Policies

Last updated 4th January 2018

Excel aims to provide a safe environment for children and staff to fulfil their personal potential, and in which the dignity of all individuals is respected. Excel Sports Academy will always be promoting positive behaviour. This applies to children and ALL members of staff, from Camp Manager to Assistant Coaches.

Swearing, bullying, aggressive, violent & verbal abuse and damage to property is not acceptable behaviour. Children must listen and follow instruction from all Excel staff. No child must endanger the safety of another or compromise the safety of others by distracting behaviour.

It is important for parents & guardians to make known any potential behavioural issues to staff when making a booking.

Minor infringements will be dealt with by staff and reported to the Camp Manager.

The Camp Manager will deal with serious infringements, and where appropriate, the parent or guardian will be asked to remove their child from camp. All infringements are reported to the General Manager.

Excel Sports Academy will never physically punish children. All coaches should be aware of ongoing discipline problems with individuals and the Camp Manager and Head Office should deal with all serious discipline matters. A diary is available for staff to make comment on a child's behaviour, this should be recorded accurately and signed. Comments are then used to help form evidence of a pattern of behaviour to draw on should the need arise to speak to parents. For minor issues of discipline, a child can have points deducted from their team's scores. For major issues, a card system for discipline can be used. When the card system is being used, the system must be explained to the child as a full process. Up to 2 yellow cards can be used (recorded in the camp diary) in a day. 1st yellow card means sitting out for the remainder of the game. 2nd yellow card means and a child is required to sit out of the afternoon's tournament/challenge. Should there be a need for further discipline, a red card can be issued. A red card means the child's parents will be asked to come and collect their child.

Excel's Anti-Bullying Policies and Bully posters are available and on display at camp.

Last Updated on Tuesday, 4th January 2018

1. Statement of Policy

Excel Sports Academy aims to provide an environment for children that is safe, organised and will fulfil their personal potential at camp with the support of staff.

2. Policy Objectives

This programme seeks to ensure that all parents and guardians, their children and Excel staff are provided with the most up to date information regarding the weekly and day-to-day activities provided by the service. A large white display board will be used to highlight all the daily information to parents, guardians and children and inform them of the upcoming camp highlights. The purpose of this is to allow everyone to see how their day at Excel will unfold and allow them to plan for any additional clothing or equipment they may want to bring for activities the following day. There may be small changes to the programme depending on the weather and facility usage. An example of a ‘typical’ day and weekly programme is available on this site.

3. Current Regulatory Position

  • Recommendation by Care Commission (Scottish Commission for the Regulation of Care) 12.10.10
  • National Care Standards: Early Education and Childcare up to the age of 16. Standard 14.2: Well managed service.

For more information, please email: fun@excel-sports.co.uk

Last Updated on Tuesday, 4th January 2018

This policy sets out Excel's approach to a potential need for a member of staff to intervene in an outbreak of physical violence should an event occur.

As a social care service, Excel owes a duty of care towards its staff and children attending camp which requires that reasonable measures to prevent harm are taken. In some circumstances, it may be appropriate to employ certain kinds of physical intervention to prevent a significant risk of harm to one or more individuals. Physical interventions will only be used when other strategies have been tried and failed, or when the risks of not employing an emergency intervention are calculated to be outweighed by the risks of using one. Any physical intervention employed will be minimal in force to prevent injury, escalation in the situation or to avert serious damage to property. The minimal amount of force will be applied for the minimum amount of time for the child to regain self-control.

Any use of physical interventions will be consistent with the Human Rights Act (1998) and the United Nations Convention on the Rights of the Child (ratified 1991). These rights are based on the premise that every child and staff member at Excel is entitled to:

  1. Respect for his or her private life.
  2. The right not to be subjected to inhuman or degrading treatment.
  3. The right to liberty and security.
  4. The right not to be discriminated against in his / her enjoyment of those rights.

Members of staff who have not been involved in the initial situation leading up to the incident are encouraged to help and support any intervention since the support of colleagues may help to defuse or to minimise stress. As intervention may adversely affect the other children, where possible, the children should be moved. Two members of staff should remain with the child and explain in a calm and gentle way why the other children had to be removed and staff should remain until the child calms down before reporting the incident to the Camp Manager for further action. See Excel's policy on Behaviour Policy & Action Plan.

Should physical intervention be necessary in a given situation, a full and detailed account of events will be recorded in Excel's Accident and Incident Book, and the parents or guardian will be informed at the end of the day and a signature taken to acknowledge the event with a copy presented for their records.

Physical intervention actions which Excel considers to be reasonable in any circumstance would be to stand between two children/groups of children, to block a child's path, or perhaps leading or ushering a child away by the hand or arm.

For further information, please contact Excel's Director for more information on 07970 514 514.

Last Updated on Tuesday, 4th January 2018

This policy sets out Excel's information management strategy in relation to retention and disposal of records, and to ensure legislative and regulative compliance.

The Freedom of Information Act requires public authorities to maintain efficient record management systems in order to comply with requests for information. On this basis Excel will ensure that only relevant and appropriate records are retained for an appropriate length of time.

Retention time periods are dependent on legal, financial and administrative requirements and Excel will uphold the following legislation in determining the necessary retention time frame periods:

  • Data Protection Act 1998 & 2003
  • Health & Safety at Work Act 1974

This policy relates to all of Excel's hardcopy and electronic documents, film work, and emails. This policy also aims to support the accountability and transparency of retention of records, to determine the life cycle of records in accord with the Freedom of Information etc, and to demonstrate decisions made on the disposal of information in accordance with an approved procedure.

All records and files will be stored in a safe environment so as to prevent damage from flood, fire, theft or accidental damage. This information is required to be readily retrievable and available to reflect the business needs of Excel.

All records and files will be reviewed annually for destruction by the General Manager. Reasonable steps will be taken to ensure that records or files are not retrievable.

Ordinary refuse bins will be used for information of a 'public' nature and hard copy data will be cross strip shredded and either burned or disposed of by an approved contractor.

For further information, please contact Excel's Director for more information on 07970 514 514.

Last Updated on Tuesday, 4th January 2018

1. Statement of Policy

Excel Sports Academy aims to provide a safe environment for children and staff that will fulfil their personal potential and in which the dignity of all individuals is respected.

2. Policy Objectives

To ensure that all Excel staff are equipped with the skills and knowledge to create a safe environment which addresses bullying effectively. Feeling safe is crucial for children and young people's learning, sports, relaxation and enjoyment. A sense of security is essential for all Excel staff to ensure their responsibilities are carried out towards the children and their colleagues. It is everyone’s responsibility to create a safe environment to ensure physical safety and emotional wellbeing. This policy seeks to promote emotional and social competence and positive relationships. This policy also seeks to promote and reinforce an understanding and respect for cultural diversity addressing all forms of prejudice and intolerance, including racism, sexism and homophobia. All staff are expected to embrace this policy and actively participate in its practical application to create the safe environment Excel seeks for all children and staff during the camps.

3. Current Legal Position

  • UN Convention on the Rights of the Child
  • Children's Act 1989
  • Race Relations (Amendment) Act 2000
  • Disability Discrimination Act 1995
  • Human Rights Act 1998
  • Schools Standards and Framework 1998

4. Bullying

Bullying is a subjective experience and can take many forms, making bullying difficult to accurately define. Children, young people and adults can instigate bullying. Bullying is harmful for all involved, not just the bully and the victim. Bullying can lead to self-doubt, lack of confidence, low self-esteem, depression, anxiety, self-harm and even suicide. The act of bullying can include one or more of the following: name calling, taunting, taking another's belongings, gossiping, mocking, making offensive comments, pushing, hitting, kicking, spreading hurtful and untruthful rumours, excluding people from groups, text-messaging and emailing. Excel recognises that this list is not exhaustive.

5. Action to be taken when bullying is suspected or experienced

  • Minor incidents are to corrected and resolved when witnessed or reported by coaches or the manager.
  • Major incidents are to be reported to the camp manager.
  • Support the victim by: reassure the victim, offering them an opportunity to talk about their experience and offer continuing support if and when needed or required.
  • Support the bully by: talking about what happened and discover why they got involved, reinforce the bullying policy, officially warn the bully that punishments can be administered and observe the bully for reprisal or repeated behaviour.
  • Major incidents should be reported to the parents involved and recorded in the Incident Book. Punishments administered involve missing a sports session. In the event of extreme or repeated bulling, parents are contacted to remove their child.
  • For staff bullying issues, the camp manager or the office must be contacted. Confidentiality will be observed.

Last Updated on Tuesday, 4th January 2018

For the well being of any child, no child who is ill or sick should attend the sports camp. If a child falls ill or is sick at camp, the child will be invited to come out of the session or activity and sit quietly to assess how they feel. Should a child continue to feel unwell, the child will be bought back to the St. George’s Centre to sit quietly, under the supervision of a member of staff, until parents are contacted to make arrangements to collect their child.

Any ongoing or relative health concerns about a child will be recorded in the camp register following a request for information at the time of booking.

It is important for staff to reassure the child and to frequently talk to the child to assess the child’s improvement or deterioration.

Should a child develop any contagious disease, the General Manager or Camp Manager must be informed to bring to the attention of other parents and children.

A refrigerated unit is available to store food/packed lunches.

‘Spill kits’ with instructions are available from the Camp Managers table to deal with body fluids.

Plasters should be applied to all cuts to prevent contact by blood.

Controlling infection is a day to day issue at camp. Excel recommend to children and staff thoroughly washing hands after each visit to the toilet, and before eating. Children on the Excel Plus programmes involving Field Trips, Football, Rugby, Snowsports, Horse Riding etc must thoroughly wash their hands prior to boarding the minibus for the return journey. Children remaining onsite will be encouraged to thoroughly wash their hands throughout the day.

Last Updated on Tuesday, 4th January 2018

This policy applies to all Excel staff, paid and voluntary and supersedes previous policies by Excel on Good Practice & Child Protection. All Excel's staff and sports coaches (Specialist, Sports & Assistant Sports Coaches, Volunteers) will abide by the Sports Coach UK's Code of Practice for Sports Coaches. This code is recognised by all national sporting governing bodies. The following code is based around the following four key principles:

Rights – coaches must respect and champion the rights of every individual to participate in sport.

Relationships – coaches must develop a relationship with athletes (Excel's children and others) based on openness, honesty, mutual trust and respect.

Responsibilities: personal standards – coaches must demonstrate proper personal behaviour and conduct at all times.

Responsibilities: professional standards – to maximise benefits and minimise the risks to athletes (Excel's children and others), coaches must attain a high level of competence through qualifications and a commitment to ongoing training that ensures safe and correct practice.

Code of Practice for Sports Coaches (2007)

Information on training for staff and coaches to improve and develop skills can be found on the Sports Scotland website: www.sportscotland.org.uk, from your local authority, ie. Edinburgh Leisure: www.coachingedinburgh.co.uk, or Sports Coach UK: www.sportscoachuk.org, or by calling Excel's office on 07970 514 514. It is recommended that staff and coaches attend training in child protection awareness, first aid, courses related to working effectively with children and any child-centred coaching courses available in the Coach Development Workshop Programmes. To diversify an existing coaching skills base, courses are available in different sporting activities at different levels.

As a provider of childcare services in Edinburgh, Excel seeks to fulfil its responsibilities in line with the principles and practice outlined in national guidelines for child protection. If any member of staff at Excel becomes aware that a child may be being abused, or that a person may be abusing a child or children, Excel's Child Protection Officer will consult, as soon as possible, the appropriate local Social Work Manager, a Senior Police Officer, the Child Protection Co-ordinator, the Family Protection Unit or Emergency Social Work Services.

Excel will not inform parents of any suspicions of abuse but seek advice from the statutory agencies mentioned above should any allegation compromise any ongoing investigation. While Excel strives to build confidence in the service for parents and guardians, Excel will place the interests and safety of children as a matter of priority over other considerations.

A Record of Disclosure is available for use at Excel. Help to complete this form is available from the Camp Manager or the Child Protection Officer.

It is important to note:
Any member of staff, sports coach or volunteer who fails to disclose information relating to any subsequent action taken against them in relation to child abuse, sexual offences or violence following a Disclosure Scotland check will result in disciplinary action. Subsequent failure to conform to Excel's code of conduct will result in disciplinary action and possible exclusion from the organisation.

Excel's Child Protection Officer is Excel's Director, Excel Sports Academy Ltd, Salters House, Salters Road, Dalkeith, Midlothian, EH22 2EH, 07970 514 514, fun@excel-sports.co.uk

Last Updated on Tuesday, 4th January 2018

If you are unhappy with the service you or someone else is receiving from Excel Sports Academy Ltd, please speak to a sports coach, the camp manager or Excel's Lead Practitioner immediately. Most problems can be resolved by talking with a member of staff. If you would like to speak to someone other than the staff at camp, please contact Excel on 07970 514 514.

A complaint can be directed at any member of staff and in order to deal with it efficiently it should be written down as soon as possible and the Camp Manager informed immediately. The coach should write down the complaint as detailed as possible, including the times and place of the alleged incident and the time the actual complaint was given. This will help to verify any details given, as these can be checked with the actual timing of the day's activities. All complaints and concerns are taken seriously and thoroughly investigated. As a result action will be taken to effect change and improve the service on offer.

If the complaint is of a serious nature e.g. negligence on behalf of a coach, you should take down the information in written form whilst it is being given and obtain the signature of the parent. The written complaint should be passed on to the Camp Manager in charge at the time and without exception, this should then be passed on to Excel's Director, Ben Brown. All complaints will be recorded in a folder and stored at Head Office. All complaints will be dealt with in full confidence and the appropriate action will be taken if need be. The Complainant will be notified by post or email of any action taken within 28 days. The address for Excel's office is Salter's House, Salters Road, Dalkeith, Midlothian, EH22 2EH.

If the complaint is about Excel Sports Academy as a service, the Social Care and Social Work Improvement Scotland (SCSWIS) can conduct an independent inquiry into the concerns raised. The contact details for SCSWIS is Compass House, 11 Riverside Drive, Dundee, DD1 4NQ 0845 603 0890.

Last Updated on Tuesday, 4th January 2018

Excel Sports Academy recognises that many children own a mobile phone. We also recognise that some parents/guardians request that their child brings a mobile phone to Excel for safety and security reasons on the way to and from camp. Excel recognises that personal communication through mobile technologies is an accepted part of everyday life but that such technologies need to be used well. All sports sessions and activities need to be conducted in an environment free from unnecessary distractions or disruptions, therefore, Excel have decided to ban the use of all phones, games consoles and communication devices at camp.

The camp manager will look after these devices during the day and return them to the children at the end of the day so that parents and guardians are still able to contact their children on the way to and from camp.

Last Updated on Tuesday, 4th January 2018

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