Extended Schools Policy

Extended Schools Policy

What is the purpose of this policy?

The purpose of this policy is to describe how the school delivers an After School Club facility which is affordable, sustainable and of quality.

Why has the policy been written?

The governing body of the Vale Federation took over the running of the After School Club in April 2012.  Any establishment presently needs to register with Ofsted if delivering childcare to children 7 years old and younger for 2 or more hours a day and as such we need to comply with Ofsted – Out of school childcare, National standards for under 8’s daycare and child-minding. The registered body is the governing body of the Vale Federation.

What are the key principles that underpin the management and organization of the After School Club?

We wish to ensure that the children of our school are provided with supervised play activities in a safe and stimulating environment.  The purpose is the development of personal, emotional, social and intellectual capabilities.  Children are consulted on their preference for activities.

Who is responsible for the day to day running of the club?

Clare Neal is the ASC Manager.  5 additional staff work on a Tuesday and 3 additional staff work on Wednesday.

How are these staff organised?

The Manager holds a Level 3 qualification appropriate to the post and at least 2 years’ experience in a special school setting.  At least half of the staff hold or are working towards a level 2 qualification appropriate for the care and development of children.  Staff have their ongoing training needs met.

Which children attend?

Only children attending Booker Park school are eligible to attend

  • All places are subject to availability
  • An information and consent form must be completed prior to the child’s commencement at the club, containing information about the child’s date of birth, address, health, contact details and persons who may collect child. The form will be kept on the premises in a secure place to ensure confidentiality.  It is the responsibility of the parents to inform the club of any changes in personal details and circumstances.
  • Parents are made aware of how to access policies and procedures
  • Irregular users are welcome providing there are spaces
  • All staff are made aware of the details of a new child
  • Children’s attendance is recorded on a register
  • The children are taken from the hall to the After School Club building at the end of the school day
  • Cancellations must be received before 10am on the day. All cancellations must be paid for in full.

How are parents and carers involved?

Information is shared in a variety of ways: basic written information about admissions and hours, a school newsletter, details of policies and procedures, contact information and activities.  Notice boards and the school website hold ongoing information and forth coming events.  We consult parents and staff on a termly basis via feedback questionnaires to ensure quality of service and to hear views and comments.  There is also a section to make any comments when the child is collected and signed out.  Staff treat parental concerns with discretion and confidentiality.  Special arrangements are in place for sharing information on those children identified as ‘children in need’.

Opening hours

Opening hours are from 3 until 6pm on a Tuesday and Wednesday.  The children will be escorted from the main school hall to the After School Club.  On arrival the children are marked in on the register.

Departure of children

  • When a child is collected at the end of or during the session, they must be signed out by a parent/carer or named collector and the time recorded.
  • The parent/carer or named collector must inform a member of staff they are collecting/signing out a child.
  • Parents/carers must ensure that any person who may collect their child is listed on the information and consent form and that it is kept fully up to date
  • Parents must inform the club staff if their child is going to be absent from the club


As of the 24th February 2014 the standard rate is £12.00 per three hour session.

Invoices will be issued at the end of each term for the forthcoming half term fees.  Invoice terms: 14 days net.  Failure to pay the fees within five days of the due date will incur a penalty of £10.00.  The school reserves the right to exclude children from the club if fees are not paid.  Fees may be paid by cash or cheque.  We have no online facility at the moment. A receipt will be issued for all payments received. Fees should be paid in through the school as normal.

If a parent/carer is late collecting a child/children from the club, it will be noted.  If they continue to be late a fee will be charges and their child’s place may be revoked.

The Parent/authorised collector will sign out all children from the club.

What activities can we offer?

The welfare of the child is paramount.  We believe that each child must be heard whether through speech or body language and his or her needs and wishes action upon.  We actively encourage communication between ourselves, parents/carers and other professionals in all aspects relating to the emotional, physical, and social well-being of the child.  If we have any concerns about the child’s well-being, we would wish to discuss this with you and possibly other professionals in the best way of dealing with this.

The club aims to provide a range of stimulating activities within a safe and secure environment and offer positive opportunities for the children.  The club provides a child centred environment where children are encouraged to be involved in making decisions that will affect them and take “ownership” of the club.

Furniture, equipment and toys are provided for a range of activities.  These include art, sports and games, music, large screen to watch movies and books.  The children also have access to the ICT room, outside play areas, the school hall and the Soft Play area.  Equipment conforms to British Safety Standards.

Which resources do we have?

We ensure that the space is child and parent/carer friendly, well lit, properly ventilated and that there is a mobile telephone on the premises.  Provision is made for a quiet area with bean bags and sofas and we have adequate storage space. We also have outdoor play space which is maintained to the required standards.

There are adequate toilet/changing facilities with a hoist.

The facilities are welcoming and we offer a range of activities to promote child development through play.  The children also use the ICT room and the soft play area on a regular basis.

Monitoring and Evaluation

The club aims to provide a varied and stimulating environment for the children attending.  We will regularly consult with the children to ensure that we are meeting their needs.  From time to time we will send out a questionnaire to parents/carers for feedback about the club.  However, we do encourage parents to consult with the play leader or committee on a regular basis about the needs of the family.  Any concerns will be dealt with in a confidential manner.

Staff Induction and Training

When a new member of staff is to be employed the following issues should be followed when considering whether they are a suitable member.  All new employees will be given every opportunity to provide any relevant proof of qualifications when requested.

If a person was thought suited to the position the following would needed to be carried out on that person.

A relevant DBS check

References from two people – one need to be a personal reference on the person’s character and one would need to be from their current or most recent employer covering their relativity and their ability to work as part of the team and the number of sick days they have recorded against them.

Full details of their employment history needs to be ascertained and questions relating to any health issues or problems.  They would also be made aware that further training may well be required and they would be asked if they are willing to do extra training if requested by After School Club.  This may be to keep up to date with first aid skills/training.

They would also be asked on how they would deal with certain situations to do with behaviour or comforting a child who felt unwell or who was unsettled for some reason.

A person who is thought to be suitable must then attend part/whole sessions on a voluntary basis as part of the recruitment process before being offered any position to ascertain on how they deal with the child particularly because of the needs of the child who attend the After School Club, also to see how assertive they are and whether they would fit in well into the club.  They would also need to have a copy of the After School Club policies so that they were fully aware of what to do in all situations and the club and who to go to if they have any concerns or issues over a particular child.

Every year the club will review the training and qualifications of the staff.

At least half of the staff employed will hold a childcare qualification equivalent to level 2.  The play leader will be qualified to level 3.  There will always be a qualified first aider on the premises.  All staff will receive induction training within their first week of employment.  This will cover health and safety, equal opportunities and child protection.

How do we ensure that we fulfill legal requirements?

We meet the requirements of current legislation pertaining to After School Clubs according to The Children’s Act Regulations.

How do we safeguard the health and safety of everyone at the club?

The protection and safeguarding of the child is the first priority.  At least one member of staff must hold a current First Aid certificate: we have a number of staff that are renewing their certificate in March 2015.  A First Aid box is clearly identifiable and accessible in the kitchen area of the extended schools building.  The registered person takes steps to promote safety and ensures precautions are taken to prevent accidents and procedures are in place for recording incidents in their eventuality. Actions are taken to minimize risks, and the premises are kept clean.  This is particularly important in the area of food preparation where one member of staff must have possession of a Basic Food Hygiene Certificate.

Staff are trained in Child Protection procedures and follow these by handling concerns and allegations discreetly and sensitively and will pass information to the member of staff responsible for this who at the time of writing are Christine Ludlow (School principal) and Marianne Murphy (Head of School).  The staff at Booker Park after School Club already work closely with the children, know them and are therefore in a position to notice changes.

Children are secure and safe on the premises.  Children are supervised at all times, the definition of supervision being within sight of a member of staff.  Procedures are in place for emergency evacuation in the event of a fire and fire drills are carried out regularly.  Access to the premises is controlled, key coded door, and visitors must sign in.  All staff have been given a copy of the safeguarding guidance leaflet.

  • The club will always have access to a mobile phone.
  • Children will always remain within sight of an adult, except when privacy is required for changing or toileting.
  • Children will only be released to an agreed adult.
  • A register is taken at the beginning and end of the sessions and records are kept.
  • The outside area will be inspected to ensure that all fences and gates are secure.
  • Children will be made aware of the boundaries of play.
  • Fire doors are not obstructed or held open.
  • All dangerous materials including medicines and cleaning materials are kept out of reach of children.
  • Any activity offered which may pose a health and safety issue to either children or staff should be risk assessed prior to introducing them to ensure that risks are reduced.

Emergency Procedure

It is responsibility of all staff to familiarise themselves with the fire procedures and the location of the fire equipment at all venues.  The first duty of all staff is to prevent injury or loss of life.

On hearing the alarm (or whistle if outside) the children will be escorted from the building

The deputy play leader will collect the register, mobile phone and first aid box.

The deputy play leader will escort the children to the designated collection point (this will be the same area as designated by each school) and call a register.

The play leader will check the building to ensure all the children and visitors are safely out.  They will only tackle the fire if it is safe to do so.

The play leader will contact the emergency services.

If necessary, parents will be contacted to collect the children.

The building will only be re-entered once the play leader has deemed it safe to do so.

Whenever the children play outside or go off site, the play leader will carry a whistle to alert the children to danger.

In the event of the premises being unsuitable for the club to use due to flood, heating failure etc., the parents will be contacted and children taken home.  Fees will not be charged in this instance.

Fire drills will be practised every term.  New children and staff must be made aware of the procedure as soon as they arrive for the first time.


To prevent the spread of infection the play staff will ensure the following:

  • Hands washed after using the toilet and before eating.
  • Soiled tissues are disposed of hygienically.
  • Individual or disposable towels available for drying hands.
  • Hygiene rules related to bodily fluids followed with particular care, and all staff and volunteers are aware of infections, including HIV can be transmitted.
  • Use of disposable gloves when dealing with open cuts and bodily fluids.
  • All surfaces cleaned daily with an appropriate sanitizer.
  • All children should bring with them when attending a session, spare clothing and if required spare nappies to use in the care of emergencies.
  • Anti-bacterial hand sanitizer will be available for staff to use.

Are the children provided with food and drink?

Children are provided with a snack and drink.  Staff are seated with the children during snack time.  Parents complete a consent form prior to the child starting which details what the child can eat/drink.  Fresh drinking water is available for children at all times.

All of our children have Special Needs and Disabilities

What is our policy on equal opportunities?

At Booker Park School after School Club we value the cultural diversity of our children, parents and staff.  The governing body and staff actively promote true equality of opportunity and anti-discriminatory practice for all children.  Every one of us should feel respected and valued, and special care should be taken to make sure that the more vulnerable members of our After School Club have their needs addressed.  Resources, activities and at ground level the language and behavior of staff positively reflect racial, cultural, gender, socio-economic and religious diversity and disability.  We provide toys, games and activities to challenge stereotypical roles.

What is our policy on behavior?

Staff are confident in managing a wide range of children’s behavior including those more challenging children.  This is currently a great strength at Booker Park after School Club and our team utilize a range of strategies to reinforce good behavior and to quell the less positive.  The expectation will be that children will behave well or certain sanctions will be employed.  The environment and setting is such that good behavior is encouraged and any negative behavior is handled consistently and appropriately.  Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behavior.  If after consultation with parents and the implementation of behavior management strategies, a child continues to display inappropriate behavior, the club may decide to exclude the child.  Team Teach is not a requirement at After School Club.  The reasons and processes involved will be clearly explained to the child and their parent/carer and will be linked to the health and safety of them and others.

Specific Needs

Activities will be adapted to enable all children the opportunity to take part.  The club will endeavour to ensure that all children’s individual needs are met. Children will be treated as individuals and respected. Medical, cultural and dietary needs will be met.  The club will try to accommodate parental needs when planning meetings and events.  The club is totally committed to a policy of full inclusion.  If a child has a particular need, these will be discussed with the parents/carer and child before they start at the club.  The club welcomes advice from parents as the “expert” in supporting the child’s needs.  Activities and events will be adapted to ensure that all children have the chance to participate and benefit from the experience.  The club encourages staff to undertake specialist training whenever it is available.


Information, written and spoken, will be clearly communicated in as many languages as required.  Bilingual and multi lingual children and adults are an asset.  They will be valued and their languages recognised and respected in the club.


After School Club aims to provide a high quality service that meets the needs of the children, families and staff.  We try to encourage an environment that welcomes exchanges of information on a regular basis.  We aim to work in partnership with parents and the community and welcome suggestions on how to improve our service.


We view a complaint as an expression (verbal or written) of dissatisfaction with the service, staff or management of After School Club.


We will strive to get it right first time by learning from our complaints and dealing with them in a positive and timely manner.

The Complaints System

Our complaints system has 3 basic stages:

Stage One – this is the initial complaint

If the complaint is about the service, the initial complaint should be taken to the play leader.

If the complaint is about a member of staff other than the play leader again the complaint should be taken to the play leader.

If the complaint is about the play leader or a member of the committee then the complaint should be taken to the committee member responsible for personnel.

If the complaint is about the personnel committee representative the complaint should be made to another committee member.  Any committee member will be able to provide contact details.

A complaint form is available but there is no requirement to use this form.

Stage Two – if you are unhappy with the outcome at stage one, then initial complaints to the play leader should now be discussed with the committee member responsible for personnel.  If a committee member was the initial contact then the committee Chair should now deal with the complaint.

Stage Three – if you are still unhappy after the outcome of stage two, you can ask for your complaint to be investigated by either the Chair of Early Years and Childcare Partnership Department Officer in cases where stage two was referred to the Chair.

Other Organisations

At all stages of the investigation, the complainant has the right to inform Ofsted 0845 601 4772.  If the complaint involves concern for children’s safety and welfare then the committee will inform Ofsted at the outset and again once the internal investigation has been completed.  In cases where child protection concerns are raised, the committee will inform the Area Child Protection Committee 01296 395 000.


At each stage the club will acknowledge each written complaint within 10 days and send a full response as soon as possible but within a maximum of 28 calendar days (or a letter explaining the reasons for a delay and a new reply).  Oral complaints will be responded to orally following the three stages and time scales outlined above, unless the committee feels the need to confirm actions and outcomes in written format.

Feedback on Service

If you wish to let us know your views on our service-comments, suggestions or complaints- please contact either the play leader or Chair (telephone numbers on the back of the parent handbook).

We welcome feedback which lets us know that we are doing something well, or if you have a helpful suggestion on how we could improve our service.  The club aims to provide a varied and stimulating environment for the children attending.  We will regularly consult with the children to ensure that we are meeting their needs.  From time to time we will send out a questionnaire to parents/carers for feedback about the club.  However, we do encourage parents/carers to consult with the play leader or committee on a regular basis about the needs of the family.  Any concerns will be dealt with in a confidential manner.

Medication and Illness

Children who require medical support

The club is unable to administer medication without prior written permission from the parents/carers.  Medicine must be in a safe container with the child’s name and dosage requirements clearly labelled.  If the medicine is to be administrated by the child this should be clearly stated.  At the end of the sessions, parents will be given a written advice as to the amount and times of administration of the medicine.  Staff are unable to administer inhalers, epipens, suppositories or midazolam without specialist medical training.  All medicines must be kept out of reach of the children and refrigerated if necessary.  If a child feels ill whilst at the club, they will be placed in a quiet area and the parent/carer contacted and asked to collect the child.  Children should not attend the club if they are unwell, as this is unfair on the other children attending.  Children should have a period of 48hours clear from infection before they return to the club.

Fees will still be due if a child is unable to attend due to illness parents should contact the club to inform them of their child’s intended absence as soon as possible.

Written permission is also required to allow staff to apply sun protection cream for children when required.

First Aid, Accidents and Incidents

A first aider will always be on the premises.  The club keeps a fully stocked first aid box on the premises.  An accident form will be completed in duplicate for every accident, the parent/carer will be informed and asked to sign the form and then be given a copy.  Accident reports will be kept confidential and retained for periods required by legislation.

If a child needs to go to the hospital the parents/carers will be contacted.  An escort will be provided if the parents/carers are unable to get to the club quickly.  If a member of staff needs to accompany the child, it may be necessary to contact all parents and close the session if the ratios are compromised.  Ofsted will be informed of any major incidents that occur, in accordance with the Day Care Standards for Out of School.  If the child’s accident causes them to be absent for a period of four days, the club will need to inform HSE and complete a RIDDOR form.  The child’s registration record/health care plans will accompany them to hospital as these contain emergency contact numbers and personal details such as allergies and vaccinations.

If the child arrives at the club with bruising or marks in unusual places that may constitute suspected abuse, an incident report will be completed in duplicate, the parent asked to sign and given a copy and the record kept confidential.

Behaviour Management Policy

The school follows a behaviour management plan, which is available on request.

The club works closely with other school staff and follows the Pupil Support Plan.

After School Club is committed to providing an environment for children which is safe, welcoming and free from bullying.

We understand that changes in behaviour could be affected by changes or problems in any other setting them may attend or within the family.  Parents/carers will be asked if they feel there is anything that may be affecting the child’s behaviour to let us know so this can be taken into account and so help not hinder the situation.


Parents have the right to access any information that the club keeps about their child/children.  They do not have the right to information about other children attending the club.  If children are twelve years of age or older, their permission should be sought to share this information with their parents.

The club will only discuss information about a child with their parents.

Information given by parents/carers to the club will not be discussed with other adults without permission.  In the case of suspected abuse the safety of the child is paramount and foremost.  In this instance it may be necessary to pass on information to the Buckinghamshire Safeguarding Children’s Board without permission.

Quality Assurance

The club is committed to providing a quality service for children and their families and ensuring that that we meet their needs.  We welcome feedback from children and families on how we might improve our service.

Smoking and Intoxicating substances

Staff and parents are not permitted to smoke whilst on any premises used by After School Club.  Staff are not permitted to smoke during the preparation time or running of the club.

Intoxicating substances are not permitted on site.  Should a member of staff turn up for work who appears to have been taking an intoxicating substance they will be suspended immediately and the chair informed.  An investigation will follow.  Should a parent arrive to collect a child and appears to be unfit to adequately care for them, the child will not be released.  The Buckinghamshire Safeguarding Children’s Board will be informed and advice sought.  The police may be called if the child is deemed to be at risk.

Child Protection Policy

After School Club staff have a duty in law to take action if they suspect a child may be subject to abuse.  Concern is first and foremost for the child.  Play workers responsibilities do not include investigating the suspected abuse.  This is the role of the Buckinghamshire Safeguarding Children’s Board who have statutory Powers and obligations under the Children’s Act 1989 and under Article 19 of the United Nations Convention on the Rights of the Child, which sets out the principle that all appropriate measures shall be taken to “protect the child from all forms of physical and mental violence, injury or abuse neglect to negligent treatment, maltreatment or exploitation including sexual abuse while in care of parent/parents, legal guardians or any other person who has the care of the child.” This includes prevention and identification reporting, referral, investigation, treatment and follow up of instances of maltreatment.

The Nominated Child Protection Officer for After School Club is Marianne Murphy – her contact number is 01296 745820, or in her absence Christine Ludlow on 01296 745821.

Recognising and Recording Abuse

All staff will need to be aware of the possible signs of abuse. These might be:

  • Any significant changes in the child/children’s behaviour
  • Any unexplained bruising or marks
  • Any comments children make which gives cause for concern
  • Any deterioration in a child’s general well being

If any of the above occurs then a separate confidential record will be set up.  These records will include the name, address and age of the child, timed and dated observations, describing objectively the child’s behaviour/appearance without comment or interpretation where possible in the exact words of the child then dated and signed by the recorder.  This record will only be accessible by the name child protection officer, the parents and Buckinghamshire Safeguarding Children’s Board. This will also be logged on After School Club Child Protection Sheet.

If abuse is suspected, the name child protection officer will sensitively discuss the issue with the parent.  An accurate record of the conversation will be made.  The Child Protection officer will report the incident to the Social Care Duty Officer if not satisfied.

Disclosure of Abuse

If a child chooses to disclose abuse the following rules will be observed:

Never make promises that cannot be kept.  It may be necessary to involve other people in order to ensure the child’s safety.

Reassure the child that it is not their fault and that you believe them.  Take the child to a safe and quiet area.  Ask the child to allow another adult to be present.

Do not interrupt the child speaking.

Do not ask any probing questions, as this could deem the information to be inadmissible.

Make a note of the discussion, taking care to record timing, setting and personnel, as well as what was said.

Record all subsequent events up to the time of the substantive interview.

Contact the Buckinghamshire Safeguarding Children’s Board and Ofsted as soon as possible

If the child is at risk from the person collecting them, they must be kept apart until a representative from the Safeguarding Board arrives.

Informing and involving Parents

The club will take every precaution to build trusting and supportive relationships between families, carers, staff and volunteers within the group.  Where abuse at home is suspected, the club will continue to welcome the children and family while investigations proceed.  Confidential records kept on the child will be shared with the child’s parents.  With the proviso that care and safety of the child is paramount, the club will do all it can to support the work with the child’s family.

Allegations against a member of Staff

If a member of staff or committee is the subject of an allegation, the incident will be reported to the Chair of the Committee immediately.  The member of staff/committee should record what happened from their perspective.  They should seek support from someone whom they feel able to trust and talk openly about their feelings (but who is not involved in the investigation)

The accused person will be suspended on full pay whilst an investigation is carried out. The Chair of the Committee will inform Ofsted and Social Care

Ofsted telephone number: 0845 601 4772

Social Care Duty Officer: 01296 395 000

Links to related policies

Child Protection Policy

Equalities Policy

Health and Safety Policy

Safe Guarding Policy

Intimate Care Policy

When was this policy written and when will it be reviewed?

This policy was written in January 2015 and will be reviewed in January 2016 and annually thereafter.