POPPINS AFTER SCHOOL

CARE

Parent & Carer Information Pack

Somers Close, Stanmore, Winchester, SO22 4EJ

01962 840022 | www.thecarrollcentre.org

WELCOME Poppins After-School Care is a registered Ofsted provision (registration no. 509562) and not-

for-profit provider which operates from the Carroll Centre. We offer a warm, safe and

friendly environment for your child to come and relax after a day at school.

We collect children from local Winchester schools. Collections from school is either by

minibus, car or supervised walk.

For children

Our aim is to offer fun, stimulating and relaxing activities depending on the child’s needs. Our

backgrounds enable use to create a varied environment where children are encouraged to

explore their ideas, skills and individuality without criticism. Each day a choice of activities is

available, which include art & craft, board games, physical activities, group games, gardening,

den building and much more.

For parents

Our aim is to provide total peace of mind for parents and carers with regard to the care of

their child beyond normal school hours. We will always aim to provide a quality service at a

reasonable price.

For the local community

We work closely with Primary Schools in our area to provide choice across the community

whilst complimenting the services offered within schools, such as breakfast clubs as, when

and where they develop.

How do our sessions run?

Children will be collected from school on one of our minibuses or on foot by

our Poppins escorts

On arrival, children can enjoy a healthy snack and hour of free-play activities

If children are staying until 6pm, they will enjoy a light meal with their

friends

After food, they can continue free play until they are collected

Poppins Charter We would ask parents/carers to read this through with their child/children.

When children join us at Poppins we want everybody, including the Poppins staff, to be able

to enjoy every moment. We want all of you to feel happy, relaxed and to take part in any

activity without feeling limited or pressured. We have created a charter that summarises

your rights when at Poppins, and the responsibilities we all have to ensure we respect each

other’s rights. This way, when you join us you know how you are expected to behave, and

your parents/carers can feel confident that you are being well cared for.

Rights Responsibilities

We have a right to be safe

We will wait at school until a Poppins worker, wearing an ID badge collects us.

We will wait for someone to collect us before leaving Poppins. We will never go outside without an adult.

We have a right to relax and play

We will treat equipment with care and respect.

We will listen to each other and let others join in.

We have a right to be protected from being hurt or

badly treated

We will not hurt or badly treat others, we will treat others how we would expect to be treated ourselves.

We will tell an adult to protect us/others if we/they are being hurt or badly treated.

We have a right to eat nutritious and healthy food

We will wash our hands before eating and sit at a table in the eating area.

We will be polite to dinner staff.

We have a right to an opinion and for it to be listened to

and taken seriously

We will listen to each other’s opinions and to take their opinions seriously.

We will express ourselves and tell an adult if we have any problems or are unhappy.

We have a right for adults to always do what is best for us

Adults have a responsibility to always act in a way that is in the best interests of children.

Our Staff

We employ qualified and experienced child care staff, that ensure quality and safety

are integral to our activities. This includes childcare, playwork, primary education,

safeguarding and pediatric first aid.

We provide supervised placements fore Winchester University social work students.

Our staff team have a wide range of skills and interests, which we see as an asset to

providing children with a varied range of activities and conversations.

We aim to act as advocates for all children that come to Poppins After-School Care;

facilitating a nurturing environment where they can speak and act as autonomous

individuals.

School Collection Process

As most schools finish at the same time, there can be a delay with the collection of children.

It is arranged with the schools that they keep hold of the children until the Escort arrives. If a

delay is likely due to circumstances beyond our control we will inform the schools by

telephone immediately. Children are asked to meet their Escort at the agreed school

meeting point. Once all children has been collected, they will return to the centre.

If the child is not present at the school when the Escort arrives, they will enquire of the

child’s whereabouts. The Escort will enquire where the child might be. Parents/Carers must

ensure they notify us of illness or absence as this can delay school collections.

If the school confirms that there is no legitimate reason why the child is not present to be

collected, the Escort will inform the Poppins Coordinator who will then contact the parents/

carers. If they informed that the child/ren should have been collected then the Poppins

Coordinator will inform them that they did not report at the agreed school meeting point

and the police will be informed that a child is missing. The school will be asked to contact the

police and explain the situation. The Escort will return to the centre and update the Poppins

Coordinator and Head of Centre. They will remain in close contact with the child’s parents/

carers, the school and the police. An incident report will be completed.

Admissions

It is always our intention to be able to admit any child to Poppins After School Care if

reasonably possible to do so. Parents/Carers are asked to complete the Application Pack,

detailing all relevant information to enable us to ensure we provided the best possible care

for each child attending our sessions. If there are currently no spaces on the particular days

required, parents/carers can be placed on a waiting list and notified as soon as a space

becomes available.

POLICIES & PROCEDURES

Settling In

In order to make a new child feel welcome to Poppins the following procedure will take

place. The parent/carer is asked to bring their child along to a Poppins session before they

start, so that they can have a look around and meet some of the children and staff.

Children can be introduced to the staff team, which will also provide a chance for staff to

chat with the child about their hobbies, favourite foods, etc. If the child has a medical

issues (ie. Asthma) they can be informed who to ask for help.

We have a ‘Buddy System’ where new children can choose to be shown around and made

feel welcome by one of the children who already knows the environment.

APPLICATION FORM

Name:__________________________________________ Date of Birth:__________________

School:_______________________________________________________________________

Home address:_________________________________________________________________

Nationality:_______________________________ Religion:_____________________________

First language:_________________________ Additional languages:______________________

Please indicate which sessions your child will be attending and start date: _________________

We would like to get to know your child a bit better before they start sessions. You can either

let them complete this or give them a helping hand:

Likes:________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Dislikes:______________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

1|4

Monday Tuesday Wednesday Thursday Friday

5pm

6pm

We require at least two adults over 18, living within 20 miles of the Carroll Centre to be listed

for each child. This is to ensure the care and safety for your child. Please ensure you inform us

as soon as possible, regarding any changes to these details.

Parent/Carer 1

Name:_____________________________________ Relationship to child:________________

Address: ________________________________________ Contact no:___________________

Work address:________________________________ Work contact no:__________________

Email: _______________________________________________________________________

Parent/Carer 2

Name:_____________________________________ Relationship to child:________________

Address: ________________________________________ Contact no:___________________

Work address:________________________________ Work contact no:__________________

Email: _______________________________________________________________________

Next of Kin

Name:_____________________________________ Relationship to child:________________

Address: ________________________________________ Contact no:___________________

Authorised Collectors—these are in addition to those listed above

Name: _______________________________ Name: _______________________________

Name: _______________________________ Name: _______________________________

Please note that we are unable to release your child from our care unless the person collecting is listed as as a parent, carer or authorised collector. If there are unforeseen circumstances that require another person to collect your child you need to contact the Poppins Team prior to the person arriving for collection.

Unauthorised Collectors

Name: _______________________________ Name: _______________________________

Name: _______________________________ Name: _______________________________

Doctors

Doctors Name:___________________________ Contact no: __________________________

Surgery Address: __________________________________________________________ 2|4

Medical, Allergies and Dietary Details

Medication & Allergies

Is your child on regulation medication? Yes / No

If yes, please give details: ______________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Does your child have any allergies? Yes / No

If yes, please give details: ______________________________________________________

___________________________________________________________________________

___________________________________________________________________________

If medication requires administration during your child’s time at Poppins, additional forms will need to be completed in consultation with the Poppins Coordinator.

Dietary Requirements

Is your child have any specific dietary requirements? Yes / No

If yes, please give details: ______________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Additional Details

Are there any other issues around your child’s health that you feel may be relevant to their

attendance at Poppins After-School Care? _________________________________________

___________________________________________________________________________

___________________________________________________________________________

Emergency Medical Consent

I consent to emergency medical treatment being administered whilst my child is under the

care of Poppins After-School Care. I give authority for staff to sign any written consent form,

if required by any medical authority, in the event of a delay in obtaining the signature of a

Parent/Carer, only if this is deemed necessary by a Doctor and it is considered to be a life

threatening danger to the child.

Parent/Carer Signature: __________________________________ Date: _______________

Print Name: ______________________________________________________________ 3|4

Permissions

At Poppins After-School Care we occasionally like to take photographs of our activities, for

displays within the centre or local press releases. We also like to offer a range of activities that

can be offsite or require additional parent/carer permissions. Please tick all those below you

are happy for your child to participate in:

I give permission for my child to be photographed for display or publicity material

I give permission for my child to be taken outside of the premises to the park and

recreation grounds for games and activities

I give permission for my child to watch PG films

I give permission for my child to have face paints _____________________________________________________________________________

Terms & Conditions

Fees are reviewed annually, clients will be given a month’s notice of any change. Invoices will

be issued one month in advance and can be paid by cheque, BACS, cash or childcare vouchers.

Payments must be made within 7 day or you will incur a fine. Childcare vouchers to be

requested in advance, so funds are received.

If you which to terminate the contract for your child’s care we require one month’s notice in

writing. Failure to do so will result in payments in lieu of notice period.

Please notify Poppins After-School Care of a child’s absence (ie. Sickness and holidays). We

regret that we cannot give credit for changes in booking arrangements unless received 1

month in advance in writing.

We reserve the right not to accept a child who is obviously ill on arrival. We can only

administer medication to a child when it is prescribed medication and consent has been given

by the parent/carer.

If a parent/carer is late in collecting the child, there will be a £5 charge per child. If the delay is

over fifteen minutes, there will be a charge of the full session rate. Continual late collection

may result in a child being withdrawn from Poppins After-School Care.

Parents/Carers must ensure they provide information of any change in personal details.

I declare that the information provided true and agree to the Poppins After-School Care terms

and conditions. As per General Data Protection Regulation (GDPR) all individuals and

companies are required to provide consent for their information to be process and stored. If

you consent to your information being stored by the Carroll Centre, please tick

Parent/Carer Signature: __________________________________ Date: ______________

Print Name: _______________________________________________________________ 4|4

Equal Opportunities Policy

Poppins operates under the Carroll Centre’s Equal Opportunities Policy which sets out our

commitment to provide a non judgmental anti-discriminatory service. Poppins staff are

trained and committed to providing equality of opportunity for all children and will not

discriminate on the grounds of race, age, gender, disability, culture or religion.

All children will be respected and their individuality and potential recognised, valued and

nurtured. Materials and resources used on sessions will aim to help children to develop their

self- esteem and to respect other people by avoiding stereotypes and derogatory pictures or

messages about any group of people. Written information can be made available in other

languages.

Behaviour Management

We take a child centered approach by addressing problems in the context of the child’s

own level of development and understanding. The aim is to help children understand and

accept the need for standards of behaviour and approach, in their dealings with adults and

other children. We do this in the following ways:

Recognising, praising and encouraging positive behaviours.

Using techniques that do not single out or humiliate individuals.

In cases of misbehaviour, it is always made clear to the child that it is the misbehaviour,

not the child, which is unwelcome.

In case of serious misbehaviour, the unacceptability of the behaviour is made clearly but

by means of explanation, rather than personal blames.

Where the misbehaviour threatens the safety or well being of another person, the

offending child may be removed from the group, however:

Children will not be sent out of the room alone they will be accompanied

by a member of staff who will then sit down and talk to the child. The child

will be invited back into the session after ‘time out’ period.

Children are given one to one adult support in seeing what was

inappropriate and in working towards a more appropriate pattern of

behaviour.

If unacceptable behaviour persists, the worker in charge may consider that the problem

warrants discussion with the child’s parents/guardian/carer. This will be recorded in the

incident book and will need signatures from the worker in charge and parent/carer.

Health & Hygiene

Poppins promotes a healthy lifestyle and high standards of hygiene are maintained in its day

-to-day work with children and adults. This is achieved in the following ways:

Food: All meals and snacks provided will be nutritious and pay due attention to any child ’s

specific dietary requirements.

Medication: If a child is on prescribed medication, parents/carers must complete a

medication form in consultation with the Poppins Coordinator. Medication will be clearly

labeled with the child’s name, dosage and any other instructions, along with a medication

form to record administration of medicine. All medication will be stored correctly and safely.

Illness: Parents/Carers are asked to keep their child at home if suffering from any

infection, sickness or diarrhea until at least twenty-four hours (or more depending on

guidance) has elapsed since the last attack.

Guidance on infection control (recommended by the Department of Health):

Confidentiality Policy

Our work with children and families will sometimes bring us into contact with confidential

information. We will respect confidentiality in the following ways:

Parents will have access to all files and records kept for their children but will not have

access to information about any other child.

Information given to any member of staff will be treated with the utmost confidence, un-

less the health and welfare of the child appear to be at risk.

Staff will not discuss individual children, other than for the purpose of planning and child

development, with people other than the Parent/Carer of that child.

All data is maintained and protected according to Carroll Centre Data Protection Policy.

Reccommended period to be kept away from After-School Care

Diarrhoea and/or

vomiting 48 hours from last episode of diarrhoea or vomiting

Head lice None - treatment is recommended where live lice have been seen

Chickenpox Until all vesicles have been crusted over

Impetigo Until lesions are crusted and healed or 48 hours after starting antibiotic treatment

Slapped cheek None once rash has developed

Flu Until recovered

Conjunctivitis None

Safeguarding

Every child has the right to be protected. Poppins has a duty to report to Social Services

any concerns regarding children in its care. The environment at Poppins will be one that is

safe from abuse and in which any suspicion of abuse will be promptly and appropriately

responded to. To achieve this:

Each applicant for a position at Poppins will undergo a DBS check and staff are subject to a

probationary period. We will seek to provide training and all staff will have read the

centre’s Safeguarding Operational Plan.

Maintain good practice: Staff will not be left alone for long periods with individual

children or small groups.

Report Suspected Abuse: If abuse is suspected, Social Services will be notified and they

will follow their procedures. Records will be kept. Confidentiality will be maintained

throughout.

Comments, Compliments & Complaints

Poppins recognises the importance of parents/carers as their child’s first educators so we

feel that it is important to share information regularly. Good communication is an essential

element in quality care and we encourage you to discuss any concerns about your child with

us at any time.

If there is an issue that cannot be resolved and you are not satisfied with the action taken

then your concern can be referred to the Head of Centre. A complaint will be investigated

within 28 days and we will report back to the complainant our findings. At all stages the

complaints and concerns are recorded and necessary actions will be discussed with the

person who has complained. The complainant will be continually informed as to the actions

taken.

If the person making the complaint is still not happy with the result they can contact Ofsted

at the following address:

Early years Ofsted, South Regional Centre, Freshford House, Redcliffe Way, Bristol, BC1 6NL

For a full copy of our policies and procedures, please contact the Poppins Coordinator

Change of Terms: We reserve the right to change the terms set out above. However, we will notify parents in writing of such change.

Fees Please see our fees outlined below. Adhoc days are limited and while we try our best to

provide adhoc spaces to parents/carers, this is not always possible so please ensure you

contact us as soon as possible.

There is a non-refundable administration charge of £15 per child for initial registration,

which should be paid when the registration pack is submitted to the Poppins Coordinator.

Payments

Set days will be charged monthly in advance of the following month’s child care. Any adhoc

days will be added onto the invoice in arrears of booking. Invoices are sent out at the

beginning of each month. All invoices can be paid by cash, BACS, childcare vouchers and card

payments. We will no longer be accepting cheques from 31/03/2019.

The invoice will be based upon the regular days specified and payment must be made within

7 days of the invoice date. We cannot guarantee the collection of your child/children until

the outstanding balance has been paid. We are unable to give extended credit beyond the

terms of payment. If payment remains outstanding after 21 days, legal action may be taken

and use of the Poppins suspended. However, if you are experiencing unexpected financial

difficulties, please contact us as soon as possible so we can discuss a payment plan.

Fees are reviewed annually and families will be given a minimum of one month notice of any

changes in fees.

Cancellations and Amendments

If you wish to end your contract with Poppins, amend the days you require or cancel one-off

sessions, we require one months notice in writing, advising the date wish this to start.

Late Collections

If a parent/carer is late collecting their child/children, there will be a £5 charge per child. If

the delay is over fifteen minutes there will be a £15 charge per child. Continual late

collections may result in a child being withdrawn from Poppins.

Set Days Adhoc Days

5pm First Child: £8.90 £10.40

Additional Children: £8.20 £9.70

First Child: £13.00 £14.50 6pm

Additional Children: £11.90 £13.40