Rescue service has been called
  • In the event of a missing person, report immediately to the Manager or person in charge. DO NOT GO BACK INTO THE BUILDING.
  • In the event of a missing person thought to be still in the building, the person in charge will aim to locate their whereabouts from outside the building in order to inform the Fire and Rescue service. 


In the event of it being impossible to return to the building, the manager will contact parents to come and collect the children.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A is committed to encouraging and developing positive attitudes towards food and a healthy diet. Promoting a healthy lifestyle is integral to our ethos.

We believe that adults (staff, parents and carers) should be good role models and should support the children in understanding how balanced nutrition contributes to a person’s health, happiness and general well-being.

Healthy Eating Choices

To ensure consistency across the Holiday club, children will be encouraged to eat fruit and vegetables at snack times, which are provided. 

All children are encouraged to bring in a water bottle so they can have access to water throughout the day. Water fountains are also provided in the school for additional access to drinking water.

Chocolate, sweets, biscuits, crisps, and cakes are actively discouraged as everyday snacks in school or as part of lunch boxes. Chewing gum and fizzy drinks are not permitted on the club premises. Cereal bars are also discouraged because these can often contain as much sugar as chocolate bars.

Pupils’ lunch boxes should offer balanced nutrition. Because we recognise that there is no such thing as “bad food”, we teach the children to enjoy treats in moderation. 


S4A is aware of the possibility of food allergies within the school population, particularly nut allergies. Parents or carers of children who are on special diets for medical or religious reasons, or who have allergies, will be asked to provide as much information as possible about which foods are suitable or foods which must be avoided, on the Dietary information sheet. 

Children are asked not to share packed lunches and parents are reminded about the need to avoid sending in packed lunches containing nuts. However, we cannot guarantee that all parents will comply with the request and for that reason the club does not purport to be “nut free”.

Further, advice from allergies web-sites suggest that it is in the interest of children’s longer term safety, that they learn to be aware of the risks of cross contamination and that they learn to manage the risks themselves.


No child is made to finish all the food that they are offered because we know that appetites vary from person to person. However, we do actively encourage the children to “try a little bit more” if they can to ensure that they are not hungry later on in the day. 

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

Out of School Club considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.

The Club has appropriate insurance cover, including employer’s liability insurance and public liability insurance.

Each member of staff follows the Club’s Health and Safety policy and is responsible for:

  •  Maintaining a safe environment
  •  Taking reasonable care for the health and safety of themselves and others attending the Club
  •  Reporting all accidents and incidents which have caused injury or damage or may do so in the future
  • Undertaking relevant health and safety training when required to do so by the manager.
    Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures

Responsibilities of the registered person

  • The registered person for the setting holds ultimate responsibility and liability for the safe operation of the Club. The registered person will ensure that
  •  They nominate a Health and Safety Officer. The designated health and safety officer is Matthew Ogle.
  • A copy of the current Health and Safety At work poster is displayed (poster is available here:http://www.hse.gov.uk/pubns/books/lawposter.htm )
  • All staff receive information on health and safety matters, and receive training where necessary
  • The Health and Safety policy and procedures are reviewed regularly
  •  Staff understand and follow health and safety procedures
  • Resources are provided to meet the Club’s health and safety responsibilities
  •  All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
  • All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the manager

The Club’s manager is responsible for ensuring that at each session:

  •  Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature.
    The premises are used by and solely available to the Club during opening hours.
    All the Club’s equipment is safely and securely stored.
    Children are only allowed in the kitchen if properly supervised (eg for a cooking activity).
    A working telephone is available on the premises at all times
    Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.
    External pathways are cleared in severe weathere
    Daily environment checks are carried out in accordance with our Risk Assessment policy.


Children are not allowed to leave the Club premises during the session unless prior permission has been given by the parents (for example, to attend other extra-curricular activities).

During Club sessions all external doors are kept locked, with the exception of fire doors which are alarmed. Staff monitor the entrances and exits to the premises throughout the session.

All visitors to the Club must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children.

Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.

Toys and equipment

All furniture, toys and equipment are kept clean, well maintained and in good repair. We select toys, equipment and resources with care, and we carry out risk assessments before the children are allowed to use them. Broken toys and equipment are disposed of promptly.

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

Staff at Out of School Club maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.

  •  A generally clean environment is maintained at all times.
  •  Toilets are cleaned daily and soap and hand drying facilities are always available.
  •  Staff are trained in food hygiene and follow appropriate guidelines.
  •  Waste is disposed of safely and all bins are kept covered.
  •  Staff ensure that children wash their hands before handling food or drink and after using the toilet.
  •  Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids
Spillages of blood, vomit, urine and faeces will be cleaned up immediately in accordance with our Intimate Care policy.

Staffing Levels
Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken. A minimum of two members of staff are on duty at any time.

Related Policies
See also our related policies: 

Illness and Accidents, Emergency Evacuation, Healthy Eating, Safeguarding, Administering Medication, Risk Assessment, Manual Handling, Fire Safety, and Intimate Care, Visitor.

Health & Safety Checklist

Guidance -it’s good practice to complete these daily, as well as having risk assessments for different activities, resources and areas used by the children. These must be consistently completed by staff at the start of sessions, to ensure the procedure is effective in reducing the risk of accidents and hazards in the setting.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

Policy Statement: S4A welcomes all children and is committed to providing experiences and activities that support the full access and participation of each and every child. We believe that each child is unique and work in partnership with families and other professionals involved with the child to provide the support every child needs to reach their full potential.


Children of all abilities are accepted into S4A Sports 4 All and families interested in having
their child attending the club will be given an equal opportunity for admission. 

Inclusive Environment
S4A Sports 4 All use developmentally appropriate practices and consider the unique needs of all children when planning activities. Staff will make every attempt to make any adaptations or modifications necessary to meet the needs of the children. Schedules, routines and activities are and any adaptations will be reviewed with families and other professionals supporting the child if necessary.

Confidentiality applies to all verbal and written information about potential, enrolling
and previously enrolled children and their families. All staff will be briefed on the need for
confidentiality and will be expected to fulfill their obligation to respect the protection of privacy.

Written records will be stored in a secure location with access limited to the director. No information will be released about a child and the parent/legal guardian during enrollment or transition to another receiving program or school without first receiving the written permission of the parent/guardian. 

Professional Development and Support for Staff
Training and support is provided to ensure that all staff are comfortable, confident and
competent to meet the needs of all children. The director provides additional support and resources as appropriate.

Collaboration with Other Professionals
Many children with disabilities or other special needs are supported by developmental and
educational professionals such as therapists, teachers and others. S4A Sports 4 All
welcomes those professionals and works with them to assure the child’s success and determine the best strategies to support the child in the group setting.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A Late Collection Policy

Ensuring the smooth conclusion of your child’s session is crucial at S4A. We kindly remind parents/carers of their responsibility to collect their child promptly, with the latest collection time being 6:00 pm.

In case of delays, please contact our Wraparound Care settings directly here (link to follow). We appreciate your proactive communication and request that you make alternative arrangements for collection. 

Please be aware that a late collection charge of £5.00 per child will be applied for each 10 minutes of lateness after 6pm. 

If a child is persistently collected later than the agreed time (more than 3 times on separate occasions in one half term) for the 4:30 pm, 5:00 pm, or 5:30 pm slots, an additional charge will be incurred. The charge will be based on the next booking slot rate.

For your child’s safety, it is essential that each of our Wraparound Care settings have updated Emergency Contact information. Ensure these contacts are individuals authorised for communication in case you are unable to arrive by the close of the club.

Should a child be persistently collected later than the agreed time (more than 3 times in one-half term), S4A reserves the right to withdraw the child’s place from any supervision.

The safety of pupils is paramount and is the highest priority at all times. Every attempt is made to ensure the security of pupils is maintained at all times. Registration is taken periodically throughout sessions as well as head counts. Entrance and exit procedures have been put in place in order to maximise the safety of all children attending S4A. 

If a child cannot be located, the following steps will be taken:

  • All staff will be informed that the child is missing including the DSL.
  • 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 being careful not to create an atmosphere to panic
  • The manager 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. 

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A have a clear policy on the acceptable use of mobile phones that is understood and adhered to by everyone: staff, children and parents. Abiding by the terms of the club’s mobile phone policy ensures that we all:

  • Protect children from harm and abuse
  • Prevent staff from being subject to false allegations
  • Help staff remain focused on the care of children

Work in an open and transparent environment.

Staff use of mobile phones
If a member of staff needs to make an urgent personal call they can make a personal call from their mobile in the staff kitchen or outside.

Children’s use of mobile phones
S4A actively discourages children from bringing their phones and other electronic devices into the club. The club does not accept any responsibility for loss or damage to mobile phones brought to the club by the children.
Children must not use their mobile phone to take photographs of any kind whilst at the club. If they want a photograph of a particular activity they can ask a member of staff to take one using the club camera.

Visitors use of mobile phones
Parents and all other visitors must not use their mobile phone – or any other device – to take photographs within the club. This includes taking photographs of their own children. If they want to have a photograph of their child involved in an activity or at play, parents can ask a member of staff to take one using the club camera.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

S4A uses its risk assessment systems to ensure that the Club is a safe and secure place for children and staff. All staff are expected to undertake risk assessments as part of their routine tasks.

Risk assessments that will be carried out are:

  • whenever there is any change to equipment or resources
  • when there is any change to the Club’s premises
  • when the particular needs of a child necessitates this.

Note that not all risk assessments need to be written down. Staff will decide, in consultation with the manager, which risk assessments need to be formally recorded.

If changes are required to the Club’s policies or procedures as a result of the risk assessment, the manager will ensure that the relevant documents are updated and that all staff are informed.

Daily Checks
We will carry out a visual inspection of the equipment and the whole premises (indoors and out) daily, before any children arrive. During the course of the session, staff will remain alert to any potential risks to health and safety.
If a member of staff discovers a hazard during the course of a session, they will make the
area safe (eg by cordoning it off) and then notify the manager. The manager will ensure that any actions needed to mitigate the immediate hazard have been taken and will implement measures to prevent the incident from recurring.

Recording Dangerous Events
The manager will record all accidents and dangerous events on the Incident or Accident
Record sheets as soon as possible after the incident. If the incident affected a child the
record will be kept on the child’s file. The Club will monitor Incident and Accident Records to see whether any pattern to the occurrences can be identified.

This policy was adopted by: S4A

Date: 23/3/20 Updated: 15/05/20

S4A Safeguarding Policy

S4A is fully committed to safeguarding and protecting the welfare of all children. We recognise our responsibilities to take all reasonable steps to promote safe practice and to protect children from harm, abuse and neglect.  

S4A acknowledges its duty to act appropriately with regards to any allegations towards a member of staff or volunteer, or towards any disclosures or suspicion of abuse. 

S4A recognises its duty of care to safeguard children as detailed under the Children Acts’ 1989 and 2004 and Working Together to Safeguard Children 2018.

S4A believes that:  

The welfare of all children is paramount. 
All children, whatever their age, culture, ability, gender, language, ethnicity, religious or spiritual beliefs and/or sexual identity, have the right to protection from abuse. 
All allegations, reports or suspicions of abuse should be taken seriously and responded to in a swift and appropriate manner. 

S4A will ensure that:  

All children will be treated equally and with respect and dignity.  The welfare of each child will always be of highest priority. 
Bullying (in any form) is neither accepted nor condoned. 
Action will be taken to stop any inappropriate verbal or physical behaviour.
There is a clear line of accountability with regards to safeguarding concerns. 
Staff and volunteers will be kept updated with regards to changes in legislation and policies for the protection of children and young people. 
Staff and volunteers will undertake relevant and appropriate development and training in relation to safeguarding children. 
All staff and volunteers within the organisation are fully aware of their responsibilities to safeguarding and their duty to the children and young people in their care, and that they fully understand the correct process for reporting concerns. 

S4A’s behaviour management strategy has been designed so children are kept safe and happy within our settings and there is mutual respect between staff and children. 

This policy has been developed in accordance with the principles established by the Children’s Act 1989 and 2004 and in line with the following:  

Working Together to Safeguard Children 
What to do if you are worried a child is being abused 2018 
Keeping Children Safe in Education 2021 (if you are an educational establishment) 

The Companies Designated Safeguard Leads  are Kingsley Allen kingsley.allen@s4aclub.co.uk 07533901747 and Matt Ogle matt.ogle@s4aclub.co.uk 07989467850  Can also be contacted via the office on 01280 460560  

If neither the Safeguarding Leads are available, advice should be immediately sought from: The First Response Team on 01296 383962 (outside of office hours call: 0800 999 7677) email: secure-cypfirstresponse@buckscc.gov.uk

All S4A team members are fully DBS checked and on the update service and hold a current safeguarding certificate. 

Child abuse and neglect 

Abuse: A form of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place wholly online, or technology may be used to facilitate offline abuse. Children may be abused by an adult or adults, or another child or children. 

Physical Abuse: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces, illness in a child. 

Emotional Abuse: The persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to a child that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond a child’s developmental capacity, as well as overprotection and limitation of exploration and learning, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyberbullying), causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, although it may occur alone. 

Sexual Abuse: Involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example, rape or oral sex), or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children. 

Neglect: The persistent failure to meet a child’s basic physical and / or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as a result of maternal substance misuse. Once a child is born, neglect may involve a parent or carer failing to:
• Provide adequate food, clothing and shelter (including exclusion from home or abandonment)
• Protect a child from physical and emotional harm or danger
• Ensure adequate supervision (including the use of inadequate care-givers) or
• Ensure access to appropriate medical care or treatment It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs. 

Child Sexual Exploitation: This is a form of child sexual abuse. It occurs where an individual or group takes advantage of an imbalance of power to coerce, manipulate or deceive a child or young person under the age of 18 into sexual activity: (a) in exchange for something the victim needs or wants, and/or (b) for the financial advantage or increased status of the perpetrator or facilitator. The victim may have been sexually exploited even if the sexual activity appears consensual. Child sexual exploitation does not always involve physical contact; it can also occur through the use of technology. 


Female genital mutilation: Female genital mutilation (FGM) is a procedure where the female genitals are deliberately cut, injured or changed, but there’s no medical reason for this to be done. It’s also known as female circumcision or cutting, and by other terms, such as sunna, gudniin, halalays, tahur, megrez and khitan, among others. 

It is a criminal offence: To excise, infibulate or otherwise mutilate the whole or any part of a girl or woman’s labia majora, labia minora or clitoris in accordance with the Serious Crime act 2015. 

Child Criminal Exploitation: As set out in the Serious Violence Strategy, published by the Home Office, where an individual or group takes advantage of an imbalance of power to coerce, control, manipulate or deceive a child or young person under the age of 18 into any criminal activity: (a) in exchange for something the victim needs or wants, and/or (b) for the financial or other advantage of the perpetrator or facilitator and/or (c) through violence or the threat of violence. The victim may have been criminally exploited even if the activity appears consensual. Child criminal exploitation does not always involve physical contact; it can also occur through the use of technology. 

Modern Slavery

S4A are committed to protecting and respecting human rights and have a zero-tolerance approach to slavery and human trafficking in all its forms. We recognise that modern slavery is a significant global human rights issue and includes human trafficking, sexual exploitation, forced and bonded labour, some forms of child labour and domestic servitude.

Our commitment starts from protecting and respecting human rights and taking action to prevent slavery and human trafficking in all its forms. We will act ethically and with integrity in all our relationships, and use all reasonable endeavours to take action within our direct operations and our wider sphere of influence to ensure slavery and human trafficking are not taking place. We are committed to continue researching, teaching and raising awareness on modern slavery issues.


Extremism: Extremism goes beyond terrorism and includes people who target the vulnerable – including the young – by seeking to sow division between communities on the basis of race, faith or denomination; justify discrimination towards women and girls; persuade others that minorities are inferior; or argue against the primacy of democracy and the rule of law in our society. Extremism is defined in the Counter Extremism Strategy 2015 as “the vocal or active opposition to our fundamental values, including the rule of law, individual liberty and the mutual respect and tolerance of different faiths and beliefs. We also regard calls for death of members of our armed forces as extremist.” 

County Lines: As set out in the Serious Violence Strategy, published by the Home Office, County Lines is a term used to describe gangs and organised criminal networks involved in exporting illegal drugs into one or more importing areas within the UK, using dedicated mobile phone lines or other forms of ‘deal line’. They are likely to exploit children and vulnerable adults to move and store the drugs and money, and they will often use coercion, intimidation, violence (including sexual violence) and weapons. 


Covid 19: What is recommended to do to reduce the risk of COVID-19 in the workplace?

Keeping workplaces clean reduces the risk of infection and can reduce sickness in a workforce. It’s especially important to clean surfaces that people touch a lot.


Staff can be supported to maintain a clean working environment by providing them with cleaning products, soap and hot water, and/or sanitiser. If worse comes to worse and an outbreak happens all staff will be given the appropriate step by step guide to safeguarding children and themselves. If a parent requires their child to wear a face covering for protection all club settings will support this decision.  



Signs of child abuse and neglect 

Signs of possible abuse and neglect may include: 

  • significant changes in a child’s behaviour  
  • deterioration in a child’s general well-being 
  • unexplained bruising or marks
  • comments made by a child which give cause for concern 
  • reasons to suspect neglect or abuse outside the setting, eg in the child’s home, or that a girl may have been subjected to (or is at risk of) female genital mutilation, or that the child may have witnessed domestic abuse 
  • inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention beyond the requirements of their role, or inappropriate sharing of images.  

Signs of radicalisation 

Signs that a child might be at risk of radicalisation include: 

  • changes in behaviour, for example becoming withdrawn or aggressive 
  • claiming that terrorist attacks and violence are justified 
  • viewing violent extremist material online 
  • possessing or sharing violent extremist material 

If a member of staff suspects that a child is at risk of becoming radicalised, they will record any relevant information or observations on a Logging a concern form, and refer the matter to the CPO. 


If abuse is suspected or disclosed 

When a child makes a disclosure to a member of staff, that member of staff will: 

  • Listen to the child. Allow them to tell you what has happened in their own way, and at their own pace. Do not interrupt a child who is freely recalling significant events.  
  • Remain calm. Be reassuring and supportive but try not to respond emotionally.  
  • Do not ask leading questions. Only ask questions if you are seeking clarification about something they have said. Use TED; Tell, Explain, Describe. 
  • reassure the child that they were not to blame and were right to speak out  
  • listen to the child but not question them  give reassurance that the staff member will take action 
  • record the incident as soon as possible (see Logging an incident below), taking care to note any times, dates or locations mentioned. Use the child’s own words where possible. Do not substitute anatomically correct names for body part names used by the child.


If a member of staff witnesses or suspects abuse, they will record the matter straightaway using the Logging a concern form. If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly. If they will not do so, we will explain that the Club is obliged to and the incident will be logged accordingly. 

Logging a concern 

All information about the suspected abuse or disclosure, or concern about radicalisation, will be recorded on the Logging a concern form as soon as possible after the event. The record should include: 

  • date of the disclosure, or the incident, or the observation causing concern 
  • date and time at which the record was made 
  • name and date of birth of the child involved 
  • a factual report of what happened. If recording a disclosure, you must use the child’s own words 
  • name, signature and job title of the person making the record. 

The record will be given to the Club’s CPO who will decide on the appropriate course of action.  For concerns about child abuse, the CPO will contact Social Care. The CPO will follow up all referrals to Social Care in writing within 48 hours. If a member of staff thinks that the incident has not been dealt with properly, they may contact Social Care directly. For minor concerns regarding radicalisation, the CPO will contact the Local Safeguarding Children Board (LSCB) or Local Authority Prevent Co-ordinator. 

For more serious concerns the CPO will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the CPO will contact the Police using 999. 

Allegations against staff  

If anyone makes an allegation of child abuse against a member of staff: 

  • The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it. 
  • The allegation must be reported to the Local Authority Designated Officer (LADO) and to Ofsted. The LADO will advise if other agencies (e.g. police) should be informed, and the Club will act upon their advice. Any telephone reports to the LADO will be followed up in writing within 48 hours. 
  • Following advice from the LADO, it may be necessary to suspend the member of staff pending full investigation of the allegation. 
  • If appropriate, the Club will make a referral to the Disclosure and Barring Service. 


Promoting awareness among staff 

The Club promotes awareness of child abuse and the risk of radicalisation through its staff training. The Club ensures that: 

  • The designated CPO has relevant experience and receives appropriate training in safeguarding and the Prevent Duty, and is aware of the Channel Programme and how to access it 
  • Designated person training is refreshed every two/three years 
  • Safe recruitment practices are followed for all new staff 
  • All staff have a copy of this Safeguarding policy, understand its contents and are vigilant to signs of abuse, neglect or radicalisation 
  • All staff are aware of their statutory duties with regard to the disclosure or discovery of child abuse, and concerns about radicalisation 
  • All staff receive basic safeguarding training, and safeguarding is a permanent agenda item at all staff meetings 
  • All staff receive basic training in the Prevent Duty
  • Staff are familiar with the Safeguarding Policy 
  • The Club’s procedures are in line with the guidance in ‘Working Together to Safeguard Children (2018)’ and staff are familiar with ‘What To Do If You’re Worried A Child Is Being Abused (2015)’. 


Promoting British Values

  • Celebrating and marking British occasions and festivals
  • Teaching children to listen to each other and wait before speaking, how to have a conversation
  • Kindness, helpful, respectful of others
  • Table manners
  • Being polite, saying please and thank you
  • Teaching empathy and understanding
  • Appropriate behaviour and learning right from wrong
  • Taking turns and sharing
  • Making friends and friendship
  • Tolerating others and mutual respect
  • Cooking, eating and learning about traditional British food
  • Celebrating British authors and illustrators

Use of mobile phones and cameras 

Photographs will only be taken of children with their parents’ permission. Only the club camera phone will be used to take photographs of children at the Club, except with the 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. 



S4A’s e-safety policy will operate with other policies including those for behaviour, bullying and safeguarding. 


Good Habits:

E-safety depends on effective practice at a number of levels;


  1. Responsible ICT use by staff and children
  2. Restrictions placed by effective management of content filtering, no access to email or social media
  3. Prevention of gaining unauthorised content
  4. Reporting of any inappropriate content 


More information can be found in our E-Safety Policy.


Whistleblowing is when an employee of an organisation passes on information that they reasonably believe shows wrongdoing or a cover up by that organisation. This might be about activity that is:
– illegal,
– risks others’ health and safety,
– is about poor practice or leadership,
– failure to meet statutory requirements

All staff, students and volunteers have the right to raise concerns about perceived unacceptable practice or behaviour.
The Whistle-blower should address their concerns in writing, however if they feel uncomfortable doing this, they can arrange a meeting or telephone call with a member of the management team,

The setting will do its best to protect a whistle-blower’s identity when he/she raises a concern and does not want his/her name to be disclosed. However, if the concern raised needs to be addressed through another procedure, e.g. disciplinary procedure, the worker may be required to provide a signed statement as part of the evidence.
In some circumstances the setting may have to disclose the identity of the worker without his/her consent, although this will be discussed with the worker first.
Appropriate advice and support will be made available to staff, students and volunteers who raise concerns. Those who raise concerns will be kept informed of the progress and outcome of any investigation.
Concerns are taken seriously and dealt with quickly and appropriately. Staff and volunteers are reassured that they will be protected from reprisals or victimisation for whistle-blowing in good faith. 

More information can be found in our Whistle-blowing policy.


All visitors must sign the visitor log at the front desk of the S4A childcare setting. They will be notified that mobile phones must not be used and professionals must show their IDs in order to be checked by a member of staff. 

Record Keeping and retention

Staff will record any welfare concern that they have about a child on the setting’s safeguarding incident/concern form (with a body map if injuries have been observed) and pass them without delay to the DSL. Records will be completed as soon as possible after the incident/event, using the child’s words and will be signed and dated by the member of staff.
All safeguarding concerns, discussions and decisions (and justifications for those decisions) will be recorded in writing. If members of staff are in any doubt about recording requirements, they should discuss their concerns with DSL. 
Incident/Welfare concern forms are kept in the setting’s safeguarding folder. 

Safeguarding records are kept for individual children and are maintained separately from all other records relating to the child in the setting. Safeguarding records are kept in accordance with data protection legislation and are retained centrally and securely by the DSL. Safeguarding records are shared with staff on a ‘need to know’ basis only. 

Personal information about children and families held by professionals and agencies is subject to a legal duty of confidentiality (Data Protection Act 1998)  and should not normally be disclosed without the consent of the family. The law does however permit the disclosure of confidential information without permission if it is necessary to safeguard a child or children; this includes cases of Safeguarding.


At S4A:

  • We recognise that all matters relating to child protection are confidential.
  • All suspicions and investigations are kept confidential and shared only with those who need to know.  The people most commonly involved will be the member of staff/playleader and the Designated Safeguarding Lead.
  • All staff must be aware that they have a professional responsibility to share information with other agencies in order to safeguard children.
  •  All staff must be aware that they cannot promise a child to keep secrets which might compromise the child’s safety or well-being or that of another.
  •  When discussing concerns we may have with our local safeguarding board we understand that if they then ask for a name we will disclose those details and it will become a referral.


When sharing the information it should be:

  • Necessary and proportionate-When making decisions about what information to share, you should consider how much information you need to release. Not sharing more data than is necessary to be of use is a key element of the GDPR and Data Protection Act 2018, and you should consider the impact of disclosing information on the information subject and any third parties. Information must be proportionate to the need and level of risk.
  • Relevant-Only information that is relevant to the purposes should be shared with those who need it. This allows others to do their job effectively and make informed decisions.
  • Adequate-Information should be adequate for its purpose. Information should be of the right quality to ensure that it can be understood and relied upon.
  • Accurate-Information should be accurate and up to date and should clearly distinguish between fact and opinion. If the information is historical then this should be explained.
  • Timely -Information should be shared in a timely fashion to reduce the risk of missed opportunities to offer support and protection to a child. Timeliness is key in emergency situations and it may not be appropriate to seek consent for information sharing if it could cause delays and therefore place a child or young person at increased risk of harm. 
  • Secure– Wherever possible, information should be shared in an appropriate, secure way.
  • Recorded– Information sharing decisions should be recorded, whether or not the decision is taken to share. If the decision is to share, reasons should be cited including what information has been shared and with whom, in line with organisational procedures. If the decision is not to share, it is good practice to record the reasons for this decision and discuss them with the requester.

Related Policies and Procedures

S4A’s Child Protection Policy has been written in line with the Buckinghamshire Safeguarding Children Partnership.

Further information can also be found in our Child Protection Policy, Mobile Phone Policy, Whistleblowing policy and E-Safety policy.


Concerns about an adult


0800 137 915

Concerns about a child


01296 383962

Outside normal office hours: Ring the Emergency Duty Team on 0800 999 7677

Police: 101 (non-emergency) or 999 (emergency) 

Anti-terrorist hotline: 0800 789 321 

NSPCC: 0808 800 500 

Ofsted: 0300 123 1231 

This policy was adopted by: S4A

Date: 19/8/22 To be reviewed: 23/3/25

Authors – S4A Director Matt Ogle

Written in accordance with:
The Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare requirements: Child Protection [3.4-3.8] and Suitable People [3.9-3.13].

BSCP Children protection toolkit

S4A uses safe recruitment practices to ensure that all people working with the children in our care are safe and qualified to do so. When recruiting paid staff or volunteers we will follow the procedures set out below.

Advertising the vacancy
We will advertise all vacancies, and any job advertisements will include a statement about
our commitment to safeguarding children.

Initial enquiry
Upon enquiring about a vacancy, we will send potential candidates:

  • a job description
  • an application form
  • a copy of the Club’s Safeguarding Children policy.

Interview procedure
We will notify all candidates selected for an interview by letter. All candidates will be asked to bring to the following items to the interview:

  • proof of identity, eg passport, driving licence or birth certificate
  • proof of address, eg recent utility bill (not mobile phone) or bank statement

proof of qualifications, ie the relevant certificates: for non-British nationals, proof of the right to work in the UK (as required by the Asylum and Immigration Act)

The interview will be conducted by at least two interviewers. All candidates will be asked the same set of questions. We will then ask additional questions about any other issues that arise from their application form. For example, the interviewers will follow up on any gaps in the candidate’s employment history rigorously and ensure that they are satisfied with the explanation given, undertaking additional checks if necessary.

When we have interviewed and observed all candidates, we will make our final selection.


Appointing a new member of staff
When we have selected the successful candidate, we will make him or her an offer, which will clearly state that it is subject to the receipt of suitable references and full sight of a satisfactory enhanced DBS certificate contact referees for a reference, including asking them if they have any child protection concerns about the candidate. We will also Initiate an enhanced DBS check for the candidate, or if the candidate is subscribed to the DBS Update Service, review their current DBS certificate and check their status online. We will also notify any unsuccessful interviewees.
We will also take photocopies of the new member of staff’s qualification certificates and
proof of identity and keep these on file.
When a new member of staff starts work at S4A we will give him or her: our terms and conditions, and get them to sign their contract; a copy of their contract
will be kept on file with all our Club policies, and ensure that they sign a policy confirmation form to confirm that they have read and understood them; the signed form will be kept on file.
We will conduct a full induction and orientation programme with all new members of staff.

DBS checks
We will obtain enhanced DBS disclosures for all staff, students and volunteers who will work unsupervised with the children on a regular basis, or who have access to children’s
information, If candidates have subscribed to the DBS Update Service we will carefully review their current DBS certificate and then check their status online. If there has been a change in their status since their last DBS certificate was issued we will obtain a new DBS disclosure for them.

New staff will only be allowed to work unsupervised with children when we have had full
sight of a satisfactory DBS certificate for them.


The Club will not employ staff or volunteers who have been convicted of an offence or have been subject to an order that disqualifies them from registration under regulations made under section 75 of the Childcare Act 2006. If a member of staff becomes disqualified we will terminate their employment.

Immigration status
The management is aware of Asylum and Immigration Act requirements and will check the
ability of all new starters to work in the UK. Candidates are expected to provide documents confirming their status, usually a driving licence, passport, and NI number.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

The Out of School Club expects all members of staff to follow our Staff Behaviour Policy, which sets clear guidance on the standards of behaviour required from our staff and volunteers. The guidance aims to encourage staff to meet the highest possible standards of conduct. Club staff are in a position of trust and influence as role models for the children in their care, and as such must demonstrate behaviour that sets a good example to all users of the setting. 

Club staff also have a responsibility to maintain their reputation and the reputation of the Club, both during and outside of working hours.


Our staff team are ambassadors for Out of School Club and we expect them to conduct themselves professionally at all times. Staff should treat anyone attending the Club (children, parents/carers and visitors) courteously and with respect. 

We expect staff to value all the children as individuals and to comply with the Club’s Equalities policy at all times. 

Swearing and abusive behaviour are not tolerated from anyone at the Club. If any member of staff exhibits such behaviour they will be subject to the Club’s disciplinary procedures. 

For more details see our Aggressive Behaviour policy and Staff Disciplinary policy

Dress Code 

Whilst working at Out of School Club staff will need to help to set up and pack away the setting, prepare food, facilitate craft activities and engage in physical activities with the children. The clothing and footwear worn should be chosen accordingly, taking into account comfort, health and safety, and practicality. Revealing or excessively tight clothing is not acceptable. 

Whilst on duty all staff should wear the approved S4A clothing at all times.


Confidentiality and Social Media 

Staff must not pass on any information about children attending the Club, or their parents and families, to third parties without their permission. The only exception to this rule is information sharing with specific external agencies if there is a safeguarding issue. (‘Third parties’ includes other parents, friends, other children at the Club, the press, etc.) 

Posting any material relating to the Club or its users on social media sites (unless expressly permitted by the Manager) is forbidden. Any staff who breach this rule will face disciplinary action. 

See our Data Protection policy, Social Media policySafeguarding policy and Staff Disciplinary policy for more details.

 Use of Mobile Phones and Cameras 

Staff personal mobile phones must be kept in a staff box and placed out of the way during working hours. 

If a member of staff needs to make an urgent personal call they can use the Club phone or make a personal call from their mobile in a permitted area.

If a member of staff has a family emergency or similar and needs to keep their mobile phone to hand, they must obtain prior permission from the Manager or Deputy. 

Staff may only use the club camera to take photographs of children at the Club, except with the express permission of the Manager. 

Staff must never use their personal mobile phones or cameras to take photographs at the Club during working hours. Doing so will be considered gross misconduct and may result in instant dismissal. 

See our Mobile Phone policySafeguarding policy and Staff Disciplinary policy for more details. 

Smoking, Alcohol and Drugs 

Staff are not permitted to smoke anywhere on the Club premises, including the outside play areas. 

Staff are not permitted to bring alcohol or illegal drugs onto the Club premises. If a member of staff arrives at work under the influence of alcohol or drugs they will be asked to leave immediately and disciplinary action will be taken. 

If a member of staff is taking prescription drugs which might affect their ability to function effectively, they must inform the Manager immediately. 

Any prescribed medication needed by a staff member whilst at the Club, must be stored safely in the medical box which will be out of reach and sight of the children attending the Club. 

See our Smoking, Alcohol and Drugs policy for more details. 

Gross Misconduct 

Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include, but are not restricted to: 

  • Child abuse 
  • Failing to comply with health and safety requirements 
  • Physical violence 
  • Ignoring a direct instruction given by the manager 
  • Persistent bullying, sexual or racial harassment 
  • Being unfit for work through alcohol or illegal drug use 
  • Theft, fraud or falsification of documents 
  • Being disqualified under the terms of the Statutory Framework for the Early Years Foundation Stage (Section 75 of the Childcare Act 2006) or the Children’s Act 1989. 

The Manager will investigate the alleged incident thoroughly before any decision to dismiss is made. For full details see our Staff Disciplinary policy

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Child Protection [3.4-3.8], Suitable people [3.11, 3.13, 3.19] and Disqualification [3.14-3.16], Safety and suitability of premises, environment and equipment [3.56], Information and records [3.70] 

S4A 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:

Over 15 minutes late:

  • If a parent or carer is more than 15 minutes late in collecting their child, the manager 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 remain being supervised.
  • 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 may have to be charged (except in exceptional circumstances).

Over 30 minutes late

  • The child will remain in the care of two 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 settings lead will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded to follow their contingency plans if they cannot collect their child as well as get in contact with the settings lead. If a child is persistently collected late then they may lose their place at the club or wraparound setting for between 2 week to a term.

This policy was adopted by: S4A

Date: 23/3/20 To be reviewed: 23/3/23


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