Policies and Procedures
JK Link Clubs Ltd - Mission statement ............................................................................... 2
Play Policy ................................................................................................................................... 2
Safeguarding and promoting children’s welfare ........................................................... 3
Child Protection .................................................................................................................................. 3
Procedures For Allegations Against A Member Of Staff..................................................... 11
Whistleblowing policy ................................................................................................................... 13
Making a Complaint ........................................................................................................................ 15
Confidentiality .................................................................................................................................. 17
Information sharing ....................................................................................................................... 19
Uncollected Children ...................................................................................................................... 21
Missing Child ..................................................................................................................................... 23
Outings & Visits ................................................................................................................................ 25
Collection of Children From School and Register procedures......................................... 26
Arrival and Departure of Visitors and Parents ..................................................................... 28
Collection of Children From Link Club ..................................................................................... 29
Equal Opportunities ....................................................................................................................... 30
Additional Needs.............................................................................................................................. 33
Medication.......................................................................................................................................... 35
Accidents............................................................................................................................................. 39
Incidents ............................................................................................................................................. 40
Asthma Attack Procedure ............................................................................................................. 47
Animal & Pet Policy ......................................................................................................................... 49
Food and Drink ................................................................................................................................. 50
Smoking, Alcohol and Substance Misuse................................................................................. 51
Children’s Behaviour management........................................................................................... 53
Staff’s Behaviour Management ................................................................................................... 54
Bullying ............................................................................................................................................... 55
Suitable People ....................................................................................................................... 57
Suitable persons............................................................................................................................... 58
Staff Recruitment ............................................................................................................................. 58
Staffing ................................................................................................................................................. 60
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Suitable premises, environment & equipment ........................................................... 63
Risk Assessment............................................................................................................................... 66
Health and Safety general standards ........................................................................................ 67
Health and Safety ............................................................................................................................. 70
Safe Lifting .......................................................................................................................................... 72
Fire Drills ............................................................................................................................................ 73
Evacuation procedure .................................................................................................................... 74
Organisation ............................................................................................................................ 76
Link Club Registration & Admissions Policy .......................................................................... 76
Clubs and Fee’s and times for parents and staff ................................................................... 77
Fees and Session Times ................................................................................................................. 77
Cancellation ....................................................................................................................................... 78
Link Club Invoicing and Payments ............................................................................................ 79
Invoicing ............................................................................................................................................. 79
Payments ............................................................................................................................................ 80
Holiday Club & Sports Club .......................................................................................................... 81
Booking and Payment Of Fees For Holiday Club .................................................................. 82
Working in Partnership with Parents and Carers ............................................................... 83
Poisonous plants .................................................................................................................... 85
Common Childhood Diseases ............................................................................................ 86
JK Link Clubs Ltd - Mission statement
JK Link Clubs Ltd has a clear mission statement- to provide high quality childcare
in an environment that is reasonably safe and stimulating. A Place where
learning takes place through play and everyone is treated as an individual.
Play Policy
We are committed to meeting the individual needs of all children. The welfare of
the children is central to our provision of care, learning and play.
All children are respected and valued and we provide experiences to support
their physical, social, emotional and intellectual development in a warm, caring
and secure environment.
Through carefully-planned activities, play opportunities and interactions, staff
promote children’s self esteem and support them in developing skills, knowledge
and understanding as they explore their world. Children are encouraged and
supported in making choices and decisions as active learners. Their progress is
monitored regularly in order to ensure that individual needs are identified and
provided for.
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Safeguarding and promoting children’s welfare
Child Protection
Statement
The welfare, safety and protection of the children in our care are always our first
priority. We recognise that high self-esteem, supportive friends, confidence and
good lines of communication with trusted adults help prevent child abuse. Link
Club will, therefore, maintain an environment in which children feel secure, are
encouraged to talk and are listen to.
We work within Warrington Safeguarding Children’s board guidelines. Our Local
Safeguarding Children Board is known as the Warrington Social Care Team.
Staff will ensure the children know there are adults within the Link Club who they
can approach if they are worried or in difficulty. Most of the knocks, scrapes and
bruises that children suffer as part of their young lives are usually easily
explained - accidents do happen. However, in some cases these and other more
serious injuries are inflicted deliberately.
Types of Abuse
Abuse and neglect are forms of maltreatment – a person may abuse or neglect a
child by inflicting harm, or by failing to act to prevent harm. Children and young
people may be abused in a family or in an institutional or community setting, by
those known to them or, more rarely, by a stranger.
 Physical abuse may involve hitting, shaking, throwing, poisoning, burning or
scalding, drowning, suffocating, or otherwise causing physical harm to a
child. Physical harm may also be caused when a parent or carer
fabricates the symptoms of, or deliberately induces, illness in a child.
 Emotional abuse is the persistent emotional maltreatment of a child such as
to cause severe and persistent adverse effects on the child’s emotional
development. It may involve conveying to children that they are worthless
or unloved, inadequate, or valued only in so far as they meet the needs of
another person. It may feature age or developmentally inappropriate
expectations being imposed on children. These may include interactions
that are beyond the child’s developmental capability, as well as
overprotection and limitation of exploration and learning, or preventing the
child participating in normal social interaction. It may involve seeing or
hearing the ill- treatment of another. It may involve serious bullying,
causing children frequently to feel frightened or in danger, or the
exploitation or corruption of children. Some level of emotional abuse is
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involved in all types of maltreatment of a child, though it may occur alone.
 Sexual abuse involves forcing or enticing a child or young person to take
part in sexual activities, whether or not the child is aware of what is
happening. The activities may involve physical contact and non-contact
activities. These could be: involving children in looking at, or in the
production of, sexual on-line images, watching sexual activities, or
encouraging children to behave in sexually inappropriate ways.
 Neglect is the persistent failure to meet a child’s basic physical and/or
psychological needs, likely to result in the serious impairment of the child’s
health or development. Once a child is born it may involve a parent failing
to:
– Provide adequate food, clothing and shelter (including exclusion from
home or abandonment)
– Protect a child from physical and emotional harm or danger – ensure
adequate supervision (including the use of inadequate care-givers) –
ensure access to appropriate medical care or treatment.
It may also include neglect of, or unresponsiveness to a child’s basic
emotional needs.
Procedure
1
Staff must keep written concerns about children (noting date, event and
action taken) in the confidential safeguarding folder. Ensure that all records
are kept secure and in locked locations. Confidentiality, in line with current
regulations, must be maintained at all times.
Staff’s concerns may be regarding:
 Any significant changes in a child’s behaviour
 Any unexpected bruising or marks
 Any comments children make which give cause for concern
 Any deterioration in a child’s well-being
 Anything in relation to any of the above examples in “Types of Abuse”
2
Discuss your concerns with your manager or designated member of staff.
Without necessarily identifying the child in question, discuss your concerns
with the Warrington Social Care Team in order to gain an understanding of
the child’s needs and circumstances. They may already have concerns about
the child on their database.
3
If your concerns are about a child who is already known to Warrington Social
Care Team, the allocated social worker will be informed of your concerns. In
addition to Warrington Social Care Team, the police and the NSPCC have
powers to intervene in these circumstances.
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4
In general, seek to discuss your concerns with the child, as appropriate to
their age and understanding. Inform their parents and seek their agreement
to making a referral to Warrington Social Care Team unless you consider
such a discussion would place the child at an increased risk of significant
harm. Always follow advice from The Social Care Team.
5
When you make your referral, agree with the recipient of the referral what the
child and parents will be told, by whom and when.
6
If you make your referral by telephone, confirm it in writing within 48 hours.
Warrington Social Care Team should acknowledge your written referral
within one working day of receiving it; so if you have not heard back within 3
working days, contact Warrington Social Care Team again.
7
Once the social care team is involved, you may be called upon to contribute
evidence to the case.
The designated officers for child protection are as follows: Joyce Kernahan: 07889 515 335
Davina Ramsdale: 07813 803 392
If the designated officers are not on the premises at the time, all supervisors will
assume responsibility and pass the information to the designated officer at the
earliest possible time. A full list of Child Protection contact numbers are displayed
in the register/notice board but the main numbers are as follows:
Warrington Social Care Team:
Warrington Police Station:
OFSTED:
01925 444 239
01925 652 222
0300 123 1231
All concerns will be kept confidential following the guidelines in “What to do if a
child is being abused-summery” This booklet is available from our website.
If a child discloses details of abuse, the adult involved should Reassure the child
 Find somewhere quiet and ask the child what happened
 Listen but do not push too hard for information
 Do not make promises-especially not to tell anyone
 Record full details of the disclosure with event, date and action taken
 Such details should be reported to the supervisor immediately who will
contact the designated officer and follow the steps noted above
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Flow Chart 1 - Referral
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Flow Chart 2 – What happens following an initial assessment?
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Flow Chart 3 – Urgent Action to Safeguard Children
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Flow Chart 4 – What happens after the strategy discussion?
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Flow Chart 5 – What happens after the child protection conference,
including the review process?
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Procedures For Allegations Against A Member Of Staff.
Statement
It is intended that the principles contained in this policy will provide a positive
supportive and secure environment in which each child will feel valued and in
which any cases of abuse-either within or beyond Link Club-will be quickly
identified and effectively responded to.
All staff must maintain a high professional standard and always work within our
code of practice.
Planning
It is important for staff to avoid putting themselves in situations that may lead to
allegations being made against them. Such situations may be:




If alone with children
When providing intimate care
When disciplining children
When not pursuing concerns
Whilst dealing with young children there will always be occasions when children
will wet or soil themselves and need their underwear changing. This must be
done with the full agreement of the child, with consideration also being given for
the child’s need for privacy. We share the spare clothing that the schools have
and so any cases where you may need clean clothing for the children, you must
make yourself aware where the clothes are held before an incident arises.
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Procedure
In the event of an allegation being made it should immediately be reported to
Davina Ramsdale who will:
1. Obtain details of the allegation in writing signed and dated by the person
receiving, and/or the person making the allegation. Record any details
about times, dates, locations and names of potential witnesses
2. Refer any such complaint immediately to the Warrington Social Care
Team to investigate. We also report any such alleged incident to OFSTED
and what measures we have taken. We are aware it is an offence not to
do this.
3. We co-operate entirely with any investigation carried out by the
Warrington Social Care Team in conjunction with the police.
4. Where management and Warrington Social Care agree it is appropriate in
the circumstances, the member of staff will be suspended on full pay for
the duration of the investigation. This is not the indication of admission
that the alleged incident has taken place but is to protect the staff as well
as the children and families throughout the process.
Disciplinary Action
Where a member of staff or volunteer is dismissed from the setting because of
misconduct relating to a child, we notify the independent barring board
administrators so that the name may be included on the protection of children
and vulnerable adults barred list.
If an allegation should be made against the owner or manager then the member
of staff should report this directly to the Warrington Social Care Team.
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Whistleblowing policy
Statement
It is important to JK Link Clubs Ltd that any fraud, misconduct or wrongdoing by
employees or people engaged in the organisations business, is reported and
properly dealt with. JK Link Clubs ltd therefore encourages all individuals to raise
any concerns that they may have about the conduct of others in the setting or the
way in which the setting is run.
We recognise that effective and honest communication is essential if malpractice
is to be effectively dealt with and the organisations success ensured.
Whistleblowing relates to all those who work with or within the setting, who may
feel that they need to raise certain issues relating to the organisation, with
someone in confidence.
Whistleblowing is separate from the complaints procedure. If you have a
complaint about your own personal circumstances you should use the normal
grievance procedure. If you have a concern about malpractice within the
organisation then you should use the procedure outlined below.
Planning
All employees and those involved with the setting should be aware of the
importance of preventing and eliminating wrongdoing within the organisation.
You should be watchful for illegal, inappropriate or unethical conduct and report
anything of that nature to that you become aware of.
Any matter you raise under this procedure will be investigated thoroughly,
promptly and confidentially, and the outcome of the investigation will be reported
back to you.
You will not be victimised for raising a matter under this procedure. This means
that your continued employment and opportunities for future promotion or training
will not be prejudiced because you have raised a legitimate concern.
Victimisation of an individual for raising a qualified disclosure will be a disciplinary
offence.
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Procedure
1.
Report any concerns to the Supervisor. If that is not possible, then report
your concerns to the Directors: Davina Ramsdale or Joyce Kernahan
2.
Obtain details of the concern in writing signed and dated by the person
receiving, and/or the person with the concern. Record any details about
times, dates, locations and names of potential witnesses
3.
If misconduct is discovered as a result of any investigation under this
procedure the settings disciplinary procedure will be used, in addition to
any appropriate external measures.
4.
If staff make a maliciously, vexatious or a false allegation then this will he
considered to be a disciplinary offence and disciplinary action will be taken
against the member of staff making the allegation.
An instruction to cover up wrongdoing is itself a disciplinary offence. If you
are told not to raise or pursue any concern, even by a person in authority
such as a manager, you should not agree to remain silent. In this event you
should report the matter to the Directors
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Making a Complaint
Statement
Our setting believes that children and parents are entitled to expect courtesy and
prompt, careful attention to their needs and wishes. We welcome suggestion on
how to improve our setting and will give prompt and serious attention to any
concerns about the running of the setting. We anticipate that most concerns will
be resolved quickly by an informal approach to the appropriate member of staff. If
this does not achieve the desired result, we have a set of procedures for dealing
with concerns. We aim to bring all concerns about the running of our setting to a
satisfactory conclusion.
Procedures
Stage 1
Any parent/staff who has a concern about an aspect of the settings provision
talks over, first of all, his/her concerns with the setting leader.
Most complaints should be resolved amicably and informally at this stage.
Stage 2
If this does not have a satisfactory outcome, or if the problem reoccurs, the
parent/staff members moves to this stage of the procedure by putting the
concern/complaint in writing to the setting leader or the Directors.
All written complaints will be answered within 21 days regardless of current
legislations.
For parents/staff who are not comfortable with making written complaints, there is
a template form for recording complaints, which you can ask for from the settings
leader. The form may be completed with the person in charge and signed by the
complainant.
The setting stores written complaints in the settings complaints file.
When the investigation into the complaint is completed, the setting manager
meets with the parent/staff member to discuss the outcome.
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Stage 3
If the parent/staff member is not satisfied with the outcome of the investigation,
he/she requests a meeting with the manager and Director’s. The Parent/Staff
should have a friend or partner if required and the manager should have the
support of the director(s), present.
An agreed written record of the discussion is made as well as any decision or
action to take as a result. All parties present at the meeting sign the record and
receive a copy.
Stage 4
If at the stage 3 meeting the complainant and setting cannot reach agreement,
an external mediator is invited to help to the settle the complaint. This person
should be acceptable to both parties, listen to both sides and offer advice. A
mediator has no legal power but can help define the problem, review the action
so far and suggest further ways it may be resolved.
The mediator keeps all discussions confidential. S/he can hold separate
meetings with the setting personnel and the complainant if this is decided to be
helpful. The mediator keeps an agreed written record of any meetings that are
held and of any advice s/he gives.
Stage 5
When the mediator has concluded his/her investigations, a final meeting between
all parties involved is held. The purpose of this meeting is to reach a decision on
the action to be taken to deal with the complaint. The mediator’s advice is used
to reach this conclusion. The mediator is present at the meeting if all parties think
this will help a decision to be reached.
A record of this meeting including the decision on the action to be taken is made.
Everyone present at the meeting signs the record and receives a copy. This
signed record signifies that the procedure has concluded.
All records of complaints will be kept in our confidential complaints file-which will
be available to OFSTED.
At any point, the matter may be referred to OFSTED.
OFSTED
Piccadilly Gate
Store Street
Manchester
M1 2WD
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Confidentiality
Statement
It is our intention to respect the privacy of children and their parents & carers,
while ensuring that they access high quality care in our setting. We aim to ensure
all parents and carers can share information in the confidence that it will only be
used to enhance the welfare of their children. There are record keeping systems
in place that meet legal requirements; means of storage and sharing that
information take place within the framework of the Data Protection Act and
Human Rights Act.
Procedure
Parents when applying for a place at Link Club must complete a registration form
for each child. This form will be kept as a record of each child attending the club
and will include such information as required by the Children’s Act and by
OFSTED. This information will be treated in the strictest of confidence.
All records on staff members will be kept secure and in strictest confidence and
only available to those who have the right or the professional need to see this
information.
Some parents sometimes share information about themselves with other parents
as well as staff; the setting cannot be held responsible if information is shared
beyond those parents whom the person has ‘confided’ in.
Staff must be always be aware that personal information on children and their
families is totally confidential and must not be discussed outside of the Link Club
setting.
If parents have any concerns or complaints regarding their children or if staff
need to speak to parents about their children this must be done in privacy and
never in the presents of other parents/Carer’s or children.
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Client Access to Records Procedures
Parents will be given free access to developmental records about their child.
A written request must be made by parents for personal files on their children.
Parents will be allowed access to all written records except in exceptional cases
i.e.

Where data protection laws stipulate it is against the best interest of the
child to do so

When taking into account data protection rules when disclosing records
that refer to third parties
Where requested, comments from parents are incorporated into the children’s
records.
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Information sharing
Statement
We are obliged to share confidential information without authorisation from the
person who provided it or to whom it relates if it is in the public interest. That is
when:
 It is to prevent a crime from being committed or intervene where one may
have been or to prevent harm to an adult or child; or
 Not sharing it could be worse than the outcome of having shared it
The three criteria’s that need to be taken into consideration are:



Where there is evidence that the child is suffering, or is at risk of suffering,
significant harm.
Where there is reasonable cause to believe that a child may be suffering
or risk of suffering significant harm.
To prevent significant harm arising to children and young people or
serious harm to adults, including the prevention, detection and prosecution
of serious crime.
Procedure
1. Parent’s sign consent that they have read all policies and procedures
including ‘information sharing’ and that they understand them. This
signature is on our registration form.
2. Staff must record any concerns and discuss these with the settings
manager and/director. A decision will then be made by all staff involved,
recorded and the reasons for the decision.
3. Staff must seek advice when there are doubts about possible significant
harm to a child or others. Managers contact Warrington Social Care where
they have doubts or are unsure.
4. Information shared should be accurate and up to date, necessary for the
purpose it is being shared for and shared only with those who need to
know and shared securely
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When sharing the information about additional needs we consider:
 Is there a legitimate purpose to share the information?
 Does the information enable the person to be identified?
 Is the information confidential?
 If the information is confidential, do we have consent to share?
 If there is a statutory duty or court order to share information?
 If consent is refused, or there are good reasons not to seek consent, is
there sufficient public interest to share information?
 If the decision is to share, are we sharing the right information in the right
way?
 Have we properly recorded our decision?
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Uncollected Children
Statement
In the event of a child not being collected by an authorised adult at the
end of the session, the setting puts into practice the agreed procedures. These
ensure an experienced practitioner who is known to the child cares for the child
safely.
Planning

On occasions when parents are aware that they will not be at home or in
their usual place of work, they must inform us in writing of how they can be
contacted

On Occasions when parents or the persons normally authorised to collect
the child are not able to collect the child, they provide staff with written
details of the name and telephone number(s) of the person who will be
collecting their child. We agree with parents how to verify the identity of
the person who is collecting their child.

If parents are unable to collect the child as planned, they must inform staff
so that we can begin to take back up measures. We provide parents with
all our contact numbers. Link Club mobiles should be the first point of call
followed by director’s mobiles as a last resort.
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Procedure
Our child protection procedure will be applied in the event that an authorised
adult has not collected a child within one hour after the setting has closed.
At 6pm, if an authorised adult in relation to the collection of the child has made
no contact, staff will contact the emergency number(s) given on the registration
form and make arrangements for the collection of the child.
If staff are able to contact an authorised adult then the child will stay at the
setting in the care of two fully vetted workers until the child is safely collected. We
reserve the right to charge parents an additional fee of £5 for every 5 minutes of
the child being in our care after 6pm.
In the event that an authorised person has made no contact and staff have made
all reasonable attempts to contact the parents/nominated carers by 7pm we will
follow the following steps:
1. Staff contact Warrington Social Care Team and the Police.
2. The child will stay at the setting in the care of two fully vetted workers
until the child is safely collected by either the nominated carer or by a
social worker.
3. Social Care will aim to find the parent or relative, if they are unable to do
so, the child will become looked after by the local authority.
4. Under no circumstances should staff go to look for the parent, nor do they
take the child home with them.
5. A full written report of the incident is recorded in the child’s file.
6. OFSTED will be informed
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Missing Child
Statement
Children’s safety is maintained as the highest priority at all times both on and off
the premises. In the unlikely event of a child going missing, our missing child
procedure is followed.
Procedure
Child goes missing on the premises
1. Staff alert the Manager who will check the register and ensure no other
child has gone missing, the parent has not collected the child and signed
the child out.
2. Alert all staff (and teachers) and search all buildings including outdoor
storage area, cupboards, toilets and grounds. You may take up to 15
minutes before proceeding to the next step.
3. If the child is still not found, notify parents to see if they have collected
them without you knowing, if they have not then you must call the police,
giving a brief description of the child and an approximate time of
disappearance.
4. Immediately after calling the police continue to search. If there is enough
staff on duty to cover care of remaining children in the club, search further
a field on foot and by car. This must continue until the child is found/police
take over.
5. The settings manager reports the incident to the Director(s). The Director
carries out an investigation and may come to the setting immediately.
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Child goes missing on an outing
1. As soon as it is noticed that a child is missing, staff ask the children to
stand with their designated person and carry out a head count to ensure
no other child has gone astray.
2. In an outdoor venue, one member of staff searches the immediate vicinity
but does not search beyond that. The manager contacts the police and
reports the child as missing.
3. In an indoor venue, the staff contacts the venue’s security who will handle
the search and contact the police if not found.
4. The Director(s) are contacted to report the incident
5. The manager contacts the parents/carers, who will make their way to
either the setting or outing venue as agreed with the manager.
6. Staff take the remaining children back to the setting. The manager may be
advised by the police to stay at the venue until they arrive.
The investigation
1. Staff keep calm and do not let the other children become anxious and
worried.
2. The manager carries out a full investigation taking written statements
from all staff in the room or who were on the outing.
3. The Manager and Director speak(s) to the parent/carer.
4. The key person/staff member writes an incident report detailing:

The date and time of the report.

What staff/children were in the group/outing and the name of the
staff member designated responsible for the missing child.

When the child was last seen in the group/outing.

What has taken place in the group/outing since the child went
missing?

The time or estimated time the child went missing.
5. A conclusion is drawn as to how to the breach or security happened.
6. If the investigation warrants a police investigation, all staff co-operate
fully. Warrington Social Care team may be involved if it seems likely
that there is a child protection issue to address.
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Outings & Visits
Statement
Children benefit from being taken out of the setting to go on visits or trips to local
parks or other suitable venues for activities that enhance their learning
experiences.
Procedures
JK Link Clubs will occasionally take children outside of the Link Club settings. In
order for us to do this we must do the following:

Carry out a full risk assessment for each specific outing, this will include
an assessment of required adult: child ratio’s, as the normal ratio may
need to be exceeded according to the nature of the outing.

Written parental consent must be obtained by the parents

Children’s registration documents must be taken on the outing

First aid kit and mobile phone must be taken on the outing

A record must be kept of any transport used to transport the children
including insurance details and a list of named drivers. If staff are using
their own vehicles to transport children they must have adequate
insurance cover.

A qualified first aider must be present on every outing

Named children are assigned to individual staff to ensure each child is
individually supervised, to ensure no child goes astray, and that there is
no un-authorised access to children.
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Collection of Children From School and Register procedures
Statement
Parents aid the Link Club in keeping their children safe by booking sessions on a
regular, weekly bases. These sessions are for the same day, every week of the
term until cancellation notice is given. By doing this, the Link Club is able to
create a register, a collection list of who needs collecting from school each day
and a monthly invoice. Teachers and staff are aware of who is coming each night
and so the collection of the children is easy and consistent. By booking regularly
it also stops staff having to do un-necessary paper work during session times,
meaning more staff are able to supervise the children and subsequently their
care is considered even safer.
Procedure
Staff will receive a register and a weekly list of attendee’s.
A list of children that are due to come to Link Club must be given to the
appropriate class teacher for the month and updated each month.
Link Club staff will collect the children that are under 8 years old and escort them
to the club.
Children over 8 years old will be given the responsibility to escort themselves to
the Link Club Setting.
If for any reason a child is not attending their normal Link Club sessions, staff
must have been informed before the child leaves the school premises.
When doing the register, all children must be signed in! A head count must be
preformed after the register has been taken and checked against the number of
children on the register.
If a child has not arrived into Link Club 5 minutes after school has ended then a
member of staff must go to the class teacher and check:

They were in school today

They have not gone home with anyone else i.e. parent, friend

They are not on the school premises
If child is still not found then contact the parents to check that they have not
made other pick up arrangements, if not then follow the guidelines set out in
‘Missing Child’ section.
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“Extra Sessions”
Statement
Sometimes it is necessary for parents to require Link Club as an emergency.
When this occurs, parents should contact the Link Club mobiles to ask the
manager if there is space on the date that they need the Link Club for their child.
Please note: There are certain circumstances where the setting will be unable to
allow children to use the club due to the number of children already in
attendance. This is due to regulations that we abide by for the safety of the
children.
Procedure
1. Parent enquires about a space for their child on a specific date.
2. A staff member checks the register on that date and lets the parent know if
there is availability on that date.
3. Staff member will write the child directly into the register.
4. Immediately after the register has been updated, staff must write the extra
session along with the date(s) and cost on the ‘extra’s sheet’.
5. Once management has collected the extra’s sheet, the parent will be
invoiced for the session(s) booked.
6. On the day the child is due to attend, a staff member must collect the child
from the school and/or let the teacher know that the child is due to attend
the link club so that they can be directed to the Link Club setting
(depending on age).
Reviewed & Revised September 13
27
Arrival and Departure of Visitors and Parents
Statement
We maintain the highest possible security of our premises to ensure that each
child is safely cared for during their time with us. We take the security of the
children very seriously and aim to keep the Link Club doors locked at all times.
During summer months we may air the Link Club room by hooking the door open
and when this is the case we remain constantly vigilant to ensure children are not
leaving the building and parents/visitors are not entering without us knowing. We
do this by ensuring a member of staff present at either the entrance of the door
or at the exit of the Link Club room (if these are not the same)
Procedures
Children’s personal safety
We ensure that all employed staff have been CRB checked for criminal records
by the enhanced disclosure form, any staff in the process of being checked are
not left unattended with any child(ren)
Adults do not normally supervise children on their own
All children are supervised by an adult at all times
Whenever children are on the premises at least two adults are present
We carry out risk assessments to ensure children are not made venerable within
any part of our premises, nor by any activity or equipment.
Security
Systems are in place for the safe arrival and departure of children
The times of the children’s arrival and departure is recorded
The arrival and departure times of adults – staff, volunteers and visitors – are
recorded
Our systems prevent unauthorised access to our premises
Our systems prevent children from leaving unnoticed
Reviewed & Revised September 13
28
Collection of Children From Link Club
Statement
During the Link Club session, to ensure that the child is collected by the
appropriate, authorised person, we have a collections procedure as a final
measure of safety.
Procedure
Children will not be allowed to leave the building unless accompanied by the
authorised person(s) nominated on the registration form.
If someone other than the nominated person is to collect the child, Link Club staff
must be notified in advance, preferably in writing.
Whoever collects the child will be required to sign the child out, along with the
time of collection, before leaving the premises.
If an un-authorised adult comes to collect a child in our care then staff must
contact the parent and make them aware that we cannot let their child go without
authorisation. This can be given over the phone but must next time be in writing.
Some parents may wish to give us a password that the person they are asking to
pick them up must use in order to collect that child.
Children will not be passed over from Link Club care to any adult authorised or
unauthorised if the supervisor see’s the adult as being unfit. In cases such as this
an emergency contact will be phoned and another carer must come to collect the
child. (See alcohol & substance Misuse)
If the adult in question becomes unreasonable staff must call the police. The
safety of the children is paramount and the supervisor must do as she/he seems
reasonable to maintain safety at all times.
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29
Equal Opportunities
Statement
Our setting is committed to anti-discriminatory practice to promote equality of
opportunity and valuing diversity for all children and families.
JK Link Clubs equal opportunities policy works with the Equalities Act 2010. The
Act protects people (children, staff and parents/carers) from discriminating on the
basis of ‘protected characteristics’. The relevant characteristics for Link Club are:
• disability
• gender reassignment
• pregnancy and maternity
• race – this includes ethnic or national origins, colour and nationality
• religion or belief – this includes lack of belief
• sex, and
• sexual orientation.
Except in the case of pregnancy and maternity, people who are protected do not
actually have to possess the protected characteristic themselves. Protection also
applies, for example, where the person is treated unfairly because they are
wrongly perceived to have a particular characteristic (or are treated as though
they had it) or because they are linked with someone who has the characteristic.
Reviewed & Revised September 13
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Procedures
The Club
All children and adults are treated with equal concern and JK Link Club always
have regard to relevant anti-discriminatory good practice. Childhood is an
important time for developing awareness.
Every member of staff has a responsibility to encourage positive attitudes.
JK Link Club gives equal access to all children aged 3 to 11 years, regardless of
race, culture, religion colour, class and gender.
Equal opportunities must be considered in all activities and resources.
Any inappropriate attitudes and practices will be challenged.
We provide information in a clear, concise language, whether in spoken or
written form
We provide information in as many languages as possible
Places at the Link Club will be filled solely on the need and timing of the parent
and not by the child’s family’s set up, area of residence, gender, race, culture,
class or colour etc.
Employment
Posts are advertised and all applicants are judged against explicit and fair criteria
The applicant who best meets the criteria is offered the post, subject to
references and checks by the Criminal Records Bureau. This ensures fairness in
the selection process.
We monitor our application process to ensure that it is fair and accessible.
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Training
We seek out training opportunities for staff and volunteers to enable them to
develop anti-discriminatory and inclusive practice, which enables all children to
flourish.
We ensure that staff are confident and fully trained in administering medication
relevant medications and performing invasive care procedures when these are
required.
We review our practices to ensure that we are fully implementing our policy for
promoting equality valuing diversity and inclusion.
Food
We work in partnership with parents to ensure that medical, cultural and dietary
needs of children are met
We help children to learn about a range of food, and of cultural approaches to
mealtimes and eating, and to respect the differences among them.
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Additional Needs
Statement
We provide an environment in which all children, including those with additional
need are supported to reach their full potential.
Planning
Wherever possible we aim to offer all children a place, regardless of
ability/needs. We will strive to educate our children to show care and
consideration for those who have needs that are different to their own.
We will consult with parents/Other agencies about the need for any additional
services and equipment for the children in our care.
Any children with additional needs attending Link Club will have access
alongside their peers to the facilities, activities and play opportunities, wherever
reasonable, in order to promote their welfare and development.
We ensure that the provision for children with additional needs is the
responsibility of all members of the setting.
We ensure that our inclusive admissions practice ensures equality of access and
opportunity.
We work closely with parents of children with additional needs to create and
maintain a positive relationship.
Link Club staff will be encouraged to undergo any training available to help them
meet all the children’s additional needs.
Reviewed & Revised September 13
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Procedure
1. Speak to the parents and find out as much as possible. Write down the
information on the child’s medical form and application form. Discuss with
parents how they would like the information to be shared.
2. Seek appropriate medical training from health professional ideally
alongside school staff (if appropriate) so that you can have a joint
approach to the child's care. If you need help with this speak to the
Childcare Inclusion Officer Tel: 01925 443139.
3. Draw up a written health care plan with advice from health care
professional.
4. Obtain written consent from parents to administer medication if needed.
5. Amend policies and procedures to reflect new additions (review with the
whole of your team) don't forget to add in training reviews for present and
any new staff.
6. Complete a detailed risk assessment, inform your insurance company.
Every Child Matters in our Link ClubsWe attempt to provide a framework that can secure the following key outcomes
for every child:
• being healthy
• staying safe
• enjoying and achieving
• making a positive contribution
• achieving economic well-being.
Our Additional Needs Co-coordinators are Davina Ramsdale & Joyce Kernahan.
Reviewed & Revised September 13
34
Medication
Statement
Inevitably, some children will require medication while in the childcare setting.
The process for handling and administering medications must be well structured
and carefully followed in order to ensure that the interests of the children and the
providers are best served. When possible, a child’s parents and physician should
try to minimise the need for medications while in childcare. Medicines ordered
twice a day should normally be given before and after, rather than during,
childcare hours. However, in some cases, administration of medications during
childcare hours is unavoidable and our procedures will be followed.
Procedure and Practices, including responsible person(s): Medication
Consent
JK Link Clubs Ltd Staff Members will administer medication only:
– If the parent or legal guardian has provided written consent (Medication
Consent form);
– The medication is available in an original labeled prescription or
manufacturer’s container that meets the safety check requirements.
Prescription Medication
Parents or legal guardians will provide the medication in the original, childresistant container that is labeled by a pharmacist with the child’s name, the
name and strength of the medication; the date the prescription was filled; the
name of the health care provider who wrote the prescription;
the medication’s expiration date; and administration, storage, and disposal
instructions.
Nonprescription Medication
Parents or legal guardians will provide the medication in the original container.
The medication will be labeled with the child’s first and last names; specific,
legible instructions for administration and storage supplied by the manufacturer;
and the name of the health care provider who recommended the medication for
the child.
Instructions for the dose, time, and how the medication is to be given, and the
number of days the medication will be given will be provided to the child care
staff in writing (by a signed note or a prescription label) by the health care
provider. This requirement applies both to prescription and over-the-counter
medications (Medication Consent form)
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A health care provider may state that a certain medication may be given for a
recurring problem, emergency situation, or chronic condition or prevention.
Example: suncream, acetaminophen, Epi-pen.
The instructions should include
– the child’s name;
– the name of the medication;
– the dose of the medication;
– how often the medication may be given;
– the conditions for use;
– any precautions to follow; and
– potential side effects;
A child may only receive medication with the permission of the child’s parent or
legal guardian.
Medications for chronic conditions such as: Asthma or allergies
For chronic conditions (such as asthma), the parent/legal guardian written
consent must be renewed annually (or earlier if necessary). An individual care
plan must be provided that lists symptoms or conditions under which the
medication will be given.
Emergency supply of medication for chronic illness:
For medications taken at home, we ask for a one-day supply to be kept in our
medication storage in case there is a situation in which children are not able to
return home for an extended time.
Staff Documentation:
1. Staff administering medications to children will be trained in medication
procedure by their peer and a record of training will be kept in staff’s file
(Staff induction record).
2. Staff giving medications to children will document the time, date and
dosage and route of the medication given on the child’s Medication
Consent Form and will sign each time a medication is given.
3. Staff will report and document any observed side effects on the child’s
individual medication form.
4. In a case of medication not being given, staff will provide a written
explanation as to why.
5. Outdated Medication Consent Forms and documentation will be kept in
the medication file.
6. Staff will only administer medication when all conditions listed above are
met.
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Medication consents and documentation is considered confidential and must be
stored out of general view.
Medication Storage:
– Medication will be stored as follows:
– Inaccessible to children,
– locked Separate from staff or household medication
– Protected from sources of contamination
– Away from heat, light and sources of moisture (not in the kitchen or
bathroom) At temperature specified on the label (refrigerated if required)
– So that internal (oral) and external (topical) medications are separated
– Separate from food In a sanitary and orderly manner
Medications no longer being used will promptly be returned to parents/guardians
or discarded.
Medication will not be used beyond the date of expiration on the container or
beyond any expiration of the instructions provided by the health care provider.
Instructions, which state that the medication may be used whenever needed, will
be reviewed by the supervisor at least annually.
Self-Administration by Child
A school-aged child will be allowed to administer his or her own inhaler or Epipen when the above requirements are met AND:
– A written statement from the child's parent/legal guardian is obtained,
indicating the child is capable of self-medication without assistance
– The child's medications and supplies are inaccessible to other children.
– Staff must observe and record documentation of self-administered
medications.
Medication Administration Procedure
Wash hands before preparing medications.
Medication errors will be controlled by checking the following six items each time
medication is given:
– Right Child
– Right Medication
– Right Time
– Right Dosage
– Right Route
– Right Documentation
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Prepare medication on a clean surface away from toileting areas. Do not add
medication to the child’s food.
For liquid medications, use clean medication spoons, syringes, droppers, or
medicine cups that have measurements on them (not table service spoons)
provided by parent/legal guardian.
Wash hands after administering medication.
Observe the child for side effects of medications and document on the child’s
Medication Consent Form.
When a medication error occurs, the NHS Direct and the child’s parents will be
contacted immediately. The incident will be documented in the child’s record at
the Link Club.
If bulk medications (i.e. suncream) are used they will be administered in the
following manner to prevent cross-contamination:
– Only suncream provided by the child’s parent/legal guardian will be
administered
– Children where possible will apply the suncream to themselves with the aid
of a playworker
– Medication must be labeled with the child’s name and instructions followed
for application
Then:
Once the medication has been administered, the medication consent form should
be completed by the playworker who either administered the medication or in
self-administration cases, who supervised the administration of the medication. In
all cases, a second signature from a co-worker who witnessed the medication
being given should be documented.
When the Policy Applies:
This policy applies to children, parents, guardians, staff, and volunteers.
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Accidents
Statement
In our setting staff are able to take action to apply first aid treatment in the event
of an accident involving a child or an adult. At least one member of staff with
current first aid training is on the premises or on an outing at one time. The first
aid qualification includes first aid training for infants and young children. Parents
will be kept informed of any accidents that happen during Link Club/Holiday Club
hours and a record signed.
Procedure

The First Aider in the setting will deal with any accidents or injuries.

The first aid box should be readily accessible and all staff should know
where it is. Stocks are regularly checked and replenished as necessary by
the supervisor.

Where parental permission is required in the case of a medical emergency
staff must check the child’s registration documents where details of such
parental consent will be found.

If a child needs hospital attention, the emergency services,
parent’s/carer’s and management must be called. When the ambulance
arrives a member of the staff should always accompany the child to the
hospital. Staff must take the child’s registration form with them for hospital
staff to reference for allergies and permission to administer treatment

Any accidents should be recorded in the accident file by the person
witnessing the accident and countersigned by the supervisor. Parents
should be asked to sign the accident file when they collect their child.
Parents are asked to sign simply as confirmation that they have been told
of the accident in case the child becomes ill or deteriorates once they
have gone home. In cases of serious accidents/illness’s or death a
RIDDOR form must be completed within 14 days.
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First Aid Kit
Our first aid kit complies with Health and Safety regulations 1981 and contains
the following items:
–
–
–
–
–
–
–
–
–
Triangular bandage – x4
Sterile Dressings:
Small –x3
Medium – x3
Large – x3
Composite pack containing 20 assorted plasters (individual wrapped)
Sterile eye pads (with bandage or attachment)
Container or 6 safety pins
Guidance Card as recommended by HSE 1
In addition to the first aid equipment, each box should be supplied with:
– 2 pairs of disposable plastic (pvc or vinyl)
– 1 plastic disposable apron
– a children forehead strip thermometer
Incidents
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Statement
In conjunction with our child protection policy, we record all incidents whether
they happened during the Link Club session or outside the Link Club session.
Procedure
On the child’s arrival into Link Club, if the child has an existing injury, this must
be recorded in the incident book accurately. This must be signed by the
parent/Carer
Any incidents that happen in Link Club (i.e. Behaviour, Soiling etc.) must be
recorded accurately on the incident form. The parents upon collection must sign
this unless Staff feel this will put children at risk or serious harm or injury.
Incidents that are re-occurring, and/or cause concern about the child’s welfare
must be recorded and the child protection procedure followed.
Sickness/illness/injury
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If any of the conditions below occur during Link Club please follow the action
required below. If in any case you are unsure call NHS Direct, 999 or the parents
for advice. In the event of suspected death call 999 immediately, perform CPR
until an ambulance arrives. Get another member of staff to contact the parents.
SEE RIDDOR section below for information on what and how to report such
incidents/accidents etc.
Condition
Action
Abdominal Pain
(Severe)
Notify parents.
If the child has been injured and has severe or bloody
vomiting and is very pale, call 999.
Do not allow child to eat or drink.
Abrasions
(Scrapes)
Wash abrasion with soap and water.
Allow to dry.
Cover with a sterile dressing.
Assess injury throughout the course of the session.
Asphyxiation
(Suffocation)
Call 999.
If the child is in a closed area filled with toxic fumes,
move the child outside into the fresh air.
Perform CPR if child is not breathing.
Asthma Attack
See Asthma Policy
Bites and Stings
Animal:
Human:
Insect:
Ticks:
Waterlife:
Wash the wound with soap and water.
Notify parents to pick up the child and seek medical
advice. Do not try to capture the animal yourself. Make
note of the description of the animal and any identifying
characteristics (whether dog or cat had a collar, for
example).
Wash the wound with soap and water.
Do not pull out stinger as it may break off; remove the
stinger by scraping it out with a fingernail or credit card,
then apply a cold cloth.
Call 999 if hives, paleness, weakness, nausea, vomiting,
difficult breathing, or collapse occurs.
Notify parents to seek preferences. If parents approve, try
to remove tick with tweezers.
For stingray or catfish stings, submerge affected area in
warm water to deactivate the toxin. For other stings, such
as from jellyfish, rinse with clean water. Call parents to
Reviewed & Revised September 13
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seek medical care.
Bleeding
External:
Internal:
Bruises
Burns and Scalds
No blisters:
With blisters:
Deep, extensive
burns:
Electrical:
For small wounds, apply direct pressure with a gauze pad
for 10-15 minutes. (Use gloves.)
If bleeding continues or is serious, apply a large pressure
dressing and call 999 immediately.
If child has been injured and vomits a large amount of
blood or passes blood through the rectum, call 999.
Otherwise, contact parents to seek medical care.
If a child is a haemophiliac and has injured a joint through
a minor bump or fall, call the parents. The child may need
an injection of blood factor.
Apply cold compresses to fresh bruises for the first 15 to
30 minutes.
Note: A child with bruises in unusual locations should be
evaluated for child abuse.
Place burned extremity in cold water or cover burned area
with cold, wet cloths until pain stops (at least 15 minutes).
Same as for no blisters. Do not break blisters. Call
parents to take child to get medical care.
Call 999.
Do not apply cold water.
Cover child with a clean sheet and then a blanket to keep
the child warm.
If possible, disconnect power by shutting off wall switch.
Do not directly touch child if power is still on. Use wood or
thick dry cloth (nonconducting material) to pull child from
power source.
Call 999.
Start CPR if necessary.
Notify parents.
Note: A child with burns and scalds should be evaluated
for child abuse.
Croup and Epiglottitis
Croup:
Call parents to pick up child and get medical care.
Epiglottitis:
(Similar to croup, but with high fever, severe sore throat,
drooling, and difficulty breathing):
Transport child in upright position to medical care.
Call 911 for ambulance if child has severe breathing
difficulty.
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Dental Injuries
Braces (Broken)
Cheek, Lip,
Tongue (Cut/
Bitten)
Jaw Injury
Tooth (Broken)
Tooth (Knocked
Out)
Tooth (Bleeding
Due to Loss of
Baby Tooth)
Sores (Cold)
Eye Injuries
Remove appliance, if it can be done easily.
If not, cover sharp or protruding portion with cotton balls,
gauze, or chewing gum.
If a wire is stuck in gums, cheek, or tongue, DO NOT
remove it.
Call parent to pick up and take the child to the
orthodontist immediately.
If the appliance is not injuring the child, no immediate
emergency attention is needed.
Apply ice to bruised areas.
If bleeding, apply firm but gentle pressure with a clean
gauze or cloth.
If bleeding continues after 15 minutes, call the parent to
pick up the child and get medical care.
Immobilize jaw by having child bite teeth together.
Wrap a towel, necktie, or handkerchief around child's
head under the chin.
Call parent to pick up and take the child to the emergency
room.
Rinse dirt from the injured area with warm water.
Place cold compresses over the face in the area of the
injury.
Locate and save any tooth fragments.
Call the parent to pick up and take the child and tooth
fragments to the dentist IMMEDIATELY.
Find the tooth. Handle tooth by the smooth, white portion
(crown), not by the root. Rinse the tooth with water, but
DO NOT clean it.
Place tooth in a cup of milk or water.
Call the parent to pick up and take the child and tooth to
the dentist IMMEDIATELY. (Time is critical.)
Fold and pack clean gauze or cloth over bleeding area.
Have child bite on gauze for 15 minutes.
Repeat again. If bleeding persists, call parent to pick up
and take the child to the dentist.
Tell parent and request physician examination if sore
persists for more than a week.
If a chemical is splashed in the eye, immediately flush
eye with tepid water, with the eyelid held open. Then
remove contact lens, if present, and rinse eye with tepid
water for at least 15 minutes.
Do not press on injured eye.
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Gently bandage both eyes shut to reduce eye movement.
Call parent to pick up and take child to get medical care.
Fractures
Arm, Leg,
Hand, Foot,
Fingers, Toes
Neck or Back
Do not move injured part if swollen, broken, or painful.
Call parent to pick up and take child to get medical care.
Do not move child; keep child still.
Call 999 for ambulance.
Frozen to Metal
Do not allow child to pull away from metal.
Blow hot breath onto the stuck area or pour warm (not
hot) water onto the object.
Gently release child.
If bleeding occurs, such as on the tongue, grasp tongue
with folded sterile gauze and apply direct pressure. Call
parents to pick up and take child to get medical care.
Head Injuries
Keep child lying down.
Call parents
Call 999 if the child is:






Complaining of severe or persistent headache
Oozing blood or fluid from ears or nose
twitching or convulsing
unable to move any body part
unconscious or drowsy
vomiting
Nosebleeds
Have child sit up and lean forward.
Loosen tight clothing around neck.
Pinch lower end of nose close to nostrils (not on bony
part of nose).
Poisons
Immediately, BEFORE YOU DO ANYTHING 999
Call parents.
If child needs to go to for medical evaluation, bring
samples of what was ingested. Bring with you all
containers, labels, boxes, and package inserts that came
with the material that the child took in. Look carefully for
extra containers around the immediate area where the
incident occurred. Try to estimate the total amount of
material the child might have taken in, and whether the
material was swallowed, inhaled, injected, or spilled in
the eyes or on the skin. If possible, also bring with you
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the child’s health file, including consent forms and names
and telephone numbers of parents/guardians.
Do not make a child vomit if:



the child is unconscious or sleepy,
the child has swallowed a corrosive product
(acid/drain cleaner/oven cleaner), or
the child has swallowed a petroleum product
(furniture polish/kerosene/gasoline).
If a chemical is spilled on someone, dilute it with water and remove any
contaminated clothing, using gloves if possible. Place all contaminated clothing
and other items in an airtight bag and label the bag. If the chemical has been
splashed in the eye, flush immediately with tepid water and follow instructions
listed above for “Eye Injuries.”
Some poisons have delayed effects, causing moderate or severe illness many
hours or even some days after the child takes the poison. Ask whether the child
will need to be observed afterward and for how long. Make sure the child’s
parents/guardians understand the instructions.
Seizures
Remain calm.
Protect child from injury.
Lie child on his or her side with the head lower than the
hips, or on his or her stomach.
Loosen clothing.
Do not put anything in the child's mouth.
Call 999 if seizure lasts more than 5 minutes or if they are
the result of a head injury.
Notify parents.
RIDDOR
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In cases of death or major injuries, you must notify the enforcing authority without
delay, most easily by reporting online.
Alternatively, you can telephone 0845 300 99 23.
Cases of over-three day injuries must be notified within ten days of the incident
occurring using the appropriate online form.
Cases of disease should be reported as soon as a doctor notifies you that your
employee suffers from a reportable work-related disease using the online form
Report of a case of disease. Go to http://www.hse.gov.uk/riddor/report.htm
Asthma Attack Procedure
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Common signs of an asthma attack are:







Coughing
Shortness of breath
Wheezing
Tightness in the chest
Being unusually quiet
Difficulty speaking in full sentences
Tummy ache (sometimes in younger children)
Procedure

Keep Calm

Encourage the child to sit down in the position they find most comfortable

Assist the child to immediately take 1 puff of Reliever inhaler (usually blue) –
preferably through a spacer

Repeat Reliever treatment as symptoms may make inhaling ineffective

If symptoms improve but do not completely disappear, assist with another
dose of Reliever inhaler (Reliever medicine is very safe) if there is No
Immediate Improvement:
Continue to assist the child to take 1 puff of their Reliever inhaler every minute
for 5 minutes, or until symptoms improve.
Never leave a pupil having an asthma attack
Call 999 Urgently if:






There is no improvement in 5-10 minutes
The child is too breathless / exhausted to speak
The child’s lips are blue
The child says they are having a ‘bad’ attack
The child is frightened by the attack
You are in any doubt about the child
Continue to give the child 1 puff of their Reliever inhaler every minute until the
ambulance or doctor arrives
After a Minor Asthma Attack
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


Minor attacks should not interrupt the involvement of a Child with asthma in
Link Club activities.
When the pupil feels better they can return to Link Club activities.
The parents/carers must always be told if their child has had an asthma
attack.
Important things to remember in an Asthma Attack
 Never leave a Child having an asthma attack
 If the child does not have their inhaler and/or spacer with them, send another
adult or child to their classroom or assigned room to get their spare inhaler
and/or spacer.
 In an emergency situation Link Club staff are required under common law,
duty of care, to act like any reasonably prudent parent.
 Reliever medicine is very safe. During an asthma attack do not worry about a
child overdosing.
 Send another child to get another adult if an ambulance needs to be called.
When calling for an ambulance please state that the child is having an asthma
attack.
 Contact the pupil’s parents or carers immediately after calling the
ambulance/doctor.
 A member of staff should always accompany a child taken to hospital by
ambulance and stay with them until their parent or carer arrives.
 Generally staff should not take pupils to hospital in their own car. However, in
some situations it may be the best course of action.
Animal & Pet Policy
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Statement
Children learn about the natural world, its animals and other living creatures, as
part of their sessions with the Link Club. This may include contact with animals,
or other living creatures, either in the setting or in visits. We aim to ensure that
this is in accordance with sensible hygiene and safety controls.
Procedures
Children are taught correct handling and care of animals or creatures and are
supervised.
Children wash their hands after handling the animal or creature and so not have
contact with animal soil or soiled bedding.
Staff wear gloves when cleaning housing or handling soiled bedding
Children’s allergies and fears are checked before allowing animals/creatures
onto the premises.
Staff must seek medical advice in the event of a scratch or bite
Food and Drink
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Statement
This setting regards snack and meal times as an important part of the settings
day. Eating represents a social time for children and adults and helps children
learn about healthy eating. We use snack time to help children develop
independence through making choices, serving food and drink and feeding
themselves.
Procedure
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Children should be offered snack at the start of the session.
Children and staff should wash their hands before touching any food.
Snack time provides an opportunity for developing social skills, sharing
and encouraging communication.
Staff must monitor the children’s intake of food as this is a snack and
should not replace the child’s dinner.
Children will be guided into preparing their own snack wherever possible.
‘No added sugar’ blackcurrant, orange and water must be available from
start of session to finish.
Before any food, snacks etc. are given to the children staff should be
aware of any special dietary requirements, preferences or food allergies
the child may have. Such details are recorded on the child’s registration
documents. If in any doubt always consult the supervisor in charge.
A 3-week menu will be rotated each term; changes will then be made, with
the preferences of the children who attend the setting, for the next term.
We display menus for the information of parents.
In cases of food Poisoning, OFSTED should be notified within 14 days if
two or more children from Link Club have it.
Smoking, Alcohol and Substance Misuse
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Statement
JK Link Clubs Ltd has a clear legal and moral obligation to ensure, as far as is
practicable, the safety and welfare of its employees, the children in its care and
visitors to the premises. Smoking, Alcohol and substance misuse can lead to
dependency and abuse and consumption of such is forbidden in our workplace.
Procedures
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Individuals must not be under the influence of alcohol or illegal drugs at
any time whilst at work.
Individuals must not bring alcohol or illegal drugs onto the premises.
Individuals must not consume alcohol or use any illegal drug whilst at
work.
Individuals found in possession of any suspicious substance whilst at work
will be reported to the police.
Individuals must only take prescribed and over the counter drugs in
accordance with the label, the patient instruction leaflet and the
pharmacist’s instructions. Employees are responsible for checking the
side effects of any such medication. Where the effects of the medication
may impact on the individual’s ability to undertake their duties safely, they
must inform the supervisor immediately, or in the case of the supervisor,
their immediate manager.
Individuals found or suspected under the influence of alcohol or illegal
drugs whilst at work will be asked to leave the premises immediately and
offered appropriate assistance to ensure they can return home safely. The
supervisor will discourage the individual from driving and has a duty to
report the individual to the police if it becomes necessary to do so.
Employees found to be or suspected of misusing alcohol or drugs in the
workplace will be investigated under the disciplinary procedure
Employees voluntarily self-disclosing that they have a problem with
alcohol or drugs will be treated as an employee with an illness. In these
circumstances, except in cases of misconduct, they would not be subject
to the disciplinary procedure provided that:
They undergo and complete a program of rehabilitation, and
Their subsequent workplace behaviour and performance in satisfactorily
maintained.
JK Link Clubs Ltd will provide confidential support to any employee
seeking help with any alcohol or drug related problem.
Parents/carers
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If, upon collection of a child, the supervisor believes a parent or carer is under
the influence of alcohol or drugs and unable to care for the child responsibly, the
following steps will be taken:
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The supervisor will endeavour to speak with the parent or carer in a sensitive
and confidential manner, away from other parents and carers.
A staff member will telephone an emergency contact for the child and the
child will remain in the care of the pre-school until that contact arrives.
If the staff member is unable to reach an emergency contact, it may become
necessary to seek support from other services, such as the local police or
Warrington Safeguarding Children Board.
In the event that a parent or carer dismisses the advice of the supervisor and
insists on taking the child, with the immediate intention of driving a vehicle,
the setting has a duty of care to report this to the police.
Confidentiality
Confidentiality does not mean secrecy and it may be necessary to share
information when the health and safety of the children, the individual or others
may be put at risk.
Children’s Behaviour management
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Statement
Our aim at the Link Club is to promote acceptable behaviour and respect for
others. A set of rules will be drawn up in consultation with the children is on the
notice board. Unacceptable behaviour should be addressed by using positive
techniques such as:
 Early Intervention and Re-directing children
 Praising and re-enforcing good behaviour
 Encouraging sharing and negotiation
 Helping children to challenge bullying
 Encourage responsibility such as tidying up during and at the end of the
play session
Procedure
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Food or drink must never be withheld as a sanction for bad behaviour
Staff must be clear that no physical punishment or practices that humiliate
or frighten the children must be used.
Physical intervention is only seen as appropriate when it is necessary to
prevent personal injury to the child, other children, an adult or serious
damage to property.
Any such incident is reported and the parent informed of the incident on
the day.
Staff must recognise that children are learning to deal with a range of
emotions and feelings. Acknowledge these feelings and work with children
to find constructive solutions.
Explain to the children why their behaviour is unacceptable and be
consistent with applying agreed procedures. Avoid discussing children’s
behaviour with staff or parents in front of them or others.
If, despite all efforts, unacceptable behaviour continues sit the child out for
one minute to every year of their age.
If behaviour gives cause for concern it should be brought to the attention
of the supervisor, key person and/or Joyce/Davina so that further
alternatives can be discussed.
A confidential record of unacceptable behavior will be kept at club in the
incident file. Parents will be asked to read and countersign details of any
such incidents recorded.
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In extreme cases a letter sent home to the parents who will be invited to
discuss the matter further.
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Any persistent behavioral problems may result in the exclusion of the child
from the club.
Staff’s Behaviour Management
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Statement
A code of practice is in place at the Link Club to ensure that all staff promote the
development of the children’s emotional, physical, social and intellectual
capabilities effectively.
Procedure
All staff must work from the following guidelines:
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Staff must communicate with children in an appropriate manner i.e. to
ensure language used is appropriate to the child’s age, abilities and
background. Be a good listener and always make time for the children to
talk.
Staff must be welcoming, warm, caring and understanding. Be positive
and respectful of children of all backgrounds and abilities and give praise
and encouragement where appropriate.
Be honest, straightforward, consistent and fair and build a framework in
which the child learns to trust the adults in the play environment.
Encourage the children to try new activities and to put forward their own
ideas, creating an atmosphere of respect in a reasonably safe
environment.
Respect the child’s opinions and views and show that you value what they
have to say. Any beliefs or ideas that come into conflict with the Equal
Opportunities policy must be challenged.
Help children to learn to distinguish right from wrong and help them to
respect the feelings of others.
Provide an interesting and stimulating balance of activities, allowing for
more active play and relaxing activities wherever possible.
There is a no smoking/alcohol allowed on the Link Club premises.
If you turn up to work and your line manager thinks that you are under the
influence of drugs including alcohol (even if you had it the night before)
then you will be dismissed from work immediately and an investigation
carried out.
Link Club uniform must be worn at all times.
Bullying
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Statement
The purpose of this policy is to establish an agreed and consistent approach to
which staff, children and parents are committed so that no child will be subjected
to bullying within the Link Club.
Bullying can include intimidation, threats, verbal, physical and emotional abuse.
For the purpose of this policy bullying is defined as persistent, wilful and
conscious desire to hurt or threaten others.
Aims
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To develop positive relationships between children
To foster self esteem and ensure all children feel valued and secure
To prevent conflict between children at an early stage
Practice
The best means of dealing with the issue of bullying is to create a climate of
mutual tolerance and care between all members of the link club. In addition staff
must take the following actions to help deter bullying
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Look for early signs of distress in a child
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Listen carefully and sympathetically to any child who is upset
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Deal promptly and effectively with parental concerns
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Regularly reassure all children that they will be taken seriously if they feel
they are being bullied
Dealing with Bullying
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In responding to an accusation of bullying it is important to take into account
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The age and level of understanding of both the accuser and the
perpetrator
Whether the perpetrator was aware of the effects of their actions
Whether actual harm was inflicted
Whether the incident was isolated or part of a pattern
The following procedures should be followed if bullying is identified:
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Joyce and the key person will investigate the situation to establish the
facts
Assistance and support will be offered to the victim
Appropriate action will be identified, explained to both parties involved and
applied
Parents of both parties will be informed of the problem and the action
taken
A formal record of any bullying incidents will be made
Specific plans of action will be drawn up with all parties concerned in
persistent bullying
Suitable People
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Suitable persons
If you are employed as supervisor in a provision you must under go a suitable
persons interview with OFSTED and hold a qualification in Playwork/Childcare to
NVQ 3 level or equivalent, A Food Hygiene Certificate, Paediatric First Aid
certificate and any other qualifications that JK Link Clubs wishes you to hold.
Staff Recruitment
Statement
We provide a staffing ratio in line with the welfare requirements set out by
OFSTED to ensure that children have sufficient individual attention and to
guarantee care of a high quality. Our staff are appropriately qualified and we
carry out checks for criminal and other records through the Criminal Records
Bureau in accordance with statutory requirements.
Procedures
Vetting and Staff Selection
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All staff applying for the position within the Link Club will be asked to
complete an application form.
Evidence of qualifications and experience will be required and references
will be checked. The following checks must also be made on all
applicants:-
– Checks under the Disclosure and Barring Service previously a Criminal
Record’s Bureau check (CRB)
– Checks under The Safeguarding Venerable Groups Act 2006 for the
vetting and barring scheme
– Information required by OFSTED
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This is to ensure there are no concerns about suitability of any individuals
who are to work with children.
We work towards offering equality of opportunity by using nondiscriminatory procedures for staff recruitment and selection
All staff have job descriptions which set out their staff roles and
responsibilities
We welcome applications from all sections o f the community. Applicants
will be considered on the basis of their suitability for the post, regardless of
marital status, age, gender, cultural, religious belief, ethnic origin or sexual
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orientation. Applicants will not be placed at a disadvantage by our
imposing conditions or requirements that are not justifiable.
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We keep all records relating to employment of staff and volunteers, in
particular those demonstrating that checks have been done, including the
date and number of the enhanced CRB check
All staff, volunteers and students will be responsible to a suitably qualified
supervisor who in turn will be responsible to Davina Ramsdale.
Induction Procedure
We provide an induction for all staff, volunteers, managers and students in order
to fully brief them about the setting, the families we serve, our policies and
procedures, curriculum and daily practice
We have written induction plan for all new staff, which includes the following:
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Introduction to all staff and volunteers
Familiarising with the building, health and safety and fire procedures
Ensuring our policies and procedures have been read and are carried out
Introduction to parents, especially parents of allocated key children where
appropriate
Familiarising them with confidential information where applicable in
relation to any key children
Details of the task and daily routines to be completed
The induction period lasts two weeks. The manager/supervisor inducts new
staff and volunteers. The Director inducts new managers
During the induction period, the individual must demonstrate understanding of
and compliance with policies, procedures, task and routines
Successful completion of the induction forms part of the probationary period
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Staffing
Statement
The staff in the Link Club ensure that the children’s time with us is not only safe
but also enjoyable.
Policies
Ratios
To meet this aim we use the following ratios of adult to children:
Children aged three-seven years of age: 1 adult: 8 Children
Children aged Eight-seventeen years of age: 1 adult: 10 young persons
A minimum of two staff/adults are on duty at any one time.
The maximum number of children allowed to attend at one session is noted on
the OFSTED registration certificate and should be followed along side the
amount that the Link Club room will hold. It may be necessary for the Link Club
session to be split into 2 rooms.
Staff without a DBS (previously CRB) check will not be left alone with children
and a DBS application must be completed at the soonest opportunity. DBS
checks will be re-checked after 3 years to show good practice and on-going
suitability where possible.
Changes to staff
We inform OFSTED of any changes in the persons responsible for our setting.
Training and staff development
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Our supervisors and deputies hold a minimum Level 3 qualification in
Early Years and / or Play work; and a minimum of 50% of our staff hold a
level 2 qualification or higher
We provide in service training to all staff – whether paid staff or volunteers
We provide staff induction training in the first week of employment. This
induction includes our Health and Safety Policy and Safeguarding
Children Policy. All other policies and procedures are introduced within an
induction plan
We support the work of staff by holding regular supervision meetings and
appraisals
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We are committed to recruiting, appointing and employing staff in
accordance with all relevant legislation and best practice
Staff will be informed of training opportunities and will be expected to
undergo any training necessary to develop their skills and gain
qualifications appropriate to the welfare of children within their care.
Staff will be given information and ‘On The Job’ training about the way the
Link Clubs operate and how they fit within the setting.
All staff are required to gain a foundation certificate in health and hygiene
and paediatric first aid within 1 year of there start date. If we fund any
courses and you terminate employment with us 12 months following
completion then you will have the full amount taken from your
wages/holiday entitlement. Staff should be aware of expire dates on
courses and book on to another course before the current expires. This
again should be done in staff’s own time and negligence in updating the
necessary courses (Paediatric first aid and food hygiene) may result in
termination of your contract.
Staff will have a folder in Link Club in which they must keep up to date
with photocopies of certificates, appraisal forms, induction forms and back
to work interview sheets.
Staff will be issued with a Contract Of Employment in line with the current
procedures at the end of their probation period.
All children aged 5 and below will be given a key person; it is that person’s
responsibility to comply with company procedures in adhering to
OFSTED’s standards set out in the EYFS. Being a Key person is a
requirement of the job and is not negotiable.
Staff must not finish work early without putting this on their time sheet.
Managing staff absences and contingency plans for emergencies
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In term time only settings staff take their holidays breaks when the setting
is closed. Where staff may need to take time off for any reason other than
sick leave or training, this is agreed with the manager with sufficient
notice.
When staff are contracted to work during school holidays, managers
organise staff annual leave so that ratios are not compromised.
A holiday form must be filled out for all annual leave in term time and not
booked until an acceptance of your holiday is given to you in writing.
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Where staff are unwell and take sick leave in accordance with their
contract of employment, we organise cover to ensure ratios are
maintained
Sick leave is monitored and action is taken where necessary in
accordance with the contract of employment.
If for any reason staff cannot attend work, staff should telephone (Do NOT
Text) Joyce Kernahan (Link Club proprietor.)
It is essential that staff absences must be notified at the earliest
opportunity so that appropriate arrangements can be made for staff cover.
After 3 days of absence, a sick note must be obtained and on first day
back a back to work interview will be obtained for employee’s file.
It may be necessary for staff to complete a new health declaration to
ensure staff are fit for continuing their role.
We have contingency plans to cover staff absences as follows:
drawing on a pool of suitable staff
re-grouping of children
re-organising rooms and activities
re-deploying other suitable staff.
This may mean staff will be asked to work in another provision.
When ‘staff’ is mentioned in these policies and procedures, it is to include all
paid, unpaid staff, volunteer’s and students
Health Declaration
Staff must complete a health declaration each year to state they are mentally and
physically able to work to their job description and all the aspects of their job role,
including lifting, cleaning, registration and the general safety of the children and
other staff. If you declare to be unfit for the role you will be suspended further an
investigation, this may result in permanent dismissal.
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Suitable premises, environment & equipment
Link Club Environment
Statement
The Link Club environment should be warm and welcoming to children and
parents. It should be a safe as possible with all areas of the setting assessed for
risk, cleaned and organised to be visually appealing to the children. All activities
should be set up to make best use of the space with the safety of the children in
mind and be changed regularly. Children get involved in planning and help to
organise the set up and clearing away of equipment, providing the children with
their own responsibilities suitable to their age.
We follow the requirements of the Early Years Foundation Stage for those
children who are in reception class or younger.
Activities
A wide selection of toys and games should be available throughout the session.
The play spaces should enhance all six learning and development goals. The
setting should be set attractively and include the following play spaces:
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Construction Table- Lego, Building Blocks, Work Bench
Board games and Puzzles
Quite Corner – Books and Pillows
Drawing/Art Table(s)
Castle and Figures/Cars & Garage
House and Dolls i.e. Bratts, Wooden house and Figures, Hairdressers
Home corner- Encourages Role Play- Kitchen, Dolls, Dressing up
clothes, Doctors work station. This should change regularly to become
different scenes. Such as Café, Doctors, Vets, House etc.
 TV, Videos/DVD’s, and game stations i.e. plug and play, PlayStation,
Xbox
 Indoor Active play space if room allows.
 Outdoor play time
The child directs all activities. We can incorporate the equipment into our planned
activity but the children freely choose all activities.
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Learning and Development
For the children who are in reception class, we will be monitoring their
progression to the Early Years Foundation Stage (EYFS) learning and
development goals.
We aim to enhance the child’s learning opportunities through the play
environment that we offer and plan specifically for their individual needs. The
child’s key person will do this. The key person will monitor the child’s’ learning &
development and be responsible for communicating to parents, class teachers
and other carers.
We are not ‘school’ but children learn through play and never stop developing.
With this in mind, we aim to make small observations on each child and find
areas in which they may need help in developing within the six areas of learning
and development. These are set below.
Everything that the child does (at home, at school, during play) will come under
one or more of these titles. We aim to put label to these activities and work on
building the child up to achieve the best they possibly can through numerous play
experiences.
Near the end of the child’s first year at school, the reception teacher will perform
a final assessment under the early years foundation stage. The evidence of your
child’s development that we gain in Link Club will be given to the reception
teacher and along with their own evidence, will be used to write this assessment.
The child will have a Key Person who does the evidence gathering and will
become the person with whom the child makes the strongest bond. This will most
likely be the person who will greet the Parent/Carer when they collect their child
and let them know what their child has been doing during the session with us.
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Planned Activities
It is both the play workers and supervisors job to ensure there is a planned
activity each session; this must be planned the week before, with the children.
Each member of staff will have an input, staff must regularly think of ideas for
these activities and through communicating your ideas to the children, plan the
activity.
We must endeavor to make these activities as varied as possible.
Such activities include Art & Craft, Modeling, Baking, Games, Quizzes, Themes,
Festivals, Ball Games, and Outdoor Play etc. We call these activities ‘Supervised
activities’ as they are activities in which we would not allow children to undertake
without our help i.e. baking needs adult supervision at all times to ensure the
safety of the child.
They can be child or adult ran.
All activities will be planned to be appropriate to the different ages and stages of
development of the children.
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Risk Assessment
Statement
The setting believes that the health and safety of the children is of the paramount
importance. We make our setting a safe and healthy place for parents, staff and
volunteers by assessing and minimising the hazard and risks to enable the
children to thrive in a healthy environment. We work with “wirehouse”, a company
that supports JK Link Clubs in its Health and Safety, training staff and
developing/checking the assessments.
Procedures
Our risk assessment process covers adults and children and includes:
Checking for and noting hazards and risks indoors and outside, in our premises
and for activities Assessing the risk and who might be affected
Deciding which areas need attention
Developing a control that will minimise/eliminate the risk
The risk assessment is written and reviewed regularly
We maintain a list of health and safety issues that are checked daily before the
session begins as well as those that are checked less regularly when a full risk
assessment is carried out.
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Health and Safety general standards
Statement
We aim to make children, parents and staff aware of health and safety issues to
minimise the hazards and risks to enable the children to thrive in a healthy and
safe environment.
Procedures
Insurance
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We have public liability insurance and employers liability insurance. The
certificate for this is displayed on our notice board.
Awareness raising
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Our induction training for staff and volunteers includes clear explanation of
health and safety issues so that all adults are able to adhere to our
policies and procedures as they understand their shared responsibility for
health and safety
We operate a no smoking policy
Children are made aware of health and safety issues through discussions,
planned activities and routines. Where possible children aid staff to
perform the daily health and safety checklist.
Safety of adults
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Adult are provided with guidance about safe storage, movement and
lifting.
All warning signs are clear and in appropriate languages
Adults do not remain in the building on their own or leave in their own after
dark.
We keep a record of all substances that may be hazardous to health-such
as cleaning chemicals, or gardening chemicals if used. This states what
the risks are and what to do if they have contact with eyes or skin or are
ingested.
We keep all cleaning chemicals in their original containers
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Floors
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All floor surfaces are checked daily to ensure they are clean and no
uneven, wet or damaged
Electrical/Gas equipment
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All electrical/gas equipment conforms to safety requirements and is
checked regularly
Our boiler and electric meter cupboard is not accessible to children
The temperature of hot water is controlled to prevent scalds
Lighting and ventilation is adequate in all areas including storage
Storage
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All resources and materials from which children select are secured safely
All equipment and resources are stored or stacked safely to prevent them
accidently falling or collapsing
Outdoor Area
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Our outdoor area is securely fenced
Our outdoor area is checked for safety and cleared of rubbish before it is
used
Adults and children are alerted to the dangers of poisonous plants,
herbicides and pesticides
All outdoor activities are supervised at all times
Hygiene
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We regularly seek information from the environmental health department
and the health authority to ensure we keep up to date with the latest
recommendations
Our daily routine encourages children to learn about personal hygiene
We have a schedule for cleaning resources and equipment, dressing up
clothes and furnishings
The toilet area has a high standard of hygiene including hand washing and
drying facilities
We implement good hygiene practices by:
Cleaning tables before, between and after activities
Cleaning toilets regularly
Wearing protective clothing-such as aprons and disposable gloves-as
appropriate
Providing sets of clean clothes
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– Providing tissues and wipes
– Cleaning fluids etc. are always stored where they are safe and not
accessible to the children.
– Children are prohibited from entering the kitchen area unless an up to date
risk assessment is performed for the activity such the children watching
their baking being put in the oven.
– Fruit and vegetables are washed, before being prepared for the children.
Resources
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All equipment and resources are checked to ensure they are safe for the
ages and stages of the children currently attending the setting.
When setting out activities, staff consider the need to challenge and
stimulate children.
The layout of play equipment allows adults and children to move safely
and freely between activities.
When both setting out toys and putting them away, always check that they
are clean and safe, bringing any broken or unsafe toys to the attention of
the supervisor. Any toys, which are unclean, should be washed before
being put away.
When tiding away activities ensure all toys, crayons and pencils etc. are
being put back in the appropriate box. Discard any used paper. Replace
any lids missing off felt tips. Ensure all storage boxes are tidy and ready
for the next session.
Encourage the children to take care of all equipment, challenge misuse
when appropriate.
Children are taught to handle and store tools safely
All materials including glue and paint are non-toxic.
Physical play is constantly supervised
Any faulty equipment is removed from use and repaired. If it cannot be
repaired it is discarded.
Large pieces of equipment are discarded only with the consent of the
manager and director.
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Health and Safety
Statement
The Link Club is committed to ensuring, as far as it is reasonably practical, that
all it’s employees, Children and carers are protected in terms of health, safety
and welfare. It is also the duty of all employees to act responsibly and to do
everything they can to prevent injury to themselves and others to uphold current
Health and Safety Regulations at all times.
Health
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All staff must ensure that the premises and equipment are kept clean and
follow good hygiene practice in order to prevent the spread of infection.
When handling food, staff should be aware of and comply with regulations
relating to food safety and hygiene. Staff should be booked on a
foundation food hygiene course and 12 hour Paediatric First Aid course
within 1 year of their contract starting.
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Check premises for cleanliness at the start of each session.
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Toilet seats and washbasins should be cleaned at the beginning and end
of each session. Check that there are adequate supplies of toilet rolls,
soap and paper towels at both start and at intervals during the session.
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Ensure that all the toys and equipment are clean when setting up at the
start the play session
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In the Kitchen, wipe all surfaces and wash hands prior to preparing snack
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Wash all fresh fruits and vegetables before use
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When handling human waste, staff must always wear protective gloves
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Smoking and drinking of alcohol on the premises is strictly prohibited
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Link club will exclude children with the following symptoms and illnessesDiarrhoea, Vomiting, Fever, Chicken Pox, Measles, Mumps, Rubella,
Meningitis, Hepatitis or other communicable illnesses.
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In cases of food Poisoning, OFTSED should be notified within 14 days if
two or more children from Link Club have it.
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Safety
Staff complete a Health and Safety checklist at the start of each session and
report any possible risks to your line manager.
Before going out to play, staff check the outdoor play area for glass, rubbish,
animal faeces etc. - clean and make as safe as appropriate.
These checklists can be done with the children, making them aware of the
possible dangers and allowing them to learn how to deal with them.
A full risk assessment should be done on a regular basis.
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Keep hot drinks out of the reach of children at all times.
Children should be constantly supervised both inside and out.
‘Children’s rules’ document displayed on the notice board has been drawn
up in consultation with both Staff and Children. All staff should make
themselves familiar with these rules and encourage the children to abide
by them for the safety of all in the play session.
Do not obstruct the fire exit.
Details of emergency evacuation procedures are displayed on the notice
board.
Fire drills will be held once a month so all the children will become familiar
with evacuation procedures.
Fire extinguishers, fire blanket and smoke alarms are in place at the club
and checked and maintained in line with current procedures.
Necessary checks are made to ensure all gas and electrical appliances
conform to current safety standards and do not pose a hazard to children.
When children are taken outside to play, ensure that all gates surrounding
Children must not be taken from the link club setting or taken on any
outings without written parental consent.
When ever possible, once all children are inside the Link Club, the door to
the outside should be locked and a door bell activated so that children can
not gain access to the outside and visitors cannot enter the club without
the staff being fully aware of this.
If a child goes missing from the club, the following steps under “Missing
Child”
Children must never be allowed to leave the club with anyone other than
those authorised to collect as detailed on the registration form. Any
deviation from this must only be done with parental consent.
If a child has not been collected by 6pm, follow the steps on “Uncollected
Child”
Please follow the safe lifting guide when manual handling equipment
and/or children.
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Safe Lifting
1. Stop and Think
Plan the lift, where the load is going, the route you will follow and where
you will put the load down
2. Check the weight
Lift the edge of the object to get an idea. If it is too heavy get help or use
mechanical assistance.
3. Position the Feet
Stand close to the object, feet apart, giving a balanced and stable base for
the object
4. Adopt a Good Posture
Squat down, with back straight, chin tucked in and knees bent
5. Get a Firm Grip
Grasp the load firmly with elbows tucked in
6. Keep The Load Close
Stand up slowly using the leg muscles, keeping your back straight as you
stand
7. Don’t Jerk
Lift smoothly, keeping control of the load
8. Move Your Feet
Don’t twist your trunk when turning to the side
9. During Transit
Remember to take rests during transit if you feel the need to
10. Put Down
Put the load down smoothly and slowly bending your legs, position the
load precisely after putting it down
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Fire Drills
Fire drills should be held once a term so that all children become familiar with
evacuation procedures. A record will be kept showing the date, time and any
difficulties encountered.
The Drill:
1. The alarm is given by the continuous sound of a whistle.
2. Children, accompanied by a member of staff must leave the building
IMMEDIATELY using the nearest fire exit.
3. Walk in a swift but orderly manner. (Anyone with special needs must be
assisted to the assembly point)
4. The Supervisor/Deputy must take the register and an appointed member
of staff must check toilets and areas before leaving the building. The last
person to leave must close the door behind them.
5. On no account must any attempt be made by any person to collect their
personal belongings or other items from any other locations.
6. The assembly point for all persons leaving the building will be:
____________________________________________
7. The supervisor must then record the drill.
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Evacuation procedure
In the unlikely event of a bomb threat, gas leak, flood, intruder and other similar
incidents we follow our evacuation procedure.
Planning
In the event of an emergency all staff will be notified as soon as possible
regarding the situation and the managers response to it.
An accounting of all children and staff must be kept. Always start and end with
counting children and matching to attendance list of the day when moving the
children.
The emergency information on each child and staff should accompany the
attendance list during an evacuation.
The first aid kits, any medical supplies such as children’s medication and
emergency supplies should be taken when facility relocates to a safe place or
area.
A cellular telephone should be available to contact emergency agencies, parents
and Directors.
Relocation of the setting, In the event of a natural disaster or unscheduled
closing of the setting, the capacity may be exceeded temporarily to
accommodate the displaced children.
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Procedure
In the unlikely event that the manager feels the need to evacuate the premises
for the protection of the children and other staff members the following procedure
will be followed
1. Manager sounds the Whistle to get the attention of all staff and children
2. Manager collects the register, first aid and card file from the desk or
assigns a member of staff to do so
3. A member of staff who will lead the children outside of the Link Club
setting will open the nearest exit.
4. One member of staff will stand at the door and count each child exiting the
building
5. The remaining staff check the toilets and other areas if they are able to
and round up the remaining children
6. Upon exiting, the manager gets the number of children who have exited
from the member of staff who was counting and checks this against the
register
7. All setting staff and children evacuate to their “safe place” listed below
8. Emergency services are contacted at the first available point during these
steps
Evacuation Points
St Matthews Link Club – Either St Matthews Primary School Library or The Park
Royal Hotel Staff Entrance
Appleton Thorn Link Club – Either Appleton Thorn Primary School Staff Room or
the YOI
St Wilfrids Link Club – Either St Wilfrids Primary School Hall (either building) or
The Rams Head
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Organisation
Link Club Registration & Admissions Policy
Statement
It is our intention to make our setting accessible to children and families from all
sections of the local community. We aim to ensure that all sections of our
community have access to the setting through open fair and clearly
communicated procedures
Procedures
1. Parents wanting their children to be considered for a place in the club
should complete a registration form. This form can be found on our
website for download or parents may come into club to collect one.
2. This registration form can be emailed, posted or dropped into the club with
the child’s session’s requirements given.
3. Confirmation will be given by either verbal or email communication.
Excess demand may necessitate having a waiting list. Priority will be given to
children requiring a full time place followed by those requiring a part-time place.
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Clubs and Fee’s and times for parents and staff
Staff should be at work 5 minutes before their start time to ensure that they are
ready to work at your start time.
During Morning sessions staff must be at the setting 5 minutes before the
children’s session times and Afternoon sessions for staff are 3.00pm-6.00pm
regardless of children’s session times. (Unless told differently by management)
The Link Club details of times for the children and Fee’s are as below:
Fees and Session Times
Link Club
St. Matthews
Appleton
St. Wilfrids
Morning
Session
7.50 -8.50am
7.45-8.45am
7.40-8.40am
Fee
£5.40/£5.50
£5.40/£5.50
£5.40/£5.50
Afternoon
Session
3.00-6.00pm
3.15-6.00pm
3.00-6.00pm
Fee
£10.80/11.00
£10.80/11.00
£10.80/11.00
A discount is given when parents book the session as a permanent place. Such
as every Monday in term time they will get the am session on Mondays at £5.40
instead of £5.50.
Ad hoc or emergency sessions are charged at the higher rate in the fee’s
column.
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Cancellation
Statement
Cancellation a place is when the parent wishes to cancel one or more of the
child’s sessions to either finish completely or to pick up another session.
Cancellation is permanent for up to one month.
Procedure
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Parents wishing to terminate a Link Club place are required to give one
calendar months notice effective from the first of the month.
If parents are unable to give necessary notice then one month’s payment
will be required.
Notification of Cancellation must be given in writing either by email or by
giving it into the Link Club
If a parent is wanting to cancel a session to permanently move to a
session on a different day – An admin fee of £25 can be paid instead of
giving notice.
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Link Club Invoicing and Payments
All fees are payable one month in advance and parents are asked to make the
payment within 7days of receiving the invoice.
Payment must be made in full with no deductions being made for any reason
including sickness and holidays.
Payment can be made by either bank transfer, childcare vouchers or cheque. For
bank transfers and Voucher payments, please allow 3 working days for it to
reach us, payment is due in our account by the 1st of the invoiced month.
Payment for any child attending the club on a casual basis must be made when
the child is collected at the end of the session.
The management reserves the right to charge a fee of £10.00 for returned
cheques
If an invoice is outstanding more than one month, management reserve the right
to exclude the child(ren) from the club and our solicitor will follow up payment.
The management reserves the right to charge a fee of 5% of the outstanding
balance for late payment of invoice, and can continue to do so for each month
after until it is paid.
Regular use of the Link Club on a casual basis will result in being asked by
management to book that place permanently, if over three months the same
day/s has been used 3 weeks out of 4.
Invoicing
Invoices will be sent via email, parents must ensure that emails supplied to JK
Link Clubs Ltd are updated when necessary and that if you do not receive your
invoice when expected that you contact JK Link Clubs Ltd by email immediately.
This invoice will be for the following month and will be sent no pater than 7 days
before the end of the month.
The sessions that are irregular, we call extra’s. Extra sessions must be written on
the diary that will automatically be sent to Davina who will then provide and
invoice by email.
Parents are asked to make the payment by the 1st of the month and if do not do
so then may get a reminder by email or a paper invoice. Late payment can result
in a late payment charge of 5% of the balance outstanding.
All staff must make themselves aware of what days each child is in, how many
are in on the days that you work, know how to invoice, how to sign children and
staff in and out of the register and how to take payments.
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Monthly Standing Orders
Parents have the option of their bills being added up for the school year and
divided by the 12 months of the year. This makes a standing order amount that
the parent can set up on their bank and then nothing is needed to be done then
unless any extra sessions or Holiday Club sessions are booked. (These can be
paid for separately)
If a parent cancels part way through the 12 months then their used session are
totaled and the amount that they have paid during this time will be deducted
leaving a final amount payable before the child ends their sessions.
This is our most preferred method of payment.
Payments
Parents can pay in the following ways:
 Vouchers: through bank or handed to us
 Cheques: Payable to JK Link Clubs Ltd
 OnLine/Telephone Banking:
Account Name: Lloyd TSB
Sort Code: 30 90 16 Account Number: 03114078
Staff must write down the name of the child, how the fee was paid and the
amount on the fee sheet. This must be dated and signed immediately.
Please note, No CASH payments are to be made.
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Holiday Club
Each club must promote Holiday club. It operates from St Matthews Primary
School, Stretton. Holiday club is open from 8am-6pm and will operate all school
holidays except bank holidays and Christmas.
Half Day- £18.00 any 5 hours
Full Day- £25.00 over 5 hours
A discount is offered to the siblings of the eldest child attending. This will be at a
rate of 20% per session.
No discount will be given to any account that is in arrears.
During hot weather the children need to be provided, by the parent/carer, with a
sun hat and appropriate sun cream (labelled with the child’s name).
All Children are asked not to bring their own toys, as we cannot be held
responsible for loss or damage of such toys.
Parents must provide a packed lunch for their child, including a cooling pack in
their child’s lunch box, as we do not have the facilities to refrigerate every child’s
lunch.
Healthy Breakfast and snacks are provided throughout the remainder of the day.
No added sugar drinks are available during Holiday club hours.
JK Sports Club
Our qualified sports instructor runs a variety of Sport activities every day during
the school holidays. Sports Club is included in our Holiday Club fee and will run
for two hours each day and any child attending Holiday Club is free to join in if
they wish.
Sports Club has its own individual insurance policy and register. Children are
signed in and out of Sports Club when they attend.
Children who are not attending Holiday Club can book Sports Club separately at
£5 for attending one hour only or £7.50 for two hours.
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Booking and Payment Of Fees For Holiday Club
When booking, either a booking form must be filled out or an email must be sent
as written confirmation of the dates parents wish to book.
If parents pre-book a place at holiday club then this place must be paid for even if
the child does not attend due to alternative childcare arrangements being made.
Fees are invoiced by email or through paper invoices through the holiday club.
Payment must be made in full, with no deduction being made for any reason
including sickness and holidays.
There is no cancellation procedure for the Holiday Club
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Working in Partnership with Parents and Carers
Statement
When working with children, we are fully aware that working in partnership with
the child’s parents and carers ensures that the setting has the best chance of
creating an environment suitable to the child’s needs and wants. At JK Link
Clubs Ltd we aim to provide care that is moulded around the child as an
individual.
Procedure
Any parents/carers enquiring about a place at Link club/ Holiday Club is issued
with a ‘parents guide’ booklet and a registration form (or directed to the website
where these can be downloaded).
All staff are encouraged to chat to parents and welcome them into the Link Club
setting. This helps to ensure that there is two-way flow of information concerning
the children in our care.
Staff must always be aware that personal information on children and their
families is totally confidential and must not be discussed outside of link club
setting.
If parents have any concerns or complaints regarding their children, please refer
them to the supervisor in charge who will deal with the matter in accordance with
current procedures.
All Link Club supervisors are asked to introduce all new staff to children and
parents.
Parents/carers are asked to ensure staff know of any changes regarding the child
such as:
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Changes of address, contact details or authorised adults
Additional needs
Changes in circumstances at home that may lead to disruption in the
child’s life, and subsequently, their behaviour.
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Changes
Our policies & procedures will change from time to time due to the change in
practice to conform to regulations, working towards goals and improvement in the
Link Clubs. These changes will be reasonable and we will give you notice of
these changes either in writing or verbally.
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Poisonous plants
The following is a list of some of England’s most readily available, commonly
grown plants that are very poisonous. The list is not comprehensive.
Latin Name(s)
Aconitum
Arum Arum Lily,
Atropa beladonna
Brugmansia, Datura
Colchium
Convallaria
Daphne
Dieffenbachia (a houseplant)
Digitalis
Euphorbia
Gloriosa superba (indoor plant)
Hedera
Helleborus Hellebore,
Laburnum Laburnum,
Lantana
Nerium
Primula obconica
Prunus laurocerasus
Ricinus Communic
Ruta
Taxus
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Common Name(s)
Monkshood
Lords and Ladies
Belladonna, Deadly Nightshade
Datura, Angels Trumpets
Autumn Crocus
Lily of the Valley
Daphne
Leopard Lily, Dumb Cane
Foxglove
Spurge
Glory Lily
Ivy
Lenten Roses
Golden Rain
Lantana
Oleander
The Poisonous Primula
Cherry Laurel
Castor Oil Plant
Rue
Yew
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Common Childhood Diseases
Chickenpox
Some diseases, such as chickenpox, give immunity for the rest of your life, which
is why often only children get these diseases.
Symptoms
Chickenpox presents with a characteristic rash. The rash first appears over the
face, scalp or trunk. The rash initially consists of red / purple colored raised
lesions (maculo-papular rash) which evolve into lesions filled with clear fluid.
These lesions are called vesicular lesions. The fluid in these lesions then
becomes hazy given the rash a characteristic blistered or pustular appearance.
Most children have 200-300 lesions, which appear in successive crops and
hence at a given time different types of lesions are present. The lesions then
form a crust after 4-5 days of appearance. The crusts fall off after a week or two.
The rash is itchy and a young infant may get irritated due to the constant itch.
Other common symptoms include fever, nausea and anorexia, body ache,
vomiting, listlessness, etc.
Treatment
Symptomatic treatment with calamine lotion to reduce itching. Antiviral medicine
in severe cases.
Incubation period
Between 10 to 20 days from being exposed to the infection and showing
symptoms.
Infectious period
Chickenpox is contagious before the disease breaks out and may be so until the
last spots have disappeared and the scabs or crusts have fallen off. The child
should stay home until the crusts have fallen off and the blisters are no longer
weeping
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Whooping cough
Symptoms
Whooping cough is characterised by long fits of coughing followed by wheezy
breathing and possibly vomiting. Symptoms are typically worse at night.
Treatment
Fresh air is important. Because of the risk of vomiting, the child should be given
small meals more often, instead of a few large ones.
Incubation period
Between 10 to 14 days from being exposed to the infection and showing
symptoms.
Infectious period
The disease is especially contagious during the first week, while the child still has
a trace of a cold. The infectiousness does, however, wear off in the following five
to seven weeks. It is important to keep the child away from other children under
the age of one year
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'Fifth' disease (erythema infectiosum)
Symptoms
The child has red specks on the cheeks, nose, arms, thighs and buttocks. These
are often blurred which makes it look like the child has been slapped. For this
reason, fifth disease is often known as 'slapped cheek' syndrome. It can last up
to 14 days and rarely causes a fever. It is mostly seen in children between the
ages of 4 and 12.
Treatment
It cannot be treated, but disappears by itself. It is usually quite a mild illness.
Incubation period
Two weeks between being exposed to the infection and showing symptoms.
Infectious period
Once the rash appears, the disease is no longer infectious.
Complications
Pregnant women should avoid being in contact with children with fifth disease as
it may cause a miscarriage. Pregnant women with a child who contracts fifth
disease should contact their doctor. The incubation period is a couple of weeks.
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Three-day-fever (roseola infantum)
Symptoms
A child with three-day-fever has a high fever for three days and a pink rash
covers their body. It is mostly seen in children under the age of three years.
Treatment
Undress the child to ensure they aren't too warm. Give the child fever reducing
medication (such as paracetamol (eg Calpol)) to control their temperature and
plenty of fluids to avoid dehydration.
Incubation period
Between 10 to 15 days from being exposed to the infection and showing
symptoms.
Infectiousness
It is contagious during the whole period of the disease and up to two to three
days after. Avoid contact with other children less than three years of age during
the whole period.
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Hand, foot and mouth disease
Symptoms
The child has a large number of small spots and blisters, particularly in the mouth
and on the feet and hands. The disease can cause a slight fever for a few days.
Treatment
As with most diseases causing a fever, it is important to make sure the child gets
plenty to drink. If the ulcers in their mouth are severe it may help to mash up the
child's food.
Incubation period
Two to three days between being exposed to the infection and showing
symptoms.
Infectious period
The disease is contagious as long as blisters or spots are still present.
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Scarlet fever
Symptoms
The child has a slight to moderate fever, a sore throat and a rash that is often
located in their armpits or groin. The child's skin peels and they get a coarse,
pink tongue - a condition known as strawberry tongue.
Treatment
Antibiotics are usually given for this disease. It is important to keep the child at
home and avoid contact with other children.
Incubation period
Three to eight days between being exposed to the infection and showing
symptoms.
Infectiousness
Scarlet fever is contagious for the first few days, but after three days of antibiotics
the risk is almost gone.
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Measles
Symptoms
The patient initially has fever, cold, cough and malaise that lasts for 2-4 days.
Rash appears on the 4th to the 6th day of fever and is reddish which starts from
behind the ears, involves the face and spreads down to the rest of the body and
the limbs in the next 3 to 4 days. The rash fades in the next 3 to 4 days in the
same manner that it appeared.
How does measles spread?
Measles usually is seen in children below 3 years of age. It is unusual before 6
months of age due to protection provided by mother’s antibodies present in the
baby that it acquires when in the womb. After 6 months of age, these antibodies
start waning and a child becomes susceptible to measles.
Measles spreads through airborne droplets by sneezing and coughing from an
infected patient and also on direct contact with the rash.
Treatment
There is no cure of measles. Treatment is with fever reducing agents
(antipyretics) and antihistamines to control cold.
A child with measles needs to be isolated till the time he is infected. Calamine
may be applied over the rash to control the itching. All children should receive
high dose vitamin A.
Infectiousness
Measles is a highly infectious disease. An infected patient can transmit the virus
4 days before and 5 days after the appearance of the rash.
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TUBERCULOSIS ( TB )
What is Tuberculosis?
Tuberculosis or TB is an infection caused by a bacteria called as Mycobacterium
Tuberculosis.
Symptoms
Patients with silent primary infection have no symptoms. They are incidentally
detected on a tuberculin test. Patients with progressive disease present with
fever which is especially more at nights, cough, pneumonia (which does not
resolve with antibiotics), pain in chest, poor appetite, loss of weight, weakness
and fatigue.
In patients with TB of the lymph nodes (glands), there may be enlargement of
the glands leading to swellings in neck or cough if involving glands in the lungs.
In patients with TB of the intestine, there may be diarrhoea or constipation,
pain in abdomen and malabsorption additionally.
TB of the brain may present with fever, headache, vomiting, loss of appetite,
fits (seizures) and even coma. Accumulation of water in brain cavity
(hydrocephalus) can also occur.
Rarely TB may affect bones and joints. Involvement of spine may lead to
paralysis.
Treatment
Tuberculosis is a chronic disease and requires effective treatment to prevent
complications. There are certain antituberculous drugs ( ATT / AKT ) that are
used in treatment of TB such as Streptomycin, Isoniazid, Rifampicin,
Pyrazinamide and Ethambutol. All these drugs are required for a prolonged
period of time for the treatment to be effective. These drugs have side effects
involving liver, ear, eyes and kidney and hence monitoring for these side effects
is essential. The duration of treatment varies from 6-12 months depending on the
type and severity of TB.
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ASTHMA IN CHILDREN
Follow the ASTHMA POLICY AND PROCEDURE on previous pages.
What is asthma?
Asthma is a chronic disorder that causes spasm of the airway leading to
narrowing of the air passage and attacks of cough, wheeze and breathlessness.
The spasm may occur due to exposure to allergens, chemical irritants, smoke,
cold air and exercise.
Following symptoms may be suggestive of asthma:
* Recurrent episodes of wheezing
* Recurrent cough – more troublesome at night
* Cough or wheeze after exercise
* Breathing problems during a particular season
* Cough or wheeze after exposure to dust, smoke, perfume, and animal fur
* Child’s cold frequently affecting the chest and takes more than 10 days to
resolve
* Symptoms relieved with nebulization.
However there are certain conditions that may mimic asthma such as reflux,
cardiac diseases, cystic fibrosis, immunodeficiency, sinusitis and even a foreign
body aspiration. But these can be ruled out by associated symptoms and clinical
examination.
How to use a spacer?
1. Assemble the spacer
2. Shake the inhaler. Insert the inhaler into the spacer
3. Place the mouthpiece of the spacer in the child’s mouth
4. Encourage the child to breathe in and out slowly and gently. (This will make a
‘clicking’ sound as the valve opens and closes). Once the breathing is
established normally, depress the canister while the child continues to breathe
several times
5. Remove the device from the child’s mouth.
How is asthma prevented?
Exposure to allergens, smoke, house dust mite, fungi, pollen, pets, upholstered
furniture, and soft toys should be reduced. Reducing cockroach infestation is
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advisable. Colouring agents and artificial preservatives in food items should be
avoided.
Allergies
What is an allergy?
Allergy is a condition that arises when the body’s immunity starts reacting to
common substances such as food, drugs and even dust, pollen, animal dander
leading to reactions in the body. These substances are known as allergens and
may be inhaled, swallowed or can come in body contact through skin.
What are the types of allergies?
Allergies are seen in form of watering of eyes (allergic conjunctivitis) running
nose (allergic rhinitis), breathlessness and cough (asthma), skin rashes -wheals
and urticaria (allergic dermatitis) and diarrhoea (colitis).
Which are the common substances that lead to allergies?
Smoke, dust, pollen, chemicals, fungi, nuts, beans, potatoes, carrots, lobsters,
crabs, shrimps, milk, plastic, drugs such as penicillin and insect bites can lead to
allergies in an individual who is prone to allergies.
Can allergies be life threatening?
A severe reaction to a drug may lead to anaphylaxis - a condition that may be
fatal. Asthma if untreated can also be dangerous.
What is the treatment of allergies?
Treatment consists of avoiding the allergen (if one knows the substance causing
allergies).
Drugs that counter the effects of histamine i.e. anti-histamines are prescribed
whenever there is an allergic reaction. However these anti-histamines may cause
drowsiness and should be taken under a doctor’s supervision.
Other drugs used are steroids in form of nasal spray for allergic rhinitis or eye
drops for allergic conjunctivitis and inhaler for asthma. Steroids are used for
prevention of an allergic attack and are given for a long time at a minimal dose to
keep the patient symptom free.
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Useful Numbers
Link Club MobilesFor bookings, enquires and messages regarding your child
St Matthews Link Club
07870397765
Appleton Thorn Link Club
07791534220
St Wilfrids Link Club
07977958660
JK Link Clubs Ltd Email- for invoice/payment enquires, Holiday Club bookings,
permanent Link Club bookings & cancellation notices
jklinkclubsltd@me.com
Web Address:
www.jklinkclubsltd.co.uk
Directors
Joyce Kernahan– Managing Director
07813803392
Business Address -
3 Hatton Lane
Stretton
Warrington
Wa4 4ne
Davina Ramsdale- Director/ Manager
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Ofsted Registration Numbers:
St Matthews:
315279
Appleton Thorn:
315260
St Wilfrids:
315280
Company Ltd Number:
05161307
Warrington Social Care Team
01925 444239
Ofsted Text Service
60085
Ofsted Email
enquiries@ofsted.gov.uk
Ofsted Complaints/Concerns
0300 123 1231
Ofsted Address
OFSTED
Piccadilly Gate
Store Street
Manchester
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Reviewed & Revised September 13
97
Reviewed & Revised September 13
98
Reviewed & Revised September 13
99