Policies &
Procedure

Every young person that takes part in a Superstars programme should do so in an environment where they are safe and protected from harm. Child protection is of paramount importance to us.

This Safeguarding Policy applies to all Superstars owners, staff whether paid or volunteers who come into contact with children and young people at any event organised by or held under the authority of Superstars. For the purposes of this policy, a child or young person or vulnerable adult is any individual under the age of 18 OR anyone over 18 who is attending a Superstars course, provision or training programme as a participant.

Related Policies & Publications

• Working together to safeguard children (Government Website)
• Keeping children safe in education (Government Website)
• Prevent (Government Website)
• Prevent Guidance for Further Education Institutions (Government Website)
• Equality & Diversity Policy
• Data Protection Policy
• DBS & Update Service Policy

Superstars Believes

• That the safety and welfare of children, young people and vulnerable adults should always be of paramount importance, whatever the circumstances.
• That everyone with a role in working with children, young people and vulnerable adults has a moral and arguably a legal responsibility to safeguard and promote an individual's welfare particularly when it comes to protecting children or young people from abuse.
• That special care is needed in dealing with children, young people and vulnerable adults whose age, inexperience or physical state makes them particularly vulnerable to abuse.

Three Core Principles

• An individual's welfare is the paramount consideration.
• An individual regardless of age, ability, gender, racial origin, religious belief and sexual orientation has a right to be protected from abuse in accordance with the Equality Act.
• The rights, dignity and worth of an individual should always be respected.

The Children Act 1989 (as amended by The Children Act 2004) states that anyone who is involved in the care of children should "do what is reasonable in the circumstances for the purpose of safeguarding or promoting the child's welfare".

Staff Responsibilities

• Have a responsibility to protect children, young people and vulnerable adults, but are not responsible for deciding whether abuse is taking place.
• Should NOT begin any unsupervised activity involving substantial access to children, young people or vulnerable adults prior to Superstars receiving a satisfactory return of a DBS check.
• Attend appropriate safeguarding training every 2 years — covering extremism & radicalisation, equality & diversity, and learner-focused safeguarding.
• Have a responsibility to inform their department's DSL of any concerns, signs or allegations of abuse.

Recognising Signs of Abuse & Areas of Concern

• Physical abuse — including hitting, slapping, pushing, kicking, misuse of medication, restraint, or inappropriate sanctions.
• Sexual abuse — including female genital mutilation, child sexual exploitation and trafficking and impact of new technologies on sexual behaviour, for example sexting.
• Psychological abuse — including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks.
• Radicalisation or extremism behaviour.
• Bullying — including online bullying and prejudice-based bullying.
• Gender-based violence / violence against women and girls.
• Forced marriage.
• Racist, disability and homophobic or transphobic abuse.
• Risks of internet abuse including grooming and abuse.
• Substance misuse.
• Teenage relationship abuse.
• Financial abuse — including theft, fraud, exploitation relating to property, inheritance, benefits, financial transactions, misappropriation of property and possessions.
• Neglect and acts of omission — including ignoring medical or physical care needs, failure to provide access to appropriate health, social care or educational services, withholding the necessities of life, such as medication, adequate nutrition and heating.
• Domestic violence.
• Fabricated or induced illness.
• Poor parenting — particularly in relation to babies and young children.
• Issues specific to a local area or population — for example gang activity and youth violence.

How to React to a Disclosure

• React calmly so as not to frighten the child, young person or vulnerable adult.
• Listen to the child, young person or vulnerable adult and show that you believe them.
• Tell the child, young person or vulnerable adult that he/she is not to blame and that he/she was right to tell.
• Keep questioning to a minimum. Use open-ended, non-leading questions — who, what, why, when, and tell me, explain to me, describe to me.
• Do not guarantee confidentiality, approach the alleged abuser, or ask leading questions.
• Make a full written record of the disclosure on the day you receive it using the individual's own words. Complete an incident referral form, date and sign and pass to the DSL immediately.
• If the child or young person is in immediate danger — contact the police.

If a Staff Member Is Accused of Abuse

The DSL or Company Director must be informed immediately. The DSL will contact the Local Authority Designated Officer (LADO) immediately for advice, including whether suspension is required. There will be no internal investigation before interaction with the LADO.

LADO Contacts — Wraparound Areas

Reporting & Recording an Incident

1. Listen to the child, young person or adult.
2. Acknowledge the information received.
3. You need a reasonable suspicion — not definite proof — at this stage.
4. Inform the DSL, your manager or Head of Superstars IMMEDIATELY.
5. If the child or young person is in immediate danger — contact the police.
6. Is there a need to protect evidence?
7. Make a full written record of the disclosure on the day you receive it using the individual's own words.
8. Complete an incident referral form, date and sign and pass to the DSL, your manager or Head of Superstars.
9. Self-employed coaches must inform Superstars of any incidents.
10. All cases of suspected abuse MUST be notified to the DSL and Directors immediately.

DBS Policy Statement

• Superstars complies fully with the code of practice for handling, use, storage, retention and disposal of DBS certificates.
• Certificate information is kept securely and only passed to those authorised to receive it.
• After a recruitment decision, certificate information is kept for no longer than 6 months then destroyed securely (shredding, pulping or burning).

Prevent Strategy

All staff are trained to recognise signs of radicalisation and extremism. Any suspicion that a child or anyone associated with them is at risk from a terrorist group or ideology must be reported immediately to the Superstars Designated Safeguarding Officers or the Company Director immediately.

It is the objective of Superstars Holiday Club Limited that the children in its care, its employees, volunteer workers and others be protected — so far as is reasonably practicable — from risks to health and safety arising from the everyday activities of the Club.

Summary of Responsibilities

• The Director ensures the Club has suitable insurance cover for all activities and liabilities.
• The governing body of each facility is responsible for the physical structure, integrity and fire safety precautions of the site.
• The Supervisor is responsible for overseeing first aid treatment and for investigating, recording and reporting all accidents and incidents.
• All new employees and volunteers are properly inducted into the Club, including awareness of all precautions, procedures and emergency procedures.
• No person is permitted to work at any kind of hazardous task unless properly and fully instructed.

Accident Reporting & First Aid

• The Supervisor is the designated Responsible Person for First Aid.
• First Aid box and Accident Record Book kept in a designated area at every session.
• All injuries or accidents recorded in the book and reported to the Supervisor within 24 hours of the incident.
• A record should also be made of any child arriving with evidence of an injury sustained prior to the session.
• Parents or guardians must be notified on the same day of any incident.
• The Supervisor must notify the Management Committee if an incident or accident occurs which requires reporting under RIDDOR.
• The First Aid kit must NOT contain any medicines or tablets. Superstars Holiday Club Limited will not administer any medication under the Health and Safety Policy.

General Site Rules

• Smoking is not permitted within the premises.
• All electrical equipment visually checked before use and subject to annual PAT testing.
• Electrical sockets accessible to children covered with suitable protective plug fascias when not in use.
• All areas kept clean, tidy and safe. Spillages cleaned immediately. Damage or maintenance issues reported at once.
• Toilets checked at the start of each session for cleanliness and adequate supplies.

Risk Assessment & Activities

Risks are evaluated as arising in two main categories: either from issues that impact people universally, or from the specific activities undertaken during the Club's operation. Wherever issues arise which involve children directly or indirectly, the guidelines laid down under the Children's Act 1989 should be followed in relation to levels of supervision and safe environment. Toys and equipment will be regularly cleaned, checked for breakages or damages, and replaced if broken.

At Superstars Holiday Club Limited, the safety and welfare of our staff and the children in our care is paramount. It is best practice for at least two members of staff to be on duty at any one time. When it is necessary for only one member of staff to be on duty, we will follow the procedures set out in this policy.

Preparation & Planning

• All lone working must be approved by the Manager in advance and recorded on the staff rota.
• There will always be another person on site who can be summoned in case of emergencies (Manager, Church or school caretaker, etc).
• An 'on call' person is nominated for every lone-working session.

Suitable Lone Workers Must Have

During Lone Working

• All children must be kept "within sight or hearing at all times" (EYFS 2017).
• All essential resources must be readily to hand: child records, emergency contact details, first aid kit, club mobile phone, accident and incident logs, logging a concern form, collection by unknown person form, visitor log, cleaning products/sick bowl.
• Intimate care will not be provided by a lone worker unless in an emergency and there is a health risk to the child. If intimate care is given, a record will be made using an Incident log and parents will be asked to sign this on collection of their child.

• Where possible, Superstars uses toilets away from the general public.
• Children are taken to the area outside the toilet areas and must go in on their own, using same-sex toilets with same-sex other children.
• If toilets are shared with the general public, staff ensure the area is reasonably safe — no one undressing, no one of the opposite sex unless under 8 years old.
• Children are offered toilet access at every break, at the start and end of each session.
• Younger children must not go to the toilet area unaccompanied.
• Any issues must be reported to the Supervisor of Superstars Holiday Club Limited immediately.

Core Principles

• Every child is of equal value, irrespective of race, gender, ability, disability, culture, religion or other differences.
• All children have a right to equality of opportunity.
• Children learn through example and participate within the principles of fairness, respect, tolerance, acceptance and inclusion whilst at our club.
• The individuality of each child should be valued. Discriminatory behaviour from anyone at the play setting is unacceptable.

Admissions

We operate an inclusive Admissions Policy and take positive action wherever necessary to help ensure that equality of access is provided to all children. We believe that our group activities should be open to all children aged between 4 and 14 years and to all adults committed to their welfare.

SEND & 1-to-1 Support

We recognise the wide range of special/additional needs of children and families in the community, and we aim to play whatever part we can in meeting these needs. Superstars are happy to be approached to organise a 1-to-1 if need be so that all children can have access to the wraparound care. We must be given a week's notice and an additional charge for the coach is charged to parent. Contact info@littlesuperstars.co.uk to discuss your child's needs.

Employment

Superstars Holiday Club Limited will always appoint the best person for each job and will treat all applicants fairly. We welcome job applications from all, irrespective of race, gender, ability, disability, culture, religion, sexual orientation or any other differences. All staff are kept up to date with relevant Equal Opportunities training to promote and enhance good practice.

Families & Resources

Children from all different cultural, social, racial and economic backgrounds are welcome at our clubs, and will all be cared for and respected in the same way. Appropriate resources and materials are selected to help children respect themselves and other people by avoiding stereotypes and derogatory messages about other cultural or social groups.

Superstars Holiday Club Limited is a data controller for the purposes of the Data Protection Act and GDPR 2018.

What We Collect & Why

• Contact details — for drop off, collection and communication
• Medical information — to provide appropriate pastoral care
• Doctor's details — for emergency situations
• Collection authorisation — who can and cannot collect the child
• Special needs information — to ensure appropriate care and support

How We Protect Your Data

• We will not share your information outside of Superstars Holiday Club without your consent, unless the law and our rules require it.
• We are required by law to pass certain information to the Local Authority if requested.
• All data is retained securely and used only for legitimate childcare purposes under GDPR 2018.

Full Data Protection Policy: www.superstarscamps.co.uk

Collection Arrangements

• Parents need to make arrangements at registration if the child is not being picked up by their usual person, so the staff are fully aware.
• The registration form includes a place to note down anyone who cannot pick up the child.
• If arrangements change during the day, parents must email the office at info@littlesuperstars.co.uk with the child's name and who is picking up.

If a Child Is Not Collected by Closing Time

• The designated staff member uses the information on the register to contact all persons listed and find out the situation.
• If none of the people on the register can be contacted after a duration of 1 hour, the only solution may be to contact local Social Services.
• Head office must be informed at 6pm of any children still being supervised.

We aim at all times to keep children safe and secure whilst in the care of Superstars Holiday Club Limited. In the event that a child goes missing from our care, the following will be adhered to.

Immediate Actions

• The person in charge carries out a thorough search of the building and grounds.
• The register is checked to make sure no other child has also gone astray.
• Doors and gates are checked to see if there has been a breach of security whereby a child could wander out.
• Person in charge talks to all staff to establish what happened.

If the Child Cannot Be Found

• The parent is contacted by Superstars HQ immediately.
• The missing child is reported to the police without delay.

Investigation

Louise Nicholson carries out a full investigation, taking written statements from all staff present at the time. A detailed incident report is completed covering: the date and time of the report; what staff/children were in the group; when the child was last seen; what has taken place since then; and the time it is estimated that the child went missing. A conclusion is drawn as to how the breach of security happened. All staff co-operate fully with any police investigation. Social Services may be involved if there is a child protection issue to address.

Superstars Holiday Club Ltd. uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the Club. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies. The Club rules are clearly displayed at every session, and are discussed regularly. The Club's designated member of staff responsible for behaviour management is The Club Manager.

Encouraging Positive Behaviour

• Staff acting as positive role models at all times
• Consistently praising appropriate behaviour
• Sticker rewards where appropriate
• Informing parents about individual achievements
• Certificates for exceptional accomplishments
• Offering a variety of play opportunities to meet the needs of all children

Behaviour Consequences

Physical Intervention

Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible.

Parental Support

• Parents will work with the members of staff and Manager to agree and support appropriate strategies to encourage positive behaviour.
• Behaviour support plans will be implemented and discussed with the child's parents/carers, providing a uniformed approach.
• If requested, parents will ensure that their child is collected from club within a timely manner.
• If parents refuse to collect their child after a serious incident, Superstars Holiday Club Limited will refuse to accept withstanding or future bookings for their child to attend our provisions.

SEND Considerations

All children are treated as individuals. SEND needs are always taken into consideration and reasonable adjustments are made to encourage them to understand the behaviour they are displaying is unacceptable. Behaviour support plans are implemented with a consistent, unified approach agreed with parents and carers.

Superstars Holiday Club Limited understands that, under the Equality Act 2010, it has a duty to: eliminate unlawful discrimination, harassment and victimisation; advance equality between different groups; foster good relations between different groups; and promote mental health and wellbeing.

Superstars Holiday Club Limited will ensure that all wraparound childcare is inclusive and accessible for all children, including children with SEND and children considered vulnerable.

How We Ensure Inclusive Provision

• Having an appropriate offer for children with SEND, including appropriate staff-to-child ratios
• Making sure all staff are appropriately trained to deliver high quality, accessible and inclusive provision
• Having a plan to identify SEND needs — including working with school SENCOs
• Understanding our responsibility to have arrangements in place to safeguard and promote the welfare of children
• Having properly vetted staff, both paid and voluntary, before they care for children
• Speaking to families regularly to understand individual needs and how these may change
• Making reasonable adjustments for children with disabilities to access the provision

This policy outlines the approach taken by Superstars Wraparound Club to support children with Special Educational Needs and Disabilities (SEND). Superstars are committed to providing inclusive and accessible care for all children.

Identification of SEND

Superstars identify children with SEND through observation, communication with parents/carers, and collaboration with schools and local services. Staff are trained to recognise signs of SEND and refer concerns to the designated SENCO.

Support Strategies

• Individualised care plans
• Use of visual aids and sensory tools
• Flexible routines and quiet spaces
• Collaboration with parents and professionals
• Regular review of progress and needs

Staff Responsibilities

All staff are responsible for promoting inclusion and supporting children with SEND. The SENCO oversees SEND provision, maintains records, and liaises with external agencies. Staff receive ongoing training in SEND awareness and safeguarding.

Inclusion & Accessibility

• Making reasonable adjustments to facilities
• Providing accessible resources and activities
• Encouraging peer support and positive social interactions
• Promoting equality and respect

Working with Local Services

Superstars work closely with local SEND services, schools, and health professionals to ensure coordinated support. Parents are encouraged to share information and participate in planning and review meetings. This policy is reviewed annually or when significant changes occur.

In the event of illness or injury, Superstars Holiday Club Limited will act in accordance with the Health and Safety Policy and the First Aid Policy. All members of staff will be trained in first aid and will be made aware of their duties if a child is injured or becomes ill.

Minor Illness or Injury

• If a child becomes ill, the parents will be contacted and asked to collect their child.
• If a child is complaining of illness, but the member of staff does not believe it is serious, they will monitor the child until the end of the session.
• If a child suffers a minor injury, first aid will be administered and the child will be closely monitored for the rest of the session.

Major Illness or Injury

• If a child needs to go to hospital, an ambulance will be called and a member of staff will accompany them.
• The parents of the child will be notified immediately.
• Following the incident, members of staff will conduct a review of the incident in order to prevent any such incident from occurring in the future.

• Before any medication is given, the child's medical forms will be checked to see if the medication has been approved by the parent.
• When a member of staff administers medication, another member of staff will witness the process.
• Details of the process will be recorded on the child's medication form.
• If a child refuses to take the medication, the member of staff will not administer it. The parent will be notified immediately.
• Only members of staff with the relevant training will administer medication that requires specialist training.
• If there are changes to the dosage or frequency of the medication, the changes will be recorded on the medical forms. Parents will be required to sign the forms again before any change in procedure is agreed.

In exceptional circumstances — such as adverse weather conditions, heating failure, fire or serious illness — the wraparound care clubs may need to close or evacuate.

Evacuation Procedure

• Emergency services will be contacted immediately.
• All children will be evacuated from the building and taken to the designated emergency assembly point — currently the playground.
• A member of staff will collect the register and check that all children are at the emergency assembly point.
• If a child is missing from the emergency assembly point, the emergency services will be informed immediately.
• Parents will be contacted and asked to collect their children.
• All children will remain at the emergency assembly point until collected by their parent.

This policy is one element of our overall safeguarding strategy and should be read in conjunction with our Safeguarding, E-safety, ICT Usage, and Anti-Bullying policies. Staff members must be conscious at all times of the need to keep their personal and professional lives separate.

Staff Must NOT

• Use personal social media accounts to communicate with young people from any Superstars programme whatsoever.
• Text or WhatsApp young people directly.
• Have young people or parents as 'Friends' on personal social media or 'connections' on LinkedIn.
• Post or share photographs of young people on personal social media in any form.
• 'Like' political parties, religious sites, or anything that may sway opinion or cause offence.
• Attempt to settle disputes or confront issues online.

Professional Accounts

• Written permission from the Company Director is required to set up any professional social media account.
• The DSL checks all professional staff accounts on a weekly basis — for private messages, inappropriate content, cyberbullying, or extremism-related activity.
• All discussions must be posted visibly in forums or groups — never privately.
• Staff in a teaching or coaching role should not have young people or parents as 'Friends' on Facebook. It is better to set up groups and pages for learning that are open for all to belong to.

Photography

• Photos taken should be for work purposes only and must be uploaded to the designated Superstars tablet.
• No photographs should be taken when children are in swimwear without prior permission from the DSL.
• Parents may opt out of photography — an opt-out option must appear on all application/registration forms.
• Staff should not post photographs of young people on any work Social Media sites unless approved by the DSL or a member of management from head office.

Emails

Staff work emails may be checked should any safeguarding concerns come to light. Staff should ensure that all work emails are of a professional nature and assume that emails may not remain private. In accordance with the Data Protection Act, any recorded discussions about a young person may be requested and shared with parents, the young person and other stakeholders.

Dating Apps

All staff must switch off any personal dating apps (such as Tinder) whilst at work. This is to protect staff from having their profiles seen by course participants and children who might also be on similar platforms.

At Superstars Holiday Club Limited we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. The manager on site will generally be responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter.

Stage 1 — Informal Resolution

Complaints about aspects of Club activity: The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.

Complaints about an individual staff member: Where appropriate, the parent will be encouraged to discuss the matter with the staff member directly. If the parent feels this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.

Stage 2 — Formal Written Complaint

If it is impossible to reach a satisfactory resolution through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will:

• Acknowledge receipt of the letter within 7 days
• Investigate the matter and notify the complainant of the outcome within 20 days
• Send a full response in writing to all relevant parties, including details of any recommended changes to the Club's practices or policies
• Meet with relevant parties to discuss the Club's response to the complaint

Child Protection Complaints

If child protection issues are raised, the manager will refer the matter to the Club's Child Protection Officer, Louise Nicholson, who will then contact Social Care and follow the procedures of the Safeguarding Policy. If a criminal act may have been committed, the police will be contacted.

Making a Complaint to Ofsted