Club Collection Policy

Purpose

This policy outlines the arrangements for the safe collection of children attending the Afterschool Club from school-based clubs (e.g., sports, music, arts) that are held on the same site. Our priority is to ensure the safety and well-being of every child in our care.

1. Responsibility for Children

  • The Afterschool Club is responsible for children from the point at which they are signed over into our care.

  • Until this handover takes place, the child remains the responsibility of the school or the specific activity provider.

2. Handover Procedure

  • At the end of their school club, children will be escorted to an agreed collection point by the school club leader.

  • Afterschool Club staff will meet the children at this collection point and take them to the Afterschool Club room.

  • A register will be taken immediately to confirm arrival.

3. Communication with Parents/Carers

  • Parents/carers must inform the Afterschool Club in advance if their child is attending a school-based club before joining us.

  • Parents/carers must provide details of the days, times, and type of school club.

  • If a child is expected at the Afterschool Club but does not arrive from a school club, staff will follow the Missing Child Procedure immediately.

4. Late Finishes or Cancellations

  • If a school club finishes earlier or later than planned, the Afterschool Club cannot accept responsibility until the child is officially handed over.

  • Parents/carers must ensure the Afterschool Club is informed of any last-minute changes (e.g. cancellation of a school club).

5. Safeguarding

  • Staff will ensure children are supervised at all times during the transition between the school club and the Afterschool Club.

  • All safeguarding procedures in our Safeguarding and Child Protection Policy remain in place during collection and transfer.

6. Non-Attendance

If a child is expected from a school club but does not arrive, the Afterschool Club staff will:

  • 1. Check with the school club leader.

  • 2. Contact the school office.

  • 3. Contact parents/carers if the child cannot be located immediately.

7. Review

This policy will be reviewed annually, or sooner if guidance from the school, Ofsted, or safeguarding procedures changes.