Policies and Procedures

The Little Holiday Camp: Chiswick & Hammersmith

Safeguarding and Child Protection Policy

1. Introduction

The Little Holiday Camp, we are committed to safeguarding and promoting the welfare of all children aged 4-11 years. Our aim is to create an environment where children feel safe, secure, and protected.

This policy outlines the procedures and protocols we follow to ensure that all staff and volunteers understand their roles in safeguarding and protecting the children in our care, in accordance with Ofsted requirements and the London Borough of Hammersmith and Fulham guidelines.

2. Legal Framework

This policy is underpinned by the following legislation and guidance:

Children Act 1989 & 2004

Working Together to Safeguard Children 2018

Keeping Children Safe in Education 2023

London Safeguarding Children Board Procedures

Ofsted Safeguarding and Welfare Requirements

Data Protection Act 2018 and GDPR

London Borough of Hammersmith and Fulham Child Protection Guidelines

3. Designated Safeguarding Lead (DSL)

The Designated Safeguarding Lead (DSL) is responsible for overseeing all safeguarding matters within The Little Holiday Camp.

The DSL is fully trained in safeguarding and child protection.

In their absence, a Deputy DSL will assume this role.

DSL Contact Information.

Name: Kimberley Bhagat

Contact: info@littleholidaycamp.co.uk

Deputy DSL: Lisa Oladejo

4. Aims

-Ensure that all staff and volunteers are aware of and understand their safeguarding responsibilities.

- Provide a safe environment for children where they feel heard, valued, and protected.

- Identify and report safeguarding concerns, including suspected cases of abuse, neglect, and exploitation.

- Work collaboratively with parents, guardians, and external agencies to protect the welfare of children.

5. Types of Abuse

Staff are trained to recognise the four categories of abuse as defined by the **Children Act 1989**:

-Physical Abuse Inflicting physical harm or injury on a child.

- Emotional Abuse Persistently making a child feel worthless, unloved, or inadequate.

- Sexual Abuse Forcing or enticing a child to take part in sexual activities.

- Neglect Failing to meet a child’s basic physical and emotional needs.

6. Recognising Signs of Abuse

Staff are trained to recognise signs and symptoms of abuse, which may include:

- Unexplained injuries or bruises.

- Changes in behaviour (e.g., withdrawal, anxiety, aggression).

- Developmental delays or neglect of basic needs.

- Sudden changes in school performance or attendance.

7. Reporting Concerns

All staff and volunteers are required to report safeguarding concerns immediately to the DSL or Deputy DSL. The following process should be followed:

1. Immediate Action: If a child is in immediate danger, staff should call 999

2. Disclosure by a Child If a child discloses abuse, staff should listen carefully, take the child seriously, and reassure them that the issue will be handled. Staff should never promise confidentiality.

3. Report to DSL Staff should immediately report their concerns or disclosures to the DSL or Deputy DSL and complete a Child Protection Concern Form

4. Referral: If the DSL believes a child is at risk, a referral will be made to Hammersmith and Fulham Children’s Services with in 24 hours. Parental consent is usually sought unless doing so could put the child at further risk.

8. Procedures for Reporting to External Agencies

The DSL is responsible for liaising with external agencies, including:

- Hammersmith and Fulham Multi-Agency Safeguarding Hub (MASH)** for referrals.

- Local Authority Designated Officer (LADO) for allegations against staff.

- Ofsted for serious safeguarding incidents.

Hammersmith and Fulham Children’s Services Contact Information:

MASH: 020 8753 6600 (Mon-Fri 9am-5pm)

Emergency Out of Hours: 020 8748 8588

LADO: 020 8753 5125

9. Allegations Against Staff or Volunteers

If an allegation is made against a member of staff or volunteer:

1. The DSL or Deputy DSL must be informed immediately.

2. The DSL will report the matter to the Local Authority Designated Officer (LADO) within 24 hours.

3. The staff member involved will be suspended from duties while an investigation takes place, following the guidelines of Keeping Children Safe in Education and London Safeguarding Children Board.

10. Safe Recruitment

The Little Holiday Camp ensures that all staff and volunteers undergo rigorous safeguarding checks before employment, including:

- Enhanced DBS checks

- Verification of references and qualifications.

- Right-to-work checks.

- A probationary period during which their interaction with children is closely monitored.

11. Staff Training

All staff and volunteers at The Little Holiday Camp are required to complete safeguarding and child protection training before commencing work. This training includes:

- Recognising and responding to signs of abuse.

- How to handle a child’s disclosure of abuse.

- Reporting procedures within the camp.

- Annual refresher training to ensure all staff remain updated on safeguarding policies.

12. Confidentiality and Information Sharing

We are committed to maintaining confidentiality in all safeguarding matters. However, when the welfare of a child is at risk, the priority is always to act in the best interest of the child, which may require sharing information with external agencies (e.g., Children’s Services, Police). All information sharing will be done in accordance with GDPR and Working Together to Safeguard Children.

13. Code of Conduct for Staff and Volunteers

All staff and volunteers must adhere to the Staff Code of Conduct when interacting with children, including:

- Always prioritising the child’s welfare and safety.

- Avoiding situations where they are alone with a child.

- Never engaging in inappropriate physical contact or behaviour.

- Reporting any concerns about colleagues to the DSL.

14. Whistleblowing

All staff are encouraged to report any concerns about the behaviour or practices of colleagues or management if they believe it may be endangering a child’s welfare. Whistleblowing concerns can be raised with the DSL, Ofsted, or the LADO.

15. Monitoring and Review

This policy is reviewed annually or in response to significant changes in legislation, guidance, or camp practices. Any changes will be communicated to staff and parents.

Conclusion

At The Little Holiday Camp, Safeguarding is at the heart of everything we do. We are dedicated to creating a nurturing environment where children are safe, happy, and supported. By working in partnership with parents, staff, and external agencies, we ensure the welfare of every child in our care.

Contacts for Further Information

DSL Name: Kimberley Bhagat

MASH Contact: 020 8753 6600

LADO Contact: 020 8753 5125

Emergency Services: 999 (in case of immediate danger)

The Little Holiday Camp: Chiswick & Hammersmith 2. Health and Safety Policy

Purpose:

This Health and Safety Policy is designed to ensure the safety and well-being of all children attending the holiday camp for ages 4-11 years.

It outlines specific responsibilities, procedures, and compliance measures that align with statutory health and safety regulations, safeguarding standards, and local authority guidance from Hammersmith and Fulham Child Services and Ofsted.

1. General Statement of Policy

The holiday camp is committed to providing a safe, healthy, and secure environment for all children, staff, and visitors. This policy adheres to the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, and Working Together to Safeguard Children (2018), while also following safeguarding guidelines from Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

We aim to:

Prevent accidents and health hazards.
Ensure safe practices in all camp activities.
Develop clear procedures for emergencies.
Provide staff training and clear communication of safety protocols.

2. Roles and Responsibilities

Camp Management:

Ensure that all health and safety regulations are fully adhered to.
Oversee risk assessments for activities and facilities.
Provide necessary resources, training, and first aid equipment.
Ensure compliance with Ofsted requirements and liaise with local safeguarding services.

Designated Health and Safety Officer (DHSO):

Responsible for the implementation of this policy.
Conduct regular safety inspections.
Manage the accident and incident reporting system.
Liaise with Hammersmith and Fulham Child Services for any child protection concerns or serious incidents.

Designated Safeguarding Lead (DSL):

Oversee all safeguarding matters.
Ensure all staff are trained in safeguarding and child protection, including how to refer concerns to Hammersmith and Fulham Child Services.

All Staff:

Follow health and safety procedures.
Carry out daily checks of facilities and report hazards immediately.
Actively supervise children to ensure safety.
Know how to respond to emergencies and first aid situations.

Parents and Carers:

Ensure that children are collected by authorized individuals.
Provide up-to-date emergency contact and medical information.

3. Risk Assessments

Risk assessments are conducted Pre all little holiday camp activities and events and via a daily check list before each camp starts identify potential hazards in the environment and during activities. These assessments are regularly reviewed and updated before introducing new activities or following any incidents.

Daily Inspections: Staff will carry out daily visual checks of the camp's environment, ensuring that facilities, equipment, and play areas are safe.
Activity-Specific Assessments: Risk assessments will be conducted for high-risk activities, such as sports, outdoor adventures, or off-site excursions.
Reviewing Risks: Any incident will trigger a review of the relevant risk assessment to ensure the hazard is appropriately managed moving forward.

4. Staff-to-Child Ratios

The camp will maintain appropriate staff-to-child ratios, in line with Ofsted requirements: However we deem our ratios slightly higher then Ofsted to ensure children and parents have a better more inclusive experience while Ofsted set ratios we feel that children need a higher rate of attention and we want to ensure the highest level of safest on each camp

Children aged 4-5 years: 1 adult per 6 children. (Ofsted’s ratio)
Little holiday camp Aged 4-5 years Ratio 1 adult per 4 children
Children aged 6-8 years: 1 adult per 8 children. (Ofsted’s ratio)
Little holiday camp Ratio Aged 6-8 years 1 adult per 6 children
Children aged 9-11 years: 1 adult per 10 children. (Ofsted’s ratio)
Little holiday camp Ratio Aged 9-11 years 1 adult per 8 children

Staff will ensure that children are never left unsupervised, and transitions between activities are carefully managed.

5. Premises and Equipment Safety

Facilities Maintenance: The premises will be kept clean and in good condition. Security measures will be in place to prevent unauthorized access, including controlled entry points and CCTV where applicable.
Play Equipment: All equipment used by the camp will be age-appropriate, regularly checked for wear and tear, and maintained to a high safety standard.
Toileting and Changing Facilities: Toilets will be clean and well-maintained, and separate toilet facilities will be available for boys and girls. Staff will provide appropriate supervision to ensure child safety and privacy.

6. First Aid and Medical Care

First Aid Provision: At least one qualified First Aider will be on site at all times. First aid kits will be readily available at all locations within the camp.
Medication Management: Any child who requires medication will need a signed consent form from their parent or carer. Medication will be securely stored and administered by trained staff.
Accidents and Illness: All accidents and incidents will be recorded in the camp's accident log. In case of serious injury or illness, emergency services will be contacted immediately, and parents will be informed without delay.
Infectious Illnesses: A strict policy is in place to manage children who exhibit symptoms of infectious illnesses (e.g., fever, vomiting). Such children will be isolated and parents will be contacted to collect them.

7. Fire Safety

Fire Risk Assessment: A fire risk assessment is conducted annually and updated as necessary.
Evacuation Plan: The camp will have a clearly marked fire evacuation procedure that is communicated to staff and children. Fire drills will be held regularly. This will also be carried out at the start of each camp for staff and attendees
Fire Exits and Assembly Points: Fire exits will be clearly marked, accessible, and unobstructed. An assembly point will be designated at a safe distance from the premises, and staff will ensure all children are accounted for.

8. Food Safety and Hygiene

Food Handling: Staff involved in preparing and handling food will hold up-to-date food hygiene certificates. All meals and snacks provided by the camp will comply with the Food Safety Act 1990 and HACCP (Hazard Analysis and Critical Control Points) principles.
Allergies and Dietary Requirements: The camp will maintain a record of all children’s dietary restrictions and allergies, as indicated by parents on the registration forms. Separate preparation areas will be designated for handling allergenic foods.
Handwashing and Cleanliness: Handwashing facilities will be readily available, and both staff and children will be encouraged to wash their hands regularly, particularly before meals and after using the toilet.

9. Hygiene and Infection Control

Regular Cleaning: The premises will be cleaned daily, with increased frequency for high-touch surfaces (e.g., door handles, shared equipment).
Infection Control: In the event of an outbreak of a communicable illness (e.g., chickenpox, flu), the camp will follow the guidance provided by Public Health England and Hammersmith and Fulham Child Services.
PPE (Personal Protective Equipment): Staff will use appropriate PPE when dealing with injuries, illness, or cleaning tasks that pose a health risk.

10. Collection and Drop-off Procedures

Arrival and Departure: Clear procedures will be in place for the safe drop-off and collection of children. Only authorized individuals will be allowed to collect children, and identification may be required if the person is not recognized by staff.
Late Collection: If a child is not collected on time, staff will follow the camp’s late collection policy, which includes contacting parents and emergency contacts. If a child remains uncollected after a reasonable time, the camp may contact Hammersmith and Fulham Child Services in line with safeguarding protocols.

11. Emergency Procedures

Emergency Contacts: Parents and carers must provide up-to-date emergency contact information. In case of an emergency, parents will be contacted immediately.
Accident Reporting: All accidents and near-misses must be reported to the Designated Health and Safety Officer, and recorded in the accident log. Serious incidents will be reported to Hammersmith and Fulham Child Services and, where applicable, RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013).
Emergency Communication: In the event of a serious incident, staff will follow the emergency communication plan, which includes contacting emergency services and liaising with the relevant authorities.

12. Safeguarding and Child Protection

Safeguarding Lead: The camp will have a Designated Safeguarding Lead (DSL) KIMBERLEY BHAGAT who is responsible for managing child protection concerns and reporting to external agencies, including Hammersmith and Fulham Child Services.
Safeguarding Training: All staff will receive safeguarding training, including how to recognize and report concerns about a child’s welfare.
Referral to Hammersmith and Fulham Child Services: Any concerns about a child’s welfare will be reported to the Hammersmith and Fulham Child Services Multi-Agency Safeguarding Hub (MASH). The camp will cooperate fully with investigations and follow the Hammersmith and Fulham Safeguarding Children Partnership guidelines.

13. Training and Information

Staff Induction: All staff will receive a health and safety induction on their first day, which includes emergency procedures, safeguarding, and their specific responsibilities.
Ongoing Training: Regular refresher training will be provided to staff to ensure they are up-to-date with health and safety and safeguarding requirements.
Information Sharing: The health and safety policy will be made available to all staff and parents. Any updates will be communicated promptly.

14. Monitoring and Review

Continuous Monitoring: The Designated Health and Safety Officer (DHSO) will conduct regular safety inspections and audits to ensure compliance with this policy.
Incident Review: Any serious accidents or incidents will be reviewed, and the relevant risk assessments updated accordingly.
Annual Review: This policy will be reviewed annually or when there are significant changes in legislation, guidance from Ofsted, or recommendations from Hammersmith and Fulham Child Services.

The Little Holiday Camp: Chiswick & Hammersmith First Aid Policy

Purpose:
This First Aid Policy outlines the responsibilities, procedures, and guidelines for administering first aid to children aged 4-11 attending the Little Holiday camp. The policy ensures compliance with UK legislation, Ofsted standards, and safeguarding best practices. It also includes references to local child protection procedures from Hammersmith and Fulham Child Services, in line with the London Safeguarding Children Board guidelines.

1. General Statement of Policy

The holiday camp is committed to providing a safe and healthy environment for all children, staff, and visitors. This policy ensures that:

First aid is administered promptly and efficiently in the event of illness or injury.
Sufficient numbers of qualified first aiders are always available on site.
First aid supplies are readily accessible and adequately stocked.
Appropriate procedures are in place for responding to serious injuries and medical emergencies.

This policy complies with the Health and Safety (First Aid) Regulations 1981, the Children Act 1989, First Aid in Schools (DfE guidance), and Ofsted requirements.

2. Roles and Responsibilities

Camp Management:

Ensure that this policy is implemented and followed.
Maintain sufficient numbers of trained first aiders in accordance with Ofsted and Hammersmith and Fulhamguidance.
Ensure all staff are familiar with first aid procedures and that training is regularly updated.
Ensure all first aid incidents are recorded accurately and securely.

Designated First Aid Lead:

Oversee first aid provision across the camp.
Maintain and monitor the stock of first aid kits and ensure all necessary equipment is available and up to date.
Coordinate with local health services and, when necessary, with Hammersmith and Fulham Child Services if a child requires medical attention linked to child protection concerns.

Staff Members:

Follow the procedures outlined in this policy when responding to first aid situations.
Complete accident and incident report forms as required.
Ensure that children are supervised at all times and that risks are minimized.

Parents and Carers:

Inform the camp of any medical conditions or specific first aid needs their child may have.
Provide up-to-date contact details in case of an emergency.

3. First Aid Training

First Aid Qualifications:

The camp will ensure that there is at least one trained first aider on-site at all times, in accordance with the Health and Safety (First Aid) Regulations 1981.
Staff will be trained in Paediatric First Aid to meet Ofsted’s statutory requirements for childcare providers working with children aged 4-11 years.
First aid training will be renewed every three years as per Ofsted and HSE (Health and Safety Executive) requirements

4. First Aid Equipment

First Aid Kits:

First aid kits will be located in accessible areas across the camp, including activity rooms, outdoor play areas, and off-site excursion kits.
First aid kits will be stocked with items as per British Standard BS 8599-1, which includes sterile dressings, bandages, gloves, antiseptic wipes, and cold compresses.
The Designated First Aid Lead will conduct weekly checks to ensure all kits are fully stocked and replenish them as needed.

Medication:

Medications (e.g., asthma inhalers, EpiPens) will be securely stored and only administered by trained staff with written parental consent.
A medication log will be maintained, and all administration of medication will be documented.

5. Procedures for Administering First Aid

Immediate Response:

In the event of an injury or illness, the nearest available first aider will assess the situation and administer appropriate first aid.
If the injury is serious or requires professional medical assistance, the first aider will contact emergency services (999) immediately.
The child’s parent or carer will be contacted as soon as possible.

Incident Reporting:

All first aid incidents will be recorded in the camp’s accident book, detailing the nature of the injury, treatment given, and any follow-up action.
Serious injuries or accidents will be reported to Ofsted and Hammersmith and Fulham Child Services, as required by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

Head Injuries:

Any child who sustains a head injury, no matter how minor, will be closely monitored for signs of concussion or other complications.
Parents will be informed immediately of any head injury, and written guidance will be provided on the symptoms to watch for after the child returns home.

6. Response to Medical Emergencies

Serious Illness or Injury:

In the event of a serious medical emergency (e.g., unconsciousness, severe bleeding, anaphylaxis), staff will immediately call for an ambulance (999).
While waiting for emergency services, the first aider will continue to monitor the child and administer necessary first aid.
A staff member will accompany the child to the hospital if necessary, and the child’s emergency contact will be informed without delay.

Contacting Parents/Carers:

Parents or carers will be notified immediately following any significant incident. If parents are unreachable, the emergency contacts provided will be called.

Referral to Child Services:

If there is any suspicion that a medical condition or injury might relate to a safeguarding concern (e.g., suspected non-accidental injury or neglect), the Designated Safeguarding Lead (DSL) will refer the case to the Hammersmith and Fulham Child Services Multi-Agency Safeguarding Hub (MASH).
In cases involving suspected abuse, the referral will be made according to the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP) protocols, and information will be shared appropriately.

7. Managing Children with Specific Medical Conditions

Care Plans:

For children with ongoing medical conditions (e.g., asthma, epilepsy, diabetes), individual care plans will be created in consultation with parents and healthcare professionals.
The care plan will outline the specific medical needs, medication requirements, and emergency procedures relevant to the child.

Emergency Medication:

Medication such as inhalers, EpiPens, and insulin will be stored securely but will be easily accessible to trained staff.
A record will be kept of the administration of any emergency medication.

Staff Awareness:

All staff will be made aware of children with specific medical needs, and training will be provided to ensure they can respond appropriately.

8. Infection Control

Basic Hygiene:

All staff and children are encouraged to maintain good personal hygiene. Handwashing will be required after using the toilet, before meals, and after outdoor activities.
Hand sanitizers will be readily available throughout the camp.

Management of Communicable Diseases:

Children showing signs of contagious illness (e.g., fever, rash, vomiting) will be isolated and monitored until collected by a parent or carer.
In the case of a confirmed outbreak of a communicable disease (e.g., chickenpox, flu), the camp will follow advice from Public Health England and notify parents of any necessary exclusion periods.

9. Reporting and Record Keeping

Accident Reporting:

All incidents requiring first aid will be documented in the camp’s accident log, detailing the date, time, nature of the injury, first aid given, and follow-up action.
Copies of the incident report will be made available to parents upon request.

Serious Incidents:

Any serious injuries, illnesses, or dangerous occurrences will be reported to the Health and Safety Executive (HSE) under RIDDOR.
Where appropriate, the camp will notify Hammersmith and Fulham Child Services and Ofsted.

10. Safeguarding and First Aid

Child Protection Concerns:

If a first aider has concerns that a child’s injury may be non-accidental or if they notice signs of abuse (e.g., unexplained bruises, signs of neglect), the first aider must report their concerns to the Designated Safeguarding Lead (DSL).
The DSL will follow safeguarding procedures, including contacting Hammersmith and Fulham Child Services if necessary. All information will be handled in line with the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP) protocols.

Confidentiality:

First aid records and any safeguarding concerns will be treated confidentially, with information shared only on a need-to-know basis with relevant staff and authorities.

11. Training and Awareness

Staff Training:

All staff will receive basic first aid awareness training and will be aware of the location of first aid kits and the camp’s emergency procedures.
Specific staff will be trained to administer medications and manage chronic conditions such as asthma or severe allergies.

Information Sharing:

This First Aid Policy will be communicated to all staff and parents. Regular reminders and updates will be provided to ensure ongoing compliance with best practices.

12. Monitoring and Review

Continuous Monitoring:

The Designated First Aid Lead will monitor the effectiveness of the camp’s first aid provision and report any deficiencies to the camp management.
Accident reports and medical incidents will be reviewed regularly to identify trends and implement any necessary changes to the camp’s procedures.

Annual Review:

This policy will be reviewed annually or following any significant changes to legislation or guidance from Ofstedor Hammersmith and Fulham Child Services.

The Little Holiday Camp: Chiswick & Hammersmith Behaviour Management Policy

Behaviour Management Policy for Little Holiday Camp Provision for Children Aged 4-11 Years

Purpose:
This Behaviour Management Policy outlines the expectations, procedures, and approaches for promoting positive behaviour among children attending the holiday camp (ages 4-11). The policy ensures compliance with UK legislation, Ofsted guidelines, and safeguarding principles. It also reflects local safeguarding protocols from Hammersmith and Fulham Child Services, in line with the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP)guidelines.

1. General Statement of Policy

The holiday camp is committed to creating a safe, respectful, and nurturing environment for all children. Positive behaviour will be promoted, and inappropriate behaviour will be addressed in a consistent, fair, and supportive manner. The policy is in accordance with the Children Act 1989, the Equality Act 2010, Ofsted guidance, and Hammersmith and Fulham Child Services standards.

We aim to:

Encourage positive behaviour and mutual respect among children and staff.
Provide clear expectations and boundaries.
Support children in developing self-discipline, responsibility, and conflict-resolution skills.
Address behavioural concerns in a constructive and non-punitive manner.

2. Roles and Responsibilities

Camp Management:

Ensure the Behaviour Management Policy is implemented consistently.
Provide training and support to staff on positive behaviour management techniques.
Monitor the effectiveness of behaviour strategies and make adjustments as necessary.

Designated Safeguarding Lead (DSL):

Oversee behaviour management concerns that may overlap with safeguarding issues.
Liaise with Hammersmith and Fulham Child Services if a child’s behaviour raises safeguarding concerns, such as suspected neglect or abuse.
Ensure that behaviour concerns linked to possible family or environmental factors are appropriately referred.

Staff Members:

Model positive behaviour and respect in all interactions with children.
Use positive reinforcement, setting clear boundaries and consequences for inappropriate behaviour.
Record and report incidents of persistent or severe behaviour issues to the management and, where appropriate, to the DSL.

Parents and Carers:

Work in partnership with the camp to support their child’s behaviour.
Provide information about any concerns, special needs, or external factors that may influence the child’s behaviour.

3. Promoting Positive Behaviour

The camp focuses on positive reinforcement to encourage desired behaviour and self-regulation skills among children. Key strategies include:

Clear Expectations: Children will be informed of the camp’s rules and behaviour expectations at the start of each session.
Positive Reinforcement: Staff will acknowledge and reward positive behaviour through praise, encouragement, and recognition (e.g., verbal praise, stickers, small rewards).
Modelling Respect: Staff will model appropriate behaviour, using polite language, patience, and fairness in their interactions with children and each other.
Creating a Positive Environment: The camp’s environment will foster inclusivity, kindness, and respect through the organisation of activities that promote cooperation, sharing, and friendship.

4. Camp Rules and Boundaries

To maintain a safe and harmonious environment, the camp will have a clear set of rules that all children must follow. These rules will be developmentally appropriate and easy for children to understand. They include:

Respect others: Be kind, listen to others, and use polite language.
Keep hands and feet to yourself: No physical aggression or unsafe play.
Listen to staff instructions: Follow directions to ensure the safety of everyone.
Take care of camp equipment: Use toys, materials, and equipment safely and respectfully.
Stay within designated areas: Do not leave the group or camp premises without permission.

5. Managing Inappropriate Behaviour

When a child engages in inappropriate behaviour, staff will respond with a calm, measured approach. The emphasis will be on helping the child understand the consequences of their actions and supporting them in making better choices. The following steps will be taken:

Step 1 – Verbal Reminder: The child will be reminded of the camp’s expectations and encouraged to correct their behaviour.
Step 2 – Time Out/Reflection Time: If the inappropriate behaviour continues, the child may be given a short ‘time out’ or ‘reflection time’ in a safe and supervised area to calm down and think about their actions.
Step 3 – Behaviour Discussion: If necessary, the child will have a discussion with staff to explore why the behaviour occurred and what steps can be taken to avoid it in the future.
Step 4 – Parental Involvement: Persistent or serious behaviour issues will be discussed with the child’s parent or carer, and a plan may be developed to address the behaviour in partnership with the family.

6. Bullying and Peer Conflict

Anti-Bullying Approach:
The camp takes bullying very seriously and has a zero-tolerance policy for any form of bullying, whether verbal, physical, or emotional. Bullying will be addressed through the following steps:

Investigation: All reports of bullying will be taken seriously and investigated thoroughly by staff.
Intervention: Appropriate action will be taken to address the behaviour and support the victim. This may involve mediation, increased supervision, or separating the children involved.
Parental Involvement: Parents or carers of both the child exhibiting bullying behaviour and the child who has been bullied will be informed and involved in resolving the situation.
Safeguarding Consideration: If bullying is persistent or extreme, it may be referred to the Hammersmith and Fulham Child Services if there are concerns about emotional harm or other safeguarding issues.

Managing Peer Conflict:
Normal peer conflicts will be resolved through restorative practices, where children are encouraged to talk about their feelings, understand the impact of their actions, and work towards a resolution with the support of staff.

7. Use of Reasonable Force

Policy on Physical Intervention:
In line with the Use of Reasonable Force in Schools (2013) guidance, physical intervention will only be used in exceptional circumstances where it is necessary to prevent a child from harming themselves, others, or property. If restraint is used, it will be:

Proportionate to the risk posed.
For the shortest time necessary to resolve the situation.
Recorded in an incident log and reported to the child’s parents or carers.

The Designated Safeguarding Lead (DSL) will review all incidents involving the use of reasonable force and, if necessary, consult with Hammersmith and Fulham Child Services to determine if further action is required.

8. Safeguarding and Behaviour Concerns

Safeguarding Links:
In some cases, persistent or concerning behaviour may indicate underlying safeguarding concerns, such as emotional or physical abuse, neglect, or family difficulties. The Designated Safeguarding Lead (DSL) will assess these situations and, where necessary, make a referral to the Hammersmith and Fulham Child Services Multi-Agency Safeguarding Hub (MASH).

Referral Process: If staff suspect that a child’s behaviour may be related to safeguarding concerns, the DSL will follow the appropriate referral process with Hammersmith and Fulham Child Services and will ensure that records are kept confidentially and securely.

Support for Children with Additional Needs:
If a child has specific behavioural or emotional needs, the camp will work closely with the child’s parents, carers, and any external professionals (e.g., child psychologists or social workers) to ensure appropriate support is in place.

9. Working with Parents and External Agencies

Parental Involvement:
The camp recognizes that parents and carers play a key role in supporting positive behaviour. The camp will work closely with families to:

Share information about the camp’s behaviour management strategies.
Collaborate on any behaviour concerns, ensuring consistent strategies are used both at home and at the camp.
Involve parents in developing behaviour plans for children with persistent behaviour issues.

Involvement of External Agencies:
If a child requires additional support for behaviour or emotional well-being, the camp may engage with external agencies such as Hammersmith and Fulham Child Services, educational psychologists, or behaviour support services. Parental consent will always be sought unless a safeguarding concern is raised.

10. Training and Staff Development

Behaviour Management Training:
All staff will receive regular training on behaviour management techniques, including:

Positive reinforcement strategies.
Conflict resolution and restorative justice practices.
De-escalation techniques to manage challenging behaviour.
Safeguarding procedures and recognising behaviour that may indicate abuse or neglect.

Ongoing Support:
The camp will provide ongoing support to staff dealing with challenging behaviour and ensure that they have access to supervision and guidance from senior staff or the Designated Safeguarding Lead.

11. Monitoring and Review

Behaviour Monitoring:
The camp will maintain records of significant behaviour incidents and use these to monitor patterns or trends. Persistent behaviour issues will be reviewed with parents and staff to ensure appropriate interventions are in place.

Annual Review of Policy:
This policy will be reviewed annually or sooner if necessary to reflect changes in legislation, guidance from Ofsted, or recommendations from Hammersmith and Fulham Child Services.

The Little Holiday Camp: Chiswick & Hammersmith Equal Opportunities and Inclusion Policy

Purpose:
This Equal Opportunities and Inclusion Policy outlines the camp’s commitment to promoting an inclusive and welcoming environment for all children aged 4-11. The policy ensures compliance with UK legislation, Ofsted guidance, and safeguarding principles. It also incorporates local safeguarding protocols and guidelines from Hammersmith and Fulham Child Services and the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

1. General Statement of Policy

The Little holiday camp Chiswick is committed to promoting equality of opportunity and inclusion for all children, staff, and visitors. We believe that every child has the right to attend and participate fully in the camp regardless of their race, ethnicity, gender, disability, religion, belief, sexual orientation, or socio-economic background. We are committed to eliminating discrimination and creating a positive, inclusive environment where every child feels valued and supported.

This policy complies with the Equality Act 2010, Children Act 1989, Special Educational Needs and Disabilities (SEND) Code of Practice 2015, and Ofsted requirements.

2. Aims of the Policy

Ensure that every child, regardless of their background or circumstances, can fully participate in camp activities.
Promote a culture of respect, understanding, and appreciation of diversity among children, staff, and families.
Identify and remove barriers to participation for children with disabilities or additional needs.
Foster an environment where discriminatory behaviour or harassment is not tolerated and is dealt with swiftly and effectively.
Work collaboratively with parents, carers, and external agencies, including Hammersmith and Fulham Child Services, to support the needs of all children.

3. Legal Framework

This policy aligns with the following UK legislation and guidance:

Equality Act 2010
Children Act 1989
SEND Code of Practice 2015
Human Rights Act 1998
Ofsted’s Early Years and Childcare Registration Handbook

Local safeguarding protocols from Hammersmith and Fulham Child Services and the HFSCP are also incorporated into the policy to ensure all safeguarding responsibilities are met.

4. Roles and Responsibilities

Camp Management:

Ensure the implementation of the Equal Opportunities and Inclusion Policy.
Provide appropriate resources, staff training, and support to promote inclusion.
Monitor and evaluate the effectiveness of the policy and make any necessary adjustments.

Inclusion Lead/Coordinator:

Oversee the inclusion of children with special educational needs, disabilities, or additional needs.
Liaise with external professionals, including educational psychologists and Hammersmith and Fulham Child Services, to access appropriate support for children.
Ensure that reasonable adjustments are made to ensure all children can participate fully.

All Staff Members:

Promote an inclusive, welcoming atmosphere where every child feels valued and respected.
Be aware of the diverse needs of children and families and make reasonable adjustments to accommodate them.
Identify and address any form of discrimination, harassment, or bullying.
Work in partnership with parents and carers to understand and meet the needs of individual children.

Parents and Carers:

Provide information about their child’s needs, background, or any additional support required to ensure full inclusion.
Work with staff to support their child’s participation and development at the camp.

5. Promoting Equality and Inclusion

The camp will actively promote equality and inclusion through the following measures:

Inclusive Curriculum and Activities:

Activities will be designed to be inclusive, ensuring that all children, regardless of ability or background, can participate and enjoy.
The camp will offer a variety of activities that celebrate and reflect the diversity of cultures, backgrounds, and abilities.
All children will be encouraged to respect and value differences among their peers.

Staff Training and Awareness:

Staff will receive training on diversity, equality, inclusion, and anti-discrimination practices, ensuring they understand and can apply these principles in their daily interactions.
Staff will be trained to recognise and respond to discrimination, stereotyping, or exclusion, including cultural sensitivity and unconscious bias.

Reasonable Adjustments:

The camp will make reasonable adjustments for children with disabilities or additional needs to ensure they can participate fully in activities. This includes adapting activities, providing additional support, and ensuring the camp’s facilities are accessible.
Any physical barriers to participation will be identified, and reasonable efforts will be made to remove or minimize them.

Supporting Children with Special Educational Needs (SEN):

Children with SEN will be supported through individual care or support plans, developed in collaboration with parents, carers, and relevant external agencies.
The camp will work closely with Hammersmith and Fulham Child Services, educational psychologists, or speech and language therapists to ensure children’s individual needs are met.
A designated SEN/Inclusion Coordinator will oversee support and ensure that children’s additional needs are addressed sensitively and effectively.

6. Preventing and Addressing Discrimination and Harassment

The camp is committed to preventing discrimination and harassment in all forms, including:

Racial Discrimination: No child will be treated unfairly because of their race, ethnicity, or national origin. Activities will promote understanding and respect for different cultures.
Gender Equality: All children, regardless of gender, will have equal opportunities to participate in all camp activities. Stereotyping based on gender will not be tolerated.
Disability Inclusion: Children with disabilities will be given the same opportunities to participate as their peers, with reasonable adjustments made as necessary.
Religion or Belief: The camp will respect the religious beliefs and practices of all children and their families. Provisions will be made to accommodate any religious practices (e.g., dietary requirements or prayer needs).

Tackling Discrimination:

Any incidents of discrimination or harassment will be taken seriously and dealt with immediately.
Children involved in discriminatory behaviour will be supported in understanding the impact of their actions, and appropriate consequences will be applied.
Parents or carers will be informed of any incidents involving their child, and steps will be taken to prevent further issues.
Where necessary, the Designated Safeguarding Lead (DSL) will assess whether discriminatory behaviour or harassment may be linked to safeguarding concerns, including neglect or abuse. If so, a referral to Hammersmith and Fulham Child Services will be made following HFSCP protocols.

7. Supporting Children with Additional Needs

The camp recognises that some children may have additional needs related to their physical, mental, or emotional development. To ensure full inclusion:

Individual Care Plans: Where necessary, individual care or support plans will be developed for children with additional needs. These plans will outline specific accommodations, interventions, or support needed to facilitate their participation.
Collaboration with Parents: Parents and carers will be involved in the development of care plans, ensuring that the camp is aware of any health conditions, learning difficulties, or behavioural challenges.
Involvement of External Agencies: The camp will work closely with external professionals, such as educational psychologists, occupational therapists, or Hammersmith and Fulham Child Services, to access any necessary support or guidance.

8. Working with External Agencies

The camp is committed to working with external agencies to ensure the needs of all children are met. This includes:

Hammersmith and Fulham Child Services: The camp will liaise with Hammersmith and Fulham Child Services to ensure that any safeguarding concerns related to discrimination, neglect, or exclusion are addressed appropriately.
Health and Educational Services: Where necessary, the camp will engage with health services, including speech therapists, educational psychologists, or mental health professionals, to support children with additional needs.
Specialist Organisations: The camp will also work with specialist charities or organisations (e.g., disability charities or cultural organisations) to ensure staff have access to relevant expertise and resources.

9. Safeguarding and Equal Opportunities

The camp recognises that issues related to equality and inclusion can overlap with safeguarding concerns. Children who experience discrimination, bullying, or exclusion are at greater risk of emotional harm. The Designated Safeguarding Lead (DSL) will ensure:

Early Intervention: Any behaviour or incidents that may indicate a safeguarding concern (e.g., neglect, emotional abuse) are reported and referred to Hammersmith and Fulham Child Services.
Record Keeping: Accurate and secure records will be kept of any incidents related to discrimination, bullying, or harassment, and appropriate follow-up actions will be taken.
Child Protection Concerns: If a child’s exclusion or discrimination is related to safeguarding (e.g., neglect, family violence), the DSL will follow safeguarding procedures in line with Hammersmith and Fulham Child Services.

10. Monitoring and Review

Policy Monitoring:
The camp will monitor the effectiveness of its Equal Opportunities and Inclusion Policy through regular feedback from children, parents, staff, and external partners. Incidents of discrimination or exclusion will be recorded and reviewed to identify any trends or areas for improvement.

Annual Review:
This policy will be reviewed annually, or sooner if required due to changes in legislation or Ofsted guidance. The review will ensure continued compliance with the Equality Act 2010, SEND Code of Practice, Ofsted guidelines, and protocols from Hammersmith and Fulham Child Services.

11. Complaints and Feedback

Complaints Process:
If a parent or carer feels that their child has been discriminated against or excluded unfairly, they are encouraged to raise the issue with camp management. The camp will follow a transparent and fair complaints procedure, investigating all concerns thoroughly and taking appropriate action where necessary.

Seeking Support:
If parents or carers feel that the issue has not been resolved satisfactorily, they may seek further advice or make a formal complaint to Hammersmith and Fulham Child Services or Ofsted.

Special Educational Needs (SEN) Policy for Holiday Camp Provision (4-11 Years)

The Little holiday camp will support and include children aged 4-11 years with special educational needs and disabilities (SEND). This policy is designed to ensure all children can participate fully in the camp’s activities, regardless of their individual needs, and that the provision meets the requirements of the Children and Families Act 2014, the SEND Code of Practice 2015, and other relevant UK legislation. The policy also incorporates local safeguarding procedures and guidance from Hammersmith and Fulham Child Services and the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

1. Policy Aims

The aims of this policy are to:

Promote inclusivity by ensuring that children with special educational needs or disabilities (SEND) have the same opportunities as other children to participate in the holiday camp.
Identify and assess the needs of children with SEND at the earliest possible stage and provide appropriate support and resources to meet those needs.
Collaborate with parents, carers, and external professionals (such as educational psychologists and Hammersmith and Fulham Child Services) to ensure a consistent and supportive approach to each child’s care.
Make reasonable adjustments to the environment, staffing, and activities to remove barriers to participation for children with SEND.
Safeguard children with SEND, ensuring their safety and well-being are prioritised.

2. Legal Framework

This SEN Policy complies with the following UK legislation and guidance:

Children and Families Act 2014
SEND Code of Practice 2015
Equality Act 2010
Children Act 1989
Working Together to Safeguard Children 2018
Human Rights Act 1998
Ofsted requirements for childcare providers

Additionally, the camp aligns with local safeguarding protocols from Hammersmith and Fulham Child Services and the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP), ensuring compliance with local child protection and inclusion standards.

3. Definition of Special Educational Needs (SEN)

A child has special educational needs if they:

Have a learning difficulty or disability that makes it significantly harder for them to learn compared to their peers.
Require special educational provision that is additional to, or different from, that provided for other children of the same age.

Children with SEND may have needs in one or more of the following areas:

Communication and Interaction: Including speech, language, and communication needs (SLCN), and autism spectrum conditions (ASC).
Cognition and Learning: Including specific learning difficulties (SpLD) such as dyslexia or moderate learning difficulties (MLD).
Social, Emotional, and Mental Health: Including conditions such as ADHD or anxiety disorders.
Sensory and/or Physical Needs: Including visual or hearing impairments, or physical disabilities.

4. Identification and Assessment

The camp recognises the importance of identifying and assessing SEND at the earliest opportunity. This will be done in collaboration with parents, carers, and external professionals, using a graduated approach as outlined in the SEND Code of Practice.

Process for Identification:

Pre-enrolment information: Parents and carers will be asked to provide information about any SEND their child may have when completing the registration form.
Observation and assessment: If staff identify concerns regarding a child’s development or ability to participate in activities, the camp’s SENCO (Special Educational Needs Coordinator) will carry out observations and assessments.
Collaboration with external professionals: Where necessary, the camp will work with external agencies (e.g., educational psychologists, speech and language therapists) to assess and meet the child’s needs. Hammersmith and Fulham Child Services will be involved if safeguarding concerns arise.

5. Provision and Support for Children with SEND

The camp is committed to providing inclusive and supportive environments for children with SEND. All children will have access to the full range of camp activities, with reasonable adjustments made as necessary. This may include:

Individual Support Plans (ISPs): For children identified as having SEND, the camp will develop ISPs in collaboration with parents, carers, and relevant professionals. These plans will outline specific strategies and support needed to help the child participate fully in camp activities.
Reasonable Adjustments: The camp will make reasonable adjustments to ensure children with SEND can access activities. Adjustments may include:
- Tailoring activities to meet individual needs.
- Adjusting group sizes or offering one-to-one support.
- Modifying the environment to accommodate children with physical disabilities or sensory impairments.
Staff Training: Staff will receive training on working with children with SEND, including specific conditions such as autism, ADHD, and learning disabilities. Staff will also be trained in safeguarding practices related to SEND.
Specialist Equipment: If required, the camp will provide specialist equipment or resources to support children with physical disabilities or sensory impairments.
Support from External Agencies: The camp will collaborate with external professionals, such as educational psychologists, speech and language therapists, or Hammersmith and Fulham Child Services, to ensure appropriate support is in place.

6. Roles and Responsibilities

SENCO (Special Educational Needs Coordinator):

The SENCO will:

Be responsible for coordinating support for children with SEND.
Liaise with parents, carers, and external professionals to ensure the child’s needs are being met.
Oversee the development and implementation of Individual Support Plans (ISPs).
Ensure that staff receive appropriate training and support.

Staff:

All staff members will:

Promote an inclusive environment where all children, regardless of their needs, can participate and thrive.
Be aware of the individual needs of children with SEND and implement strategies from their ISPs.
Identify and report any concerns about a child’s development or ability to participate to the SENCO.

Parents/Carers:

Parents and carers will:

Provide accurate and up-to-date information about their child’s SEND.
Work collaboratively with the camp staff and external professionals to support their child’s development.
Attend review meetings regarding their child’s progress.

External Agencies:

The camp will work with external agencies, such as:

Hammersmith and Fulham Child Services, particularly if there are safeguarding concerns related to a child’s SEND.
Local education and health services to access additional support.

7. Safeguarding and SEND

Children with SEND can be more vulnerable to abuse or neglect, and the camp has a duty to safeguard all children. The Designated Safeguarding Lead (DSL) will ensure that:

All staff are trained to recognise safeguarding concerns specific to children with SEND.
Children with SEND are given the support they need to express any concerns they may have.
If concerns arise regarding a child’s safety or welfare, the camp will follow local safeguarding procedures and make a referral to Hammersmith and Fulham Child Services, in line with HFSCP protocols.

8. Communication with Parents and Carers

Effective communication with parents and carers is key to providing the best support for children with SEND. The camp will:

Regularly communicate with parents and carers about their child’s progress.
Involve parents and carers in the development and review of Individual Support Plans (ISPs).
Provide opportunities for parents to share any concerns or feedback about the camp’s provision for their child.

9. Reviewing and Monitoring

The effectiveness of this SEN policy will be monitored and reviewed regularly. This will include:

Annual Review: The policy will be reviewed annually to ensure it remains compliant with the latest legislation and guidance, including any updates from Hammersmith and Fulham Child Services.
Monitoring of ISPs: Individual Support Plans will be reviewed regularly to ensure the strategies in place are working effectively and adjusted as necessary.
Staff Feedback: Staff will be encouraged to provide feedback on the effectiveness of the support provided to children with SEND and suggest any improvements.

10. Complaints and Concerns

If parents or carers have concerns about the support provided for their child’s SEND, they should:

Discuss the matter with the SENCO: In most cases, concerns can be addressed informally through discussions with the camp’s SENCO.
Formal Complaint: If the issue is not resolved, parents can make a formal complaint to the camp management. The camp will follow its standard complaints procedure to investigate and resolve the issue.
External Support: Parents may seek additional support from local services, including Hammersmith and Fulham Child Services, for further advice or assistance.

11. Local Authority and External Support Contacts

Hammersmith and Fulham Child Services:
020 8753 6600 (general enquiries)
020 8753 6610 (professionals' line for consultations and referrals)
familyservices@lbhf.gov.uk.

Hammersmith and Fulham Safeguarding Children Partnership (HFSCP):
- For safeguarding concerns, contact the Multi-Agency Safeguarding Hub (MASH) for advice or to make a referral.

Website: https://hflscp.co.uk

SEND Information, Advice and Support Services (SENDIASS):
- Provides support to parents of children with SEND.
- Contact Number: 020 3886 0839
- Website: http://hfsendiass.org.uk

Recruitment and Staffing Policy for Little Holiday Camp Provision

(4-11 Years)

Introduction

This Recruitment and Staffing Policy outlines the process and standards for hiring and managing staff at The Little Holiday Camp, ensuring compliance with Ofsted requirements and safeguarding regulations.

The policy applies to all staff, including permanent, temporary, and volunteer roles, and aims to create a safe, inclusive, and supportive environment for children aged 4-11. This policy is aligned with Ofsted standards and local safeguarding guidance, including the Hammersmith and Fulham Child Services and the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

1. Aims and Objectives

The purpose of this policy is to ensure:

The recruitment of suitably qualified and experienced staff to provide high-quality care and supervision.
Compliance with safeguarding regulations to protect the welfare of children.
A safe, transparent, and consistent recruitment process.
The provision of adequate staffing levels to meet the needs of the children.
Continuous professional development and appropriate supervision of all staff.

2. Legal Framework and Guidance

This policy adheres to the following legislation and guidelines:

Working Together to Safeguard Children 2018
Keeping Children Safe in Education 2023
Children Act 1989 and 2004
Safeguarding Vulnerable Groups Act 2006
Equality Act 2010
Data Protection Act 2018 (GDPR)
Ofsted Regulations
Local safeguarding procedures set by Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

3. Safer Recruitment

3.1. Recruitment Procedure

The recruitment process will follow a structured and transparent approach that prioritises safeguarding:

Job Description: Each role will have a clear job description outlining duties, responsibilities, and safeguarding expectations.
Person Specification: Detailed qualifications, experience, and skills required for the role will be specified.
Advertisement: All job vacancies will clearly state the camp’s commitment to safeguarding and the need for a Disclosure and Barring Service (DBS) check.

3.2. Application Process

Application Form: All applicants must complete a standard application form that includes:
- Full employment history (with explanations for any gaps).
- References from previous employers (including at least one reference from a role involving work with children).
- Declaration of any convictions or cautions.
Shortlisting: All applications will be carefully reviewed by senior management. Any discrepancies, gaps in employment, or safeguarding concerns must be addressed during the interview process.

3.3. Interviews

Safeguarding-Focused Interview: Interviews will include questions related to safeguarding, child protection, and handling challenging behaviour. The applicant’s understanding and commitment to safeguarding will be assessed.
Verification of Identity and Qualifications: Applicants will be required to provide proof of identity, qualifications, and eligibility to work in the UK.

3.4. Pre-Employment Checks

Before any candidate is offered a role, the following checks must be completed:

Enhanced DBS Check: Every successful candidate will undergo an enhanced DBS check. Any disclosures will be risk-assessed, and decisions will be made in the best interests of child safety.
Prohibition from Teaching Check: If applicable, for staff with teaching qualifications, a check will be carried out to ensure they are not prohibited from teaching.
Right to Work in the UK: All staff must have the legal right to work in the UK.
Two References: At least two references will be sought and verified. One reference must be from a previous employer or organisation where the candidate worked with children. Any gaps in references will be investigated.
Health Declaration: Candidates will complete a health declaration to ensure they are fit for the role.
Disqualification under the Childcare Act: For relevant roles, checks will be made to ensure that the candidate is not disqualified from working in childcare under the Childcare Act 2006.

4. Staffing Levels and Ratios

To ensure the safety and well-being of all children, the camp will adhere to the following staffing ratios in accordance with Ofsted guidance:

For children aged 4-5 years: A ratio of 1:8.
For children aged 6-11 years: A ratio of 1:10.

These ratios may be adjusted depending on the needs of children, particularly for those with Special Educational Needs and Disabilities (SEND) or other support requirements.

5. Induction and Training

5.1. Staff Induction

All new staff members, including volunteers, will receive a comprehensive induction programme covering:

Safeguarding and Child Protection: Including local procedures, signs of abuse, and how to report concerns.
Health and Safety: Ensuring staff understand their responsibilities for maintaining a safe environment.
First Aid: Basic first aid procedures and emergency protocols.
Behaviour Management: Training on positive behaviour management techniques.
Camp Procedures: Including policies on arrival, departure, and supervision of children.

5.2. Ongoing Training and Professional Development

Staff will receive regular safeguarding training and updates, as required by HFSCP and Ofsted.
Training in areas such as first aid, SEND, and managing challenging behaviour will be provided as necessary.
Annual refresher training on safeguarding procedures will be mandatory.

6. Supervision and Appraisal

6.1. Staff Supervision

Staff will receive regular supervision to support their professional development and address any safeguarding concerns. Supervision sessions will cover:

Reflective practice on safeguarding and child protection.
Discussion of any issues or concerns regarding children or staff.
Support in managing workload and responsibilities.

6.2. Staff Appraisals

An annual appraisal will be conducted for all staff members. This will include:

Review of performance, including safeguarding responsibilities.
Setting objectives for the upcoming year, with a focus on continuous improvement in child safety.
Identifying any training needs or support required.

7. Code of Conduct for Staff

All staff at The Little Holiday Camp must adhere to a strict Code of Conduct that promotes safeguarding and child welfare. The code includes:

Professional Boundaries: Staff must maintain appropriate relationships with children and parents, avoiding any form of favouritism or inappropriate behaviour.
Safeguarding Responsibilities: Staff are required to report any concerns about a child’s safety or well-being to the Designated Safeguarding Lead (DSL) immediately.
Use of Technology: Staff are prohibited from using personal devices or social media to communicate with children or parents, except through approved channels.
Confidentiality: Staff must maintain the confidentiality of children and their families, sharing information only when necessary for safeguarding purposes.

8. Safeguarding and Whistleblowing

8.1. Safeguarding Responsibilities

All staff are responsible for safeguarding children at The Little Holiday Camp. If a staff member has any concerns about the welfare of a child, they must report it to the DSL immediately. The camp will follow Hammersmith and Fulham Child Services and HFSCP procedures for reporting and managing safeguarding concerns.

8.2. Whistleblowing

If a staff member is concerned about the conduct of another staff member, including any behaviour that may put children at risk, they must follow the camp’s whistleblowing procedure. Concerns can also be reported directly to Ofsted or Hammersmith and Fulham Child Services.

9. Disqualification and Suitability of Staff

Staff must inform the camp immediately if:

They are disqualified from working with children.
They have been cautioned or convicted of any criminal offence.
Their suitability to work with children is in question for any reason.

Failure to disclose such information may result in dismissal and referral to appropriate authorities, including Hammersmith and Fulham Child Services.

10. Monitoring and Review

The effectiveness of this Recruitment and Staffing Policy will be reviewed annually by the camp management team. Changes will be made to ensure compliance with updated legislation, Ofsted guidance, and local safeguarding procedures from Hammersmith and Fulham Child Services.

Health and Wellbeing Policy for Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, the health and wellbeing of all children in our care is of paramount importance. We aim to create a safe, supportive, and nurturing environment that promotes both physical and emotional wellbeing. This policy outlines the steps we take to ensure the health, safety, and wellbeing of all children, in accordance with Ofsted regulations and local safeguarding protocols, including those set by Hammersmith and Fulham Child Services.

1. Aims and Objectives

The objectives of the Health and Wellbeing Policy are:

To promote healthy lifestyles through nutrition, physical activity, and mental wellbeing.
To ensure a safe, hygienic, and positive environment for all children attending the camp.
To provide support for emotional and social wellbeing, encouraging positive behaviour and mental health.
To work in collaboration with parents, carers, and external agencies such as Hammersmith and Fulham Child Services to ensure each child’s individual needs are met.

2. Legal Framework and Guidance

This policy complies with:

Children Act 1989 and 2004
Working Together to Safeguard Children 2018
Keeping Children Safe in Education 2023
The Early Years Foundation Stage (EYFS)
Health and Safety at Work Act 1974
Food Safety Act 1990
Mental Health and Wellbeing Guidance for Schools
Local safeguarding procedures from the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

3. Health and Safety Measures

3.1. Risk Assessments

Comprehensive risk assessments will be conducted for all camp activities, both on-site and off-site, to ensure that potential hazards are identified and minimised.
Risk assessments are regularly reviewed and updated to account for any changes in the camp environment, staffing, or activities.

3.2. Safety Protocols

The camp will maintain a safe environment with appropriate child-to-staff ratios in line with Ofsted guidance.
All staff are trained in first aid, fire safety, and emergency procedures.
Accident and Incident Reporting: Any accidents or incidents must be recorded in the accident log, and parents will be informed as soon as possible. Serious incidents will be reported to Hammersmith and Fulham Child Services if there are safeguarding concerns.

3.3. Fire Safety

The camp will have a clear fire evacuation procedure, and regular fire drills will be conducted to ensure all staff and children are familiar with the process.

4. Physical Health and Wellbeing

4.1. Hygiene and Cleanliness

We maintain high standards of cleanliness and hygiene to prevent the spread of illness and infection.
Handwashing routines will be encouraged, particularly before meals, after using the toilet, and after outdoor play.
The premises will be cleaned daily, and any toys or equipment used by children will be regularly disinfected.

4.2. Medical Needs

Medical Information: All children’s medical needs will be collected during registration, including any allergies, conditions, or medication requirements.
Administering Medication: Staff are trained in administering medication and will follow strict procedures to ensure the correct doses are given as required. Written consent from parents/guardians is mandatory.
Emergency Medical Treatment: In the case of a medical emergency, first aid will be administered, and emergency services will be contacted if necessary. Parents will be informed immediately.

4.3. Healthy Eating

A healthy eating policy will be in place, encouraging nutritious meals and snacks. The camp will provide food options that cater to dietary needs, such as allergies and religious or cultural requirements.
Water: Fresh drinking water will be available at all times to ensure children stay hydrated.
Food Safety: All food prepared and served at camp will comply with food hygiene regulations.

5. Mental Health and Emotional Wellbeing

5.1. Promoting Positive Mental Health

The camp is committed to promoting emotional wellbeing by creating a positive and nurturing environment where children feel valued and supported.
Staff will encourage open communication with children, ensuring that they feel comfortable discussing any worries or concerns.
Behaviour Management: The camp will adopt positive behaviour management strategies that promote self-regulation, respect, and emotional growth (refer to the camp’s Behaviour Management Policy).

5.2. Support for Emotional and Social Wellbeing

Staff are trained to recognise signs of emotional distress or mental health issues. If staff notice any concerns, they will sensitively support the child and communicate with parents.
Where necessary, referrals will be made to external services such as Hammersmith and Fulham Child Services or mental health support agencies, always in consultation with parents.

5.3. Inclusion and Wellbeing

The camp will ensure that all children, including those with Special Educational Needs and Disabilities (SEND), are fully included in all activities.
Staff will work with parents to implement any necessary support plans and make reasonable adjustments to meet each child’s needs.

6. Safeguarding and Child Protection

6.1. Safeguarding Responsibilities

All staff are aware of their safeguarding responsibilities and are trained to identify and act on signs of abuse or neglect.
Designated Safeguarding Lead (DSL): A designated member of staff will oversee all safeguarding concerns and ensure they are reported to the appropriate authorities, including Hammersmith and Fulham Child Services.

6.2. Reporting and Responding to Concerns

Any safeguarding concerns about a child’s welfare, whether physical or emotional, will be reported immediately to the DSL.
If further action is required, the camp will follow the local safeguarding procedures as outlined by Hammersmith and Fulham Child Services and the Hammersmith and Fulham Safeguarding Children Partnership (HFSCP).

6.3. Mental Health and Child Protection

If a child presents signs of poor mental health that raise safeguarding concerns (such as self-harm or severe distress), staff will follow safeguarding protocols and seek advice from child services as necessary.

7. Sun Safety and Outdoor Activities

7.1. Sun Safety

The camp will encourage sun safety measures, including:
- Applying sunscreen (with parental consent).
- Wearing sun hats during outdoor activities.
- Ensuring regular access to shade during high UV periods.

7.2. Physical Activities

Daily activities will include physical exercise to promote fitness and wellbeing. Activities will be age-appropriate and designed to be inclusive of all abilities.
Risk Assessments for Outdoor Play: All outdoor activities will be risk-assessed to ensure safety and minimise accidents.

8. Supporting Children with Additional Needs

8.1. Special Educational Needs (SEN)

The camp will work closely with parents of children with Special Educational Needs (SEN) to ensure their needs are met. This includes adapting activities, providing 1:1 support where needed, and ensuring staff are aware of individual plans such as Education, Health, and Care Plans (EHCPs).

8.2. Partnership with External Services

For children who require additional support, we will work in collaboration with external agencies such as speech therapists, occupational therapists, or Hammersmith and Fulham Child Services, in accordance with SEND Code of Practice.

9. Working with Parents and Carers

9.1. Communication with Parents

The camp will maintain open and regular communication with parents to ensure the health and wellbeing needs of each child are met.
Parents will be informed of any incidents, accidents, or concerns regarding their child’s health or wellbeing promptly.

9.2. Parent and Staff Collaboration

We will work closely with parents to understand any health, dietary, or emotional needs their child may have. This will be collected through the Childcare Registration Form and updated as necessary.
We encourage parents to share any information or concerns regarding their child’s health or wellbeing with camp staff, particularly if the child has experienced any significant changes in their personal or emotional life.

10. Monitoring and Review of Policy

This Health and Wellbeing Policy will be reviewed annually or whenever there is a significant change in regulations or guidance. The camp management will ensure that all staff are aware of updates to this policy and are following the procedures outlined.

The Little Holiday Camp: Food and Nutrition Policy for Holiday Camp (4-11 Year Olds) Policy

Introduction

At The Little Holiday Camp, we are committed to providing nutritious, balanced, and healthy food options to support the physical and mental development of children aged 4-11 years. We recognize the critical role that food and nutrition play in children's wellbeing, growth, and ability to fully engage in activities. This policy outlines our approach to food provision, safety, and meal planning in line with Ofsted requirements, national food standards, and local safeguarding practices, including guidance from Hammersmith and Fulham Child Services.

1. Aims and Objectives

The objectives of this policy are to:

Provide healthy, balanced, and nutritious meals and snacks for all children attending the camp.
Cater to individual dietary needs, including allergies, intolerances, cultural, and religious requirements.
Encourage healthy eating habits and promote an understanding of nutrition and wellbeing.
Ensure food safety standards are maintained in line with legal requirements.
Work with parents, children, and external agencies (such as Hammersmith and Fulham Child Services) to ensure that every child’s dietary and health needs are met.

2. Legal Framework and Guidance

This policy adheres to:

Food Safety Act 1990
Health and Safety at Work Act 1974
The Children Act 1989 and 2004
Early Years Foundation Stage (EYFS) Framework
School Food Standards 2015
Ofsted Standards for Holiday Provision
Hammersmith and Fulham Child Services guidance on children’s health and safeguarding

3. Food Provision at the Camp

3.1. Meal and Snack Times

Meal Plan: The camp provides meals and snacks at scheduled intervals, including a mid-morning snack, lunch, and an afternoon snack. These meals aim to provide children with the energy and nutrients they need for the day.
Water and Hydration: Fresh water will be available to children at all times to ensure they remain hydrated throughout the day. Staff will encourage regular drinking, especially during physical activities and in warm weather.
Balanced Nutrition: Meals and snacks are planned to meet the nutritional needs of children. They will include:
- A balance of protein, carbohydrates, fruits, and vegetables.
- Minimal use of processed or sugary foods, in line with School Food Standards.
- Healthy cooking methods such as grilling, baking, and steaming.

3.2. Packed Lunches (Optional)

If parents provide packed lunches, they will be encouraged to follow healthy eating guidelines. Sugary snacks, fizzy drinks, and unhealthy foods will be discouraged.
Information and guidance will be shared with parents to help them prepare healthy meals for their children.

4. Dietary Needs and Preferences

4.1. Managing Allergies and Intolerances

Upon registration, parents will be required to complete a Childcare Registration Form, detailing any allergies, intolerances, or specific dietary requirements their child may have. This will be recorded and communicated to all relevant staff.
Allergen Management: A clear list of allergens present in any meals provided will be maintained. Staff will ensure that food provided to children with allergies is prepared separately to avoid cross-contamination.

4.2. Cultural and Religious Preferences

The camp will accommodate cultural and religious dietary requirements, including the provision of halal, kosher, and vegetarian/vegan options where needed.
Staff will work with parents to ensure any specific requirements are met.

5. Healthy Eating and Nutritional Education

5.1. Promoting Healthy Eating

The camp will actively promote the importance of healthy eating and balanced nutrition to the children through:
- Interactive activities such as healthy eating workshops.
- Incorporating nutritional education into daily activities, such as learning about different fruits and vegetables or understanding the importance of hydration.

5.2. Encouraging Positive Eating Habits

Meal and snack times will be treated as opportunities to promote positive social interactions and healthy eating behaviours. Staff will act as role models by demonstrating healthy eating habits.
Children will be encouraged but not forced to try new foods, promoting a positive and relaxed atmosphere around eating.

6. Food Safety and Hygiene

6.1. Food Safety Regulations

All food served at the camp will comply with Food Safety Act 1990 and the associated regulations. The camp will follow the Food Standards Agency guidelines on food preparation, storage, and handling to prevent foodborne illnesses.

6.2. Staff Training

All staff involved in food preparation and handling will hold relevant qualifications such as a Food Hygiene Certificate. Staff will be trained in:
- Safe food handling and preparation practices.
- Storage of perishable food items.
- Personal hygiene procedures, such as regular hand washing and wearing appropriate protective equipment when handling food.

6.3. Kitchen and Dining Area Hygiene

The kitchen and dining areas will be cleaned regularly to ensure a high standard of hygiene is maintained.
Equipment used for food preparation will be cleaned and sanitised after every use to prevent contamination.

6.4. Food Storage

All perishable food items will be stored at appropriate temperatures to prevent spoilage.
Dry foods will be stored in sealed containers to avoid contamination.

7. Supporting Children’s Health and Wellbeing

7.1. Emotional Wellbeing and Mealtimes

Mealtimes will be viewed as an opportunity to promote not just physical health but also social and emotional wellbeing. Staff will engage with children, encouraging positive conversations and interactions during meals.
Children will be given appropriate time to eat, ensuring they do not feel rushed.

7.2. Support for Children with Special Educational Needs (SEN)

Children with Special Educational Needs (SEN) will receive additional support during mealtimes if required. This includes support with feeding, adapting the environment to reduce sensory sensitivities, or providing alternative meal options.

7.3. Involving Parents

The camp will work in partnership with parents to ensure that children’s food preferences and dietary requirements are met. Parents will be encouraged to communicate any concerns they have about their child’s eating habits.
If a child shows any signs of significant changes in eating behaviour or nutritional health, staff will discuss these concerns with parents and, if necessary, seek advice from external professionals, such as a dietitian or Hammersmith and Fulham Child Services.

8. Safeguarding and Reporting Concerns

8.1. Safeguarding Responsibilities

All staff have a responsibility to safeguard children’s welfare, including in relation to their nutritional health. If there are concerns that a child’s food intake may be linked to neglect or other safeguarding issues, the camp will follow safeguarding procedures as outlined in our Safeguarding and Child Protection Policy.

8.2. Reporting Concerns

Any concerns regarding a child’s health, welfare, or nutrition will be reported to the Designated Safeguarding Lead (DSL). In cases where concerns may indicate broader child welfare issues, referrals will be made to Hammersmith and Fulham Child Services in line with local safeguarding procedures.

9. Parental Involvement

9.1. Communication with Parents

The camp will maintain clear and open communication with parents regarding the food provided. Parents will be informed about the weekly meal plan in advance and encouraged to share any concerns or requests regarding their child’s dietary needs.

9.2. Guidance for Parents

If parents are providing packed lunches, we will offer guidance on providing balanced meals that meet their child’s nutritional needs. We encourage parents to follow healthy eating guidelines to complement the camp’s approach.

9.3. Parent Feedback

Parents will be invited to provide feedback on the food provision and offer suggestions for improvement. We will ensure that any changes in children’s dietary needs or preferences are communicated effectively and acted upon.

10. Monitoring and Review of Policy

This policy will be reviewed annually to ensure compliance with Ofsted standards, updates to legislation, and the latest health and nutrition guidance. It will also be reviewed in response to feedback from parents, staff, or external inspections. Changes will be communicated to all staff and parents.

The Little Holiday Camp: Chiswick & Hammersmith Medication Policy

Introduction

At The Little Holiday Camp, the health and safety of the children in our care are paramount. We recognise that some children may require medication during their time at camp, whether for short-term illness or long-term health conditions. This policy outlines our procedures for the safe handling, storage, and administration of medication in line with Ofsted standards, health and safety regulations, and safeguarding guidance. We also work closely with parents, healthcare professionals, and local services such as Hammersmith and Fulham Child Services to ensure the wellbeing of all children.

1. Aims and Objectives

The key objectives of this policy are to:

Ensure the safe administration and handling of medication for children attending the holiday camp.
Safeguard children by following best practices in line with health and safety legislation and safeguarding protocols.
Maintain open communication with parents, carers, and relevant health professionals to ensure children’s medical needs are met.
Ensure all staff are trained to manage medication administration and emergencies appropriately.

2. Legal Framework and Guidance

This policy complies with:

The Children Act 1989 and 2004
Health and Safety at Work Act 1974
Managing Medicines in Schools and Early Years Settings (DfES 2005)
The Early Years Foundation Stage (EYFS) Framework
Special Educational Needs and Disability (SEND) Code of Practice (2015)
Guidance from Hammersmith and Fulham Child Services for the management of children's health and safety
Ofsted's guidelines on medication and first aid procedures

3. Roles and Responsibilities

3.1. Parents/Guardians

Parents must provide clear, up-to-date information about their child’s medical needs, including written instructions for medication.
Parents must complete a Medication Consent Form before any medication can be administered at camp.
Parents are responsible for ensuring that any medication provided to the camp is within its expiry date and clearly labelled with the child’s name and dosage instructions.

3.2. Camp Staff

A Designated Medication Officer will oversee the administration of medication and ensure that all procedures are followed safely.
All staff involved in administering medication will receive appropriate training, including first aid and anaphylaxis training.
Staff are responsible for accurately recording all instances of medication administration and informing parents of any medication given.

3.3. The Camp Director

The Camp Director ensures that all staff are trained in the safe handling and administration of medication.
The Director will ensure this policy is regularly reviewed and updated in line with legal requirements and Ofsted guidance.

4. Medication Consent and Records

4.1. Medication Consent Form

Before any medication can be administered, parents must complete a Medication Consent Form, providing:
- Child’s full name and date of birth.
- Details of the medication (name, dosage, timing, and storage instructions).
- Any potential side effects or instructions in case of adverse reactions.
- Signed consent from the parent or guardian.
A separate form must be completed for each type of medication the child requires.

4.2. Medication Records

A record will be kept of every instance where medication is administered, including:
- Date and time of administration.
- Name of medication and dosage given.
- Name of the staff member administering the medication.
- Confirmation of parental notification.
Records will be reviewed regularly to ensure compliance with our procedures and legal standards.

5. Types of Medication

5.1. Prescription Medication

Only medication prescribed by a healthcare professional will be administered. The medication must be provided in the original container with the pharmacy label clearly showing the child’s name, dosage, and instructions for use.

5.2. Non-Prescription Medication

Non-prescription medication, such as pain relievers (paracetamol or ibuprofen), will only be administered with explicit written consent from the parent/guardian.
Staff will assess the need for non-prescription medication and will only administer it for specific reasons outlined by the parent (e.g., headache, mild fever). The camp reserves the right to refuse administration if it deems the medication unnecessary or inappropriate.

5.3. Long-Term and Emergency Medication

Children requiring long-term or emergency medication (e.g., inhalers, EpiPens) will have a Care Plan in place, developed in collaboration with parents, healthcare professionals, and the camp’s Designated Medication Officer.
For children with conditions like asthma or severe allergies, medication such as inhalers or EpiPens will be easily accessible in case of emergency.

6. Administration of Medication

6.1. Procedure for Administering Medication

Double-Check Process: Medication will be administered by two staff members to ensure accuracy in dosage and timing. Both staff members will verify the child's identity and the medication instructions.
Documentation: After administering the medication, staff will record the details in the Medication Record Book and notify parents when they collect their child.
Child Involvement: If appropriate, children will be encouraged to manage their own medication (e.g., using inhalers), under the supervision of staff. However, self-administration will only be allowed with prior written permission from the parent/guardian.

6.2. Refusal to Take Medication

If a child refuses to take their medication, staff will not force them to do so. The incident will be documented, and parents will be informed immediately.
If refusal to take medication poses a risk to the child’s health, further medical advice will be sought, and, if necessary, Hammersmith and Fulham Child Services will be consulted for guidance.

7. Storage of Medication

7.1. Safe Storage

All medication will be stored securely in a lockable cabinet or designated medication fridge (for medications that require refrigeration). Medication will only be accessible to authorised staff.
Medications will be clearly labelled with the child’s name and the dosage instructions to avoid any errors.

7.2. Emergency Medication

Medications required for emergencies (such as EpiPens or inhalers) will be kept in an easily accessible but secure location.
Staff will be informed about where each child’s emergency medication is stored.

7.3. Expiry and Disposal

Parents are responsible for ensuring that the medication provided to the camp is within its expiry date. Expired medication will not be administered and will be returned to the parent for disposal.
Unused medication will also be returned to the parent at the end of the camp.

8. Medical Emergencies

8.1. Medical Emergency Response

In the event of a medical emergency, trained staff will administer first aid or medication as appropriate. If necessary, emergency services will be called immediately.
Parents will be contacted as soon as possible, and the incident will be fully documented.
For children with known medical conditions (such as severe allergies), the camp will have clear emergency protocols in place and staff will be trained to manage the specific needs of these children.

8.2. Reporting to Authorities

If the medical emergency raises any safeguarding concerns, the camp will follow safeguarding procedures, including reporting the incident to Hammersmith and Fulham Child Services.

9. Supporting Children with Special Medical Needs

9.1. Individual Health Care Plans

Children with long-term medical conditions will have an Individual Health Care Plan (IHCP) developed in partnership with parents, the child’s doctor, and the camp’s Designated Medication Officer.
The IHCP will outline the child’s medical needs, medication requirements, and emergency procedures. It will be regularly reviewed and updated as necessary.

9.2. Special Educational Needs and Disabilities (SEND)

For children with SEND who have medical needs, the camp will work closely with parents, health professionals, and Hammersmith and Fulham Child Services to ensure their care plan is fully inclusive and tailored to their individual needs.
Reasonable adjustments will be made to the camp environment or activities to ensure children with medical needs or SEND can participate fully.

10. Training for Staff

All staff responsible for administering medication will receive appropriate training, including:
- Basic First Aid and Paediatric First Aid.
- Administering specific medications, such as inhalers or EpiPens, where relevant.
- Recognising symptoms of allergic reactions or medical emergencies.
Refresher training will be conducted annually, and staff will be updated on any changes to procedures or legal requirements.

11. Communication with Parents and Carers

11.1. Sharing Information

The camp will maintain open communication with parents about their child’s medication needs. Parents will be informed immediately of any issues related to medication administration.
If a child’s medical condition or medication needs change, parents are responsible for updating the camp with new information.

11.2. Confidentiality

Medical information provided by parents will be treated confidentially and only shared with relevant staff who are directly responsible for the child’s care.

12. Safeguarding and Reporting Concerns

12.1. Safeguarding Responsibilities

All staff are aware of their safeguarding duties. If there are concerns that a child’s medical needs are not being adequately met (e.g., neglect in administering medication at home), staff will follow safeguarding procedures and report concerns to the Designated Safeguarding Lead (DSL).
Any significant concerns will be reported to Hammersmith and Fulham Child Services in accordance with local safeguarding protocols.

13. Monitoring and Review

This policy will be reviewed annually or sooner if there are changes to legislation, Ofsted guidelines, or feedback from staff and parents. Any updates will be communicated to all staff and parents, ensuring the safety and wellbeing of children are always prioritised.

The Little Holiday Camp: Chiswick & Hammersmith Emergency Procedures Policy for Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, the safety and well-being of the children in our care are paramount. We are committed to maintaining a safe environment by ensuring that all staff, children, and visitors are aware of and adhere to appropriate emergency procedures. This policy outlines the steps to be taken in the event of an emergency, ensuring that all necessary precautions are in place to protect children, staff, and others on the premises.

This policy follows Ofsted guidelines, health and safety regulations, and safeguarding best practices, as well as the advice and recommendations of Hammersmith and Fulham Child Services.

1. Aims and Objectives

The aim of this policy is to:

Protect children, staff, and visitors during any emergency by establishing clear procedures.
Ensure staff are trained to respond quickly, calmly, and effectively in an emergency.
Minimise potential harm to children and others by following the appropriate health and safety regulations.
Maintain clear communication with parents and external agencies, including emergency services and local safeguarding authorities.
Ensure compliance with Ofsted regulations and guidance from Hammersmith and Fulham Child Services.

2. Legal Framework and Guidance

This policy is informed by:

The Health and Safety at Work Act 1974
The Children Act 1989 and 2004
The Early Years Foundation Stage (EYFS) Statutory Framework
The Regulatory Reform (Fire Safety) Order 2005
The Management of Health and Safety at Work Regulations 1999
Ofsted's Safeguarding and Welfare Requirements
Hammersmith and Fulham Child Services safeguarding protocols

3. Types of Emergencies Covered

The following types of emergencies are covered by this policy:

Fire and evacuation
Lockdown procedures (in case of a threat inside or outside the camp)
Medical emergencies
Extreme weather conditions (floods, heatwaves)
Power failure or gas leaks
Missing child incidents
Terrorist attacks or bomb threats
Serious accidents or injuries

Each emergency type will have specific procedures for staff to follow, as outlined below.

4. Roles and Responsibilities

4.1. The Camp Director

Ensure all staff are trained and confident in emergency procedures.
Oversee regular fire drills, lockdown practices, and other emergency simulations.
Liaise with local authorities such as Hammersmith and Fulham Child Services, emergency services, and health and safety officers when necessary.
Ensure all emergency exits are clearly marked and easily accessible.

4.2. Camp Staff

Be familiar with and adhere to all emergency procedures.
Ensure children are supervised at all times and are safely escorted in the event of an evacuation or lockdown.
Remain calm during emergencies, ensuring they follow the instructions of the designated leader.
Record and report all emergency incidents to the Camp Director and relevant authorities, including Hammersmith and Fulham Child Services if safeguarding concerns arise.

4.3. Parents/Guardians

Provide up-to-date contact information in case of emergency.
Inform camp staff of any special medical conditions or emergency protocols related to their child.
Follow the camp’s communication procedures in the event of an emergency (e.g., avoid calling during lockdowns and await official updates).

5. Fire Safety and Evacuation Procedures

5.1. Fire Drills

Fire drills will be conducted at least once per term to ensure all staff and children are familiar with the procedures.
A fire marshal will be appointed to oversee fire safety, ensuring that:
- Fire alarms and smoke detectors are regularly tested.
- Fire exits are clearly marked and unobstructed.
- Fire extinguishers are maintained and accessible.

5.2. Fire Evacuation Procedure

In the event of a fire:

Sound the alarm: The fire alarm will be activated by any staff member who detects a fire.
Evacuate the building: Staff will calmly direct children to the nearest fire exit and gather at the designated assembly point.
Roll call: Once at the assembly point, staff will perform a roll call using the camp’s attendance register to ensure all children and staff are accounted for.
Contact emergency services: The fire marshal or Camp Director will immediately call 999 and inform the fire service of the situation.
Contact parents: Once the situation is under control, the Camp Director will notify parents or guardians, informing them of the incident and when it is safe to collect their children.

In case of a child being unaccounted for during a fire drill or actual fire, the Camp Director will initiate a search in line with the camp’s Missing Child Policy and alert emergency services.

6. Lockdown Procedures

Lockdown procedures will be used when there is a threat to the safety of children and staff inside or outside the camp. Examples include intruders, terrorist threats, or dangerous animals.

6.1. Lockdown Signals

Internal Threat: A continuous alarm or specific code (e.g., "Lockdown") will be used to indicate the need to lock doors and secure the building.
External Threat: A different signal, such as intermittent ringing or a different verbal cue, will indicate the need to keep children and staff inside the building.

6.2. Lockdown Procedure

Secure the area: Staff will lock all doors and windows. Curtains or blinds will be drawn, and lights turned off if necessary.
Move children to safety: Children will be gathered into a secure location, away from windows and doors.
Roll call: Staff will account for all children and report any missing persons to the Camp Director.
Communication with authorities: The Camp Director will immediately contact 999 and provide details of the situation.
Await further instructions: The camp will remain in lockdown until the emergency services confirm it is safe to resume normal operations.
Communication with parents: Once it is safe, parents will be informed of the situation and given guidance on when to collect their children.

7. Medical Emergencies

In the event of a medical emergency:

Assess the situation: Staff will determine whether the child or adult requires immediate first aid or if emergency services should be contacted.
Administer first aid: Qualified first aiders will attend to the individual, following the camp’s First Aid Policy.
Contact emergency services: If necessary, 999 will be called, and staff will provide the necessary details to ensure quick assistance.
Inform parents: The child’s parents or guardians will be contacted immediately.
Record the incident: Details of the medical emergency, including actions taken, will be documented and reviewed.

For ongoing or severe health conditions, individual Care Plans will be in place and shared with all relevant staff to ensure they are equipped to respond to emergencies. This will include support from Hammersmith and Fulham Child Servicesif required.

8. Extreme Weather Procedures

If extreme weather conditions (such as floods, snow, or heatwaves) pose a risk to the children and staff:

Monitor weather warnings: The Camp Director will monitor updates from the Met Office and take appropriate action.
Adjust activities: Outdoor activities may be adjusted or cancelled to ensure the safety of the children.
Evacuation: In the case of severe weather (e.g., flooding), an evacuation plan will be initiated, and parents will be informed of the situation.
Maintain communication: Parents will be kept informed of any disruptions or closures due to weather conditions.

9. Missing Child Procedure

In the event a child is unaccounted for:

Search the area: Staff will conduct an immediate search of the premises and surrounding areas.
Alert the Camp Director: If the child is not found within 10 minutes, the Camp Director will be informed and will contact emergency services and the child’s parents.
Inform local safeguarding services: Hammersmith and Fulham Child Services will be notified if a missing child is identified as a safeguarding concern.
Log the incident: Full details of the incident, including actions taken, will be recorded and shared with relevant authorities as needed.

10. Terrorist Threats or Bomb Threats

In case of a terrorist or bomb threat:

Follow lockdown or evacuation procedures: Depending on the situation, either the lockdown or evacuation procedure will be implemented.
Contact emergency services: The Camp Director will contact 999 immediately and follow instructions from the emergency services.
Maintain calm and control: Staff will keep children calm and follow safety protocols.
Inform parents: Parents will be notified once it is safe, and guidance on how to collect their children will be provided.

11. Serious Accidents or Injuries

In the event of a serious accident or injury:

First aid response: Trained first aiders will provide immediate care to the injured person.
Contact emergency services: 999 will be called for any injury requiring professional medical attention.
Record the incident: The accident will be recorded in the Accident Book, and any follow-up actions will be taken, including informing Hammersmith and Fulham Child Services if the injury raises safeguarding concerns.
Inform parents: Parents will be contacted as soon as possible to inform them of the incident.

12. Communication with Parents

In the event of any emergency, parents will be contacted as soon as it is safe to do so. Clear communication will be maintained through:

Phone calls or text messages.
Email updates.
Updates posted on the camp’s social media or website.

Parents will be informed about next steps, collection procedures, and any other necessary information.

13. Monitoring and Review

This Emergency Procedures Policy will be reviewed annually or after any significant emergency incident. Any updates or changes to procedures will be communicated to staff and parents, ensuring continued safety and compliance with Ofsted and Hammersmith and Fulham Child Services recommendations.

Data Protection and Privacy Policy for Little Holiday Camp (Ages 4-11)

At The Little Holiday Camp, we are committed to protecting the personal data of children, parents, staff, and visitors. We understand the importance of privacy and take our responsibilities under data protection laws seriously. This policy outlines how we collect, use, store, and protect personal data in line with the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR), and guidelines from Ofsted. It also aligns with the safeguarding expectations set by Hammersmith and Fulham Child Services.

1. Aims and Objectives

The purpose of this policy is to ensure that:

All personal data is processed lawfully, fairly, and in a transparent manner.
Data is collected for specified, legitimate purposes and not further processed in ways incompatible with those purposes.
Only relevant and necessary data is collected and processed.
Personal data is accurate and kept up to date.
Personal data is stored securely and only retained for as long as necessary.
Data subjects (including children and parents) are informed about how their data is handled and can exercise their rights under the UK GDPR.

2. Legal Framework and Guidance

This policy is based on:

Data Protection Act 2018
UK General Data Protection Regulation (UK GDPR)
The Children Act 1989 and 2004
Ofsted’s Data Handling Guidelines
Hammersmith and Fulham Child Services safeguarding protocols

3. Scope of the Policy

This policy applies to all personal data processed by the holiday camp, including:

Personal information of children (e.g., names, medical details, emergency contacts).
Parent or guardian details (e.g., contact information, payment records).
Staff information (e.g., employment details, qualifications, DBS checks).
Information shared with external parties (e.g., Hammersmith and Fulham Child Services, emergency services).

4. Data Collection

We collect the following categories of data:

Children’s data: Full name, date of birth, address, medical conditions, dietary requirements, emergency contacts, attendance records, and progress reports.
Parent/guardian data: Full name, address, email address, phone numbers, payment and billing information.
Staff data: Names, addresses, employment contracts, qualifications, Disclosure and Barring Service (DBS) checks, training records, and emergency contacts.
External contacts: Any third-party providers, such as activity coordinators or safeguarding authorities (like Hammersmith and Fulham Child Services).

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

Consent: Parents and guardians provide explicit consent when enrolling their child in the camp and providing personal data.
Contractual obligations: We process data necessary to fulfil the terms of the service agreement with parents and staff.
Legal obligation: Some data processing is required to meet legal obligations, including safeguarding and health and safety requirements, as outlined by Ofsted and Hammersmith and Fulham Child Services.
Vital interests: In situations involving medical emergencies, we may process personal data without explicit consent if necessary to protect a child’s vital interests.
Legitimate interests: Personal data may also be processed when it is in the legitimate interest of the holiday camp, provided it does not override the rights of the data subject.

6. Data Sharing

We may share personal data with third parties only when necessary, and this will always be done in compliance with the UK GDPR. Examples include:

Emergency services: In case of medical or other emergencies.
Hammersmith and Fulham Child Services: If safeguarding concerns arise or statutory reporting is required.
Ofsted: In the context of inspections and compliance monitoring.
Subcontractors: Such as specialist activity providers, where necessary and with prior parental consent.

We ensure that third-party providers processing data on our behalf have appropriate data protection measures in place.

7. Data Security

We take data security seriously and employ various measures to protect personal data:

Physical security: Any paper records (e.g., registration forms, medical records) are stored in locked cabinets accessible only by authorised staff.
Digital security: Personal data stored electronically is password-protected and encrypted where possible. Access to digital records is restricted to staff members who need the information to perform their role.
Training: All staff receive regular training on data protection principles, safeguarding, and their responsibilities under the UK GDPR.
Breach procedures: In the unlikely event of a data breach, we have established procedures to notify affected individuals and the Information Commissioner’s Office (ICO) within 72 hours, if required.

8. Data Retention

We retain personal data only for as long as it is necessary for the purposes it was collected, in line with legal requirements. For example:

Children’s records: Typically retained for 7 years after the child leaves the camp, in case of any future legal claims.
Parent/guardian information: Retained for the duration of the child’s attendance and up to 3 years after the child leaves the camp.
Staff records: Retained for up to 6 years after employment ends, in line with legal requirements.

Once data is no longer needed, it is securely destroyed, whether by shredding physical documents or permanently deleting digital records.

9. Parental and Children’s Rights

Under the UK GDPR, parents, guardians, and children (if applicable) have the following rights:

Right to access: Parents or guardians have the right to request access to personal data held about them or their children.
Right to rectification: If any personal data is inaccurate, parents or guardians can request it be corrected.
Right to erasure: In certain situations, parents or guardians can request that personal data be deleted (though this may be limited if the camp has a legal obligation to retain the data).
Right to restrict processing: Parents may request that we limit the use of personal data in specific situations.
Right to data portability: Personal data can be requested in a machine-readable format to be shared with another provider.
Right to object: Parents can object to data processing that is not required by law or contractual obligation.

Requests for exercising any of these rights can be made in writing to the Camp Director, who will respond within 30 days.

10. Parental Consent

Consent for collecting and processing children’s data is obtained during the registration process. This includes:

Medical information for care and emergencies.
Emergency contacts.
Permissions for outings or special activities.
Photography consent (if applicable).

Parents and guardians will also be informed of their right to withdraw consent at any time.

11. Data Breaches

In the event of a data breach:

Identification: The breach will be immediately reported to the Camp Director.
Containment: Steps will be taken to minimise the damage and secure the data.
Notification: The Information Commissioner’s Office (ICO) will be notified if the breach poses a risk to individual rights and freedoms. Affected individuals will also be informed if the breach could cause harm.
Review: A full investigation will be conducted to prevent future breaches.

12. Confidentiality and Safeguarding

All staff at The Little Holiday Camp are trained in safeguarding, including confidentiality protocols. When safeguarding concerns arise, relevant personal data may be shared with external authorities such as Hammersmith and Fulham Child Services. Such sharing is done in line with legal and safeguarding responsibilities, ensuring that children are protected and that their personal information is handled appropriately.

13. Contact Information for Data Concerns

Parents, guardians, or staff members who have concerns regarding data protection, or who wish to exercise their rights, should contact:

Data Protection Officer
Camp Director Kimberley Bhagat
The Little Holiday Camp
Info@littleholidaycamp.co.uk
07525 773 659

Complaints can also be made to the Information Commissioner’s Office (ICO) if individuals feel their data is not being handled in accordance with the law.

14. Monitoring and Review

This Data Protection and Privacy Policy will be reviewed annually or sooner if there are changes to data protection laws, Ofsted guidelines, or internal practices. Any changes will be communicated to parents, staff, and relevant authorities such as Hammersmith and Fulham Child Services.

Complaints Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we aim to provide the highest level of care and service to children and their families. However, we recognise that there may be times when parents, guardians, or other stakeholders feel concerned or dissatisfied with an aspect of the camp's service. This policy outlines how complaints will be handled in accordance with Ofsted standards and local authority guidance, including protocols from Hammersmith and Fulham Child Services.

We aim to address all concerns promptly, fairly, and professionally, ensuring that every complaint is taken seriously and resolved as quickly as possible.

1. Aims and Objectives

The purpose of this policy is to:

Provide a clear and transparent procedure for addressing complaints.
Ensure complaints are handled professionally, efficiently, and in a timely manner.
Resolve complaints informally where possible, but escalate them if necessary.
Ensure that the outcome of any complaint improves the overall quality of our service.
Maintain compliance with Ofsted guidelines and statutory requirements, including working with external agencies like Hammersmith and Fulham Child Services when appropriate.

2. Legal Framework

This policy is in line with:

The Early Years Foundation Stage (EYFS) Statutory Framework
The Children Act 1989 and 2004
The Education Act 2011
Ofsted guidance on complaints handling
Data Protection Act 2018 (with regard to confidentiality of complaints)
Hammersmith and Fulham Child Services local safeguarding policies

3. Scope of the Policy

This policy applies to all complaints made by:

Parents or guardians of children attending the holiday camp.
Staff members or volunteers within the camp.
External partners or agencies involved in providing services to the camp.

It covers:

Complaints about the quality of care or service provided.
Concerns about safeguarding, health and safety, staff behaviour, or the camp’s policies and procedures.
Allegations of poor practice or misconduct.

4. Informal Complaints Procedure

We aim to resolve most complaints informally and swiftly.

Raising Concerns: Parents or guardians are encouraged to raise any concerns as soon as possible. This can be done verbally or in writing to any member of staff or the Camp Director.
Discussion: A meeting or phone call will be arranged to discuss the concern in detail and work towards a resolution. Most complaints can be resolved quickly through open communication.
Follow-Up: The staff member or Camp Director will follow up to ensure the concern has been resolved and that both parties are satisfied with the outcome.

If a parent or guardian is not satisfied with the informal resolution, the complaint can be escalated to the formal procedure.

5. Formal Complaints Procedure

If a complaint cannot be resolved informally, the following steps will be followed:

Submitting a Formal Complaint: The complaint should be put in writing, either by email or letter, addressed to the Camp Director. The complaint should include:
- A description of the concern or issue.
- Relevant dates, times, and people involved.
- Any steps already taken to resolve the issue informally.
Acknowledgement: The Camp Director will acknowledge the formal complaint in writing within 5 working days and will provide a timeframe for investigation.
Investigation: The Camp Director will conduct a thorough investigation, gathering information from relevant staff, parents, or external agencies as needed. If the complaint involves safeguarding concerns, the Director may consult with Hammersmith and Fulham Child Services for guidance and support.
Response: A written response will be provided within 14 days of the complaint being received, detailing the findings of the investigation and any actions to be taken. If more time is required, the complainant will be informed of the delay and a revised timeline will be provided.
Follow-Up: The camp will follow up to ensure that the resolution is satisfactory. If the complainant is not satisfied, they may request an internal review.

6. Internal Review Process

If the complainant remains dissatisfied with the outcome, they may request an internal review, which will be handled as follows:

Requesting a Review: The request for an internal review must be made in writing within 10 working days of receiving the formal complaint response.
Review Panel: A panel will be convened, including individuals who were not directly involved in the original investigation, to review the complaint and the response.
Final Decision: The review panel will provide a written decision within 14 working days of the request for review. This decision will be final within the camp's complaints procedure.

7. Referring a Complaint to Ofsted

If parents or guardians remain dissatisfied after following the camp’s formal and internal complaints procedures, they have the right to refer their complaint to Ofsted.

Ofsted contact information:
- Phone: 0300 123 1231
- Email: enquiries@ofsted.gov.uk
- Address: Ofsted, Piccadilly Gate, Store Street, Manchester, M1 2WD
- Website: www.ofsted.gov.uk

Ofsted will investigate complaints about the camp’s early years and childcare provision if it has not met the Early Years Foundation Stage (EYFS) requirements or has compromised children’s welfare.

8. Safeguarding and Complaints

If the complaint involves concerns about a child's welfare or potential safeguarding issues, the camp has a duty to involve external agencies immediately.

Hammersmith and Fulham Child Services will be contacted when any safeguarding concerns arise that cannot be addressed internally. The local authority’s safeguarding policies will be followed, and necessary referrals will be made.
Parents and guardians will be informed if their complaint leads to a safeguarding investigation, unless doing so would place the child at further risk.

9. Confidentiality

All complaints will be handled in confidence and in accordance with the camp’s Data Protection and Privacy Policy. Personal information will only be shared with individuals who need to know in order to investigate and resolve the complaint, or when legal or safeguarding obligations require it.

Records of complaints will be stored securely and retained in line with Data Protection Act 2018 and UK GDPRrequirements.

10. Monitoring and Learning from Complaints

To improve our service, all complaints will be logged and monitored. Anonymised reports will be reviewed regularly by senior management to:

Identify any recurring issues or patterns.
Evaluate the effectiveness of our complaints procedures.
Implement any changes required to prevent future complaints.

We will share any significant outcomes from complaints with Ofsted or Hammersmith and Fulham Child Services, as appropriate.

11. Unreasonable or Vexatious Complaints

We are committed to dealing with complaints fairly and impartially. However, if a complaint is considered unreasonable or vexatious (for example, if it is persistent or unjustifiably harassing), we reserve the right to:

Limit communication with the complainant.
Refuse to investigate further unless new evidence is provided.

12. Communication with Parents

The camp will ensure that all parents and guardians are made aware of the complaints policy. This will be available on the camp’s website, and a copy will be provided to parents upon request.

13. Policy Review

This Complaints Policy will be reviewed annually, or sooner if there are changes in legislation, Ofsted guidelines, or after any significant incidents. Updates will be communicated to parents and staff as necessary.

Policy Approval and Review
Date of Issue: 8/10/24
Next Review Date:

Signed by: Kimberley Bhagat
Camp Director
The Little Holiday Camp

Risk Assessment Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, the safety and well-being of all children in our care are our top priorities. This Risk Assessment Policy outlines our approach to identifying, evaluating, and managing risks to ensure a safe and secure environment for children aged 4 to 11. This policy complies with Ofsted guidelines, national health and safety regulations, and the safeguarding protocols set out by Hammersmith and Fulham Child Services.

Effective risk assessment is essential for preventing accidents and incidents, promoting children’s welfare, and ensuring compliance with safeguarding standards.

1. Purpose of the Policy

The aim of this policy is to:

Establish a structured process for identifying and managing risks within the holiday camp environment.
Ensure that all risks to the health, safety, and well-being of children, staff, and visitors are minimized.
Create a culture of risk awareness, enabling staff to assess and manage risks proactively.
Comply with legal and regulatory requirements, including The Health and Safety at Work Act 1974 and Ofstedstandards.
Reference local authority safeguarding protocols, such as those from Hammersmith and Fulham Child Services, for addressing risks related to child welfare.

2. Legal and Regulatory Framework

This policy is designed in line with:

The Health and Safety at Work Act 1974
The Management of Health and Safety at Work Regulations 1999
The Early Years Foundation Stage (EYFS) Statutory Framework
Ofsted standards for holiday camps and childcare provisions
Safeguarding protocols from Hammersmith and Fulham Child Services

3. Definitions

Risk: The possibility that harm, injury, or loss might occur.
Risk Assessment: A process of identifying potential hazards, evaluating the risks associated with those hazards, and taking steps to minimize or eliminate them.
Hazard: Anything that may cause harm, such as physical, emotional, or environmental factors.

4. Scope of the Policy

This policy applies to all:

Children aged 4-11 attending the holiday camp.
Staff, volunteers, and external contractors working at or visiting the camp.
Parents and guardians engaging with camp services.

Risk assessments will cover:

Camp facilities (indoor and outdoor spaces).
Camp activities and events (including field trips).
Equipment and resources.
Staffing levels and supervision.
Medical conditions, allergies, and special needs (refer to the camp’s SEN and Medication Policies).
Safeguarding, security, and emergency procedures.

5. Risk Assessment Process

5.1. Identifying Hazards

Risk assessments will identify any potential hazards that could cause harm to children, staff, or others at the camp. Hazards may arise from:

Physical environment (e.g., playground equipment, uneven surfaces).
Activities (e.g., sports, crafts, swimming).
External trips (e.g., excursions to parks or museums).
Staffing levels (e.g., adult-to-child ratios).
Medical issues (e.g., allergies, medication administration).
Emergencies (e.g., fire, injury, illness).

5.2. Evaluating Risks

Each identified hazard will be evaluated to determine:

Likelihood: How likely is it that the hazard will cause harm?
Severity: What is the potential severity of the harm (minor injury, serious injury, fatality)?
Who might be affected: Consider children, staff, parents, or visitors.

The level of risk is then rated as:

Low Risk
Medium Risk
High Risk

5.3. Controlling Risks

For each identified risk, measures will be taken to reduce the risk to an acceptable level, which may include:

Removing or modifying the hazard.
Implementing safety equipment (e.g., protective gear).
Increasing supervision or changing staff ratios.
Implementing specific procedures (e.g., emergency protocols, medical support).
Training staff on risk awareness and safety procedures.

Where risks cannot be fully eliminated, they will be managed and reduced through ongoing supervision, training, and monitoring.

5.4. Recording and Monitoring

All risk assessments will be documented using a standard risk assessment form. This includes:

The identified hazards.
Who might be harmed and how.
Existing control measures.
Further actions needed to reduce risk.
A review date for reassessment.

Risk assessments will be reviewed regularly, at least annually, and whenever significant changes occur (e.g., new activities, equipment, or venues).

6. Specific Risk Areas

6.1. Activities and Equipment

Before any new activity is introduced, a risk assessment will be conducted to ensure it is safe for the children. This includes:

Checking that equipment is in good condition and age-appropriate.
Ensuring that any physical activities (e.g., sports, swimming) have sufficient supervision and appropriate safety measures in place.
Setting clear guidelines for staff on safe practice and emergency responses.

6.2. Field Trips and Excursions

Risk assessments will be completed for any off-site activities or field trips. This includes:

Transport arrangements.
Supervision ratios.
First aid provision.
Emergency procedures in case of accidents or incidents while off-site.

The risk assessment will also include a contingency plan in case of bad weather, delays, or other unforeseen circumstances.

6.3. Medical Needs and SEN

Risk assessments will take into account the specific needs of children with medical conditions or Special Educational Needs (SEN). This may include:

Allergies (e.g., dietary restrictions, epi-pen usage).
Medical treatments or medications (see Medication Policy).
Adjustments to activities or environments to accommodate children’s physical, emotional, or developmental needs.

Staff will be trained to manage these risks and follow care plans for individual children.

7. Roles and Responsibilities

7.1. Camp Director

Overall responsibility for ensuring that risk assessments are carried out and implemented effectively.
Ensures that staff are aware of their responsibilities and are trained in health and safety practices.
Monitors compliance with the Ofsted standards and local authority guidance, including Hammersmith and Fulham Child Services safeguarding protocols.

7.2. Staff and Volunteers

Conduct risk assessments for their specific areas of work (e.g., activity leaders, first aiders).
Follow all safety protocols and report any new hazards to the Camp Director.
Ensure the safety and supervision of children at all times, following the camp’s safeguarding policies.

7.3. Parents and Guardians

Provide accurate information about their child’s health, dietary needs, and any other relevant factors.
Follow the camp’s health and safety rules, including dropping off and collecting children on time and ensuring their child is prepared for activities (e.g., appropriate clothing).

8. Safeguarding and Risk Management

The camp has a duty to ensure that all risk assessments consider the safeguarding of children, in line with Hammersmith and Fulham Child Services guidelines. This includes:

Ensuring that any risks to the welfare or safety of children are identified and addressed.
Reporting any safeguarding concerns to the appropriate authorities, following the camp’s Safeguarding Policy.
Ensuring all staff and volunteers have undergone appropriate DBS checks and safeguarding training.

9. Emergency Procedures

The camp’s Emergency Procedures Policy outlines how to respond in the event of a critical incident, such as fire, medical emergencies, or accidents. Risk assessments will ensure that:

Staff are familiar with emergency evacuation routes and first aid protocols.
Children are regularly drilled on what to do in an emergency.
First aid kits are fully stocked and accessible at all times.

10. Reviewing and Updating the Policy

This Risk Assessment Policy will be reviewed annually or sooner if there are changes in legislation, new risks, or after a significant incident or near-miss. Any updates will be communicated to staff, parents, and relevant stakeholders.

11. References

Hammersmith and Fulham Child Services: For safeguarding procedures, please refer to the local authority’s Multi-Agency Safeguarding Hub (MASH).
Ofsted: For inspection frameworks and standards, visit the Ofsted website.
Health and Safety Executive: For further guidance on workplace health and safety, visit the HSE website.

Parental Involvement Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we believe that effective partnerships between parents, guardians, and the camp play a crucial role in ensuring the well-being and development of children. This Parental Involvement Policy outlines our commitment to engaging with parents and guardians throughout the holiday camp experience, fostering a collaborative environment that supports each child’s individual needs.

This policy is in line with Ofsted guidelines and aligns with safeguarding and engagement frameworks provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The aim of this policy is to:

Encourage active involvement from parents and guardians in the holiday camp’s operations and decision-making processes.
Ensure clear and open lines of communication between camp staff and families.
Provide opportunities for parents to contribute to the well-being and development of their children while attending the camp.
Comply with Ofsted standards for parental engagement and involvement in childcare settings, while referencing best practices from Hammersmith and Fulham Child Services.

2. Legal and Regulatory Framework

This policy is designed in line with:

The Early Years Foundation Stage (EYFS) Statutory Framework
Ofsted guidelines for parent engagement in childcare settings
Safeguarding protocols from Hammersmith and Fulham Child Services
The Children Act 2004, which places a duty on childcare providers to promote the welfare of children in partnership with parents

3. Scope of the Policy

This policy applies to:

Parents and guardians of children aged 4-11 attending the holiday camp.
Camp staff and volunteers responsible for ensuring parental involvement.
All activities, communications, and decisions related to the child’s well-being, safety, and development while at camp.

4. Key Principles of Parental Involvement

We are committed to working with parents and guardians based on the following principles:

4.1. Open Communication

We will ensure that all parents and guardians:

Have access to clear and regular communication about their child’s experience at camp.
Receive timely updates about activities, progress, and any issues that arise.
Are informed about the camp’s policies, including safeguarding, health, and safety.

4.2. Collaborative Approach

We recognize the knowledge and insight that parents bring regarding their children and will:

Work closely with parents to understand each child’s individual needs, preferences, and any special considerations (e.g., medical conditions, allergies, or SEN).
Engage parents in discussions about their child’s progress, behavioral management, and any concerns.

4.3. Parental Feedback

We value feedback from parents and will:

Provide opportunities for parents to give feedback on camp activities, staff, and overall camp performance.
Use parental feedback to continuously improve camp services and activities.

5. Parent-Camp Communication

5.1. Initial Contact and Registration

Parents will be required to complete a comprehensive Childcare Registration Form prior to their child attending the camp. This will gather essential information, including emergency contact details, medical needs, dietary preferences, and any additional support requirements.
The camp will provide parents with a welcome pack that includes key information about camp activities, daily routines, and policies.

5.2. Daily Updates

Staff will provide informal daily updates at drop-off and pick-up times, offering parents the opportunity to ask questions and share any concerns.
For younger children (ages 4-7), parents will receive a brief written summary of their child’s day, including activities, meals, and any notable incidents.

5.3. Newsletters and Notifications

Parents will receive regular newsletters (via email) with updates on upcoming events, key dates, and any changes to camp activities or policies.
Important information, such as changes in health and safety procedures or emergency contact details, will be communicated promptly.

6. Parental Involvement in Camp Activities

6.1. Volunteering Opportunities

We welcome parents who wish to get involved in camp activities, subject to appropriate DBS checks and safeguarding training, as required by Ofsted and local authority guidelines.

Parents may volunteer to assist in organizing special events or trips.
All volunteers will be supervised by qualified staff and are expected to follow the camp’s policies and procedures.

6.2. Participation in Events

Parents will be invited to attend special camp events, such as themed days, performances, or presentations, where they can celebrate their child’s achievements.
Parental participation in these events will strengthen the relationship between families and the camp, creating a sense of community.

7. Supporting Parents in Safeguarding

We recognize the importance of working with parents to ensure the safety and protection of children. Therefore, we will:

Provide information about the camp’s Safeguarding Policy, including how to raise concerns about a child’s welfare.
Encourage parents to familiarize themselves with local safeguarding resources, including those provided by Hammersmith and Fulham Child Services.
Share information with parents about how we manage risks, promote health and safety, and deal with accidents or medical emergencies.

7.1. Sharing Concerns

If camp staff identify concerns related to a child’s welfare or development, we will discuss these concerns with parents in line with the camp’s Safeguarding Policy and Ofsted requirements.
In cases where it is necessary to make a referral to social services, we will inform parents unless doing so would put the child at further risk (following local safeguarding protocols).

8. Parental Feedback and Complaints

8.1. Feedback Mechanisms

We actively encourage parents to provide feedback on their experience at camp, through informal conversations, suggestion boxes, or online surveys.
All feedback will be reviewed by camp management and used to inform improvements to the service.

8.2. Handling Complaints

Any complaints from parents will be dealt with in accordance with the camp’s Complaints Policy.
Parents are encouraged to raise any concerns directly with the Camp Director or a member of the senior staff team.
If a satisfactory resolution cannot be reached, parents can escalate the issue to Ofsted or Hammersmith and Fulham Child Services, depending on the nature of the complaint.

9. Inclusion and Diversity

We are committed to ensuring that all parents, regardless of background, culture, or circumstances, feel welcome and included. The camp will:

Respect and accommodate different communication preferences (e.g., providing translations or additional support where necessary).
Work with parents to support children with diverse needs, ensuring that every child receives equal opportunities to participate in all camp activities.
Be mindful of cultural and religious practices that may affect a child’s participation in certain activities, discussing any adjustments with parents in advance.

10. Safeguarding Confidentiality

We take the confidentiality of parental and child information seriously. All personal information provided by parents will be handled in line with the camp’s Data Protection and Privacy Policy and the requirements of the UK GDPR. Parents can trust that their data will be:

Used only for the purposes of managing their child’s care and ensuring their safety and well-being.
Stored securely and shared only with relevant staff members and external agencies when required (e.g., in safeguarding situations).

11. Roles and Responsibilities

11.1. Camp Director

Ensures that the camp maintains strong relationships with parents and encourages their involvement in all aspects of camp life.
Addresses parental concerns and ensures that parents receive timely information and support.

11.2. Camp Staff

Facilitate daily communication with parents and keep them informed of their child’s well-being and progress.
Engage parents in meaningful dialogue and incorporate their feedback into improving camp operations.

11.3. Parents and Guardians

Provide accurate and up-to-date information about their child’s needs.
Engage with camp staff, attend meetings, and provide feedback to help improve services.
Follow camp policies and procedures, including those related to drop-off, pick-up, and communication.

12. Reviewing and Updating the Policy

This Parental Involvement Policy will be reviewed annually, or earlier if necessary, to ensure that it remains effective and responsive to the needs of parents and the children in our care. Any updates to the policy will be shared with parents.

13. References

Ofsted: Guidance on parent partnerships in early years settings, available on the Ofsted website.
Hammersmith and Fulham Child Services: Local safeguarding and parental engagement resources available via Hammersmith and Fulham Council.
The Children Act 2004: Promotes the welfare of children and outlines duties for child service providers.

Missing Child Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, the safety and well-being of all children is our highest priority. In the event that a child goes missing, we have a comprehensive policy to ensure that we take swift and effective action. This Missing Child Policyaligns with Ofsted standards and is designed to minimize risk while ensuring a coordinated and thorough response. Additionally, the policy reflects best practices from Hammersmith and Fulham Child Services, ensuring that safeguarding protocols meet local and national requirements.

1. Purpose of the Policy

The aim of this policy is to:

Provide clear procedures for staff in the event a child goes missing during camp hours.
Ensure that staff, parents, and external authorities are informed and involved appropriately.
Comply with statutory safeguarding responsibilities under Ofsted regulations and local safeguarding protocols, including those from Hammersmith and Fulham Child Services.

2. Legal and Regulatory Framework

This policy is informed by the following legislation and guidance:

The Early Years Foundation Stage (EYFS) Statutory Framework: Provides safeguarding and welfare requirements for early years settings.
Ofsted guidelines for the supervision and safeguarding of children.
The Children Act 1989 and 2004: Safeguards children’s welfare, placing a duty on childcare providers to act when there are concerns.
Local safeguarding guidelines provided by Hammersmith and Fulham Child Services, which include protocols for managing incidents involving missing children.

3. Scope of the Policy

This policy applies to:

All staff and volunteers at The Little Holiday Camp who have a duty of care for children aged 4-11.
Parents and guardians who need to be informed of procedures should a child go missing.
All children attending camp activities, whether on-site or during off-site excursions.

4. Prevention Measures

The following proactive steps are in place to minimize the risk of a child going missing:

Supervision Ratios: We ensure that staff-to-child ratios are maintained according to Ofsted guidelines. For children aged 4-7, the ratio is higher to ensure close supervision.
Regular Headcounts: Staff are trained to carry out regular headcounts, particularly during transitions between activities or when moving between indoor and outdoor spaces.
Clear Boundaries: Children are informed of physical boundaries within the camp, including areas that are off-limits.
Identification: All children are provided with camp wristbands or identification tags during trips off-site, containing the camp’s contact details.
Secure Premises: The camp premises are secure, with monitored entry and exit points to ensure that children cannot leave unsupervised.

5. Immediate Action if a Child is Missing

If a child is noticed to be missing from the group, the following steps will be taken immediately:

5.1. Alert and Initial Search

Staff Alert: The staff member who identifies that a child is missing must immediately inform the Camp Director or senior member of staff. All other activities will be paused to focus on finding the child.
Initial Search: All available staff will conduct a quick but thorough search of the immediate area, checking any places the child may have wandered to, such as playgrounds, toilets, or nearby rooms.

5.2. Securing the Group

Staff not involved in the search will ensure that the other children are supervised and remain in a safe, controlled environment, preventing panic and maintaining calm.

5.3. On-Site Search Protocol

If the child is not found during the initial search (within 5-10 minutes), the following steps will be taken:

Premises Sweep: All areas of the camp premises will be checked, including outdoor areas, exits, and any hidden spaces.
Contact Points: Security or reception staff (if applicable) will be notified, and exit points will be monitored closely.
Notification of Senior Staff: The Camp Director or senior staff member will be kept informed at all stages of the search.

5.4. Off-Site Search Protocol

If the child is missing during an off-site excursion:

A designated member of staff will remain with the group, ensuring the other children’s safety.
Staff will follow the same initial search procedures and notify venue security or staff at the location (e.g., museum, park).
Transport options, such as buses or coaches, will be checked immediately if applicable.

6. Escalation Procedures

6.1. Notifying the Police

If the child has not been located within 10 minutes, or if the situation escalates due to the location or circumstances, the following steps will be taken:

Contact the Police: The Camp Director or designated senior staff member will immediately call the police (using 999). The following information will be provided:
- Description of the child, including age, clothing, and distinguishing features.
- Time and location where the child was last seen.
- Any known medical conditions or special needs that may be relevant.
Incident Log: A detailed log of events and actions taken will be recorded, including timings and staff involved in the search.

6.2. Notifying Parents or Guardians

Once the police have been notified, parents or guardians will be contacted:

The Camp Director will call the parents to inform them of the situation, providing reassurance and clear information about the actions being taken.
If the parents are unable to be reached, emergency contact details (provided in the child’s registration form) will be used.

6.3. Involvement of Hammersmith and Fulham Child Services

If the child is subject to a Child Protection Plan, or if there are any safeguarding concerns, Hammersmith and Fulham Child Services will be informed as part of the emergency protocol.

7. Once the Child is Found

Once the missing child is located:

Reassurance: The child will be comforted and reassured by staff.
Health and Safety Check: Staff will ensure that the child is unharmed and in good health. If necessary, first aid will be administered, and the child may be taken to a healthcare provider for further checks.
Debrief: The Camp Director will speak with the child to understand how the incident occurred and review what can be done to prevent a recurrence.
Parental Update: Parents will be informed immediately that the child has been found, and a full explanation of the event will be provided.

8. Recording and Reviewing the Incident

8.1. Incident Report

An Incident Report will be completed, detailing:

The date, time, and location of the incident.
Actions taken by staff to locate the child.
How the child was found and the condition in which they were found.
Any follow-up actions, including safeguarding referrals (if applicable).

8.2. Review Meeting

A formal review will take place to assess the incident and identify any changes required in the camp’s policies or procedures to prevent future occurrences.
Parents and guardians will be invited to provide feedback on how the situation was handled.

9. Preventative Measures and Policy Review

After any missing child incident, the camp will:

Conduct a full review of safety procedures, including supervision ratios, communication protocols, and boundary-setting with children.
Train staff in updated practices to minimize the risk of future incidents.

This Missing Child Policy will be reviewed annually, or after any missing child incident, to ensure that it remains fit for purpose and compliant with Ofsted and Hammersmith and Fulham Child Services guidelines.

10. Roles and Responsibilities

10.1. Camp Director

Ensure all staff are trained on the Missing Child Policy.
Coordinate the search and communication process if a child goes missing.
Liaise with external authorities (police, Hammersmith and Fulham Child Services, and parents).

10.2. Staff Members

Supervise children carefully and maintain regular headcounts.
Act quickly and efficiently if a child goes missing, following the outlined procedures.

10.3. Parents

Ensure that emergency contact information is up to date.
Discuss camp boundaries and safety measures with their child before camp attendance.

11. References

Ofsted: Guidance on safeguarding and missing child procedures in registered childcare settings, available on the Ofsted website.
Hammersmith and Fulham Child Services: Local safeguarding resources and missing child protocols via the Hammersmith and Fulham Council website.
The Children Act 1989: Provides legal safeguarding obligations for children in the UK.

Whistleblowing Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we are committed to maintaining the highest standards of conduct and safeguarding for children aged 4-11 years. This Whistleblowing Policy aims to provide clear procedures for staff, volunteers, and parents to report any concerns regarding inappropriate behaviour or misconduct within the camp environment. This policy is designed to align with Ofsted standards and relevant guidelines from Hammersmith and Fulham Child Services to protect children and ensure a culture of transparency and accountability.

1. Purpose of the Policy

The purpose of this policy is to:

Encourage a culture of openness and accountability.
Provide a clear process for staff and stakeholders to report concerns regarding misconduct, safeguarding breaches, or any behaviour that undermines the safety and well-being of children.
Protect whistleblowers from retaliation or victimization.

2. Legal Framework

This policy is informed by the following legislation and guidance:

Public Interest Disclosure Act 1998: Protects individuals who disclose information about wrongdoing.
The Children Act 1989 and 2004: Provides a legal framework for safeguarding children.
Ofsted guidelines on safeguarding and the reporting of concerns in childcare settings.
Local safeguarding protocols from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All staff members, including permanent, temporary, and volunteers at The Little Holiday Camp.
Parents and guardians who may wish to raise concerns regarding the camp or its staff.
External stakeholders, including contractors or visitors to the camp.

4. What Constitutes Whistleblowing?

Whistleblowing refers to the reporting of any concern regarding:

Safeguarding Violations: Any suspected abuse or neglect of a child.
Misconduct: Unethical behaviour by staff or volunteers that may harm children or compromise their welfare.
Health and Safety Risks: Unsafe practices that may endanger children, staff, or visitors.
Fraud or Corruption: Any illegal activities or dishonest practices within the camp setting.

5. Reporting Concerns

5.1. Internal Reporting Procedure

Immediate Action: Staff should report concerns directly to the Camp Director or a designated safeguarding lead (DSL) as soon as possible. If the concern involves the Camp Director, staff should report to the Deputy Director or an external authority.
Written Report: Concerns should be documented in writing, detailing:
- The nature of the concern.
- The names of individuals involved (if known).
- Any witnesses or evidence.
- Dates and times of incidents.
Confidentiality: The confidentiality of the whistleblower will be maintained as much as possible. However, there may be instances where disclosure is necessary for investigations.

5.2. External Reporting Procedures

If the concern is not resolved satisfactorily through internal procedures or involves serious misconduct, whistleblowers may contact:

Ofsted: To report concerns directly regarding safeguarding or regulatory breaches.
Hammersmith and Fulham Child Services: To report serious safeguarding concerns that require immediate attention.

6. Responsibilities of the Camp Director

The Camp Director is responsible for:

Ensuring that all staff are aware of the Whistleblowing Policy and procedures.
Conducting investigations into reported concerns promptly and thoroughly.
Maintaining the confidentiality of the whistleblower and protecting them from retaliation.
Reporting to external authorities when necessary, in compliance with statutory obligations.

7. Protection of Whistleblowers

The Little Holiday Camp is committed to protecting whistleblowers. No employee will suffer detriment or retaliation for reporting concerns in good faith. Any form of bullying, harassment, or victimization will be treated as a serious disciplinary offense.

8. Investigating Concerns

8.1. Investigation Process

All reported concerns will be investigated promptly and sensitively.
An investigation team, led by the Camp Director or DSL, will be formed to look into the allegations.
The whistleblower will be kept informed about the progress and outcomes of the investigation where appropriate.

8.2. Outcome of Investigations

Following the investigation, appropriate actions will be taken based on findings, which may include disciplinary measures, further training, or changes in practice.

9. Record Keeping

All concerns reported under this policy will be documented, including:

Nature of the concern.
Investigative actions taken.
Outcomes and resolutions.
Any recommendations for future improvements to safeguarding practices.

10. Policy Review

This Whistleblowing Policy will be reviewed annually, or after significant incidents, to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines. Staff will be consulted during the review process to enhance the policy's effectiveness.

11. References

Ofsted: Guidance on safeguarding children in early years settings, available at the Ofsted website.
Hammersmith and Fulham Child Services: Local safeguarding resources and guidelines available through the Hammersmith and Fulham Council website.
Public Interest Disclosure Act 1998: Legislation providing protection for whistleblowers.

Staff Code of Conduct Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we are dedicated to providing a safe and supportive environment for children aged 4-11 years. Our Staff Code of Conduct Policy outlines the expectations and responsibilities of all staff members and volunteers to ensure the highest standards of professionalism, integrity, and safeguarding. This policy aligns with Ofsted standards and reflects best practices recommended by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Establish a clear framework for professional behaviour and ethical standards.
Promote a positive environment that prioritises the safety and well-being of children.
Ensure compliance with legal obligations and regulatory standards.

2. Legal Framework

This policy is informed by the following legislation and guidance:

The Children Act 1989 and 2004: Establishes the welfare of the child as paramount.
Ofsted guidelines on staff conduct and safeguarding practices.
Safeguarding Vulnerable Groups Act 2006: Ensures that individuals working with children are vetted and suitable.
Local safeguarding protocols from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All staff members, including permanent, temporary, and volunteer positions at The Little Holiday Camp.
Any external staff, contractors, or visitors engaged in activities with children.

4. Professional Conduct and Responsibilities

4.1. General Conduct

Respect and Dignity: Staff must treat all children, parents, colleagues, and visitors with respect and dignity, fostering an inclusive environment.
Confidentiality: Staff must maintain confidentiality regarding children’s personal information and family circumstances, disclosing information only when necessary for safeguarding or legal obligations.
Positive Role Models: Staff should set a positive example for children by demonstrating appropriate behaviour, language, and attitudes.

4.2. Safeguarding Responsibilities

Child Protection: Staff must adhere to safeguarding policies and procedures, reporting any concerns about a child’s welfare to the designated safeguarding lead (DSL).
Supervision: Staff must maintain appropriate supervision ratios and ensure children are safe at all times.

5. Relationships with Children

5.1. Professional Boundaries

Maintain Professional Relationships: Staff must establish and maintain professional boundaries with children, avoiding any behaviour that could be perceived as favouritism or inappropriate.
No Physical Contact: Physical contact should be avoided unless necessary for the child’s safety or well-being. If physical contact occurs (e.g., for comfort), staff should ensure it is appropriate and minimally invasive.

5.2. Communication with Children

Appropriate Language: Staff must use age-appropriate language and communication methods when interacting with children.
Encouragement and Support: Staff should encourage and support children’s development through positive reinforcement and constructive feedback.

6. Conduct with Colleagues and Parents

6.1. Teamwork and Collaboration

Professionalism: Staff must work collaboratively with colleagues, sharing responsibilities and supporting one another in fulfilling the camp's mission.
Conflict Resolution: Staff are encouraged to resolve conflicts amicably and professionally, seeking guidance from management when necessary.

6.2. Communication with Parents

Open and Honest Communication: Staff must communicate effectively with parents, providing updates on their child’s progress and addressing any concerns raised by parents promptly.
Professional Boundaries: Staff should maintain professional relationships with parents, avoiding personal friendships or social media connections that could blur boundaries.

7. Use of Technology and Social Media

Professional Use of Technology: Staff should use technology responsibly, ensuring that it is used for camp-related purposes only. Personal use of devices during work hours should be minimised.
Social Media Guidelines: Staff should refrain from sharing any information or images of children on personal social media accounts without parental consent. Staff must not engage with parents or children through personal social media platforms.

8. Reporting Misconduct

8.1. Duty to Report

Staff have a duty to report any concerns regarding the behaviour of colleagues, including allegations of misconduct or breaches of this code of conduct. Reports should be made to the Camp Director or the designated safeguarding lead (DSL).

8.2. Whistleblowing

Staff can report concerns through the Whistleblowing Policy, which protects them from retaliation or victimisation.

9. Disciplinary Action

Any breaches of this Code of Conduct will be taken seriously and may result in disciplinary action, which can include:

Verbal or written warnings.
Suspension from duties.
Termination of employment or volunteering.

10. Training and Development

Staff will receive regular training on safeguarding, child protection, and professional conduct to ensure they are equipped to fulfil their roles effectively.

11. Policy Review

This Staff Code of Conduct Policy will be reviewed annually or following significant incidents to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines. Staff input will be sought during the review process.

12. References

Ofsted: Guidance on safeguarding and conduct in early years settings, available on the Ofsted website.
Hammersmith and Fulham Child Services: Local safeguarding resources and professional conduct guidelines through the Hammersmith and Fulham Council website.
The Children Act 1989 and 2004: Establishes legal requirements for safeguarding children.

Visitors Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we prioritise the safety and well-being of the children in our care. Our Visitors Policy sets out clear guidelines for the management of visitors to ensure a secure environment while promoting positive engagement with parents, community members, and external partners. This policy aligns with Ofsted standards and the safeguarding guidelines provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Ensure the safety and security of children at all times.
Outline the procedures for managing visitors to the holiday camp.
Provide clarity on the expectations and responsibilities of visitors while on the premises.

2. Legal Framework

This policy is guided by the following legislation and guidance:

The Children Act 1989 and 2004: Establishing the welfare of the child as paramount.
Ofsted guidelines on safeguarding and child protection in early years settings.
Safeguarding Vulnerable Groups Act 2006: Ensuring that individuals who work with children are suitable and vetted.
Local safeguarding protocols from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All visitors, including parents, guardians, external professionals, contractors, and volunteers visiting The Little Holiday Camp.
Staff members responsible for overseeing visitor interactions.

4. Types of Visitors

4.1. Approved Visitors

Parents and guardians of enrolled children.
Professionals working in partnership with the camp (e.g., social workers, educational psychologists).
Approved contractors performing necessary maintenance or safety checks.
Volunteers who have completed the necessary vetting processes.

4.2. Unapproved Visitors

Individuals who do not have a valid reason for being on the premises.
Uninvited guests or individuals without prior arrangements.

5. Visitor Procedures

5.1. Prior Arrangements

All visits should be arranged in advance whenever possible. Visitors must contact the Camp Director or designated staff to schedule their visit.
Information about the purpose of the visit should be provided to ensure appropriateness.

5.2. Arrival Procedures

Sign-In: Upon arrival, all visitors must sign in at the designated reception area, providing their name, the purpose of their visit, and the name of the child they are visiting (if applicable).
Identification: Visitors must present a valid form of identification (e.g., a driver’s license or employee ID) upon arrival.
Visitor Badge: Visitors will be issued a visitor badge that must be worn at all times during their stay at the camp.

5.3. Supervision of Visitors

Visitors will be escorted by a member of staff while on the premises. They must not be left alone with children at any time unless they are authorized personnel.

5.4. Departure Procedures

Upon leaving, visitors must sign out at the reception area and return their visitor badge.

6. Health and Safety Considerations

Visitors are expected to adhere to all health and safety guidelines in place at The Little Holiday Camp, including emergency procedures.
Visitors should inform staff of any allergies, health conditions, or specific needs that may affect their visit.

7. Handling Concerns or Complaints

If any concerns arise regarding the conduct of a visitor, staff should:

Address the concern directly if appropriate and safe to do so.
Report the concern to the Camp Director or DSL immediately.
Document the incident and follow the camp's complaints policy if necessary.

8. Confidentiality and Privacy

Visitors must respect the confidentiality of children and staff during their visit. Any discussions or observations should remain private and not be shared outside the camp.

9. Policy Review

This Visitors Policy will be reviewed annually or following significant incidents to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines. Staff input will be sought during the review process.

10. References

Ofsted: Guidance on safeguarding and visitor management in early years settings, available on the Ofsted website.
Hammersmith and Fulham Child Services: Local safeguarding resources and visitor management guidelines through the Hammersmith and Fulham Council website.
The Children Act 1989 and 2004: Establishing legal requirements for safeguarding children.

Fire Safety Policy for The Little Holiday Camp (Ages 4-11)

Introduction

The safety of children and staff at The Little Holiday Camp is our top priority. This Fire Safety Policy outlines the procedures and responsibilities for preventing fire hazards and ensuring the safety of all individuals on the premises in the event of a fire. This policy is in line with Ofsted requirements and the guidelines provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Ensure the safety and well-being of children and staff in the event of a fire.
Establish clear procedures for fire prevention, detection, and evacuation.
Comply with legal requirements regarding fire safety.

2. Legal Framework

This policy is informed by the following legislation and guidance:

The Regulatory Reform (Fire Safety) Order 2005: Establishes the responsibilities of the premises owner or operator in ensuring fire safety.
Ofsted guidelines on health and safety in early years settings.
Local fire safety guidance from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All staff members, volunteers, and contractors at The Little Holiday Camp.
All children attending the camp and their parents or guardians.

4. Fire Prevention Measures

4.1. Risk Assessment

Regular fire risk assessments will be conducted to identify potential hazards and implement appropriate measures to mitigate risks.
The fire risk assessment will be reviewed annually or after any significant changes to the premises or activities.

4.2. Maintenance of Equipment

Fire safety equipment, including smoke alarms, fire extinguishers, and emergency lighting, will be regularly tested and maintained in accordance with legal requirements.
Fire exits will be clearly marked, unobstructed, and easily accessible.

4.3. Staff Training

All staff members will receive training on fire safety procedures, including how to use fire safety equipment and conduct fire drills.
Staff will be trained in the specific needs of children with disabilities or special educational needs during emergencies.

5. Fire Evacuation Procedures

5.1. Fire Alarm System

The premises will be equipped with a reliable fire alarm system. All staff will be trained to recognize the alarm signals.
Staff must respond immediately to any fire alarm activation, ensuring the safety of children and themselves.

5.2. Evacuation Plan

A clear evacuation plan will be displayed in all areas of the premises. The plan will include:
- Designated assembly points.
- Roles and responsibilities for staff during an evacuation.
- Specific procedures for children with disabilities or special needs.
Staff will practice evacuation procedures with children regularly, ensuring that everyone is familiar with the routes and assembly points.

5.3. During an Evacuation

Immediate Response: Upon hearing the fire alarm, staff will ensure all children stop their activities and line up calmly.
Headcount: Staff will conduct a headcount to ensure all children are accounted for.
Leave the Premises: Staff will lead children to the nearest fire exit and proceed to the designated assembly point.
Stay Together: Staff must keep children together during the evacuation to prevent confusion or separation.

5.4. Post-Evacuation

Once at the assembly point, staff will conduct a roll call to ensure all children and staff are present.
No one should re-enter the building until it has been declared safe by the fire department or emergency services.

6. Reporting and Review

6.1. Incident Reporting

Any incidents related to fire safety, including alarms, near misses, or actual fires, must be reported to the Camp Director immediately.
An investigation will be conducted for any incidents to identify lessons learned and improve procedures.

6.2. Policy Review

This Fire Safety Policy will be reviewed annually or following significant incidents to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines.

7. References

Ofsted: Guidance on health and safety in early years settings, available on the Ofsted website.
The Regulatory Reform (Fire Safety) Order 2005: Establishes legal requirements for fire safety in non-domestic premises.
Hammersmith and Fulham Child Services: Local fire safety resources and guidance through the Hammersmith and Fulham Council website.

Confidentiality Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we are committed to safeguarding the privacy of all children, parents, and staff. This Confidentiality Policy outlines the measures we take to protect personal information and ensure that sensitive data is handled in accordance with legal and regulatory requirements. This policy aligns with Ofsted standards and the guidelines provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Protect the confidentiality of children and families associated with The Little Holiday Camp.
Ensure compliance with data protection legislation.
Provide guidance for staff on handling personal information.

2. Legal Framework

This policy is guided by the following legislation and guidance:

General Data Protection Regulation (GDPR): Regulates the processing of personal data within the UK.
Data Protection Act 2018: Provides additional legal framework for data protection in the UK.
The Children Act 1989 and 2004: Emphasises the importance of confidentiality in child welfare.
Local safeguarding protocols from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All staff members, volunteers, and contractors at The Little Holiday Camp.
All children attending the camp and their parents or guardians.

4. Confidential Information

Confidential information includes but is not limited to:

Personal details of children (name, age, address, health information).
Family information (parental details, emergency contacts).
Sensitive information related to individual children’s needs or circumstances.
Any information shared by parents or guardians regarding their children or family situation.

5. Responsibilities

5.1. Staff Responsibilities

All staff members must adhere to this policy and understand their role in maintaining confidentiality.
Staff should only collect information that is necessary for the operation of the camp and for the care and welfare of children.
Information should only be shared with those who need to know (e.g., relevant staff members, health professionals) and in accordance with consent from parents or guardians.

5.2. Management Responsibilities

The Camp Director is responsible for ensuring that all staff receive training on confidentiality and data protection.
Regular audits will be conducted to ensure compliance with this policy and data protection regulations.

6. Information Sharing

6.1. Consent

Personal information should not be shared without explicit consent from the parents or guardians unless there is a legal obligation to do so (e.g., safeguarding concerns).
Parents will be informed about how their information will be used and who it may be shared with at the time of registration.

6.2. Confidential Meetings

Meetings with parents regarding individual children will be held in private settings to ensure confidentiality.

6.3. Anonymity

When discussing children’s information in training or meetings, names and identifying details will be omitted to maintain confidentiality.

7. Data Storage and Security

7.1. Physical Records

Any physical records containing confidential information will be stored securely in locked cabinets accessible only to authorised staff members.

7.2. Electronic Records

Electronic records will be stored securely on password-protected systems. Access will be limited to authorized personnel only.

7.3. Data Retention

Personal information will be retained only as long as necessary for the purpose it was collected. Once no longer needed, data will be securely disposed of.

8. Breach of Confidentiality

Any breach of confidentiality must be reported to the Camp Director immediately.
A thorough investigation will be conducted to understand the breach and implement measures to prevent recurrence.
Staff who breach confidentiality may face disciplinary action.

9. Policy Review

This Confidentiality Policy will be reviewed annually or following significant changes to legislation to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines. Staff input will be sought during the review process.

10. References

Ofsted: Guidance on confidentiality and data protection in early years settings, available on the Ofsted website.
General Data Protection Regulation (GDPR): Overview of data protection rights and responsibilities available through the UK Information Commissioner's Office.
Hammersmith and Fulham Child Services: Local safeguarding resources and guidance through the Hammersmith and Fulham Council website.

Transition Policy for The Little Holiday Camp (Ages 4-11)

Introduction

The transition process for children moving into and out of The Little Holiday Camp is essential for ensuring a smooth experience for both children and their families. This Transition Policy outlines the procedures and practices we implement to support children during these periods of change. This policy aligns with Ofsted standards and the guidelines provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Ensure that all transitions, whether starting at the camp, moving between groups, or preparing to leave, are smooth and supportive.
Provide guidance to staff, children, and parents regarding the transition process.
Promote children's emotional well-being and sense of security during transitions.

2. Legal Framework

This policy is guided by the following legislation and guidance:

The Children Act 1989 and 2004: Emphasizes the importance of children’s welfare and supports smooth transitions between settings.
Early Years Foundation Stage (EYFS) Framework: Sets out the requirements for supporting transitions in early years settings.
Local safeguarding protocols from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All staff members, volunteers, and contractors at The Little Holiday Camp.
All children attending the camp and their parents or guardians.

4. Transitioning into the Holiday Camp

4.1. Pre-Camp Preparation

Information packs will be provided to parents or guardians upon registration, detailing what to expect at the camp.
An introductory meeting or open day will be offered to new families to familiarise them with the camp environment, staff, and procedures.

4.2. Home Visits (If Applicable)

For children with additional needs or those who may benefit from extra support, staff may conduct home visits to build relationships and understand the child's individual needs.

4.3. Gradual Integration

New children will have opportunities to visit the camp before starting, allowing them to become familiar with the environment and staff.
Staff will support children in settling into their new surroundings and encourage friendships among peers.

5. Transitioning Between Groups or Activities

5.1. Age-Appropriate Groupings

Children will be grouped based on their age and developmental stage, with careful consideration of their individual needs and preferences.

5.2. Regular Communication

Staff will regularly communicate with parents about any changes in group placements or activities, ensuring they are informed and comfortable with the transitions.

5.3. Support During Changes

Staff will provide additional support and reassurance during transitions between activities or groups to minimize anxiety and promote a sense of security.

6. Transitioning Out of the Holiday Camp

6.1. Preparing for Transition

Staff will prepare children for leaving the camp by discussing the upcoming changes, including moving to a new activity or school.
Information sessions will be held for parents to discuss what to expect during this transition period.

6.2. End-of-Camp Celebrations

End-of-camp celebrations or events will be organized to provide children with a positive closure to their time at the camp and to celebrate their achievements.

6.3. Supporting Future Transitions

Staff will work with parents to provide information and resources regarding future educational settings or activities, ensuring a continuity of care and support.

7. Staff Training and Responsibilities

All staff will receive training on supporting transitions, including understanding the emotional and developmental needs of children.
Designated staff members will be responsible for overseeing the transition processes and providing additional support to children and families as needed.

8. Policy Review

This Transition Policy will be reviewed annually or following significant changes to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines. Staff input and feedback from parents will be sought during the review process.

9. References

Ofsted: Guidance on supporting transitions in early years settings, available on the Ofsted website.
Early Years Foundation Stage (EYFS) Framework: Guidelines for supporting children’s development and transitions.
The Children Act 1989 and 2004: Legislation emphasising children's welfare and support during transitions.
Hammersmith and Fulham Child Services: Local resources and guidance through the Hammersmith and Fulham Council website.

Outdoor Play and Activities Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we believe that outdoor play and activities are essential for the holistic development of children aged 4-11 years. This Outdoor Play and Activities Policy outlines our commitment to providing a safe, engaging, and stimulating outdoor environment that supports children's physical, social, and emotional development. This policy is in alignment with Ofsted standards and follows the guidelines set by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Promote the importance of outdoor play and physical activity in children’s development.
Ensure safety and well-being during outdoor play and activities.
Provide guidance for staff regarding the planning, implementation, and evaluation of outdoor activities.

2. Legal Framework

This policy is guided by the following legislation and guidance:

The Children Act 1989 and 2004: Highlights the importance of outdoor activities for children’s health and well-being.
Early Years Foundation Stage (EYFS) Framework: Emphasises outdoor play as a key area of learning and development.
Health and Safety at Work Act 1974: Ensures that all activities are conducted safely.
Local safeguarding protocols from Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All staff members, volunteers, and contractors at The Little Holiday Camp.
All children attending the camp and their parents or guardians.

4. Outdoor Play and Activities

4.1. Importance of Outdoor Play

Outdoor play supports physical development, encourages social interactions, and promotes creativity and problem-solving skills.
Engaging with nature and outdoor environments enhances children's cognitive and emotional well-being.

4.2. Outdoor Play Areas

The camp will provide designated outdoor play areas that are safe, accessible, and age-appropriate.
All outdoor play spaces will be regularly inspected for safety, cleanliness, and suitability for children's activities.

5. Safety and Risk Management

5.1. Risk Assessments

Comprehensive risk assessments will be conducted for all outdoor activities and play areas before each session.
Staff will identify potential hazards and implement measures to minimize risks.

5.2. Supervision

Adequate adult-to-child ratios will be maintained to ensure proper supervision during outdoor activities.
Staff will be trained to monitor children's safety and to respond to emergencies effectively.

5.3. Health and Safety Procedures

First aid kits will be readily available outdoors, and staff will be trained in basic first aid and emergency procedures.
Children will be made aware of safety rules and expectations for outdoor play.

6. Planning Outdoor Activities

6.1. Activity Selection

Activities will be designed to be inclusive, engaging, and tailored to the interests and abilities of children.
A variety of activities will be offered, including physical games, nature exploration, creative arts, and team-building exercises.

6.2. Parent Involvement

Parents will be encouraged to participate in outdoor activities and events, fostering a sense of community and support.
Information about planned outdoor activities will be communicated to parents, including any necessary preparations (e.g., appropriate clothing).

7. Monitoring and Evaluation

Staff will regularly evaluate the effectiveness of outdoor play and activities, seeking feedback from children and parents.
Adjustments will be made to activities and practices based on evaluations to enhance the quality of the outdoor experience.

8. Policy Review

This Outdoor Play and Activities Policy will be reviewed annually or following significant changes to ensure its effectiveness and compliance with Ofsted and Hammersmith and Fulham Child Services guidelines. Staff input and feedback from parents will be sought during the review process.

9. References

Ofsted: Guidance on outdoor play and activities in early years settings, available on the Ofsted website.
Early Years Foundation Stage (EYFS) Framework: Guidelines for promoting outdoor play as part of children's learning and development.
The Children Act 1989 and 2004: Legislation emphasising children's welfare and the importance of physical activity.
Hammersmith and Fulham Child Services: Local resources and guidance through the Hammersmith and Fulham Council website.

Exclusion Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we are committed to ensuring a safe, inclusive, and nurturing environment for all children. Our aim is to promote positive behaviour and manage any challenging behaviour constructively. However, in rare instances where behaviour poses a risk to the safety and well-being of other children or staff, exclusion may be necessary. This Exclusion Policy outlines the procedures and circumstances under which a child may be temporarily or permanently excluded from the holiday camp.

This policy is in line with Ofsted regulations and the guidance provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Clearly define the reasons and procedures for excluding a child from the camp.
Ensure that exclusions are handled fairly, consistently, and only as a last resort.
Maintain the safety and well-being of all children and staff.
Promote positive behaviour and provide opportunities for reflection and support where necessary.

2. Legal Framework

This policy is guided by the following legislation and statutory guidance:

The Children Act 1989 and 2004: Outlines the responsibility to safeguard and promote the welfare of children.
Equality Act 2010: Ensures no child is unfairly treated based on their protected characteristics.
Special Educational Needs and Disability (SEND) Code of Practice: Ensures children with additional needs are appropriately supported before exclusion is considered.
Ofsted’s Early Years Foundation Stage (EYFS) Framework: Provides guidance on managing behaviour and supporting children’s development.
Local safeguarding procedures set by Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All children attending The Little Holiday Camp aged 4-11 years.
All staff, volunteers, and contractors working at the camp.
Parents or guardians of children attending the camp.

4. Reasons for Exclusion

Exclusion will only be considered in cases where:

A child's behaviour poses a significant risk to the safety or well-being of other children, staff, or themselves.
The child consistently disrupts the camp environment, preventing other children from participating in activities.
There are repeated breaches of the camp’s behaviour expectations despite prior interventions and support.
The child exhibits aggressive, violent, or abusive behaviour toward other children or staff.
Persistent bullying or harassment of other children.

In all cases, exclusion will be considered only after all reasonable steps to support the child have been exhausted.

5. Procedures for Exclusion

5.1. Investigation and Assessment

Before any exclusion, a thorough investigation into the child’s behaviour will be conducted by senior staff.
The child’s behaviour will be assessed in relation to any underlying issues, such as additional needs or external circumstances affecting their conduct.
Parents or guardians will be contacted, and the situation will be discussed openly and collaboratively to determine appropriate steps.

5.2. Temporary Exclusion

A temporary exclusion may be issued if the behaviour is deemed harmful or severely disruptive but is not recurrent or permanent.
Parents will be notified immediately, and a meeting will be scheduled to discuss the child’s return to camp and any support measures needed.
The length of a temporary exclusion will be proportionate to the incident but will not exceed more than a few camp days.

5.3. Permanent Exclusion

Permanent exclusion will only be considered in extreme cases where behaviour poses a continuing risk and all interventions have failed.
Parents will be informed of the decision in writing and will have the right to appeal (outlined in section 8).
Support will be provided to ensure that the child transitions smoothly to another setting if necessary.

6. Support and Intervention

Before exclusion, the following steps will be taken to address challenging behaviour:

Behaviour Plans: Individual behaviour management plans will be created in collaboration with parents, detailing the steps to support the child and address behavioural issues.
Staff Training: Staff will be trained in de-escalation techniques and how to provide targeted support to children displaying challenging behaviour.
Special Educational Needs Support: If a child has identified or suspected special educational needs, the camp will work closely with parents and Hammersmith and Fulham Child Services to ensure all necessary support is in place.

7. Special Considerations for Children with SEND

Exclusion will not be imposed without considering the impact of any disabilities or special educational needs the child may have.
Reasonable adjustments and additional support will be provided where appropriate.
In the case of children with SEND, exclusion will be considered as a last resort, and the camp will consult with relevant professionals, including Hammersmith and Fulham Child Services, to ensure the child is appropriately supported.

8. Right to Appeal

Parents have the right to appeal any exclusion decision:

Appeals must be submitted in writing to the camp director within 5 working days of the exclusion notice.
An appeals meeting will be scheduled, and the exclusion decision will be reviewed by senior management.
A final decision will be provided in writing within 10 working days.

9. Safeguarding and Welfare

Throughout the exclusion process, the camp will ensure the welfare of the excluded child is safeguarded:

If a child’s behaviour is related to safeguarding concerns, a referral will be made to Hammersmith and Fulham Child Services under local safeguarding protocols.
Excluded children will not be isolated or discriminated against based on their behaviour, background, or circumstances.

10. Monitoring and Review

This Exclusion Policy will be reviewed annually or following significant changes in Ofsted or Hammersmith and Fulham Child Services guidance. Parents, staff, and relevant external agencies will be consulted during the review process to ensure its effectiveness and fairness.

11. References

The Children Act 1989 and 2004: Key legislation regarding the welfare of children.
Equality Act 2010: Prevents discrimination in exclusion decisions.
Special Educational Needs and Disability (SEND) Code of Practice: Guidelines on supporting children with SEND before exclusion.
Ofsted Early Years Foundation Stage (EYFS) Framework: Behaviour management and safeguarding guidelines for childcare providers.
Hammersmith and Fulham Child Services: Local resources and support for children with challenging behaviour or SEND, accessible via the Hammersmith and Fulham Council website.

Admissions Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we are committed to offering an inclusive, accessible, and enriching experience for all children aged 4-11 years. This Admissions Policy outlines the criteria and procedures for registering children into the camp, ensuring fairness, transparency, and compliance with Ofsted guidelines and local safeguarding regulations. We aim to provide a welcoming environment that reflects the diversity of the local community and meets the needs of children and their families.

This policy is in line with Ofsted's Early Years Foundation Stage (EYFS) framework and adheres to guidance provided by Hammersmith and Fulham Child Services.

1. Purpose of the Policy

The purpose of this policy is to:

Clearly define the admissions process for The Little Holiday Camp.
Ensure that all children, regardless of background or ability, have equal access to the camp.
Provide a transparent and consistent approach to admissions.
Support children and families, particularly those with additional needs, to have a positive experience during their time at camp.

2. Legal Framework

This policy is guided by the following legislation and statutory guidance:

The Children Act 1989 and 2004: Requires services to safeguard and promote the welfare of children.
Equality Act 2010: Prohibits discrimination and ensures equal opportunities in admissions.
Special Educational Needs and Disability (SEND) Code of Practice: Ensures that children with additional needs are fully supported in accessing holiday camp services.
Ofsted Early Years Foundation Stage (EYFS) Framework: Sets the standards for learning, development, and care for children from birth to age 5, which extend to out-of-school settings like holiday camps.
Local safeguarding guidance provided by Hammersmith and Fulham Child Services.

3. Scope of the Policy

This policy applies to:

All children aged 4-11 years attending The Little Holiday Camp.
Parents, guardians, and carers applying for a place at the camp.
Camp staff responsible for managing the admissions process.

4. Admissions Criteria

The following criteria will be considered for admission to The Little Holiday Camp:

Age: The camp is open to children aged 4-11 years.
Capacity: Admissions will be based on the availability of spaces, with maximum capacity determined by health and safety regulations, staffing ratios, and the facilities available at the camp.
Equality and Inclusion: We welcome children from all backgrounds, regardless of race, gender, religion, or ability. The camp is committed to providing an inclusive environment for children with special educational needs (SEND) or disabilities.
Siblings: Where possible, priority may be given to siblings of children already attending the camp.
Special Considerations: Priority may be given to children with specific needs, such as those referred by Hammersmith and Fulham Child Services or children in vulnerable circumstances.

5. Application Process

5.1. Registration

Parents/guardians must complete a Registration Form providing essential information about the child, including emergency contacts, medical conditions, dietary requirements, and any special educational needs.
Registration forms must be submitted before the specified deadline to secure a place.
Registration does not guarantee a place, as spaces are allocated based on availability and compliance with admissions criteria.

5.2. Allocation of Places

Once the registration form is submitted, places will be allocated on a first-come, first-served basis, unless priority is given based on the criteria outlined above.
Confirmation of a place will be communicated to parents/guardians in writing or via email.

5.3. Waiting List

If the camp is fully booked, children will be placed on a waiting list.
Parents/guardians will be notified if a place becomes available. Priority on the waiting list will be determined based on the order of registration and any special considerations, such as the needs of children referred by Hammersmith and Fulham Child Services.

6. Special Educational Needs and Disabilities (SEND)

We are committed to making reasonable adjustments to ensure children with SEND can access the holiday camp.
During the application process, parents are encouraged to share any relevant information about their child's needs so that appropriate support can be provided.
Where necessary, we will work closely with Hammersmith and Fulham Child Services, parents, and external professionals to ensure the child receives the appropriate care and resources.
Our staff receive regular training to support children with SEND, and individual care plans will be developed as needed.

7. Fees and Payments

Fees for attending The Little Holiday Camp will be communicated clearly to parents during the registration process.
A deposit or full payment may be required to secure a place.
Payment plans may be available for families requiring financial assistance, and we will work with local authorities such as Hammersmith and Fulham Council to explore funding options for families in need.

8. Withdrawals and Cancellations

If parents/guardians wish to withdraw their child from the camp after a place has been confirmed, they must inform the camp in writing as soon as possible.
Refunds or partial refunds may be provided depending on the camp’s cancellation policy, which will be clearly communicated during the registration process.

9. Appeals Process

If a child is not offered a place at the camp and parents wish to appeal the decision, they may do so in writing to the camp director within 10 working days of the notification.
The appeal will be reviewed by senior management, and a decision will be communicated within 5 working days.

10. Safeguarding and Welfare

The safety and well-being of all children attending the camp are paramount. All admissions are subject to our comprehensive Safeguarding Policy, and staff are trained in child protection procedures.
Information provided during the registration process will be handled in accordance with the Data Protection and Privacy Policy, ensuring confidentiality and compliance with the General Data Protection Regulation (GDPR).

11. Monitoring and Review

This Admissions Policy will be reviewed annually or following significant changes in relevant guidance from Ofsted or Hammersmith and Fulham Child Services. Feedback from parents, children, and staff will be considered as part of the review process to ensure that our admissions practices remain fair and transparent.

12. References

The Children Act 1989 and 2004: Key legislation safeguarding children's welfare.
Equality Act 2010: Legislation ensuring no child is discriminated against during the admissions process.
SEND Code of Practice: Guidance on how children with special educational needs and disabilities should be supported.
Ofsted Early Years Foundation Stage (EYFS) Framework: Standards for care and education in out-of-school settings.
Hammersmith and Fulham Child Services: Local authority support for children and families, which can be accessed through the Hammersmith and Fulham Council website.

Lost Property Policy for The Little Holiday Camp (Ages 4-11)

Introduction

At The Little Holiday Camp, we understand that children can occasionally misplace or lose personal belongings. This Lost Property Policy outlines the procedures and responsibilities for managing lost and found items during the camp. We aim to minimise lost property and ensure that items are returned to their rightful owners efficiently and safely. This policy complies with relevant Ofsted guidelines and aligns with good practice in safeguarding children and their belongings.

Additionally, we aim to work with parents, carers, and relevant local authorities such as Hammersmith and Fulham Child Services to ensure a supportive, transparent system for managing lost property.

1. Purpose of the Policy

The purpose of this policy is to:

Outline the process for handling lost property.
Encourage responsibility among children for their personal belongings.
Ensure effective communication with parents regarding lost and found items.
Establish a clear procedure for unclaimed items.
Support children and families, including those with special educational needs and disabilities (SEND), to ensure personal belongings are appropriately managed.

2. Scope of the Policy

This policy applies to:

All children aged 4-11 attending The Little Holiday Camp.
Camp staff responsible for managing lost property.
Parents, carers, and guardians who send their children to the camp.

3. Responsibilities

3.1. Children’s Responsibilities

Personal Belongings: Children are encouraged to take responsibility for their personal belongings and ensure they are stored safely during the camp day.
Labelling: Parents/guardians are advised to clearly label all items, such as clothing, bags, and lunch boxes, with their child's name to facilitate the return of lost property.

3.2. Staff Responsibilities

Supervision: Camp staff will remind children to look after their belongings, particularly during transitions between activities (e.g., outdoor play, lunchtime, swimming).
Collection and Storage: Any items found unattended or misplaced will be collected and stored in the designated Lost Property Area.
Reporting: Staff are responsible for logging lost items and informing parents when items are found.

3.3. Parental Responsibilities

Labelling: Parents should label their child’s belongings with their name.
Communication: Parents are encouraged to report missing items to staff as soon as possible.

4. Procedures for Managing Lost Property

4.1. Prevention

Labelled Belongings: To reduce the likelihood of lost property, we strongly encourage parents to label all of their child’s belongings with their full name and contact details where appropriate.
Information: At the start of each camp term, parents will be informed of the importance of labelling items and the procedure for lost property. This information will also be included in the camp welcome pack and registration materials.

4.2. Reporting and Logging Lost Property

When an item is found, staff will record the item in the Lost Property Log with details such as the item description, date found, and the location where it was discovered.
Staff will make reasonable efforts to identify the owner of labelled items and return them directly to the child.
Unlabelled items will be placed in the designated Lost Property Area, accessible to parents and children during drop-off and pick-up times.

4.3. Returning Lost Property

Daily Check: Children and parents are encouraged to check the Lost Property Area daily if any items are missing.
Parental Notification: In the event of high-value items such as glasses, watches, or mobile phones being found, parents will be notified directly via email or phone.

4.4. Unclaimed Items

Holding Period: Lost property will be stored for a period of 4 weeks. If items remain unclaimed after this time, they will be:
- Donated to a local charity.
- Disposed of appropriately if the items are unusable (e.g., damaged clothing or perishable food containers).
Notice to Parents: Parents will be reminded via email or newsletter one week before the holding period ends to collect any unclaimed items.

4.5. High-Value or Sentimental Items

In the case of valuable or sentimental items (e.g., jewellery, medical devices), efforts will be made to secure these items in a locked area and notify the parent/guardian immediately.
These items will not be placed in the general lost property area to avoid theft or loss.

4.6. Special Considerations for Children with SEND

Staff will offer extra support to children with special educational needs or disabilities (SEND) in keeping track of their belongings.
Camp staff will communicate closely with parents of children with SEND to ensure that specific measures are in place to reduce the likelihood of lost property and facilitate its return.

5. Communication and Parental Involvement

Parents will be regularly informed about the importance of keeping track of their children’s belongings. This will include:

Parent Pack: Information about lost property procedures will be provided in the initial parent pack when enrolling their child at camp.
Signage: Notices about the Lost Property Area and procedures will be posted at the camp entrance and exit points.
Camp Newsletters: Reminders about labelling and claiming lost items will be included in the camp newsletters.

6. Safeguarding and Security

Lost property will be managed in accordance with the camp’s Safeguarding and Child Protection Policy to ensure that items are safely returned to their rightful owners.
Sensitive or personal information found on lost items (e.g., identification cards) will be handled according to the Data Protection and Privacy Policy, ensuring compliance with the General Data Protection Regulation (GDPR).
Staff are trained to handle lost property in a way that protects children’s dignity and privacy, especially for items of a personal nature.

7. Legal and Regulatory Compliance

This policy is informed by:

The Children Act 1989 and 2004: Safeguarding children’s welfare and promoting their wellbeing.
General Data Protection Regulation (GDPR): Protecting personal information associated with lost property.
Health and Safety at Work Act 1974: Ensuring that camp environments are managed safely and securely, including lost property.
Local authority guidance from Hammersmith and Fulham Child Services.

8. Review of the Policy

This Lost Property Policy will be reviewed annually or in response to any significant changes in regulations or operational practices. Input from staff, parents, and local authorities such as Hammersmith and Fulham Child Services will be considered during the review process to ensure best practices are maintained.

References

Hammersmith and Fulham Child Services: Local authority guidance for safeguarding and children’s welfare.
The Children Act 1989 and 2004: Key legislation governing the protection and wellbeing of children.
General Data Protection Regulation (GDPR): Ensuring the confidentiality and security of personal data, including information found with lost property.

Policies and Procedures

Introduction

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1. Purpose of the Policy

2. Legal Framework

3. Scope of the Policy

4. Reasons for Exclusion

5. Procedures for Exclusion

5.1. Investigation and Assessment

5.2. Temporary Exclusion

5.3. Permanent Exclusion

6. Support and Intervention

7. Special Considerations for Children with SEND

8. Right to Appeal

9. Safeguarding and Welfare

10. Monitoring and Review

11. References