Our Policies

WCS KEY POLICIES.

Our policies and procedures let you know how our staff will guide, support and keep your children safe whilst they’re in our care. They also assist the staff teams when making decisions to offer both consistency and fairness. To ensure the policies are in line with current advice, they’re regularly reviewed and we take guide lines from Ofsted, as well as ongoing guidance from local authorities and National Governing Bodies of Sport. Added to our feedback from parents, staff and of course children, we ensure our policies service all our users.

Below is the essence of our key policies.

CHILD PROTECTION POLICY

Safeguarding

WCS is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. We create an environment in which children feel safe. Any suspicions or allegations will be taken seriously; and responded to swiftly and appropriately.

All staff working with children are DBS checked and have a duty in law to act if they consider a child is at risk or makes a disclosure. Our staff act in accordance with the procedures of the relevant local authority for each specific camp location. Our staff are mainly teachers or student teachers and qualified and completed training. Our site Head Coach will be level 2 or 3 with the SSS Safeguarding Training & Assessment.

BEHAVIOUR MANAGEMENT POLICY

Children need an environment where they feel secure, respected and encouraged. Each child agrees how they’ll interact with each other in our first session together, in essence creating their own set of rules. The group leader is there to promote a positive environment that accepts differences and encourages children to be considerate in their actions and words.

Should the good atmosphere of the group be compromised by disruptive or inappropriate actions and words, staff will remind, explain and aim to resolve the issue. Depending on the extent of the infringement and the frequency, we may have to exclude a child from a session or the camp. This is a very rare occurrence.

POLICY ON BULLYING

Bullying is not tolerated at WCS and swift action will be taken at the earliest possible stage by our staff. Any behavioural incidents of this sort are bought to the attention of the Head Coach on site and dealt with in line with our behaviour policy.

HEALTH, HYGIENE AND FOOD POLICY

WCS is fundamentally committed to promoting a healthy lifestyle. We nurture a link with sport and fun, encouraging participation long after children have attended. Our staff role model sun safety and there’s always plenty of water available around the camp for free access.

All children bring a packed lunch and please select the best content to keep energy levels high for a full day of physical activity. There are also two other breaks during the day for refreshments so please ensure that your child has enough snacks. We are a nut free zone and we ask that you ensure that your child does not have any foods that contain nuts in order to protect other children with potential allergies.

If your child is unwell, we ask that you do not send them to camp in order to contain any germs or viruses that may spread. Let us know and we’ll confirm when we can welcome them back. We’ll also let you know if we have any reported cases of more serious illnesses at the registration desk.

If illness develops during the day, we’ll let you know and ask that you collect them to be cared for at home.

HEALTH AND SAFETY POLICY

The health and safety of your child is taken very seriously and we will do all that is reasonable and practicable to protect the health, safety and welfare of all children in our care, along with staff and any other visitors to our sites.

We have formalised systems of proactive and reactive checks and assessments to keep the equipment, sessions and children safe at all times. Our staff have specific training to understand their role in our safe systems of work cycle.

CONFIDENTIALITY POLICY

Any confidential or sensitive information we receive about your child is only shared with staff on a need to know basis and never with another parent or child. When the camp is closed information is stored securely in line with our GDPR policy

EQUAL OPPORTUNITIES POLICY

Our camps aim to provide equality of opportunity for all children in our care and take positive actions to eliminate discrimination. We are very proud of our inclusive approach and support for children with special educational needs, this is an area of particular strength and experience. We are committed to the principles of British Values and we endeavor to reinforce these principles through our practice. We welcome children and staff of all religious beliefs, faiths, cultures and abilities and believe that each child attending the camp is of equal value. The activities we run strive to provide equal opportunities for all children whatever their race, religion, language, culture, gender, health, disability, personality or lifestyle as set out by the characteristics listed in the Equality Act 2010.

COMPLAINTS POLICY AND PROCEDURE

Worldcupsports aims to provide a high quality provision. We believe we achieve this most of the time: if we are not getting it right please let us know. In order to ensure our camps remain at a high and improving standard, we have a procedure through which you can let us know if for any reason you are not satisfied with your dealings.

If you are unhappy with the day to day practices of Worldcupsports, please speak to the relevant staff member (Coach or Head Coach if appropriate). If you are unhappy with an individual coach please speak with the Head Coach. If you feel this is difficult or inappropriate then email the Director Peter Ryan and he/his team will respond accordingly.

Often we will be able to give you a response straight away. When the matter is more complicated we will give you at least an initial response within five working days.

MAKING A WRITTEN COMPLAINT

If you are not satisfied with our response or wish to raise the matter more formally, please write to the Director Peter Ryan.
All written complaints will be logged. You will receive a written acknowledgement within three working days. The aim is to investigate your complaint properly and give you a reply within ten working days, setting out how the problem will be dealt with. If this is not possible, an interim response will be made informing you of the action taken to date or being considered.

Finally, please also let us know if you are happy with Worldcupsports – we love to hear of all the wonderful experiences your children have had and the positive responses.

REFUNDS/CHANGES TO BOOKINGS

Please be aware that we have introduced an administration fee of £10 for changes to bookings. We do not refund except under exceptional circumstances( where we will offer credit days. If you do not attend the booked day we are unable to ‘carry over’ the missed days due to staffing planning.

Peter Ryan reviewed Jan 2023

WCS KEY POLICIES.

Below is the essence of our key policies.

CHILD PROTECTION POLICY

Safeguarding

For our full policy please click here. (LINK TO BOTTOM OF PAGE)

BEHAVIOUR MANAGEMENT POLICY

POLICY ON BULLYING

HEALTH, HYGIENE AND FOOD POLICY

If illness develops during the day, we’ll let you know and ask that you collect them to be cared for at home.

HEALTH AND SAFETY POLICY

For our full policy please click here. (Link to bottom of page).

CONFIDENTIALITY POLICY

EQUAL OPPORTUNITIES POLICY

COMPLAINTS POLICY AND PROCEDURE

Worldcupsports aims to provide a high quality provision. We believe we achieve this most of the time: if we are not getting it right please let us know. In order to ensure our camps remain at a high and improving standard, we have a procedure through which you can let us know if for any reason you are not satisfied with your dealings.

If you are unhappy with the day to day practices of Worldcupsports, please speak to the relevant staff member (Coach or Head Coach if appropriate). If you are unhappy with an individual coach please speak with the Head Coach. If you feel this is difficult or inappropriate then email the Director Peter Ryan and he/his team will respond accordingly.

Often we will be able to give you a response straight away. When the matter is more complicated we will give you at least an initial response within five working days.

MAKING A WRITTEN COMPLAINT

If you are not satisfied with our response or wish to raise the matter more formally, please write to the Director Peter Ryan.

All written complaints will be logged. You will receive a written acknowledgement within three working days. The aim is to investigate your complaint properly and give you a reply within ten working days, setting out how the problem will be dealt with. If this is not possible, an interim response will be made informing you of the action taken to date or being considered.

Finally, please also let us know if you are happy with Worldcupsports – we love to hear of all the wonderful experiences your children have had and the positive responses.

REFUNDS/CHANGES TO BOOKINGS

STAFF POLICIES

JOB DESCRIPTION AND REQUIREMENTS

A Coach, or Head Coach, guides and teaches children the skills they need for a specific sport. Their duties include skills coaching, helping to condition and enforcing safety procedures. They also have a very important pastoral role of nurturing and caring for the children in their care alongside safeguarding in line with the clubs policy.

Coach duties and responsibilities:

A successful Coach should have experience in the sport (or be willing to learn through training and ask questions when not sure) and be able to teach others how to play. They will make use of the club’s guide for each activity and how to deliver these, ensuring they are familiar with all risk assessments and safety practices. Their main responsibility is to guide the children throughout the activity.

Main role includes:

Planning and leading sessions

Providing kind and constructive feedback and coaching during sessions

Maintaining group records of numbers/registers

Mentoring children to develop sportsmanship and respect for each other

Motivating and inspiring children to improve (certificates daily)

Ensure safe playing conditions and equipment before each session

Remind children of the importance of food and water intake and younger children of toilet use

Liase with staff members to ensure smooth timetable running

Communicate with Head coach Amy concerns safeguarding or otherwise that may need to be communicated with parents

Encourage good behaviour inline with clubs policy

Arrive for work promptly and clear up after sessions before leaving

Head coach will perform all of the above as well as the following:

Training, recording and monitoring staff performance and providing feedback

Overseeing the program

Ensuring group sizes are appropriate

Liasing with all staff at the start and end of the day

Communicating with parents

Maintaining register

Model and maintain excellent professionalism and delivery of quality sessions

PAY AND REMUNERATION POLICY

Our pay and remuneration is an age based basic salary with a performance related bonus.

The age based basic salary stays the same each week and the performance related bonus is subject to change. The bonus is based on head coach observations and discussions with the director. This bonus is explained to staff in person.

We pay staff on completion of work promptly on the last day via bank tranfer.

Staff are self-employed contractors and must sign a document to say they are responsible for their own tax.

In some cases our staff may be required to travel further than usual to one of our other venues. In this case we may pay travel costs for petrol.

Regular volunteers (under 16) may also receive travel expenses.

Peter Ryan reviewed Jan 2023

Charlotte Ryan reviewed Dec 2023

Skill and Sports Development – Worldcupsports Safeguarding Policy

Contents

1. Safeguarding Policy

2. Governance and Accountability

3. Safeguarding Operational Procedures

Safer Recruiting

Safer Environment

Safer Systems

Safer Communication

Safer Workforce

Safer Data / Information

4. Signatures

1. Safeguarding Policy

Policy Objectives

Worldcupsports is fully committed to safeguarding and protecting the welfare of all children, young people and adults at risk by taking all reasonable steps to protect them from threats, risks and vulnerabilities. All staff will show respect and understanding for the rights, safety and welfare of all children, young people and adults at risk with whom they come into contact, and conduct themselves in a way that reflects our principles.

All staff have a duty to safeguard and promote the welfare of children and young people and adults at risk. All of these groups should be familiar with our policies and procedures, are expected to comply with them and have a duty to report any safeguarding, Child and adult protection concerns or welfare concerns to the Designated Safeguarding Lead on site and the DSL has a duty to report any relevant concerns to LADO (https://www.harrowscb.co.uk/children-young-people/concerned-about-a-member-of-staff-or-volunteer/) and then also to the School DSL (within a designated period of 48 hours).

Amendments in relation to Sept 2023 changes. Our staff will be briefed on the increased responsibility for filtering and monitoring of IT equipment. The use of phones by children is not allowed on site and use of technology is limited to staff only. Pre-authorised websites and music will be used only.

In support of this policy we will:

· ensure that all team members are recruited according to current safer recruitment guidelines and receive training and supervision appropriate to their roles

· communicate to parents, children, our team members and others what our expectations are of their behaviour, and what they can expect in return

· provide information to parents, party leaders, children, adults at risk and carers and our own team members to allow them to raise concerns or complaints about safeguarding concerns

· where necessary communicate with statutory child and adult protection agencies

· ensure arrangements are in place to maintain the health and wellbeing of all

· assess all risks that individuals may encounter and manage these accordingly, including risks relating to e-safety and radicalisation

· take a proactive approach to safeguarding which constantly reviews our practice and responds to issues promptly and competently

· ensure all staff receive relevant training, including thresholds and criteria for action

Our policy applies to everyone and ensures that all children, young people and adults at risk have the same protection regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity. This policy is subject to review on an annual basis, or sooner if changes to the company’s circumstances or the legislative environment necessitate an earlier revision. This policy has been written to ensure our safeguarding arrangements comply with statutory requirements, regional guidance and procedures together with current good practice, and pays particular regard to:

· The Children Act 1989

· The Children Act 2004

· UN Convention on the Rights of the Child

· Sexual Offences Act 2003

· Protection of Freedom Act 2012

· Keeping Children Safe In Education 2018

· Working Together to Safeguard Children 2018

· Care Act 2014

· Mental Capacity Act 2005

· Safeguarding Vulnerable Groups 2006

· Social Services and Wellbeing Act 2014

· General Data Protection Regulations

2. Governance and Accountability

Our Lead team for Safeguarding are: Peter Ryan, Bryn Evans, Amy Ryan and Charlotte Ryan

They are all certified DSL.

Our Lead for Safeguarding must:

· Oversee and ensure that our safeguarding policy is fully implemented

· Child and Adult Safeguarding national standards

· Ensure our safeguarding standards are communicated to all team members

· Ensure details are made available to all adults, children and parents/carers

· Ensure all team members receive training in safeguarding, appropriate to their role

· Ensure DBS (Disclosure and Barring Service) recruiting and reporting procedures are adhered to

· Ensure accurate records are kept of all reported concerns

· Ensure reports are made to the relevant agency in all cases where children or vulnerable adults are thought to be at risk

Site-based Designated Safeguarding Lead (varied depending on venue and staffing)

Their role is to:

· Receive information from team members, Party leaders, and teachers, accompanying adults, children or parents who have safeguarding concerns and record it

· Assess the information promptly and carefully, clarifying or obtaining more information about the matter as appropriate

· Initially consult locally with a statutory child protection agency such as the Children’s Social Care Services (formally known as Social Services) to test out any doubts or uncertainty about the concerns as soon as possible

· Make a formal referral to social care services or the police, if a crime has, or may have been committed, without delay.

Worldcupsports recognises that it is not the role of us to investigate or to decide whether or not a child has been abused. We advocate the use of TED when dealing with an allegation. Tell, Explain, Describe)

3. Safeguarding Operational Procedures

Safer Recruiting

We have a clear recruitment, induction and training strategy. We will adhere to safer recruitment best practice; clear job descriptions, team member’s responsibilities and training programmes which identify relevant procedures for each role.

All new team members complete safeguarding training. All new team members will be reviewed and observed and appraised at regular intervals throughout their period of employment.

Safer Environment

The safeguarding training strategy, competencies, matrix and code of practice for training and qualification requirements for all Worldcupsports employees are bench-marked against national standards and are outlined in the safeguarding operating procedures manual and the employee handbook. Procedures have been developed to reflect and respond to the surroundings with the establishment of local arrangements. Each site is the subject of audit / inspection and review to ensure all procedures mitigate risk and enhance the learning experience.

Safer Systems

Robust and effective systems have been established that all team members are familiar with and have been equipped to respond appropriately to all safeguarding and child and adult protection concerns. Safer Systems provides clarity regarding Inspiring Learning referral pathways- this thematic area has been developed to ensure process is thresholding and decision making are consistent across all locations and provide a foundation to mitigate threat and risk and minimise harm to all concerned.

Safer Communication

Safer Communication in safeguarding- the ability for Inspiring Learning to communicate corporately to the Inspiring Learning Community with clear internal and external messaging regarding the importance of safeguarding together with reinforcing clear procedural messages is vital.

Safer Workforce

To compliment safer recruitment, safer workforce ensures that each team member is trained, equipped and supported to be able to continuously and consistently deliver a safeguarding response to the highest standard.

Safer Data / Information

We have a clear policy regarding confidentiality and information sharing linked to GDPR and the Data Protection Act 2018. We will ensure that accurate records are made, stored securely and only shared appropriately. We fully endorse the principle that the welfare of children and young people override any obligations of confidence we may hold to others. Individual cases will only be shared or discussed on a “need to know” basis. In very exceptional circumstances when someone is concerned that the company is not dealing with child or adult safeguarding concern appropriately (as per the ‘open-door’ policy), or when the concern is about a Lead DSL they should contact Local Authority Children Social Care or Adult Social Care, or the police if a crime has, or may have been committed. This is an action that is legally covered by whistle-blowing.

Signed

Peter Ryan

Worldcupsports Director and Lead DSL

Updated December 7th 2023

The Health and Safety key person is: Peter Ryan, Director (OFS) Amy Ryan (AS)

The person/s designated to act in the manager’s absence: Bryn Evans (OFS), Head Coach

Aims and Objectives

To provide a safe environment and minimise the risk to the health and safety of children, staff and parents. To ensure Health and Safety is taken seriously by all members of staff and create an open environment for discussion of key health and safety issues with key staff members.

Duties and responsibilities

Designated person/s will:

Assess the risks to Health and Safety in and around the setting.

Introduce and review suitable procedures to eliminate or control any such risk identified

Ensure staff comply with staff handbook, RA’s and practice and that staff also understand and accept their responsibility in relation to Health and Safety procedures

Ensure all accidents, incidents and dangerous occurrences are adequately recorded and reported

Ensure all staff, students, volunteers and any other adult who comes into contact with children at the club have appropriate and up to date DBS check

Ensure at all times the Health and Safety and welfare of children, staff and parents

All members of staff will:

Read and be familiar with the Health and Safety policy and RA’s for all of the activities they coach

Take reasonable care for their own Health and Safety as well as of others who may be affected by their acts or negligence at work

Report and record any accidents, incidents of violent or verbal abuse, any hazard or dangerous occurrences to the designated person and appropriate format

Make sure the equipment and premises that are used by children, and the activities that are carried out at the club, are safe

Procedures

Pick-up Policy and Procedures

Aims and objectives

The aim is to ensure that all children are picked up on time safely and provide a back-up plan in cases of emergency/problems during pick-up from schools.

These guidelines must be adhered to at all times by all staff.

Staff must make visible contact with the collecting parent and check the child off on the register at the end of the day

Staff must check the register for details of any changes to pick-up arrangements made by parents/carers on each day and confirm with the Head coach before any alternative arrangements made

Any changes to the pick up arrangements must be agreed with the Head coach and parent

If there is confusion regarding pick up arrangements, parents should be called and arrangements confirmed

Please note that it is the responsibility of parents to ensure their children behave and are safe on route back to their car during pick-up.

Accidents and Incidents

Current First Aiders: Bryn Evans, Amy Ryan

Incidents and accidents should be recorded in the appropriate form provided by the club.

The form should be handed to the parent/carer and explained.

One copy of the form should be given to parent/carer and the original should be kept

A first aider should be on hand in case first aid needed.

If an ambulance is required

The ambulance should be called first, then the parent should be informed straight after, as the main priority is the welfare of the child in question

The first aider should not leave the child unattended, and another member of staff should be on hand to provide assistance and make the necessary phone calls

A member of staff should accompany the child in the ambulance if the child’s parents/carer has not arrived by the time the ambulance arrives

First aid kits location

All staff have a first aid kit on their persons and there is a first aid kit in the main hall and gym

Medical conditions

Parents/carers have the duty and responsibility of informing the club about any medical conditions their children have. The coordinator and all members of staff will oversee the inclusion of any child with a specific medical condition

All staff are to be made aware of the medical condition, symptoms etc

Allergies

Parents/carers are responsible for notifying the club of any allergies their children have

Staff are to be informed and, when necessary, trained to deal with these allergies, first aiders know how to use epi-pens

All actions necessary are to be taken to minimise and reduce risk

Administering medication

Only the designated persons listed above are allowed to administer the medication to the child. Parents should arrange this by completing the administering medication form. A list of children with medical needs is kept by the Head coach on their register

All inhalers and epi-pens are kept with the child’s group leader

Fire safety policy

All staff are required to follow the school fire safety procedures

Children should be led quietly and sensibly to assembly in the playground, where they are head counted, registered and await instruction

GDPR