Parents Information Handbook

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Loanhead After School Project encompasses Loanhead Breakfast and After School Clubs, Roslin Breakfast and After School Clubs and the Holiday Club. All five Clubs will be referred to as “The Project”. All policies and procedures apply to all clubs.

Project Information

Loanhead After School Project offers high quality, affordable child care for primary school children attending Bilston, Loanhead, Paradykes, Roslin and St. Margarets Primary Schools.

Loanhead Breakfast, After School Club and Holiday Club

Based at Paradykes Community Wing, 5 Mayburn Walk, Loanhead, EH20 9HG.

The After School Club operates:
Mon - Thurs; 2.20pm – 6pm
Friday; 12.30pm – 6pm

Breakfast Club operates:
Mon – Fri; 7am until school bell

Holiday Club operates:
Mon – Fri; 8am – 6pm

Roslin Satellitte Breakfast and After School Club

Based at Roslin Pavillion, Pentland View Place, Roslin.

The After School Club operates:
Mon- Thurs; 2.45pm – 6pm
Friday; 12.30pm – 6pm

Breakfast Club operates:
Mon – Fri; 7am until school bell

During the holidays we operate as one club based at Paradykes Community Wing.

Staff

The Projects are run by a enthusiastic team of qualified and/or experienced play workers (see appendix) They are supervised by the Project Co-ordinator Senior Play Leader and Play Leader who are the first point of contact for parents and carers and are responsible to the management committee for the day to day organization of the Project. Any concerns a parent or carer may have regarding the Project should be directed to them in the first instance.

Management Committee

The project is run by a volunteer management committee. This committee is elected at the Annual General meeting. It is made up of parents whose children attend the Project. They make the decisions about the direction and work of the Project. Parents are encouraged to become involved by attending the Annual General Meeting and joining the committee. The committee meets once a month.

What we do

We organise a wide range of activities and events for your child(ren). These include physical activities, arts and crafts, imaginative play, homework club etc. Refer to our weekly activities list on the parents notice board at the Project for information. All activities are fully staffed with at least two members of staff being in attendance at any one time. Our staff ratios are 1 member of staff for every 8 children, this is in accordance with national guidelines. We take the children out and about as much as possible to local parks, swimming, or further afield to the Jelly Club or adventure playgrounds. There may be an additional charge for some of these trips, but you will have notice of this. We ask, when you register, that you fill in a consent form for all our outings and trips, and an additional one for swimming. We use our minibus for these trips, all drivers have passed their minibus drivers test and are always accompanied by an escorting member of staff.

Dropping off and Collection

For breakfast or holiday club parents must come into the building with their child. This gives staff an opportunity to find out how the child has been, if there are any messages from the parent etc. Parents and carers must sign the daily register. Children attending St Margaret’s, Loanhead and Bilston Schools are taken to school by minibus. Children attending Paradykes and Roslin are escorted to school by staff.

Children arrive straight from school. Our procedures are:

Paradykes P1’s and 2’s are escorted across from school by staff. P3’s and above make their own way over to the Community Wing. Children attending St Margaret’s and Loanhead are picked up by minibus.
Roslin children are all escorted over from school. Those attending Bilston are collected, by minibus or car.
Parents or carers must collect children before 6pm. Staff must be informed if someone other than the parent or carer is picking up your child(ren). This is to maintain their safety. In case of concern staff will not allow the child to leave without contacting the parent or carer. The person collecting your child must be a responsible person over the age of 16. You should sign the register before you leave. There is a charge of £2.00 per 15 minutes (or part thereof) for every child collected after 6pm.

Emergency Contact

At the point of registering you will be asked to supply and emergency contact number for yourself, the child’s other parent, if appropriate, and an additional contact number. This should be someone who is able to pick up your child in an emergency situation should the parents be uncontactable.

The following outline our policies and procedures. You are asked to make yourself familiar with them before registering your child as they are a guide to the level of care you can expect at the Project. As well as constantly monitoring and evaluating our work internally, we are inspected by the Scottish Commission for the Regulation of Care annually. We are also working towards a Quality Standard Scheme set out by the Scottish Out of School Network.

Aims and Objectives

We aim to provide a high quality, affordable out of school and holiday child care service for working parents and those in further education or training.

Our aim for children

To provide a high quality service in which children are welcomed, valued and respected, in which they feel happy and secure and in which they feel involved.

Our aim for parents

To provide a high quality service which meets the needs of working parents and those in education or training. We aim to make the service affordable without losing the high quality of care the children receive. We aim to keep parents informed of activities within the club and provide opportunities for parents to become involved.

Our aim for staff and volunteers

To provide a warm, welcoming work environment where staff are valued and respected as individuals. We aim to provide relevant training and support to staff and to encourage a team approach to work.

Meeting these aims will be the responsibility of all staff, under the supervision of senior staff members.

Admissions

Parents/Carers wishing to use The Project must be in full or part time employment, further education or training. The Project is able to offer respite care in exceptional circumstances.

The Project offers childcare for children of Primary School age, attending Loanhead, St. Margaret’s, Roslin, Bilston and Paradykes Primary Schools. We also have provision for children attending Roslin Nursery at our Roslin Satellite Breakfast Club. S1 pupils are also welcome at our Projects (transport is not available to and from the Secondary Schools).

All forms must be satisfactorily completed and annual registration fee paid before bookings can be made. It is the parent’s responsibility to ensure that forms are updated should information change.

Priority for places will be given to brothers/sisters of children already registered with the project. Other admissions will be dealt with on a first come first serve basis and will be allocated with regard for equality and fairness. A waiting list will come into operation should all places be taken. Names will move up the waiting list as places become available.

The Project will reserve up to 5 spaces for children with special needs at each club. The Project will require prior notice for children with special needs.

All information received will be treated confidentially. Please refer to our Record Keeping and Confidentiality Policies.

Accidents and Incidents

Loanhead After School Project is committed to providing a safe and healthy environment for staff, volunteers, children, parents and visitors. The management will operate with due regard to the health and safety of any person using or visiting the project.

The Project has a Health and Safety Policy which is adhered to.
The Project Co-ordinator retains overall responsibility for establishing and monitoring Health and Safety arrangements.
There is a named staff member who is responsible for monitoring health and safety within the play setting on a day to day basis.
All times we aim to have at least half of our staff trained and holding current first aid certificates.
All accidents/incidents involving staff, volunteers, children, parents and visitors are recorded.
An accident and an incident book is available at all times the project is open.
All accident/incidents which are required to be reported to authorities such as the Health and Safety Executive are reported.
All accidents /incidents involving the clubs premises should be reported to the senior play leader who will inform the office at Paradykes Community Centre or the Caretaker at Roslin Pavillion.

Behaviour

Loanhead After School Club aims to promote positive behaviour amongst its staff and children. We will achieve this by ensuring that staff, children, parents and visitors are treated fairly and equally. We aim to provide an environment free from bullying, harassment and discrimination, exploitation and abuse.

We will achieve this by:

Valuing each child, member of staff, volunteers, parents and visitors as individuals, and valuing and respecting the differences between us.
Promoting and rewarding positive behaviour and dealing promptly, consistently and fairly with unacceptable behaviour.
Ensuring staff interaction with children is positive and encouraging.
Ensuring staff are trained in recognising harm, neglect, abuse, bullying and discrimination and are able to actively challenge or respond appropriately to such behaviour.
Encouraging staff and children to take responsibility for their own behaviour.
Having a child protection policy which all staff and parents are aware of.

Child Protection Policy

It is the policy of the Project to safeguard the welfare of all children by protecting them from physical, sexual or emotional harm. Staff should at all times show respect and understanding for their rights, safety and welfare and conduct themselves in a way that reflects the Aims and Objectives of the Project.

In order to protect our children from abuse and in order to protect our staff from false allegations all staff will at all times will adhere to the following procedures.

Staff must never:

Engage in rough physical games, including inappropriate picking up of children.
Allow, or engage in, inappropriate touching of any form.
Engage in sexually provocative games.
Allow children to use inappropriate language unchallenged.
Make sexually suggestive comments about or to a child, even in fun.
Let allegations a child makes go unchallenged or unrecorded.
Do things of a personal nature for children that they can do for themselves.

In the case of a disclosure to a member of staff the staff member will:

Listen Carefully
Reassure the child
Take the allegation seriously
Not guarantee confidentiality regarding the disclosure
Make an informed judgement whether to refer to child protection officer within club
Record incident

Children’s Participation Policy

The Project supports the view that children should be treated with dignity and respect at all times. The Project also believes that quality provision for children is based upon the needs and desires of children themselves.

We will achieve this by:

regularly consulting with children with regard to planning the programme of activities
regularly consulting with children with regard to their views about the quality of service we provide
providing a broad choice of physical, arts and crafts and freeplay activities which the children can choose to participate in
allowing children space for themselves
providing a range of structured and unstructured activities

Complaints Policy

Users of the service can be confident that they are able to complain effectively and without fear of victimisation. Parents and Carers who feel they have a complaint or concern should speak to the Project Co-ordinator or a Play Leader in the first instance. The complaint will be investigated and the complainant will be informed of the outcome. In the event of an unsatisfactory outcome the parent/carer retains the right to write to the committee regarding the complaint.

The Project will:

Promote an environment of mutual respect, trust and open communication
Treat every one fairly and equally
Follow guidance set out in the complaints procedure set out in the Parent and Staff handbooks
Record all complaints
Treat all complaints in confidence and deal with complaints in a private area
Provide information on the response to complaints to the committee or to the Care Commission when requested to do so

Confidentiality Policy

In order to respect the dignity and privacy of all users, The Project will actively promote confidentiality in the following ways:

Ensure staff are aware of the Record Keeping Policy
Ensure information is kept in locked filing cabinets and in a locked office, to which only senior staff members will have access
Adhering to relevant legislation
Providing access to records by parents/carers
Not disclosing confidential information, unless in the case of child protection or in an extreme emergency

Equal Opportunities Policy

The Project believes in the dignity, privacy, choice, safety, potential, equality and diversity of its users. We will actively promote these principles by:

Treat everyone with dignity and respect
Valuing different ethnic backgrounds, language, culture and faiths
Providing, when appropriate, and if possible materials and information in different formats and languages
Establishing an environment free from bullying, harassment and discrimination
Regular consultation with users
Train staff in recognising harm, abuse, neglect, bullying and discrimination and challenging such behaviour
Programming activities and events around different cultures, faiths and languages
Promoting anti-discriminatory practise amongst staff and users

Health and Safety Policy

The Project views the health and safety of its staff, children, parents, volunteers and visitors as of paramount importance.

The Project aims to:

Provide a safe environment in line with all relevant legislation
Provide premises which are smoke free. Smoking is not permitted throughout the building or the surrounding area. Staff and volunteers are not permitted to smoke at any time whilst in contact with the children.
Staff; children ratios are as follows, Age 3 and over 1;8, If all children are 8 or over 1; 10. Two adults will be in attendance at any one time.
Provide equipment and toys which are clean and well maintained
Undertake risk assessments of clubs premises, equipment and activities.
Nominate one senior staff member to have responsibility for undertaking regular health and safety checks. Contingency plans will be made if (s)he is absent
Ensure the Project management are aware of their responsibilities under relevant Health and Safety legislation.
Ensure the Child Protection and Accidents and Incidents Policies are adhered to
Ensure all food (including baking activities) is prepared within basic food hygiene guidelines
Encourage children to learn about healthy lifestyles through play activities
Ensure children are appropriately supervised, but not over protected
Provide regular access to fresh air and energetic physical play
Ensure at least half of all staff hold a current First aid certificate

Partnership with Parents Policy

The Project believes it is vital to maintain the involvement of parents and carers. We will promote this partnership by:

Providing all parents and carers with Parents/Carers handbooks
Offering and encouraging pre-admission visits free of charge
Ensuring staff are well trained and aware of their role and responsibilities in terms of child protection
Ensuring staff pass on information regarding their child’s day to parent/carer as they pick up their child
Provide a parents information notice board which will contain relevant information regarding activities and future events
Creating an environment where mutual respect, trust and open communication are promoted
Working with parents to promote positive behaviour and reporting disruptive behaviour as soon as possible
The staff team aim to value and respect the views of parents, and will promote anti-discriminatory behaviour throughout the club
Provide a private area to discuss matters in confidence
Provide a clear complaints procedure
Encouraging parents to become members of the management committee, and to have a say in decision making within the club(s)
Undertake regular evaluation of parents comment and concerns

Record Keeping Policy

The Project will maintain records that are required for the efficient and safe management of the club and to promote the welfare, care and learning of the children.

Children’s records will be kept in a locked office. Only senior staff will have access to this information
Information may be passed on to other staff members in order to maintain the child’s heath and welfare, this information will not be passed outwith the club without parents/carers consent
Parents/carers reserve the right to access to all information held about their child(ren)

The Care Commission may require access to children's information during inspection visits.

Reporting of Misconduct Policy

LASC aims to provide a transparent child care provision. Any allegation of misconduct by staff will be dealt with quickly and efficiently and will take into account the concerns and views of all those concerned.

Misconduct may be reported by staff, visitors, volunteers, parents, carers or children. It should be referred to the Project Co-ordinator or the Senior Play Leader. This can be done verbally or in writing. An account of this meeting will be kept. The Project Co-ordinator will then investigate the allegation with the staff member concerned. The outcome of this investigation will be made available to the person making the allegation. If the allegation is against the Project Co-ordinator, or the outcome of the investigation is not satisfactory, the allegation should be addressed to the management committee. The committee, or a sub group of the committee will investigate and the result of that investigation will be made known to the complainant. If there is allegation of child abuse relevant outside agencies will be informed and appropriate action will be taken.
Should the allegation be directed against the initial contact person, that person will not comment about the allegation, but state that they have a duty to report the allegation to the Project Co-ordinator to deal with.

Staff are expected to actively promote the Aims and Objectives of LASC and they, along with other members of the public have a responsibility to report any behaviour that is contrary to these Aims and Objectives.

Additional Information

Sickness/Ill health

In the case of ill health every attempt will be made to contact the parents/carers, if this is not possible the emergency contact named on the registration form will be contacted. The child will be expected to be removed from the play setting as soon as is possible.

If children are off school sick they should not attend the Project. If the child is suffering from any infectious disease they should not attend the Project. Staff do not normally administer medication. Any exception to this must be decided by the Project Co-ordinator in advance of the child attending the project and written consent will be expected.

Emergency Procedures

In the extreme case of an emergency situation arising at the Project, every attempt will be made to contact the parent/carer. Staff trained to do so may administer First Aid, if appropriate, and further medical assistance may be sought.

Fire alarm practises will be administered regularly, for the benefit of children and staff. In the case of fire, the alarm will be raised immediately and all children and staff (and visitors) will be evacuated. It is essential that children wear appropriate footwear whilst at the After School Club. The daily register will be checked and the building will only be re-entered once the all clear has been given by the senior member of staff (or Fire Brigade)

School Exclusion

If a child is suspended or excluded from school he/she will be unable to attend the Project

Public Holidays

At present we operate at The Croft Suite of the Loanhead Miners Welfare Club (situated on The Loan, Loanhead) on most public holidays from 8am - 6pm. Booking must be made a week in advance, and if there are insufficient numbers of children attending we reserve the right to cancel this provision. We are closed during Christmas and New Year, normally the same holidays as the schools.

Fees

A copy of our fee structure is enclosed (see appendix). Fees are payable one week in advance and are non refundable.

Parents can choose to pay fees weekly, monthly or termly, whichever suits your situation best. In the case of monthly or termly payment, credit will be given for cancellations made more that one week in advance.

Our Staff Team

(as of Financial Year 2004 - 2005)

Irene Hogg - Project Manager

Veronica Wood - Administrator

Joanne Sandbach-Assistant Administror

Sarah Hermiston- Development Worker

Eilidh Denholm- Senior Play Leader

Lisa Watson- Play Leader Nursery

Vicky Lynch- Play Leader

John T Hogg- Play Leader

Laura McGinty-Senior Play Worker

Samra Akram-Senior Special Needs Play Worker

Yvonne Todman- Assistant Play Leader

Lisa Webster- Play Worker

Christine Todman- Play Worker

Vera Power - Play Worker

Marie Dickson- Play Worker

Susan Clark - Senior Play Worker (since May 2005)

Johnny Hogg - Play Worker/Sports Coach (since May 2005)

David Owen - Play worker

Gemma Hogg-Play Worker

Sarah Black-Play Assistant

Nikki Hamilton-Play Assistant

Erin Glen-Play Assistant

Jessica Coull-Play Assistant

May Quinn-Play Assistant

Alan Duffin-Play Assistant Worker