Our policies

Safeguarding Policy

1. Policy Statement

LevelUP Multi Sports is committed to safeguarding and promoting the welfare of all children aged 5 and above who attend our programmes. We believe that:

• The welfare of the child is paramount
• All children have the right to feel safe, protected, and valued
• Safeguarding is everyone’s responsibility

This policy sets out how we prevent harm, identify concerns, and respond appropriately in line with:

• Working Together to Safeguard Children (2023)
• Keeping Children Safe in Education (2024)
• Surrey Safeguarding Children Partnership guidance
• The Children Act 1989 & 2004
• The Education Act 2002
• The Prevent Duty (2015, updated 2023)

2. Roles and Responsibilities

Designated Safeguarding Lead (DSL)

Name: Chris Saville

Responsible for:

• Managing safeguarding concerns
• Liaising with Surrey Children’s Services, LADO, Police, and external agencies
• Maintaining safeguarding records
• Ensuring staff training
• Overseeing safer recruitment
• Ensuring policy compliance

Deputy DSL

Name: Louis Lynch

Acts when the DSL is unavailable.

All Staff and Volunteers

Must:

• Know how to recognise signs of abuse
• Report concerns immediately
• Record concerns accurately
• Maintain professional boundaries
• Complete safeguarding training
• Follow safer working practices

3. Types of Abuse

We recognise the following forms of abuse:

Physical Abuse

Hitting, shaking, burning, poisoning, fabricated illness, or any physical harm.

Emotional Abuse

Persistent emotional maltreatment causing long-term harm.

Sexual Abuse

Contact and non-contact abuse, grooming, exploitation, online sexual harm.

Neglect

Failure to meet basic physical or emotional needs.

Domestic Abuse

Children witnessing domestic abuse is recognised as child abuse.

Child Sexual Exploitation (CSE)

Manipulation or coercion into sexual activity for exchange or gain.

Child Criminal Exploitation (CCE)

County lines involvement, forced criminal activity, coercion.

Online Abuse

Sexting, harmful sexual behaviour online, grooming, cyberbullying.

Child-on-Child Abuse

Bullying, sexual harassment, harmful sexual behaviour, coercion, violence.

Female Genital Mutilation (FGM)

Illegal and abusive practice causing lifelong harm.

Radicalisation & Extremism

Risk of being drawn into extremist ideologies or terrorism.

Mental Health as a Safeguarding Factor

Emotional distress, withdrawal, self-neglect, or significant behavioural changes.

4. Recognising Signs of Abuse

Signs may include:

• Unexplained injuries
• Significant behavioural changes
• Withdrawal, anxiety, or aggression
• Sexualised behaviour inappropriate for age
• Poor hygiene, hunger, or tiredness
• Comments or disclosures that raise concern
• Online behaviour that suggests risk
• Signs of coercion, control, or exploitation
• Exposure to domestic abuse

Staff must never assume children will disclose directly.

5. Responding to Concerns or Disclosures

If a child discloses abuse

Staff must:

• Listen without interruption
• Reassure the child they have done the right thing
• Not promise confidentiality
• Not ask leading questions
• Record the disclosure using the child’s own words
• Report immediately to the DSL

If staff suspect abuse

They must:

• Record concerns on the Logging a Concern Form
• Report to the DSL without delay

If staff disagree with DSL decisions

They must follow the Surrey Escalation Policy.

6. Recording and Information Sharing

All concerns must be recorded including:

• Date/time
• Child’s details
• Factual account
• Witnesses
• Actions taken

Records are stored securely and retained in line with statutory requirements.

Safeguarding concerns override GDPR — information can be shared without consent when a child is at risk.

7. Reporting to External Agencies

Surrey Children’s Services (C-SPA)

Phone: 0300 470 9100

Out of hours: 01483 517898

Email: info@levelupsports.co.uk

Surrey LADO (Allegations Against Adults)

Phone: 0300 123 1650

Email: info@levelupsports.co.uk

Concerns meeting the LADO threshold must be reported within 1 working day.

Police

Non-emergency: 101

Emergency: 999

Prevent / Radicalisation

Anti-terrorist hotline: 0800 789 321

Police Prevent Team: 101

8. Allegations Against Staff

If an allegation is made:

• Record on an Incident Form
• Report to the DSL immediately
• DSL contacts the LADO within 1 working day
• Follow LADO advice (may include suspension)
• Inform Ofsted if required
• Consider referral to DBS

Staff will be supported throughout the process.

9. Low-Level Concerns

Low-level concerns are behaviours that do not meet the LADO threshold but are inconsistent with professional boundaries, such as:

• Over-familiarity
• Inappropriate jokes
• Favouritism
• Boundary-blurring
• Rule-bending

All low-level concerns must be reported to the DSL and recorded.

10. Safer Recruitment

We follow safer recruitment practices including:

• Enhanced DBS checks
• Identity verification
• Employment history checks
• Risk assessments for unchecked staff
• Supervision of new staff
• Ongoing suitability checks

11. Staff Training

All staff receive:

• Safeguarding training at induction
• Annual safeguarding updates
• Prevent Duty awareness
• Online safety training
• Child-on-child abuse training
• DSL receives advanced training every year

12. Online Safety

We ensure:

• No staff–child contact via personal devices or social media
• No photos taken on personal devices
• Safe use of digital platforms
• Awareness of online grooming, sexting, and harmful sexual behaviour
• Clear boundaries for communication with parents

13. Use of Mobile Phones and Cameras

• Only the club camera may be used
• No personal phones or smart watches may be used to photograph children
• Photos only taken with parental consent
• Images stored securely and deleted appropriately

14. Whistleblowing

Staff can raise concerns about unsafe practice or misconduct without fear of retaliation.

See the Whistleblowing Policy for full details.

Complaints Policy

At LevelUP Multi Sports we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints policy is displayed on the premises at all times. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.

The manager is usually responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:

Stage one

Complaints about aspects of Club activity:

The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.

Complaints about an individual staff member:

If appropriate the parent will be encouraged to discuss the matter with staff concerned.

If the parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.

Stage two

If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will:

• Acknowledge receipt of the letter within 7 days.
• Investigate the matter and notify the complainant of the outcome within 28 days.
• Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the Club’s practices or policies as a result of the complaint.
• Meet relevant parties to discuss the Club’s response to the complaint, either together or on an individual basis.

If child protection issues are raised, the manager will refer the situation to the Club’s Child Protection Officer, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the manager will contact the police.

Making a complaint to Ofsted

Any parent or carer can submit a complaint to Ofsted about LevelUP Multi Sports at any time. Ofsted will consider and investigate all complaints. Ofsted’s address is: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD

Telephone: 0300 123 1231 (general enquiries)

0300 123 4666 (complaints)

Behaviour Management Policy

LevelUP Multi Sports uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the Club. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies, and with adults modelling positive behaviour. The Club rules are clearly given at every session and are discussed regularly.

Whilst at LevelUP Multi Sports we expect children to:

• Use socially acceptable behaviour
• Comply with the Club rules, which are compiled by the children attending the club
• Respect one another, accepting differences of race, gender, ability, age and religion
• Develop their independence by maintaining self-discipline
• Choose and participate in a variety of activities
• Ask for help if needed
• Enjoy their time at the Club.

Encouraging positive behaviour

At LevelUP Multi Sports positive behaviour is encouraged by:

• Staff acting as positive role models
• Praising appropriate behaviour
• Prizes/rewards
• Informing parents about individual achievements
• Offering a variety of play opportunities to meet the needs of children attending the Club.

It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that their behaviour is not acceptable. Staff at the Club will try to determine the cause or triggers of the inappropriate behaviour to prevent the situation from recurring.

Dealing with inappropriate behaviour

• Challenging behaviour will be addressed in a calm, firm and positive manner.
• In the first instance, the child will be temporarily removed from the activity.
• Staff will discuss why the behaviour displayed is deemed inappropriate.
• Staff will give the child an opportunity to explain their behaviour, to help prevent a recurrence.
• Staff will encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation.
• If the inappropriate behaviour appears to be as a result of boredom, staff will consult with the child to find activities that more fully engage them.
• Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour.
• No staff member will ever threaten any punishment that could adversely affect a child’s well-being (eg withdrawal of food or drink).

If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, the Club may decide to exclude the child in accordance with our Suspensions and Exclusions policy. The reasons and processes involved will be clearly explained to the child.

Physical intervention

Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified, and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible.

If staff are not confident about their ability to contain a situation, they should call the manager or, in extreme cases, the police.

All serious incidents will be recorded on an Incident record and kept in the child’s file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.

Corporal punishment

Corporal punishment or the threat of corporal punishment will never be used.

We will take all reasonable steps to ensure that no child who attends our Club receives corporal punishment from any person who cares for or is in regular contact with the child, or from any other person on our premises.

Equalities Policy

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

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

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

We will monitor and review the effectiveness of our inclusive practice by conducting an Inclusion Audit on an annual basis.

Challenging inappropriate attitudes and practices

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

Racial harassment

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

Promoting equal opportunities

LevelUP Multi Sports Equal Opportunities Named Coordinator (ENCO) is Chris Saviile/Louis Lynch is responsible for ensuring that:

• Staff receive relevant and appropriate training
• The Equalities policy is consistent with current legislation and guidance
• Appropriate action is taken wherever discriminatory behaviour, language or attitudes occur.

Children with additional needs

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

Where one-to-one support is required we will assist parents in accessing the funding required to provide the additional care.

Special Educational Needs Coordinator

The Club’s Special Educational Needs Coordinator (SENCO) is Chris Saville/Louis Lynch. The SENCO will:

• Manage the provision for children with special educational needs or physical disabilities.
• Be aware of the necessary care and assessment of such children.

All members of staff will assist the SENCO in caring for children with additional needs or physical disabilities.

Health and Safety Policy

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

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

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

• Maintaining a safe environment
• Taking reasonable care for the health and safety of themselves and others attending the Club
• Reporting all accidents and incidents which have caused injury or damage or may do so in the future
• Undertaking relevant health and safety training when required to do so by the manager.

Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures.

Responsibilities of the registered person

The registered person for the setting holds ultimate responsibility and liability for the safe operation of the Club. The registered person will ensure that:

• They nominate a Health and Safety Officer. The designated health and safety officer is Chris Saville/Louis Lynch
• All staff receive information on health and safety matters, and receive training where necessary
• The Health and Safety policy and procedures are reviewed regularly
• Staff understand and follow health and safety procedures
• Resources are provided to meet the Club’s health and safety responsibilities
• All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
• All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the manager

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

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

Security

• Children are not allowed to leave the Club premises during the session unless prior permission has been given by the parents (for example, to attend other extra-curricular activities).
• During Club sessions staff monitor the entrances and exits to the premises throughout the session.
• All visitors to the Club must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children.
• Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.

Equipment

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

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

Staff at LevelUP Multi Sports maintain high standards of personal hygiene and take all practicable steps to prevent and control the spread of infection.

• No sharing of food between children at any point
• A generally clean environment is maintained at all times.
• Toilets are cleaned daily and soap and hand drying facilities are always available.
• Waste is disposed of safely and all bins are kept covered.
• Staff ensure that children wash their hands before handling food or drink and after using the toilet.
• Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids

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

Staffing levels

Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken.

Related policies

See also our related policies: Illness and Accidents, Emergency Evacuation, Healthy Eating, Safeguarding, Administering Medication, Risk Assessment, Manual Handling, Fire Safety, and Intimate Care, Visitor.

Mobile Phone & Wearable Technology Policy

LevelUP Multi Sports accepts that mobile technology is part of the ever-changing digital environment that we live and work in. LevelUP Multi Sports Club continues to foster a ‘culture of safety’ in which the children and staff are protected from abuse, harm, and distress. We therefore have a clear policy on the acceptable use of mobile phones and other wearable technology that is understood and adhered to by everyone; staff, children and parents.

Abiding by the terms of the club’s policy ensures that we all:

• Protect children from harm and abuse
• Ensure privacy is respected and online safety is preserved
• Prevent staff from being subject to false allegations
• Help staff remain focused on the care of children
• Work in an open and transparent environment.

With the evolution of mobile and wearable technology including camera facilities as standard, it is of the upmost importance that the way we deal with mobile phones and wearable technology is managed safely.

Staff use of mobile phones and wearable technology

• Personal mobile phones belonging to members of staff should be switched off and kept hidden during working hours.
• Director of Camp will be permitted to occasionally use a mobile device to take photos and videos with the consent of parents. These will be used for business purposes only.
• Wearable technology such as Smartwatches and Fitbits are permitted to be worn by staff.
• If a member of staff needs to make an urgent personal call they can make a personal call from their mobile away from the children or group.

Children’s use of mobile phones

Whilst we understand that some children have mobile phones, we actively discourage them from bringing their phones with them. They will not be allowed to use them during the day and only for exceptional circumstances. If a child is seen using them throughout the day, they will be confiscated and returned at the end of the day. Parents are aware of this.

The club does not accept any responsibility for loss or damage to mobile phones brought to the club by the children.

Children must not use their mobile phone to take photographs of any kind whilst at the club. If they want a photograph of a particular activity, they can ask a member of staff to take one using the club camera.

Visitors’ use of mobile phones

In the interest of safeguarding we ask all parents and visitors not to use their phones or other mobile devices on club premises. Taking of photographs by parents or visitors is strictly prohibited. If a parent would like to have a photograph of their child involved in an activity or at play, they can ask a member of staff to take one using the club camera.

Related policies

See also: Safeguarding Children policy.

Data Protection Policy

At LevelUP Multi Sports we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working with us can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Chris Saville, who ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.

Confidentiality

Within the Club we respect confidentiality in the following ways:

• We will only ever share information with a parent about their own child.
• Information given by parents to Club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
• Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the designated Child Protection Officer and the manager.
• Staff only discuss individual children for purposes of planning and group management.
• Staff are made aware of the importance of confidentiality during their induction process.
• Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
• All personal data is stored securely in a lockable file / on a password protected computer / passcode-locked phone
• Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

Information that we keep

The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.

Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child.

Once a child leaves our care we retain only the data required by statutory legislation, insurance requirements and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely or returned to parents.

Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.

Sharing information with third parties

We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.

Where we share relevant information where there are safeguarding concerns, we will do so in line with Government guidance ‘Information Sharing Advice for Safeguarding Practitioners’ (www.gov.uk)

Subject access requests

• Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
• Staff and volunteers can ask to see any information that we keep about them.
• We will make the requested information available as soon as practicable and will respond to the request within one month at the latest.
• If our information is found to be incorrect or out of date, we will update it promptly.
• Parents /carers can ask us to delete data, but this may mean that we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
• Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment, we have to keep some data for specific periods so won’t be able to delete all data immediately.
• If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).

GDPR

We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

Admissions and Fees Policy

LevelUP Multi Sports is registered with Ofsted; our registration number 2784411/2784412. We provide care for children between the ages of 5 to 14.

Places are offered on a first-come first-served basis. When all places have been filled, a waiting list will be established, with the following order of priority:

• Siblings of children already attending the club
• Those requiring the greatest number of sessions/hours per week
• Children of RGS Prep or Tormead School
• Children living in the area attending other schools
• Sibling of children who live in the area attending other schools

Registration

When an enquiry regarding places is made, parents or carers will be given all the relevant information, including:

• Information regarding availability of places
• Details of the Admissions and Fees policy
• Registration form, medical form, parent contract, booking form, privacy notice, photo permission form
• Behaviour Management policy
• Complaints policy
• Club Handbook

The child will be able to attend the Club as soon as the completed forms are received.

If no places are available, the parent will be informed and the child’s name added to the waiting list. As soon as suitable places become available parents will be informed.

Booking procedure

Parents must complete the necessary paperwork, ie contract, registration, medical, privacy notice, booking and photo permission forms, before their children can attend the club.

Permanent place:

Once booked, if a child does not attend for any reason, you will still be charged for this place. If you wish to cancel the place altogether, a months notice in writing is required.

Temporary booking:

We will accept temporary or occasional bookings as long as there are places available. If a temporary place has been booked and is no longer required, the club must be given 48 hours notice. If notice is not given, the place will still be charged for.

Fee structure

Fees are charged at £45-£55 per day and £165 - £185 per week

LevelUP recognises that childcare can be costly, so we encourage eligible parents or carers to claim the childcare element of the Working Tax Credit/Universal Credit. We are also registered to accept a range of childcare vouchers and with the Tax-Free Childcare scheme.

• Fees are payable [weekly/monthly/termly] in advance
• Fees can be paid electronic transfer or childcare vouchers
• Fees are charged for booked sessions whether the child attends or not

Payment of fees

Fees are reviewed annually. LevelUP will consider requests for variation to payment terms on an individual basis. Anyone making these requests should contact the manager at the earliest opportunity. Any queries regarding fees should be directed to the manager.

If fees are not paid, the Club will write to the parent or carer, requesting payment. If the parents or carers are having difficulty making the payment on time we recommend that they arrange a meeting with the manager as soon as possible.

Where there is no explanation for repeated late payment, the manager will contact the parents or carers to discuss payment options. The manager may issue a formal warning to the parent or carer informing them that continued late payment will result in their child’s place at the Club being withdrawn.

If the fees remain unpaid after all the above options have been explored, the Club may have to cancel the child’s place.

Arrivals and Departures

LevelUP Multi Sports recognises the importance of having robust systems in place to ensure the safe arrival and departure of the children in our care.

The manager will ensure that an accurate record is kept of all children in the Club, and that any arrivals or departures are recorded in the register. The register is kept in an accessible location on the premises at all times. In addition, we conduct regular headcounts during the session.

We have a clear message to parents concerning the transfer of responsibility for children’s safety.

• LevelUP Multi Sports are only responsible for the child once they have been signed in by their own parents or guardian.
• Children should not cross any car park/road on their own and we ask parents to walk their children to the registration desk on both arrival and departure.
• Members of staff will escort the children from registration into the club.

Arrivals

Our staff will greet each child warmly on their arrival at the Club and will record the child’s attendance in the daily register straightaway, including the time of arrival.

Staff will not accept a child who has not been officially booked onto our camp, via our online booking system

Departures

• Staff will ensure that parents or carers sign children out before they leave, including the time of collection.
• Children are collected by an adult who has been authorised to do so by the parents name on their booking form
• In exceptional circumstances, if the parent requires another person who is not listed on the registration form to collect their child, the child’s parents or carers must inform the Club in advance and provide a description of the person and a password that they will use. If the manager has any concerns regarding the person collecting, he/she will contact the main parent or carer for confirmation.
• The parent or carer must notify the Club if they will be late collecting their child. If the Club is not informed, the Uncollected Children policy will be followed.
• Children over the age of eight will only be allowed to leave the Club alone at the end of the session if the Club has discussed this with the child’s parents and has received their written consent.
• Children below the age of eight will not be allowed to leave the Club unaccompanied.

Absences

• If a child is going to be absent from a session, parents must notify the Club in advance.
• If a child is absent without explanation, staff will contact the parents or carers and the school to check where the child should be. If staff still have concerns about the child’s whereabouts after attempts to contact the parents and the school the manager will contact the police.
• The Club will try to discover the causes of prolonged and unexplained absences. Regular absences could indicate that a child or their family might need additional support.