Policies &
Procedure

Every young person taking part in a Superstars programme should do so in an environment where they are safe and protected from harm. This policy applies to all owners and staff (paid or voluntary) who come into contact with children at any event organised by or under the authority of Superstars.

Three Core Principles

• Superstars will always priorities an individuals welfare.
• Everyone - irrespective of individual differences - has the right to be protected from abuse under the Equality Act.
• The rights, dignity and worth of every individual must always be respected.

Staff Responsibilities

• Staff have a responsibility to protect children but are not responsible for deciding whether abuse is taking place.
• All Superstars staff must hold a valid, enhanced DBS certificate before they are permitted to supervise children on a one-to-one basis.
• Safeguard training must be renewed every two years. This incorporates extremism and radicalisation, equality and diversity, and learner-focused safeguarding.
• Any concerns, signs or allegations of abuse must be reported to the DSL immediately.

How to React to a Disclosure

• React calmly. Listen carefully. Show you believe the child. Confirm they are not to blame and were right to tell you.
• Do not guarantee confidentiality, approach the alleged abuser, or ask leading questions.
• Use open questions: "who?, what?, why?, when?, tell me, explain to me, describe to me..."
• Record everything in writing on the same day using the child's own words. Complete an incident referral form and pass to the DSL immediately.
• If the child 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 then contacts the Local Authority Designated Officer (LADO) for advice, including whether suspension is required. An internal investigation may only proceed once a response has been received from the LADO.

LADO Contacts

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, physical certifications will be shredded, all digital copies will be permanently deleted from Superstars devices

Prevent Strategy

All staff are trained to recognise signs of radicalisation and extremism. Any concern that a child, or anyone connected to them, may be vulnerable to involvement with a terrorist group or extremist ideology must be reported immediately to the DSL or the Company Director.

Superstars Holiday Club Limited is committed to ensuring that all children, employees, volunteers, and others are protected from health and safety risks arising from everyday club activities.

Key Responsibilities

• The Director ensures the Club has suitable insurance for all activities and liabilities.
• The governing body of each facility is responsible for structural integrity and fire safety.
• The Supervisor is the designated Responsible Person for First Aid and for investigating, recording and reporting all accidents.
• All new employees receive a full induction including emergency procedures and fire evacuation.
• No person may work at any hazardous task unless properly instructed and authorised.

Accident Reporting & First Aid

• A first aid box and accident record book are kept in a designated area during each session and at every premises.
• All injuries and accidents are recorded and reported to the Supervisor within 24 hours.
• Any child arriving with a pre-existing injury must be recorded.
• The supervisors, parents or guardians must be notified on the same day of any incident.
• Supervisor must report any RIDDOR-notifiable incident to the Management Committee.
• The First Aid kit must NOT contain any medicines or tablets.

General Site Rules

• Smoking is not permitted on any premises.
• All electrical equipment must be visually inspected before use and subject to an annual PAT testing.
• Electrical sockets accessible to children must be covered with socket protecters when not in use.
• All areas are to be kept clean, sanitised, and safe. Spillages must be cleaned immediately. Any damage must be reported immediately.
• Toilets must checked at the start of each session for cleanliness and adequate supplies.

Best practice requires at least two members of staff on duty at all times. When only one staff member is on duty the following procedures apply.

Planning & Approval

• 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 an emergency.
• 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 contacts, first aid kit, mobile phone, incident logs.
• Intimate care will not be provided by a lone worker unless an emergency. If given, it must be recorded and signed by parents on collection.

• Where possible, Superstars uses toilets away from the general public.
• Children are taken to the area outside of the toilets and must enter on their own, using same-sex facilities with same-sex peers.
• Where toilets are shared with the public, staff ensure the area is safe before children enter — no one undressing, no opposite sex individuals (except children under 8).
• Children are offered toilet access at every break, at the start and end of each session.
• Children under 8-years-old must not go to the toilet area unsupervised.
• Any issues must be reported to the Supervisor immediately.

Core Principles

• Every child is of equal value irrespective of individual differences.
• All children have the right to equal opportunities.
• The individuality of each child is valued. Superstars has a zero tolerance policy towards offensive and discriminatory behaviour.

SEND & 1-to-1 Support

Superstars can arrange 1-to-1 support to help ensure every child can access and enjoy our holiday club. If your child requires specialist support, please provide at least two weeks’ notice so we can arrange a suitably qualified coach to meet their needs. While we will always do our best to accommodate requests, we cannot guarantee 1-to-1 support without sufficient notice. Please note that an additional coaching fee applies for children requiring 1-to-1 support. To discuss your child’s individual needs, please contact us at info@littlesuperstars.co.uk

Employment

Superstars always appoints the best person for each job, welcoming applications from all, irrespective of any differences. All staff receive relevant Equal Opportunities training.

Superstars Holiday Club Limited is a data controller under 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 requires 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 must make arrangements at registration if their child will not be collected by their usual person.
• The registration form includes a section to name anyone who must NOT collect the child.
• If arrangements change on the day, email info@littlesuperstars.co.uk with the child's name and the collector's name.

If a Child Is Not Collected by Closing Time

• The designated staff member contacts all persons listed on the register.
• If no one can be reached after 1 hour, local Social Services may need to be contacted.
• Superstars staff must inform the head office by 6pm of any children still being supervised.

Immediate Actions

• Person in charge carries out a thorough search of the building and grounds.
• The register is checked to confirm no other children are missing.
• Doors and gates are checked for any security breach.
• Person in charge informs all other staff members of the situation.

If the Child Cannot Be Found

• Parents are 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. A detailed incident report is completed covering the date and time, staff and children present, when the child was last seen, and a conclusion on how the security breach occurred. All staff cooperate fully with any police investigation.

We use clear, consistent and positive strategies to manage behaviour. Club rules are displayed at every session and discussed with children at the start of each day.

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

Behaviour Consequences

SEND Considerations

All children are treated as individuals. SEND needs are always taken into consideration and reasonable adjustments made. Behaviour support plans are implemented with a consistent, unified approach agreed with parents and carers.

Under the Equality Act 2010, Superstars has a duty to eliminate unlawful discrimination, advance equality, foster good relations and promote mental health and wellbeing.

How We Ensure Inclusive Provision

• Appropriate staff-to-child ratios for children with SEND
• All staff trained to deliver high quality, accessible and inclusive provision
• A plan to identify SEND needs — including working with school SENCOs
• Properly vetted staff — paid and voluntary — before they work with children
• Regular conversations with families to understand individual needs
• Reasonable adjustments made for children with disabilities

In the event of illness or injury, Superstars acts in accordance with the Health & Safety Policy and First Aid Policy. All staff are trained in first aid.

Minor Illness or Injury

• If a child becomes ill, parents are contacted and asked to collect their child.
• If illness is not considered serious, the child is monitored until the end of the session.
• If a child suffers a minor injury, first aid is administered and the child is closely monitored.

Major Illness or Injury

• An ambulance is called immediately. A member of staff accompanies the child to hospital.
• Parents are notified immediately.
• Staff conduct a full incident review to prevent recurrence.

• Children's medical forms are checked to confirm parental approval before any medication is given.
• A second member of staff must witness the administration of all medication.
• Full details are recorded on the child's medical form.
• If a child refuses medication, it will not be administered. Parents are notified immediately.
• Only staff with specialist training may administer medications requiring that training.
• Changes to dosage or frequency are recorded and parents must re-sign forms before any change is agreed.

In exceptional circumstances — adverse weather, heating failure, fire or serious illness — the Holiday Club may need to close or evacuate.

Evacuation Procedure

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

Staff must keep their personal and professional lives strictly separate. This policy forms part of our overall safeguarding strategy.

Staff Must NOT

• Use personal social media to communicate with young people from any Superstars programme.
• Text or WhatsApp young people directly.
• Have young people or parents as 'friends' on personal social media.
• 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.

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 weekly for private messages, inappropriate content, cyberbullying, or extremism-related activity.
• All discussions must be posted visibly in forums or groups — never privately.

Photography

• Photos taken on camp are for work purposes only and must be uploaded to the designated Superstars tablet.
• No photographs of children in swimwear is acceptable without prior permission from parents and the DSL.
• Parents may opt out of photography — an opt-out option must appear on all registration forms.

Dating Apps

All staff must switch off personal dating apps (e.g. Tinder) whilst at work to protect staff from being seen by participants and children who may also use similar platforms.

Stage 1 — Informal Resolution

Complaints about Club activity: The manager discusses the matter informally with the parent or carer and aims to reach a satisfactory resolution.

Complaints about a staff member: Where appropriate, the parent is encouraged to speak to a staff member directly, otherwise the manager will discuss the matter with both parties.

Stage 2 — Formal Written Complaint

If informal discussion does not resolve the complaint, the parent puts it in writing to the manager. The manager will:

• Acknowledge receipt within 7 days
• Investigate and notify the complainant of the outcome within 20 days
• Send a full written response including any recommended changes to Club practices
• Meet with relevant parties to discuss the Club's response

Child Protection Complaints

If child protection issues are raised, the manager refers the matter to the Child Protection Officer Louise Nicholson, who contacts Social Care and follows the Safeguarding Policy. If a criminal act may have been committed, the police are contacted.

Making a Complaint to Ofsted