Policies

Please see our full list of policies below, and contact us with any queries.

Administering Medication Policy

If a child attending March Hare Theatre Workshops requires medication of any kind, their parent or carer must complete a Permission to administer medicine form in advance. Staff at the Club will not administer any medication without such prior written consent.

Ideally children should take their medication before arriving at the Club. If this is not possible, children will be encouraged to take personal responsibility for their medication, if appropriate. If children carry their own medication (eg asthma inhalers), the Club staff will offer to keep the medication safe until it is required. Inhalers must be labelled with the child’s name.

Prescription medication

March Hare Theatre staff will normally only administer medication that has been prescribed by a doctor, dentist, nurse or pharmacist. If a medicine contains aspirin we can only administer it if it has been prescribed by a doctor. All prescription medication provided must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage.

Procedure for administering medication

A designated staff member will be responsible for administering medication or for witnessing self-administration by the child. The designated person will record receipt of the medication on a Medication Log, will check that the medication is properly labelled, and will ensure that it is stored securely during the session.

Before any medication is given, the designated person will:

• Check that the Club has received written consent

• Take steps to check when the last dosage was given

• Ask another member of staff to witness that the correct dosage is given.

When the medication has been administered, the designated person must:

• Record all relevant details on the Record of Medication Given form

• Ask the child’s parent or carer to sign the form to acknowledge that the medication has been given.

When the medication is returned to the child’s parent or carer, the designated person will record this on the Medication Log.

If a child refuses to take their medication, staff will not force them to do so. The manager and the child’s parent or carer will be notified, and the incident recorded on the Record of Medication Given.

Changes to medication

A child’s parent or carer must complete a new Permission to Administer Medication form if there are any changes to a child’s medication (including change of dosage or frequency) and the Medication Log must be updated

Long term conditions

If a child suffers from a long term medical condition the Club will ask the child's parents to provide a medical care plan from their doctor, to clarify exactly what the symptoms and treatment are so that the Club has a clear statement of the child's medical requirements.

This policy was adopted by: March Hare Theatre

Date: 18/2/25

To be reviewed: 18/2/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Health [3.52 – 3.54]

Arrivals and Departures

March Hare Theatre 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.

Arrivals

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

Departures

• Staff will ensure that parents or carers sign children out before they leave with the agreed password, including the time of collection.

• Children are collected by an adult who has been authorised to do so on their registration 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 they must have the agreed password. 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

This policy was adopted by: March Hare Theatre

Date: 30/2/25

To be reviewed: 30/2/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Organising premises for confidentiality and safeguarding [3.72] Information and Record Keeping [3.77], Information for Parents and Carers [3.82]

Children’s Behaviour Policy

March Hare Theatre recognises our responsibility to support, understand and managing children’s behaviour in an appropriate way. Our workshops use effective behaviour management strategies to promote the welfare, enjoyment and safety of children attending the Club. Working in partnership with parents, we aim to support children’s behaviour using clear, consistent and positive strategies, and with adults modelling positive behaviour. We recognise that supporting behaviour isn’t a universal approach and that we must develop strategies of support appropriate to each child, whilst balancing and maintaining the safety and enjoyment of all children who attend.

Whilst at March Hare Theatre we will support children to:

• Use socially acceptable behaviour

• Understand and comply with the Club rules, which are created and agreed by the children themselves

• Respect one another, accepting differences of race, gender, ability, age and religion

• Develop their independence through self-discipline

• Choose and participate in a variety of activities

• Ask for help if needed

• Enjoy their time at the Club.

Encouraging positive behaviour

Positive behaviour is encouraged by:

• Staff acting as positive role models

• Praising appropriate behaviour

• 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 and work to support the child and make any necessary changes where possible to prevent the situation from recurring.

Dealing with inappropriate behaviour

• Unacceptable behaviour will be addressed in a calm, clear and positive manner.

• In the first instance, staff will remind the child that their behaviour is not acceptable

• Staff may engage in a private discussion with the child about 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.

• No staff member will ever threaten any punishment that could adversely affect a child’s well-being (eg withdrawal of food or drink).

• Staff will always promote the dignity of, and respect for, the child in handling behaviour incidences

If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour that poses a risk to themselves, staff or other children or property, the Club may decide to ask the child to leave the workshop and not return. No refunds will be issued in such circumstances.

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 on the same day, or 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 at the Club.

This policy was adopted by: March Hare Theatre

Date: 10/3/25

To be reviewed: 10/3/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Supporting and understanding children’s behaviour [3.59] and Safeguarding Training [3.25].

Complaints Policy

At March Hare 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 website. Records of all complaints are kept for at least three years.

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. All complaints 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 of receipt of the written complaint.

• 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, if applicable.

• Meet relevant parties to discuss the Club’s response to the complaint, either together or on an individual basis.

If child protection or wider safeguarding issues are raised, the manager will refer the situation to the Club’s Designated Safeguarding Lead, 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.

This policy was adopted by: March Hare Theatre

Date: 23/2/2025

To be reviewed: 2/2026

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Complaints [3.84 – 3.85].

Data Protection Policy

At March Hare Theatre 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 at Summer Club can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Mrs G Starke The lead person 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.

• 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.

This policy was adopted by: March Hare Theatre

Date: 13/3/25

To be reviewed: 13/3/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Information and Record Keeping [3.77- 3.81]

Emergency Evacuation/Closure Procedure

March Hare Theatre Summer Club will make every effort to keep the Club open, but in exceptional circumstances, we may need to close at short notice.

Possible reasons for emergency closure include:

• Serious weather conditions

• Heating system failure

• Burst water pipes

• Fire or bomb scare/explosion

• Death of a member of staff or child

• Assault on a staff member or child

• Serious accident or illness

In the event of an emergency, our primary concern will be to ensure that both children and staff are kept safe. If it is necessary to evacuate the Club, the following steps will be taken:

• If appropriate the manager or session supervisor will contact the emergency services.

• All children will be escorted from the building to the assembly point using the nearest safe exit.

• No attempt will be made to collect personal belongings, or to re-enter the building after evacuation.

• A nominated member of staff will check the premises and will collect the register (including emergency contact details) providing that this does not put anyone at risk.

• Before leaving the building the nominated person will close all accessible doors and windows, if it is safe to do so.

• The register will be taken and all children and staff accounted for.

• If any person is missing from the register, the emergency services will be informed immediately.

• The manager will contact parents to collect their children. If the register is not available, the manager will use the emergency contacts list (which is kept off site).

• All children will be supervised until they are safely collected.

• If after every attempt, a child’s parent or carers cannot be contacted, the Club will follow its Uncollected Child procedure.

This policy was adopted by: March Hare Theatre Summer Club

Date: 13/3/25

To be reviewed: 13/3/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Safeguarding and Welfare Requirements: Safety and suitability of premises environment and equipment [3.64-3.65].

Equalities Policy

At March Hare Theatre Summer Club we will take all reasonable measures to 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, HIV/Aids status or other protected characteristic.

• 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 our 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.

Challenging inappropriate attitudes and practices

We will challenge inappropriate attitudes and practices by engaging children and adults in discussion and through our staff modelling anti-discriminatory behaviour at all times.

Harassment

The Club will not tolerate any form of racial or discriminatory harassment on any basis. 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

The Club’s Equal Opportunities Named Coordinator (ENCO) is Hannah Starke. The ENCO 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 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 including additional adult support where possible and reasonable, to ensure that children can access our services and are made to feel welcome.

This policy was adopted by: March Hare Theatre

Date: 20/3/26

To be reviewed: 20/3/26

Signed: 20/3/26

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): learning and development concerns [1.31]. Safeguarding and Welfare requirements: SEND [3.61], Information for parents and carers [3.82], Qualifications, training, support and skills [3.23], Outside Access [3.68].

Health and Safety Policy

March Hare Theatre Out of School Club 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 Gillian Starke

• A copy of the current Health and Safety At work poster is displayed (poster is available here: http://www.hse.gov.uk/pubns/books/lawposter.htm )

• 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 including evacuation, fire detection and control and suitable resourcing.

• 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

• Children are only allowed in the kitchen if properly supervised (eg for a cooking activity)

• 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

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 all external doors are kept locked, with the exception of fire doors which are alarmed. 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.

Toys and equipment

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

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

Staff maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.

• A generally clean environment is maintained at all times.

• Toilets are cleaned daily and soap and hand drying facilities are always available.

• Staff are trained in food hygiene and follow appropriate guidelines.

• 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. A minimum of two members of staff are on duty at any time.

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.

This policy was adopted by: March Hare Theatre

Date: 13/3/26

To be reviewed: 20/3/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Safety and suitability of premises, environment and equipment [3.63 – 3.69]

Missing Child Procedure

At March Hare we are always alert to the possibility that children can go missing during sessions. To minimise the risk of this happening staff will carry out periodic head counts, particularly when transporting children between locations (eg walking from the school to the Club).

If a child cannot be located, the following steps will be taken:

• All staff will be informed that the child is missing.

• Staff will conduct a thorough search of the premises and surrounding area.

• After 10 minutes the police will be informed. The manager will then contact the child’s parents or carers.

• Staff will continue to search for the child whilst waiting for the police and parents to arrive.

• We will maintain as normal a routine as possible for the rest of the children at the Club.

• The manager will liaise with the police and the child’s parent or carer.

The incident will be recorded in the Incident Log. A review will be conducted regarding this and any other related incidents along with relevant policies and procedures. We will identify and implement any changes as necessary.

This policy was adopted by: March Hare Theatre

Date: 13/3/25

To be reviewed: 20/3/27

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Organising premises for confidentiality and safeguarding [3.72], Information for Parents and Carers [3.82]

Mobile Phone & Wearable Technology Policy

March Hare Summer Club accepts that mobile technology is part of the ever changing digital environment that we live and work in. We 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, tablet computers and wearable technology that have imaging and sharing capabilities, 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 phones, tablet computers and wearable technology that have camera facilities and sharing capabilities as standard, it is of the upmost importance that the way we deal with technology is managed safely.

Children’s use of mobile phones

We recognize that mobile phones and technology are a part of children’s lives and culture and we allow children to have their mobile phones, tablet computers and wearable technology with them in setting. We have a set of boundaries for their use which children adhere to including the taking of pictures and sharing of data and images by children.

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’ and parents 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. The ONLY exception will be the bow at the end of the final performance when parents/carers may take photographs of their own child ONLY.

Related policies

See also: Safeguarding Children policy.

This policy was adopted by: March Hare Theatre

Date: 13/3/25

To be reviewed: 13/3/26

Signed: G Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare requirements: Safeguarding Policies and Procedures [3.6].

Safeguarding Policy

March Hare is committed to building a ‘culture of safety’ in which the children in our care are protected from abuse, harm and radicalisation.

The Club will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur. The Club’s child protection procedures comply with all relevant legislation and with guidance issued by The Kirklees Safeguarding Children Partnership.

There is a Designated Safeguarding Lead (DSL) available at all times while the Club is in session. The DSL coordinates safeguarding and child protection issues, supports practitioners with safeguarding concerns and liaises with external agencies (eg Social Care and Ofsted).

The Club’s designated DSL is Gillian Starke. The Deputy DSL is Nathan Oakes

Safeguarding and promoting the welfare of children is defined as:

• Providing help and support to meet the needs of children as soon as problems emerge

• Protecting children from maltreatment, whether that is within or outside the home, including online

• Preventing the impairment of children’s mental and physical health and development

• Ensuring that children grow up in circumstances consistent with the provision of safe and effective care

• Taking action to enable all children to have the best outcomes

Child abuse, neglect and exploitation

Child abuse, neglect and exploitation is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. An individual may abuse, neglect or exploit a child directly, or by failing to protect them from harm. Some forms of child abuse, neglect and exploitation are listed below.

• Emotional abuse is the persistent emotional maltreatment of a child so as to cause severe and persistent adverse effects on the child’s emotional development. It may involve making the child feel that they are worthless, unloved, or inadequate. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.

• Physical abuse can involve hitting, shaking, throwing, poisoning, burning, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may be also caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a child.

• Sexual abuse involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. This can involve physical contact, or non-contact activities such as showing children sexual activities or encouraging them to behave in sexually inappropriate ways.

• Neglect is the persistent failure to meet a child’s basic physical and emotional needs. It can involve a failure to provide adequate food, clothing and shelter, to protect a child from physical and emotional harm, to ensure adequate supervision or to allow access to medical treatment.

• Domestic Abuse: Psychological, physical, sexual, financial, and emotional.

Signs of child abuse, neglect and exploitation

Signs of possible abuse, neglect and exploitation may include:

• significant changes in a child's behaviour

• deterioration in a child’s general well-being

• unexplained bruising or marks

• comments made by a child which give cause for concern

• reasons to suspect neglect or abuse outside the setting, eg in the child’s home, or that a girl may have been subjected to (or is at risk of) female genital mutilation (FGM), or that the child may have witnessed or be living with domestic abuse

• inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention beyond the requirements of their role, or inappropriate sharing of images.

If abuse is suspected or disclosed

When a child makes a disclosure to a member of staff, that member of staff will:

• reassure the child that they were not to blame and were right to speak out

• listen to the child but not question them

• give reassurance that the staff member will take action

• record the incident as soon as possible (see Logging an incident below).

If a member of staff witnesses or suspects abuse, they will record the matter straightaway using the Logging a concern form. If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly. If they will not do so, we will explain that the Club is obliged to and the incident will be logged accordingly.

All staff recognise that children may not feel ready or know how to tell someone that they are being abused, exploited or neglected and/or they may not recognise their experiences as harmful. This could be due to their vulnerability, disability or language barriers. They may also feel embarrassed, humiliated or are being threatened. Our staff recognise this and where they have any concerns about a child they will raise these with the designated safeguarding lead (DSL) without unreasonable delay.

Female genital mutilation (FGM)

FGM is an illegal, extremely harmful practice and a form of child abuse and violence against women and girls. FGM is therefore dealt with as part of our existing safeguarding procedures. All of our staff receive training in how to recognise when girls are at risk of FGM or may have been subjected to it.

If FGM is suspected or disclosed

We will follow the same procedures as set out above for responding to child abuse and will make a report to Children’s Social Care directly.

Child-on-Child abuse

Children are vulnerable to abuse by their peers. Child-on-Child abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of technology and the internet for bullying and abusive behaviour between young people.

Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse:

• Sexual activity (in primary school-aged children) of any kind, including sexting

• One of the children is significantly more dominant than the other (eg much older)

• One of the children is significantly more vulnerable than the other (eg in terms of disability, confidence, physical strength)

• There has been some use of threats, bribes or coercion to ensure compliance or secrecy.

If child-on-child abuse is suspected or disclosed

We will follow the same procedures as set out above for responding to child abuse.

Extremism and radicalisation

All childcare settings have a legal duty to protect children from the risk of radicalisation and being drawn into extremism. There are many reasons why a child might be vulnerable to radicalisation, eg:

• feeling alienated or alone

• seeking a sense of identity or individuality

• suffering from mental health issues such as depression

• desire for adventure or wanting to be part of a larger cause

• associating with others who hold extremist beliefs

Signs of radicalisation

Signs that a child might be at risk of radicalisation include:

• changes in behaviour, for example becoming withdrawn or aggressive

• claiming that terrorist attacks and violence are justified

• viewing violent extremist material online

• possessing or sharing violent extremist material

If a member of staff suspects that a child is at risk of becoming radicalised, they will record any relevant information or observations on a Logging a concern form, and refer the matter to the DSL.

At March Hare Theatre all staff are aware that abuse, neglect, exploitation and safeguarding issues are rarely standalone issues and events. In most cases multiple issues will overlap. Staff recognise that children might be at risk of harm inside and outside of their time in our club/setting, inside and outside of their home and whilst online. Our team exercise professional curiosity to help identify early signs of abuse, neglect and exploitation and act early in cases where children might need our help or protection.

All staff are aware of the indicators of abuse, neglect and understand that children can be at risk of harm inside and outside of the school/college, inside and outside of home, and online.

Staff exercising professional curiosity and knowing what to look for is vital for the early identification of abuse and neglect so that staff are able to identify cases of children who may be in need of help or protection.

All staff, but especially the designated safeguarding lead (and deputies) should consider whether children are at risk of abuse or exploitation in situations outside their families. Extra familial harms take a variety of different forms and children can be vulnerable to multiple harms including (but not limited to) sexual abuse (including harassment and exploitation), domestic abuse in their own intimate relationships (teenage relationship abuse), criminal exploitation, serious youth violence, county lines and radicalisation.

All staff at are aware that technology is a significant component in many safeguarding and wellbeing issues. Children are at risk of abuse and other risks online as well as face to face. In many cases abuse and other risks will take place concurrently both online and offline. Children can also abuse other children online, this can take the form of abusive, harassing, and misogynistic/misandrist messages, the non-consensual sharing of indecent images, especially around chat groups, and the sharing of abusive images and pornography to those who do not want to receive such content. In all cases, if staff are unsure, they always speak to the designated safeguarding lead or a deputy.

Logging a concern

All information about the suspected abuse, disclosure or concern, will be recorded on the Logging a concern form as soon as possible after the event. The record should include:

• date of the disclosure, or the incident, or the observation causing concern

• date and time at which the record was made

• name and date of birth of the child involved

• a factual report of what happened. If recording a disclosure, you must use the child’s own words

• name, signature and job title of the person making the record.

The record will be given to the Club’s DSL who will decide on the appropriate course of action.

For concerns about child abuse, the DSL will contact Social Care immediately in line with the local reporting procedures. The DSL will follow up all referrals to Social Care in writing within 48 hours.

If a member of staff thinks that the incident has not been dealt with properly, they may contact Social Care directly.

For minor concerns regarding radicalisation, the DSL will contact the Local Authority Prevent Co-ordinator. For more serious concerns the DSL will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the DSL will contact the Police using 999.

Allegations against staff

If anyone makes an allegation of child abuse against a member of staff:

• The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it.

• The allegation must be reported to the Local Authority Designated Officer (LADO) immediately and to Ofsted. The LADO will advise if other agencies (eg police) should be informed, and the Club will act upon their advice. Any telephone reports to the LADO will be followed up in writing within 48 hours.

• Following advice from the LADO, it may be necessary to suspend the member of staff pending full investigation of the allegation.

• If appropriate, the Club will make a referral to the Disclosure and Barring Service.

Promoting awareness among staff

The Club promotes awareness of child abuse and the risk of radicalisation through its staff training. The Club ensures that:

• the designated DSL has relevant experience and receives appropriate training in safeguarding and the Prevent Duty, and is aware of the Channel Programme and how to access it

• designated person training is refreshed every year.

• safe recruitment practices are followed for all new staff

• all staff have a copy of this Safeguarding policy, understand its contents and are vigilant to signs of abuse, neglect or radicalisation

• all staff are aware of how to respond in a timely way at the earliest opportunity

• all staff are aware of their statutory duties with regard to the disclosure or discovery of child abuse, and concerns about radicalisation

• all staff receive basic safeguarding training, and safeguarding is a permanent agenda item at all staff meetings ensuring staff receive at least annual safeguarding updates.

• all staff receive basic training in the Prevent Duty

• staff are supported to understand how to keep themselves safe and how to blow the whistle should they be concerned about another adults behaviour or practise.

• staff are familiar with the Safeguarding File which is kept in a secure online location

• the Club’s procedures are in line with the guidance in ‘Working Together to Safeguard Children (2023)’ and staff are familiar with ‘What To Do If You’re Worried A Child Is Being Abused (2015)’.

Use of mobile phones and cameras

Photographs will only be taken of children with their parents’ permission. Only the club camera will be used to take photographs of children at the Club, except with the express permission of the manager. Neither staff nor children nor visitors may use their mobile phones or wearable technology such as smart watches to take photographs at the Club. For more details see our Mobile Phone, Tablet Computers and Wearable Technology Policy.

Contact numbers

LADO (Local Authority Designated Officer): online contact form

Local Authority Prevent Co-ordinator: Online form

Police: 101 (non-emergency) or 999 (emergency)

Anti-terrorist hotline: 0800 789 321

NSPCC: 0808 800 500

Ofsted: 0300 123 1231

This policy was adopted by: March Hare Theatre

Date:20/3/27

To be reviewed: 20/3/26

Signed: Gillian Starke

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare requirements: Safeguarding policies and procedures [3.4-3.6] and Suitable People [3.8-3.15] Safeguarding training [3.24- 3.25].

Uncollected Children Policy

Out of School Club endeavours to ensure that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below:

Up to 10 minutes late

• When the parent or carer arrives they will be reminded that they must call the Club to notify us if they are delayed.

• The parent or carer will be informed that penalty fees will have to be charged (unless the delay was genuinely unavoidable).

Over 10 minutes late

• If a parent or carer is more than 10 minutes late in collecting their child, the manager will try to contact them using the contact details on file.

• If there is no response from the parent or carer, messages will be left requesting that they contact the Club immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.

• While waiting to be collected, the child will be supervised by a member of staff.

• When the parent or carer arrives they will be reminded that they must call the Club to notify us if they are delayed, and that penalty fees will have to be charged (except in exceptional circumstances). These fees will equate to £1 per minute.

Over 30 minutes late

• If the manager has been unable to contact the child’s parents or carers after 30 minutes, the manager will contact the local Social Care team for advice.

• The child will remain in the care of the Club’s staff, on the Club’s premises if possible, until collected by the parent or carer, or until placed in the care of the Social Care team.

• If it is not possible for the child to remain at the Club’s premises, a note will be left on the door of the Club informing the child’s parent or carer where the child has been taken (eg to the home of a staff member or into the care of a safeguarding agency) and leaving a contact number. A further message will be left on the parent or carer’s telephone explaining events.

Managing persistent lateness

The manager will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the Club.

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2024): Safeguarding and Welfare Requirements: Information for parents and carers [3.82]