Safeguarding Policy

1. Child Protection

Named designated person for clubs are:

  • CKC @ Bourn – Maisie Dale
  • CKC @ Cambourne – Adele McLaren
  • CKC @ Histon – Adele McLaren
  • CKC @ Cottenham – Paula Bento
  • CKC @ Meridian – Chris Berkeley
  • CKC @ Oaks – Karen Mallett
  • CKC @ Queen Edith – Jo Winch
  • CKC @ St. Paul – Gemma Carter
  • CKC @ Wacky – Jo Hawken

Named designated person at head-office:

Panash Shah, Diego Castoldi, Gemma Carter, Adele McLaren, Amalia Benedetto


Cambridge Kids Club fully recognises the responsibility to have arrangements in place to safeguard and promote the welfare of all children.

All staff will be given a copy of the advice and guidance provided by the local child protection team and take part in approved training as soon as possible, with regular updates at a minimum of every 3 years. We will follow Cambridgeshire local Safeguarding Children Board (LSCB) procedures. The setting has regard for ‘Working Together to Safeguard Children – July 2018’ and What to do if you are worried a child is being abused – March 2015’ (Department for Education). All staff (paid, unpaid and volunteers) will all be aware that they play a vital role in safeguarding and it is their responsibility to be vigilant and report any concerns.

A sign with a DPs name at the club and within the company will be made accessible to parents on a board. Parents are free to contact them at any time about any concerns.

We recognised that high self esteem, confidence, supportive friends and good lines of communication with a trusted adult help to protect children. The setting will therefore:

  • Establish and maintain an ethos where children feel secure, are encouraged to talk, and are actively listened to.
  • Ensure children know that there are adults in the setting whom they can approach if they are worried or in difficulty.

With these guidelines in mind, in the event that any member of staff notices any marks, injuries or other signs of physical abuse or neglect on a child sufficient to arouse suspicion of abuse, or if a child shows any other signs of abuse including using behaviour, words or descriptions sufficient to arouse suspicion the following procedure must be followed: 

In the first instance, the staff who receives the information raising concerns will ensure the immediate safety of the child and complete ‘Log a concern about a child’s welfare’ form immediately or as soon as is possible after the episode. Then notify the designated person.

  1. The designated person will decide which action to take next, this may include seeking advice from Multy Agency Safeguarding Hub (MASH), and/or making a referral to Social Care if necessary and/or the Police.
  1. Any staff member may complete a ‘Log a concern about a child’s welfare’ form without the playleader being aware. However the designated person must be informed as soon as possible. The playleader is not always the DP in the club, staff to check who is the DP person at the club or available to speak. If for any reason a designated person was unavailable and the child was at immediate risk, staff should call MASH for advice on 0345 045 5203.
  1. The designated person will also notify the club’s co-ordinator.
  1. Under no circumstances should any suspicion be discussed with anyone other than the senior staff in charge except on a need to know basis. This includes other staff members, parents & solicitors and other DP included.
  1. The DP and staff member involved must use her/his discretion when deciding if it is appropriate to make the referral.
  1. Ofsted must be written to with the details of any referral. Cambridge County Council Children’s and Young Peoples Services will also be informed that a referral has been made.

Social Care Number: 0345 045 5203

If you think a child is in immediate danger call the police on 999 and Joint Peterborough and Cambridgeshire Safeguarding team:

MASH 0345 045 5203 (office hours)

Emergency Duty Team – 01733 234 724 (out of hours)

Referrals emailed to: 


3.1 Allegations against staff members and volunteers

If an allegation of any form of child abuse is made against a member of staff or volunteer the immediate safety of any children must be ensured and the matter must be reported to LADO (Local Authority Designated Officer) and Ofsted. Advice regarding any internal enquiry should be sought from these agencies to ensure that this does not jeopardise any external investigation. They will also advise if other agencies, Social Care or the police need to be informed.

If an allegation is made against a member of staff, it will be factually recorded on an Incident Form stating the actions taken. All witnesses to the incident should sign and date the entry to confirm its accuracy.

It may be necessary for the club to refer to its staff disciplinary procedure regarding suspensions and exclusions following advice sought from Social Care.

The management also has the right to seek professional advice from Employment Law specialists.

LADO (Local Authority Designated Officer) 01223 727967

3.2 Staff Support and Training

Cambridge Kids Club is committed to ensuring that it meets its responsibilities in respect of child protection through the provision of support and training to staff. Therefore, Cambridge Kids Club will ensure that: 

  • All staff have child protection training as soon as possible after they join and every 2 years going forward. They will be vigilant to signs and evidence of physical, sexual and emotional abuse or neglect; 
  • All staff, students and volunteers are carefully recruited, have verified references and have full and up to date enhanced Disclosure and Barring Service (DBS) was Criminal Record Bureau checks;
  • All staff are regularly asked (during supervisions and appraisals) to declare any Disqualification to working with children. This means that all staff must declare any convictions, cautions, court orders, reprimands and warnings that they has received, which may affect their suitability to work with children. 
  • All staff and volunteers are given a copy of the Child Protection policy before they start work; 
  • All staff and volunteers receive training, supervision and management support in child protection issues and are provided with any relevant information, updates and guidance with respect to their requirement to maintain caring and safe relationships with children. 
  • All staff are aware of the main indicators of child abuse; 
  • All staff are aware of their statutory requirements in respect of the disclosure or discovery of child abuse and the procedure for doing so. All students and volunteers are instructed to report the disclosure or discovery of abuse to the Playleader;  
  • The Club will take appropriate action in relation to the findings of any investigation into allegations, consistent with its duties to protect the safety of children and up hold fair processes for staff, students and volunteers; 
  • Any member of staff, a student or volunteer under investigation for the alleged abuse or neglect of a child, will be subject to the provisions of the Staff Disciplinary Rules and Procedure; and,
  • Staff are familiar with and make use of the Child Protection file which is kept in a locked cupboard on site and updated with new and relevant information regularly.


3.3 Liaison with other agencies

The setting will:

  • Work to develop effective links with relevant services to promote the safety and welfare of all children.
  • Co-operate as required, in line with ‘Working Together to Safeguard Children – July 2018’, with key agencies in their enquiries regarding child protection matters including attendance and providing written reports at child protection conferences and core groups.
  • Notify the relevant Social Care Unit if there is an unexplained absence of a child who is subject to a Child Protection Plan or there is any change in circumstances to a child who is subject to a Child Protection Plan.
  • Respond to requests for information from the Education Navigator at the MASH in a timely manner.

3.4 Record Keeping

The setting will keep clear, detailed written records of concerns about children’s welfare using the Log of Concern Forms. Records will be kept in individual child welfare files, stored securely in a locked container only accessible to designated persons.

Parents do not have an automatic right to access child welfare record and consideration will be given as to what the consequences of information sharing might be. Unless it would place the child at risk of significant harm, parents will be informed that a Log of Concern Form has been completed, where it will be stored and what will happen to it when the child leaves the setting.


Consent should always be sought from an adult with parental responsibility for the child/young person before passing information about them to Children’s Social Care, UNLESS seeking consent would place the child at risk of significant harm or may lead to the loss of evidence for example destroying evidence of a crime or influencing a child about a disclosure made. If a child is at immediate risk of significant harm, a referral to Children’s Social Care SHOULD NOT BE DELAYED whilst consent is sought.

Where staff at the setting are aware or have come to realise that a child is leaving or has left the setting and has moved to another, they will make every reasonable attempt to transfer any child welfare files relating to the child to the new setting. This information will be transferred to the receiving provision using the following protocol:

The file will be marked ‘confidential, addressee only’ and sent to the Designated Person, if known, of the receiving setting. The file will be delivered by hand or tracked and signed for.

The setting will contact the receiving setting to make them aware that there is a child welfare file being sent and keep a log that the file has been sent and its location.

If for any reason child welfare records cannot be sent, the setting will archive them for 25 years from the child’s date of birth.

All actions and decisions will be led by what is considered to be the best interests of the child.


3.5 Intimate Care 

At Cambridge Kids Club we occasionally cater for children/young people who have intimate care needs. 

Intimate care can be defined as care tasks of an intimate nature, associated with bodily functions, body products and personal hygiene which demand direct or indirect contact with or exposure of the genitals. Examples include care associated with incontinence and menstrual management as well as more ordinary tasks such as help with washing or bathing. 

Children’s dignity will be preserved and a high level of privacy, choice and control will be provided to them. All staff understand the company child protection procedures and have had appropriate training and guidance in the principles of safe caring. Staff behaviour is open to scrutiny and staff at the clubs work in partnership with parents/carers to provide continuity of care to children/young people wherever possible.

  • Careful consideration will be given to each child situation to determine how many carers might need to be present when a child needs help with intimate care where possible one adult will care for one child unless there is a sound reason for having two adult present.
  • Staff will never carry out a personal task for children that they can do for themselves. Where this is essential, before helping the child staff will notify a colleague where (toilet/room) he/she will provide intimate care to the child.
  • Unless a child has a particular need, staff should not accompany children into the toilet. Staff are aware that this and other similar activities could be misconstrued; 
  • Staff will be mindful of how and where they touch children, given their age and emotional understanding. 
  • If a member of staff needs to enter the toilet, for example to clean the toilet, they will always knock on the door to ensure that no children are using the facilities at that time.
  • Staff will not enter the toilets if a child is using the facilities. If an incident is occurring (ie. a child is not feeling well/ asking for help) within the toilet, the staff member will ask the children to come out of the toilets from behind the door. If the children are unable/refuse to come out and it is deemed necessary for the safety of the children, the member of staff should ask for a witness to be present before having to enter the facilities.

Cambridge Kids Club is committed to ensuring that all staff responsible for the intimate care of children will undertake their duties in a professional manner at all times. No child should be attended to in a way that causes distress or pain. 

Intimate care is logged and recorded and records retained. The record will include the date and time the intimate care was carried out and by whom. Parents will be asked to sign the record on collection of their child.

Our Approach to Best Practice 

All children who require intimate care are treated respectfully at all times; the child’s welfare and dignity is of paramount importance. 

Staff who provide intimate care are trained to do so (including Safeguarding Children and in case that a physical moving is needed, in Health and Safety training in moving and handling) and must be fully aware of best practice. Apparatus (such a hoist) will be provided to assist with children who need special arrangements following assessment from physiotherapists/occupational therapist as required. 

Staff will be supported to adopt their practice in relation to the needs of individual children taking into account developmental changes such as the onset of puberty and menstruation. 

There is careful communication with each child who needs help with intimate care in line with their preferred means of communication (verbal, symbolic, etc) to discuss the child’s needs and preferences. The child is aware of each procedure that is carried out and the reason for it. 

As a basic principle children will be supported to achieve the highest level of autonomy that is possible given their age and abilities. Staff will encourage each child to do as much for themselves as they can. This may mean, for example, giving up the child responsibility for washing themselves. Individual intimate care plans will be drawn up for particular children as appropriate to suit the circumstances of the child. These plans include a full risk assessment to address issues such as moving and handling, personal safety of the child and the carer and health. 

Each child’s right to privacy will be respected.

Wherever possible the same child will not be cared for by the same adult on a regular basis; there will be a rota of carers known to the child who will take turns in providing care, This will ensure, as far as possible, that over-familiar relationships are discouraged from developing, while at the same time guarding against the care being carried out by a succession of completely different carers. 

Parents/carers will be involved with their child’s intimate care arrangements on a regular basis; a clear account of the agreed arrangements will be recorded on the child’s care plan. The needs and wishes of children and parents will be carefully considered alongside any possible constraints, eg staffing and equal opportunities legislation. 

Each child/young person will rely on the Play leader to act as an advocate to whom they will be able to communicate any issues or concerns that they may have about the quality of care they receive. 

In the event of an allegation being made against a member of staff, volunteer or student, the procedures for an Allegation of Abuse will be followed.

3.6 The Protection of Children 

The Local Children’s Safeguarding Board – ‘Recognising The Signs of Child Abuse’ and the DCSF ‘What To Do If You Think A Child is Being Abused’ booklets will be accessible to staff and adhered to. 

Where appropriate, all children will be taught personal safety skills carefully matched to their level of development and understanding. 

If a member of staff has any concerns about physical changes in a child’s presentation, eg marks, bruises, soreness etc, s/he will immediately report concerns to the appropriate Designated Person for safeguarding children and the children’s safeguarding policy will be followed. 

If a child becomes distressed or unhappy about being cared for by a particular member of staff, the matter will be looked into and outcomes recorded. Parents/carers will be contacted at the earliest opportunity as part of this process in order to reach a resolution. Staffing schedules will be altered until the issue(s) are resolved so that the child’s needs remain paramount. Further advice will be taken from outside agencies if necessary. 

If a child makes an allegation against a member of staff, all necessary procedures will be followed, including following ‘allegation against a member of staff’ which should include contacting LADO (Local Authority Designated Officer for Managing Allegations Against Those Working with Children) contact 01223 727 967. 

3.7 Dealing with Bodily Fluids/Waste 

Spillages of substances likely to result in the spread of infections will be dealt with rapidly and carefully. Blood, vomit, urine and faeces will be cleaned up immediately and disposed of safely and hygienically by double bagging and taken out of the setting. Staff will wear disposable plastic gloves and an apron and wash themselves thoroughly afterwards. Children will be kept well clear while such substances are being dealt with. 

The Manager and staff are committed to taking all practicable steps to prevent and control the spread of infectious germs, and to uphold high standards of personal hygiene in order to minimise the risk of catching or spreading infection. 

3.8 Children at Risk of Radicalisation (Prevent Duty) 

It is essential that we are able to identify children who may be vulnerable to radicalisation, and know what to do when they are identified.

There is no single way of identifying a child (or member of staff) who is likely to be susceptible to a terrorist ideology. However we must be alert to changes in behaviour. Children at risk of radicalisation may display different signs or seek to hide their views. Staff need to use their professional judgement in identifying children who might be at risk of radicalisation. This could be done by speaking with children directly and listening when they are speaking with other children and observing their play, in particular role pay. 

If you believe there may be a risk of radicalisation, complete a Child welfare form, speak to the designated child protection officer, whom may make a referral via the Channel Programme. This is a support at an early stage for people that could be vulnerable to being drawn into terrorism. 

If for any reason we are using technology which is linked to the internet, we must ensure there are suitable filters in place so that children cannot access any inappropriate material.  Please refer to our mobile phone and social media policy for further information. 

3.9 Peer on Peer Abuse

Peer on peer abuse can manifest itself in many ways. This can include sexual bullying,

being coerced to send sexual images, sexual assault and teenage relationship abuse.  

There are clear links with sexual exploitation and domestic abuse.

This form of abuse will not be tolerated and victims will be appropriately supported. Any 

indication that a child has suffered from peer on peer abuse will be dealt with under the 

child protection procedures outlined in this policy.

Consideration will always need to be given to the welfare of both the victim(s) and

perpetrator(s) in these situations.

3.10 Child Sexual Exploitation (CSE)

Child Sexual Exploitation involves exploitative situations, contexts and relationships where young people receive something (for example food, drugs, alcohol, gifts or in some cases simply affection) as a result of engaging in sexual activities.

Exploitation is marked out by an imbalance of power in the relationship and involves varying degrees of coercion, intimidation and sexual bullying including cyberbullying and grooming.

If CSE is suspected, the setting will complete a Child Welfare form and make a referral to Social Care.

3.11 Female Genital Mutilation (FGM)

Female Genital Mutilation includes procedures that intentionally alter or injure the female genital organs for non-medical reasons. It is carried out on children between the ages of 0–15, depending on the community in which they live. FGM is extremely harmful and has short and long term effects on physical and psychological health.

FGM is internationally recognised as a violation of the human rights of girls and women, and is illegal in most countries, including the UK.

The setting takes these concerns seriously and staff will be made aware of the possible signs and indicators that may alert them to the possibility of FGM. There is statutory duty for professionals in England and Wales to report ‘known’ cases of FGM in under-18s which they identify in the course of their professional work to the police. (Multi-agency statutory guidance on female genital mutilation, April 2016).

Where there is a concern about a child in relation to FGM the setting will contact children’s social care. If the concerns are based on more concrete evidence, i.e. the young person says this is going to happen to them or that it has happened to them or a sister, the setting will report this to the police.

3.12 Children with Special Educational Needs and/or Disabilities (SEND)

Statistically, children with special educational needs and/or disabilities (SEND) are most vulnerable to abuse. Setting practitioners who support children with SEND will use their knowledge of the individual child to ensure that signs and indicators of abuse are recognised and acted upon quickly & sensitively. Children who have difficulty with expressive language may be particularly vulnerable to abuse so practitioners will be alert to changes in behaviour and other possible signs of abuse.

Staff supervision will be vigilant to create a protective ethos around the child. 

Education Child Protection Service Advice Line (Tracey Carter)01223 729 039
Cambridgeshire Direct Contact Centre (Social Care) Children and young people’s social careGeneral enquiries 0354 045 52000345 045 5203
Senior Adviser Intervention and Safeguarding (Gemma Hope)01223 714 760
Local Authority Designated Officer (LADO)01223 727 967 Monday to Friday
01733 234 724 Emergency Duty Team – out of hours queries
Ofsted0300 123 1231
Police – non-emergency 101


  1. Confidentiality Policy

All staff must be made aware of the need for confidentiality in respect of the following:

  1. Information concerning children and their families.
  1. Child protection issues.
  1. Commercially sensitive company information.
  1. Matters of a sensitive nature related to fellow members of staff.

Where parents/ carers pass on information or express concerns regarding their child or regarding the club to a staff member, it is expected that these will be disclosed to the playleader or keyworker in a professional and discreet manner.

It is not appropriate for staff members to discuss sensitive matters concerning the management, day to day running, or staff of the club with parents/carers or other persons who are not members of staff.

It is not appropriate for staff members to disclose to parents/carers information or opinions concerning children other than the parent/carer’s own child.

3.14 Use of Images

The Data Protection Act 1998 affects the use of photography. Consent from parents/carers will be obtained on enrolment forms before taking or using any photos or video footage of a child. The wishes of the child will also be taken into account and the child’s image will not be recorded if they have said they do not want it to be.

Staff will challenge anyone who uses a camera, mobile phone or video recording device within the setting without prior consent. The Data Protection Act does not however prevent parents from taking images at setting events, but these must be only for their own personal use.

If a picture of a child is taken with prior consent from the parents by a newspaper or external company, they become the property of the company and they have the final say on how the image is used. Children’s names will not be provided by the setting, to any press or outside company.

Images taken within the setting are maintained securely for authorised setting use only and disposed of by either returning to the parents or shredding.

There is a risk, however small, that images could be lost while in the process of being transferred by either traditional or electronic methods. All measures will be taken to avoid this where ever possible.


  1. Whistle Blowing Policy

It is our policy to make clear to all staff that the interests of the child are paramount and take precedence over loyalty to a colleague. Thus we have introduced the “whistle blowing policy” below.

This aims to protect both staff and children by:

  • Preventing a problem getting worse
  • Safeguarding children and young people
  • Reducing the potential risks to others

If a member of staff is aware of any behaviour by a colleague which she/he considers either unprofessional or inappropriate or verbally or physically abusive whether to a child, a colleague, a parent or any other visitor then that member of staff should report it to the management immediately who will conduct an enquiry and take appropriate action. This especially applies to behaviour contrary to our Equal Opportunities, Behaviour & Sanctions, and Child Protection policies.

The staff member who notifies the management will be guaranteed that there will be no subsequent victimisation irrespective of the outcome of the enquiry unless it is proved that the complaint was deliberately false (as opposed to a genuinely held belief) or malicious.


  1. Speaking Up Policy


We believe that staff should be encouraged to speak up if there is anything about the company practices (both childcare & managerial), their managers, their colleagues, their roles or anything else which they are unhappy about. We believe also that staff must not feel that to do so will threaten their employment or lead to their victimisation.

We believe that everyone has the right to be listened to and their opinions treated with respect.

We believe that by encouraging openness this will lead to a more contented workforce and minimise the chances of bad practice being carried on.

We believe that no one should feel “it is not their place” to speak out no matter how junior they may be within the organisation or how senior the person they may be unhappy about.

We believe that giving and receiving constructive criticism leads to improved standards and better working relationships.

It is hard to write a policy without using key words which save making the policy too long or hard to understand. Here is an explanation of the keywords:

He & she

As most staff are female the policy uses the words “she” and “her” but it will equally mean “him” and “his” if a staff member is male.


This is what we call the person who first brings up the concern.


The person who has done something you are unhappy about or who is responsible for a practice or procedure you are unhappy about.


This is where someone is subjected to unfair treatment because they might have criticised someone else or the company.

Constructive Criticism

This is saying where you think something is wrong but doing it in such a way that it does not hurt another person’s feelings and in a way that offers an alternative way of doing the thing the initiator is unhappy about. For example:

“When you do “such and such” I feel really upset. You probably don’t mean it but that’s what happens. Instead of doing it that way could you do it this way (describing how you would like that person to do it) and then I would feel happier?”


If anyone has a concern about a particular practice or fellow worker then that person should first bring it to the attention of the instigator. If that would not be appropriate then the initiator should go to their immediate manager. The manager should listen and treat the issue with respect even if the manager does not agree with the initiator. The manager should then explain why they do not believe that the issue is justified or if they do believe it is justified then the manager should either take it to the appropriate person in the organisation or deal with the issue themselves.

If the initiator’s concern is about their actual manager or if they are unhappy about the manager’s response then the initiator has the right to speak to their manager’s manager.

The initiator has the right to continue to take the concern higher up the organisation until they are satisfied that their concern has been taken seriously and an acceptable explanation has been given. This includes asking to speak to the Managing Director.

If, at any stage, the initiator believes they are being victimised for having raised the concern then they must at once report this to the club manager, or if it is the club manager that the initiator believes is doing the victimising then the initiator must report this to the Managing Director.

All staff should understand that if it is found that they have victimised the initiator then they have committed a serious disciplinary offence, and one that could, in certain circumstances, lead to their dismissal.

This policy is designed to make all staff understand that their opinions are welcome. It does not guarantee that we will agree with the initiator’s complaint, just that we will listen with an open mind and act if we do agree with it or explain why we do not agree with it. It does not apply to complaints that are deliberately malicious and intended just to get someone you don’t like into trouble.

This policy is consistent with our “whistle blowing” policy (see the separate whistle blowing policy)


  1. Arrivals and Departures Policy and Procedure


On arrival a staff, will sign the child in on the tablet. They need to just press the blue “sign in” logo.

If a parent/carer wants medication given during the day they must sign the medication sheet.


If someone is to collect the child rather than the parent/carer, notice must be given before the session along with the child’s password. In emergencies we will use just the password without prior notice. Children must be signed out on the tablet pressing the blue “sign out” button. Only adults or suitable persons – aged 14 years and over – and with suitable identification, will be authorised to collect children.

If a parent is going to be late collecting a child they must contact the club as soon as possible. A lateness charge will be charged at 50 pence a minute. The parent will be asked to sign the lateness on arrival on the exception report.

Arrivals and Departures of children over 8 including children at Secondary School:

Permission and arrangements for children leaving and arriving at the club will be a matter for discussion between the manager and parent/carer, based on the child’s age and maturity. 

Written consent must be given before this arrangement can commence. The child should sign in when they arrive at the club and sign out when they leave.

If a child is making their own way to the club and they have not arrived within 15 mins of their expected arrival time, then the child should initially be contacted if they have a mobile phone and then the parent/guardian should be contacted. 


If a child is going to be absent from the club, parent/carers must let the club know as soon as possible in advance, using the child’s password if we are not advised in person.

If a child is absent for more than three days with no reason staff will contact the parents/carers to find out the reason. Regular absences from the club may be an early sign that a child or family is encountering difficulties.


  1. Smoking, Alcohol and Drugs

We recognise that misuse of drugs and/or alcohol is strongly associated with significant harm to children, particularly when combined with other features such as domestic violence. 

Therefore the setting will log, monitor and report where necessary any concerns related to abuse of drugs/alcohol, such as;

  • Use of family resources to finance the parent’s dependency, characterised by inadequate food, heat and clothing for the children.
  • Children exposed to unsuitable caregivers or visitors, i.e. customers or dealers
  • The effects of alcohol/drugs leading to an inappropriate display of behaviour
  • Chaotic drug and alcohol use leading to emotional unavailability, irrational behaviour and reduced parental vigilance.
  • Disturbed moods as a result of withdrawal symptoms or dependency
  • Unsafe storage of drugs and/or alcohol or injecting equipment
  • Drugs and/or alcohol having an adverse impact on the growth and development of a child or unborn child.

Drugs and alcohol:

Staff, students, or volunteers arriving at the club under the influence of drugs/alcohol will be asked to leave immediately and disciplinary actions will be taken. The police should be called and informed along with Ofsted. 

Staff are not allowed to bring alcohol or drugs onto the premises. In cases where staff are on prescribed medication, where appropriate, managers must be informed and a risk assessment must be carried out.

If staff are found in possession of illegal drugs they will be suspended and our disciplinary procedures must be followed.

If a child is found in possession of alcohol or any drugs which it would not be reasonable to expect a child to have, the parents should be called in immediately and appropriate child protection procedures will be followed. If the drug is an illegal substance then the police and social care should be informed. 

If it is suspected that a parent may be under the influence of drugs or alcohol while dropping off a child it is the staff member’s duty to immediately inform the manager and designated person for child protection. Staff must log this as a safe guarding concern. In this circumstance the playleader and designated person for child protection will decide on the course of action to take, ensuring that the safety and protection of the child remains the main concern.

If it is suspected that a parent may be under the influence of drugs or alcohol when collecting  a child it is the staff member’s duty to immediately inform the manager and designated person for child protection. Staff will not let a child get into a car with anyone believed to be under the influence of drugs or alcohol. In this circumstance the playleader and designated person for child protection will decide on the course of action to take, ensuring that the safety and protection of the child remains the main concern. 

Where an illegal act is suspected (e.g. supply of an illegal substance) the police will be called.


Smoking including e-Cigarettes is not permitted on any part of the clubs premises or grounds, at any time or by any person regardless of their status or business in the club.

Smoking is not permitted within view of the club grounds.

Smoking is not permitted within the immediate vicinity of the club, where children could reasonably expect to be present, at the start of, or end of the breakfast, afterschool or holiday club.

Staff cannot take cigarette or vaping breaks during breakfast and after school club.

During holiday club if a staff is working more than 6 hours shift, there is opportunity to have at least 20 minutes break. This is the time they must use if they want to smoke or vaping and must be done as explained above away from the premise.

If a child is found in possession of any sort of tobacco on the premises, it will be confiscated and given to the parents at the end of the session. Child protection procedures will be followed where necessary.


  1. Uncollected Children Policy

The club ensures all children are collected by someone authorised to do so in accordance with our Arrivals and Departures policy. If a child is not collected at the end of the session then we follow the following procedure:

  • Two members of staff must wait with the child at the club keeping them occupied and reassured, until they are collected.
  • After 15 minutes the playleader will try to contact the parents by telephone.  Messages will be left on voicemails if there is no answer.  
  • If the parents / carers cannot be contacted then we will contact the emergency contact and ask them to collect the child, leaving a message explaining on the parent’s phone.
  • After 30 minutes where there is no contact or no answer the playleader must inform the Co-ordinator or Proprietor.  
  • After 60 minutes the Social Services Duty Worker should then be contacted.
  • Unless absolutely necessary the child will not be taken to the home of a member of staff, or away from the club’s premises, in the course of waiting for them to be collected.
  • If the child is passed onto Social Services a message must be left on the parent’s phone to inform them and a message will also be left on the club’s door with a contact number to call.  If the child lives locally and it is practical we will also leave a note at the child’s home.


  1.  Missing Child Procedure

If a child is not at the school when we come to collect, the following steps must be taken: –

  1. Call Head Office, the office mobile or the Playleader to ensure that all messages have been passed on correctly.
  1. If the child’s teacher is not there to tell us if the child has been at school that day, the staff member must check with the school office to see if the child has been marked in the register. If not then it is assumed that the child was not at school, and the parent has forgotten to advise us. No further action should be taken other than to remind the parent to advise us in future.
  1. If the child has been at school the staff member must check with the teacher or the office to see if the child has been collected by a parent or has gone with a parent from the school, which has had permission to collect. If they have gone with another parent, a phone call to the child’s parents should be made to ensure they are happy with this arrangement.
  1. If a child has not been collected and their whereabouts unknown then one member of staff should contact the parent and all emergency contacts while a search of the premises is carried out immediately. If 2 of our staff are present, one should remain with the other children. If only 1 member of our staff is present then if the school cannot offer a teacher to look after them the remaining children should accompany our staff member on the search.
  1. If the search results in the child still being missing and the parent has not collected the child or is not contactable then the police should be informed immediately.


  1. Lost child procedure

Even when all precautions are properly observed, emergencies may still arise. Therefore members of staff will undertake periodic head counts, especially at the transition points between sessions. If a child is thought to be missing from the club during an after-school or school holiday session, the following steps must be followed.

The Playleader and every member of staff working will be informed straight away.

The entire building will be thoroughly searched, including the toilets and other staff on the premises will be asked to help, to reduce searching time.

The garden will be searched thoroughly, followed by any car park and surrounding roads. This may be done at the same time as the indoor search if there are sufficient staff to do so.

The child’s friends will be asked if they know where (s)he was intending to go, though this must be done in a way that does not alarm them or the other children.

The co-ordinator and proprietor must be informed of the situation at this point.

The child’s parents will be telephoned and informed that their child has left the premises and may be heading home.

At this stage, if the parents have not seen the child or heard from the child then the police must be informed.

Throughout this process, full supervision must continue to be given to the remaining children. If you are using more than one room, the children can be brought together in the largest hall to allow staff to be free to look for the lost child. Staff should also endeavour to ensure that the situation is not worrying or stressful for the remaining children.

Once the child is found an incident report must be written up immediately and policies and procedures must be reviewed. In all cases Ofsted must be informed.


  1. Mobile Phone Policy, Cameras and other Technological Devices

Staff Mobile Phones

Staff should have their mobile phone with them on Pick-ups and trips away from the club. However Cambridge Kids Club trust that staff will use their phone responsibly and that at no point the camera will be activated. 

When back at the club, CKC policy is that your phone (and other technological devices, i.e. tablets) will be in your bag or shut away in the cupboard at all times. If you are concerned somebody would need to get hold of you in an emergency then you should give them the office number (07960 412 716) and/or your club phone number. 

This is absolutely vital that this policy is adhered to. Anybody not adhering to this policy will be subject to Disciplinary action. 

This policy adheres to the new guidelines issued by County council and EYFS and Child protection. 

Camera’s and Pictures

Only the camera and technological devices belonging to the setting may be used to take appropriate and relevant images of children, i.e. observations, photographs of setting events.

Images must be used in accordance with the Data Protection Act 1998 (please refer to the setting’s document ‘Guidance for settings on the use of Images, Mobile Phones and Cameras in accordance with the Data Protection Act 1998’).

Cameras and technological devices should only be used where two or more staff members are present.

It is not appropriate to take photographs of bruising or injuries on a child for child protection concerns. The ‘Child Welfare Form and Body Map’ must be used to record factual observations.

The setting’s mobile phone must only be used for work related matters.

In circumstances where there is a suspicion that the material on the setting’s mobile phone  or technological devices may be unsuitable and provide evidence relating to a criminal offence, the ‘Allegations of Abuse’ process will be followed (please refer to the setting’s ‘Safeguarding and Child Protection Policy’).

The setting’s mobile phone and technological devices remain the property of the setting at all times and should not be taken off of the premises (with the exception of visits and outings). 


Parent Mobile Phones 

We would like to also ask that any member of staff witnessing a parent or carer wanting to take a picture it is requested that they don’t take pictures and please ensure any pictures that may have been taken by them have been deleted. 

Children’s mobile phones and equipment with camera 

Children are not to bring any phones, iPods or other technology that may have a camera on or/and can go on the web to any of the Cambridge Kids Club settings. If any equipment is brought to the club it will be removed from the child until home time. Special arrangement will be put in place for children with special needs.


  1. Online Safety Policy

We recognise the exciting opportunities technology offers to staff and children in our setting and have invested in age appropriate resources to support this belief. While recognising the benefits we are also mindful that practitioners have a duty of care to ensure that children are protected from potential harmful online material and that appropriate filtering and monitoring systems are in place.

To reflect our belief that when used appropriately and safely, technology can support learning, we encourage adults and children to use a range of technological resources for a wide range of purposes. At the same time, we do all we can to ensure that technology is used appropriately and that children are safeguarded against all risks. While it is not possible to completely eliminate risk, any e-safety concerns that do arise will be dealt with quickly to ensure that children and staff adhere to safe practices and continue to be protected. We will communicate our safe practice in the use of technologies with families, and manage any concerns.

Scope of the policy

This policy applies to everyone staff, children, parents/carers, visitors and contractors accessing the internet or using technological devices on the premises. The policy is also applicable where staff or individuals have been provided with setting issued devices for use off-site. We aim to:

  • Raise awareness amongst staff and parents/carers of the potential risks associated with online technologies, whilst also highlighting the many learning and social benefits 
  • Maintain a safe and secure online environment for all children in our care.
  • Provide safeguarding protocols and rules for acceptable use to guide all users in their use of technology and online experiences 
  • Ensure all adults are clear about sanctions for misuse of any technologies within company’s settings.

Hardware and provision use

Where staff have been issued with a device (e.g. setting laptop or iPad) for work purposes, personal use whilst off site is not permitted unless authorised by the provider/manager. The settings laptop/devices should be used by the authorised person only. Only technology owned by the setting will be used on the premises and on setting visit or outings. This includes mobile devices for everyday use and, in case of emergency, a mobile phone is provided. Staff taking photographs or recording with technology not owned by our setting is specifically not allowed. 

All staff have a shared responsibility to ensure that children are supervised when using the internet and related technologies to ensure appropriate and safe use as part of the wider duty of care and responding or reporting promptly issues of concern.

Setting issued devices only should be used for work purposes and, if containing sensitive information or photographs of children, should not leave the premises unless encrypted

Online searching and installing/downloading of new programs and applications is restricted to authorised staff members only. Children should not be able to search or install anything on a setting device.


The setting has access to a professional email account to use for all work related business, including communication with parents/carers. This allows for email content to be monitored and protects staff from the risk of allegations, malicious emails or inappropriate contact with children and their families. 

Staff must not engage in any personal communications (i.e. via hotmail or yahoo accounts etc.) with children who they have a professional responsibility for. This also prohibits contact with children who previously attended the setting. 

Staff should not participate in any material that is illegal, obscene and defamatory or that is intended to annoy or intimidate another person or persons.

All emails should stay professional in tone and checked carefully before sending, just as an official letter would be. Care should be taken when forwarding emails from others. 

Social Networking

Employees must not access personal blogs/social networking sites on work premises or use the setting’s internet systems or email address for their own use, without prior agreement or in accordance with the setting’s policy.

The setting does not condone employees writing about their work on social networking sites or web pages. If employees choose to do so, they are expected to follow the rules below. 

Staff must not:

  • disclose any information that is confidential to the setting or any third party or disclose personal data or information about any individual child, colleague or service user, which could be in breach of the Data Protection Act.
  • disclose the name of the setting or allow it to be identified by any details at all.  This includes posting photos of children and young people, the premises or events with work colleagues.
  • link their own blogs/personal web pages to the setting’s website.
  • make defamatory remarks about the setting, colleagues or service users.
  • misrepresent the setting by posting false or inaccurate statements. 

Communication with children and young people, by whatever method, should always take place within clear and explicit professional boundaries. Staff should avoid any misinterpretation of their motives or any behaviour that could be construed as grooming.

Staff should not: send social networking site ‘friend requests’ to, or accept them from, children, young people or parents who use the setting.

Failure to adhere to the rules and guidelines in this policy may be considered misconduct and could lead to disciplinary and /or criminal investigations. 

Remember that anything posted online could end up in the public domain to be read by children, parents or even future employers – so be careful what you post and who you post it to. For example, posting explicit pictures of yourself could damage your reputation and that of your profession and organisation. Parents and employers may also question your suitability to care for children.


Misuse of technology or the internet may result in:

  • the logging of an incident 
  • disciplinary action 
  • reporting of any illegal or incongruous activities to the appropriate authorities
  • allegations process being followed


  1. After School Club attendance for KS3 children 

We found that sometimes children that move to secondary school would like to continue with our after school club. While this is great for the attachment they have on the club, at the same time can be a little problematic for the club especially if the club is already running at capacity. We introduced a policy to make it clear where we can allow year 7 and above children to use the breakfast and after school club.

The priority is always to primary school aged children from our host school from Reception to Y6 class. In case a space in the club is still available we can consider to offer space to Y7 children. Each CKC club has a different capacity and also a waiting list of children waiting for space to consider when allow KS3 children back to the club.

Before the end of the school year, the CKC office will email all Y6 parent to let them know that we will be cancelling their booking from September of the new school year, specifying that parents should let us know if they would like their children to continue attending the breakfast or after school club.

The space will be allocated to them if:

  • A space is available
  • First come first served basis. Each child name will be put on a waiting list once received a confirmation email from parents.

Since children in KS3 will not be picked up by CKC staff, we need to rely on them to make their own way to the club from their secondary school.

The responsibility of CKC will start when those children are sign in on club register. In order to full fil this we require parents to:

  • write a consent to let us know that their son/daughter will make their way to club;
  • give us a mobile phone number of the child if they have one;
  • tell us which is the latest time we should expect their children to be at the club (usually around 4pm); and,
  • Update their contact details (phone the most important)

The club will:

  • phone the child to double check where they are if not turn up at the club by the time set by parents.
  • also contact the parents to notify them that their children has not arrived at the club so they can double check by themselves where their child is.

Leaving club by themselves

We are keen to provide children with independence and we will supporting all parents and children that would like to leave the club at specific time.

In order to allow children to leave the club by themselves, we require parents to write a consent form specifying the time their children can leave the club and if this is for a specific day or for all the sessions.