Kinross After School Club


Kinross Primary School

Station Road



Telephone Number

07971 636499





Updated March 2007



A. Health and Safety

·        Health and Safety Policy

·        Fire Drill procedure

·        Accident Procedure

·        Administration of Medicines

·        First Aid Policy

·        Infection and Communicable Disease Policy

B. Child Protection


C. Complaints


D. Admissions


E. Behaviour


F. Suspension and Exclusion Policy


G. Equal opportunities


H. Staff Recruitment and Selection


I. Staff Development Policy


J. Staff Appraisal Policy


K. Whistle Blowing Policy


L. Out of Hours Cover


M. Emergency Plans for Evacuation Policy


N. Risk Assessment Policy


Section A:

Health and Safety


Health and Safety Policy


1.           A safety officer is to be appointed. (Karen Livitt - Playleader)

2.             At least one member of staff on duty will hold a current First Aid Certificate.

3.             All staff will be familiar with First Aid practice.

4.             First Aid must be applied in accordance with First Aid Training.

5.             The First aid box should be checked at the beginning of each term and monthly thereafter by a designated member of staff who is qualified in First Aid.  This should be recorded in the daybook.  (Ideally, stock should be replaced as used.)

6.             All staff should be trained to follow set procedures in the event of a fire.

7.             Regular Fire Drills will be carried out and equipment checked.

8.             A log should be kept of all Fire Drills and entered into the Daybook.

9.             Fire appliances will be checked annually by Fire Department.

10.         Fire extinguishers must be replaced after each use.

11.          All accidents whether it be to the children, staff, volunteers or visitors must be recorded in the Accident Log Book.

12.         All staff must withdraw from the club when they have a persistent cough or respiratory infection, diarrhoea and/or vomiting or infectious disease and seek medical advice.

13.         They should also have sought clearance from their doctor before resuming work.

14.         Any child noted to be suffering from the above, should have their parents informed so that they may seek medical advice on their behalf.

15.         Parents should be made aware that it may be necessary for them to collect their child(ren) from the club.

16.         Ensure that Kinross After School Club has appropriate insurance cover and that the relevant certificates are available for inspection at all times. 




 Fire Drill Procedure




1.      When the alarm sounds, the Play leader will nominate an assistant to lead the children to the assembly point by the shortest safest route.




2.     The children will line up and walk smartly to the assembly point, lead by the nominated staff member. The children are expected to follow any instructions given to them by the staff.


3.     The Play Leader will check that all rooms within their area are clear, shutting windows and doors as they go and then bring up the rear with the daily contact register.


4.     At the assembly point the nominated person will check the children against the register and report to the senior member of staff that the children and staff are ALL accounted for.


5.     Staff and children will wait at the assembly point until told by the fire officer that it is safe to re-enter the building and the all clear is given.







1.      Fire drill should be carried out at least once throughout the running of any particular term.


2.     A member of staff will activate the fire alarm.


3.     On completion, the Drill must be recorded in the Daybook and signed by the member of staff who activated the alarm.


4.     All actions during the Fire Drill must conform to the above procedure.




1.      Raise the alarm.


2.     Evacuate the building using the nearest safe exit, following the above procedure.


3.     Telephone the emergency services : Dial 999 and ask for Fire Service, giving your name and address.


4.     ONLY IF IT IS SAFE TO DO SO, should an attempt be made to put out the fire, using the available and appropriate Fire Fighting equipment.


REMEMBER : The aim of all staff is to prevent any harm to the children whilst maintaining their own safety, and also not to give any hint of undue anxiety, which could result in panic.  Take the evacuation in a calm orderly manner, leaving personal belongings behind.




Accident Procedure


·        An accident log is to be used to keep a record of all accidents, whether they are notifiable or not.

·        The record can be used if a claim is to be made against the A.S.C. (the insurance company will require details of the accident)

·        The committee can also use the log in order to take necessary steps to reduce accidents in the future.

·        It can also be useful to identify training needs, closer supervision requirements or even accident proneness.

·        The log will be completed as soon as possible after the accident.





1.      Staff will inform the first aider who is on duty and take instruction from them.


2.     The parent/guardian will then be contacted and informed of the incident and action taken.

(If the incident only requires very basic First aid management then parent / guardian can be told on collection of child at end of session and given copy of entry into accident book.)


3.     The accident log should be completed as soon as possible by the member of staff who witnesses the accident and first aid treatment completed by the first aider.

(If for some reason a member of staff does not witness the accident, then the first member of staff on the scene should complete the log.)


In either event the log MUST be completed before the member of staff goes off duty.


Administration of Medicines


·        Medicines must only be administered by staff when parental permission has been given.


·        All administration of medicines must be recorded.


·        Dosages must be DOUBLE CHECKED by another member of staff prior to administering.

First Aid Policy



All accidents ,incidents and dangerous occurrences will be recorded in the appropriate book on the same day of the event.


Records must contain:-


1.      The time date and nature of the  accident

2.    Details of the people involved

3.    The nature and location of the injury

4.    The action taken and by whom

5.    The signature of the member of staff who dealt with the event and witnesses and, if deemed necessary, a countersignature by the parent/carer of the child or children involved.


Parent will be informed of any accident at the end of the session.



Infections and Communicable Diseases Policy



If a child becomes ill whilst at the club parent/care will be informed and the child kept comfortable until collected. The Child should remain at home for at least 24 hours .If a member of staff becomes ill at work similar restrictions apply.


If a child or member of staff becomes ill at home the club should be informed as soon as possible.


If any infectious or communicable disease is detected in the premises the club will inform parent/carers as soon as possible. The club is committed to sharing as much information as possible about the source of the disease and the steps being taken to remove it. The appropriate authority will be informed of any infectious diseases on the premises.


Section B:

Child Protection Policy



This is the policy of Kinross After School Club which will at all times endeavour to safeguard the welfare of all children in its care by protecting them from physical, sexual and emotional harm.





The abuse of children can take many forms such as physical injury or neglect, sexual assault and emotional abuse. Abuse can be carried out by a wide variety of people, including for example, parents, relatives, other trusted adults, other young people and strangers.





The welfare and safety of children should be the staffs’ highest priority. Therefore there is a need to be constantly vigilant while at the same time not jumping to conclusions.


In the event of any suspicion you should:-


1.      Note down what you have seen or heard in the incident book. Confine yourselves to the facts and record the time and place of the incident and sign the record.

2.    Consult immediately with the Playleader or, if she is absent her deputy immediately. It is important not to hold on to any concerns you may have even if you think they are trivial.

3.    It is the responsibility of the Play Leader or Deputy to initiate any further action such as seeking out further information and referring the matter onto the Social Work Department.  Hazel Mathieson, Jayne Barclay and Anthony Bell who are members of the Kinross After School Club Committee should be consulted as soon as possible.

4.    If the child requires urgent protection then the Social Work Department should be contacted at:- 


      Child Protection Team

      Pullar House

      35 Kinnoull Street


      Tel: 01738-476200 (duty Social Worker)

      Out of hours after 5pm: 01382-436430




Social Workers and Police have the responsibility to investigate and to decide whether, after consultation with medical practitioners whether a formal investigation is required. If so, the investigation will be carried out in a sympathetic manner with the child’s safety and welfare being the most important consideration. In most cases this will be done with the full involvement of the parents or guardians of the child. In order to promote open and honest communication with families it is good practice for staff, namely the Playleader, to discuss their concerns with the family and to inform them of any action that needs to be taken except in some extraordinary cases where this my be prejudicial to any investigation.





This will depend on the outcome of the investigation into the concern or allegation.  In all cases, the child’s interests will be of the greatest importance and their immediate safety will be first consideration.


If the home is considered unsafe for the child, every effort will be made to ensure that they are cared for by relatives or friends who know the child.  In the most extreme circumstances, children can be received into the care of the local authority for their own safety until a full assessment of their circumstances can be made.




Members of the Committee: Hazel Mathieson, Anthony Bell and Jayne Barclay can also be called on for help and advice.



Section C:

Complaints Procedure


Definition:        When a user of the Kinross After school Club is unhappy with the delivery of the service and wishes to register his or her dissatisfaction with the club.


In all cases an attempt should be made to resolve the complaint at the first or earliest opportunity, to the satisfaction of all concerned.


Initial complaints should be discussed with the Playleader in charge, who will attempt to resolve the complaint there and then, to the satisfaction of the complainant.


If the complaint cannot be dealt with satisfactorily there and then and a member of the committee is not available, then the complainant should be given a contact number for a member of the committee or told when a member of the committee will be available to speak with them directly.


If this is not satisfactory then the complaint should be put in writing and the committee informed as soon as possible, so the complaint can be addressed.


The complainant should be advised that it might take up to 5 working days to reply to their complaint, so that a thorough investigation can be made,


A record of all complaints should be made and the outcomes recorded.


It is the Play leader’s responsibility to bring to the attention of the committee all complaints registered. 


Further complaints should be addressed to :


The Care Commission

Compass House

11 Riverside Drive



Tel: 01382 207200



Section D:
Admissions Procedure



When a parent or carer contacts the club enquiring about a place for their child they will be given all the relevant information they require and informed if there is a current place available.


A date will be set for the child to start.


In the event of a place not being available, the childs name will be placed on the waiting list until such time a place becomes available. The list will be offered on a first come first served basis . If the parent/carer no longer requires the place offered the place will be offered to the next child on the list


A child with older brother(s)/sister(s) already attending the club will receive preferential treatment with regards to placements.  Please note that places for P1 children will be expected to be paid for in term 1 in order to hold that placement.


Your child will be expected to attend on registered days throughout the school term and notice must be given as early as possible in the day, if your child is unable to attend on a day for which he/she has been registered. We will always assume that your child will be attending unless we have been informed otherwise by a parent/guardian. We cannot just accept the child’s own word that he/she is not coming.


Once places have been allocated they must be paid for every week regardless of attendance.


The level of fees will be set by the committee and will be reviewed annually.

Payment of fees should be made weekly or billed each term.


If fees are not paid on time the club will notify the parent/carer in writing, and request payment at the earliest possible opportunity.


The committee has the right to issue a formal warning to the parent/carer and inform them that continued late payment will result in their child’s place at the club being forfeited.


Parent/carer are encouraged to speak to the manager or staff if they have difficulty in making payment on time.


The school is not officially involved in any way with the club and will not take on the responsibility of informing the club of non-attendance at school.


If you would like your child to attend on the occasional day or on an extra day to his/her usual registered days, please phone no later than 10 am on the day required to Karen Livitt on  tel: 07971 636499.


It should be noted that the more notice we receive, the more likely we will be able to offer your child an occasional place.


If your child is not registered with the club then you will be asked to give certain details so that in the event of an emergency or illness parents/guardians may be contacted.


Should you wish to change any of the days for which you child has been registered a full months written notice is required. We will then inform you if we are able to accommodate your requested change.


Section E:
Behaviour Procedure



Kinross after School Club aims to promote a positive ethos within the club, by promoting good behaviour.


Staff And children will work together to establish a clear set of ‘golden rules’ governing all behaviour in the club.


When an incident of negative behaviour occurs staff will listen to the child/children concerned and hear the reasons for their actions. Staff will explain clearly what is negative about their behaviour and that such actions have consequences both for themselves and other people.


Staff will attempt to ensure that children understand what is being said to them. Children will always be given the opportunity to make amends for their behaviour, unless it is judged inappropriate and be able to re join in the activity.


In the event that unacceptable behaviour persists, more serious action may have to be taken.


With this in mind the club will :

  • Value each child as an individual
  • Engage the children in activities which interest them
  • Praise and encourage children for acceptable behaviour
  • Work with parents to promote acceptable behaviour
  • Ask that children and staff adhere to a code of conduct


Activities will be varied so that children are not easily bored or distracted.


Staff will always take a positive view of behaviour management, encouraging that which is good rather than criticising that which is poor.


Confidentiality will always be respected.

Kinross After School Club operates a ‘No Smacking Policy’.


Section F:

Suspension and Exclusion Policy



Persistent unacceptable behaviour from a child will result in them receiving a formal warning from staff about their actions. Staff will explain why their behaviour is unacceptable and the consequences of any further incidents.

Only in the event of a serious and dangerous incident will child be suspended from the club with immediate effect. Parent/carer will be contacted and asked to collect their child immediately. A meeting will then be arranged with the manager, committee, the child concerned and their parent/carer to discuss the incident and decide if it is possible to return to the club, with a view to setting out conditions.

Section G:
Equal Opportunities



Kinross After School Club operates an equal opportunities policy when taking on staff, to ensure that no prospective employee suffers direct or indirect discrimination or victimisation.


While attending the Kinross after school club your child will be cared for in an environment which values all children and people regardless of race, class, sex or disability. The general surroundings and equipment reflect this policy.


Section H:

Staff Recruitment and Selection



The manager and staff will be suitably qualified or have relevant experience and have undergone a full disclosure check.


All candidates for a post with the club are asked to fill in an application form outlining their work experience, educational qualifications and any other relevant information. 


A checklist of skills, knowledge and experience required for the post will be matched against applications in order to select for interviews those who fit the post requirements. All candidates who fit the requirements will be interviewed and the checklist used again to go into more depth about a candidate’s background.


The club will not employ staff or volunteers that have been convicted of an offence or have been subject of an order that disqualifies them from registration under regulations made under schedule 9A of the children’s Act 1989.


No staff who has not received a full disclosure check will be left alone with a child.


If for any reason it is necessary to take on a temporary worker before interviews have taken place, the temporary worker can apply for the job like everyone else, but may not be considered for the post


The manager will have a least an SVQ Level Three qualification appropriate to the post, along  with a least two years experience of working in an after school club setting.


Section I:
Staff Development Policy



Kinross After School Club is aware that the success of the club is largely dependent on the contribution made by staff. It is recognised that staff development and training is an integral part of the job and impacts on the quality of the service the children receive.


Training is provided by Perth and Kinross Council and courses can be accessed through the training directory, which includes professional qualifications, underpinning knowledge and areas in practical training.


·        Staff employed by the club will undergo induction training.

·        Staff will attend at least 5 courses relevant to the service.

·        Staff will have regular support and supervision meetings.

·        Staff will receive an appraisal every 12 months.

·        Staff will be supported in ongoing professional training.


In addition the club has access to a development worker who can deliver ‘on the job’ training to staff.



Section J:

Staff Appraisal Policy


The objective of the Club’s appraisal is to review employees’ performance and potential, and to identify suitable and appropriate training and development needs.


Appraisals will take the form of an annual meeting between staff committee and manager where they will be used to identify areas for development and training needs.


 Section K:

Whistle Blowing Policy



Kinross After School Club will not accept or condone any behaviour by staff, volunteers or adults associated with the club that is contrary to the club’s aims and objectives. The club recognises that the children, staff, volunteers and parents must be able to express any concerns they have about any of the club’s practises or activities.


We will actively encourage and support the reporting of such behaviour by:


·        Promoting an environment that has mutual trust, respect and open communication

·        Promoting an environment that is free from bullying, harassment and discrimination

·        Supporting staff or volunteers who ‘blow the whistle’, both during and after any investigation in line with relevant legislation


Concerns in the first instance should be taken to the club supervisor. If, due to the nature of the problem, this is not possible, then concerns can be taken directly to Perth and Kinross Out of School Network Ltd.


If a concern cannot be taken to the supervisor or Perth and Kinross Out of School Network Ltd because of fear of reprisal, then advice can be sought from the Scottish care Commission for the Regulation of Care.


The Care Commission

Compass House

11 Riverside Drive



01382 207200


If the concern relates to suspected child  abuse, then the Duty Protection Officer for Perth and Kinross Council Social Work Department will always advise.


Section L:

Out of Hours Cover Policy


If for some reason a child is not collected at the end of the session the following procedures will be activated:-


The Play Leader or staff member will call the parent ,carer or designated adult, and use any other emergency contact details available in order to try to ascertain the cause for delay, and how long it is likely to last. Messages will be left on any answer phone requesting a prompt reply.


Whilst waiting to be collected the child will be offered as much support and reassurance as is necessary.


If after repeated attempts to contact parent carer or designated adult and further period of 30 minutes as lapsed the manager will call local social services department for advice.


In the event of the social services being called and responsibility for the child being passed to the child protection agency, the manager will attempt to leave a further message with the parent carer or designated adult answerphone. A note will also be left on the door of the club premises informing the parent care or designated adult of what has happened. The note will reassure them of the child’s safety and instruct them who to contact.


Under no circumstances will a child be taken to the home of a staff member or away from the club premises unless absolutely necessary, in the course  of waiting for them to be collected.


In The event of the school premises being closed for the night the alternative collection point will be:  KINROSS HIGH SCHOOL.


The child will remain in the care of the club until they are collected by a parent care or designated adult, or alternatively placed in the care of social services.


Incidents of late collection will be recorded by the Manager.




Section M:

Emergency Plans for Evacuation Policy


In the event of an emergency evacuation of the Club, The children will be escorted by Staff to KINROSS HIGH SCHOOL.


Section N:

Risk Assessment Policy


The manager is responsible for making sure risk assessment are completed and logged.


A Visual inspection of equipment (indoor and outdoor) will be carried out daily by a designated member of staff and will be completed before children arrive


During the session staff will remain vigilant and be continually aware of potential risks to health and safety arising from:


1.      Indoors and outdoors

2.    All surfaces both indoor and outdoors

3.    All equipment used by children and staff


On discovering a hazard, staff will take the necessary steps to make themselves and other people potentially affected safe. The Manager will be informed and a record made in the incident book. The manager is then responsible for ensuring that any necessary action is taken.