unacceptable behaviour policy

It is Jules et Lis priority is to provide an environment that is fun, caring and above all safe for your children. Although we have a relaxed atmosphere within our clubs, we expect the children to respect the club, the staff and each other, and we will not tolerate unacceptable behaviour in any of its forms and degrees.

We believe that it is necessary that the children are aware that some forms of behaviour will not be accepted and as such we carry out the following disciplinary procedure to prevent such situations worsening.

Step 1: The child will be spoken to and via an explanation from Club staff, asked to cease his/her current behaviour. The child will then be able to continue to play.

Step 2: If the child should ignore the above, they will be removed from the situation and asked to think about their behaviour. After a few minutes (calm down/ time out period), they will be given the opportunity to explain their reasons for behaving in such a manner and if they are sorry they will be allowed to resume play.

Step 3: If having carried out the previous steps the child continues to display unacceptable behaviour, it will be necessary for the staff to consult the parents about possible courses of action to deal with the specific behaviour.

An action plan will be agreed and the staff and parents will work together to encourage the child to behave in a more positive manner whilst within the Club.

Step 4: If having carried out all such steps, the child continues to show a disruptive behaviour pattern a written warning will be issued. If the child should receive a further written warning within a 12 month period the child will be given an immediate 2 week suspension from the club. It is hoped that during this time the parents and child will be able to work together on improving their behaviour.

NB.Due to the child’s place remaining open, full fees will still be payable.

On returning to the Club, the child will have one final chance to comply with the club rules. If the child continues to display unacceptable behaviour they will either be given 1 weeks notice to leave the club permanently or if the behaviour is of a more serious nature their place will be terminated with immediate effect.

The decision on whether or not to give notice is at the managers discretion. Jules et Lis reserves the right to suspend or terminate care of any child without notice, should it be deemed necessary for the overall safety and well-being of others in their care.

A report of all actions will be given to the parent/carer in writing.

While such action appears harsh it is necessary that we consider the welfare of all the children within our care and such behaviour can cause a very disruptive environment. Our staff sincerely try to avoid such situations and we will always deal with such matters in a helpful and caring fashion.

child protection procedure

At Jules et Lis Out Of School Clubs, the children's welfare is paramount. We believe that parents have a right to expect they can trust those who look after their children and that all reasonable steps have been taken to ensure this is the case.

The staff at Jules et Lis are in close contact with all the children in their care. They see them regularly, talk and play with them and also listen to them. Our members of staff are therefore in a prime position to notice radical changes in behaviour or worrying marks/bruises and may also hear children talking about experiences that give cause for alarm.

All staff receive guidance in recognising symptoms and signs of abuse and are aware of the action to be taken if they suspect ill treatment. Should we observe these signs and symptoms in a child we would take the following action:

  1. remain calm, listen to and observe the child
  2. share any concerns with other professional staff
  3. decide whether to keep an eye on the situation over the next few days/weeks or take immediate action
  4. record and date any relevant findings and decisions taken
  5. check with the parents/carers if they have noticed any changes in behaviour and seek an explanation for any unexplained bruises or marks
  6. discuss with parents/carers recent incidents that may have triggered any changes in behaviour i.e. when cared for by other people (creche, baby-sitter etc)
  7. if we feel it necessary to take the matter further, we would seek professional advice from one or more of the following: Children's Social Care (CSC), Ofsted, NSPCC and the Police

N.B. Unless we feel that it would put the child at immediate risk of harm parents/carers will always be informed of our decision to refer a child to the CSC, Ofsted, the Police or the NSPCC. Jules et Lis is subject to a legal duty of confidentiality and would not normally disclose information without the consent of the subject. However, the law permits the disclosure of confidential information if it is necessary to safeguard a child or children in the public interest.

collection procedure

On registering with Jules et Lis you will be asked to give full names and contact details of all persons permitted to collect your child from our care, including who has parental responsibility and who may collect in the event of an emergency. You will also be asked to provide a password that may be used as an extra security measure.

Before your child's start date a 'settling in' visit will be arranged with the club manager so that you and your child (and any family members you wish to introduce) may familiarise with the staff and the setting.

We ask that you please inform us if any persons unknown to the club are due to collect your child, this saves undue worry and concern.

Under No circumstances will any persons unknown to the club be permitted to collect your child if the password is not known, or prior consent has not been given.

Should your child be unable to attend due to sickness/ holiday etc. please inform the club manager prior to their absence to avoid any unnecessary concern.

It is the responsibility of the parent/ carer to ensure that their child is collected on time. Should the parent/carer feel they may be late to collect their child they should inform the club.

Any child that remains uncollected thirty minutes after closing time without informing the club will be considered an abandoned child and will be referred to the Children’s Social Care (CSC).

Jules et Lis Cannot be held responsible for any decisions or actions taken by the CSC once a child has been referred.

Year 6 children may escort themselves home in their last term with us (April- July) as long as we have prior written consent from the parent. Jules et Lis encourages independence but will not allow children to walk home alone during the dark winter months.

late collection

Parents/carers must ensure that their child is collected on time. Should a parent/carer feel that they may be late, they should inform the Club Manager by telephone (see contact page for further details) and if necessary, make alternative arrangements for the child's collection.

Any child that is collected late will be subject to additional charges our payment policy for further details.

Any child that remains uncollected 30 minutes after their booked session time, without prior notice or explanation given, will be considered an abandoned child and will be referred to the Children's Social Care (CSC). Once the CSC is involved the uncollected child will be taken into their care and the child's parent/carer will be notified.

Jules et Lis Out of School Clubs cannot be held responsible for any decisions or actions taken by the CSC.


Should you wish to make a formal complaint then the following steps should be followed:

  1. Inform the Manager verbally, either in person or by telephone
  2. Inform the Manager in writing

The following procedures will then be followed:

  • The manager will confirm receipt of all written complaints
  • The complaint will be discussed with all relevant parties, an action plan will be put together and every effort will be made to satisfy your cause for concern
  • The Manager will inform Ofsted immediately that a complaint has been made (within 24 hours)

NB. All formal complaints will be investigated fully and an account of all findings will be given within 28 days from receipt of the complaint.

In the unlikely event that we are unable to settle the cause of complaint, with your agreement we will refer it to the Children’s Committee.

The children's Committee are a group of parents, club employees and professionals who have a shared interest in good childcare practices, and it is our hope and aim that through further discussion we are able to achieve a mutual agreement between all parties.

If you remain unsatisfied with the response after the above procedures have been followed, or your complaint may be of a nature you prefer not to discuss with 'Jules et Lis' directly – such as a child protection concern or the registration of the provider, you can contact OFSTED by ringing the Early Years Complaints Line on 0300 123 1231 or by writing to:

  • The National Business Unit
  • Ofsted
  • Piccadilly Gate
  • Store Street
  • Manchester
  • M1 2WD

A record of all complaints will be kept and available to view at the parent/ carers request.

health & hygiene

If a child becomes unwell during a session, we will inform the parent as soon as it is possible to discuss the best course of action to take. In the case of minor ailments it is likely that we can care for the child in the club. If a child has been ill at home and is recovering, it is possible for us to care for the child at the club with your G.P.'s consent. However, we do advise and recommend that in this situation the child remain at home until they are fully recovered.

While the club can cater for many minor illnesses or injuries, any child with a high temperature or is suffering from sickness and cannot be at the club. In this situation a parent will be contacted and asked to make arrangements for the child to be collected. This is to protect both the children and the staff who attend the club.

Medication prescribed by your G.P. may be administered by the staff but only on completion of a Medication Consent Form by the parents/carer.

NB. No child under the age of 16 should be given medicine containing aspirin unless it has been prescribed by the child’s doctor. (Statutory Framework for the Early Years Foundation Stage. May 2008)

Non-prescription medication such as pain relief may be administered by staff, but only with prior written consent of the parent and only where there is a clear health reason. In the event of a minor accident, First Aid will be administered by our appointed First Aider and a written account will be entered into the 'Accident Book' which must be signed by the parent/carer.

If an accident should occur that we feel requires hospital treatment we would try to contact a parent/carer immediately. If in this situation we are unable to make contact we will endeavour to make a member of staff available to escort the child to hospital, where again, efforts would be made to contact a parent/carer.

In the unlikely event that we are not only unable to contact yourselves, but also no member of staff is available to escort the child, we would contact your Emergency Contact (supplied on the registration form) and request that they escort the child to the hospital.

N.B. Written permission must be given by Parents/Carers to allow us to arrange for your child to be escorted to hospital - if you are happy for us to take on this responsibility please sign the appropriate section on the Registration Form.

First – Aiders are people who have been trained and issued with a first aid certificate by an approved organisation.

In conjunction with the Health and Safety (First Aid) Regulation 1981 and HSC's code of practice "First Aid at Work", Jules et Lis will always carry out the following procedures:

  • provide suitably trained first – aiders, relative to the number of employees on site, shift working and the distance from outside medical services.
  • provide suitable facilities and equipment, including a suitable first aid box and ensure that employees are notified of the arrangements that have been made for first aid
  • appoint a First – Aider to take charge of the situation when a child, employee, visitor is injured or ill whilst on the premises and to be in charge of the equipment and facilities provided by the company
  • ensure All Accidents or injuries, however minor which involve injury MUST be recorded in the accident book which is kept in the designated area. Any near misses or dangerous happenings must also be reported to the First- Aider and club Manger so a risk assessment can be carried out
  • accident reports will be reviewed half termly to see if any patterns or trends emerge so that the cause may be identified, removed or rectified
  • on registering with Jules et Lis every parent/ guardian must give written permission or sign a waiver to allow for their child to have Emergency medical advice or treatment if necessary. The First – Aider or the most senior member of staff present at the time should make this decision

In the event of such action every effort will be made to contact the child’s parents as quickly as possible.


Everyone visiting should be vigilant regarding Health and Safety and safety matters including all visitors to the premises.

The club Manager/ Risk Assessment Officer will be responsible for checking the safety of all the equipment used on the premises.

Staff and children must be shown the safe way to use equipment.

first aid procedure

Jules et Lis recognises that all provisions should have staff who have an approved First Aid certificate covering babies and young children, and that at least one trained member of staff is on site at all times.

Great care will be taken to prevent injury to children and staff, however accidents will happen and Jules et Lis recognises that the way they are dealt with is of great importance.

The following steps will be followed should an accident/injury occur:

  • all accidents will be dealt with by a trained member of staff – 'First Aider
  • all accidents no matter how small will be recorded in the accident book by the member of staff who dealt with the accident, giving details of any first aid given
  • the parent/ carer on collection of their child will be informed of their child’s accident/ injury and any action taken
  • the parent/carer, on collection of their child, must sign the accident book
  • an individual page should be used for each child to ensure confidentiality
  • safety gloves must be worn when dealing with cuts, grazes, saliva or any other body fluid
  • all staff will be aware of emergency procedures

On registering their child the parent/carer will be asked to give written permission to allow Jules et Lis staff to seek emergency medical advice or treatment if necessary. Should a parent/ carer not wish to give their consent for such action; an individual emergency plan will be drawn up with the parent/ carer should such an emergency occur.

Staff will regularly check the Accident Book for any "patterns or trends" staff will identify & act upon any changes that are necessary. Staff will regularly talk with children about playing safely to prevent accidents.


Jules et Lis out of school clubs carry full Public and Professional Liability Insurance. Parents are advised that they may wish to take out Accident Insurance for their child which your insurers will be able to advise you.

Alternatively, we are happy to supply details of suitable schemes.

notice period

If you wish to withdraw your child from the Club one month's written notice is required. We regret that up to one months fee will be payable if adequate notice is not given.

Similarly, if you wish to increase or reduce the hours that your child attends the Club, one month's notice is also required.

If the hours are available at the time of asking, your invoice will be revised and your payments amended accordingly. If your request for extra days/hours is not possible at the time of asking, you may wish to be put on the waiting list. If so you will be informed at the earliest opportunity should the situation change.

parental involvement

We recognize that the care of children is an extension to family life and we must compliment this. We therefore encourage parents and carers to take a close interest in their child's activities within the club.

We will always offer daily feedback to parents and carers and as our staff are always friendly and approachable we hope that you will feel comfortable enough to ask the staff anything should the need arise.

To encourage involvement we hold regular 'nosh & natter' meetings to discuss all aspects of our service.

These meetings will give you an opportunity to express any ideas or thoughts you have in a relaxed, friendly informal setting.

Feedback forms are also readily made available for parents to write down their comments.

Your feedback is crucial in helping us reflect and improve upon the service that we provide to you and your child. We wish to provide a service that you and your child will be confident, comfortable and happy with and therefore your input is very much welcomed and always appreciated.

calculation of fees & payment

The Breakfast and After School Club year runs from 1st January to 31st December, Monday to Friday term time only. Fees are calculated from your child's start to date to the end of the given year (or a given leave date if sooner) for term time sessions only. Your total fee for this period is divided over equal instalments.

Fees are payable in advance. Your initial fee is to be paid prior to your child's start date and then monthly on the 1st of the month thereafter. Payment details are given on your invoice. It is the parents responsibility to ensure fees are paid on time and for the correct amounts as given on invoice. Jules et Lis reserve the right to suspend your child's place if fees are not received on time.


If your child's place is suspended due to non-payment of fees, a 2 week period is given to pay your arrears in full. Should you fail to pay the arrears in this given time your child's place will be terminated and your debt will be passed over to the local county court for the recovery of unpaid childcare fees.

Jules et Lis reserve the right to terminate your child's place if arrears are not paid in full within the allocated time given.

NB. Holiday Club fees are paid separately at the time of booking.

non attendance

Full fees are still payable for occasional sickness and absences as places reserved for your child cannot be filled in short notice.

club closure

Full fees are still payable should the club need to close due to severe weather conditions to cover ongoing costs.

late collection

It is the responsibility of the parent/ carer to ensure that their child is collected on time. Should the parent/carer feel they may be late to collect their child they should inform the club.

Late collection will incur a Penalty Charge of £1 for every minute entered over your booked session time. Late payment slips will be issued on the given day, and must be paid within 7 days of receipt. Further charges of £5 will be added for each day after the 7 day period.

Allowances will be given if many are affected by major accidents or occurrences and for exceptional circumstances at the managers discretion.

All late fees should be paid directly to the club manager, a receipt of payment will be given.

We apologise if this seems harsh but this charge is put in place as a preventative measure.

NB. Regular late collection may result in your child's place being terminated.


In the event of an incident the security of the children within the club will be the responsibility of the Club Manager/Coordinator. In the case of fire, the children will be evacuated to an area outside the building and the necessary services called upon.

the staff

All Jules et Lis staff either have appropriate childcare qualifications or are actively working towards them. The majority of our staff hold one of the following qualifications:

  • BA (HONS) Degree – Playwork & Education (Level 6)
  • DIPHE – In Playwork & Youth Studies (Level 4)
  • N.V.Q. – National Vocational Qualification in Childcare (Level 2,3,4) or equivalent

While some staff may not yet hold the necessary qualifications they have invaluable experience. In such cases we encourage them to be a part of the team and as with all members of staff, we will offer and support training opportunities.

The staff ratio per child is (1 adult per 8 children) and complies with OFSTED and the 'Children Act 1989, 2004 & 2006'.

allegations made against staff

To avoid staff feeling vulnerable to malicious allegations Jules et Lis have at least 2 members of staff per room (where possible). All premises are open plan and all areas of the provisions are visible by all, so no one member of staff should ever be left in a vulnerable situation.

In the event of an allegation being made toward a staff member, where it has been alleged that they have:

  • behaved in a way that has harmed, or may have harmed, a child
  • possibly committed a criminal offence against children, or related to a child
  • behaved towards a child or children in a way that indicates s/he is unsuitable to work with children

the following steps will be followed:

  1. Refer the allegation immediately to management
  2. Alert the Local Authority Designated Officer (LADO) within 24 hours on 01375 652 535 or 01375 672 468
  3. Inform OFSTED as soon as possible and complete a complaints log
  4. Inform the Local Safeguarding Children's Board
  5. Inform the Police (if necessary
  6. Should the allegation be made about management, go direct to Ofsted and the Local Authority Designated Officer
  7. The allegation will be fully investigated following advice of the LADO
  8. Jules et Lis Complaints Procedure will be followed:
    • Depending on the severity of the allegation, the staff member may be suspended during the investigation
    • If the allegation is a result of lack of training Jules et Lis will work to support the child, the child’s family and staff member
    • Founded allegations of a serious nature will be passed on to the police and will result in the immediate termination of employment
    • Unfounded allegations will result in all rights being reinstated
  9. All investigations/ interviews will be logged
  10. All parties involved will be kept informed
  11. Support will be given and counselling made available to anyone affected by an allegation

staff meetings and planning procedures

Staff discussions will be held to evaluate the following:

  • the programme that we currently offer
  • what improvements could be made
  • how can we continue to make the club a fun and stimulating place to be
  • how the children are developing, through what we have to offer
  • the clubs policies ensuring that we provide the best service possible

These meetings will be held once a month and all staff will be present (where possible). Staff will be encouraged to express their thoughts and opinions constructively and all suggestions will be noticed.

We will carry out any changes that were felt relevant assessing the outcome at the next staff meeting.

In order that we can continue to improve, we must work together and feel free to express any concerns or grievances, thus allowing the air to be cleared and the focus to be on the children.

equal opportunities

Jules et Lis Out of School Clubs are committed to equal opportunities both in the provision of services and as an employer. We recognise the inequalities which people suffer and believe that action needs to be taken to reduce them. All workers have a role in ensuring fairness towards colleagues and users.

aims of policy

The policy aims to challenge discrimination in all areas of our organisation. We aim to ensure that the club reflects and meets all of the local community and incorporates equal opportunities into all areas of our work.

We aim to:

  1. Ensure that the makeup of the team reflects the makeup of the local community
  2. Ensure the the premises are accessible for all members of the community
  3. Increase awareness within the club of the needs of those who face discrimination and the effects of discrimination in society in general
  4. Consider equal opportunities in all areas of our services and work
  5. Consider establishing specific projects to promote equality of opportunities /li>
  6. Provides activities which reflect a multicultural theme

statement of intent

The Equality Act 2010 legally protects people from discrimination in the workplace and in wider society. We recognise that certain groups and individuals in our society are discriminated against because of their race, colour, ethnic or national origin, gender, physical, sensory or mental disability, marital status, age, social class, religious belief, sexual orientation, employment status or if they are HIV+.

Accordingly, we are strongly committed to positive action to remove counter discrimination in all aspects of our work – in our practice, in the way we work with children, families and others.

equal opportunities and the law

The Race Relations Act 1976

The race relations act 1976 makes it unlawful to discriminate against a person, directly or indirectly in the field of employment or service delivery.

Direct discrimination consists of treating a person, on racial grounds, less favourable than others are or would be treated in the same circumstances. Segregating a person from others or racial grounds constitutes less favourable treatment.

Racial grounds are grounds of race, colour and nationality – including citizenship, or ethnic or national origins.

Indirect discrimination consists of applying in any circumstances covered by the act a requirement or condition which, intentionally or not, has a disproportionately adverse effect on a particular racial group and cannot be shown to be justifiable on other than racial grounds.

Sex Discrimination Act 1975

Direct sex discrimination occurs when a person of one sex is treated less favourable on grounds of sex than a person of the other sex would be in the same or not materially different circumstances.

Indirect sex discrimination can occur where a requirement or conditions are applied equally to men and women. Such a requirement or condition may nevertheless discriminate indirectly because the proportion of one sex which can comply with it is much smaller than the proportion of the other which can comply with it.

For example, a requirement to be mobile or to be able to work late at short notice might bar more women than men.

This occurs when a married person is treated less favourably, on grounds of marital status, than an unmarried person of the same sex would be in the same, or not material different circumstances. The discrimination may be direct or indirect as explained above.

equal opportunities can mean

  • treating people fairly
  • not labelling or stereotyping
  • servicing all sections of the community
  • recognising the barriers that certain groups face
  • recognising individual worth
  • ensuring all people have access to your organisation
  • taking positive steps to overcome barriers
  • being fair about how you recruit your workers paid or unpaid
  • being aware of your own prejudices
  • not discriminating against certain groups of people

definition of terms

Anti-racist – means a person or policy that actively works and campaigns to eliminate racism, both institutional and attitudinal.

Black – is a word chosen by many African-Caribbean, African-American and some Asian and other non-white people to describe themselves and their situation in society, not necessarily skin colour.

Ethnic groups – is the group we belong to because of nationality, colour, culture, values, religion etc. Everybody belongs to an ethnic group: English; Welsh; Jewish etc. Ethnic does not mean Black.

Gay – a person male or female (although most often to mean male) who is sexually and emotionally attracted to people of the same sex.

Hetrosexism – the assumption that heterosexuality is the norm that each individual lives within or is striving for, hence it affects all our lives but lesbians and gay men face hetrosexism most consistently.

Institution racism – institutions have power to sustain and promote racial injustices by providing career opportunities, training, influence, self-respect etc. An indicator of institutional racism may be the exclusion of Black people from positions of control and leadership.

Lesbian – women who is sexually and emotionally attracted to other women.

Non-racist – is a position that does not recognise the ways in which racism affects all aspects of our society. People who maintain this position are taken a neutral stance on racism. Their neutrality does nothing to challenge the force of racism as is, in effect, a vote for the status quo and in collusion with racism.

"If you are not part of the solution you are part of the problem".

"Non-racists" often adopt a "colour-blind" approach.

Racial prejudice – means prejudging without having correct information and leads to irrational preferences.

Racism – is where prejudice combines with power to inform “any attitude, action, or institutional structure which subordinates a person or group because of colour, race or Ethnic difference.

recruitment and training

Jules Et Lis is committed to ensuring that candidates for employment and existing members of staff are not discriminated against on any grounds, including:

  • gender
  • race
  • nationality
  • colour
  • ethnicity
  • disability
  • marital status
  • sexuality
  • responsibility for dependants
  • age
  • religious belief
  • work pattern

This commitment applies to all aspects of employment including:

  • recruitment and selection, including advertisements, job descriptions, interview and selection procedures
  • training
  • promotion and development of career opportunities
  • term and conditions of employment and access to employment related facilities and benefits
  • grievance handling and the application of disciplinary procedures
  • selection for redundancy

Jules et lis is committed to anti-discriminatory practice and it is the responsibility of the management to ensure this policy is maintained. Where problems or complaints arise, the manager will ensure that a full investigation takes place and that any necessary follow up action is taken, this may include disciplinary action where appropriate.

health and safety policy

Jules et Lis – Out of School Clubs will provide for the purposes of its employees and in accordance with the Health and Safety at Work Act the following:

  • a safe place to work and access to the place of work
  • a safe system of work
  • adequate equipment and materials
  • competent fellow employees
  • protection from unnecessary risk of injury
  • adequate instruction and training

A copy of the Health and Safety Law and Employers and public Liability insurance certificate will be displayed for all employees reference.

specific responsibilities

The overall and ultimate responsibility for Health and Safety within our provision rests with the members of the management committee.

The management committee will be responsible for areas/activities in which they are involved by:

  • ensuring the Health and Safety policy is satisfactory implemented
  • ensuring that all new employees, whether paid or voluntary, are aware of and observe the policy
  • conducting a full investigation of any accidents or incidents that result in injury

staff responsibilities

All employees, whether paid or unpaid, have the responsibility for Health and Safety, including the safety of others that may be affected by their acts or omissions, and must ensure the following:

  • all electrical appliances are checked on an annual basis by a competent person
  • the first aid box is checked regularly and is kept properly stocked
  • risk assessments are carried out on a daily basis – removing and reporting any risks found
  • routine checks are carried out on all electrical appliances ensuring they are safe to use, reporting any defects to the management committee
  • all policies and procedures are followed AT ALL TIMES


Maintenance of the property and equipment to ensure personal safety is the overall responsibility of the management. All employees, whether paid or voluntary, are responsible for correct safe use of all property and equipment in the provision, and for the reporting of any faults or hazards to management.

Every effort should be made to avoid an accident happening. However, in the event of an accident, employees, paid or voluntary, have a duty to report to their immediate supervisor any such incident; to assist in determine the cause, and to help in any subsequent investigations with the aim of preventing a recurrence.

All accidents resulting in personal injury must be recorded in the relevant accident book. There are two books;

  • for recording accidents within the provision for children- kept with the first aid box
  • for accidents to employees, paid or voluntary

All accidents should be bought to the attention of management.

manual handling

Jules et lis recognize that manual handling is one of the most common causes of injury at the workplace and aim to eliminate hazardous manual handling activities as far as practical.

Manual Handling Procedure:

In order to reduce the risk of injury from manual handling operations, Jules et Lis Out of School Clubs will ensure they:

  • eliminate hazardous manual activities as far as reasonably practical
  • assess the risks associated with those manual handling activities that cannot be avoided, reducing the risk of injury to the lowest level, taking into account the working environment; The individual; the task and the load

The main manual handling activity that may be required at Jules et Lis out of school clubs is the lifting, setting up and putting away of tables. All staff will be required to take the necessary precautions as set out in the manual handling guidelines to ensure the lowest risk to themselves and others.

Employees Duties

Employees should ensure they:

  • comply with any instruction and training provided in safe manual handling techniques
  • do not put themselves or others at risk by carrying out unsafe manual handling techniques
  • report any problems including physical and medical conditions (e.g. pregnancy, back problems) which may affect their ability to undertake manual handling activities to their club manager

Employers Duty

Employer Nicola Vanner will ensure that all staff work to manual handling guidelines, and provide access to training course when available. And any staff with medical conditions will have access to assistance when manual handling is necessary.

riddor (the reporting of injuries, diseases and dangerous occurrences regulations 1995)

report any problems including physical and medical conditions (e.g. pregnancy, back problems) which may affect their ability to undertake manual handling activities to their club manager.

  • a death or major injury, which includes a fracture (but not fingers, thumbs or toes), an amputation, dislocation, permanent or temporary loss of sight, and an injury from an electric shock
  • a reportable disease
  • a dangerous occurrence, which didn’t but could have resulted in a reportable injury
  • an injury resulting in hospital admission

Jules et Lis also recognises their responsibility to report the above to Ofsted.

cleanliness of premises

'Jules et Lis' recognises its duty to set appropriate standards of cleanliness throughout its premises and to maintain these by:

  • investigating and acting upon any accident/incident, that have occurred due to lack of cleanliness
  • providing enough funding to achieve and maintain a good standard of cleanliness
  • providing facilities for safe and convenient storage of cleaning equipment and materials
  • promoting good housekeeping practices amongst employees and other users of the premises

All employees, whether paid or voluntary, have a responsibility to maintain a good standard of cleanliness by:

  • observing good personal and environmental hygiene practices
  • carefully disposing of rubbish into appropriate bags/ containers provided, particularly where broken glass or dangerous waste is concerned
  • tidying up and putting away equipment and materials appropriately after use
  • cleaning up spillages, debris, litter etc., as soon after the occurrence as possible
  • reporting any short falls in standards to the appropriate person

coshh (the control of substances, hazardous to Health regulations)

To comply with these regulations 'Jules et Lis' keep a record of all hazardous or potential hazardous substances that are used in the provision – a copy of this list will be kept on the premises.

In addition to chemicals, all body fluids are to be treated as substances hazardous to health, and should be carefully dealt with using protective gloves and materials that can be disposed o safely.

Any persons using such chemicals must observe the following guidelines:

  • all substances which are included on the COSHH list, including bleach, and general household chemicals, are to be stored in a safe place, preferably under lock and key
  • all hazardous substances, are to be used with care eg. Bleach, solvents, glue containing solvents
  • always read the label before use and follow the manufactures instructions
  • avoid inhalation, ingestion and skin contact of all chemicals
  • always appropriate protective clothes eg. Gloves etc
  • never mix products as this could give raise to hazardous by products

Those using the substance must be familiar with the first aid procedure used in the event of an accident.

In the interest of Health and Safety, substances should only be used if there is no less harmful or harmless alternative.

fire precautions

The management committee are responsible for ensuring that precautions are taken against fire through:

  • routine maintenance of fire equipment
  • revising and practicing emergency procedures
  • educating employees, whether paid or voluntary, in safe practice

It is the duty of all employees, whether paid or voluntary, to co operate in the implementation of this policy and to report to the management committee any instances where the procedures are not being implemented eg. wedging open fire doors, escape routes obstructed by furniture or rubbish etc. and reporting faults in electrical equipment.

'Jules et Lis' operates a NO SMOKING policy. It is the responsibility of the individual smoker to ensure that they only smoke outside of the building and ensure the cigarette is properly extinguished.

risk assessments

Jules et Lis will take the following into consideration when carrying out regular risk assessment of the premises, equipment and materials. All assessments will be recorded and reviewed regularly.

  • look for hazards (anything that could cause harm)
  • decide who might be harmed and why
  • evaluate the risks arising from the hazards and decide whether existing precautions are adequate or more needs to be done
  • remove the hazard
  • record the findings
  • review the assessment regularly

food handling

Jules et Lis recognises the responsibility to maintain acceptable levels of hygiene and safety in respect of food.

All employees, paid or voluntary who handle food will have undergone appropriate training, and have a responsibility to:

  • maintain a high standard of personal hygiene
  • refrain from handling food when they or anyone at home are suffering from an infectious disease or have, boils, ulcers, cuts or rashes, diarrhoea, eye, ear or throat infection, or any untoward discharges
  • adhere to Jules et Lis health and Safety Policy
  • report short comings to the management committee or appropriate persons, eg. Faulty or damaged storage, preparation and service equipment

Principles of safely Handling food

  • all foods must be checked to ensure they are the quality, substance and temperature required and that they are within their use-by-dates
  • all foods must be stored under conditions that will prevent deterioration
  • instructions on product labels should always be followed

Keep it clean – keep it cool – keep it covered

  • food and only food must be stored in areas designed specifically for that purpose (refrigerator/cupboard etc.)
  • saucepan handles should not over hang stove or work top edges
  • any food or liquid spillage must be cleaned up immediately
  • when cooking food, product instructions must always be followed
  • food not consumed for the meal for which it was prepared must not be kept or offered at a later service time
  • signs of any type of pest infestation must be reported immediately

Principles of Safely using Equipment for Catering Areas

  • all electrical and gas equipment must be switched off and the plugs removed from the power source when it is being cleaned or not in use
  • refrigerator and freezer temperature controls must be routinely checked to ensure their effectiveness
  • all equipment must be used to the manufactures instructions
  • all doors and lids to equipment in use should fit securely
  • all equipment should be checked when in use to ensure that it is functioning correctly- any slight fault eg. Electrical shocks received, must be reported immediately
  • all equipment and work surfaces to be kept in a clean and hygienic condition
  • all electrical equipment will be checked annually by a qualified electrician to ensure is of good working order. Any electrical item that does not pass the safety test will be removed immediately

induction and training

All employees, paid or voluntary, read through this policy as part of their induction programme. The management committee has a duty to ensure they are aware of the current legislation and that the relevant information is disseminated to the appreciate persons.

welcome to the jules et lis – out of school clubs!

Children are the main reason for our club and everything we do is geared towards their needs. Every child will be recognised and valued as an individual. They will be respected whatever their age, ability, size, race, gender, language, family, religion, social class, income and personality. They will be constantly encouraged to respect others in the same way too.

For most children, the Jules et Lis – out of school club is an extension of their family. To help promote this feeling, each child will have a 'key worker', a special adult that they can relate to when first joining the club.

We realise that a child's first day at an Out of School Club can be exciting but it can also be quite daunting. It is our primary concern to make this initial period as painless as possible.

Each child will be welcomed into the club by his/her playworker and will be shown their own peg (where possible) where they may leave their belongings. The 'key worker' will show your child around the premises ensuring she/he knows where each area is located.

A quiet time will then follow, during which the children will sit and have their snack whilst talking about their day at school. It will be during this time that your child will have a special welcome into our kids’ Club 'family' and will be introduced to remaining staff and children. We will explain to your child what rules the club has and why they are in place so she/he will have a clear sense of where the boundaries lie. This will make your child feel safe and let him/her know that certain types of behaviour will have consequences.

We will do everything we can to ensure that your child's time with us is a happy one. However, if you have any special requests which may help your child to settle in more quickly, please feel free to discuss these or any other matters with us.

admission policy

Prior to a child's attendance at Jules et lis, the parent/carer must complete and sign a registration booking form.

The registration form is a contract between the parent/ carer and Jules et Lis, whereby the parent/ carer agrees to abide by all of the terms & conditions and policies and procedures laid out by Jules et Lis.

This form provides the following information:

  • Name, Home Address and Date of Birth of each child
  • Name by which the child likes to be known
  • Starting date and required session/hours per week
  • Arrangement for payment of fees
  • Arrangement for collection
  • Name, Address, and contact numbers of parents/carers
  • States whom has parental responsibility
  • Name and numbers of Emergency contacts
  • Name, Address and contact number for doctor
  • Special Dietary/Medical Requirements
  • Parent consent on Emergency procedure
  • Consent for photography
  • Consent for Face Paints
  • Consent for sun cream to be applied if necessary
  • Security Password – in the event of an unknown person to the club collecting the child

Parents/carers will also be asked to provide any further information which they feel will enable us to take best care of their child.

priority admissions

Jules et lis allocate places on a first come first served basis where possible with the exception of priority given to siblings.

Jules et Lis also reserve the right to accommodate any child should it be felt that it would be in the child's best interests to do so.

late payment policy

Jules et Lis request that fees be paid in advance. One month fee is payable prior to the child's start date and then monthly on the first day of each month thereafter. Payment details will be given on invoice.

It is the parent's responsibility to ensure that fees are paid on time and for the correct amounts as given on invoice. Jules et Lis reserves the right to add penalty charges and /or suspend a child's place if fees are not received on time. Please see below.

late payment penalty charge

All fees (after the initial fee) will be payable on the 1st day of each month. If fees are not received on time a £5 penalty charge will be incurred for each day that payment is late.

Three working days grace is given to allow for weekend and bank holidays, therefore charges will apply from the 4th day of each month.

Late fees will apply for a maximum of up to five days – a maximum charge of £25; If fees and charges remain unpaid on the 8th day of the month Jules et Lis reserve the right to suspend with immediate effect until fees are paid in full.

If a child's place is suspended parents will be notified verbally (in person where possible or via telephone) and a confirmation email will be sent that same day. The school will be notified of the suspension and it will be the parent’s responsibility to make alternative childcare arrangements.


If a place is suspended due to non-payment of fees, a 2 week period will be given to pay the arrears in full (including all penalty charges).


If arrears are not paid within the 2 week period given, Jules et Lis reserves the right to terminate their agreement with immediate effect.

All debts thereafter will be passed over to the local county court for the recovery of unpaid childcare fees.

In the event of regular late payment Jules et Lis also reserve the right to terminate their agreement.

medicine administration policy

Medication prescribed by your G.P. may be administered by staff but ONLY on completion of a Medication Consent Form by the parents/carer.

NB. No child under the age of 16 should be given medicine containing aspirin unless it has been prescribed by the child's doctor. (Statutory Framework for the Early Years Foundation Stage. May 2008)

Non-prescription medication such as pain relief may be administered by staff, but only with prior written consent of the parent and only where there is a clear health reason to do so.

Jules et Lis recognises that:

  • Medicine is not to be given to any child without written permission of the parent/carer and unless prescribed by the doctor; In the case that the school has had written consent prior to the child attending after school club, a verbal request from the parent to the club manager to administer medicine will be accepted and a forms completed when the parent collects the child. If the club manger doubts the person’s identity, a phone call to the parent on the phone numbers provided will be made as confirmation
  • If it is a new antibiotic (never been taken by the child before) they are not permitted at club within 24 hours of administration, in case or an allergic reaction
  • The name and date on the medication must always be checked
  • All medication given to children is to be recorded in the medication file, with doses and times given and witnessed by a second person
  • Staff and parent/carer should both sign the book
  • Each child should have a separate sheet within the medicine book to ensure confidentiality
  • The person in charge will be responsible for the safe keeping of all medicines
  • All medicines, including medication for staff will be stored appropriately in a secure, safe and accessible place
  • If collecting medication from the school office, Jules et Lis staff must take note of the time medicine was last administered and record on the child's medication file

missing child policy

Every care is taken to ensure the children in our care are accounted for and safeguarded at all times. However, if it is suspected that a child has gone missing, the following procedures will be followed:

  • The manager or senior person in charge will take an immediate roll call
  • If it is discovered that a child is unaccounted for, a full search of the premises and its immediate surrounds will take place, ensuring the safety of all other children in our care
  • Staff will remain calm and reassure the children
  • If after a full search the child is still missing the manager will dial 999 and report the child missing
  • The manager will provide the police with a full description of the child and the child’s details, and then follow the police instruction
  • The manager will inform the parents/ carers
  • Once the police arrive, all relevant information about the child will be given. The police will then take over the search and the staff will act on their instruction

If such an incident should occur, a full account of the incident and the procedures followed will be recorded. A review will be carried out within 24 hours to assess how and why the incident happened. All necessary action will be taken to prevent the situation happening again. Ofsted will be informed within 24 hours and a full report will be given.

The following precautions will be taken to avoid a child going missing in our care:

  • Children will never be left unsupervised
  • There will always be at least one member of staff to every 8 children (this will be increased to 1:6 on outings)
  • At least 50% of staff will be qualified to ensure the best quality care
  • Children will be taught of the dangers of wandering off and talking to strangers and we will have regular group discussions to remind them of these dangers
  • Clear boundaries will be put in place and we will ensure that all of the children in our care have sound knowledge and understanding of these boundaries
  • We will always risk assess our environment to ensure that it is safe and secure
  • Children will be encouraged to be responsible, carry out their own risk assessments (through group discussion) and be aware of surrounding dangers

When on outings the following precautions will also be taken:

  • Children will be closely supervised at all times; Keyworker groups will be assigned if necessary
  • Children will wear high visibility jackets with the club logo and contact number on
  • Children will be shown an appropriate meeting place and given clear instruction of what to do in the event they should find themselves lost
  • Overcrowded places will be avoided

mobile phone policy

Out of School Club fosters a ‘culture of safety’ in which the children and staff are protected from abuse, harm, and distress. We therefore have a clear policy on the acceptable use of mobile phones that is understood and adhered to by everyone: staff, children and parents. Abiding by the terms of the club’s mobile phone policy ensures that we all:

  • Protect children from harm and abuse
  • Prevent staff from being subject to false allegations
  • Help staff remain focused on the care of children
  • Work in an open and transparent environment

Staff use of mobile phones

Personal mobile phones belonging to members of staff are to be kept in a locked tin which will be in the kitchen/staff cupboard children have no access to during working hours.

If a member of staff needs to make an urgent personal call they can use the club phone.

If a member of staff has a family emergency or similar and needs to keep their mobile phone to hand, prior permission must be sought from the Manager or Deputy.

No staff members may use their personal mobile phones to take photographs at the club during working hours.

Children's use of mobile phones

Whilst we understand that some children have mobile phones, we actively discourage them from using their phones within the club.

The club does not accept any responsibility for loss or damage to mobile phones brought to the club by the children.

Children can use their mobile phone/tablets to play games and to take photographs whilst at the club. Or if they want a photograph of a particular activity they can ask a member of staff to take one using the club camera. We understand that children are creating memories and we talk to the children regularly about appropriate use of cameras and taking pictures.

Visitors’ use of mobile phones

Parents and all other visitors are encouraged not to use their mobile phones whilst on the club premises and MUST NOT use their mobile phone or any other device to take photographs within the club unless permission is obtained by Club Managers. This includes taking photographs of their own children. If they want to have a photograph of their child involved in an activity or at play, parents can ask a member of staff to take one using the club camera.