Policies & Procedures

At Active8 Multi-Sports Holiday Club, we are committed to providing a safe, inclusive and enjoyable environment where children aged 8–11 can stay active, develop skills and build confidence.

Our programme is delivered by trained Secondary PE teachers and qualified sports coaches, ensuring high-quality instruction, supervision and care at all times.

The following policies outline how we safeguard children, manage activities, and maintain the highest standards across our provision.

Our Commitment

Active8 is fully committed to safeguarding and promoting the welfare of all children. The welfare of the child is always paramount.

Our Principles

• All children have the right to be protected from harm
• All staff have a responsibility to safeguard children
• Safer recruitment procedures are followed, including Enhanced DBS checks
• All safeguarding concerns are taken seriously and acted upon immediately

Safeguarding Procedures

• A Designated Safeguarding Lead (DSL) is appointed
• All staff receive safeguarding training
• Any concerns or disclosures will be:
  • Listened to calmly
  • Not investigated by staff
  • Recorded accurately
  • Reported immediately to the DSL
• Staff will never promise confidentiality

Active8 is committed to safer recruitment practices to ensure all staff are suitable to work with children.

This includes:

• Enhanced DBS checks (including barred list)
• Identity and reference checks
• Safeguarding training at induction
• Ongoing supervision and support

Volunteers are supervised at all times and DBS-checked where required.

Our Commitment

We provide a safe and secure environment for children, staff and visitors.

Procedures

• Risk assessments completed for all activities
• Equipment checked before use
• First aid kit available at all times
• At least one First Aid trained member of staff on site at every session
• Emergency contact details held for all children

Accident & Incident Procedure

• First Aid administered
• Incident recorded in accident log
• Parents/carers informed on the same day

Active8 operates a minimum supervision ratio of:

1 adult to 12 children (1:12)

All staff are trained Secondary PE teachers and/or qualified sports coaches.

• Children are never left unsupervised
• Regular headcounts are conducted
• Daily sign-in and sign-out system in place

Prevention

• Registers and regular headcounts
• Clear boundaries explained to children

Procedure

If a child is missing:

1. All staff informed immediately
2. Remaining children secured
3. Premises searched
4. Parents/carers contacted
5. Police contacted if child not located within 10 minutes

Risk assessments are conducted to identify, reduce and manage risks.

Areas Covered

• Sports activities
• Premises and equipment
• Weather conditions
• Off-site activities

All staff must follow risk control measures and report any new risks immediately.

Our Aim

To promote respect, teamwork and positive behaviour.

Expected Behaviour

Children are expected to:

• Follow instructions
• Respect staff and peers
• Use equipment safely
• Show good sportsmanship

Behaviour Procedure

• Verbal reminder
• Time out from activity
• Discussion with child
• Parents informed if behaviour persists

Zero Tolerance

We operate zero tolerance for:

• Bullying
• Physical aggression
• Discrimination

Active8 values diversity and promotes equality in line with the Equality Act 2010.

We will:

• Treat all children fairly and with respect
• Adapt activities to ensure participation for all
• Challenge discrimination immediately

First Aid Provision

• At least one Paediatric First Aid trained staff member on site
• Fully stocked First Aid kits available

Accident Reporting

• All accidents recorded
• Parents informed the same day
• Serious incidents reported where required

Medical Information

• Medical details collected before attendance
• Medication stored securely and administered with written consent
• All medication administration recorded
• Staff trained to support asthma, allergies and medical needs

To ensure safe participation:

• Warm-ups and cool-downs included
• Activities are age-appropriate
• Regular breaks provided
• Hydration encouraged

We also consider:

• Weather conditions
• Sun protection
• Indoor and outdoor options
• Activity intensity levels

Allergies

• Allergy information recorded
• Staff informed
• Emergency procedures in place

Hydration

• Water available at all times

• All children must be registered before attending
• Registration forms must be completed and signed by a parent/guardian
• We reserve the right to refuse or cancel enrolment if policies are not followed
• Parents/guardians must notify us of absences or late arrivals
• Daily attendance records maintained

We comply with UK GDPR and the Data Protection Act 2018.

• Photos taken only with parental consent
• No names published with images
• Personal data stored securely
• Information never shared without permission

• Staff and children’s phones used only when necessary
• No unsupervised use
• Safeguarding remains the priority at all times

Collection

• Children must be signed in and out
• Children released only to authorised adults
• ID may be requested if adult is unknown to staff

Late Collection

• Parents contacted immediately
• Incident recorded
• Safeguarding procedures followed
• Late collection fees may apply

• Informal discussion with Club Leader encouraged
• Written complaint submitted if required
• Investigation within 5 working days
• Written response provided
• Records maintained

All staff must:

• Act as positive role models
• Maintain professional boundaries
• Avoid being alone with a child in private spaces
• Use appropriate language at all times
• Never exchange personal contact details with children

Active8 Multi-Sports Limited holds:

• Public Liability Insurance
• Employer’s Liability Insurance

Certificates are available on request.

• Fees must be paid in advance via our website booking system
• Refunds are subject to programme terms

Visit: www.active8multisports.co.uk

By enrolling a child, parents/guardians confirm they have read, understood and agree to follow these policies.

These policies are reviewed annually and updated in line with legislation and best practice.

Active8 Multi-Sports Holiday Club

Committed to Safe, Active & Inspiring Sport for Every Child