Policies

TERMS AND CONDITIONS

Fees And Registration

To register your child, a non-refundable deposit of £50.00 is payable to secure a place. 
This will be credited against your first month’s fees.
If the place is no longer required or not taken up the deposit will not be refunded.
  • Fees is taken in advance for all services. (Tutoring, After School Club, Pre-Nursery and activity sessions)
  • Fees are payable during periods of absence, including term break, sickness and any holidays taken from the After School Club and Pre-Nursery sessions.
  • In exceptional circumstances there may be an event that triggers the closure that is out of our control. Such events include, without limitation, ‘acts of God’, fire, war, acts of terrorism, strikes or other industrial action, infectious diseases, and epidemics, fees are payable for such forced closures.
  • If you (parents/guardians) inform one month before quitting the tutoring sessions, refund will be issued. 25% of the due amount will be deducted for administrative services in case security deposit is waived off (not paid).
  • If refund is eligible on quitting services, return will not be applicable on the original price rather on agreed and paid fees.
  • If the fees are not paid by due date on your invoice, company has rights to refuse the services till the amount is paid or £20 fine will be charged on overdue payments each lesson.
  • Fees quoted are in accordance with the Tots and Tweenies Limited. Fee Schedule for the number of sessions that your child attends at the club. Any extra sessions requested over and above those booked, (or part thereof), will be additionally charged at the rates specified in the Fee Schedule and must be booked 24 hours in advance. Extra sessions are subject to availability at the time of request.
  • The fees are subject to change according to the price plan when the child is promoted to next year.
  • Fees are reviewed annually and so any increases will only occur once during the year.
  • Fees is not refundable if a child is picked up earlier than scheduled time. However, A fee of £10 will be charged, for each quarter of an hour, that a child is picked up late from the After School Club. Parents/Guardians should be aware that the place must be vacated by the designated closing time.
  • Fees are charged monthly, weekly, quarterly, or session-based in advance and are to be paid by direct debit, cash, bank transfer, contactless on or before the first day to which they relate. Fees will be invoiced to the person(s) named on the registration form.

Safety and Wellbeing:

  • Whilst we take all precautions necessary and have various policies and procedures in place to protect the children in our care, Tots and Tweenies Ltd do not accept responsibility for accidental injury or loss of property.
  • If your child becomes ill during a session in centre, the Manager will contact the parent/guardian, or the emergency contact indicated on the Registration Form.
  • Tots and Tweenies Limited is under an obligation to report any incident to local authorities and social services where we consider a child may have been abused or neglected. This may be done without informing the parent or guardian.

Cancellation/Removals:

  • One calendar week’s verbal notice is required if you wish to reduce the sessions attended by your child.
  • If the manager is not informed 12 hours before the booked slot, the amount will not be refunded/ compensated. On time cancellation will not be entertained in any way. 
  • Missed lessons are rescheduled once. There is no rescheduling of agreed missed lessons.
  • Pre-booking for activity sessions is required, and place will be secured on first come and first serve basis. 
  • Tots and Tweenies reserves the right to remove/refuse the child from services,
  • If fees remain outstanding for 3 days from their due date.
  • If your child has an infectious illness
  • If your child’s presence in the place will be detrimental to other children within our care.
  • Abusive, threatening or violent behaviour towards staff under any circumstances will not be tolerated

General:

  • Parents/guardians are required to notify and inform the Manager if your child is absent.
  • If your child is already availing one of our services (After School and Pre-Nursery) and you require extended hours of care such as full day during term time break, inform one week earlier to make arrangements.
  • Anyone other than the recognised parent or guardian will not be permitted to collect the child unless prior arrangements have been made. Please note that identification is required for admission and to pick and drop the child.
  • We expect all parents/carers to read and adhere to our policies and procedures regarding illness and absence, medication, safeguarding children, security, behaviour, equal opportunities, complaints, among others.

Admissions Policy

  • No child shall receive less favourable treatment on the grounds of race, colour, ethnic or national origin, religious beliefs, disability or
  • Places should be reserved by completing the registration form.
  • Place will be only confirmed when Fees will be paid. Fees must be paid in advance when booking.
  • A registration form showing child’s details and the child’s parental details and necessary permissions must be read and completed before a child may attend.
  • It’s parents’ responsibility to update their child records regarding mandatory information required and related to the child.
  • While available places exist, these will be allocated on a first come (with payment) – first served
  • If the club is oversubscribed, a waiting list will be kept and administered by the senior play leader. It will be managed on a first come first served
  • Fees are non-refundable.
  • The management reserves the right to refuse admission to any child whose behaviour is, in its opinion, not in the best interests of the staff and other children’s health and safety. (This course of action would only be implemented once agreed procedures for tackling behaviour problems have been )

Child Attendance and Collection Policy:

  • If staff are unsure of the person collecting the child that child will remain at the club and parents will be informed of the decision.
  • In the event of any child(ren) being left at the Out of School Club due to unforeseen circumstances, Redbridge Social Services would be contacted. If necessary, the local police would also be contacted.
  • To help prevent this situation arising, when children are registered for an Out of School Club place we obtain as much information as possible from the parent/carer. We do require at least two contact numbers, being parent and other relatives or emergency contact number who can be contacted in emergencies.
  • A child will not be released to anyone other than a parent, without their prior consent in writing and suitable means of identification or recognition of the person authorized by parents/carers to pick up their child. It is required that a parent must inform the Out of School Club staff if their child is to be collected by someone unknown to them and given relevant details.
  • Staff will record any late or non-collection of children. If the problem is consistent, staff will work in partnership with parents/carers to address the issue.
  • If parents/carers are unwilling to work with staff on this issue, management will be informed, and a cost may be occurred.
  • The ultimate cost of the non/late collection of children, is the forfeit of the club. The fee is £10 for every 15 minutes late.

Absence

  • In case the child is unable to attend the club inform the management at earliest. Parents/carer can inform by email, text or phone. The reason will be recorded. Regular and unexplained absences may mean they are at risk of safeguarding concerns and therefore, the absence of all children is taken very seriously.
  • If your child does not attend on a contracted day, fees will not be refunded and the hours cannot be transferred to another day.

Attendance Records:

Attendance Record Sheets are used to record child’s attendance. This record will be shared at the end of month.

Confidentiality Policy

  • The data supplied on the registration forms, including that of the parents/carers, children will be stored on the computers used by Tots and Tweenies.
  • Tots and Tweenies is registered with the Information Commissioner’s Office.
  • Tots and Tweenies management and administration are committed to maintaining the security of any personal data used and stored by the Club.
  • The data is held and used in order to comply with the statutory framework for the Early Years Foundation Stage, Ofsted, Department for Education and Local Authority.
  • However, the details given by the parent may be required by law to be given to an outside body, e.g. the police or social services, Tots and Tweenies would comply with such a legal
  • . The information may be given to Child Protection Officer in line with the child protection
  • The staff is expected to keep any personal details about any parent/carer or child at the Club, whether written or verbal, confidential, except to share that information amongst themselves where they believe it is in the best interest of child
  • With Parents’ permission this data may be, when necessary, shared with:
  • Other professionals supporting your child, for example health visitor, pre-school, nursery, school, other health or education professional.
  • Local authority through the Free Childcare and Early Education Entitlement headcount and annual Early Years Census (England)
  • Local authority for the purposes of funded services that they support
  • The local safeguarding children’s board or Social Services Referral and Assessment Team if we ever have any concerns about the safety of your child.
  • Ofsted

Behaviour and Discipline Policy

  • Acceptable social behaviour will be encouraged by staff acting as role models and displaying considerate
  • Unacceptable behaviour, whether it is emotional, physical, verbal or psychological, will be quickly identified and dealt with positively. Reasons will be always explained to the child involved and good behaviour will always bepraised
  • Children will not be shouted at or verbally abused. We have zero tolerance policy on corporal punishments. Physical punishments such as slapping or smacking will not be used under any circumstances.
  • The Club will not tolerate bullying, biting, hitting, fighting, spitting, swearing by any child.
  • Unacceptable behaviour will be dealt with by the play leader explaining the misbehaviour to the child concerned in private. Notes will be kept for reference. Persistent unacceptable behaviour will be discussed with the parent
  • If the child continues to misbehave and is causing disruption to the running of the club then the senior play leader/manager will discuss the matter with the parent / guardian. The parent will be made aware of the gravity of the situation and the possibility that the child may have to be excluded from the Club if his/her behaviour does not improve.
  • If there has been no improvement, the parent/guardian will receive written notification that exclusion is under consideration. Final action is the exclusion from

 Equal Opportunities Policy

All legislation and existing codes of practice produced by the Equality and Human Rights Commission, the Equality Act 2010 and the Children and Families Act 2014 are part of our policy. The Club aims to make sure that,:

  • Whilst at the Club no child will receive less favourable treatment on the grounds of race, colour, ethnic, or national origin, religious beliefs, disability, gender or the ability to pay, in any matter to do with the after-school club
  • Both the management and the staff will ensure that the services they provide are accessible to
This policy will be actively promoted through the Club’s decision making, employment practices and 
service provision. The Club will strive to monitor its implementation and its effectiveness.

 

Health Policy

  • The Club will attempt to ensure that the temperature is maintained at a level which is comfortable for the
  • There will be no smoking, alcohol consumption in the
  • Children will have some opportunity of access to outdoor play – weather
  • Providing the Club is told, the staff will be made aware of any child’s special health conditions and appropriate care will then be made available to that child in consultation with the child’s
  • In order to protect the health of the other children and the staff in the Club, parents will be asked not send their child to the Club if the child is unwell. If a child will not be attending the club due to illness, the parent must inform the school and the club separately.
  • If a child is not feeling well enough to participate, it is the Club’s policy to provide a quiet place for the child or to encourage him/her to participate in quiet activities. The child will be observed for any worsening symptoms. Their parent/carer will be notified verbally the same
  • If a child’s condition worsens to such an extent that the play leaders are seriously concerned, and suspects urgent medical treatment is required, then the parent will be notified immediately, and if necessary, an ambulance will be
  • If a child is exposed to a communicable disease, it is the Club’s policy to contact the parents; likewise the Club would appreciate parents’ co-operation if their child contracts an infectious disease, so that the appropriate steps can be taken to notify other club users if
  • Medicines will not routinely be administered. No medicines will be administered unless written permission is given by the child’s parent and the staff have received appropriate training. In an emergency, parents will be immediately called or child may be taken to hospital or emergency services will be called.

 

Trips and Outings Policy

The club believes in extending opportunities by offering new experiences whilst maintaining a safe environment. Trips and outings will be appropriate to all children’s development and abilities, involving fun and learning.

  • Parents/carers will be included in discussions on trips and outings where possible. A risk assessment will be completed prior to the outing.  
  • Health and safety are of paramount importance. Children will be supervised by adults at all times according to the OFSTED early years directorate adult/child ratio.
  • Vehicles used for trips and outings will comply with all safety legislations and appropriate restraints will be used for all children .
  • Parents must give written consent for their children to take part in trips and outings.
  • The manager will be familiar with the venue/area to be visited and will ensure that children’s emergency details are taken on outings and kept secure.
  • A qualified first aider will attend all outings.
  • A mobile phone will be taken to enable continuity of safety

Accident and Incident Policy:

  • If an accident occurs it will be dealt with by a member of staff qualified in first
  • All accidents will be recorded in the accident book, signed by the first aider and parents should sign to acknowledge the accident and any action taken.
  • A first aid box will be available and the contents checked and kept up to
  • All members of staff will be encouraged to have up to date first aid
  • Written permission from parents that will be sought in Admission form to take emergency treatment for their child if it is needed.
  • In case of accident that required child to be taken to hospital emergency care on 999/112 will be called and child will be taken to hospital. In such cases the child will be accompanied by a staff member. Parents will be informed immediately.
  • Accidents that require hospital treatment will be reported to Ofsted.

Accidents off site:

The staff member accompanying children for an outdoor activity or trip will carry parents’ contact details as well as first aid kit and will be certificate holder of first aid. In case of accident, they will be in touch with manager and update in form of any accident

Incidents

An incident is a non-medical emergency which causes the need for an immediate response/change of routine in the setting. Existing planned procedures will be followed in the event of an incident. And the details of incidents will be recorded.In case of an incident where children’s safety is a concern, parents will be called to collect their child immediately.

Hygiene Policy

The children will be encouraged to wash their hands after using the toilet, and before food is consumed. Running water, soap and towels will be available.

Rubber gloves will be available for clearing up after spills of bodily fluids. Floors and other surfaces will be disinfected.

Data Protection Policy

Tots And Tweenies take families’ privacy seriously, and in accordance with the Data Protection Act 2018 
and the General Data Protection Regulation (GDPR).


Tots And Tweenies is registered with Information Commissioner’s Office, the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.  

Statement of Data Protection Policy

Parents are required to provide personal data about themselves and their child/ren in order to deliver a quality and safe childcare service. The data is held and used in order to comply with the statutory framework for the Early Years Foundation Stage, Ofsted, Department for Education and Local Authority.

Any information pertaining to accident or incidents involving a child in our care must be kept until a child reaches 21 years and 3 months of age.

Tots And Tweenies management and administration are committed to maintaining the security of any personal data used and stored by the Club.

All paper-based records about children and their families will be securely locked and protected and only accessible by administrator/manager.

 

Computer security:

Software and hardware

  • A firewall, antispyware, malware and virus-checking software are to be installed on all computers used by Tots and Tweenies and kept up to
  • On all computers used by Tots and Tweenies, the operating systems are to be kept up to date by receiving automatic
  • All software is to be kept up to date by downloading the latest patches or security updates, which should cover vulnerabilities.
  • Tots And Tweenies staff will have access to only the information they need to do their job and will been instructed not to share
  • When disposing of old computers all personal information must be securely removed by using suitable software (formatting the disc is not acceptable) or destroying the hard di
 

Control on Access to Information

  • Tots And tweenies computers are to be set up so that a login with password is required for all administration tasks. Passwords are to be kept
  • The administration computers are to be set to automatically log the users out if the computer is not used for 5

 

Data Storage:

  • Tots And tweenies will have at least two computers that are capable of running the
  • A backup of the database is to be taken:
  • At the start of each financial year after the database is prepared for a new year.
  • At the start of each half term,
  • At the start of each week
  • Before any major alterations or
  • At the end of the financial year before the database is prepared for a new year.
  • The backups are to be stored at a different location to the administration computers.

Information Sharing

The information will be shared to the following:

  • Other childcare providers if a child also attends another setting with Parents’ consent.
  • Local authorities in regards to the childcare and early years entitlements with Parents’ consent.
  • Ofsted may require access the records at any time.
  • Insurance company, in case of accident.
  • The information will be shared without your prior permission if it is in a child’s best interests to do so. Such as medical emergency. If there are concerns about child’s welfare , it’s obligatory to follow the Local Safeguarding Children Board procedures and make a referral. Where possible concerns will be discussed beforehand with parents before making a referral.

 

Electronic Device and The Internet Policy:

Television, games consoles and electronic devices such as iPads, can be educational in certain situations; aiding attention, comprehension, vocabulary, knowledge, hand eye co-ordination and turn taking. However, the time spent on them should be limited so that children may participate in a wide variety of other experiences. The children in the care of Tots and Tweenies have supervised access to electronic devices.

Laptop and tablets:

On laptop, they can access variety of programs and games which are age appropriate under the supervision of staff. Viewing time is limited and the laptop is turned off as soon as the program or activity is finished or when children lose interest. Afterwards, we talk about what they have seen to extend their learning and observations.

 Internet access

Any equipment used within the setting has appropriate filters in place to protect your child from harmful online material. Children have controlled supervised and guided internet access which is monitored by staff members all the time while child is availing this facility. Also, children will be educated on the use of internet.

Social Media and Website

No photographs will be posted on social media and website without parents’ consent which is part of registration form. It is your right to withdraw consent at any time and if you wish to do so, please speak to the manager.

Mobile Phones and Photography

The setting is registered with the Information Commissioner’s Office as a data controller, which means that we abide by strict guidelines for the storage and use of photographic images. 

These images will only be stored and used in line with parental written consent and only accessible by manager.

The group photos that are shared with others, will always have your child’s face pixelated. 

Any visitors to the setting are not permitted to take photographs of your child or record them in anyway.

Safety Policy

The safety of children is of paramount importance. In order to ensure the safety of both children and adults, Out of School Club staff will ensure safety in the following areas:  

Staff will receive the relevant information, training and supervision to ensure safety issues are reviewed on a regular basis.

Equipment and resources will be safe, clean and meet the necessary safety Requirements. Regular safety checks will be made to assess the wear and tear of the equipment. Any defects should be reported to the supervisor and removed from use immediately. All equipment will be cleaned on regularly basis.

In the event of an accident requiring first aid, a qualified first aider will administer it. A first aider will be on the premises at all times. Accidents will be recorded in the accident book and signed by staff members and parents/carers. Accidents that require hospital treatment will be reported to Ofsted.

Fire procedures will be displayed in the Out of school Club. Staff will be familiar with the evacuation plan and will practice this on a regular basis. These will be recorded in the fire procedure book. All firefighting equipment will be inspected by a competent person, the results recorded, and appropriate action taken.

 Environment

  • Safety checks on premises, both indoors and outdoors, will be before every session.
  • Equipment will be checked regularly, and any dangerous items repaired/discarded.
  • The layout and space ratios will allow children and adults to move safely and freely between activities.
  • There will be adequate systems and equipment for the detection and control of fire.
  • Fire doors will never be obstructed, and fire exits will be easily identifiable.
  • A record will be kept of any fire drills.
  • Electric points/wires and leads will be adequately guarded.
  • All dangerous materials, including medicines and cleaning materials will be stored out of reach of children.
  • Large equipment will be erected with care and checked regularly.
  • Equipment offered to children will be developmentally appropriate recognising that materials suitable for an older child may pose a risk to younger/less mature children.

 

Supervision

  • All children will be supervised by adults at all times and will always be within sight of an adult.
  • Children will leave the group only with authorised adults.
  • Children will not have unsupervised access to kitchens/cookers.
  • If a small group goes out (e.g. To the wildlife area) there will be sufficient adults to maintain appropriate ratios for staff and children remaining on the premises.

 

Adult safety

  • All adults in the group, both staff and visitors will be aware of and respect safety policies.
  • If adults need to reach up for stored equipment, they will be provided with something safe to stand on. Heavy materials will not be stored above head height.

 

Management

  • A folder will be available at all times for the reporting of any accident/incidents.
  • Regular safety monitoring will include checking of the accident record as a basis for risk assessment.
  • All adults including parents and carers will be aware of the system(s) in operation for children’s arrivals and departures and an adult will be at the door during these periods.
  • Adults will not walk about with hot drinks or place hot drinks within reach of children.
  • A correctly stocked first aid box will be available at all times.

 

Special considerations

Some areas and activities pose hazards. All staff will be aware of these:

  • All cooking activities involving the use of heat will be continuously supervised. Children will not be allowed in the kitchen for any other purpose.
  • Systems will be in place to ensure that no child can leave the premises unattended

  Risk Assessment

An annual risk assessment will be carried out.

Security Policy

The club is committed to provide a safe and secure environment. Staff will adhere to the following guidelines:

  • No child will be left unsupervised in the club at any time.
  • Staff / child ratios of 1:8 children in the Under 8’s will be adhered to.
  • Visitors to the club will not be left unsupervised at any time and adequate identification will be required. Identification will be provided, and prior appointments should be made were possible.
  • Children will not be released with anyone other than the recognised parent/carer unless prior notice is given. If staff are unsure of the person collecting the child that child will remain at the club and parents will be informed of the decision.
  • Entrance to the club will be monitored to ensure security at all times. Children will be signed in and out of the club.
  • Parental/carer consent will be sought for the use of videos and photographs for promotional usage.

Special Needs Policy

Before a child with special needs is booked into the Club, the parent must discuss the matter with the senior Play Leader to ensure that adequate facilities and staff are available to cater for the needs of that child.

The Club aims to make sure that:

  • The activities provided, when a child with special needs attends the Club, will be suitable for all the
  • A child with special needs is not discriminated against, nor are other children disadvantaged because a child with special needs is attending the
  • Whilst at the Club, every child will be allowed to participate in all activities commensurate with their

Child Protection Procedure

The welfare of children within our care is of utmost importance to our staff, volunteers and management. As such we believe we have a duty to the children, parents/carers and staff to act quickly and responsibly in any instance of abuse that may come to our attention. Positive steps will be taken to develop a trusting relationship with every child and parent/ carer.

All staff, volunteers and management who come into contact with the children will be checked by Ofsted in respect of medical and policy clearances.

Staff are in close contact with the children in our care, therefore staff are in a prime position to notice radical changes in behaviour or worrying marks or bruises and hear children talking about their experiences may give cause for concern. If staff become concerned about any child, appropriate procedures are taken.  Concerns are discussed with senior staff to consider whether the situation should be monitored, or immediate action taken. Signs and symptoms are recorded and dated; this information is strictly confidential. Staff will generally check with parents to see if they have noticed any changes in their child—there may be an easy and appropriate explanation.

Suspicions will be referred to social services and local authorities. Parents and carers will be informed at the same time. Staff will liaise with appropriate professionals and continue to monitor the situation.

A written report will be kept on file to ensure accurate reporting to the relevant authorities. Confidentiality will be maintained at all times and staff will continue to support the individual. 

Supervision Of Children Procedure

   It is essential that all children attending the Club are accounted for at all times. Play leaders are responsible for the children in the Club.

  • Children in the Club must be supervised at all times, i.e. the children should be visible to a play leader at all times. However, there may be times when this is not possible, for example, when a child goes to the toilet or when a child is under the supervision of a teacher. A mental note of any such absence should be made and any prolonged absence investigated
  • Head counts should be taken at regular intervals. The absence of any child must be investigated
  • Any children playing outside must be supervised by a play leader outside with

Medicines

The management and parent shall take all reasonable steps to ensure that the occasional, regular or emergency administration of prescribed medicines takes place only under the following conditions:

In all cases:

  • The parent/guardian of each child attending the club to provide details of any known medication allergy suffered by their child. Such details to be recorded by the administrator/manager and consulted before any emergency administration of medicines.
  • The medicine must have been prescribed by the child’s General Practitioner.
  • The medicine must be kept in a secure place with access only by authorised
  • A clear label, with the child’s name, doses must be adhered to the medicine.
  • A medicine register must be kept showing:
    • the child’s name
    • type of drug/medicine administered
    • date and time administered
    • dosage
    • name and signature of person administering drugs/medicine
    • name and signature of witness
    • time of notification to child’s parent/guardian when an administration of drug or medicine has been given in an
  • For the administration of oral medication or asthma inhalers as well as occasional emergency medication (such as epipens or hypodermic injections) parents must provide:
    • a letter of authorisation from the child’s parent/guardian containing clear instructions for the administration of the
    • have a letter from the child’s General Practitioner or consultant stating:
      • whether the child is fit enough to attend the Group
      • what condition the drug or medicine is for with its name
      • how and when the drug or medicine is to be given
      • what training of personnel is required, if any
      • any other relevant information
      • ensure that staff are trained in the administration of the medicine by the child’s General Practitioner.